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2010-06-08 Parks and Rec Comm MinutesApproved CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING June 8, 2010 The June 2010 meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, June 8, 2010, in the City Council Chambers at City Hall, 1101 Victoria Curve. The meeting was called to order at 6:30 P.M. The following Commissioners were present, Chair Ray Morris, Tom Kraus, Michael Toth, David Miller, Steve Commers and Stephanie Levine. Staff present: Jake Sedlacek, Assistant to the City Administrator, Teresa Gangelhoff, Parks and Recreation Programmer, and Nancy Bauer, Recording Secretary. Chair Morris welcomed new Commissioner Stephanie Levine. Commissioner Levine said she was glad to be here. Approval of Minutes Commissioner Commers made a motion to approve the minutes. Commissioner Toth seconded the motion. AYES 6 NAYS 0 Parks and Recreation Report Ms. Gangelhoff reported that it rained all day at the Parks Celebration. All vendors showed up and started shutting down on 2:00. There were about 200 to 300 attendees. She thanked Commissioner Commers and Commissioner Toth for their help. Commissioner Toth's boys also helped. Simple Steps is still open for regish•ation where people track their hours walked. There will be a 55+ event in August at Market Square with a band and lemonade. Safety Camp is full but there is a waiting list so call City Hall if you want to be on the waiting list. Golf programs are ready to go and the adult leagues have started. Camps are popular again. The fishing derby still has openings. The skate board camp is August 2" d — August 6' at Rogers Lake Park. Youth trips are listed online. Tennis is ready to go with another team added and another littles class. Page- ( Ipproved Summer playground is being planned and half the classes are full. Summer playhouse presents "Nate the Great' at Marie and Mendakota Parks on Mondays. Performances in the parks is next Wednesday at Sibley High School and other performances are listed on the City website. Pilot Knob Interpretive Brochure Ms, Kris Soutter from the Pilot Knob Preservation Association passed out abrochure/pocket guide that is modeled after the Bruce Vento Nature Sanctuary for the Pilot Knob site. 10,000 copies will be printed and distributed to libraries, Fort Snelling, and Historical Society buildings. The back has a map with the location of Pilot Knob. Inside are stories of the site. Chair Morris said it would be nice to have the City website on it. Commissioner Commers asked when it would be ready for final print? Ms. Soutter said it should be printed in August for distribution in September. Chair Morris asked when the final draft would be done? Ms. Soutter said she is hoping next Wednesday. The Minnesota Historical Society will look at it in the next couple of weeks. Chair Morris said it was appropriate to include the funding streams. The website could be listed telling people to get more information on other Mendota Heights parks. Commissioner Kraus said it looked good. Chair Morris asked if there was a kiosk at Pilot Knob to put the brochures in? Ms. Soutter said that the Dakota County Farmlands and Natural Areas Program is donating a brochure holder for the brochures to be put in at the Pilot Knob site on the north entrance. Commissioner Toth asked why a picture of the turkey vulture was being included? The deer are beautiful up there and there a lot of turkeys. Ms. Soutter said the picture is next to the eagle and people could look at the differences between the two birds. Chair Morris asked if a PDF file would be made to download it from the Internet? As. Soutter said it would be and would be broken down into pages. Commissioner Miller said it was a nicely done brochure. Mendakota Park Play2round -Update Chair Morris reported that the Parks and Recreation Commission approved a bid of $49,999 for the playground equipment for Mendakota Park with a budget for contingences of $3,000 for dumpsters Page - 2 6/8/10 Approved on site and repairs of turf. Staff did not put the item on the Council agenda because it was $3,000 over budget. Tonight we have to talk about the $3,000, Mr. Sedlacek reported that staff did not give City Council the recommendation the Parks and Recreation made regarding the Mendakota Park Playground because the amount was over the amount of $50,000 which Council discussed. There are two options available to the Commission (1) direct staff to talk to vendors to bring down the cost by maybe bringing down the amenities or (2) consider it for next year's budget. Commissioner Kraus said moving it 2011 does not solve the problem. Putting it in 2011 does not change the facts. It was originally budgeted for more than $50,000 then Council wanted us to not exceed $50,000. Mr. Sedlacek said this was a priority project for 2010. When a recommendation was made to Council with a single bid the Council wanted a competitive bidding process done. Then Council thought $50,000 was an appropriate amount and set a not to exceed $50,000 amount. Chair Morris asked if the $3,000 was a conservative number? Mr. Sedlacelc said it was. Commissioner Miller asked why staff felt uncomfortable bringing it to the City Council? Mr. Sedlacek said that is a difficult question to answer. Chair Morris asked if staff could go back to the vendor and ask what would be lost in a price reduction of $3,000. Then bring both proposals to the City Council. Commissioner Toth said if the project goes out to 2011 the cost will go Lip with less items. Commissioner Kraus said the equipment could be purchased in 2010 and installed in 2011. Commissioner Commers asked if staff would give both proposals to City Council? Mr. Sedlacek said procedurally yes that could be done, if the bid is less than $50,000. Mr. Sedlacek asked if the Commission wants to see the changes in the plans with the reductions? Mr. Toth said the Commission asked for equipment up to $50,000. Flagship came back with $49,999 and they may be able to absorb some of the $3,000. Commissioner Kraus said we might get a little bit out of them but not $3,000 without reducing the equipment. Moving the project to 2011 might imply that we are replacing this project with something in 2010 or not doing anything in 2010. Commissioner Toth said that the project should be done in 2010. Mr. Sedlacek said it staff s feeling that the Commission should see the changes before sending any recommendation to the City Council. Commissioner Kraus said there is time to do that. Page - 3 6/8/10 Approved Commissioner Commers said the equipment could be installed in October. Mendakota Park is our flagship park and will be more expensive to do next year. Commissioner Kraus made a motion to direct staff to request bids not to exceed $47,000 and bring it back to the Commission for the July meeting." Commissioner Commers seconded the motion. Commissioner Miller asked if this is done could the equipment be installed this year. Mr. Sedlacek said vendors can install until the frost gets too deep. Commissioner Toth asked where the $3,000 came from for contingences? Mr. Sedlacek said Mr. Kullander estimated that number and he was usually conservative. Commissioner Kraus said we could ask for a reduction and the thing to request is take out $1,000, $2,000 or $3,000 and what are our options. Commissioner Toth said good point. Commissioner Kraus asked if he had to restate his motion. Chair Morris said yes. Commissioner Kraus restated his motion "I make a motion to direct staff to request new bids from the vendors that have a cap of $49,000, $48,000, and $47,000 with detailed information of what would have to be removed from the present bid under each scenario and the bids be returned to the Commission at our next meeting for review and presentation to Council." Commissioner Commers seconded the motion. AYES 6 NAYS 0 Five Year Capital Improvements Plan Mr. Sedlacek explained a Five Year Capital Improvement Plan was last approved in 2007. A plan has been presented to the Commission for review and comment. The City is in the budget process right now. What should be included in the 2011 budget? Commissioner Miller asked if there was an annual amount that goes into the budget for capital improvements? Or. Sedlacek said new projects get funded from the Special Parks Fund. That fund has been large in the past. Chair Morris asked the balance of the Special Park Fund. Page - 4 6/8/10 Approved Mr. Sedlacek said the balance is about $360,000 which comes from developments in the City. There is no set annual number. The fund will not grow in the future. Maintenance items are paid out of the City budget. MSA funds are used to pay for transportation projects. Chair Morris said the Special Parks Fund is diminishing because of the lack of development in the City. The City is about 95% built out. When the fund is gone there is no obvious source of money. Commissioner Toth asked what the budget fund was? Mr. Sedlacek said the money is from the City budget. Commissioner Commers said he only saw about nine of the projects moving forward Mr. Sedlacek ran through some of the projects such as replacing the backstop at Friendly I-Iills. 1'he fence is currently sagging and is in disrepair. It would cost about $23,000 to replace it. Commissioner Toth said the netting is important on the fence because of the foul balls that go into neighbor's yards. Mr. Sedlacek talked about the trail on the south side of Highway 13 from Wachtler Avenue to Lilydale Road. The City is currently working on getting easements for the trail. Staff recommends keeping this on the front burner. It is a highly used section of nonexistent trail. This would be done by state funds. There are four MSA projects in the plan — Highway 13, Dodd Road to Marie, Dodd Road to Mendakota and Wagon Wheel Trail. Commissioner Kraus suggested putting the MSA projects to together on the plan. Mr. Sedlacek said Wagon Wheel Trail is due for reconstruction in 2011 and the trail will be done at that time. Commissioner Toth asked about the fishing along Wagon Wheel Trail in the plan for 2015. I would like to see the fishing gone from Wagon Wheel Trail because of the trash left behind and other concerns. Mr. Sedlacek said fishing is a community amenity. But there are traffic concerns and erosion concerns. This item will need to be discussed. Commissioner Morris said the Council needs to weigh in on the fishing at Wagon Wheel Trail. Commissioner Kraus said some kind of criteria is needed to evaluate the projects. Parks and trails need to be safe for people to use. The tennis courts at Valley Park were unsafe which forced us to either close the court or repair it and the sports tiles were used to fix the unsafe conditions. Safety is my number one priority. Commissioner Toth said the pavement in Ivy Falls Park is deteriorating and to repair it what budget would that come out of? Mr. Sedlacek said the pavement is being done this year with the street project being done in the area. The funds come from the Parks Maintenance Budget to cover the costs. Page - 5 - 6/8/10 Approved Chair Morris suggested taking the projects Council weighed in on and bump them down on the list and table the discussion until the next meeting. The new list could be emailed to the Commissioners to look at and put in order before next months meeting. Commissioner Kraus asked if he needed some direction for the 2011 budget tonight. Or. Sedlacek said the budget process has already started. If more information is needed Council would likely be amenable to wait until strong recommendations are needed. Commissioner Commers said the Friendly Hills backstop should be in 2010. Chair Morris said is the number good for the backstop? Or. Sedlacek said Mr. Kullander's estimate was $23,000 and feels it is a good number. Commissioner Commers made a motion "that the Parks and Recreation Commission make a recommendation to the City Council that we move forward with the replacing of the Friendly Hills backstop similar to the Hagstrom King backstop not to exceed $23,000 and funding coming from the Special Parks Fund." Commissioner Toth seconded the motion. Commissioner Kraus asked if the Council would be agreeable to the recommendation without a cost estimate. I am not prepared to vote on the motion when we have not reviewed the proposal and we do not have an idea of the cost. I suggest it come back to the next meeting. Mr. Sedlacek said it is a motion supporting a project that is already budgeted. Commissioner Kraus said it was a recommendation to City Council. Commissioner Commers said he would remove that part of the motion regarding City Council. Commissioner Toth seconded the motion. Mr. Sedlacek said the next step is to bring proposals back to the Commission next month. Commissioner Miller asked when Hagstrom King was done and how much was it cost. Commissioner Commers said it was done two years ago. AYES 6 NAYS 0 Mr. Sedlacek said he has good direction and showed a new format for presenting information to help make decisions regarding the Five Year Capital Plan. Chair Morris said it was a nice way to present the information and asked if there would be additional costs to the Special Park Fund for the work. Mr. Sedlacek said it was a good question. There is money in the budget for staff time working on parks projects. Page - 6 6/8/ 10 Approved Commissioner Kraus said it would be nice to include what part of the community would use it and how many participants would use it. Mr. Sedlacek said that would be hard to determine. Another item to include would be ongoing costs. Commissioner Commers asked about the Valley Park bridge and if vehicles used it. Mr. Sedlacek said it is used by squad cars and Public Works vehicles. Commissioner Commers said it is a safety issue. Commissioner Levine said a safety concern is Dodd Road between Town Center and the Mendota Plaza. It is a safety issue and needs to be considered. Chair Morris said this topic will be revisited next month and there will be a quote for the backstop at Friendly Hills. Commissioner Toth said maybe some of the expenses for the projects could be shared by Mendota Heights Athletic Association if they benefit from the project. Chair Morris said that Mendota Heights Athletic Association has not been talked to recently and they should be asked if their priorities have changed. Commissioner Commers asked about the lighting at Ivy Hills Park. Mr. Sedlacek said that could be included in the 2011 budget. Chair Morris suggested that the years be removed from all projects. Three years would be appropriate planning for the capital plan. 2010 Contract for Invasive Plant Control in Valley Park Mr. Sedlacek said that Council approved some work in Valley Park and the memo is for information only. There may be grant money available for more restoration work. The memo describes what work is being done in the park that was approved by the City Council. Chair Morris asked if MnDOT had been contacted? Mr. Sedlacek said they have not been notified it is too early in the work. Par 3 Mr. Sedlacek said it has been a good year so far. Included in the memo is the April and May Operating Statements. There was $3,000 in revenues for March. There was $22,910 in revenue for May. The year to date total for revenue is $42,892. There was $16,941 in expenses for May. There is $12,553 in overhead for the year. Total cash balance is-$5,596. The numbers are good looking over the last three years. Rounds of golf are on track. The course is in great condition. A greens mower has been purchased for the final piece of grounds equipment. Tee signs have been completed. Credit cards are now being accepted. Page - 7 6/8/10 Approved Commissioner Kraus asked now the landscaping looked? Mr. Sedlacek said it looks good and has filled in. Commissioner Levine said the rain garden looks nice. Is the Par 3 rented out for parties? It is a great venue for parties. Mr. Sedlacek says yes it can be rented out and some successful parties have been held there. There is night time golf available on a limited basis. It has been done twice this year already and we have heard good feedback. Commission Comments Commissioner Commers said he would like to get through the capital plan next month. Cotmissioner Miller suggested that when we get down to a difference of $1,000 that the issue should be dealt with quickly. A lot of time was spent on the Mendakota Playground equipment. Commissioner Levine wanted to thank the Commissioners and staff for her welcome. The parks often seem to be catering to younger kids in the community and maybe the Commission should look at preteens, upper body and tweens. Time should be given to all age groups. Commissioner Toth said a resident in the Friendly Hills neighborhood said the last three weekends at Friendly Hills Marsh there has been graffiti and trash dumped over. Can that be mentioned to the Police to patrol? Commissioner Kraus welcomed Commissioner Levine and gave her an invitation to tap the Commission with any questions or information needed to make the transition easier. May be you can tell us a little about yourself? Commissioner Levine said she and her husband are 19 year residents of Mendota Heights. She has three kids aged 15, 13 and 11. Her family loves the community. She has a dog, "Chip" and walks her dog all the time. It is an honor to be here and she has a lot of respect for the Commission members. It is time to step up and give back because the family has enjoyed the parks and trails. Commissioner Miller made a motion to adjourn the meeting. Commissioner Kraus seconded the motion. AYES 6 NAYS 0 The meeting adjourned at 8:21 P.M. Page - 8 6/8/10