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2012-01-10 Parks and Rec Comm MinutesMH Parks and Recreation Commission 1-10-2012, Page - 1 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING January 10, 2012 The January 2012 meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, January 10, 2012 at Mendota Heights City Hall, 1101 Victoria Curve. Acting Chair Steve Commers called to order the Parks and Recreation Commission meeting at 6:31 p.m. The following Commissioners were present: Acting Chair Steve Commers, Commissioners Mary McGrory-Ussett, Mike Toth, Stephanie Levine and Tom Kraus. Staff present: Assistant to the City Administrator Jake Sedlacek and Recreation Programmer Teresa Gangelhoff. Approval of Minutes Commissioner Levine made motion to approve the November 8, 2011 minutes; Commissioner McGrory-Ussett seconded the motion. AYES 5: NAYS 0 Commissioner Kraus made motion to approve the December 13, 2011 minutes; Commissioner Toth seconded the motion. AYES 5: NAYS 0 Parks and Recreation Report Ms. Gangelhoff presented the Recreation Programmers Report. Fourteen youth participated in the winter field trip and the winter gymnastics program is underway. While the weather for making ice has been poor, staff hopes to start the Learn to Skate program on Saturday, January 14, 2012. Planning is underway for spring and summer programs for 2012, which will be featured in the next edition of Heights Highlights, which will be out in early February. Registration for spring programs will start the week of March 19, 2012. Parks Celebration Planning 2012 will mark the 25th anniversary of the Mendota Heights Park Celebration. The celebration itself will run from 11:00 a.m. to 2:00 p.m. on Saturday, June 2, 2012. Mr. Sedlacek presented a list of activities which had been discussed at previous commission meetings. The commission discussed who might take responsibility for coordinating specific events. There are several standard activities which can be coordinated by staff. Staff will also touch base with local businesses who are eager to host activities such as the hockey shoot. Staff will touch base with Boltz Tae Kwon Do about working with Mendota Plaza to coordinate a car show, Pilot Knob Preservation Association about Pilot Knob Site Tours, and the National Guard about having a climbing wall for the weekend. The commission expressed their interest in inviting the MN Department of Natural Resources to bring the “touch tank” that was used at last MH Parks and Recreation Commission 1-10-2012, Page - 2 year’s fishing derby. This is an opportunity to educate the public about protecting our parks and the environment. Engineering staff will be contacted about storm water and runoff awareness. Given the number of activities and booths, the commission encouraged staff to rent a large tent for the day, with sides. The commission expressed the importance of promoting the event. Promotional materials should include press releases, posters, banners and email blasts. Staff and the commission discussed various events in greater detail, assigning responsibilities and further developing ideas. A planning meeting was set for 6:00 p.m. preceding the next commission meeting on Tuesday, February 14, 2012. This meeting will include review of promotional materials and a discussion of site needs for the day of the event. Parks and Recreation Goals: The commission briefly discussed the Draft 2012 Work Plan. The commission was pleased to see documented goals and felt that it would be a good topic for the February meeting with the new commissioners on hand. Mr. Sedlacek asked the commissioners to review the draft and provide feedback prior to the February meeting. Commissioner McGrory-Ussett made motion to table discussion of the 2012 Work Plan to the February 2012 meeting; Commissioner Toth seconded the motion. AYES 5: NAYS 0 Capital Improvements Plan Mr. Sedlacek reviewed recently completed parks improvement projects and prefaced discussion on the capital improvements plan by clarifying that the special parks fund balance would not be discussed at the January meeting. Mr. Sedlacek encouraged the commission to focus on defining needs and priorities for improvement projects. A list of potential improvement projects was provided by staff, including items from previous plans and items which have been recently identified. Commissioner Toth requested clarification on how a project is deemed an “improvement” or “maintenance.” Mr. Sedlacek replied that when a project involves costs which exceed 50% of the existing structure/facility, it is considered an improvement. If project cost is a fraction of the total cost of the structure, it can be considered maintenance. Commissioner Levine asked how the commission might be able to relate trail improvement projects to parks improvement projects. Staff reported that a separate five-year trail improvement plan, similar to our streets and sewer improvements plans in in the works. City engineering staff plays an important role in trail improvements planning and have been extremely busy on other projects. The commission requested that staff keep trail planning as a priority. Commissioner McGrory-Ussett proposed that the commission identify criteria for considering projects. With some discussion, the following criteria were agreed upon: 1. Is the project related to park safety 2. What is the anticipated level of use of the facility 3. Is there an element of urgency for the improvement 4. Does the improvement add value to the park/community MH Parks and Recreation Commission 1-10-2012, Page - 3 Utilizing these criteria, the commission provided very good feedback on several ideas. The commission discussed not just the needs identified, but also discussed alternatives to solving those needs. • Rogers Lake Skate Park – there is a safety issue – the half-pipe needs some repairs. This facility is well used and has not seen any improvements in several years. The commission found this to be a high priority project. • Civic Center Ball Field sun shades – the field gets regular use, but there is no clear safety issue. Users have been able to cover player bench areas with tarps (which may be stored at the field) and have taken advantage of trees for shade. The commission asked staff to look into tree plantings as a medium priority project. • Copperfield Ponds – the idea of improving the unpaved walking trail with interpretive signs and native plantings has been mentioned in the last couple plans. The commission found that this is not a safety issue and that resources might be better used at Valley Park – a larger open space with greater usage. Improvements to the Copperfield Ponds Trail may be moved up if Friendly Hills Middle School were to lead a project. • Friendly Hills hockey lights – depending upon the scope of the project, this could be considered maintenance or an improvement. Staff will get estimates on expectations for maintenance. New lights would improve lighting conditions. This is not a safety issue, and useage of the hockey and pleasure skating rink is low compared to other facilities. The commission found this to be a lower priority project. • Friendly March athletic fields. MHAA and Sting Soccer have asked the city to look into expanding the number of fields for soccer, football and lacrosse. There are considerable costs for development of a field, as well as for access/parking. The commission would like to see the current and anticipated demand for athletic fields, as well as updated estimates for the improvements. This project was found to be a medium to low priority. • Hagstrom King sun shades – the baseball field has limited shade for players and families. In recent years, a shade and tree plantings have been installed near the playground. The commission would like staff to investigate planting trees to increase shade for players and families as a medium to high priority. • Sport court for tennis courts – there are no courts currently in need of significant repair work. The commission does not favor sport court tiles, but recognizes that future plans out to include some notes about anticipated maintenance needs for courts. The commission discussed the considerable number of tennis courts in the community. Staff will complete more research on the history and conditions of current courts. • Ivy Hill Park pond fountain – the commission expressed little interest in a fountain for this pond. • Marie Park hockey rink paving – paving improves ice quality and the length of time ice is available. Commission found that this is not a safety issue, and that use is not as high as other facilities. Staff will verify estimates for further discussion • Mendakota Park storage building – our parks maintenance staff would like to have a storage area for equipment and supplies specific to Mendakota Park. MHAA and our fire department have also expressed interest in additional storage in the area. The commission did not feel that the need for storage was well defined. This will be a low priority until the users are able to bring forward a plan and defined need. Commissioner Toth asked staff to inquire if the warming houses could be used by MHAA for summer storage needs. • Mendakota Park playground refurbish – the play structure at Mendakota is old. The structure of the playground is good, but there are a number of maintenance and safety MH Parks and Recreation Commission 1-10-2012, Page - 4 updates which should be completed. The commission recognized the high use of the facility and concerns for safety as factors to place this item as a high priority project. • Mendakota Park shelter roof – the roof is made of cedar shakes and is likely original materials. Staff will re-evaluate the age and condition of the roof and bring that back to the commission. • Warming houses – all three of the warming houses are in poor condition. It is not a safety issue, but each structure is at the end of their useful life and should be included in the capital improvement list. The use is not high, however the cost for replacement is. This is a low priority, but is something staff should continue working on. • The Kensington Park restroom upgrade has stalled, as staff wait on updated plans from the architect retained by Dakota County. Staff hopes to have the improvements completed early in 2012. Staff will update the project sheets as directed by the commission and bring back a draft of the improvement plan to the February meeting. Par 3 Update Mr. Sedlacek reported that the golf course was in very good condition at the onset of winter, but is in need of a blanket of snow to protect the turf from springtime freezing and thawing cycles. Year to date reporting for expenditures and revenues through November 30, 2012 were provided. Expenditures came in less than budgeted, but revenues came in far less than budgeted, resulting in a net loss for the year. Expenditures are in line with previous years, but revenue has fallen far short of expectations. Mr. Sedlacek pointed out that national rounds of golf played are down, and weather in the last two years has been hard for golfers. Regardless of why rounds are down, the city needs to increase efforts to bring customers to the course. The greens committee is set to meet January 11, 2012 to discuss programming, brainstorm on promotions and review a draft marketing plan. The estimates for roof replacement at the clubhouse were verified to be accurate, but the project was not completed given the financial performance of the course. The current roof is intact, although quite old. Finance staff will be able to provide year-end numbers for course performance in March. Mr. Sedlacek hopes to present the 2011 Annual Report at the March 13, 2012 commission meeting. February Meeting Mr. Sedlacek stated that the city council will host a formal recognition for our outgoing commissioners at a council meeting. In the past, the commission has also had a less formal gathering. If the commission would like, staff can have treats available for the February commission meeting, to thank our three outgoing commissioners and to welcome our three new commission members. Commissioners Kraus and Commers stated that they did not feel it necessary to have another gathering in their honor. The February meeting will be busy already, with a full agenda and the pre-meeting for the parks celebration. Election of Chair and Vice Chair At the commission meeting in December, the commission had asked that elections be placed on the January agenda, rather than February so that outgoing commissioners Kraus and Commers could participate in the discussion. The three commissioners present who are returning in 2012 preferred to hold off elections until all four of the incumbent commissioners were present. Elections will be held at the February 14, 2012 commission. The commission did recognize the need to select an acting chair and backup for the February meeting. Commissioner Toth MH Parks and Recreation Commission 1-10-2012, Page - 5 volunteered to chair the February meeting; Commissioner McGrory-Ussett volunteered to serve as vice chair for the February meeting. The commission voted to confirm Commissioner Toth as acting chair, and Commissioner McGrory-Ussett as acting vice chair until elections can be held in February. AYES 5: NAYS 0 Commission Comments Commissioner Toth implored the community to be patient with public works staff, as they work hard to establish ice in the hockey and pleasure rinks. The weather has made this a difficult task, but they hope to have the rinks open by the week’s end. Each commissioner expressed gratitude to commissioners Morris, Kraus and Commers for their years of service to the commission and to the community. The commissioners also expressed thanks to Mr. Sedlacek for preparing the large agenda packet, so the commission could have a strong start to the year. Commissioners Commers and Kraus expressed their thanks to the remaining commissioners for their hard work over the years, and both vowed to keep apprised of parks happenings and needs. Commissioner McGrory-Ussett stated that the northern end of the Valley Park Trail is in very poor condition. Mr. Sedlacek will ask engineering staff to follow up with the contractor. Commissioner Kraus made motion to adjourn the meeting; Commissioner Toth seconded the motion. AYES 5: NAYS 0 Chair Commers adjourned the meeting at 8:45 p.m.