7.13. SR 08-21-1995r ~~
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ity of ~~
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R~verTO:
FROM:
DATE:
ITEM 7.13.
MEMORANDUM
Mayor & City Council
Pat HIaers, City A r
August 17, 1995
SUBJECT: Ice Arena Grant Program Update
Attached for your review is the request for proposal (RFP) for partial funding of ice arena
projects. This material was supplied to me by the Ice Arena Task Force Chairman Jeff
Gongoll. The submission deadline for grant proposals is October 2, 1995. If successful,
the project needs to be completed by January 1, 1997 or within 12 months of when the
contract officially begins.
I have called Mr. Erickson of the Minnesota Amateur Sports Commission, which is the
agency in charge of this grant program, in order to get additional information about the
grant application and program. Additionally I have called the city architect for the ice
arena project, Chuck Freiberg of RSP, Inc. in order to obtain some information on his
potential role in the grant submission process. Both Paul and Chuck are out of the office
• until Monday, August 21, 1995. Accordingly I will present a verbal update to the City
Council on my conversations with both Chuck and Paul on what we can expect in terms of
this grant application process.
One major issue that still seems to be unresolved is the support or commitment or role of
the Youth Hockey Association in this ice arena project. Technically the existing ice arena
is owned by the City, but by the end of 1995 when the ice arena debt is officially retired,
this arena will be transferred back to the Youth Hockey Association. From a functional
point of view, youth hockey has owned, managed and operated the existing facility ever
since it was constructed.
The Youth Hockey Association has had at least one active member of the Board on the
Ice Arena Task Force. The ice arena project calls for the new arena to be physically
connected to the existing arena. The project calls for both arenas to be turned over to the
City for its management. At this point in time, I have not seen anything in writing or
heard of any vote from the Youth Hockey Association Board that indicates they are
committed to turning over their facility to the City for its management. It has long been
assumed that the entire association and board supported this project but staff in good
faith, can not submit the grant application unless some official position or commitment is
offered from the association. This is a major piece of the puzzle that is missing at this
time.
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13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • (612) 441-7420 • Fax: (612) 441-7425
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With the above comments about the association put aside, staff is prepared to submit a
grant application for $250,000.00 to partially finance the construction of a new arena.
Additionally, if possible, the City would also apply for up to $50,000.00 for the renovation
of the existing arena. Much of the information and documentation necessary for the grant
application is already in place. Some additional action by the School Board, Youth
Hockey Association, and the City Council will be necessary in order to finalize the
application.
On August 21, 1995, I will need to get permission from the City Council to proceed with
the grant application subject to final approval by the Council in September. This is
necessary in order to get commitment or support letters from the County, School and
Youth Hockey in time for the October 2 grant deadline.
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1. Background
REQUEST FOR PROPOSAL (RFP)
The .state of Minnesota, acting through its agency -the Minnesota AAmateur Sports
Commission (MASC), is seeking interested communities to develop ice arenas. As per laws of MN
1995 240A.09, Minnesota communities will be eligible to be awarded grants for the development
of new ice arenas and for the improvement of existing arenas. Grant recipients must have at least
one local partner who is a political subdivision of the state.
This request for proposal does not obligate the state to complete the proposed project, and the state
reserves the right to cancel the solicitation if it is considered to be in its best interest.
2. Purpose
The purpose of this grant is to assist Minnesota communities in developing ice azenas. The
result of this grant shall be to establish ice arenas capable of hosting all ice sports competitions and
training. The purpose of the ice centers will be to maximize the communities ability to generate
economic benefits and to promote ice sports participation for females and males.
3. Goals
The grant contract shall accomplish the development of new ice arenas and improvement of
existing ice arenas.. Towazds that ultimate goal, the Minnesota Amateur Sports Corunission
(MASC) intends to accomplish these additional goals:
A) Encourage communities and organizations to work in partnership to develop.. and operate ice
azenas.
B) Where possible, to encourage communities and organizations to develop arenas with multiple
sheets of ice in order to reduce both construction and operating costs.
i C) Provide increased opportunities for female ice sport participation.
D) Encourage in kind contributions from public and private organizations to develop ice arenas.
E) Encourage the development of ice arenas that serve community sport and non-sport needs and
ensure non-hockey groups will also have adequate access to the arenas:
4. Tasks
Respondents are asked to complete the following tasks:
A) Complete responses to the content section of the RFP.
B) Respondent may submit additional information and documentation if they enhance the goals of
the project
5. Agency Contacts
Prospective responders who have questions regarding this RFP may call or write:
Paul D. Erickson
Executive Director
Minnesota Amateur Sports Commission
1700 - 105th Avenue NE
Blaine, MN 55449-4500
Phone: 612-785-5632/Fax: 612-785-5699
Other department personnel aze NOT allowed to discuss the Request for Proposal with
anyone, including responders, before the proposal submission deadline.
6. Deadline
All proposals must be received by the MASC rro later than Monday, October 2, 1995 at 4:00
p.m.
Responders must submit (3) three copies of their proposal for agency review. Proposals must
. be sealed in a mailing envelope, with the responders name and address clearly written on the outside
by an authorized official of-the community.
• 7. Grant Amount
The MASC is authorized to appropriate a maximum of 2..9 million dollars.: Respondents will
find it necessary to augment the state grant matching contributions in order to develop an ice arena
or arenas.
- Grant amount for new ice arenas. Communities may apply for up to 250 000 for each ice azena
(Either standard size 85' x 200' or the recommended Olympic.size 100' x 200').
- Grant amount for existing ice arenas. Communities applying for a renovation grant for their
existing ice arena may apply for up to 50 000. Renovation grants must be matched by non-state
sources on a 1:1 ratio
8. Project Completion
. For 1995 .grant award recipients, the project will be completed by January 1, 1997, or within
(12) twelve months of when the contract officially begins.
For 1996 grant award recipients the project will be completed by January 1, 1998 or within
(12) twelve months of when the contract officially begins.
9. Content
Responders proposal should contain the following. elements, as per MASC agency
application instructions: (Complete Items A through G).
A. Enter name of local governmental_unt responsible for the project.
B. The primary contact person is the individual who will have direct responsibility for the day-to-
day activities of the project and to whom project inquiries can be directed (e.g., Director of the
Recreation and Park Department; Mayor, City Manager, County Engineer, etc.)
i C. Name of project. If application is for the continuation of a previously approved, state-funded
project, use the same project title as the original project. Identify the previous project number where
• indicated.
D:: Project<; documentation: refers ;:to -the. required documents `necessary: ~ for final-application
submission: - Submit all items (1-12).
E. Federal Employer Identification Number. List the federal employer identification number
assigned to your local government by the Internal Revenue Service.
F. Signature of authorized official of the responsible agency, such as Chairperson of the County
Board, Mayor, or other person as authorized by resolution of governmental unit. Please date and
enter legal name of application.
Submit two copies of the Final Application Form. Both copies must bear the original
signature of the Mayor or Chairperson.
. ==~ Resolution of .Local Applicant. The locate;government applicant is required to execute a
resolution which authorizes filing of the application and execution of final agreements with the
Minnesota Amateur Sports Commission (MASC).
An example of the required resolution is provided. All portions must be followed exactly as shown
in the example.
Submit two copies of the executed resolution with the final application. Both copies must bear the
on final signatures of the certifying individual.
Geographic Location. Prepare a geographic location. map which- clearly. illustrates the
location of the proposed recreation site. Include on the map the following items:
- Project name and date submitted;
- Outline of the recreation site in yellow; _
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- Main roads and secondary streets leading to the recreation site (clearly labeled);
• -North arrow and scale.
If possible, the map should be 8 .% x 11 inches: A photocopy of a county highway map (for
county or township projects) or a city street map (for municipal projects) may be used, providing it
meets the above criteria. For large cities, the recreation site should also be shown on a district-level
map.
Submit two copies of the geographic location map with the final application.
Site Plan. The primary purpose of the site plan is to clearly identify the proposed recreation
area. The site plan will also identify any existing facilities and park acreage and any developments
contemplated for the future. The following checklist is provided to assist with the preparation of the
site plan. All of the appropriate checklist items must be included in the plan. Please prepare the
maps neatly -and legibly. Plans which do not reflect quality mapping will be returned to the local
sponsor for revisions. Please follow the color codes described below.
If possible, the entire sports facility site plan should be mapped on one sheet not exceeding 24 x 36
inches.
Submit four copies of the site plan with the final application.
Site Piarming_Checklist
Be sure to include on the site plan all of the following items which apply:
( ) Outline. the boundaries of all parcels of land presently owned with a red marker. Indicate the
acreage of each parcel.
( )Outline the boundaries of those parcels to be acquired by this application with.a ely low marker.
Indicate the names of owners and acreage of each parcel to be acquired.
( )Indicate all existing sport and support facilities and highlight with a red marker.
( )Show all adjacent county. roads, city streets, highways, etc., and label with their numbers/names.
• ( )Show city names, corporate limits, and section lines/corners.
(` •~) Indicate all lakes; rivers;: streams; and wetlands and label-with theirappropriate names
( )Identify all environmental intrusions. Examples include overhead and underground service
lines, old roads, buildings," storm sewers, railroad tracks, etc.
Environmental Intrusions Statement. Environmental intrusions refer to ALL man-made
developments on, above, or below the sport facility. These include buildings, utility poles and lines,
roads, driveways, underground intrusions, pipelines, power lines, sewer lines, railroad tracks, etc.
Show every intrusion on the site plan (#3). List and describe every intrusion. Prepare a
mitigation statement for each intrusion, explaining how the effects of the intrusion will be
moderated.
-" :Submit "two copies of the Environmental Intrusions Statement with the final application.
Agreements and Arrangements. Include a copy of any legal agreements or arrangements
with other organizations or governmental agencies participating in this project. An example would
be a joint powers agreement for development ofmaintenance/operations with a school district, sports
association, foundation, etc. Submit two copies of the agreements.
Operations and Maintenance Statement. Briefly describe the plan for operations and
maintenance of the sports site. Indicate:
- agency responsible for maintenance;
-source of maintenance funds;
- length of time arena will be open (seasonally and/or daily basis);
- demonstrate the facility will be maintained at National Governing Body (NGB) or Olympic
standards.
Submit two copies of the Operations/Maintenance Statement with the final application.
• Note: Government project sponsors are prohibited from converting any portion of the project
to non-public orison-sport uses or transferring ownership ofthe property without the approval of the
Minnesota Amateur Sports Commission. Government sponsors may contract or lease operations to
anon-public entity, but ultimate ownership and operational responsibility must remain with the
original public sponsor.
Letter of County Concurrence. If the applicant is a municipality or township, they must
obtain a letter of support for their project from their respective county; e.g., from the county
administrator, park director, planning director, or county board of commissioners. The letter from
the county should include the following:
- the county has reviewed the project;
-the county"firids`the project to be in accordance with the goalsof the county outdoor recreation
plan; and
- the county fully supports all efforts of the local applicant.
To assist the county with their review, the local applicant should provide the county with the
following project materials:
- geographic location map (#2); and
- site plan (#3)
To assist the county, you may want to provide them with adraft-letter for-their use. This
should be done at the outset of the final application phase (immediately) to avoid a delay in the
processing of the application for approval.
If the applicant is a county, a letter of concurrence is.not required; simply state "does not
• applY.~,
.Submit two copies of the County letter with the final application.
• Comprehensive Plan. The local government applicant is required to demonstrate that the
proposed sport facility is consistent with the local comprehensive plan. The applicant should
demonstrate in writing how the proposed sport facility does not duplicate any existing facility in the
area. In addition, it should be demonstrated that the proposed sport facility will be a complement
to the existing infrastructure of facilities in the community. The Minnesota Amateur Sports
Commission is also interested in knowing how the proposed facility fits with the current park and
recreation plans. The applicant should demonstrate and estimate the frequency and types of uses by
local, state, regional and national participants.
Submit two copies of comprehensive plan.
Local Financial Commitment. The local government applicant is required to provide either
documentation of -funds raised or -to demonstrate how it intends to raise the local financial
commitment. A written plan should be submitted on how the community intends to raise the funds,
their timetable for raising the funds, and please include evidence of past fundraising efforts in the
community that is of similar size and dimension.
If the community intends to use a local bond issue over local government funds, please
indicate the date of intended bond issue vote or government boazd vote.
Submit two copies of local match plan.
Economic Impact Analysis. The_localgovernment applicant is required to demonstrate the
economic impact implications of the proposed sport facility. As the goal of the Minnesota Amateur
Sports Commission is to bring a new net economic impact to Minnesota, this economic impact study
should concentrate on the numbers ofout-of--state visitors who would travel to the site to participate
in sporting events at the proposed facility. The applicant should outline a typical annual schedule
of events with corresponding economic impact.
• Submit two copies of economic impact analysis.
Budget.. The local government applicant is required. to submit a complete capital. budget and
operating budget for the proposed project.
Submit two copies of the budgets.
Resolution of Local Application (sample).
Required form of resolution of application authorizing filing of application and execution
of agreement to construct sport facilities under the provision of the State Capital Bonding Fund.
WHEREAS, the Minnesota Amateur Sports Commission (MASC), via the State Capital
Bonding Fund, provides for capital funds to assist political subdivisions of the state of Minnesota
for the development of sport facilities, and. ;
WHEREAS,. the -(city/county/state agency) desires to
construct and develop a (name of project) for
the sports of (list of sports affected)
NOW, THEREFORE BE IT RESOLVED BY THE (city counciUcounty board/state
board)
of the (city/county/state
agency)
1) Estimates that the total cost of developing said facility shall be $
and (city/county/state agency) is requesting
$ from the Mighty Ducks Capital Bonding Fund and will assume
responsibility for a match requirement of $
2) -(city/county/state agency;
agrees to own,
assume 100 percent operation costs for said sport facility, and will operate said facility for its
intended purpose for the functional life of the facility which is estimated to be years.
3) (city council/county board/state .board)
agrees to enter into necessary and required agreements with the 1Vlinnesota Amateur Sports
Commission for the specific purpose of constructing a sport facility and -long-term program
direction.
4) That an application be made to the State of Minnesota, Minnesota Amateur Sports
Commission, to be included in the Minnesota Amateur Sports Commission's (Governor's) Capital
Budget request for an amount presently estimated to be $ (fill in amount)
5) That the (authorized representative)
(city/county/state agency) is authorized and
directed to execute said application and serve as the official liaison with the Minnesota Amateur
Sports Commission.
CERTIFICATION
I hereby certify that the foregoing resolution is a true and correct copy of the resolution
presented to and adopted by the
authorized meeting thereof held on the day of
shown by the minutes of said meeting in my possession.
(signature/title of authorized official)
Minnesota Amateur Sports Commission Facility Bonding Application.
A. Local unit of Government responsible for project:
B. Primary contact person for the project:
Name
• Address
Title
at a duly
19 , as
and/or
Zip
County Phone: H ( ) W( )
C. Name of Project:
D. Type. of Application: (check.one). - - - -
New Arena Grant Existing Arena Grant
E. Project Documentation (refer to checklist)
The documents submitted in support of this application should be considered part of this
application.
1. Resolution of Local Applicant
2. Geographic Location Map
3. Site Plan and Checklist
4. Environmental Intrusions Statement
• 5. Agreements and Arrangements
6. Operation and Maintenance
7. Letter of County Concurrence
8. Comprehensive Plan (social benefit)
9. Local Financial Commitment
10. Economic Impact Analysis
11. Budget (or cost breakdown) -capital and operating
F. Federal Employer Identification Number:
G. Execution:
IN WITNESS THEREOF, the applicant has caused this application to .be executed on
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By,
(Legal Name oY Applicant) (Signature)
(1~itle, Mayor or Chairperson)
Endorsement
Signature of person authorized to sign on behalf of the local unit. I hereby certify that the unit of
local government identified hereby is willing and able to undertake the project described in this
application.
(Signature)
(Date)
(Title)
Mail to: Mail one copy of the completed application form with all required applications to:
Minnesota Amateur Sports Commission, 1700 - 105th Avenue NE, Blaine MN 55449-4500.
In addition, the MASC will be available for_telephone consultation for all responders.
In consideration of respondent's ability to identify the necessary resources in order to meet
project completion deadline, each applicant should indicate which year it ~vouid be ready to receive
a grant and consequentiv construct an arena.
[ ] 1995 Grant for construction in calendar year 1996
[ ] 1996 Grant for construction in calendar year: 1.997
[ ) 1997 Grant for construction in calendar year 1998*
[ ] 1998 Grant for construction_in calendaz year L9,99*
*Not yet appropriated by the MN legislature.
10. Evaluation Criteria
The MASC Board will make final determinations for grant awards. The MASC will
prioritize the grant awards on the following basis:
New Arenas
1. Demonstrated Ability of Applicant to Perform
- Proof of committed resources necessary to develop and construct a new ice arena (including the
proposed state grant)
• - An established site plan. and preliminary architectural plans:
- Owner and Operating Agreements established.
- Proof that the land for site is committed or secured.
- An established time table for construction to meet MASC project deadlines.
- Proof of operating plan for financial viability.
2. Demonstration of Partnerships
- Documentation that respondent has formed public and private partnerships to develop and operate
a new ice arena(s) that may include cities, counties, school districts and private groups.
3. Demonstrated Need for New Ice Arenas
-Demonstrate that an adequate participation base exists. or can be developed .within one hour drive
from azena.
Existing Arenas:
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- Allowable renovation projects preferred by the MASC include but are not limited to:
• * additional locker room, especially for female users
* energy conversation measures and air quality improvement . - ' .
* code, health and safety issues
* ice plant repair and replacement
- Ability to match state grant on at least a 1:1 ratio.
-Definition: existin arena -any current arena with artificial ice that has conducted ice sport activity
before January 1, 1996 shall be considered an existing arena for the purpose of this grant proposal.
All proposals following review, will be judged on the following factors:
A. Expressed understanding of proposal objectives and goals.
B. Quality of response to evaluation criteria.
• C. Budget and cost detail and quality of financial commitments (#10).
D. Ability to meet legislative requirements (#11).
11. Legislative Requirements
Respondent should note the specific statutory requirements.
Minnesota Statutes Section 240A.09, 1995, the ice arena enabling legislation, was amended
to include additional criteria and priorities. The legislation, as amended, directs the commission;
* to give priority to proposals submitted by more than one local government. In the metro area
priority its also given to proposals that involve the construction of at least 2 ice sheets in a single
facility,
* to accept proposals that have matching contributions including in-kind contributions (land,
parking) and provide equal time for female groups,
• * to the extent possible, award at least 50% of the grants to projects in Greater Minnesota, and
* to use at least 10% of the grant funds for ice centers designed for sports other than hockey.
• 12. State Contract Rules
Normal state contract rules will-apply to this project.
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