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HomeMy WebLinkAboutItem 7A, Ice Rink Review and Warming House Moving Request for Council Action . ".""._-"."".".""."...".".".""...".".""..."........".."."""""""""""""""_."""" Prepared By: Michelle Olson, Parks and Recreation Manager Council Meeting Date: May 27, 2008 1. 2007/2008 Ice Rink Season Review 2. Motion to authorize staff to proceed with the project to move the old Cummings Park warming house building to Hazelnut Park. Budgeted Amount: Actual Amount: Funding Source: $14,000.00 Estimated - $13,365.00 Special Revenue - Park Fund Recommendation: A motion to authorize staff to proceed with the project to move the old Cummings Park warming house building to Hazelnut Park. Supporting Documents: 1. Memorandum dated May 27,2008 from Michelle Olson, Parks and Recreation Manager. 2. Attendance Spreadsheet from 2007/2008 Ice Rink Season. ~ ~ EN HILLS MEMORANDUM DATE: May 27, 2008 TO: Honorable Mayor and City Council Ron Moorse, City Administrator FROM: Michelle Olson, Parks and Recreation Manager -rrtf9 SUBJECT: Ice Rink Warming House Review and Hazelnut Park Building Replacement BACKGROUND As part of the Warming House Replacement Plan, approved in July of 2006, staff was to present an end of the year evaluation of each rink season for City Council review. The season officiaIIy ended on February 24, 2008. Overall attendance for all rinks increased from 2,876 users in 200612007 to 4,320 in 200712008. I have attached the attendance spreadsheet for your information. The. weather this past winter produced excellent ice conditions. The rinks were open more regularly than any other season in the last nine years. Staff has listed each of the five sites below, indicating building condition, attendance, further maintenance needed for 2008/2009 season, and any other notable situations. Hazelnut Park Building Condition - The building was built in 1960. Before the 200612007 season started, the building was in need of repairs to the ceiling, roof and outside siding. The building was repaired and is in ok condition. However, since the building is not built on a concrete slab, critter holes appear each spring and do cause issues. The building is not insulated and therefore does not hold heat efficiently. Attendance - This rink continues to experience high attendance. Attendance increased from 905 in 2006/2007 to 1,398 in 2007/2008. The building was open 58 days (333 hours) versus 37 in 200612007. The average daily use was 24.1. This is essentially the same usage as 200612007 when it was at 24.45. Further maintenance or issues to be addressed before 2007/2008 - The City Council directed staff at the July, 2007 work session to budget for the move ofthe old warming house at Cummings Park to Hazelnut Park in 2008. The old Cummings Park warming house building is currently utilized for storage. It has had numerous graffiti, break in, \ \Metro-inet. us\ardenhills\PR&PW\Parks\Memos\Council Memos\warming house Review 08.DOC Page 2 of 5 and vandalism issues and is located in a remote, dark area of the park. Staff did budget $14,000 for this project. Staff did receive two quotes for the move of the building, electrical, and concrete work. The following is a breakdown ofthe low quoted costs to move the building from Cummings Park to Hazelnut Park: Building Tear Down -Approximately $500 for a roll off dumpster Concrete Slab - Approximately $4,465.00 Electrical Reconnect - Approximately $2,850.00 Movement of the building - Approximately $4,600 New Roof - Approximately $800 Exterior Paint - Approximately $150 Estimate Grand Total for move - $13,365.00 The Public Works Department is planning to do the tear down of the building, site grading, and concrete slab preparation. In addition, there is one pine tree in poor condition along the tennis courts that may need to be trimmed significantly or removed in order to facilitate the move of the building. This tree is in poor condition and currently is growing into the fencing of the tennis court, adding stress to the fence and causing surface issues in that area. This site experienced electrical issues with one of the light poles late in the ice rink season. This problem should be able to be addressed during the electrical reconnect of the new building. CUmmilll!S Park Building Condition -The pavilion is utilized year round for rentals and programming and is in excellent shape. Attendance - Attendance increased from 283 users in 2006/2007 to 365 in 2007/2008. This increase was largely due to the building being open 50 days (283 hours) versus 30 in 2006/2007. The average daily use was 7.3. This is down from an average daily use in 2006/2007 of 9.4 Assessments - Rinks with a hockey rink are definitely more popular due to the multiple users. However, when the hockey rink was removed after the construction of the building, the City Council decided against constructing a replacement hockey rink. Further maintenance needed before 2008/2009: None known at this time. Freewav Park Building Condition - The building which was moved from Valentine Park to this location is much larger than the old building and works better for this busier rink. We have had no issues with pest infestation and the building and concrete slab appear to be in good shape. \\Metro-inet.us\ardenhills\PR&PW\Parks\Memos\Council Memos\warming house Review 08.DOC Page 3 of 5 Attendance - Freeway Park was our top attended rink this season. Attendance increased from 857 users in 2006/2007 to 1,414 in 2007/2008. The building was open 57 days (334.5 hours) versus 37 in 2006/2007. The average daily use was 24.8. This is slightly up from the 2006/2007 season when it was 23.16. Further maintenance or issues to be addressed before 2008/2009 Season - Access to the building from the parking lot continues to be a safety hazard. This has always been a chaIIenge for this site. It is a priority for staff to set this up before the season begins in order to keep the flooding process from limiting access to the warming house. Staff met out at the site and has a plan for next season and beyond to ensure that the City provides a safe path from the parking lot to the building. In addition, on our last day of the season, the electricity for this site had technical issues. The Public Works Department is hoping to fix this internally. If not, an electrician will need to be called to take a look at it. Perry Park Building Condition: The roof at Perry Park was replaced in 2006 and the building is in very good shape. Attendance - Attendance increased from 573 in 2006/2007 to 884 in 2007/2008. The building was open 50 days (283 hours) versus 30 days in 2006/2007. The average daily use was 17.68. This is down from 2006/2007 when it was at 19.1. Further maintenance needed before 2007/2008: None known at this time. Assessments - This site does have access issues due to the location ofthe building and the road. Currently, skaters must cross the road in order to get to the ice rink. If this site continues as an ice rink, the City Council may at some point want to consider relocating the road to the other side of the building. This would allow for a pleasure rink and would provide safe access to the rink and to the warming house. No estimate on cost has been done for this potential project. The City does place stop signs at this crossing location as an added safety measure. Valentine Park Attendance - The attendance at this rink increased from 244 in 2006/2007 to 259 in 2007/2008. The building was open 49 days versus 37 days in 2006/2007. The average daily use was 5.28. This is down from an average daily use of 6.59 from 2006/2007. Park Condition - The main reason that the City Council moved the permanent structure at Valentine Park to Freeway Park was due to the annual flooding that occurs. The City Council asked staff to evaluate the cost of fixing the drainage issue at that park. Kris Giga, Civil Engineer prepared a preliminary estimate of $220,000 on May 3, 2006. \\Metro-inet.us\ardenhiIIs\PR&PW\Parks\Memos\Council Memos\warming house Review 08.DOC Page 4 of5 However, it was recommended at that time that a study of the entire drainage area be considered in order to get a comprehensive understanding of the park and surrounding neighborhoods. A drainage study of the area would model the existing conditions to identify the extent of flooding in problem areas during various rain events. The study would also include an analysis of modifications and/or improvements needed to the existing system to correct drainage problems. Results of the study will assist staff in determining the most cost effective way to incorporate recommended drainage improvements into nearby PMP projects. Staff did budget $20,000 for this stand alone study in 2008. Staff is planning to go out for Requests for Proposals from the engineering pool for this project sometime in August. Assessments - This year, Mini Mobile who had provided our mobile warming house in 200512006, calIed one week before the season was to begin to inform us that they did not have a unit for us. Therefore, staff was forced to contract with SateIIite for a different office at a total cost of $2,066.32. The stair unit on the building did sustain damage over a weekend during the season and the cost to fix it was $400.20. Therefore, without the damages, the total rental fee was: $1,666.12. This amount was over budget by $366.12 due to the change in companies. Although this mobile unit was sufficient, it did have stairs which are not ideal for an ice rink building. The access to the rink is not an ideal situation at this rink. This wilI need to be addressed before the flooding begins next season. RINK MAINTENANCE The rink maintenance procedures were reevaluated and restructured with very positive results in 2006/2007. These procedures remained the same this past season: Preseason - The flooding schedule was scheduled as a shift change versus paid overtime. Overnight flooding took place for the preseason with a two person crew. Regular season - Flooding crews were occasionaIIy scheduled to start 2-3 hours before normal shift hours. This results in better flooding conditions and better ice conditions. The consistent cold weather this past winter made the ice conditions ideal throughout the entire season. Our Public Works Department did a fabulous job of maintaining the rinks and should be commended. RECOMMENDATION FOR 2007/2008 SEASON Outdoor rink usage has gone down in the last five years. At some point, the City Council may want to consider reducing the number of rink sites. \\Metro-inet.us\ardenhills\PR&PW\Parks\Memos\Council Memos\warming house Review 08.DOC Page 5 of5 Staff recommends a motion to authorize staff to proceed with the project to move the old Cummings Park warming house building to Hazelnut Park. BUDGET Staff budgeted $14,000 in 2008 from the Special Revenue - Park Fund for this project. REQUESTED ACTION A motion to authorize staff to proceed with the project to move the old Cummings Park warming house building to Hazelnut Park. \\Metro-inet.us\ardenhiIIs\PR&PW\Parks\Memos\Council Memos\warming house Review 08.DOC 2007/2008 ICE RINK USER TOTALS GENERAL HOCKEY TOTALS PER PARK DATES Hours SKATERS SKATERS BROOM-BALL LESSONS PARK Cum minas 12/17-2/18 283 141 69 0 155 365 F reewav 12/17-2/24 334.50 211 873 328 2 1,414 Hazelnut 12/17-2/24 333 224 1,111 63 0 1,398 Perrv 12/17-2/21 299 83 677 89 35 884 Valentine 12/17-2/18 280.50 218 41 0 0 259 Subtotal 1,530 877 2,771 480 192 4,320 General 877 Hockey 2,771 Broomball 480 Lessons 192 TOTAL 4,320 2005/2006 Total Days Open Cummings 32 Freeway 30 Hazelnut 30 Perry 32 Valentine 29 2006/2007 Total Days Open Cummings 30 Freeway 37 Hazelnut 37 Perry 33 Valentine 37 Number of Users 2,635 Number of Users 2,876 2007/2008 Total Days Open Cummings 50 Freeway 57 Hazelnut 58 Perry 55 Valentine 49 Number of Users 4.320