8.3 PRSR 02-09-2022
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
Request for Action
To
Mayor and City Council
Item Number
8.3
Agenda Section
Action Item
Meeting Date
February 9, 2022
Prepared by
Michael Hecker, Parks and Recreation Director
Item Description
Athletic Field Utilization Committee
Reviewed by
Cal Portner, City Administrator
Reviewed by
Action Requested
Approve, by motion, three Park and Recreation Commission members to serve on the Athletic Field Utilization
Committee.
Background/Discussion
The City Council approved the Athletic Field Utilization Study on January 18. It 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).
An Athletic Field Utilization Committee of no more than three members will regularly meet with staff and
HKGi during the 2022. The plan is to have a final draft completed by fall of 2022. A kickoff meeting is planned
for Thursday, February 17, 3:30 – 5:00 p.m.
Financial Impact
The Park Improvement Fund includes $30,000 in funding to complete the Athletic Field Utilization Study.
Attachments
HKGi proposal
123 North Third Street, Suite 100, Minneapolis, MN 55401-1659
Creating Places that Enrich People’s Lives
January 3, 2022
Mr. Michael Hecker
Parks and Recreation Director
City of Elk River
13065 Orono Parkway
Elk River, MN 55330.
Re: Athletic Field Utilization Study
Dear Michael,
HKGi is pleased submit this proposal to prepare an analysis and recommendations for the City of Elk River
regarding the current and future athletic field needs in the community. Elk River is recognized for their progressive
park system, both passive and active and for both residents and visitors. This study will focus on the programmed
athletic facilities within the City and provide a clear and effective path forward for the City as you strive to
continue providing exceptional recreation facilities and experiences.
The process will build upon the previous park system plan trends, and focus more specifically on current data to
reflect local growth estimates and to specifically fit Elk River’s needs. The project is intended to provide clear
definition of what types of facilities are needed to best serve the existing and long‐term demand on the athletic
facilities. The analysis and recommendations will provide clear guidance to the master planning being considered
for the key athletic oriented community parks (YAC, DAAC, and OKAC) and provide an understanding of the
financial implications of recommendations for capital and maintenance costs at a budget planning level. We
understand the focus of this study to be on outdoor baseball, softball, soccer, football, and lacrosse fields.
Process and Work Plan
Task 1 – Data Gathering and Facility Inventory
HKGi will review the information provided by the City:
1. Youth athletic association participation and trends from 2014‐present
2. Future land development opportunities, acreage, and locations
3. Athletic facility user group input and feedback
4. A review of planned area projects outside of the City that have an effect on local field demand (ISD 728,
Rogers, Ramsey, Otsego, Zimmerman)
5. Develop an online survey for applicable user groups to ask about current and future needs related to field
use and facilities.
6. Review existing support facilities at the parks regarding general condition and age and recommendations
related to any required future structural analysis. (Detailed analysis would be deferred until the master
plan phase of each park, if required).
City of Elk River – Athletic Fields Utilization Study
We will prepare an analysis to address current trends in athletics, including topics such as participation,
specialization, tournaments, training, and others. HKGi will coordinate with the City to tour key facilities and take
a photo inventory.
Meetings:
Kickoff Meeting and site tours with HKGi and the Parks Commission Athletic Field Utilization Committee.
Deliverables:
Findings from User Group Survey, base maps, trends presentation, facility inventory
Task 2 – Needs Assessment
HKGi will analyze facility needs based on input, standards, and forecasts. We will prepare a draft Needs
Assessment report identifying key outdoor field needs. The Needs Assessment will form the basis for facility
improvement recommendations and priority projects/actions. The Needs Assessment will be prepared based on
the following steps:
1. Comparison of the supply of existing facilities to national and local recreation service standards.
2. Demand forecasting ‐ Analysis of population, recreation, demographic and use trends and preparation of
projections for 5, 10, and 15 years from now.
3. Review of current use and projected use compared with the current capacity of the City’s facilities.
4. Interviews/Meetings with athletic partners and other user groups/associations for input on current and
future anticipated needs.
5. Synthesis of the above elements into a draft Needs Assessment report on the adequacy of the athletic
facilities to meet current and future anticipated needs and identifying specific facility needs. These
findings will be presented and combined into a draft Needs Assessment for review by City staff
Meetings:
Interviews with associations by sport to understand current and projected needs (Soccer, Lacrosse,
Football, Baseball, Softball)
Inventory Review Meeting with HKGi and the Parks Commission Athletic Field Utilization Committee.
Deliverables:
Needs Assessment Document
Task 3 – Facility Recommendations
Based on the findings of the Needs Assessment in Task 2, we will work with City staff to identify priority projects,
improvements, and actions. HKGi will prepare recommendations to meet the forecast demand. CIP/budgeting
level cost estimates will be prepared for key facility recommendations along with implementation responsibilities,
partnership opportunities and priorities. The report will clearly identify future planning opportunities as well as a
pathway for sustainable growth and development of athletic facilities in the future. The report will also address
best practices for optimal field resting strategies for natural turf fields. The project will identify the key facility
changes/additions/modifications that should be considered in the upcoming master plan updates for the (3)
athletic oriented community parks – YAC, DAAC, and OKAC.
City of Elk River – Athletic Fields Utilization Study
Meetings:
Coordination Meeting with HKGi and City of Elk River Staff (if required)
Draft Recommendations and Report Review Meeting with HKGi and the Parks Commission Athletic Field
Utilization Committee.
Deliverables:
Final Report including:
o Inventory
o Needs Assessment
o Recommendations
o Planning Level Cost Estimates
o Implementation Strategies and Prioritization
Project Cost ‐ HKGi proposes to conduct the above described scope of work for a not‐to‐exceed fee of $30,000.
Potential Additional Services if required
∙ Additional meetings with user groups, staff, Committees, Commissions, or Council beyond what
are defined in this scope of work.
∙ Engineering support related to park infrastructure.
We look forward to contributing our expertise to this important community project. Please feel free to contact me
with additional questions or if you need clarifications to this proposal. If you are comfortable with the approach,
please sign it and email me a copy at paul@hkgi.com. We are available to start work on the project within 30
working days, and anticipate completion of the project by approximately October of 2022.
Sincerely,
Paul E. Paige, RLA
President
HKGi
I hereby accept the terms and conditions as outlined in this letter and authorize HKGi to perform services noted
herein. Billings will be sent monthly for work completed, and payment is expected within 30 days.
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Name and Title Date