001Okay, 6:00 folks. Jeremiah is not. I pledge allegiance to the flag of the United States of America and to the republic for which it stands, one nation under God, indivisible, with liberty and justice for all. Roll call. Jeremiah is excused. Tanya here. Lyn is here. Shock here. Lori here. Lisa here. Tom here. Okay. All those are here. We need a motion to adopt the agenda. Are there any additions? There can't be any additions. So, I need a motion. I'll make that. I'll second then. Motion. Lori has a second. Um, is there any discussion? Any discussion? All those in favor say I. I. Oppose. Same sign. Motion carries. Um the first thing on the agenda then is to approve the retirement resignation of Mary Holm. And um is there anything you need to say about that?
002No, not not at all. We're just we're grateful for the work and you know and she's been a pretty good egg for a lot of years. 20 years. Yeah. Yeah. You breathe an egg. That's probably my That's the way to good staff person. Who gave that? All right. Um, we need a motion then. A motion to approve her retirement resation. Second. Motion by Lori, second by Tom. Any discussion or questions? Thank her for Yep. Absolutely. Sticking that out here for so long. Absolutely. She's been here. Done a lot of things and we thank her. Any discussion? Any further discussion? All those in favor say I. I. Oppose. Same sign. Motion carries. All right. On to the track resurfacing and turf installation. All that good stuff. Are we waiting for him to come to us? Yeah,
003we've we've got Jeremy Anderson from Design Tree Engineering who's been shephering the project from a a civil and and bid perspective. He's here. Um, and I see he's muted a little bit there, but Jeremy, are you there? Let's see. He just got a Was there something? I have to call him. He's trying to talk. I see that. I see that. Yeah. I don't know why. Is this a Is this a a TV muted thing? Is that a volume thing on the TV? Turn it on. Is it? I would think so. I would say it's got to be him. Does it has camera on? That's the camera. I can hear you. Good. We can't hear you. Do you want me to try to There he is. There you go. Try one remote. What if you click
004the little button? Volume on the remote. Yellow button. Hit the yellow button up in the corner. Yeah. Little yellow button up there on your screen. My finger. Screen computer. What does that do? Hello. Can you hear me? Turn your Can you turn your volume up on your computer? That one was the only one they could hear. You hear this TV? Does that mean that these others need to be or is that your volume needs to be turned up on the TV on one of the TVs? Anyway, I'm thinking TV. There we go. Can you talk to us? Can you hear me now? Can you hear me now? Technology is great sometimes. Yeah. Yeah. Here we go. We're good to go. So, Jeremy also has another meeting tonight, a board meeting tonight, too. Um, so we'll
005do this uh uh remotely. Um before we get started and just to kind of set the table for um this evening um last week well actually even dating back to dating back to um uh December when the board um approved the levy uh to finance the the turf portion of the project. Uh that was the start that that that was going to finance the uh payback of of the bonds so to speak or their certificates. Um even before then the district had been um setting money aside to in uh by way of long-term facilities maintenance revenues to address the track. Then came the you know the idea of turf uh made the decision in December to uh apply the levy by way of a lease levy uh component to the u to the taxes. Um
006and then and then that that set the wheels in motion to um approve the the renovation of the complex. Right. So that that's kind of how things got started. Um Jeremy was involved in the estimates to that formed the basis for the levy probably back in uh late September, early October uh when that when that took place. So, um, as it goes then, um, uh, that that the work continued on into things that that catapulted us to last Monday night when the bonds were sold to borrow uh, funds to finance the project and and then so that that gets us to tonight. um bids were being um secured um along the way by virtue of your partnership with Sourcewell. Sourcewell and your membership to Sourcewell allows you or allows them to do bidding on your
007behalf which is a very very nice thing and and certainly it expedites the process of purchasing um and large scale projects. So, um we're here tonight um to address those bids because um the large there's a couple of reasons. The large um uh amount that we're dealing with and now we're we're uh um at about $2 million to address the complex. And and then two um we believe that that uh you as a board should take care should take action um to address those bids um one because of the amount two because I think the auditors would ask you to do that um in some way shape or or or another. So that's why we're here tonight um to to uh bring the the project based upon not only administrative recommendation but your work leading
008up to tonight to take action on the project. Um, there is one bidder and Jeremy maybe can get into the technical side of this is that there is one bidder and that is field turf and I think I explained that in the in the board information sheet that field turf then works in consort with fiser or benign fisher turf benyan and then also dunx uh to provide the the civil part of the project. So there's basically one bid and and because Sourcewell has done that for you or on your behalf. So um with that um Jeremy I I I could turn it over to you and and if you have something to add relative to the project. Yeah. I mean the only thing you did a very good job of explaining it Doug and I
009apologize for not being able to be there in person tonight. Um but so and as part of the the getting bids, I mean they got multiple bids on the civil work from Dun Peterson and New Look and a couple others. Um so so there was a competitive bidding process and source does meet those requirements required by state statute. Um but in general the the project as a whole um it you know basically we're reconstructing the entire track uh putting down new patuminis newer new new rubber surfacing all the field events uh the long jump triple jump shot all the discus all those events will be upgraded to new and then obviously there's the conversion of the football field from natural grass to turf. So all of that work along with all the site prep work
010associated with getting the project to be able to complete that stuff is included in the price that you have in front of you tonight. Do you want me to go up to the alternates at all, Doug, or Um, I would I it might might not hurt to just give a glance once once over. I know we've got a couple cement pads that were asking to be poured. Those are pretty self-explanatory. The tuminous piece might be of something of interest to the board. Uh, too. Yes. So, there on the second page of field turfs, there's four alternates listed. one is the first alternate is for a higher grade of turf. Um it's a 9 lb three layer system rather than a 7 lb two layer system which there's some additional warranty that comes with going to
011the three layer system. Um there's better safety going to the to the upgraded system there. There's quite a few benefits, but with those benefits come the additional cost of about $75,000. Um the other alternates, the reason that we split those out is because those were not items that were included in our original design. Um so one would be installing a vis visitor bleacher pad on the east side of the stadium. Um, that's alternate number three. Alternate number four is a patuminous path that would go around the south side of the stadium outside of the outside the fence around the track to that visitor bleacher pad. So, if you put in the visor bleacher pad, this would give the visitors a way to get to that those bleachers without walking on the track itself. And then
012alternate number five is to uh finish installing the concrete underneath the existing grandstand. And the thought behind installing that concrete was to provide some covered storage space for some of the new athletic equipment that I believe is part of the agenda as well. So, those are the the four alternates that were listed on the second page. And the rest of the co-op proposal basically goes through what's included in the proposal um and what's not included in the proposal. Does everybody understand the the um uh alternate number one that talks about the the um uh the pound uh the turf quality? Um, Jeremy, we have about a, you know, at at what point in time if if the board didn't take that tonight, is there a time later where it potentially could and in the project?
013It would have to be it would have to be fairly quickly because the turf is one of the long lead time items that needs to get procured and into production relatively quickly um so that we can make sure that it's ready for football games this fall. So I would say if it's not made tonight, it needs to be made within the next week. If if you were to do that, um obviously the you know you're that that sends the project over budget and then that would mean that that would come out of district reserves and I don't know how comfortable you are with it with that. The the surface that is bit here is is a good surface. There's no doubt about it. You know, would we have liked to have had the 9 lb?
014100% we would, but it it obviously extends the budget. Um, it it hurts the budget. In other words, you'd have to go into reserve to do it. And at this point in time, with the quality of surface that you're going to get, I I I guess I I can't I don't know how we can do it. I would think for another $850 there's no reason not to upgrade the three layer say the performance that's what is the difference between 75 75 74 about that the difference would be and I thought it was around 100,000 really we had hopes for that I don't know I mean you it's it's certainly up to you but what's the difference of the warranties between the two. Jeremy, do you have an answer for that? I think the the higher
015grade of turf and it I don't know if Kelsey or Brad are there, but I think it was 5 years. You get an additional 5 years of warranty on the 9 lb for versus the 7 lb. What is the initial warranty on the 7 lb? I believe it's 10 years and then it bumps up to 15 years with the 9. What will it cost to do it? It might be perfect. Yeah. And this is actually the hold up equally to the weather like we had this morning. I'm saying that because I went up to uh the River of Life Church and checked out theirs today and what a mess from the rain that we had this morning. It's all wavy and spongy and we aren't going to have that with this one. Right. You get
016drainage. There's probably better drainage system in this than there is there. Yeah. I don't think it's river. Yeah. On a turf field there's vertical drainage. So it drains through the turf through the stone and into there's a there's a drain system. There's a pipe or flat drain every 10 10 yards. Um, and that gets the water and carries it off the field from underneath. So you don't have puddles sitting on the edges of the field. It drains vertically through the through the turf. I'm going to go take a picture of that tonight. It looks really good. I hate to think next week that it's going to be a mud hole as you bring in the bulldozers, but that's just my two cents worth on this. Jeremy, the um Kelsey sent you a postcard or a
017picture of a postcard for free sand back fill. Is that something we could potentially utilize to save us some dollars? Uh, I did um I did send it over to the contractor or the people who are bidding it. So, I leave it up to them on if they I don't know if they included it in their bid or not. But if they included in it in their bid, then they'll certainly take care of it or take advantage of it. Okay. I was just wondering if that was potential cost savings that we could get yet to maybe go to the alternate number one, but So, okay. Thank you. Yeah, I don't know if they I don't know if they included if they utilize those numbers or not. Okay. Thank you. What what's the estimated cost of
018when uh after the 10year warranty and you and even if you stretch it to 15 or whatever it is, what is the estimated cost to re furnish it the field? Well, to refurbish the field, you would basically, you know, 15. It depends on the use. Sometimes it's 20 years, sometimes it's 15 years, sometimes it's 25 years. But you basically all the site prep work is still in effect. But then they they tear up or they they have machines now that will it brings the turf in and it separates the turf from the infill and then they can reuse the infill the next time. So the you know unknown what inflation is but it should be I mean if we were doing it in today's dollars it would be less because you can re you can
019utilize some of that infill on the next drop. So what what's the cost then now? What would it cost to you if if somebody's re rejuvenating your field? Well, the cost of the turf in their bid was like450,000. I I don't have the exact number of what it would be um in today's dollars, but it would be less than that when you have to replace it for time. Yeah, I think Eden Prairie was one of the first to put in turf and when they redid theirs, I think it was 20 or 25 years. It was in somewhere in that window and they play soccer, lacrosse, boys and girls for both and football on that field. And we're talking about a substantially better product at this time than they put originally. probably would be correct. Correct.
020My my feeling is if we're going to go with any of the alternates, it should be number five. That's a pretty good bid for that. We're going to add the alter and we can't we just can't as much as we'd like to or Kelsey, do you either one of you guys have opinions? I didn't ex all the fields that we went to were incredible. That's all I can say. Um, I did call I called and Kelsey called some schools too. We called schools that have turf for 12 to 13 years. Uh, and they said that they think they could get at least another six to seven years out of it. Um, and they're happy with theirs. Um, all of them have said they'd never never go back. Um, and then the other thing I think
021the other thing that that we have to realize is that we're getting something that I think um that he's moving the programs forward too. I mean something we never he never had before. So we can't really you know like when we were talking Kelsey and I were talking we can't be greedy about this because everything is to us is like it's exciting and I think it is to the kids and everything else. Um the products that we saw I was blown away by. That's all I can say. We went to McCrae, you went to see a beautiful um facility that has the same colors as ours. Um it has seven it has a 7 lb turf and and it's very spongy. It feels great. We were down there on a very cold day. Um there
022was snow on the ground and you can still everything else had snow in there's no way you could have played in the grass. Snow was completely gone. It was drained and it was you could play that day. No problem. And it was crazy. Wilmer, we got to see like the softball markings and I mean unless you're standing pretty much right on top of it, you have no idea that it's even there. Um and again that was not 9.2 lb turf roof. Um in comment to Tom's question about alternate number five of concrete under the grand stand. um that to us would just be able to keep like have the new equipment last longer just because it's not laying on dirt gravel. And so anytime we pull those mats out that's eating away at the bottom.
023And so it just for us it's more of a longevity piece of for the new equipment coming in to be able to have that. The other thing that kind of does also is it does it does give a place for our kids to go that would actually have cement because there is a place underneath there where the kids can go in after a place to get all the wind and right now if it's raining or if it's snowing you're standing on dirt and you get so muddy and filled up with mud. It's almost a disadvantage to go in there. Um, so I agree with I I I think I totally agree with Tom that if you're looking at something, you know, number five would be a really important piece for us. Um, so that's why
024I I never we never saw a 9 lb turf. Um, at the time we went. Um, and like I said, all of them were incredible. We saw one that was 6 or 7 years old. And I couldn't tell. You couldn't It looked like to me it looked like the day that they were and the craze was 4 months old when we went here. So, we got two very different and they were very both places were super good with us as far as this is what we wouldn't do, this is what we would do again and not one of them mentioned, you know, land turf because it does bring the cost down. But the things that they talked about is the practical stuff and we relayed that to Doug. making sure that your gates are by
025by where you have to do maintenance. So that cuz the one they put it in and they didn't have gates by the maintenance thing. So they had to drive all the way around the track to pick up pick up the truck which ended up being like making sure the gates are wide enough for the ambulance to get logistical planning pieces that didn't really have to. So if we do the visitor bleachers on the other side, is there I mean our the home side is fairly big. So my plan with that would you know how there's two portable bleachers on each side of our grandstand would be to put those over on the other side and just from a supervision standpoint for all of us who are at football games, it just makes things a little
026cleaner per se. um having visitors on opposite side instead of intermix in with our fans. I can just get a little little that would be my plan if that's what that would be for. Okay. You know, the sidewalk piece, I don't necessarily think it's necessary because you can use that the portable fencing that's in the equipment bid to kind of just make a pathway for that. So I if you took a look at, you know, the the two funding streams that you have for this project, track and turf, um if if you took a look because you're you have the the the bond proceeds, right? And you have the reserves from long-term facilities maintenance that support the the cost of the project. So, um if if you were to accept um um alternates three, four,
027and five, um those you still would come in under uh the the revenue streams that you have. Not by much. It's very close, but you still have enough to do that. Um that is not we're again I think you've heard we're we're we're resigning ourselves to the 7B uh turf and so but items 2, three and or items three, four and five uh bring the project um under uh the financing vehicles that you have. Could you explain I I could you say the financing vehicles once again do Okay. So, um, last last week, um, 1 1.231 million was approved by the board, uh, in in certificates. Okay. That's dropped into the district's coffers on May 19th or 15th, something like that. Okay. Um, so it's 1.231. There's just short of 800,000 projected reserve. about 793,000
028is projected LTFM reserve um on June 30th of 2025. In other words, the end of the fiscal year. So those are the two streams that you have dedicated or excuse me the two streams that are available. Those LTFM reserves were those dollars that the board dedicated toward the track resurface. So those are the two those are the two funding streams that you have available to you for the project. Okay. So adding those three alternates you're saying would get us keep us on budget. Is that also that's not including the equipment list? Correct. That does not include the the equipment list. Um so right that and and we've kind of talked all along that that would have to come out of reserves um and that kind of thing. Um, so also included within that that uh
029the budget and estimates here is about a $54,000 uh contingency. Um that in in talking with Jeremy that $54,000 contingency would would basically be um done under underground. In other words, the the dollars that you may have to use that you that were coming in over budget that contingencies address is all the underground work. Once that's done, then the contingency becomes available for other things. Um if in fact you would need it but how do you say that the the time at which contingency would be used would be the would be in bill. Okay. So there just know that that's in there too. So are you recommending that we do three, four and five then? I am. Yeah. So what is the number the turf itself? This bid here for 74,000 is the three letter
030which is the 900. That's the 9,000. What is the ter on the first page? Um the first line under the second black line under the site subtotal site work is like 47,000. Yeah, that's in that's Oh, that would be over above the 407,000, right? One would be above 407. Yep. Well, then I make a motion to accept the bid um with alternates three, four, and five. The committee member want to second that. We're looking for a second otherwise it's going to die. Chuck makes the second. Tom's motion was to accept the bid with the alternates three, four, and five. Have any further discussion? Any further discussion? And I will call for the motion. All those in favor signify by saying I. I. Um same sign. Motion carries. Wonderful. [Music] Yeah, that's exactly right. Sorry. Yes.
031So, um, the the way that the way obviously the the the the like I don't know what the word I'm looking for the, you know, it's just like when when you renovate a house or you build a house, it's then comes the furniture. And this is kind of the same position you're in right now with respect to the complex is that um is that um uh that there are needs because of the new setting. There are needs that uh the programs have um that come with it. And sometimes uh when when uh uh schools get into a building more than they they pass a referendum or whatever the case, they have a a line item called FFN, furniture, fixtures, and equipment. And there's a they usually generate about oh between 8 to 10% on of
032of the project total for that and and it gets to be a project. We don't have that here but it but it kind of falls in line with that where as you can see the project list because we are adding soccer there are needs goals balls stuff like that um and and so um that project list as you look at softball potentially uh and the need for playing uh when those when those conditions aren't right for um weather conditions aren't right for us to play on a on a grass field will be able to do that here. Um so all of the project list is there um for us um track, soccer, softball um and and some other sunundry um uh equipment needs for the district as well in the amount of $76,468. What the
033what was done was the solicitation of quotes because this falls under the bid limit. The solicitation of quotes uh was done um internally when we got quotes to three different quotes, not four. And and as we looked at the quotes in totality and and showed them to the buildings and grounds committee, um Borch's sporting goods out in Marshall uh had a global better quote uh pricing for us. And so that's where this price list comes from is from porches. And with that, I I you know, I certainly defer to Kelsey and Brad too on on this for further information. And certainly the committee had has looked over uh this list as well. One question, those lines that are marked in yellow is already purchased, is that part of the 764 down the bottom? That would
034be considered as part of it. Yeah. But we've already got it purchased. So yeah. This this is again this it's not funed by the the bonding. This will be a long-term maintenance funding this. No. So the the equipment piece will come out of will come out of district reserves and quite honestly the way what'll happen is is that as we build that that fiscal 25 26 budget we'll write the this we'll write if it's approved tonight by the board we'll write this into the district's budget. But yes, right now the way we knew this was coming that it would have to come out of district reserves uh to fund this. Okay. So it is not a LTFM deal. It is not a bonding issue. Source well had nothing to do with this being correct. You
035you sent this out. Yes. Okay. And this is all purchased from the same company. Even though the websites are different, it's all the same company. Yeah. and and your uh your due diligence if you will saved us a lot of money, right? Like to think so. Yeah. Mhm. Yeah. That's we had to compare those each product for and you know not only not not only in terms of price but quality too. So, um, yeah, that was that's the part and that's what the the quotation process does forces us to look at these things from a a little bit more of an efficiency angle. Okay. Does this include that storage? The storage area that you would put this does not this that is that something separate yet to come or that's in with the dirt. But
036that's all but it's the building part two of it, right? Or it's just concrete. It's already there. Just dirt. Oh, got you're putting concrete underneath what's already up there. And that was in the project. I thought you were adding another one to it to make, you know, more. Chuck, just just a good example. Chuck, a good example of the bidding process. We were looking at a discus cage cuz we need a new discus cage. Um, there's some new rules coming out in a couple of years that would force you to have a double net in case a kid is standing there. He's warming up behind that net. It doesn't go through the net because that has happened because right now you only have to have one. So, we believe that's coming. um they haven't set
037a time on. So anyway, we went look for that and by looking at a different company, we saved $8,000. They wanted 12,000 from one company and the other company got for under four. So that's how I mean we went through every single item and and got that stuff. Yeah. Uh we anticipate that's our equipment needs for the coming year. Yeah. I mean, soccer balls were on it, right? Yes, soccer balls were on it. How long do you think some of this equipment will last? I mean, I would have guessed years. I mean, they said uh I called I called them soccer rules cuz I I happen to work with Josiah on that part. Y and they said 20 to 25 years. He'll take care of if you take the nets off. He said he'll probably
038have to replace the nets after 10, but that's with everything you know. But otherwise, he said the gold part should last for 20 to 25. Balls are going to be shorter term life. Um, so it just depends on how much usage it's all getting. I mean, I would hope that portable fence lasts a really long time, you know, 25, 30 year mark because probably won't get used as often and frequently. Whereas, you know, the cones and the balls and whatever else counter that'll get more use. They're consumables, so they don't have shelf life. Good question. Good stuff. Any more questions, folks? I guess we'll call for a motion on that. I move to approve the equipment list. All second. It's on a motion to approve the list. Gloria second. There any further discussion on that?
039Any more discussion? Any more discussion? All those in favor say I. Oppose. Same sign. Motion carries. See that's also hard to spend [Music] money I believe. Then we are done.