3.8 Ashwood Park and Prairie Park Master Plan
Request for
City Council Action
DEPARTMENT INFORMATION
ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE:
Parks and Recreation Parks and Recreation Director Jacobs July 10, 2023
PRESENTER(s) REVIEWED BY: ITEM #:
Consent City Administrator/Finance Director Flaherty
3.8 – Park Planning
Proposals
STRATEGIC VISION
MEETS: THE CITY OF OTSEGO:
Is a strong organization that is committed to leading the community through innovative
communication.
Has proactively expanded infrastructure to responsibly provide core services.
Is committed to delivery of quality emergency service responsive to community needs and
expectations in a cost-effective manner.
Is a social community with diverse housing, service options, and employment opportunities.
X Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff are recommending that City Council accept park planning proposals from HKGi.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
No No
BACKGROUND/JUSTIFICATION:
At the May Parks and Recreation Commission meeting, staff was directed to obtain proposals for the
planning of Ashwood Park and Prairie Park Master Plan. Staff worked with HKGi to outline a scope of work
for each project.
Ashwood Park planning would start summer 2023 and be wrapped up by the end of the year. Mr.
Solomonson from HKGi would be the lead on this park plan. The proposal includes the usual protocol of
using feedback from the Parks and Recreation Commission, residents, and staff to develop a concept plan.
An open house will be held in September where residents in the development can voice their ideas for
Ashwood Park. Feedback will then be used to create the final designs that will be brought back to the Parks
and Recreation Commission for approval before ultimate council approval. The proposal for this park came
in at $10,000 which was within the budget for 2023.
The Prairie Park Master plan will be a large undertaking. Ms. Grinde from HKGi would be the lead on the
Prairie Park Master Plan. HKGi has recommended an Advisory Committee be created to have a more
diverse view on the future of Prairie Park. This committee would be made up of 1 councilmember, 2 Parks
and Recreation commissioners, and 5-6 community stakeholders. Community input would be sought after
using online engagement as well as hosting a public open house to allow for feedback. Ultimately allowing
for a draft plan to be put together along with 3D renderings showing what the agreed upon amenities and
future of Prairie Park could look like. This plan also gives dollar amounts and phasing opportunities to guide
Prairie Park for up to 20 years. Final review will be at the Parks and Recreation Commission in 2024 before
final council approval.
The Prairie Park Master Plan came in at $48,000 and will span 2023 and 2024 budget years. The amount
budgeted for 2023 was $28,000 and the City will budget for an additional $20,000 in 2024 to allow for the
full scope of work to be completed.
Both proposals were presented to the administrative subcommittee and the Parks and Recreation
commission and who both recommended to be placed on the consent agenda for council approval.
SUPPORTING DOCUMENTS ATTACHED:
• Ashwood Park Proposal
• Prairie Park Master Plan Proposal
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to accept the park planning proposals for Ashwood Park in the amount of $10,000, for the Prairie
Park Master Plan in the amount of $48,000, and to authorize HKGi to proceed with the park planning
projects.
BUDGET INFORMATION
FUNDING: BUDGETED:
Fund 203 – Park Development
Yes
Creating Places that Enrich People’s Lives
June 14, 2023
Nick Jacobs, Parks and Recreation Director
City of Otsego
Prairie Center
8899 Nashua Ave NE
Otsego, MN 55330
RE: Otsego Ashwood Park Work Plan
Dear Nick,
HKGi is pleased to submit the following planning and design services work plan to
support the city in the development of a Concept Plan for Ashwood Park.
We understand that the budget for facilitating a process to develop a park concept plan
is $10,000. Following an approved concept plan, a budget range of $250,000-$600,000
has been identified for project implementation/construction. Our proposed process
includes three meetings/presentations to the Otsego Park Commission, including one
joint neighborhood/PC meeting, and one meeting with the City Council.
WORK PLAN
Phase 1 – Project Kick off & Draft Concept
Kick off Meeting & Site Visit at Ashwood Park (Jun/Jul)
We will meet with city staff on site to review the overall goals for the park project,
identify issues and opportunities in the field, and agree on steps forward.
Utilize developer’s survey of the site—coordinate with HAA
Develop Draft Concept Plan + Cost Estimate (July)
Prepare a draft concept plan of the park that includes location of proposed
features, amenities, and access points. A preliminary cost estimate will be created
to align the proposed features with the budget.
Park Commission Meeting 1 (Aug)—virtual presentation by HKGi
HKGi will prepare a presentation for the Park Commission that describes the site
analysis of Ashwood Park, describe the type of “pocket park” that is envisioned
along with a preliminary concept plan, including precedent images of nature play
features and associated amenities—park signage, benches, pathways, etc. Discuss
process for conducting a neighborhood meeting.
Virtual staff coordination meeting
Neighborhood Meeting/September Park Commission meeting 2
In coordination with the September Park Commission meeting, neighbors of the
park site will be invited to learn about the future park and provide input. HKGi
will provide materials for the city to use at the meeting to describe the proposed
park concept and process for implementation, and to solicit feedback on features
and amenities. HKGi staff will be present at the meeting to present the concept
and facilitate a discussion.
Task 2 – Prepare Preferred Plan & Presentations
Revise Concept Plan to Create Preferred Plan (Sep/Oct)
Summarize results of neighborhood meeting and work with staff to develop a
preferred schematic-level plan drawing and updated cost estimate.
Virtual staff coordination meeting
Park Commission Meeting 3 (Oct/Nov)—virtual presentation by HKGi
HKGi will present the neighborhood input summary, preferred plan, cost
estimate, and timeline/process for implementation to the Park Commission for
approval.
City Council Meeting (Nov/Dec)
Following approval by the Park Commission, HKGi will work with staff to attend
the meeting and present the preferred plan to the City Council for approval.
HKGi staff will monitor the project consulting budget and fees during the process in
order to stay within $10,000.
Next Steps – Design Development & Construction Documents
(Dec 2023 – Feb 2024)
Following approval of the park concept plan, we will work with City staff to develop
implementation and construction plans in order to meet a proposed Spring 2024
construction timeline. We will work with the city engineer for civil-related items.
Proposed tasks are listed below.
Coordinate survey and geotech
Design Development level drawings
Meeting with staff to review
Develop Construction Documents
Summary of Quantities Worksheet and Bid Form
Existing Conditions and Site Layout Plan
Grading and Erosion Control Plan
Planting and Site Restoration Plan
Site and Detail Sections and Elevations
Construction Details
Technical specifications
Final Cost Estimate
Creating Places that Enrich People’s Lives
June 14, 2023
Nick Jacobs, Parks and Recreation Director
City of Otsego
Prairie Center
8899 Nashua Ave NE
Otsego, MN 55330
RE: Otsego Prairie Park Work Plan
Dear Nick,
HKGi is pleased to submit the following planning and design services work plan to
support the city in the development of a Master Plan for Prairie Park.
We understand that the budget for facilitating a process to develop a park concept plan
is $48,000, which would include up to $28,000 in fees in 2023, with an additional
$20,000 in fees in 2024. The city has $240,000 identified for the playground replacement
in 2025. Our proposed process includes three meetings/presentations with a newly-
created Prairie Park Master Plan Advisory Committee, which would include members of
the Otsego Parks Commission; one public survey and one public meeting; and one
meeting with the City Council.
WORK PLAN
Phase 1 – Project Kick off & Site Analysis (Aug-Nov)
Kick off Meeting & Site Visit at Prairie Park (Aug)
We will meet with city staff on site to review the overall goals for the park project,
identify issues and opportunities in the field, and agree on steps forward.
Develop Plan for Public Engagement
This task includes the writing of a brief (1-2 pages) document that describes the
process for public engagement, including goals, audiences, methods, and
timelines. HKGi will write a draft and have City staff review/revise.
o Create an Advisory Committee made up of 1 City Council rep, 2 Park
Commissioners, and 5-6 community/stakeholder representatives. There
could be 3 meetings with the Advisory Committee, instead of the Park
Commission.
o Phase 1: Online survey + Interactive Mapping Tool
o Phase 2: In-person in the park open house/public meeting
Develop Analysis Maps and List of Issues + Opportunities
Advisory Committee meeting #1 (Sept)
Discuss plan for public engagement
Present Issues and Opportunities
Virtual staff coordination meeting
Launch public survey online (Oct/Nov)
Promotion—develop social media graphics, flyers, press release
Hosting of survey on Survey Monkey
Summarizing of survey results
Could also include interactive mapping tool (Social Pinpoint)
Phase 2 – Prepare Draft Concepts (Dec, 2023-Apr, 2024)
Host Charrette to develop draft concept ideas
HKGi staff will host a workshop at our office or at the Prairie Center
Review Issues and Opportunities and community input
Develop ideas and sketches for park improvements
Prepare Draft Concepts
We will prepare up to 3 high-level draft concept drawings that will identify
circulation, access, athletic fields, park features, and potential areas of
expansion.
Virtual staff coordination meeting
Advisory Committee meeting #2 (Feb/Mar)
Review draft concepts
Present plan for open house meeting
Public open house/meeting (Mar/Apr)
Prepare materials
Provide staff at open house to help facilitate
Prepare summary of input
Virtual staff coordination meeting
Phase 3 – Prepare Final Master Plan (May-July, 2024)
Revise Concept Plan to Create Preferred Plan
Prepare a schematic-level drawing of the park and proposed
improvements
We will include a concept plan for the potential addition of the 20 acres,
including a road connection from 90th to 85th St., to the south of Prairie
Park, and a long-term concept showing a potential removal of the Prairie
Center building from the park.
Layout out concept plan and associated materials in a document/report
Work with staff to develop a preferred plan and updated cost estimate.
Associated sections and precedent images
Zoom in concept areas and descriptions
Phasing plan and priorities
Include 3D renderings of proposal concept features and ideas
Virtual staff coordination meeting
Advisory Committee meeting #3
HKGi will present the preferred plan, cost estimate, and phasing plan for
implementation to the Advisory Committee for final comments.
City Council Meeting
Following approval by the Park Commission, HKGi will work with staff to present
the preferred plan to the City Council for approval.
Fees
We estimate our fees for the above scope of work in the following table.
Phase Cost
Phase 1: Project Kick off & Site Analysis $10,800
Phase 2: Prepare Draft Concepts $13,200
Phase 3: Prepare Final Master Plan $23,500
Sub-total $47,500
Expenses (mileage + printing) $500
Total $48,000