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HomeMy WebLinkAbout20090302 - VIII-C-3MEMORANDUM TO: Honorable Mayor and City Councilmembers FROM: Dave Osberg, City Administrator DATE: February 26, 2009 SUBJECT: Resolution- Veteran's Park Athletic Complex Baseball Facility and Fund Raising Project. RECOMMENDED CITY COUNCIL ACTION Park and Recreation Committee members Mike Slavik and Tony Nelson (Barb Hollenbeck was absent) at their meeting on Tuesday February 17, 2009 reached agreement to recommend to the full City Council that the enclosed Resolution of the City Council of the City of Hastings Supporting Efforts to Raise Funds to Improve the Veteran's Park Athletic Complex Baseball Facility be approved at the meeting on March 2, 2009. BACKGROUND At a meeting on December 15, 2008 the former Parks and Recreation Committee (members Danna Elling Schultz, Turney Hazlet and Barb Hollenbeck) of the City reviewed the attached information as distributed by Brian Schommer, outlining plans for making improvements to the baseball facility at the Veteran's Park Athletic Complex and a fund raising program to assist with the financing of the project. A primary element of the fund raising program will be the attempt to find a major donor, who would then be provided naming rights to the ball field facility. With the pending change in the City Council and the new members of the Park and Recreation Committee, there was no action taken when this information was presented in December, 2008. On Monday February 2, 2009 the Park and Recreation Committee conducted a meeting, which was also attended by Brian Schommer, to again discuss the proposal. Staff was asked to prepare a Resolution for the Committee to consider which would incorporate the City's support for the fund raising efforts, and the proposed improvements at the Vet's Park Athletic Complex baseball facility. During its next meeting on February 17, 2009, those in attendance at the Park and Recreation Committee; City Councilmembers Mike Slavik and Tony Nelson supported the adoption of the attached Resolution. Discussion: Particular care was given to the title of the Resolution as its adoption provides support to the efforts to raise funds to improve the facility. With this Resolution, the City Council is not committing at this time to any allocation of funds for the project. Note the final Section e.) on the last page, as specific language states that: "Final implementation of the renovation plan, City funding, schedule and phasing shall be subject to review and approval of the City Council of the City of Hastings." Once the two month fund raising campaign in complete, a full report and implementation plan will be presented to the City Council for review and approval. One of the primary elements of the fund raising campaign, and thus addressed in several areas of the Resolution is the consideration of providing naming rights in the event there is a major donor contributing a minimum amount of $50,000. The City Council will have the authority to approve the naming rights company, organization or person, and it is intended to have a separate agreement outlining the terms and conditions associated with the naming rights. The intent is to grant naming rights for the life of the field or 25 years, whichever lasts longer. The core of the Resolution is outlined in the final five sections, declaring the City Council's intent and approvals: a.) Approval of the naming rights concept in a minimum amount of $50,000. b.) Naming rights for a period of 25 years, or the life of the field, whichever is longer. c.) The Mayor and City Councilmembers will sign a letter approving the concept of the fund raising efforts and naming rights. d.) Approval is based upon a report to the City Council after the two month fund raising campaign. e.) At the conclusion of the fund raising campaign, any City funding for the project, along with a proposed schedule and phasing of the project will be reviewed and approved by the City Council. David M. Os City Admini; cc. Brian Schommer Monday, December 08, 2008 TO: Dana Elling Schultz Chairperson of Parks & Recreation Committee of Council FR: Brian Schommer Chairperson of Natural Resources & Recreation Commission RE: Veterans Athletic Complex — Baseball Facility Improvement Proposal I would appreciate the opportunity to address the Parks & Recreation Committee of Council at the December 15, 2008 meeting regarding a proposed improvement plan for the baseball facility at Veterans Athletic Complex. I am requesting approximately 15 minutes to provide an overview and to answer any questions that you may have. The main points I will review are: • Project highlights and fundraising plan • Rationale and viability of project • Request for council support for the fundraising plan • Baseball field naming rights This project is a joint effort of several individuals that represent all of the baseball organizations in Hastings. I look forward to hearing from you to confirm this presentation. Sincerest Regards, Brian G. Schommer Cc: Barry Bernstein, Wayne Erickson, Jeff Hedlund it lo HISTORY In the late 1990's, a group of local baseball enthusiasts formed a committee to develop a plan for renovation of the baseball facility at Veterans Athletic Complex. The first project was to construct a concession stand and restroom facility that was handicap accessible and was completed at the start of the 1999 mainly by volunteer and donated labor, materials and monetary donations solicited by members of the committee. Recognition of the contributors to the project is indicated by an engraved plaque which is located on the west side of the building. Next was the installation of an electric scoreboard (inning by inning capability) and a public address system which was completed, solely by donations from local businesses at the start of the 2000 season. The final phase of the project was to 'develop a ballpark atmosphere' by constructing a 300 -400 seat grandstand complete with roof and press box and to create a "perimeter" with an entrance gate. This phase never got beyond the design phase... for several reasons. September 11, 2001 changed life as we know it and trying to raise funds (the grandstand project was slated over $100,000) began to look impossible. Turnover of the individuals who were active also stalled the.project. Ideas for completing the ballpark have lingered on throughout the past 7 years and a new committee has been formed. The document in your hands is the culmination of several meetings and lengthy discussions. This renovation plan includes several proposed projects within the overall scheme, suggested timelines and a draft of a fundraising plan thatthe committee feels will ensure completion of all aspects of the plan. With your support, the committee believes that by the first pitch of 2010, the ballpark at Veterans Athletic Complex will be a ballpark that the entire community is very proud of and will utilize as a means of family entertainment for years to come. AD-HOC_ COMMITTEE MEMBERS & AFFILIATIONS (alobabetical Barry Bernstein -Hastings Parks &. Recreation Director Wayne Erickson Hastings Hawks Board - General Manager Jared Flewellen Hastings Recreation Coordinator Chris Gardell HYAA Traveling Baseball Coordinator, HMS'Coach & Teacher Jeff Hedlund HYAA Coach, Hastings Hawks Board, Parent of:HHS Baseball Player Tom Johnson HHS Athletic Director. Rob Neuville HYAA Coach (fuss Rohloff YMCA Facilities Manager, NRRC Commissioner `Jim Rohr HMS Athletic Director - Brian. Schommer NRRC Chairperson, Hastings Hawks Board !'LAN REQUEST I.NFOkMATi.ON The plan is'being Proposed utilizing the Park Im.prdvdment Request Ihformation = found on the City of .Hastings website. ! Thecommittee feels that this plan not only provides ehhancemeiit' 6Fdn eklOing. park, but enhances oppoduni8es for public lelsute. • Contacts: Wayne Erickson & Jeff Hedlund- . •. ..Name of Park: Veterans Athletic Complex; B.'aseball:Facility ' • Mature of f'toject: Renovation of baseball l -park area .: Why: Safety & ADA issues, facility age; aesi•hetics & future ecgnorriic benefits • Others Involved: -All local levels of baseball, from -youth.to High Schoolcand- beyond. . ' Contributions: Yes..: see proposed draft.. fundraising plan ..: The plan focuses on many of the evaluation criteria of the Park Improvement it4qui stlnforMation. WHY NOW ? ?? The committee believes that the construction of the new dugouts serves as a comerstone for the overall project and�feelS that the renovation can be cornple #edit the pldr is" executed as described in summary.. IN AD.VANCE... thank you for your consider czn: 1 RENOVATION PLAN SUMMARY The main focus of the plan is to create a "ballpark" atmosphere at the facility. This will enhance the existing facility as well as opportunities for public leisure (if you build it, they will come). Completing the ballpark can also provide an economic impact as the facility becomes attractive to regional and state tournament suitors. Currently, there is no entrance point that makes you feel like you are at a ballpark. We want to bring back the days of Spiral Ballpark or the old ballpark on 14th Street... gone forever and only memories in Hastings history. 8 projects ranging from "minimal cost - labor intensive" to "contractor completed - more costly" make up the plan. The renovation will utilize monetary, material and/or labor donations generated from a fundraising plan to reach completion. Members of the committee (and additional volunteers) will work with guidance from City Staff to secure said donations. (See attached. Fundraising Plan). The following projects make up the plan - in addition, of course, to the reconstruction of the dugouts :. • Infield Restoration • Bleacher Roof • Press Box • . Perimeter w /Entrance Gate • Bullpen Repair w /Addition of Batting Cage • Protective Netting Picnic Tables • Painting & Finishing Touches (including Dugouts) The list to the right illustrates the eight projects of the renovation plan. The list of projects is in no particular order and should not be viewed as a list of priorities. Through detailed conversation with numerous others involved in Hastings Baseball by the committee members and, with consultation with turf management professionals, landscaping and construction contractors, city staff and project managers of similar renovations, it was recommended that some 'of the projects listed above be combined.. The following illustrates the recommended combinations and criteria as to why the recommendation was made. 1. Bleacher Roof + Press Box & Protective Netting • Placing. press box. behind bleachers affects the roof. design. Incorporating symmetrical design of backstop with roof /press box provides a final seating area. that "goes together" instead of one that looks "pieced together. 2. Bullpen Repair w / Addition of Batting Cage + Picnic Tables + Painting & Finishing Touches • All 3 projects will be completed by "volunteer labor" (from. various organizations, parents and other individuals) under guidance of City Staff. These projeGts.are also the "minimal cost - labor Intensive" projects of the plan. Includes helmet boxes & dugout rails. By combining 1f'ie above projects - there are two "stand alone" pr of the renovation plan. •. The committee feels that constructing t:petimeter.with an entrance is the key in.creating the "iritimgte ballpq* feeling" .desired.. The pedmeter•desired created. by a local landscape company.. trnd it would t)e recommended: that we .utilize 4heir services if the plan is approved.* it will give the ballpark a distinct aspect of character, charm and natural beauty unlike any other btiIlpark.lri the area. -(see attached design) • The infield has'received heavy use since. 1:98? -with 80+ events per summer the last. several years. Drainage issues exist . thdt have °created "un -level ground" issues in :tile infield. A large "lip" forms annually;betwi '.r the infrerd /odffield transitiesn.and the transition from the infield grass to the infield dirt ..These issues.create safety concerns which have been voiced by numerous players and'coaches.. City Staff consulted a turf specialist recommending if � . Infield replacement were to happen, that a sand based infield be constructed for better drainage and:easier mainterianc$. r° These two projects are perceived by the co the "bookends" of the renovation plan. The fundraising plan and patential•timefne; which the cc�rnrniftee believes can be accomplished if the overall renovation plan is approved, can be found on the next page. 2 PROPOSED FUNDRAISING PLAN The committee seeks City Council approval to secure a SINGLE contribution in the minimum amount of $50,000.00 to be used towards the renovation plan. The person(s) making the contribution would receive "naming rights" for the `new' ballpark for a minimum of 25 years, up to the lifetime of the park AS AGREED UPON and APPROVED by the Hastings City Council. Approved name will be displayed on a 4'x36' sign on top of scoreboard. If donation is from business, their logo (upon approval by council) would be allowed: The current "top" sign will be.placed below the.scoreboard with existing lower sign (Home of Hastings Baseball) becoming part of new entrance. The committee has "target list" of potential naming rights contributors. Below is a summary of current scoreboard sponsors and .the agreements that were negotiated in 2000. Sponsors with "renewal potential' are on list for Naming Rights, Major Sponsor or extension of their current agreement. The committee requests any funds secured with these sponsorships be used towards the completion of the renovation plan. Securing funds and negotiating would be done jointly by the committee and the Parks & Recreation department staff. The committee would suggest all renewals become a part of the City of Hastings Parks & Recreation Sponsorship /Advertising Program. CURRENT SCOREBOARD SPONSOR AGREEMENTS - 2000 Smead Manufacturing $23,000 donation 10 year agreement on 4'xl 6' Ad Space Treasure Island Resort & Casino $10,000 donation 10 year agreement on 4'x10' Ad Space Vermillion Bank $5,000 donation 10 yearagreement on 2' x 10' Ad Space Joe O'Brien Chevrolet $10,000 donatioh Lifetime of Scoreboard on 2'x10' Ad Space MAJOR SPONSORSHIP OPPORTUNITIES • &W-4 Press Box Sponsor (only 1) includes 3'. x 12' sign on front of press box for 20 years -. $20,000.00!ry* ' Bleacher Bums - 4 available - include 3' xb' sign on bleachers for 3 years - $5,000.00 Dugout Club - 6 available - include 3' x 5' sign 1 st base dugout for 2 years - $2,500.00 Again, after initial agreernent is completed, renewals would become part of the City of Hastings Parks & Recreation Sponsorship /Advertising Program which is currently being developed I ,y the NRRC. B.IWNESS AND INDIVIDUAL: GIFTS The final aspect of the fundraising plan is business and individual donations: Contributors receive recognition on a plaque placed in area of distinction at the ballpark, recognized by levelof.donation. 'BLUE 8, GOLD CLUB (open to businesses, organizations and individuals).$1000 -+ GOLD CLUB (open to businesses, Organizations and indiv(duals) $5q0 - $999 BLUE CLU (open to businesses, or ®antzgtions.and individuals) $1Q0 $499 B.al! Park Club (open to individuals only) The target from the "clubs" is $20,000.00 . T�TTAL TARG€i O'F �UNDRAISINQ PLAN Vndt din Ana NOW S,OQQ Qt) PItOROS D` PLAN TIMEUNf Tfis timeline --dependant upon successful execution of fundraising effdrt. If fundraisin j efforts do not attain goals, the committee with City Staff will revisit the plan to assess what can accomplished. 9108 4109 - 5704 9/09 S /10 Dugouts Dugout Completion - Perimeter. Perimeter Infield Replacement field begin Begins Completion ready for play in May 2010 : Bu11 ens, Baffin Ca e, Picnic Table &.Pointin p 9: 9 g... 3/09 Press Box - Bleacher Roof —5/10 (depends on success of fundraising plan as to when project could begin) . 3 RENOVATION PLAN COST PROJECTIONS The following represents the overall cost projections of the total renovation plan. • Perimeter with Entrance Gate • Bullpen Reconstruction & Batting Cage • Protective Netting • Bleacher Roof & Press Box • infield Renovation • Paint, Signage and Miscellaneous Supplies • Contingency Fund $38,000.00 Land Images Landscaping $5,000.00 City & Volunteer Labor $3,000.00 City & Volunteer Labor $40,000.00 Stotko /Speedling Builders $50,000.00 City & Consultant $10,000.00 Local Suppliers & Sign Companies $14,000.00 (just under 10 %) $160,000.00 The fundraising plan. is designed to raise $125,000.00 and the cost projection for the total renovation plan is $160,000. The cost projections above illustrate a "paid cash" scenario. City. Labor costs would be covered in wages of city employees. Efforts to reduce cost by securing donations of materials and supplies will be. taken whenever possible. Costs may be reduced by donation of labor and /or material in lieu of "major sponsorship" from potential contractors. Until the committee receives City Council approval to seek a naming rights sponsor and to secure additional major sponsors, the project as a whole remains in hiatus. When the renovation is completed, all maintenance of the ballpark will be done by the city and any further costs incurred by said maintenance will be the responsibility of the City of Hastings with future volunteerism by the baseball community to assure that the ballpark stays in top condition. WHEREAS.:. the committee is seeking cpproyaf by the City-Council to seek a naming..rights sponsor for the baseball facility at Veterans Athletic Complex as described in this pr ' pasgl,. complete with a Letter signed by. Mayor Hicks and the Council confirming approval. WHEREAS... the committee is seeking approval by the City Council to implement the fundraising plan as described in this proposal to secure funds for to: be solely. used',the. renovation plan of the baseball facility at Veterans Athletic Complex, also as described_ In this proposal. BE IT KNOWN. than the committee will work. with the Parks. & . Recrecdtion Depaitm nt in evaluating- 7all aspects of the plan; including fundraising. on spocifia, the. 01rect9r of- Rpr.b � Redib."on (Barry. Bernstein), P+drks i Rdcr9g6 ' Supervisor (Kev►n Smith) and Recra :otI` Coordinartor (Jared Flewellen)) as well as the NRRC. SFlould approval be received prior , fo Deoernber 1, 2008.. 'the commiftee..will. vide. a . ; ftirtdrais ng, update to the :NRR on'�JdhiUimiy 7.3 2009: Upon evaluaitian, ff is the re'goest of the committee that the NRRC would recotrn>rtelnd (with or without changes) the final: propo dal fo the City.Councif for,gpproval so. the renav tion project: can begin. in ftie Spring. of 21�W9, Should fundraising plan prone successful as desi 28;OIS(f - It is the committees request that the City Counctl funds u $ ,OOO f e awiilabie for the completion_ . ._ Respectfully PreparEd and Submitted By... 'Citizens Representing the Hastings Baseball Community in regard to ceriovation of Votorans. Complex Baseball facility. �0 Resolution # Hastings City Council Resolution of the City Council of the City of Hastings Supporting Efforts to Raise Funds to Improve the Veteran's Park Athletic Complex Baseball Facility Whereas, In the late 1990's a group of local baseball enthusiasts formed a Committee to develop a plan for the renovation of the baseball facility at the Veteran's Park Athletic Complex, and; Whereas, under the leadership of this Committee, a variety of improvements have been completed over the years to the baseball facility at the Veteran's Park Athletic Complex, and; Whereas, remaining improvements under consideration at the Veteran's Park Athletic Complex would result in the creation of a "ballpark atmosphere" by constructing a bleacher roof and press box and a "perimeter" with an entrance gate, and; Whereas, recent discussions by the Committee has resulted in the development of a fund raising plan that would allow for the completion of the final elements of the improvements at the Baseball Facility at the Veteran's Park Athletic Complex, and; Whereas, proposed improvements would include the following elements: a.) Perimeter with entrance gate b.) Bullpen Reconstruction and Batting Cage c.) Protective Netting d.) Bleacher Roof and Press Box e.) Infield Renovation f.) Paint, Signage and Other Supplies Whereas, those improvements, combined with a contingency amount of $14,000 results in an estimated project cost of $160,000 as prepared by the Committee and will include certain in -kind labor provided by City resources, and; Whereas, the Committee expects to undertake a fund raising campaign to raise funds to pay for the baseball facility improvements at the Veteran's Park Athletic Complex, and; Whereas, the Committee seeks City Council approval to secure a single contribution in the minimum amount of $50,000 to be used towards the renovation plan, and; Whereas, the Committee proposes that the Organization, person(s) or Company making the contribution would receive "naming rights" for the new ballpark for a minimum of 25 years, up to the lifetime of the Park, provided the City of Hastings and its City Council have agreed and approved, and subject to the entering into a naming rights agreement with the Organization, person(s) or Company making the contribution and; Whereas, tentative plans would result in the approved name being displayed on a 4' X 36' sign on the top of a scoreboard, with an Organization, person (s) or Company having the opportunity to display their logo on the sign, subject to review and approval by the City Council, and; Whereas, the Committee is asking for approval from the City Council to seek a naming rights sponsor for the Baseball Facility at the Veteran's Athletic Complex, complete with a letter from Mayor Paul Hicks and the City Council confirming approval of the f naming rights sponsor concept, and; Whereas, the Committee is seeking approval by the City Council to implement a fund raising plan to secure funds to be used solely for the renovation plan at the baseball facility at the Veteran's Park Athletic Complex, and; Whereas, the Committee intends to conduct the fund raising campaign throughout a two month period upon receipt of the approval from the City of Hastings, and; NOW, THEREFORE BE IT RESOLVED, BY THE CITY COUNCIL OF THE CITY OF HASTINGS, This 2 " Day of March, 2009 AS FOLLOWS: a.) The City Council hereby approves of the efforts to secure a single contribution in the minimum amount of $50,000 to be used towards the renovation plan as herein described. b.) The City Council hereby approves the concept that an Organization, person(s) or Company making the major contribution, would receive "naming rights" for the new ballpark for a minimum of 25 years, up to the lifetime of the Park, subject to the review and approval of the City Council of the City of Hastings, and entering into a naming rights agreement between the Organization, person(s) or Company making the contribution and the City of Hastings, and; c.) Upon adoption of this Resolution, the Mayor and City Council are authorized to sign a letter confirming approval of the naming rights sponsor concept and the fund raising campaign, with said funds to be used solely for the renovation plan herein described for the improvements at the baseball facility at the Veteran's Athletic Complex. d.) Said approval is based upon the Committee reporting back to the City Council the status of the fund raising efforts within two months of commencement of the campaign. e.) Final implementation of the renovation plan, City funding, schedule and phasing shall be subject to the review and approval of the City Council of the City of Hastings. Adopted by the City Council of the City of Hastings This 2 nd Day of March, 2009 Paul Hicks Mayor Melanie Mesko Lee City Clerk -seal-