More ball fields have been approved for the expansion of the Becker Athletic Complex (BAC) as the development of the project continues. As you may know the city had acquired approximately 7 acres of property to the south of the present ball field complex known as the BAC. This property was on the other side of the parking area. The project as originally approved provided for 3 football/soccer fields to be developed with irrigation to provide more green space. In an earlier blog I had discussed in more detail the project as a whole.
In accomplishing the construction of the project a contractor will typically salvage the top soil by stripping it off and saving it for final application before seeding. In planning for this step we had determined there was approximately 12 inches of top soil throughout the site. Once scrapers and dozers were on the site it was found in the areas closest to the trees on the west side that we had roughly twice the thickness of top soil material. With this additional material we had a problem and an opportunity. The problem was we had more top soil than was needed on the project and we had to move it someplace. The opportunity was we had a space that could be utilized for some junior ball fields and using this material in that manner was a constructive option.
With the construction of the project we had taken out two junior ball fields that were established in the 7 acre parcel. We had salvaged the lime material used in the infield for later use. Now we had additional top soil. Having a vacant area that had been considered for junior ball field use in the future collided into the possibilities that perhaps we can make this happen now.
With a small amount of effort and additional funds the junior ball fields could be replaced. We also have the irrigation line running adjacent to the area and so watering of the fields was a possibility. The proposal included the trucking and spreading of the top soil from one area to another. We also looked at a small extension of the irrigation system to provide for a “center” pivot irrigation head that would water both junior ball areas. Seeding would need to be provided as well bringing the total estimated cost at $6,000 for the additional work. These costs will come out of the contingency amount for the project so funding was available. The additional expense was approved.
Looking at the total project, it is anticipated that seeding for all areas will occur in the next few weeks. We’ll get some growth yet this year. Growth will need to continue next season to fully establish the fields into playable turf. With any luck we’ll have suitable conditions for play next fall but in the worse case we’re in business for the spring of 2010.
Friday, August 22, 2008
Tuesday, August 19, 2008
Looking for Great Leaders
Filings for office for City Council open on August 26 and remain open until 5:00 pm on September 9th. There are two council seats and the mayor seat open. These all carry 4 year terms. The filing fee is $2. Applicants must be a resident of the city for the past 30 days and be at least 21 years old upon assuming office.
Application is simple; just fill out a form for candidacy. Upon filing at city hall for candidacy you will be given a good deal of information. The packet includes among other things a Campaign Manual; financial reporting forms; two chapters from the League of Minnesota Handbook discussing council structure and role and Form and Structure of the city; a map; city and MnDOT sign information; and other city specific items.
The State of Minnesota through the Secretary of State will offer a new service on the web providing for an official listing of candidates that have filed for an office. This will be updated daily. Anyone interested in seeing who has filed can get the information online at www.sos.state.mm.us . These listings will be under municipal election searches and by looking for Becker you can look up either Candidate at Large or Mayor filings.
The election is held on November 4th, 2008 from 7:00 am to 8:00 pm. Pre-registration is encouraged however you can also register the day of the election. A valid picture ID is needed which shows a street address to verify residency. You can also bring a neighbor or someone that can vouch that’s a city resident to verify residency. One issue that comes up each year is where do you live? Becker is a community of people that live in a number of different jurisdictions. If you live in Becker Township your polling place is the Town Hall on Hancock Street. As a city resident your polling place is City Hall at 12060 Sherburne Avenue.
Pre-registration can be accomplished in a number of different ways. City and county offices will have registration cards available. If you call the county of residence they will mail out a card to you. When renewing your driver’s license you can also be registered. All mailed registrations must be received by your county of residence by October 14 to be placed on the registration role for voting.
Participating in the election process either as a candidate or a voter is one of the most important freedoms we have. Please exercise that freedom and get out and vote.
Application is simple; just fill out a form for candidacy. Upon filing at city hall for candidacy you will be given a good deal of information. The packet includes among other things a Campaign Manual; financial reporting forms; two chapters from the League of Minnesota Handbook discussing council structure and role and Form and Structure of the city; a map; city and MnDOT sign information; and other city specific items.
The State of Minnesota through the Secretary of State will offer a new service on the web providing for an official listing of candidates that have filed for an office. This will be updated daily. Anyone interested in seeing who has filed can get the information online at www.sos.state.mm.us . These listings will be under municipal election searches and by looking for Becker you can look up either Candidate at Large or Mayor filings.
The election is held on November 4th, 2008 from 7:00 am to 8:00 pm. Pre-registration is encouraged however you can also register the day of the election. A valid picture ID is needed which shows a street address to verify residency. You can also bring a neighbor or someone that can vouch that’s a city resident to verify residency. One issue that comes up each year is where do you live? Becker is a community of people that live in a number of different jurisdictions. If you live in Becker Township your polling place is the Town Hall on Hancock Street. As a city resident your polling place is City Hall at 12060 Sherburne Avenue.
Pre-registration can be accomplished in a number of different ways. City and county offices will have registration cards available. If you call the county of residence they will mail out a card to you. When renewing your driver’s license you can also be registered. All mailed registrations must be received by your county of residence by October 14 to be placed on the registration role for voting.
Participating in the election process either as a candidate or a voter is one of the most important freedoms we have. Please exercise that freedom and get out and vote.
Wednesday, August 6, 2008
Bids or Quotes
Procurement for some goods can be a maze when you look at how cities operate. Some purchases are just out right purchases. These generally involve day to day needs. Other purchases are quotes and some are bids. Sometimes we request proposals from businesses to offer services to us. These are generally for professional services of consultants when used. Knowing what is what can be confusing but knowing what to do is a matter of law.
So what’s a quote and what’s a bid. Sometimes these words get used interchangeably but really there is a difference under law. A quote is a formal amount quoted by a business to provide a certain product. Minnesota law was recently amended to provide for quotes in government purchases for amounts up to $100,000. However any quoted amount over $25,000 needs to have at least 2 quotes so we’re assured we have a competitive quote for the work to be accomplished. Typically we try to get at least two quotes on any purchase of significance.
Under current law quotes can be received for items up to $100,000 but there is one other requirement for quotes over $75,000. This requires the city to receive a performance and payment bond for the purchase. These are separate bonds which provide for security. The performance bond guarantees the “project” gets built or provided in accordance with the specifications or needs of the purchaser. The payment bond provides and assurance to subcontractors that they will be paid. Without that assurance a subcontractor could seek payment from the city even though the city paid the contractor.
A bid is a much more formalized process. Bids are required on all procurements in excess of $100,000. This process involves a public notice to be published in the official newspaper of the city and often in other trade publications. The notice requires bids to be received at a specified time and date. At that time bids are opened publicly and read aloud. Typically the low bidder receives the award. With this process the bidder has to have a bid bond. This bond addresses the issue of signing a contract to do the work at the price bid. If the contractor makes an error and doesn’t want to sign a contract after being awarded the bid he relinquishes the bid bond. These are typically for 5% of the amount of the bid. The thought here is that the city may need to rebid the project and the bid bond addresses the expense of doing this. It also however places the onus on the bidder to do his homework so the process can move smoothly.
There are exceptions to the bidding/quote requirements. Professional services are one of those exceptions. We however periodically do a “Request for Proposals” for some professional service work. We have done this primarily for public works projects in using the services of an engineer. This allows us to evaluate the services being offered and also look at the expense of the engineer for the project. This process takes a bit more time but the ability to select the most qualified or least expensive or other criteria can be accomplished when additional information is received.
It may seem like there are hoops to jump through when dealing with a city but when you look at the reasons for them they becomes easier to understand. There is a method to our madness.
So what’s a quote and what’s a bid. Sometimes these words get used interchangeably but really there is a difference under law. A quote is a formal amount quoted by a business to provide a certain product. Minnesota law was recently amended to provide for quotes in government purchases for amounts up to $100,000. However any quoted amount over $25,000 needs to have at least 2 quotes so we’re assured we have a competitive quote for the work to be accomplished. Typically we try to get at least two quotes on any purchase of significance.
Under current law quotes can be received for items up to $100,000 but there is one other requirement for quotes over $75,000. This requires the city to receive a performance and payment bond for the purchase. These are separate bonds which provide for security. The performance bond guarantees the “project” gets built or provided in accordance with the specifications or needs of the purchaser. The payment bond provides and assurance to subcontractors that they will be paid. Without that assurance a subcontractor could seek payment from the city even though the city paid the contractor.
A bid is a much more formalized process. Bids are required on all procurements in excess of $100,000. This process involves a public notice to be published in the official newspaper of the city and often in other trade publications. The notice requires bids to be received at a specified time and date. At that time bids are opened publicly and read aloud. Typically the low bidder receives the award. With this process the bidder has to have a bid bond. This bond addresses the issue of signing a contract to do the work at the price bid. If the contractor makes an error and doesn’t want to sign a contract after being awarded the bid he relinquishes the bid bond. These are typically for 5% of the amount of the bid. The thought here is that the city may need to rebid the project and the bid bond addresses the expense of doing this. It also however places the onus on the bidder to do his homework so the process can move smoothly.
There are exceptions to the bidding/quote requirements. Professional services are one of those exceptions. We however periodically do a “Request for Proposals” for some professional service work. We have done this primarily for public works projects in using the services of an engineer. This allows us to evaluate the services being offered and also look at the expense of the engineer for the project. This process takes a bit more time but the ability to select the most qualified or least expensive or other criteria can be accomplished when additional information is received.
It may seem like there are hoops to jump through when dealing with a city but when you look at the reasons for them they becomes easier to understand. There is a method to our madness.
Tuesday, July 29, 2008
BAC Expansion
As the Co. Rd. 24 trail project is coming to a close another project is just about to get started. The Becker Athletic Complex (BAC), otherwise know as the ball fields; will see an expansion of an additional green area for youth sports. This area contemplates 3 playing fields but can be used in a number of different ways.
The project contains almost 7 acres of land directly south of the existing parking area which is presently an open field of scrub grass and small trees. These multi-use fields can be used for any outside sport. They can be used for football, soccer, lacrosse, small field softball and tee ball and other activities as needed.
The project included a number of pieces to accomplish and meet other goals of the city. The first part of the project was a directional boring component which brought pipe from the golf course to the ball field area. This was done to get water from the golf course water source and wells to the ball field area. By bringing this water into the area we were able to connect the ball fields irrigation system to this water source. By removing the present connection to the domestic water supply we eliminated some costs as we don’t need to use treated water for irrigation and we reduce the quantity of water used from the domestic system. The benefit of this may be obvious but having increased capacity in the domestic system not only supports household use it also reduces the use of the existing water wells we use for drinking water. This reduction is 200,000 to 400,000 gallons per month in the summer months. This new water source will also serve the new green areas in the BAC. Running the water from the golf course used existing capacity there while saving a new well from being installed at the BAC. Over all this was a cheaper option while providing for some added goals.
Our estimate for this work was $37,500 and the quotes came in far less than that at $20,855.48. The low quote was received was from R.P. Schroeder Construction of Big Lake.
The actual excavation and utility pipe work at the site was a larger project that needed bids to accomplish. The original estimate for the dirt work, storm sewer and sanitary sewer was estimated at $283,625. After some discussion and review of the existing soils the topsoil borrow was reduced by $54,275. Prior to bidding this topsoil was again reduced to project in exchange for a soil amendment of peat to be incorporated into the existing soil at the site. With the estimate of $230,891.10 the city went out for bids.
Bids were received on Monday July 14, 2008 from 13 bidders. Bids ranged from a high of $215,594.35 to the low bid of $139,932.15, with the majority of the bidders in the range of $170,000. The low bidder was RL Larson Excavating from St. Cloud. This bid was almost $27,000 under the next bidder. Having the project come in almost $90,000 under the estimate was amazing.
To finish up this was the final addition of the irrigation equipment for the new fields. The estimate for this was $37,500. This quote came in at $26,680 from Rocky Mountain Construction of Zimmerman. An additional controller will be added to this at $2500 bringing the total to $31,180.
Overall the city was able to reduce the cost from the original estimate by $112,906. Total project costs are at $255,944. It is expected that the project will be installed and seeded by this fall. Grass growth will be needed to occur next year with the possibility of play in the fall of 2009 or spring of 2010. This soft economy does provide for some bargains.
The project contains almost 7 acres of land directly south of the existing parking area which is presently an open field of scrub grass and small trees. These multi-use fields can be used for any outside sport. They can be used for football, soccer, lacrosse, small field softball and tee ball and other activities as needed.
The project included a number of pieces to accomplish and meet other goals of the city. The first part of the project was a directional boring component which brought pipe from the golf course to the ball field area. This was done to get water from the golf course water source and wells to the ball field area. By bringing this water into the area we were able to connect the ball fields irrigation system to this water source. By removing the present connection to the domestic water supply we eliminated some costs as we don’t need to use treated water for irrigation and we reduce the quantity of water used from the domestic system. The benefit of this may be obvious but having increased capacity in the domestic system not only supports household use it also reduces the use of the existing water wells we use for drinking water. This reduction is 200,000 to 400,000 gallons per month in the summer months. This new water source will also serve the new green areas in the BAC. Running the water from the golf course used existing capacity there while saving a new well from being installed at the BAC. Over all this was a cheaper option while providing for some added goals.
Our estimate for this work was $37,500 and the quotes came in far less than that at $20,855.48. The low quote was received was from R.P. Schroeder Construction of Big Lake.
The actual excavation and utility pipe work at the site was a larger project that needed bids to accomplish. The original estimate for the dirt work, storm sewer and sanitary sewer was estimated at $283,625. After some discussion and review of the existing soils the topsoil borrow was reduced by $54,275. Prior to bidding this topsoil was again reduced to project in exchange for a soil amendment of peat to be incorporated into the existing soil at the site. With the estimate of $230,891.10 the city went out for bids.
Bids were received on Monday July 14, 2008 from 13 bidders. Bids ranged from a high of $215,594.35 to the low bid of $139,932.15, with the majority of the bidders in the range of $170,000. The low bidder was RL Larson Excavating from St. Cloud. This bid was almost $27,000 under the next bidder. Having the project come in almost $90,000 under the estimate was amazing.
To finish up this was the final addition of the irrigation equipment for the new fields. The estimate for this was $37,500. This quote came in at $26,680 from Rocky Mountain Construction of Zimmerman. An additional controller will be added to this at $2500 bringing the total to $31,180.
Overall the city was able to reduce the cost from the original estimate by $112,906. Total project costs are at $255,944. It is expected that the project will be installed and seeded by this fall. Grass growth will be needed to occur next year with the possibility of play in the fall of 2009 or spring of 2010. This soft economy does provide for some bargains.
Friday, July 18, 2008
Balancing Act
As the city prepares for the 2009 budget a host of issues consume our thoughts. What will fuel prices be? How much will utilities cost? What increases are expected for health insurance? How much will this or that cost next year?
Also being considered is how can we make our efforts more efficient? What things can go undone? Where can we find some savings in the cost of operations? Can the equipment we have last another year? What will the State of Minnesota do to us this year?
Also thrown into the mix is deferred maintenance. These are things like the street has seen better days, we need to do something about it. Park equipment is wearing out and needs to be replaced. Computer systems that were patched together need to achieve better interoperability and have greater security. The cable broadcast equipment is failing and patchwork replacement is difficult given the change to a digital format. More police officers are needed. Energy conservation retrofits would reduce utility costs but at a price. Different equipment would be more efficient but needs to be purchased.
And so the balancing act begins. There are short term goals and long term needs. There are levy limits for the next 3 years which keeps general levy authority in check. There are numerous “special levies” that occur outside of these limits which may cause the limits, in a general sense, to be exceeded. The point is priorities need to be exercised to do the most with what is available. Looking at all of these factors can make it difficult to weigh the benefits or detriments of various spending decisions but doing so is all part of the budget process.
The budget process takes a number of months to complete. We start in May some years and generally by June with budget worksheets and preliminary numbers. The process continues to be refined in terms of costs, revenues, projects and expenses. By mid September a preliminary levy is established and certified to the county. This amount is the maximum levy the city can exercise. After certification the city continues to look for greater efficiencies and costs that can be cut. The first meeting in December is one where we hold our budget hearing and after comments and final adjustments are made, the final levy is adopted at the second meeting in December.
All in all a great deal of time is expended in each year’s budget. The task requires a good deal of effort and consideration. The end game however is to find that balance of meeting the needs of the city while being good stewards of public funds.
Also being considered is how can we make our efforts more efficient? What things can go undone? Where can we find some savings in the cost of operations? Can the equipment we have last another year? What will the State of Minnesota do to us this year?
Also thrown into the mix is deferred maintenance. These are things like the street has seen better days, we need to do something about it. Park equipment is wearing out and needs to be replaced. Computer systems that were patched together need to achieve better interoperability and have greater security. The cable broadcast equipment is failing and patchwork replacement is difficult given the change to a digital format. More police officers are needed. Energy conservation retrofits would reduce utility costs but at a price. Different equipment would be more efficient but needs to be purchased.
And so the balancing act begins. There are short term goals and long term needs. There are levy limits for the next 3 years which keeps general levy authority in check. There are numerous “special levies” that occur outside of these limits which may cause the limits, in a general sense, to be exceeded. The point is priorities need to be exercised to do the most with what is available. Looking at all of these factors can make it difficult to weigh the benefits or detriments of various spending decisions but doing so is all part of the budget process.
The budget process takes a number of months to complete. We start in May some years and generally by June with budget worksheets and preliminary numbers. The process continues to be refined in terms of costs, revenues, projects and expenses. By mid September a preliminary levy is established and certified to the county. This amount is the maximum levy the city can exercise. After certification the city continues to look for greater efficiencies and costs that can be cut. The first meeting in December is one where we hold our budget hearing and after comments and final adjustments are made, the final levy is adopted at the second meeting in December.
All in all a great deal of time is expended in each year’s budget. The task requires a good deal of effort and consideration. The end game however is to find that balance of meeting the needs of the city while being good stewards of public funds.
Tuesday, July 15, 2008
Safety Along Co. Rd. 24
Ya Know, some things just take time! We’re finally finishing up the Co. Rd. 24 (Central Avenue) trial project. With all good intentions of this being done at least a year ago we’re seeing the end. With the safety of pedestrians in mind as well as a better solution for crossing of Sherburne Avenue we’ve arrived at the end, or almost. There is a small section to accomplish yet on a separate contract.
This project was the result of a “Safe Routes to School” grant program. Our application was one of the few to be funded and was in the mix of the first group to be funded under this program. Having said that, a procedure hadn’t been developed for federal review and funding, state review, and county action. The process was probably more involved than it needed to be. The federal government established the program and funding for it. State was to do the review and make the funds available from federal dollars. As the roadway was a county state aid highway the county had to administrate the construction and pay the vendors. On the way MnDOT was involved in the bidding process along with Sherburne County. The city did the engineering and design. The city and the county had to approve the project. Pay requests needed to be approved by the city, county, and state. The county received the grant funds from the state and makes the payments to the contractor.
This was my first experience with this type of project. Having all these parties acting on a project doesn’t seem to be warranted. Perhaps it is necessary to make sure it meets federal requirements for grants and standards for safety. Perhaps the process hadn’t been defined. After all we were part of the first group to be funded. Perhaps this was seen as an exciting new program and all those who could participate wanted to do so. I’m not sure about the how’s or whys but I do know we have gotten through it and have a proud addition to our pedestrian safety network. Hopefully this saves lives or injury and promotes the health aspects of walking or biking. It will also assist drivers in the school zones in slowing down and stopping for pedestrians. I think it is a win-win for everyone.
We still have a bit more work to do on this project with the separate contract. We have the paperwork to finish. I’m glad the county has to do most of that, Sherburne County was great to work with. I’m sure we’ll have final cleanup and punch list items to address but the users get the last of this. They get the benefit of a successful project.
This project was the result of a “Safe Routes to School” grant program. Our application was one of the few to be funded and was in the mix of the first group to be funded under this program. Having said that, a procedure hadn’t been developed for federal review and funding, state review, and county action. The process was probably more involved than it needed to be. The federal government established the program and funding for it. State was to do the review and make the funds available from federal dollars. As the roadway was a county state aid highway the county had to administrate the construction and pay the vendors. On the way MnDOT was involved in the bidding process along with Sherburne County. The city did the engineering and design. The city and the county had to approve the project. Pay requests needed to be approved by the city, county, and state. The county received the grant funds from the state and makes the payments to the contractor.
This was my first experience with this type of project. Having all these parties acting on a project doesn’t seem to be warranted. Perhaps it is necessary to make sure it meets federal requirements for grants and standards for safety. Perhaps the process hadn’t been defined. After all we were part of the first group to be funded. Perhaps this was seen as an exciting new program and all those who could participate wanted to do so. I’m not sure about the how’s or whys but I do know we have gotten through it and have a proud addition to our pedestrian safety network. Hopefully this saves lives or injury and promotes the health aspects of walking or biking. It will also assist drivers in the school zones in slowing down and stopping for pedestrians. I think it is a win-win for everyone.
We still have a bit more work to do on this project with the separate contract. We have the paperwork to finish. I’m glad the county has to do most of that, Sherburne County was great to work with. I’m sure we’ll have final cleanup and punch list items to address but the users get the last of this. They get the benefit of a successful project.
Thursday, July 3, 2008
Freedom Days
With the passing of Freedom Days in Becker I do want to express my thanks to all those who made the day a success. It is difficult to name each individual or organization that participated as it really has become a community event. The Freedom Days Committee spent a great deal of time shaping the weekend but other organizations also participated in the planning and eventual outcomes for the public to participate and enjoy. Even the eventual participation of the public itself lends to magic of the day. As a community event the community participated and we all joined in the celebration of fun and a successful day! Thank You All for your participation and enjoyment as fun begets fun and it seemed apparent there was plenty of this throughout.
On a more serious note the establishment of Freedom Days is to commemorate the freedoms we have as citizens of the United States. Our ancestors worked diligently to create a model that respects the rights of people to live in a society that recognizes the needs of people. This model is being strived for by many nations throughout the world as the best approach to governance. Celebrating the 4th of July is not only a tradition that celebrates the American Way but also one of family. The anniversary of the declaration of independence is something to celebrate in your own way but take stock in the advantages and meaning that our fore fathers bestowed upon us with their actions. I wish everyone the best over this holiday!
On a more serious note the establishment of Freedom Days is to commemorate the freedoms we have as citizens of the United States. Our ancestors worked diligently to create a model that respects the rights of people to live in a society that recognizes the needs of people. This model is being strived for by many nations throughout the world as the best approach to governance. Celebrating the 4th of July is not only a tradition that celebrates the American Way but also one of family. The anniversary of the declaration of independence is something to celebrate in your own way but take stock in the advantages and meaning that our fore fathers bestowed upon us with their actions. I wish everyone the best over this holiday!
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