Oselka Park: Phase 2

OSELKA PARK MASTER PLAN

The Oselka Park Master Plan pursues the goals and objectives defined in the City's Parks and Recreation Master Plan 2005-2010 (PRMP).

The PRMP public survey identifies several recreational needs in the community.  The Oselka Park Master Plan was designed to meet those needs. The most needed outdoor athletic facilities identified in the survey are: 1) trails, 2) winter sports, 3) baseball/ softball, and 4) basketball.  Phase 1 covered point 3) baseball/softball field improvements.  Phase 2 includes 1) 8' wide walking trails, 2) an ice rink and sledding hill, and 4) basketball.

Beyond the addition and improvement of ball fields, Oselka Park: Phase 1 park improvements included a new concession/ restroom/ pavilion building and the extension of Detroit Street for additional parking.  Phase 1 was paid for by support of the City taxpayers with a special parks millage, a grant from The Pokagon Fund, and a donation from Horizon Bank was used to add the fireplace at the new pavilion.  The Ground Breaking for Phase 1 was April 23, 2008, and the Dedication Ceremony was on August 29, 2009.

When complete, Oselka Park will have a band shell, sledding hill, seasonal ice rink (starting 12/2012), walking trails, additional parking areas, improved storm water management, street improvements along the park, and other site amenities.  Phase 2 park improvements are made possible by a grant from The Pokagon Fund.  Please see this labeled plan.

OSELKA PARK PHASE 2 PROJECT MANAGER'S LOG

To-date, the Oselka Park: Phase 2 park improvements project has had the following progress since the revised site plan was approved by the Planning Commission:

May 10 — Revised Site Plan Approval:  The Planning Commission approved the revised site plan which includes increased stormwater management capacity in compliance with standards in General Ordinances, Appendix No. 1: Design Standards for Public Works Projects.

May 11 — Pre-Bid Meeting:  Several contractors were present.  The meeting included a site visit.

May 18 — Bid Opening:  Bids came in higher than estimated.  Project elements within the scope of the Pokagon Fund grant came in about 30% higher than estimated, which is approximately $438,000.

No bids were received for flooring or plumbing.  Mayor Geisler offered to donate the labor for flooring work if materials were purchased at cost, approximately $1,000.  Per City Charter requirements, the plumbing contract needs to be rebid.  If after that biding there are no acceptable bids, the City may purchase services directly without further bidding.

May 23 — Site Work Contractor Meeting: City officials and Construction Manager Tim Woodhams of Fleis and VandenBrink met with Paul D. Oselka of Pajay Construction (the low bidder for site work) and reviewed the need for Contract 1 – Site Work, Change Order 1, due to a mass quantities calculation error.  With this correction, Pajay Construction is still the low bidder by over $140,000.

May 25 — Revised Project Scope Accepted:  In a special meeting of the City Council, the scope of the project was changed to make it fit within our budget. The following items have been removed and some may yet be included in the project in some form with the help of community partners:

1. Storage Sheds (2):  This feature has been removed from the project due to cost.  New Buffalo Sports, Inc. is interested in moving their storage shed from the elementary school to the intended storage shed location between Field 1 and Field 2.

2. Spare Restroom Building:  This has been removed from the project due to cost, and the fact that restroom facilities are available in the new pavilion.

3. Playground Equipment:  At the moment, this item is removed from the project.  If funds are available at the end of the project, some playground equipment may be purchased.  Discussions are being held with a partner in the community to see if they have interest in donating funds for some of this equipment.

4. Band Shell:  The City Council allocated $40,000 from the budget.  City staff and Construction Manager Tim Woodhams were assigned to explore options such as a kit.  The Southwest Michigan Symphony Orchestra and a potential donor are two additional options being explored.

These changes still left the Project at least $76,000 over budget.  The City Council further reduced the scope of the Project by cutting the Parks Dept. Building budget in half.  The bid was for over $200,000, which includes all utility connections, office and storage space, a restroom, and more. City staff and Construction Manager Tim Woodhams were assigned to research options.

June 10 — Trades Contractor Meeting:  Project Manager Ryan Fellows and Construction Manager Tim Woodhams met with Jerry Wing of Pearson Construction (the low bidder for general trades) to request different options for the Parks Dept. Building. 

June 13 — Pre-Construction Meeting:  Representative from Fleis and VandenBrink, Pajay Construction, Pearson Construction, City administration, City Water Dept, the GRSD, and AT&T attended.  Policies, procedures, and potential utility conflicts were reviewed, and emergency contact information was shared.

June 13 — Band Shell Meeting:  Project Manager Ryan Fellows and Construction Manager Tim Woodhams met with an interested community partner to seek their assistance both in acquiring funding and ensuring use-appropriate design for the band shell.

June 20 — Groundbreaking Ceremony:  Despite the rain, this was an enjoyable event.  Pictures are available on cityofnewbuffalo.org and on the City’s Facebook page.

June 20 — Potential Band Shell Donor Meeting:  The City Manager and Project Manager met with a potential contributor to help fund the band shell.

June 21 — New Buffalo Sports, Inc. Meeting:  Project Manager Ryan Fellows and Construction Manager Tim Woodhams met with Jason Flick and Jason Haskins of New Buffalo Sports, Inc. to ensure all of their concerns were addressed. 

June 21 — New Buffalo Area Schools Meeting:  Project Manager Ryan Fellows and Construction Manager Tim Woodhams met with Superintendent Mark Westerburg of New Buffalo Area School to review the school yard walk which will lead between Oselka Park and the Skate Park, between the school’s ball field and westerly parking lot.  The placement of a guy wire off a utility pole near Clay Street was discussed, as it may need to be relocated.

June 21 — City Council June Meeting:  At the Regular City Council Meeting Change Order 1 of Contract 1 (site work) was approved as explored in the May 23 contractor-City officials meeting, and publicly discussed at the May 25 Special City Council Meeting.

June 23 — Review Options for Parks Dept. Bldg:  The options presented out of the result of the June 10 Trades Contractor Meeting are still over budget.  As an additional option, Fleis and VandenBrink is researching a post and beam construction building, which will be presented to the City Council for their review.

June 29 — Complaints and Concerns Meeting:  Project Manager Ryan Fellows and Construction Manager Tim Woodhams met with Code Enforcement Official Ed Carpenter to review various complaints and concerns, here are the outcomes:

A) Hours of Construction:  City Ordinances allow for construction between 7 am to 7pm (this restriction does not apply to the street and utility work of this project).  The contractor was not in violation, but trucks and equipment were gathering before 7am.  To alleviate the concern of a neighbor on Bronson Street, truck traffic has been re-routed to Clay Street which is a major street, plus the residents are more used to school bus traffic in the early morning.

B) Dust Control:  Pajay Construction has brought in a water truck to keep the dust down; however, dust will continue to be present at the construction site.

C) Excavation Safety:  Due to the increased stormwater capacity, the capacity of the rain gardens have been increased to the point of them becoming rain garden-retention ponds.  These rain garden-retention ponds will have native vegetation plantings with deep root systems intended to be extra long straws which should keep them dry most of the time, except during rain events.  More information on the rain garden plantings will be presented at a later date.

Due to this increased capacity, concern has been expressed that during excavation these retention pond-rain gardens are too deep and may need fencing.  This need has been explored and the contactor has filled-in some of the excavated dirt and a gentle slope is now present, alleviating the need for fencing.  Final grading will be even more gentle of a slope.  The final plantings will also make it a more gentle and pleasing area.

D) Overall Safety:  Pajay Construction has been reminded that hard hats and safety vests are required in the field.

E) Tree Removal:  Project Manager Ryan Fellows and Construction Manager Tim Woodhams are trying to save as many good trees as possible; however, further trees may still need to be cut down.

July 7 — Construction Progress Meeting No. 1:  Oselka Park: Phase 2 Construction Progress Meeting No. 1 was held.  Minutes for this meeting will be posted when available.

July 7 — New Buffalo Business Association Update:  Project Manager Ryan Fellows reviewed forthcoming Oselka Park improvements with members of the New Buffalo Business Association during their meeting.

July 11 — Stormwater Management Check:  Project Manager Ryan Fellows reviewed on-site stormwater management requirements during construction with Fleis and VandenBrink’s stormwater expert John Nelson, CPESC, after a morning rain storm.

July 11 — Park and Recreation Board July Meeting:  The July regular meeting of the Park and Recreation Board included an update on the project by Project Manager Ryan Fellows.  He also presented the Board with a post and beam construction design concept being proposed by Fleis and VandenBrink for the new Parks Dept. building to get it on-budget. The face of the building could blend Camp Buffalo’s board and batten style (for the top three-quarters) with the Phase 1 pavilion’s split-face block (bottom quarter).  These split face blocks would only be half as thick as the Phase 1 pavilion structure.  The Board was pleased with this option.  A detailed proposal will be presented to the City Council.

July 13 — Pond Construction Fencing:  On June 29 the City reviewed the possible need for a fence around the retention ponds which are being built.  At the time it was decided that fencing was not needed, however, the City received further calls of concern, so the City instructed the contractor to add them around the standing water in the ponds when they are not being worked on.  This fencing was put up on July 13.

July 14 — Construction Progress Meeting No. 2:  Oselka Park: Phase 2 Construction Progress Meeting No. 2 was held.  Minutes for this meeting will be posted when available.

July 19 — City Council July Meeting:  At the July regular meeting of the City Council, Construction Manager Tim Woodhams presented the Council with Change Order 2 for the fencing contract.  It included corrected quantities due to an error on the part of the contractor and a slight extension of Field 1, as requested by New Buffalo Sports, Inc.  A special meeting of the City Council will be held regarding a proposed option for the new Parks Dept. building, using the concept presented to the Park and Recreation Board during their July 11 meeting.  The City Council also approved award of several contracts:  (2) Landscaping to Nature’s Way of Stevensville, (3) Fencing to Wiltse Fencing of Watervliet, (4) Concrete to Pearson Construction of Benton Harbor, and (12) Electrical to Edison Electric of Paw Paw.

July 20 — AEP Meeting:  Project Manager Ryan Fellows met on-site with AEP’s representative regarding electrical service in the park.  The park’s electrical needs were reviewed with City Manager Michael Mitchell and other senior City staff members.

July 21 — Landscape Contractor Meeting:  Project Manager Ryan Fellows and Construction Manager Tim Woodhams met with the project's landscape contractor to walk the site and review the work.