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2008-10-14 Parks and Rec Comm MinutesApproved CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING October 14, 2008 The October 2008 meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday October 14, 2008, 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 Paul Portz, Tom Kraus, Ray Morris, Larry Craighead, Michael Toth, Maureen Brackey and Liz O'Brien. Staff present were: Guy Kullander, Parks Operations and Project Coordinator, Teresa Gangelhoff, Recreation Programmer, and Nancy Bauer, Recording Secretary, MINUTES: The minutes were approved with a couple of corrections. Commissioner Craighead made a motion to approve the minutes, seconded by Commissioner Morris. AYES: 6 NAPES: 0 SEPTEMBER/OCTOBER PARKS AND RECREATION REPORT Chair Portz asked about the skateboard park youth trip. As. Gangelhoff announced that trip was canceled due to lack of registrations. Chair Portz said the Sibley gymnastics team was offering lessons. As. Gangelhoff said the classes are being offered on Saturday mornings and there may be another class added at the end of January. Chair Portz asked about the jingle bells program. Ms. Gangelhoff said it's being offered in conjunction with South St. Paul at their community center. It is geared towards 3-6 years old. Commissioner Kraus asked if there was a limit to the number of kids that could attend. Ms. Gangelhoff responded that there are 7 openings for Mendota Heights kids. Ms. Gangelhoff said that Rebecca is returning to teach outdoor skating lessons this year. This program is always popular and more classes will be added as needed. P-I 10/14/OS Approved Ms. Gangelhoff said the 55+ program is with the Thompson Park Activity Center and she advertises their programs that Mendota Heights residents can participate in. Chair Portz said the Parks Celebration date for next year has already been set for June 6, 2009. Ms. Gangelhoff said she attended the Minnesota Parks and Recreation Association Annual convention in Brainerd. There are a lot of break out sessions and speakers. It's a good opportunity to network with other recreation programmers. Chair Portz said the goal is to open the ice rinks on December 13`' this year, if weather permits. Ms. Gangelhoff said last year was the best season ever for ice. She is now taking applications for rink attendants and will interview rink attendant applicants next week. Commissioner Craighead asked if the warming house hours were on the City website. Ms. Gangelhoff responded that they were on the website. The hours are also in the Heights Highlites and the school flyer. Commissioner Toth commented that the Parks Celebration was also the same day as Sibley's 50`h reunion. Ms. Gangelhoff said Councilmember Duggan talked to the Planning Committee for Sibley's 50`h reunion and they are scheduling activities around the Parks Celebration and there shouldn't be any conflicts. VICTORIA HIGHLANDS PARK PLAYGROUND EQUIPMENT REPLACEMENT Mr. Kullander responded that he sent proposals to six companies for the playground equipment replacement at Victoria Highlands Park. All six responded back with proposals and two are going to present their proposals tonight. Midwest Playsea pes, Inc. proposal was at $49,999. In the proposal companies were told there was a budget of $50,000 for the playground equipment. The working budget is $55,000 to $57,000 which leaves money for removal of the old equipment, removal of old border timbers, disposal of these items and contingency. Midwest Playscapes, Inc. uses a wood fiber base with a limited amount of equipment with little imagination. They are using a recycled plastic border with spikes to hold it down. Most vendors use this product because it is quick and easy to install. The border is susceptible to mower damage and the stakes do "work loose" pull out of the ground. The only other playground in Mendota Heights with this border is at Hagstrom-King. Chair Portz asked about the other kind of border that is used. Mr. Kullander said it is a border made of recycled and compressed car parts. Chair Portz asked how this kind of border holds up. p_2 10/14/08 Approved Mr. Kullander said they are indestructible. Mr. Kullander introduced John Elder of Minnesota/Wisconsin Playground, Mr. Elder said he represents GameTime playground equipment which is the world largest and oldest modular playground manufacturer. They do about 41 % of city parks and about 22% of the schools. They are different because they use direct bolt technology. With GameTime the posts come cut to the right height so there is no field measuring, no field cutting and no field drilling. GameTime comes with predrilled holes and there is an insert inside the post so there is no possible way for the installer to install the equipment incorrectly. The platforms are punched steel to allow snow, debris, ect. to pass through so there is no ice buildup. Chair Portz asked what kind of trim was used for the border. Mr. Elder responded they used concrete, which lowers the price of the playground. The three foot wide concrete can be used for tricycle riding and walking. The slide that will be put in is a "faster" slide than what is being used now. Each slide has channeled insets to remove water at the bottom of the slide. There is a tilted sky runner —that is their biggest seller. This is a circular piece that spins. There is a small slip slide for smaller kids. There is a double climber and a double zip slide. There is a rock wall, hanging pods, overhead climber, spinner, wave climber and stretched loop ladder. There are racing/cruising cars, c-spring toy, two bucket seats and two belt seats —suitable for the 2-5 age group. There is also shade structure. Commissioner Morris asked for the cost of the plan. Mr. Elder responded $49,875. Chair Portz asked if there was cement at any of the other playgrounds. Mr. Kullander responded that Mendakota and Kensington Parks play areas has concrete border curbing. Chair Portz asked how long it has been in. Mr. Kullander responded since 1990. It has worked out. The maintenance guys likes it and it is very durable. The only drawback with cement is you are stuck with that footprint in the future and it is more expensive to expand. Commissioner O'Brien asked if the bench or table under the shade is an existing table. Or. Kullander responded it would be a new piece similar in color and materials to the new play equipment. Commissioner Morris asked if the table is in the proposal. p_3 10/14/OS Approved Mr. Elder responded it is a 6table. Commissioner Morris asked about the warranty of the equipment. Mr. Elder responded there is a limited lifetime warranty on all the posts, locks, hardware and connections and a 15 year warranty on the rotational molded platforms, pipes, rungs, decks, and loops. Commissioner Craighead asked about the height of the swings. Mr. Elder responded eight feet high. Commissioner Craighead asked about the life expectancy of the shade canopy. Mr. Elder responded about 12 to 15 years. Commissioner Morris asked about the warranty for the canopy. Mr. Elder responded it is a 15 year warranty. Commissioner Craighead asked about the wood chips. Mr. Elder responded it was an engineered wood fiber, which is the shredded core of a hardwood tree. Wood chips do not have shock absorbency. Engineered wood fiber is a shock absorber and can be navigated by a wheelchair, walker, or stroller. Commissioner Craighead asked about the life expectancy of the engineered wood. Mr. Elder responded every 5-7 years you will do a top off of about 3". Commissioner Morris asked if it compresses. Mr. Elder said it does compress and does deteriorate from the base. Chair Portz said it was a good presentation. Commissioner Kraus asked if Minnesota/Wisconsin products were in any of the parks in the City. Mr. Kullander responded it was used at Hagstrom King Park in 2003 with the plastic borders. Commissioner Morris asked how the luck has been with it. Mr. Kullander responded it has held up other than the spikes coming out of the ground and a few parts that needed to be replaced due to vandalism. Commissioner Toth asked about other surfacing products be installed on the ground by the play equipment besides the engineered wood fiber. p_q 10/Iq/08 Approved Mr. Elder said tile could be installed but would not be practical. Shredded rubber — from shredded tires was put down in Northfield, but that is more expensive. Mr. Kullander introduced Bill Bach of Earl F. Anderson and stated there bid was for $50,000.00. Mr. Bach stated that Earl F. Anderson has been around for 37 years. They use Landscape Structures out of Delano, Minnesota. Earl F. Anderson has been a partner with Mendota Heights for over 25 years. Rogers Lake Park was installed last year with the new Evos system. Landscape Structures is known for the quality of their products. There is a piece in the structure called CoolToppers Shade that is made out of a poly fiber material. Four fabric pieces make up the shade structure. The warranty is a 10 year warranty against structural failure and deterioration. There is no ongoing maintenance. The panels can be removed in winter and they can be power washed. One panel costs $872.00 and there are four panels. Landscape Structures uses TenderTuff coating that protects against heat and cold. Panels are made of Permalene that is vandal proof. ProShield is a tough finish on the posts with a quality paint. It prevents rust if it were to get scratched. Landscape Structures will buy 14 trees to offset the carbon footprint. The border that has been used is Xpotential border that is made out of compressed soft interior parts from automobiles. It has a long lifetime expectancy. The play structure has a 100-year limited warranty on steel fasteners, aluminum posts, clamps, beams and caps. Commissioner Morris noticed the structural steel frames was listed under the 10-year warranty on the CoolTopper shade and the fabric is listed under the 5-year limited warranty. Mr. Bach responded that the fabric under a 5-year limited warranty. Chair Portz asked if they needed to be replaced - would it come out of the maintenance budget. Mr. Kullander responded that it would come out of the line item playground maintenance replacement budget that is about $6,00048,000 a year. Commissioner Craighead asked about the cost difference between the first plan that was $57,000 to $59,000 and the second plan that is $50,000. Mr. Bach responded that the footprint didn't change much but was reduced a little bit as the first structure was larger. The existing swing will be kept, lowered to 8' in height and the beam will painted to match the other equipment in order to keep the current footprint. There is a triple slide, a cable core which is another component that you crawl up, triple ring fling (3 revolving wheels), stepping stones, a cliff climber, and a fire pole. Commissioner Craighead asked the total cost of the shade shelter. P-5 10/14/OS Approved Mr. Bach said about $6,500 for the shade piece. Chair Portz asked how this plan compared to Marie Park. Mr. Kullander responded that Marie Park is about 15-20% bigger. Commissioner O'Brian asked if the equipment was being talked about. Mr. Kullander responded the equipment is similar but Marie Park's footprint is bigger lengthwise. Commissioner Kraus asked about the age group this equipment is geared towards. There isn't any equipment geared towards 3 years old which limit families with younger children coming to the park. Mr. Bach responded it is geared for 5-12 years old. There is no 2-5 year old equipment, except for a spring animal and two bucket swings for that age group. Commissioner Morris agreed with Commissioner Kraus' comments. This may be one of the last park we address. Mr. Bach responded that many communities do not include 2-5 year old equipment included in the proposal but there is room to add a 2-5 year old element. Chair Portz commented that a decision did not have to be made tonight and the Commissioners should look at the other parks in the City to get a better feel of the elements being talked about. Maybe a field trip can be planned with Guy and the other Commissioners to look at the other park playgrounds. Commissioner Morris thanked Mr. Bach for his presentation. Mr. Kullander stated there is no rush to make a decision tonight. The decision could be made at the November meeting. Mr. Kullander suggested that maybe the proposals could be narrowed down to two for consideration. Mr. Kullander said the majority our parks utilize equipment for 542 year olds. Mendakota Court has elements for 2-5 year olds as does Marie Park. A third vendor, Webber Recreational Design, Inc. came up with two concepts. One of the options includes an option for 2-5 year olds. There is a 12 foot transition space needed when 2-5 year old equipment is combined in a playground. The second option divides the equipment out for the two age groups. The play area footprint then becomes bigger if you include the 2-5 year old equipment. They would use black plastic borders. A fourth vendor, ClearWater Recreation uses Burke Premier Play Environments and use a quality product similar to Earl F. Anderson. We have gotten proposals from ClearWater in the past, but you don't get much equipment or activities for $50,000. It's a pricy product. Commissioner O'Brien asked how it was decided to use Earl F. Anderson so much in the past. Mr. Kullander said he started doing this for the City in the 1980's and he looked at a lot of different suppliers, went to meetings, and talked to recreation people. Earl F. Anderson's product was pretty p_6 10/14/08 Approved sturdy. In the 1970's the City installed redwood timber structures from Earl F. Anderson that held up really well — it didn't rot and looked really good. They had a complete package - designers, installation crews and good warehousing. The City has been well served with them. They have been really reliable with competitive prices. Commissioner O'Brien asked if Mr. Kullander would lean towards using Earl F. Anderson for this project. Mr. Kullander said he would because of the history with Earl F. Anderson. They stand behind their products and can get replacement parts after 10 years. They are one of the better firms in their field. Commissioner Morris asked if there were any problems with the equipment from the Minnesota/Wisconsin firm. Mr. Kullander responded the only problem was with the pieces on the climbing wall which looked like they were intentionally damaged. The pieces were replaced Commissioner Morris said Earl F. Anderson plan to upgrade the existing swing set with Minnesota/Wisconsin you get more play stuff than Earl F. Anderson. There were a lot of interesting and different stuff from Minnesota/Wisconsin. Mr. Kullander has a list of other cities that has Minnesota/Wisconsin equipment and could get pictures of the equipment. Mr. Kullander presented Flanagan Sales, Ine's proposal. They plan on putting in new swings which cost about $2,500 each. This plan is spread out a little bit more. This is a plan for 5-12 year olds. Commissioner Morris said he would like to use Earl F. Anderson or Minnesota/Wisconsin proposals. Mr. Kullander asked if the Commission would like him to get another quote that would include 2-5 play structures. Chair Portz asked if that would add to the cost of the proposal. Mr. Kullander responded that it would cut down on the play components already proposed . Commissioner Craighead commented that $6,500 for a shade element was expensive and he would rather puY that money into play equipment. A tree would cost a lot less and last a lot longer, If he had to vote, he would vote no for the shade element. Chair Portz commented that the equipment at Mendota Elementary was put in by Earl F. Anderson, so the school district uses them as well as the City. Commissioner Morris commented that Somerset Elementary also uses Earl F. Anderson play equipment. Commissioner Kraus asked Mr. Kullander what two firms he would choose if he was going to narrow it down to two or three choices. p_7 10/14/08 Approved Mr. Kullander responded he would choose Earl F. Anderson and Minnesota/Wisconsin. Flannigan is pretty good also. It depends on what age group you are targeting and the durability of the equipment. Chair Portz asked if Mr. Kullander could get the cost of the shade element and if the shade is not purchased what other play elements could be added. Mr. Kullander said the shade panel from Earl F. Anderson is about $6,500 and that amount could be applied to a 2-5 year old element. Commissioner Kraus said a shade element would be nice for littler children and parents that use the park. Chair Portz suggested putting in a shade element and when it needs to be replaced if trees were planted now then the shade element would not need to be replaced. Mr. Kullander asked the Commission if they wanted him to get new proposals from Earl F. Anderson and Minnesota/Wisconsin without the shade element and an option for 2-5 year olds and keep it under$54,000. Commissioner Morris asked Mr. Kullander to get clarification for the warranty on the shade element fabric from Minnesota/Wisconsin. Commissioner Toth asked if the two companies submit a new proposal -could Minnesota/Wisconsin break down their bid more. Mr. Kullander said most companies don't break down their bids but would ask for the information. PAR3UPDATE Chair Portz reported that Mr. Sedlacek was unable to attend tonight's meeting and there was a greens committee meeting and he would talk about Par 3. The Par 3 had a very good year with the number of rounds of golf played, good financial numbers and the clubhouse remodeling was finished. There was an appreciation day because of the remodeling which took all summer. The Par 3 made a $75,000 profit this year. It will probably close in early November. Commissioner Kraus said the profits do not include the time for Mr. Sedlacek and an accountant's time spent working on Par 3. His recollection was that the figure would be closer to $60,000 in profit. Commissioner Morris asked if the remodeling costs were reflected in the profit figure. Chair Portz responded that a lot of the work was covered by an ADA grant. Painting and siding were paid for out of the profits. Chair Portz said the Greens Committee agreed more improvements are needed and would like to get going on the improvements soon. More equipment is needed because the existing equipment is old. p_g ]0/14/08 Approved Commissioner Craighead asked about the capital expenditures of $29,000 - is that for the whole year or the month of September. Commissioner Kraus responded that the largest expenditure was a mower, siding was about $7,000 and there was the painting of the clubhouse. That was the money from the referendum under capital improvements. Chair Portz said one recommendation from the Greens Committee was - while looking at costs in the future to make improvements the recommendation was to raise the green fees $1.00 but not include seniors or kids for the next year. The money will be put back into the golf course. Commissioner Kraus asked if that would include the leagues. Chair Portz said that was not discussed but it would probably affect the leagues. Commissioner Morris said the Par 3 golf course had one of the lowest fees in the twin cities and will be one of the lowest yet with the increase. Chair Portz said the average cost of green fees are $12.50 and the Par 3 would be under the average. Commissioner Morris made a motion to raise the green fees $1.00 for adults and not including seniors or children. Commissioner Kraus seconded the motion. Commissioner Craighead asked if it needed to be decided tonight. Commissioner Morris said the City Council make the decision about raising the green fees. Commissioner Craighead said it could wait until February or March. Chair Portz commented that the marketing materials need to go out in January or February along with fee information to other cities. Commissioner Kraus said fees weren't raised last year because information was being gathered to see if increases were needed and it was determined there wasn't enough information. Another year has passed and prices have gone up on most everything and the Par 3 needs to keep up. Commissioner Craighead said there is a profit of $75,000 with 11,000 rounds of golf played if that kind of money is made a $I.00 increase may not be needed. Commissioner Morris said there are two mowers in bad shape that could break down anytime. Commissioner Craighead asked if the golf course should be a break even operation or a money making operation. Commissioner Kraus said there are more improvements needed at the golf course and would be risky to run it as a break even proposition. p_9 10/14/08 Approved Commissioner Morris said if the golf course were to make huge profits and the improvements were made the green fees could be lowered. Ultimately it will be the City Council that makes the decision to raise the green fees and the Commission is just recommending that the fees be raised. Chair Portz said this is a motion to make a recommendation to the City Council. Commissioner Kraus said the fiscal approach was a conservative one last year which was appropriate but more improvements are needed. Commissioner Craighead asked what improvements are needed. Commissioner Kraus said over $100,000 over the next three years is being discussed but did not have the list of improvements with him. Next month there will be a list. Commissioner Craighead said the recommendation can wait until next month. Commissioner Morris also agreed it could wait until next month and rescinded his motion. Commissioner Kraus also agreed it could wait until next month. Chair Portz said the item would be tabled until next month. Chair Portz said the Pilot Knob items would be tabled until next month also. COMMISSION COMMENTS Commissioner Craighead brought along the South West Review which has a picture of him and Chair Portz on the front page for attending the Police Academy. He continued that it is a very good program and recommends it to all citizens. It has been a very rewarding experience. Chair Portz said it's a three hour class in the evening with classroom training, going over laws and policies with amazing videos, and than hands on training. The last session was about the use of force. Commissioner Kraus asked what the Police Department's objective Commissioner Craighead responded it is for citizens to learn what law enforcement does and being an advocate for the police. Chair Portz said the better the community understands the Police Department the better it runs for the community. Chair Portz said there was going to be a presentation of Pilot Knob with pictures which will be done next month. I recommend everyone in the community go look at the beautiful leaves at Pilot Knob it's spectacular. Commissioner Kraus asked where things stood with the dog park. Chair Portz said the City Council has a planning meeting in January to discuss the dog park issue. P-t0 10/14/08 Approved He saw a dog park the size of a hockey rink. He took pictures of the dogs using the park and pictures of the rules and gave them to Mr. Sedlacek who will present them to the City Council in January. Commissioner Morris said he remembered the Dog Club recommends a minimum of an acre for a dog park and there is one area in the City that could be developed for that. Chair Portz believes the issue of a dog park won't go away because there is a need for it in the community and people would like to have one in Mendota Heights. Commissioner Kraus made a motion to adjourn the meeting Commissioner O'Brien seconded the motion. AYES 7 NAYS 0 P-11 to/14/O8