4.5 SR 01-18-2022
Request for Action
To Item Number
Mayor and City Council 4.5
Agenda Section Meeting Date Prepared by
Consent January 18, 2022 Michael Hecker, Parks and Recreation Director
Item Description Reviewed by
Athletic Field Utilization Study Cal Portner, City Administrator
Reviewed by
Action Requested
Approve, by motion, the HKGi Athletic Field Utilization Study for $30,000.
Background/Discussion
The Athletic Field Utilization Study is intended to provide clear definition of what types of facilities are needed to
best serve the existing and long-term demand on the city’s athletic facilities. The analysis and recommendations
will provide clear guidance to the master planning proposed for 2023 for our key athletic community parks (YAC,
DAAC and OKAC).
A scope of work was prepared by staff and sent to two consultants for a quote. HKGi is most familiar with our
park facilities and had the most comprehensive proposal with the lowest quote of the two quotes received.
Financial Impact
The funding to complete the Athletic Field Utilization Study for $30,000 is the Park Improvement Fund.
Attachments
HKGi proposal
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity.
Updated: August 2020
Creating Places that Enrich PeopleÓs Lives
January3,2022
Mr.MichaelHecker
ParksandRecreationDirector
CityofElkRiver
13065OronoParkway
ElkRiver,MN55330.
Re:AthleticFieldUtilizationStudy
DearMichael,
HKGiispleasedsubmitthisproposaltoprepareananalysisandrecommendationsfortheCityofElkRiver
thecurrentandfutureathleticfieldneedsinthecommunity.ElkRiverisrecognizedfortheirprogressive
regarding
parksystem,bothpassiveandactiveandforbothresidentsandvisitors.Thisstudywillfocusontheprogrammed
athleticfacilitieswithintheCityandprovideaclearandeffectivepathforwardfortheCityasyoustriveto
continueprovidingexceptionalrecreationfacilitiesandexperiences.
Theprocesswillbuilduponthepreviousparksystemplantrends,andfocusmorespecificallyoncurrentdatato
reflectlocalgrowthestimatesandtospecificallyfitElkwźǝĻƩƭneeds.Theprojectisintendedtoprovideclear
definitionofwhattypesoffacilitiesareneededtobestservetheexistingandlongtermdemandontheathletic
facilities.Theanalysisandrecommendationswillprovideclearguidancetothemasterplanningbeingconsidered
forthekeyathleticorientedcommunityparks(YAC,DAAC,andOKAC)andprovideanunderstandingofthe
financialimplicationsofrecommendationsforcapitalandmaintenancecostsatabudgetplanninglevel.We
understandthefocusofthisstudytobeonoutdoorbaseball,softball,soccer,football,andlacrossefields.
ProcessandWorkPlan
Task1ΑDataGatheringandFacilityInventory
bytheCity:
HKGiwillreviewtheinformationprovided
1. Youthathleticassociationparticipationandtrendsfrom2014present
2. Futurelanddevelopmentopportunities,acreage,andlocations
3. Athleticfacilityusergroupinputandfeedback
4. AreviewofplannedareaprojectsoutsideoftheCitythathaveaneffectonlocalfielddemand(ISD728,
Ramsey,Otsego,Zimmerman)
Rogers,
5. Developanonlinesurveyforapplicableusergroupstoaskaboutcurrentandfutureneedsrelatedtofield
useandfacilities.
6. Reviewexistingsupportfacilitiesattheparksregardinggeneralconditionandageandrecommendations
relatedtoanyrequiredfuturestructuralanalysis.(Detailedanalysiswouldbedeferreduntilthemaster
planphaseofeachpark,ifrequired).
123 North Third Street, Suite 100, Minneapolis, MN 55401-1659
Wewillprepareananalysistoaddresscurrenttrendsinathletics,includingtopicssuchasparticipation,
specialization,tournaments,training,andothers.HKGiwillcoordinatewiththeCitytotourkeyfacilitiesandtake
aphotoinventory.
Meetings:
KickoffMeetingandsitetourswithHKGiandtheParksCommissionAthleticFieldUtilizationCommittee.
Deliverables:
FindingsfromUserGroupSurvey,basemaps,trendspresentation,facilityinventory
Task2ΑNeedsAssessment
HKGiwillanalyzefacilityneedsbasedoninput,standards,andforecasts.WewillprepareadraftNeeds
Assessmentreportidentifyingkeyoutdoorfieldneeds.TheNeedsAssessmentwillformthebasisforfacility
improvementrecommendationsandpriorityprojects/actions.TheNeedsAssessmentwillbepreparedbasedon
thefollowingsteps:
1. Comparisonofthesupplyofexistingfacilitiestonationalandlocalrecreationservicestandards.
2. DemandforecastingAnalysisofpopulation,recreation,demographicandusetrendsandpreparationof
projectionsfor5,10,and15yearsfromnow.
3. Reviewofcurrentuseandprojectedusecomparedwiththecurrentcapacityofthe/źƷǤƭfacilities.
4. Interviews/Meetingswithathleticpartnersandotherusergroups/associationsforinputoncurrentand
futureanticipatedneeds.
adraftNeedsAssessmentreportontheadequacyoftheathletic
5. Synthesisoftheaboveelementsinto
facilitiestomeetcurrentandfutureanticipatedneedsandidentifyingspecificfacilityneeds.These
findingswillbepresentedandcombinedintoadraftNeedsAssessmentforreviewbyCitystaff
Meetings:
Interviewswithassociationsbysporttounderstandcurrentandprojectedneeds(Soccer,Lacrosse,
Football,Baseball,Softball)
InventoryReviewMeetingwithHKGiandtheParksCommissionAthleticFieldUtilizationCommittee.
Deliverables:
NeedsAssessmentDocument
Task3ΑFacilityRecommendations
BasedonthefindingsoftheNeedsAssessmentinTask2,wewillworkwithCitystafftoidentifypriorityprojects,
improvements,andactions.HKGiwillpreparerecommendationstomeettheforecastdemand.CIP/budgeting
levelcostestimateswillbepreparedforkeyfacilityrecommendationsalongwithimplementationresponsibilities,
partnershipopportunitiesandpriorities.Thereportwillclearlyidentifyfutureplanningopportunitiesaswellasa
pathwayforsustainablegrowthanddevelopmentofathleticfacilitiesinthefuture.Thereportwillalsoaddress
bestpracticesforoptimalfieldrestingstrategiesfornaturalturffields.Theprojectwillidentifythekeyfacility
changes/additions/modificationsthatshouldbeconsideredintheupcomingmasterplanupdatesforthe(3)
athleticorientedcommunityparksΑYAC,DAAC,andOKAC.
City of Elk River Î Athletic Fields Utilization Study
Meetings:
CoordinationMeetingwithHKGiandCityofElkRiverStaff(ifrequired)
DraftRecommendationsandReportReviewMeetingwithHKGiandtheParksCommissionAthleticField
UtilizationCommittee.
Deliverables:
FinalReportincluding:
o Inventory
o NeedsAssessment
o Recommendations
o PlanningLevelCostEstimates
o ImplementationStrategiesandPrioritization
ProjectCost HKGiproposestoconducttheabovedescribedscopeofworkforanottoexceedfeeof$30,000.
PotentialAdditionalServicesifrequired
Additionalmeetingswithusergroups,staff,Committees,Commissions,orCouncilbeyondwhat
aredefinedinthisscopeofwork.
Engineeringsupportrelatedtoparkinfrastructure.
Welookforwardtocontributingourexpertisetothisimportantcommunityproject.Pleasefeelfreetocontactme
withadditionalquestionsorifyouneedclarificationstothisproposal.Ifyouarecomfortablewiththeapproach,
pleasesignitandemailmeacopyatpaul@hkgi.com.Weareavailabletostartworkontheprojectwithin30
workingdays,andanticipatecompletionoftheprojectbyapproximatelyOctoberof2022.
Sincerely,
PaulE.Paige,RLA
President
HKGi
IherebyacceptthetermsandconditionsasoutlinedinthisletterandauthorizeHKGitoperformservicesnoted
herein.Billingswillbesentmonthlyforworkcompleted,andpaymentisexpectedwithin30days.
________________________________________________
NameandTitleDate
City of Elk River Î Athletic Fields Utilization Study