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2018-06-12 Parks and Rec Comm MinutesCITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING June 12, 2018 The June meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, June 12, 2018, at Mendota Heights City Hall, 1101 Victoria Curve. 1. Call to Order – Chair Pat Hinderschied called the meeting to order at 6:30 p.m. 2. Roll Call – The following Commissioners were present: Chair Pat Hinderschied, Commissioners Steve Goldade, Ira Kipp, David Miller, and Nissa Tupper. Commissioner Bob Klepperich was absent; and Commission Stephanie Levine arrived late. Staff present: Recreation Program Coordinator Meredith Lawrence, Assistant City Administrator Cheryl Jacobson and Public Works Director Ryan Ruzek. 3. Approval of Agenda The agenda was approved as presented. 4. Approval of Minutes from April 10, 2018 Motion Tupper /second Goldade to approve the minutes of the April 10, 2018 Parks and Recreation Commission meeting. AYES 5: NAYS 0: ABSENT 2 5. Unfinished and New Business 5.a Recommendation of Proposed Lot Split Request of a Portion of Wentworth Park Land (Behind 754 and 750 Upper Colonial Drive) Community Development Director Tim Benetti explained that the city has received an application from Jason and Sarah Barrett, owners of 754 Upper Colonial Drive; and John and Deanne Bennett, owners of 760 Upper Colonial Drive to split portions of Wentworth Park located immediately behind each property. As part of this application, Mr. and Mrs. Barrett are also requesting a lot line adjustment as a correction of a surveying error committed at the time of the original development by shifting the property line between 754 and 760 Upper Colonial Drive. In 1960, when the Cherry Hill Addition was platted, they created two outlots (Outlot A and B), which were subsequently acquired by the city and incorporated into the Wentworth Park property. These wedge-shaped parcels are located immediately behind the Barrett and Bennett properties. Last September, planning staff was notified that each property owner was encroaching on the city-owned land. Staff met with the property owners, who stated that they thought their backyards extended farther back and were unaware that the land belonged to the city. The owners have requested the city to consider transferring or selling a small area of the “wedge-shaped” park land behind their properties, in order to keep the shed, fence and gardens in place, and legally acquire this city-owned property for additional yard space. There are three properties affected by the two outlots; however, the property owner at 750 Upper Colonial Drive has declined to participate in this request and that piece of property would remain as city-owned park land. Mr. Benetti shared images of the subject properties and noted that the splits would not affect the tennis court areas in Wentworth Park. Chair Hinderschied asked for confirmation that the city really has no useful purpose as far as park land for these two parcels. Mr. Benetti confirmed. Chair Hinderschied indicated that he was agreeable; however, he wanted to hear from the other commissioners. Commissioner Miller referenced the monies offered for each parcel and asked if it wasn’t the city’s normal procedure to have an appraisal done on the parcels and then selling them to the applicants. Mr. Benetti confirmed that this would be the normal procedure if the land had some development value or added value. In this case, it is evident that the property owners have been mowing and maintaining the land for many years and the encroachments has existed for so long, staff felt that it would be better to just ask them to provide a value or offer to purchase. The property owners have already spent quite a bit for surveys and title work. They have offered to pay $500 each, or $1,000 total, to the city’s general park fund as payment for these parcels. Once the parcels were acquired, the property values would increase slightly but is considered to be a nominal amount. Commissioner Goldade asked if there were any other situations where the city sold off portions of park land. Mr. Benetti replied that he was unaware of any such situation. Commissioner Kipp stated that it was his belief that when the city passed the bond issue to purchase park land, it included these parcels. He did not believe it was their intent to sell or give a portion of that park land to anyone else at a later point in time; therefore, he was against vacating any park land owned by the city. Mr. Benetti noted that he could not find any record or establishment of when the city acquired this parcel; it may have just been deeded over at one point in time. There is no record of a bond or bond issue. Commissioner Kipp asked if the land was unequivocally owned by the city for park land. Mr. Benetti replied that it is owned by the city; however, it was not dedicated for park land. It was dedicated as an outlot under the original Cherry Hill Addition. Public Works Director Ryan Ruzek noted that technically it is noted as a park on the city’s park and trail map; however, this underlying plat is Outlot B. It was not purchased via referendum so that is not an issue. At the time of the platting, the city did not have an established park dedication program; however, the city would accept land. It is a very wet area so public works mows it very minimally as they would cause more damage than good. Park staff is very much in favor of this process. Commissioner Kipp stated that if the Planning Commission and the Council allows this sale they would be setting up a strong precedence for future sales of park land. Commissioner Tupper echoed the comments made about the future precedence and noted that the third property owner declined to participate at this time. She questioned what would prevent any future owner of the third parcel from coming back and saying they wished to purchase the outlot from the city as well. Mr. Ruzek replied that the property owner that declined had just acquired 10 feet from the city up near the tennis courts a few years ago as part of the lot line adjustment to correct the same surveying error noted in this application. They did all of the title work and survey work and the city granted them that property. Commissioner Kipp questioned the value of the properties being added as it appears that the land size would increase by one-third to one-fourth. He reiterated his opposition to selling any park land to any citizen of the city, no matter the price. Commissioner Tupper stated that part of her concern is that there are no active programs on this spot because it is wet; however, there is a pond there and she wondered if the city could or would consider or start looking at that parcel as a piece of natural resource to add to the park context. She reiterated her concerns about setting up a precedence that could come back down the road. Commissioner Goldade asked if the residents were to purchase these parcels if there was anything they could do on that land that could change any sort of value to the park. Once they are the owner of the land is there anything they could do to negatively impact the city’s park. Mr. Benetti replied that in his professional opinion there is nothing they could do to negatively impact the park land. The property owners are currently using the land as part of their backyards and garden space and he does not foresee them doing anything out of the ordinary. Commissioner Kipp asked if there were other residential properties adjacent to city park land and what would stop those individuals from asking for the same considerations. Mr. Benetti replied that the city could object whenever they want to. This is a very rare and unique situation that does not come across the city’s desks very often. It is unique because of a situation that was investigated and determined that they have been mowing and maintaining the land for their own purposes. If the city has not used or missed it at the point it makes sense to deed it off. Chair Hinderschied asked if the parcels, according to the public works departments, were a nuisance to maintain. Mr. Ruzek replied in the affirmative and added the homeowners would keep their existing fence in the area. The appearance of the parcels would not lead anyone walking by to think that they are part of the park. Chair Hinderschied asked if there were any other similar situations around the city’s parks where someone could use this example to purchase city park land. Mr. Ruzek replied that he was unaware of any other situation similar to this. Actually, it would be just the opposite – where the city may be looking to acquire some outlot properties. Chair Henderscheid summarized the two concerns as: 1. Are the properties valued properly; and 2. Would this action set a precedence and open the city to other requests to sell park land Mr. Benetti stated that he would encourage the Commission not to worry about setting a precedence, as this is a very unique and very isolated situation. He reminded them that as owners of the park land, the city can always say no to other requests. This is a situation where the city offered the land to the homeowners and they accepted the chance to acquire additional lands, with the understanding that they would pay for the title work. The city requested they make the fair value offer, which they did. Motion Miller /second Goldade to recommend approval and let the City Council wrestle with the two stated concerns. Commissioner Kipp expressed his thoughts that, by approving this motion, the Commission would be suggesting to the City Council that the Commission approves of this lot split. He reiterated that he believes this would be detrimental to the city and he would be against it. AYES 3 (GOLDADE / MILLER / HENDERSCHIED): NAYS 2 (KIPP / TUPPER) 5.b StarTribune Adopt A Park Article Discussion Chair Hinderschied read an article in the StarTribune about Adopt A Park programs sweeping the suburbs and invited discussion for Mendota Heights to consider the program. Commissioner Miller noted that there were mixed reviews from the participating communities. Commissioner Kipp thought it to be an excellent idea if they could find some people and/or businesses interested in adopting a park and helping the city maintain the parks. It would reduce city costs and make the parks a little bit better – what would the city have to lose. Chair Hinderschied stated that one of the items mentioned to get people motivated was signage in the parks giving recognition by name. Chair Hinderschied asked for thoughts or event ideas from Recreation Program Coordinator Meredith Lawrence. Ms. Lawrence suggested that Assistant City Administrator Cheryl Jacobson call around and get some policy and procedure ideas from other communities and work with staff to come up with suggestions. Other considerations raised were in regards to recognition, implementation, planning, goals, anticipated outcomes, and additional details. A suggestion was made to start with one park and see how it goes and, if successful, add other parks as time goes by. Motion Hinderschied / second Miller to direct staff to explore an Adopt A Park program, draft a policy for review, and return to the Commission with an implementation plan to consider AYES 5: NAYS 0 5.c Results of the Parks Celebration Survey Chair Hinderschied expressed appreciations to Recreation Program Coordinator Meredith Lawrence, staff, Commissioners Levine and Tupper, and Clair for their hard work and assistance during the Parks Celebration on June 2, 2018. Ms. Lawrence then shared the results of the survey conducted during the Park Celebration. There were 29 responses to the survey and the top three items chosen were Splash Pad (19 votes), Restrooms at Roger’s Lake (11 votes), and Zipline (11 votes). Commissioner Tupper stated that she took the survey questions and copied them into the two Facebook community groups the city has. Between the two groups there were a total of 16 responses. There were six more votes for Splash Pad, 1 more vote for the Zipline, and a couple for the Wentworth Trail, addition of basketball hoops to Marie Park, Marie Park Tennis Court replacements, and expanding the Ivy Hills Basketball court. New suggestions received included a new skate park at Rogers Lake with a dedicated roller skating area, adding parent/child swings in the parks, water spigots at all of the park with seals, and a Ninja Warrior-style playground. Chair Hinderschied noted that the Commission should probably try to get more public input and asked how the Commission would go about getting that. Commissioner Miller noted that he is ready to move forward; and recommended the Commission give themselves a deadline for moving forward, which could include receiving additional feedback. The Commission has received input from the City Council, from their own commission, the Parks Celebration, and now Facebook. Suggestions were made on timing and ways to solicit additional feedback. Assistant City Administrator Cheryl Jacobson asked how formal of a survey would the Commission like to have as this could determine the best way to communicate said survey. An opinion-type survey would be best served through social media; however, if the desire is for more of a scientific result then it may be best to go the route of a more formal survey. Ms. Lawrence reminded the Commission that a more scientific survey would cost additional dollars. Motion Hinderschied / second Goldade to direct staff to prepare a survey using SurveyMonkey® to obtain feedback from the residents on playground improvement projects. Staff should bring the draft survey to the July Parks and Recreation Commission meeting. AYES 6: NAYS 0 5.d Wentworth Park Improvements Public Works Director Ryan Ruzek explained that the Commission is being asked to prioritize improvements to Wentworth Park. The city has a potential funding source to install approximately $100,000 in 2018 and then hopefully wrap up the remaining improvements in 2019. The four options, separate from the playground equipment replacement to be discussed later, were: Project 1: Replace Warming House (new location, expanded size, ADA compliant) - $50-$60K Project 2: Rehabilitate Tennis Court Surface with Asphalt - $50K Project 3: Rehabilitate Trails and Parking Lots - $75K Project 4: Replace Rink Lighting - $55K Staff proposed that the Commission choose two projects. After discussion and answering of questions, the Commission chose Project 1 as the highest priority and Project 4 as second priority. The Commission had also been asked to provide a recommendation whether to pave the Hockey Rink for summer use; however since Project 3 was not one of the priority choices then this recommendation was not needed. 5.e Market Square Park Public Works Director Ryan Ruzek explained that staff was looking for direction from the Commission regarding placing tables in Market Square Park. Questions were raised as to the type of table or benches could be put there. Staff recommended something permanent (i.e. pergola) that could be cemented in place to prevent inclement weather from moving the equipment and causing potential damage to surrounding businesses. Commission Levine expressed her desire to not have something permanent in place since this space was previously used as a stage for concerts, showing movies, or hosting other community events. She would hate to have something permanently installed and then not have anywhere to go if the idea of those types of usages would return. She suggested installing two tables so as to have the flexibility to put up a stage if desired. Commissioner Goldade suggested two tables as far away from the fountain as possible; one table with backs on the chairs and the other table having shade. Mr. Ruzek also expressed staff’s desire to have movable tables. He further explained that a table could be movable; however, a shade structure would need to be permanent. Discussion occurred on having trees provide shade instead of a permanent structure. Final determination was for two movable tables with chairs that have backs and the use of trees for shade. 5.f Marie Avenue & Wesley Lane Neighborhood Improvements For informational purposes, staff shared with the Commission that the City Council awarded a contract to provide consultant work on the Marie Avenue and Wesley Lane Neighborhood Improvements. Any proposed layout options for trail and traffic lanes would not be available until winter time. Mr. Ruzek shared other project details with the Commission. This information was provided since the city-owned property on the corner of Lexington Avenue and Marie Avenue is a city park. Staff is looking to do some pond improvements there via sediment removal, clean up some of the forested areas, and the possibility of installing curb and reconstructing the trail due to the minimum boulevard. 5.g Special Parks Funding Discussion Chair Hinderscheid asked that this topic be moved to the next Parks and Recreation Commission Meeting; however, Commission Kipp had a question. Commissioner Kipp asked if the new hotel going up on I-494 and Pilot Knob Road contribute by the number of rooms they build to the Special Parks Fund. Public Works Director Ryan Ruzek replied that this was a legal platted lot and there was $0 park dedication from that site. Commissioner Kipp suggested that the City Council look at changing that since the building of hotels means a lot more people coming into the city that do not live here but use the parks. Mr. Ruzek stated that he would pass that information on to the Community Development Director Tim Benetti. 6. Reports 6.a Par 3 Update Recreation Program Coordinator Meredith Lawrence shared the Par 3 Update by stating that they opened the season on May 1, 2018. The maintenance equipment, although outdated, is still functioning well. The city mechanic regularly checks the equipment. The financial report was made available to the Commissioners immediately before this meeting and Ms. Lawrence provided a quick review and answered questions; specifically regarding the replacement of two pieces of equipment that, if they broke down, would not be repairable. Suggestions and discussions were had regarding raising of funds for equipment replacement and different venues to purchase said equipment; possibly used. 6.b Recreation Update Recreation Program Coordinator Meredith Lawrence shared that the Registration for Summer Programs opened on March 1, 2018. She then shared the current number of participants for each of the 16 programs. The Park Celebration took place on Saturday, June 2 at Mendakota Park. It was well attended even with the inclement weather. Activities included the hamster ball, recycling trailer, rock climbing wall, putting green, petting zoo, and inflatables. The Officer Scott Patrick Memorial 5K run had a total of 349 participants. Staff is finalizing the last portion of the USTA grant for Marie Park tennis court repairs. Staff will keep the Commission updated. Summer Concert Series began on June 1, 2018 at Mendakota Park. Other events are scheduled for Wednesday, July 18, Wednesday, August 22, and Saturday, September 22. Community Kickball Event took place on Sunday, June 10, 2018. Participation was great with approximately 150 people. Puppet Wagon starts on Monday, June 18, 2018 and will continue each Monday through August 13, 2018. There will not be a program the week of July 4th. This event is held at Market Square Park and is free to the public. The first Summer Playhouse event was held today (Tuesday, June 12) at Mendakota Park and will take place again on June 19, 26, and July 10, 17, 24, and 31 at 11:00 a.m. This event is also free to the public. 6.c Playground Inspection Report and Bike Rack Locations Public Works Director Ryan Ruzek provided the Playground Inspection Report and Bike Rack Locations. This report identified corrective actions based on priority levels. Level 1 action items were identified at Wentworth Park (highest priority), Ivy Hills Park, Rogers Lake Park, and Mendakota Park. Level 2 and 3 action items were identified at all parks. The report also included the year that playground equipment was last installed in the parks. Many of the repairs can and will be completed by city staff; others will have quotes solicited for repairs. Mr. Ruzek shared a map showing the location of the city parks and each inspection report had a map of the park attached. Staff requested Commission input for recommended locations for bike racks. It was noted that a bike rack is proposed to be installed near the northeast corner of Market Square Park. Commissioner Tupper had visited each park and provided Mr. Ruzek with suggested placement and types of bike racks to be installed. Mr. Ruzek noted that there are three different mounting options of bike racks; free standing, anchored into concrete, and mounted on the surface. Staff is currently looking at the surface mounted ones. He then reviewed the suggested locations for each bike rack and asked if the Commission had any other suggestions. Chair Hinderschied shared the he was comfortable with Commissioner Tupper’s suggestions and asked staff to move forward. 6.d Commission Park Updates Chair Hinderschied asked if any Commissioners had any updates on the parks they check each month. Commissioner Kipp commented that Roger’s Lake Park is becoming increasingly popular, so much so that people are starting to park on the grass. He suggested that consideration be given to additional parking places being added or the current ones being extended. Commissioner Goldade noted that at Hagstrom-King, one can get a good sense of what a chain-link dugout looks like. Commissioner Levine stated that while traveling she had an opportunity to utilize a Zipline; it was so much fun. This activity has become the identifying point for this park; when someone were to say the name of the park no one would know where it was but if they say it’s the park with the Zipline, they know exactly where it is. She suggested that the city consider putting a Zipline on one of its parks. Chair Hinderschied echoed her suggestion. Mr. Ruzek identified three parks as possibly being ideal for the installation of a Zipline: Rogers Lake Park, Hagstrom-King Park, or Ivy Hills. This installation would require the removal of some equipment or creating a new engineered wood fiber base field (giving up some green grass areas). A suggestion was made to replace some of the older equipment at Hagstrom-King Park with a Zipline. Chair Hinderschied commented on the dog park by saying that when he was there this evening there were a number of people there and quite a few dogs. They shared with him how much they love the dog park. They did mention that they would really like to get some shade there somehow. 6.e Natural Resources Update Public Works Director Ryan Ruzek explained that the City Council authorized the advertisement of a newly created Natural Resources Technician position. This opening closes June 27, 2018, after which staff would review the applications, score them, and schedule interviews. Staff has been working with local master water stewards and 13 properties have signed up for rain gardens in the Lexington Highlands neighborhood. Dakota County Master Gardeners, in cooperation with Mendota Heights and Dakota County SWCD and Par 3 staff, have scheduled a volunteer planting event at Par 3 on June 26, 2018 to rehabilitate a previously constructed rain garden. All volunteers are welcome and registration is available on the city’s website. He also noted that the city contracted with Rainbow Treecare for bulk treatment options to residents for Emerald Ash Borer treatments. The plan is to have postcards mailed to all of the properties on June 25, 2018. Homes and residents are welcome to contact Rainbow Treecare directly. The price to residents is $5.75 per diameter inch of the tree, measured at breast height (approximately 4.5 feet above the ground) per treatment (which occurs every two years). 7. Announcements and Commission Comments Recreation Program Coordinator stated that the only announcement from staff was regarding the rain garden event taking place at the Par 3 Golf Course – June 26, 2018. Commissioner Tupper expressed her appreciation for the robust meeting and kudos to everyone who work on the Park Celebration. She looks forward to the rest of the summer programming. Commissioner Miller stated that he believed a lot of ground was covered this evening. He suggested that as the Commission moves into July that they have a bias towards action as the funds are available to move forward on the list of projects and he would like to see some movement forward. Commissioner Kipp noted that a lot of information was shared and expressed his appreciation to everyone for their time and effort. Commissioner Goldade thanked staff for a very detailed and specific agenda, a positive start to the summer programming, and the playground assessment information. Commissioner Levine shared that she had the opportunity to meet some of the wonderful new parks employees for the summer. She wished everyone a great summer and encouraged use of the trails, the parks, and get to know all of the great employees. Chair Hinderschied expressed appreciation for all of the work that went into preparing all of the information that was had, very detailed, and they covered a lot of ground. There are some exciting opportunities ahead to improve the parks and he is looking forward to that. 8. Adjourn Motion Goldade / Second Tupper to adjourn the meeting at 8:54 PM AYES 6: NAYS 0: ABSENT 1 Minutes Taken By: C. Darlene Oehlke Independent Contractor