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2018-07-10 Parks and Rec Comm MinutesCITY OF MENDOTA HEIGHTS, DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING July 10, 2018 The July meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, July 10, 2018, at Mendota Heights City Hall, 1101 Victoria Curve. 1. Call to Order – Chair Pat Hinderscheid called the meeting to order at 6:30 p.m. 2. Roll Call – The following Commissioners were present: Chair Pat Hinderscheid, Commissioners Bob Klepperich, Stephanie Levine, David Miller, and Nissa Tupper. Absent: Commissioner Steve Goldade. Commissioner Ira Kipp arrived late (6:37pm). Staff present: Recreation Program Coordinator Meredith Lawrence, Assistant City Administrator Cheryl Jacobson, Public Works Director Ryan Ruzek, and City Administrator Mark McNeill. 3. Approval of Agenda Motion Klepperich / second Miller to approve agenda. AYES 5: NAYS 0: ABSENT 2 4. Approval of Minutes 4.a. Approval of Minutes from June 12, 2018 Motion Klepperich / second Miller to approve the minutes of the June 12, 2018 Parks and Recreation Commission meeting. AYES 5: NAYS 0: ABSENT 2 4.b Minutes from May 9, 2018 Joint Council / Parks & Recreation Commission Work Session Minutes – Informational Only 5. Unfinished and New Business 5.a Review of Parks Capital Prioritization from Joint Meeting 5/9/18 City Administrator Mark McNeill noted that the Parks & Rec Commission had a joint meeting with the City Council where good discussions took place. One of the major discussions centered around the Capital Improvement projects that have been presented and discussed. The goal now is to review the funding sources and discuss what could be done within the next couple of years. Funding sources include:  Special Parks Fund - $600,000  Property Taxes - $250,000 Administrator McNeill quickly reviewed the prioritization list from that joint meeting and asked if there were any other discussions to be had or any items to be added or reprioritized. Staff also asked for direction from the Commission regarding the potential of conducting a community survey to identify other potential projects or to establish different priorities; keeping in mind that if the desired survey is to replace the current list of priorities, the City Council would need to approve such a survey. Chair Henderscheid noted that he had created a list of priorities based on feedback received from the joint meeting, the Parks Celebration, and from social media. Commissioner Miller, referencing the Projects Splashpad, asked if the anticipated cost of $5,000 was accurate. It was his understanding that it would be much higher. Chair Henderscheid apologized as he had put the wrong figure on the list; it should have been $350,000 - $500,000. Recreation Program Coordinator Meredith Lawrence reminded the Commission that there would be an on-going costs as well. Commissioner Levine opinioned that the Commission should focus on the needs, do a few of the ticket items that are not hugely expensive, and then talk about how to enhance the parks / playgrounds. Motion Henderscheid / second Miller to move forward with the following projects:  Wentworth Warming House  Wentworth Rink Light Replacement  Marie Park Tennis Resurfacing AYES 5: NAYS 0: ABSENT 2 5.b Special Parks Funding City Administrator Mark McNeill shared the funding sources available to the Parks & Recreation Commission on an ongoing basis. Current Balance  Special Parks Funds - $580,000  Cash Balance – Par 3 Fund - $60,000 Projected Income - 2018  Assumes 70 apartment units in the Michael Development Phase I - $280,000 o The case against the city has been dismissed  Orchard Heights Development - $64,000  Condon Court - $8,100 Projected Income – 2019  Assumes 68 apartment units in the Michael Development Phase II - $272,000 Total New Funds - $624,100 12/31/19 Ending Balance (less any 2018-19 expenditures) - $1,204,100 Financial Obligations  Ice Arena Bonds  Par 3 General Obligation Bonds Administrator McNeill then reviewed the governing section of State Law regarding the use of Special Parks Funds for Capital Improvements; summary: each Capital Improvement project should be analyzed to determine if it is a maintenance project (must be funded by the levy) or an improvement project (eligible to use the Special Parks fund). The Commission discussed what they should or could ask the Council when decisions are being made of what to do with the additional dollars once the two financial obligations have ended to ensure that the Council is aware of the need for park maintenance funds and not solely focus on the new fire station. Public Works Director Ryan Ruzek replied that he and his staff would be reviewing the budget over the next couple of months and making requests/suggestions to the City Council. Motion Levine / second Miller to request Council set aside sufficient funds of $250,000 in 2019, adjusted annually, in order to maintain the high quality parks and recreation system that the citizens of Mendota Heights expect Commissioner Kipp opinioned that it is not the Commissions responsibility nor its purview to tell the City Council how much to spend. Since the Commission has discussed this issue at length, he was sure it would come to the City Council’s attention and they will realize the importance the Commission has put upon maintaining the city parks. The Commission does not set the budget for the city nor does it set the limits on what the city can spend; it is for the City Council to determine. Therefore, he would be voting against the motion. AYES 5: NAYS 1 (Kipp): ABSENT 1 5.c Purchase Discussions Public Works Director Ryan Ruzek explained that there were certain items under purchase consideration. Staff was asking the Commission to review and discuss each proposed purchase and recommend approval of each. Park Bike Racks Staff received a quote for 14 rolling bike racks, each of which would hold five (5) bikes, have a galvanized finish, and be surface mounted to a new concrete pad. The cost of each rack is $318; for a total of $4,452. Thirteen of the racks would be installed in the city parks and the 14th would be installed near the Market Square Park; across the street on an existing concrete pad. The estimated cost of the 13 concrete pads is approximately $1,250 each; for a total of $16,250. Total cost of the project is estimated to be $20,702 and would be funded through the Special Parks Fund. Mr. Ruzek did note that since the above quote was received, staff did receive a less expensive quote that would save the city approximately $500. Motion Tupper / second Kipp to recommend approval of the installation of the park bike racks. AYES 6: NAYS 0: ABSENT 1 Marie Park Basketball Improvement Staff received quotes for the expansion of the Marie Park Basketball Court. The concrete to expand the court by an additional 1,200 square feet, with the installation of City provided basketball hoops, and court striping would be approximately $11,700. The purchase of the new basketball hoops would be approximately $3,000 each; for a total of $6,000. Grand total estimate would be $17,700. Commissioner Levine opinionated that she does not see the need for a two basket basketball court; especially since there are other higher priority tasks to be accomplished – like the tennis court surface, the pickleball courts, etc. She would almost rather do nothing than do something that does not make sense at this time. Mr. Ruzek replied that he is looking at a number of items at Marie Park; keep an area to convert over to a natural planting, add a nature trail, and rehabilitate the hockey rink in conjunction with the tennis court resurfacing. He is requesting Council to accept the plans and authorize the bidding of the project. So he is hoping to get a number of improvements in addition to this basketball expansion done in 2018. The hockey rink and tennis court would be combined into one bid. The concrete slab for the basketball court would be a completely separate project. Chair Hinderscheid asked if there were any other two basket basketball courts in the city. Mr. Ruzek replied that he believes the one at Mendakota may be a two basketball court. Ms. Lawrence confirmed that Mendakota does have one full basketball court. It is used fairly often by basketball leagues. She has not heard anything from them, or anyone else, about needing another full basketball court. Commissioner Tupper asked about adjustable basketball hoops and whether or not it could or would be considered as part of this project. Mr. Ruzek replied that he would assume that the installation costs would be comparable. The cost of the hoops may increase some; however, he did not do the research on the hoops. Staff is open to adjustable hoops if the cost is feasible. Commissioner Tupper asked if it would benefit the parks programing to have a full-court basketball. Ms. Lawrence replied that they currently hold one basketball camp in the summer and there were approximately 25 participants this last year. That camp was indoors. However, basketball leagues are something that other cities do have. She does not know if there is enough interest in Mendota Heights for that. It is something that could be considered. Chair Hinderscheid noted that since Commissioner Goldade, who championed this project, was not present that it be deferred to next month. The remainder of the Commission agreed. Market Square Tables Staff researched the possibility of providing two tables at Market Square Park and discovered that the ADA would require that both of those tables be ADA compliance. If the city chose to add additional tables, then 20% of them must be ADA compliant. A 46” round ADA table would cost approximately $698 plus shipping. There had been some discussion about having tables with backs; however, that would limit the choice options. Staff was looking for direction from the Commission on the table shape, color, and whether or not to proceed with the project. If the motion was to proceed, the funds would come through the Special Parks Fund in the approximate amount of $1,500. Chair Hinderscheid stated that the example provided appeared to fit the bill as it has three benches with a back and then an open side. He then asked if it was ADA compliance. Mr. Ruzek replied that it is ADA compliant; however, they would not be purchasing the umbrella shown in the picture. The cost would be $700 to $1,500. If the commission decided to have a shade structure installed it would need to be a large enough structure capable of withstanding the elements. Staff had not secured quotes but discussions with manufacturers would put this above $20,000 in cost. Motion Hinderscheid, second Levine to recommend approval of moving forward with the Market Square Park Tables project with the three benches, a back, and an open side in black for an estimated amount of $1,500. Commissioner Miller, noting that the next item up for discussion was the shaded seated area for the dog park, asked if this project should include shading as well. Commissioner Levine replied that the shade option for the dog park would not look very well in Market Square Park and she would not be in support of it. Mr. Ruzek stated that to install this in Market Square Park it would entail installing footings and having it constructed. Also, with how the city was looking to be able to remove the benches to allow for other activities the shading would be prohibitive to that goal. AYES 6: NAYS 0: ABSENT 1 Dog Park Table/Shade Structure Chair Hinderscheid had provided an option for staff to consider, which was a standard picnic table with benches on two sides, metal structure with a metal shade canopy constructed in it. This would require footings to be installed and a landscaper will be sending a specific quote versus purchasing one on the internet. The cost of the table is $3,636 plus shipping and installation. The estimated cost of the installation is approximately $2,000, although a specific quote has not yet been received. The Dog Park Shade/Picnic Table is proposed to be funded through the Special Parks Fund at an estimated total amount of $6,000. Discussion occurred regarding the planting of a tree to provide shade; however, with this being a temporary dog park the planting of a tree would not be advisable, especially considering how long it would take for the tree to grow to be effective for shade. As for a requirement for this table to be ADA compliance, seeing as how this is a temporary dog park use, there would not necessarily be a requirement at this point. However, if it were to become a permanent dog park then it would need to become ADA compliant. Motion Levine, second Hinderscheid moved to recommend approval of the installation of the shade/picnic table combination at the Dog Park AYES 5: NAYS 1 (Kipp): ABSENT 1 5.d Wentworth Park Lot Split Update Public Works Director Ryan Ruzek reminded the Commission that at their June 2018 meeting, Community Development Director Tim Benetti presented an idea that would clean up Wentworth Park a little bit while also allowing some residents to clean up some lot lines that were messed up during their original homes’ construction in the 1960’s. The proposal was to split off a portion of the park to Lots 8 and 9 of the Cherry Hill Addition. The commission voted 3-2 to recommend approval of this request. The Planning Commission recommended approval of this request by an unanimous vote at their meeting on June 26, 2018. On July 2, 2018, the City Council heard this proposal and voted unanimously to not proceed with the subdivision of the city-owned park land. The Council asked staff to return with options on how to remedy to the current encroachments of the property owners on the city-owned park land. There are currently no plans to improve that area of the park. At this point in the meeting, Commissioner Tupper reminded the Commission that they had not made a decision on the subject of a community survey. However, with the discussions on the budget and project she would be in favor of moving that discussion to a later meeting. Chair Hinderscheid replied that the new Communications person may be able to help the Commission with the survey. The remainder of the Commission agreed. 6. Reports 6.a Par 3 Update Working from materials provided to the Commission prior to the meeting, Recreation Program Coordinator Meredith Lawrence provided the Par 3 Update. Some grass clumping occurred in the rough areas of the golf course due to wet weather, equipment problems, and the amount of mowing completed. This matter was rectified when staff borrowed a tow-behind mechanical blower from an adjacent community. Staff asked City Council for approval to obtain price quotes for the replacement of the rough mower and to purchase a debris blower, which the City Council approved. The funding for these items would be from the City’s General Fund and not from the Par 3 Fund. Staff is in the process of testing prospective equipment and will receive quotes for Council’s review on July 17, 2018. The tee mower is currently not working either; however, staff is able to make do with the fairway mower for now. Leasing options were discussed. A master gardener event was held on June 26, 2018 with lots of participants. The rain garden and the plantings by the clubhouse are looking very good. She encouraged residents to stop by and see them. With the holidays, the finance department was unable to provide a Park 3 Financial Report print out for the Commission. 6.b Recreation Updates Working from materials provided to the Commission prior to the meeting, Recreation Program Coordinator Meredith Lawrence provided Recreation Updates as follows: Summer Programs  Are in full swing  Participation numbers have been strong  Good feedback received Marie Park Tennis Grant  Grant process with the USTA has been completed  Waiting for a response regarding funding  Should receive a response to the grant next month Summer concert Series  Three events remaining o Wednesday, July 18 – The Percolators, 6:30pm o Wednesday, August 22 – Kids Dance, 6:30pm o Saturday, September 22 – Movie in the Park, 7:00 pm Puppet Wagon  Events take place on Mondays, June 18-August 13  Free to the public  Events take place at Market Square Park Summer Playhouse  Events take place on Tuesdays at 11:00am at Mendakota Park  Free to the public Safety Camp  First day was today  75 participants from Mendota Heights, 3rd and 4th graders 6.c Commissioner Park Updates Commissioner Tupper noted that she had sent an email about a couple of issues with some trees so staff is aware. Commissioner Levine stated that she had already said enough about the parks today, so nothing new to add. Commissioner Miller stated, regarding Victoria Highlands, that he was concerned about the fence he saw being put in. However, it looks a lot better than he ever thought it would. Market Square Park appears to be in good shape. Chair Hinderscheid said he was at the Dog Park and spoke with some people there. They had very positive things to say about the Dog Park. Ivy Falls – there is a low spot from where they filled in that has created another place that is catching water. Commissioner Klepperich checked the baseball field and Mendakota Park and made a couple of recommendations to Ms. Lawrence about some safety issues. He recommended the Commission listen to MHAA and look at which baseball field might need refurbishing. Overall, the fields at Mendakota Park look good. Commissioner Kipp noted that there had been a problem at Rogers Lake Park after the last thunderstorm, a number of trees with large limbs broken off. He complimented the Parks Department and the Police Department for responding to his call almost immediately by putting out cones and cutting off branches that might have fallen off on residents. 6.d Natural Resources Technician Hiring Update Public Works Director Ryan Ruzek informed the Commission that the City had received 47 applications for the Natural Resources Technician position. The applications have been scored and the first round of interviews have been scheduled, beginning July 11th. It is hoped that the interviews and background testing will be completed in July, with plans to send an offer to someone and get them on-boarded as soon as possible. 6.e Rainbow Treecare – Emerald Ash Borer Flyer/Postcard Public Works Director Ryan Ruzek stated that residents in the city should have received a flyer from Rainbow Treecare offering a discounted treatment of Emerald Ash Borer of Ash Trees. A notice to proceed was provided to Rainbow Treecare to treat the Ash Trees in Marie Park, Hagstrom-King Park, and at the Public Works facility. Ivy Hill Park and Wentworth Park are currently part of a University of Minnesota study so the trees in those areas cannot be treated at this time. 7. Announcements and Commission Comments There were no announcements from staff. Commissioner Kipp stated that this was an informative meeting and although he was not in agreement on all of the policies, that is the purpose of a resident constituency to determine how to work with other people. Commissioner Klepperich noted that he is lucky to live close to a biking and walking trail. He has seen a number of near misses between bikes and walkers. He cautioned everyone to share the trails and, by all means, share the streets. Chair Hinderscheid respectfully asked bikers to announce when passing walkers or other bikers to prevent collisions and accidents. Commissioner Miller stated that this was a good meeting. Commissioner Levine also said this was a good meeting. Also, for safety sake, she noted that she and her dog were watched by a coyote on a couple of occasions. Everyone should be aware and if a coyote is in the vicinity, stay in your group, make loud noises, and do not run. Commissioner Tupper also said this was a good, informative meeting. She echoed all of the comments about biking and walking on the trail or on the street. She also expressed her appreciation to staff for all of the time and effort they put in. Chair Hinderscheid also stated that having the help of Cheryl, Meredith, Ryan, and Mark is very helpful. A lot of ground was covered this evening and forward movement is being seen. He reminded all that follow-up on the survey needs to occur. Also, a recommendation on the Special Park Fund was not made and it still needs to be addressed. It was a great meeting and he appreciated everyone’s efforts. 8. Adjourn Motion Levin / Second Klepperich to adjourn the meeting at 8:34 PM AYES 6: NAYS 0: ABSENT 1 Minutes Taken By: C. Darlene Oehlke Independent Contractor