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2010-07-13 Parks and Rec Comm MinutesDraft CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING July 139 2010 The July 2010 meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, July 13, 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, Commissioners Michael Toth, David Miller, Steve Commers and Stephanie Levine. Commissioner Kraus was excused. Staff present: Jake Sedlacek, Assistant to the City Administrator, Teresa Gangelhoff, Parks and Recreation Programmer, and Nancy Bauer, Recording Secretary. Mr. Sedlacek reminded the Commission that the August meeting is cancelled because of the Primary Election. Approval of Minutes After a few minor corrections to the minutes Commissioner Commers made a motion to approve the minutes. Commissioner Miller seconded the motion. AYES 5 NAYS 0 Parks and Recreation Report As. Gangelhoff reported that the parks celebration summary would be on the September agenda The 55+program is on August 18, 2010, with a band playing at Market Square Park. Safety camp is full and people should call City Hall to be placed on a waiting list. The fishing derby is tomorrow and it sounds like weather might be a factor. People should call the hot line at 255-1173 tomorrow at 2:00 p.m. to see the status of the fishing derby. Refunds will be given if the event is cancelled. There are a few openings and people can come up to City Hall to register. Skateboard camp has some openings but there are enough participants to make it a go. The waterpark trip has two spots open. The Twins game is sold out. The aquatic center and West St. Paul pool both have openings. Tennis wraps up on July 22, 2010, 160 kids participated in the tennis program this year. Summer playgrounds is going great and there are a few spots open for the last week. Summer playhouse is also going on. Adult softball tournaments are on July 24, 2010. with the 20 teams. "The Wonderful World of Woody" is at Rogers Lake tomorrow night. Ms. Gangelhoff also asked the Commission if they had any objection to moving the fishing derby to the fall. Page - 1 7/I/310 Draft Commissioner Commers asked if it would be held on a Saturday? S. Gangelhoff responded she was thinking of a Sunday afternoon. Chair Morris said the fishing derby is a good program and would not be a bad idea to consider. Commissioner Toth asked if the fishing derby could be held on the same day as the Parks Celebration, Ms. Gangelhoff said more volunteers would be needed and the SK is held the same day as the park celebration. Commissioner Toth asked if she needed volunteers at the fishing derby tomorrow? Ms. Gangelhoff said she could use more volunteers. Commissioner Toth said he could help out at the fishing derby. Ms. Gangelhoff said the fishing derby will be held if there is a light rain. If there is any lightning it will definitely be cancelled. The Commission agreed it was a good idea to move the fishing derby to the fall. Mendakota Park Playground Mr. Sedlacek said the tot play equipment has been discussed for Mendakota Park at past meetings. The Commission started with a single bid from Landscape Structures and the Council requested multiple bids for the equipment. Council also asked that the project not exceed $50,000. A bid was submitted for $49,999. Mr. Kullander had recommended a $3,000 contingency fund be added to the bid. Staff did not put the item on the Council agenda since it was over budget. The three companies have resubmitted bids. Flagship Recreation removed the shade structure over the tot sand structure and play structure which brought the bid down to $47,000.00. Flannigan Sales had a couple of changes to the play structure one on the climbing equipment and over the two tot sand areas there would be two smaller roofs over it. Game Time's bid is similar to Flannigan Sales by removing a shade structure and slight changes to the equipment. Chair Morris commented that both bids had the removal of previous equipment and disposal in the quotes. Would that lower the $3,000 figures? Or. Sedlacek said the $3,000 contingency fund is for fixing up turf areas and some of the materials are reclaimed and reused. The figure could be less. It is up to the Commission to pick one of the options request the City Council to rebudget it for 2011, or hold off on the project until the rest of the park is redone. Chair Morris said Flagship is the bid that was looked at before. Page - 2 7/1/310 Draft Commissioner Commers said if the Commission waits for another year the equipment will be more expensive and he would like to move forward with one of the bids. Commissioner Miller asked Mr. Sedlacelc if the changes made to the proposals made it less attractive? Mr. Sedlacelc said he did not think any of the bids were lesser play shuctures1 Flagship offered the same thing except the shade structure. Theirs changed the least. The shade structure could be added later. Commissioner Toth asked if they could move forward with the Flagship bid and push the shade structure to 2011? Mr. Sedlacek said it could be recommended to the City Council that way. Chair Morris said the shade structure could be added to the five year plan. Adding the shade structure will be more than $3,000 if it is installed in 2011. 1 like what Flagship has done in the past. Sunlight is dangerous to young kids. That should be a priority if it can not be installed this year. Commissioner Toth agrees shade is important. Would the equipment be installed this year? Mr. Sedlacek said it could be installed this year in the late fall for spring use. Commissioner Toth made a motion Yhat we accept the bid from Flagship with the two to five year old play equipment that was given to us at the last meeting minus the sun shelter, and take the sun shelter into consideration, or have it implemented in the 2011 Parks and Recreation budget. Chair Morris said unless the City Council would like to do this year and save some money. Commissioner Commers seconded the motion. Commissioner Miller asked if there was any money in other funds for the $3,000 contingency to complete the project as originally bid? Mr. Sedlacek said this a procedural matter. The original budget was $53,000.00. There are budgeted dollars for this project, however City Council asked for the Commission to do this on a $50,000.00 budget. Chair Morris said the motion stands as recommended with the intent to get the rest of the project next year. Commissioner Miller asked the reason for the change in numbers from $53,000 to $50,000. Mr. Sedlacek said he could not remember the reason for the change. Commissioner Lavine asked if both proposals at $47,000 and $50,000 could be brought to the City Council. Mr. Sedlacek said the motion states that. Page - 3 7/1/310 Draft Commissioner Toth asked Mr. Sedlacek to get a cost for installing the sun shade in 2011. Chair Morris said that was a good point. Mr. Sedlacek said Council will get a quote for the installation of the sun shade for next year. AYES 5 NAYS 0 Five Year Capital Improvement Plan Chair Morris thank Mr. Sedlacek for the reworking of the planning worksheet. Mr, Sedlacek said the City Council has asked for a Five Year Capital Improvement Plan. Years have been removed from the existing plan. Sports tiles for the tennis courts have been moved back as well as the MSA projects. Friendly Hills Marsh Park has also been pushed back. CIP sheets have been created for each of the projects and Mr. Sedlacek went through them with the Commission. Chair Morris asked if the Fire Department would be willing to share the cost of a storage building at Mendakota Park. Mr. Sedlacek said the Fire Department has asked for more storage but the space has not been defined. Chair Morris suggested picking one to three items from the list tonight for City Council to consider for the 2011 budget since there is no meeting next month. Commissioner Toth asked about replacing the bridge in Valley Park. Public Works vehicles use that bridge, and asked if that would be a maintenance item? Mr. Sedlacek said he could not remember discussions about the bridge in the past. The trail is a critical point for Dakota County and maybe MSA funds could be used for replacing the bridge. Commissioner Miller asked how the budget process works. Mr. Sedlacek said it is hoped to give a list to the City Council for budget consideration. Council then looks at the levy balance and Special Park Funds when taking project suggestions into consideration. Chair Morris asked if the Friendly Hills backstop was being done this year? Mr. Sedlacek said it is budgeted for 2010 but because of staff constraints will not be done this year. Commissioner Toth asked if the Copperfield ponds interpretive signs are the same as the ones placed at the beginning of walking trails that were made by staff? Mr. Sedlacek said they are not. Chair Morris said one item for 2011 budget consideration is the Friendly Hills backstop. Commissioner Commers asked if the Commission should go line by line and suggest years for project to be done. Page - 4 7/I/310 Draft Chair Morris said in the interest of time it should be discussed which projects we want done for 2011. In September the Commission could go line by line with the list. Commissioner Toth said the Hagstrom King sun shelter should be considered for next year. Some shade would be beneficial to the park. Younger children use the play equipment. Commissioner Commers wonder if it would be less expensive buying sun shelters in bulk than buying it just for one park. Mr. Sedlacek said he did not know about buying a couple of sun shelters at the same time would result in savings, but there might be mobilization fees to go to the different parks. Commissioner Miller said the Ivy Hill skating rink is getting good use and maybe a shelter would be good up there. Commissioner Commers said with the economy and money being tight it should not be a high priority. There are other projects with a higher priority. Chair Morris asked about a light at Ivy Hill rink. Commissioner Commers said it would be useful to have a light. That could be a 2011 budget suggestion. Commissioner Toth said he agreed with a security light at Ivy Hill rink. Chair Morris said there is power up there and it would be inexpensive to install a light. Commissioner Commers said to put the light at Ivy Hill Park on the list because it would be an asset to the park. He also asked how the Commission felt about the Copperfield pond interpretive signs? Mr. Sedlacek suggested that having the plants restored at Copperfield pond might be a higher priority. Commissioner Levine said putting signs at Copperfield pond might benefit the Friendly Hills School and the kids at the school may use the area. Chair Morris said each year the Parks Commission usually upgrades a park. The equipment is running past the end of its life at Kensington Park or there is the Mendakota Park rehabilitation. Costs are only going to get more expensive each year these parks equipment projects are put off. Commissioner Toth asked about the figures for the at the Mendakota Park playground project. Do items need to be replaced at this time? Mr. Sedlacek said the equipment is showing signs of its age. The posts are in good condition on the equipment. The $35,000 number is an estimate to do a rehab of the entire structure. Chair Morris asked about the Kensington Park play equipment and if there have been any complaints. Page - 5 7/1/310 Draft Mr. Sedlacek said he has not received any complaints about the equipment. Chair Morris said the three items for consideration are: 1. Friendly Hills backstop 2. Hagstrom King sun shelter 3. Security light at Ivy Hills Park Commissioner Commers said some items on the Five Year Capital Plan can be put off past 2011 such as trail repaving. Mr. Sedlacek said Dakota County is doing an inventory/gap analysis of the trails in the City. They are looking at trail conditions and trail connections. That will be useful to have this data in the future. Chair Morris asked about MSA funds for trails ft•om the County. Mr. Sedlacek said engineering gets MSA money first for repairing roads. Chair Morris said Dakota County has the NURT trail expansion and developed its own funding for trails. Mr. Sedlacek said Dakota County is also developing a greenways plan Co see how people are moving ' om county to county. There is also a greenway plan for along the Mississippi river. This study could lead to more funds from the state and federal government. Chair Morris said city trails are getting at the end of their livelihood. Commissioner Commers asked if the Friendly Hills lights are an urgent need? Chair Morris said that is a maintenance issue. Mr. Sedlacek said it is not an urgent issue and the structure is old. Commissioner Levine said she does not have enough information to make a decision about the Kensington and Mendakota Parks. The two shopping centers at Dodd and Highway 110 should be considered to make crossing the intersection in a safe and practical way. Mr. Sedlacek that is on the list as item AF —this has been a long standing project and the city is having trouble getting easements for a trail There will be new trails in the Mendota Plaza redevelopment and it will hook up to South Plaza Drive and to the Friendly Hills neighborhood. The intersection has been identified for funding to improve at grade crossings. Chair Morris said that it is a state funding improvement. Mr. Sedlacek said that it is a Met Council funded project. Commissioner Levine said she does not want to be in a position where she could have done something and did not. Commissioner Commers asked for the list of the projects being considered again. Page - 6 7/11310 Draft Chair Morris said 1. Friendly Hills backstop 2. Hagstrom King sun shelter 3. Security light at Ivy Hills Park and Mendakota Park playground rehab has been talked about. Commissioner Toth said the backstop at Friendly Hills Park is a given. That should have been done this year. Chair Morris said the three projects for City Council budget consideration would be: 1. Hagstrom King sun shelter 2. Security light at Ivy Hills Park 3, Mendakota Park playground rehab Any additions or discussion on these priorities? Commissioner Lavine said she would like to reiterate her comments on the trails. Chair Morris said the trail would be a big ticket item, especially for easements. Commissioner Toth asked if the speed could be lowered on Highway 110? Mr. Sedlacek said speeds studies are done by MnDOT and recommendations are final. Commissioner Toth asked if MnDOT could be approached? Chair Morris said it is a limited access highway and would suspect it would be very difficult to lower speeds. Commissioner Miller made a motion to recommend the four projects to the City Council for the 2011 budget consideration 1. Friendly Hills backstop 2. Hagstrom King sun shelter 3. Security light at Ivy Hills Park 4. Mendakota Park playground rehab. Commissioner Comrners seconded the motion. AYES 5 NAYS 0 Par 3 Update Mr. Sedlacek reported that the Par 3 golf course is operating at a net profit of $3,777. A green mowers was paid for. The recreation programs have started as have the leagues. Staff is pleased with the performance of the golf course this year. A $15,000 net income is projected for the end of the year. The new tee signs are in. Public Works cannot put the new posts in the ground at this time. The course is in great shape. Staff has been doing well. The course now takes credit cards. Page - 7 7/1/310 Draft Chair Morris asked why the course maintenance had a big spike in June? Mr. Sedlacek said that it is for the billing of the mower and the well. The tank and bladder for the well needed some work. Fertilizer and chemicals were also delivered. Chair Morris asked if it was a new mower or a new, used mower? Mr. Sedlacek said it is a new used mower with a 1,000 hours from 1993. Chair Morris asked about the audit services for Par 3. Mr. Sedlacek said the Par 3 is audited every year and the audit is paid for by the Par 3 Chair Morris asked about the web registration fees. Or. Sedlacek said the web registration fees are just for golf registrations. Chair Morris said the Par 3 looks great. Commission Comments Commissioner Commers thanked Commissioner Levine for her comments on the trails. The trails need to be reviewed. Commissioner Miller said breaking out the Five Year Capital Plan down to one year was more productive. Chair Morris asked if Mr. Kullander's position was going to be immediately filled? Mr. Sedlacek said the duties are going to be shifted to other staff. Chair Morris said the skateboard park is getting a lot of use. How is the equipment holding up? Mr. Sedlacek said Public Works said an eye should be kept on the half pike. It should have been put on the Five Year Capital Plan. Chair Morris said the skateboard park gets extensive use. Commissioner Levine agreed that the skateboard park does get a lot of use. Commissioner Commers made a motion to adjourn. Commissioner Toth seconded the motion. AYES 5 NAYS 0 The meeting adjourned at 7:57 P.M. Page - 8 7/I/310