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2009-08-11 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA AGENDA PARKS AND RECREATION COMMISSION Tuesday, August 11, 2009 — 6:30 P.M. City Council Chambers 1. Roll Call 2. Approval of June 9, 2009, Minutes 3. Recreation Programmers Report 4. Retirement from City Employment 5. Commission 2010 Budget Recommendations 6. 2010 Projects — Site Visit(s) 7. Playground Safety 8. Par 3 Update 9. Commission Comments 10. Adjourn Auxiliary aids for Person with disabilities are available at least 120 hours in advance. If a notice of less than 120 hours is received, the City of Mendota Heights will make every attempt to Provide the aids. This may not, however, be possible on short notice. Please contact City Administration at 651-452-1850. Meetings can be viewed on the City website www.mendota-heights.com. • • n LJ Draft CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING June 9, 2009 The June 2009 meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, June 9, 2009, in the City Council Chambers at City Hall, 1101 Victoria Curve. The meeting was called to order at 6:48 P.M. The following Commissioners were present, Chair Paul Portz, Commissioners: Maureen Brackey, Michael Toth, Liz O'Brien, Ray Morris and Steve Commers. Commissioner Tom Kraus was excused. Staff present were: Jake Sedlacek, Assistant to the City Administrator, Guy Kullander, Parks Project Manager, and Nancy Bauer, Recording Secretary. PILOT KNOB SITE TOUR Chair Portz reported that five Parks and Recreation Commissioners and Mr. Kullander went on a tour of the Pilot Knob site given by Mr. Wiley Buck. It has a beautiful view of downtown Minneapolis. Deer and a flock a turkeys were seen. Everyone in the community should go visit the site. Commissioner Brackey asked how someone could find the site. Mr. Kullander responded that if they use a Google search for 2044 Pilot Knob Road or 2100 Pilot Knob for the address. Acacia Cemetery is well known and if someone goes to the entrance of Acacia Cemetery and then go north it will take you right to the site. A dedication ceremony is planned for June 25th at 11:30 A.M. at the Pilot Knob site. The ceremony is to recognize the contribution from the Minnesota Historical Society for two interpretative monument signs. Also, the stakeholders and partners that helped fund the phase II purchase and the volunteer efforts of corporate sponsors and individuals that have helped with restoration efforts will be recognized. Chair Portz said the dedications are well done with speakers and food. MINUTES The minutes for the May meeting were approved with two minor changes. Commissioner Commers made a motion to approve the minutes. Commissioner Morris seconded the motion. AYES: 6 NAYS: 0 P-1 6/9/09 Draft RECREATION REPORT Mr. Sedlacek reported that Ms. Gangelhoff should be given credit for the parks celebration. It started out Friday night with the band 6 below and a Twins game shown at Town Center. TC the Bear entertained spectators. It started out with a lot of people and he did not know how many people stuck around to see the end of the game as it ended at 12:45. Chair Portz reported that he was there and it was cold and windy. Mr. Sedlacek reported that it was a successful event and the City would try to do it again. He continued that Mendota Heights was mentioned on national television. The announcers gave a "shout out" to everyone in Mendota Heights watching the game outdoors at Market Square Park and wished success with the City's park celebration. On Saturday the 5K was held with 260 participants — the most ever. It was won by a 19 year old at 16 minutes and some seconds. A special thank you goes to Chair Portz and Commissioner Toth, who braved the weather, and help with the set up of the bike rodeo and the Parks Celebration on Saturday morning. It started at noon. It was the rainiest and maybe coldest celebration ever held. Ms. Gangelhoff should have the list of contributions at the next meeting. Youth trips that are being held are on Thursdays this summer. On June 18th is the Twin game, June 25th is the Edina Aquatic Center, July 9th is the Minnesota Zoo, July 16th is the Apple Valley Aquatic Center, July 23`d is Valleyfair, July 30th is Cascade Bay and August 6th is at the West St. Paul pool. To check availability of the trips go on line at the City website. Skateboard camp is being held by 3rd Lair on July 27th to July 31St. All ages and abilities are welcome. The Fishing Derby is July 8th at Rogers Lake. After the derby a band will be playing. There are still a few spots open. The tennis programs are going and a lot of participants are signed up. Summer playground programs are a hit. The programs started on recommendations from Commissioners Brackey and O'Brien. Golf programs are popular. The Wednesday junior league is full. There are some openings on the Monday leagues. The golf camps and lessons are popular with a few openings. The performances in the parks are set. Tomorrow night is at Henry Sibley High School with the Alphabits Band along with the ECFE trucks and travel show. One June 18th at Market Square the Mayflies are playing. On July 8th after the fishing derby playing is the Halls of Magic. On July 16th at Market Square Park is the Clearwater Hot Club with Connie Evingson — she is a jazz signer. On Wednesday August 19th at Mendakota Park the Leroy's River Minstrels —and free root beer floats will be given out. And on August 20th at Market Square Park the Andra Suchy Band will be playing. P-2 6/9/09 Draft Summer Playhouse starts Monday June 15th 1:30 to 2:00 P.M. This is a free event for kids and held at Marie and Mendakota Parks. Safety camp is August 11, 12 and 13 at Kaposia Park in South St. Paul. Safety camp is full but a waiting list is being taken. The Minnesota Thunder soccer camp is July 6th through 10"' all day long at Kensington Park. On-line registration is going well and folks are encouraged to use it and see what programs still have openings. . 2010 CAPITAL PARKS AND/OR TRAIL IMPROVEMENT PROJECTS Mr. Kullander reported that park capital improvement projects have been talked about and what could be requested for the 2010 budget. Recommendations should be made to give to the City Council in July when the budget talks start. Some of the questions have been - where the ideas for the projects have come from and how were they selected. The memo discusses some of these questions. There is a list of 80 projects included in the memo that were ranked in 2007 by me, Commissioners and Public Works Park, employees. All the rankings were taken into consideration and the project list was pared down to 32 projects. The 32 projects were then put in a five year capital plan. Some of the projects were constructed in 2008 and 2009. The Friendly Hills project is 95% completed. The reconstruction at Victoria Highlands is underway. The projects talked about last month at the Parks and Recreation Commission meeting should be higher in the needs list. None of the projects are safety issue related. They would be beneficial projects in the long run. The backstop at Friendly Hills would benefit the Mendota Heights Athletic Association. The backstop at Hagstrom King Park was done this year and turned out well. Commissioner Morris asked if the backstop could be funded by rehab money in the Public Works budget. Mr. Kullander responded that the money levied for maintenance in the parks is for fixing things that are broken, maintaining equipment, turf maintenance and capital improvement projects should come from Special Parks Fund. Council during the last three years have funded 50% of capital improvement projects from cell tower revenue and the other 50% from Special Parks Funds. Valuations in the City are going down and the tax levy has been capped for next year so there are unknown questions for next year's City budget. Commissioner Commers asked if the sun shelter on the list had been done. Mr. Kullander responded that it has not been done at Hagstrom King Park. but one will be installed at Victoria Highlands this year along with the playground replacement. Commissioner Toth asked about the upgrading of the playground at Mendakota Park — if it was just for 2-5 year old play equipment. Mr. Kullander responded that those are the upgrades that are referred to. The playground equipment was installed in 1990 and it has held up well. A couple of elements were replaced. P-3 6/9/09 Draft Commissioner Toth asked when the other equipment may need to be replaced. Mr. Kullander responded that the play equipment is holding up well and has a good longevity. There is still pea rock there and is not totally handicapped accessible. Chair Portz said he looked at the equipment and it looks solid and could be left along for awhile. 2-5 year old play equipment would be a good addition. Commissioner Morris asked the current balance of the Special Park Fund. Mr. Kullander responded with the Mendota Plaza development the total would be about $300,000 less the two projects underway so at the end of the year the balance would be about $240,000. Commissioner O'Brien said someone who plays a lot of tennis at the Friendly Hills tennis courts said the surface is pretty beat up and asked if resurfacing would be done at all tennis courts. Mr. Kullander responded that one tennis court would be resurfaced. There are five double tennis courts and Valley Park has the sports tiles installed on the court. The rest are asphalt surfaces and were built in the 70's. To resurface a tennis court would cost about $12,000 to $13,000 per park. To do patching of the courts it would cost about $11,000 to do all the four courts. There is $11,000 in the budget this year to do crack sealing and touch up of the tennis courts. To do tennis court in sport tiles would cost about $45,000 to $49,000. All the tennis courts are about in the same shape — except for the sport tiles court in Valley Park. Commissioner O'Brien asked which court he would recommend for sport tiles. Mr. Kullander responded it would be Friendly Hills Park because it is in the poorest condition. Commissioner Morris asked if the tiles were holding up good. Mr. Kullander said it is. Commissioner Morris said it is a worthwhile project to do with a different playing surface. His recommendation to Council for the 2010 budget would be the sport tiles on a tennis court and the Mendakota Park equipment upgrade for 2-5 year olds. Commissioner Toth asked if it would be feasible to split the project in half to do half the equipment now and half the equipment later. Mr. Kullander said that is what he is suggesting. Commissioner Toth said replacing all the play equipment would be an expensive project. Mr. Kullander said it cost 20 years ago about $150,000 to install the play equipment. To do that same project today would cost about $250,000. Commissioner O'Brien asked if he knew what people thought of a multi use field at Friendly Marsh Park. Mr. Kullander said Mr. Blum in Public Works reported that he preps two park fields - one at Ivy Park and one at Victoria Highland and no one is using the fields. The age bracket that uses the field may have grown P-4 6/9/09 Draft older. There are some excess fields now. The Friendly Hills Marsh Park could be a lower priority right now and then when the demand goes up it could be looked at then. Commissioner O'Brien suggested tabling the multi use field until the plaza development is finished. Commissioner Morris said half the balance of the Special Park Fund would be spent to develop the fields at Friendly Marsh Park and that amount of money shouldn't be spent right now. He also asked if the Opus development was completely built out. Mr. Kullander responded that it was built out. Commissioner Morris said more funding wouldn't be coming into the Special Park Funds for awhile. Mr. Kullander said Mr. Sedlacek and Ms. Gangelhoff will be looking at the field usage in the fall. Friendly Marsh Park should be a lower priority on the list right now. Chair Portz said it is a good discussion and the Commissioners should rank the projects and turn them into Mr. Kullander after the meeting. Mr. Kullander said that Mr. Sedlacek reminded him the Parks and Recreation Commission in past years have taken July off because things are slow for the Commission. Commissioner O'Brien asked Mr. Kullander what his recommendation was for the top two projects and staff's thoughts. Mr. Kullander responded that he was partial to the Mendakota Park project because it is the crown jewel of the parks system and doing a restoration and management plan for Valley Park would be second. Mendakota Park gets a lot of kids. Commissioner O'Brien commented that the program in the parks is at Mendakota Park and kids will be visiting the park. Commissioner Commers made a motion that the Parks Commission recommends to the City Council give the money to work on Mendakota Park for 2-5 year old parks play equipment. Mr. Kullander responded that a motion wasn't needed but recommendations on what projects should be done. He would then prepare a feasibility report describing the projects and budgets. Commissioner Morris suggested a tennis court with a different playing surface sport tile would be a cost effective solution for a tennis court. Tennis courts have not been addressed for years. Mr. Sedlacek reminded the Commission that there was a motion on the floor and a second was needed before discussion. Commissioner Morris seconded the motion. Mr. Sedlacek said the motion was to recommend to City Council the 2-5 year old play equipment be upgraded at Mendakota Park. P-5 6/9/09 Draft Commissioner Brackey asked if in addition to the 2-5 year old play equipment be upgraded does it include removing the pea rock. Mr. Kullander responded no — it would be just upgrading about 1/3 of the area with the 2-5 year old play equipment. Commissioner Morris made a friendly amendment to the motion to recommend putting in sport tiles at a tennis court. Commissioner Commers said he would not accept the friendly amendment. Chair Portz reminded the Commission that the motion was to upgrade the 2-5 year old play equipment at Mendakota Park. AYES 6 NAYS 0 Chair Portz asked about the restoration and management plan for Valley Park. He biked through the park and didn't realize how big the park was. Mr. Kullander responded that Valley Park was purchased in the late 60's or early 70's. The only improvements done to the park was upgrading the dirt trail and ball park. Invasive plants are in the park and it used to be oak savannah similar to the Pilot Knob site. There are some pockets of native plants. The idea is to commission a planning study for the restoration of Valley Park. A 10 to 15 year plan would be laid out with costs. Grants could be applied for because is it along the Mississippi corridor. Grants can't be applied for until there is a plan in place. Chair Portz asked if Wiley Buck looked at Valley Park. Mr. Kullander responded that he had. A study would cost about $19,000 and funding could not come from the Special Parks Fund. Tax levies would be used to fund the study. Council may not approve the study. Chair Portz said once the plan was in place grant money could be applied for. There is a lot of potential for grant money because of its location in the river corridor and with the regional trail going through it and connection to the Big Rivers Regional Trail, Mr. Kullander said he wasn't sure how the Council would react to the recommendation. The park has been left to nature. It would be a 10-20 year effort to restore the park. Chair Portz said no one goes to Pilot Knob. Valley Park is used a lot and is in the center of the City. With a little seed money more money could be obtained through grants. Mr. Kullander said it's in a good location with the confluence of several trails. If Council orders the study then Council would also need to hire a firm to apply for grants and manage reconstruction efforts. Commissioner O'Brien asked if Valley Park was Chair Portz's second priority from the list of projects. Chair Portz responded that the more he thought and talked about it he realized how big the park was and the more he liked the idea of a restoration plan for Valley Park. He suggested the Commission go through the P-6 6/9/09 Draft list of projects and Commissioners could make a motion on projects they think would be worth while recommending to the City Council. He then asked if anyone wanted to make a motion on the backstop at Friendly Hills Park. Commissioner O'Brien said she could go either way on two projects. Commissioner Morris made a motion to recommend to the City Council to resurface a tennis court using sport tiles in a different playing surface at Mr. Kullander's recommendation. The motion failed for a lack of a second. Commissioner Commers said the sport tiles are a wonderful thing. But doing a court in sport tiles in the hard economic tunes is not worthwhile right now. Sibley High School and Visitation School have tennis courts that can be used by residents and are in very good condition. Commissioner Brackey asked if trees were donated by the Mom's Club for shade at Hagstrom King Park. Mr. Kullander responded they did donate $400 to buy two trees that are about 15 to 18 feet tall. Chair Portz said he would like to see how the sun shelter goes over at Victoria Highlands Park before investing in another one. Chair Portz asked if someone would like to make a motion to replace the backstop at Friendly Hills Park. Commissioner Toth made a motion to make a recommendation to the City Council to replace the backstop at Friendly Hills Park. Commissioner Brackey seconded the motion. AYES 6 NAYS 0 Chair Portz asked for a motion for the development of the mutli use field at the Friendly Marsh Park. No one made a motion. Commissioner Toth asked about the "You are Here" signs. Mr. Kullander responded that 10 signs have been installed and there are two more to be installed. It would cost about $3,000 to $4,000 to snake and install four more. A total of 24 or 25 were planned for the whole city. Commissioner Brackey asked if he would like to see four more signs made and installed for $3,000. Mr. Kullander responded it costs about $1,000 for the concrete footings to install the two existing signs. Commissioner Toth asked if it was $1,600 to install the signs. Mr. Kullander responded that the first 12 signs cost about $7,000 to $8,000 to manufacture and install them. P 6/9/09 Draft Chair Portz said it's about $700 a piece and asked if there was a motion for the "You are Here" signs. No motion was made. Commissioner Toth asked about the cost for the sun shelter at Hagstrom King Park. Mr. Kullander responded it would be about $10,000 to $12,000. Commissioner Bracicey suggested that the sun shelter project should be revisited after seeing the Victoria Highlands sun shelter. Commissioner Morris said there is Federal Government money for a limited time. When things get better the government side will get worse. This may be a good time to tackle a restoration and management plan. There may be a window to get significant stuff done. Mr. Kullander said the new sales tax fund may help fund future projects. Commissioner Morris said invasive species in an area will get worse. There are serious issues with Valley Park and it will get a lot worse. There may significant funds to do the work. This project was talked about four years ago by the Commission. Commissioner Bracicey said based on the location of the park — against residential homes — would be a great educational opportunity for what is invasive and natural. Pilot Knob is out of the way but Valley Park is right in the neighborhood. It's a unique and important opportunity. Commissioner Toth said Valley Park was down on his list as one of the least desirable projects until visiting the Pilot Knob site. The view of the downtown area and watching some of the new plants growing and listening to what is going on there is enjoyable. The discussion about bringing the park back to life is more desirable. Commissioner Morris said the invasive vegetation won't stay just in the park and will encroach in people's yards. Commissioner Commers asked how the invasive species would be taken care of — would it be a controlled burn. Commissioner Morris said there a number of different ways to get rid of invasive species. It's tough work but it does work. Commissioner Brackey made a motion to recommend that the City Council commission a study for the restoration and management plan for Valley Park. Commissioner Morris seconded the motion. He also said if the City Council does approve this project then 50% of the funding should come from the Special Park Fund. Mr. Kullander said it doesn't work that way. Special Parks Funds are spent on capital improvements projects and this is not a capital improvement project. P-8 6/9/09 Draft Chair Portz said he was thinking the same thing about spending Special Parks Funds for the management plan. Mr. Kullander said Special Parks Funds may be spent in the future for such items as trails, viewing docks over the ponds and restoration efforts. Commissioner Morris said it should be stated that the Parks and Recreation Commission feels strongly about this study. Chair Portz said when the state sales tax law was passed last year I was saying we need to look for opportunities to use that money. We need to take advantage of some of the funds. This project may fit in there along with other grants. Commissioner Morris said the Commission would be willing to spend money in the future on this project. Spending $20,000 now may blow that into a bigger figure with other funds and grants down the road. Chair Portz asked for any further discussion. There being none he asked for a vote. AYES 5 NAYS 1 (Commers) Chair Portz asked if the Commissioners wanted to add any other projects to discuss. Commissioner Toth asked about the parking in the grassy area at Mendakota Park. Mr. Kullander said the City owns the land but Xcel has easements on the property so a permanent structure cannot be built on the land. PAR 3 Mr. Sedlacek handed out a twelve-month profit and loss projection sheet. The Par 3 has had a very good year so far. There is a $10,107 net profit so far for the year. Two columns have been filled in so far — April and May. For May there have been $20,873 in green fees. The revenue is broken down for rentals, pop, beer, food, concessions, golf supplies and league fees which carne to $26,541. The cost of goods are clubhouse salaries, maintenance contract, leases, (cart), concessions, beer, equipment repair, utility, maintenance of course and building. Total costs of goods for May were $18,187. Expenses include supplies, outside services, telephone, gas, utilities, membership dues and other expenses. Expenses for May were $2,464. The net profit for May was $5,890. We have received one letter and three voice mails commending the condition of the course and staff. Commissioner Morris asked if there was any negative feedback. Mr. Sedlacek responded none. Chair Portz said the staff at Par 3 is really enthusiastic and especially Torn Perkins. P-9 6/9/09 Draft Commissioner Morris said the report has a nice P & L layout and asked what the membership dues are. Mr. Sedlacek responded we are a member of the Minnesota Golf Course Association (MGA) and the Superintendents Association. They give us a lot of golf information. Commissioner O'Brien said she picked up her kids from the golf course and every kid came out with something. Mr. Sedlacek reported that the camps started this week. It's a relaxing and laid back course. Commissioner Toth said he has seen families enjoying the course. Commissioner Brackey asked where the landscaping plan was at. Mr. Sedlacek said it needs to go back to the City Council for purchase order approval and plant selection needs to be clarified. Chair Portz said the season is moving along and it needs to be worked on. Commissioner Commers asked if the Parks and Recreation Commission needs to meet in July to get the landscape plan resolved. Mr. Sedlacek said it has already been approved by the Parks and Recreation Commission. COMMISSION COMMENTS Commissioner Commers asked Mr. Kullander if the sheets needed to be filled with their rankings of projects. Mr. Kullander responded no — that was just background information. Commissioner Commers asked about the fountain in the pond at Ivy Hills Parks. Mr. Kullander responded that it pops up every once in awhile — residents ask for one to get rid of the algae. It would cost $4,000 to $5,000 to install a pump and electricity. The question is — is the cost worth it to get rid of the algae? Commissioner Commers asked if it could be run on a battery. Mr. Kullander responded yes solar powered units are made but it would also be prone to pranksters. Commissioner Morris said solar powered fountains are expensive. Also, algae is from residents treating their lawns. Commissioner Commers asked if there the City could use less fertilizer around the pond. Commissioner Morris said it's also up to the residents to stop using fertilizers also. Mr. Kullander responded that the drainage area into the pond is 150 acres and the park is only seven or 8 acres. There is drainage from as far as Dodd Road and the City doesn't use fertilizer in the park only on the ballfreld, and there is zero phosphorus. P-10 6/9/09 Draft Chair Portz reported that he went on a police ride along a couple of weeks ago. After 15 minutes in the squad the radio started going and things started happening fast. The City has a good police department. He was busy for the four hours he was on the ride along. Mr. Sedlacek asked if the Commission wanted to cancel their July meeting. Commissioner Morris made a motion for a recommendation to the City Council that the Parks and Recreation Commission cancel their July meeting. Commissioner Commers seconded the motion. AYES 6 NAYS 0 ADJOURNMENT Commissioner O'Brien made a motion to adjourn the meeting. Commissioner Brackey seconded the motion. AYES 6 NAYS 0 The meeting adjourned at 8:24 P.M. P-11 6/9/09 CITY OF MENDOTA HEIGHTS MEMORANDUM Date: August 6, 2009 To: PARKS AND RECREATION COMMISSION From: TERESA GANGELHOFF RE: JULY/AUGUST PARK AND RECREATION REPORT Park Celebration I included the wrap up of the event in the June report but did not have the totals for donations and expenses. The total money raised came to $9235.00 in total dollars donated not including prize donations but to date have not got all the expenses paid out totaled up. (busy summer!) I hope to have that at the September meeting. I would like to propose that the commission help develop a volunteer committee to take over the celebration (I can still help assist) next year. (since we held the 50th Anniversary) It has grown out of the time I can allow working part time here. I hope that we can come up with a solution to see if a volunteer committee could take this event over. Another option may be to check with the business community to see if they could help run the event as it is sponsored by area businesses. West St. Paul and So. St. Paul festivals are run by volunteers and businesses and I feel this may be a better option or we may have to cut it back to make it fit into the hours I can commit to it. Please let me know your thoughts on this. Simple Steps Our summer walking program has ended but we are gearing up for our fall event Starting registrations on August 17th. We hope to get more seniors signed up with this new promotion. I have 50 more t -shirts to give away to anyone that joins the program so please sign up after August 17 and claim your shirt (until they are gone!) The web site for simple steps is www.DakotaCounty.us and search for Simple Steps. Many of our walkers have won great prizes from Dakota County just for logging their minutes walked on the website (ask Nancy Bauer she won a gift certificate to Gertens!) 55+Programs MH Park and Rec promotes the Northern Dakota County-TPAC programming for our area seniors and I continue to help Barb Eschle with some of the programming representing the City of Mendota Heights. Together with the cities of MH, IGH, SSP and WSP and TPAC we are planning a week long summer activity for 55 + in August called "Dog Days of Summer' and each city will hold an event each night the week of August 17 to 21St. Our even in MH will be on Wednesday, August 19. 1 had planned to have a 55 plus softball game but we did not get enough participants interested in playing so 1 have a message in to the vintage baseball teams that were going to play here during the Dist. 197 150th Anniversary to see if they would be available instead on Aug. 19. If they are not (with this short notice) we will just continue to plan to have our band play (40, 50, 60's music) from 6:30 — 7:30 at Mendakota Park and serve free lemonade. Skateboard Camp 3`d Lair staff did a greatjob with our campers. We had 10 youth at Rogers Lake Park learning the sport of skate boarding the last week of July. (OVER) Cliff Timm Memorial Fishing Derby The Derby was held Wednesday, July 8 at Rogers Lake. We again maxed out at 60 kids. Gander Mountain was a sponsor giving out some great prizes at the derby including a sleeping bag and tent! Cliff Timm's trust has sent us $500.00 again to keep the derby going and Ace Hardware of IGH came with worms for all contestants and helped keep the tally of fish coming in. Local resident Ira Kipp also made a donation of $50.00. Dick Spicer, Larry Craighead (past commissioners) again weighed all the fish (it's a dirty and messy job that they come back year after year and help with!) Jeff Cardinal (my brother) a walleye fishing pro was on hand again to help with the casting contest. This year 397 fish were caught by 60 kids in 40 minutes. This again is a new derby record which I thought would not happen as we shorted the derby by 20 minutes! Our derby winners are as follows: August Anderson Largest Fish 2'/ pound Large Mouth Bass Ryan Creamer Smallest fish at 3/8 oz. Anna Elliott Most Fish Caught 69 total Tennis 2009 MH tennis program concluded on July 22 with a picnic and prizes and lots of games. This year we had over 170 kids total in our lessons and on our Travel Team. This year our team was the powerhouse in the league and won most it's matches. Terry Olson and our High School assistants did a great job again teaching and coaching. Our grant from USTA Northern gave us some extra equipment and training supplies for our Little's Tennis program on Thursdays. They were very impressed that we offer a "Little's" graduation on the last day for our kids so they chose us to award this grant to us. Each child will get a Littles's foam practice ball on the last day along with some other goodies to take home and use to continue playing tennis with mom and dad this summer! Golf Programs Leagues and Lessons are winding up in August. Another successful season at the Par 3. Performances in the Parks We have two more performances coming up in August. All other events in June and July were well attended. Wednesday, August 19, 6:30 — 7:30 - Mendakota Park - "Leroy's River Ministrels.". Your favorite old time and Dixieland Music and Free Root Beer! (follows the Senior Softball Game - Mendakota 5:30) Thursday, August 20, 6:30 — 8:30 — Market Square Park — Andra Suchy Band Adult Softball MH Adult softball ended their season with a playoff tournament held July 25 at Mendakota Park. Chair Shot was the 2009 Men's D League and Playoff champions, Timeout Women's team won the league and Foxes won the playoffs, For the Over 30 Men the league champs are Jerry's and Over 30 playoff champs was Lucky 13. Soccer Camp in July. MN Thunder Soccer came to Mendota Heights with a soccer camp held at Kensington Fields July 6-10 from 9 to 3:30. They had about 40 participants at camp. SUMMER PLAYHOUSE This weekly show (This year's theme was based on the children's book "Eloise') finished up the last Monday in July. Young families really enjoyed all the shows this group put on at Marie and Mendakota Parks. We look forward to having them back next year. Safety Camp August 11, 12, 13 The18th annual Safety Camp will be held August 11, 12, 13' at Kaposia Park in South St. Paul. We have many great presenters coming to camp this year. We are working with WSP and SSP Park and Rec departments and with SSP VFW to make this program run successfully. This program is for youth going into P and 4th grade. All aspects of safety are covered in the three days cumulating with a family picnic and short program following camp at 4:30 pm on Thursday. I would like to invite all our commissioners/staff to opening ceremonies at Kaposia Park in SSP (off Butler and Highway 52) They last about 1/2. hour and would love to have you in our pictures with all our kids in front of the helicopter and of course with McGruff, Sparky, and the crash dummies. Let me know if you would like to attend! Micki and Ken from MHFD and Brian from MHPD are planning to volunteer as camp leaders again. School Flyer Next school flyer for fall and winter programming will go out in schools mid September. Height Highlites should also be into homes late September listing all upcoming programs. Revtrak Online Registration Registration online with a credit or debit card will be available again for fall and winter activities. We will still take walk up registrations at City Hall with check or cash only if people are not able to register online but hope people will now register at www mendota-heights.com for all recreation programming. Youth Trips Summer Thursday Youth Trips: All of our summer youth trips were a hit and enjoyed my many of our MH youth. Most popular was to the Twins Game which we had a total of 30 kids ALL BOYS! I guess MH girls are not baseball fans??. The only trip that did not go was to Cascade bay which was cancelled because of bad weather. We have fall and winter trips planned with WSP and SSP and they will be available to register for in September. Summer Playgrounds a HIT! Our new weekly summer playgrounds program concluded in July 10 (5 weeks) and was very popular with residents! Katie our lead teacher and her staff did a wonderful job with the kids and we had many compliments and residents wanting MORE! We offered a morning session for 4 — 7 year olds and an afternoon session for 7 — 11 year olds. A total of 226 kids went through the program this summer. MinnAgua Program MH Park and Rec received some great equipment from this grant. 24 rods/reels, cases for them, tackle box full of equipment, safety kit, fishing vests and life jacket. I have attached the certificate they sent us. We used the equipment in our Summer Playgrounds fishing week at Rogers Lake and also used some of the supplies to assist kids at our fishing derby. We will keep this equipment stored to use it again each year and give kids an opportunity to get out and fish here in MH! Ora 0 Qi S: iE Lo 6117A or Y 0) m A0 C Teresa Gangelhoff rom: Cassandra Flesland [Cassandra.Flesland@dnr.state. mn.us) Sent: Thursday, August 06, 2009 1:14 PM To: Teresa Gangelhoff Subject: Pay it Forward participant Attachments: Gangelhoff.pdf Gangelhoff.pdf (462 KB) Dear Pay it Forward participant, We hope your summer is going well and that you've been keeping the lines wet on your new Pay it Forward fishing package equipment! We would love to hear how your events and programs are going and how your efforts have expanded with the use of the equipment. We want to once again say thank you for your efforts and we've attached a certificate signed by Minn -Aqua program coordinator Jenifer Matthees and Fish and Wildlife Division Director Dave Schad to remind you of your accomplishment. If you would like an actual certificate mailed to you, please provide your mailing address and we'd be happy to mail it to you. Thank you again for passing on the stewardship and heritage of fishing in Minnesota and tell us how its going. Sincerely Jenifer Matthees Minn -Aqua Program Coordinator Fish and Wildlife outreach Section Jenifer.Matthees@state.mn.us 1 City of Mendota Heights MEMORANDUM August 4, 2009 Memo to: Parks & Recreation Commission and City Administro Copy to: John Mazzitello, Director of Public Works and Jake Sedla k, t. to City Administrator From: Guy Kullander, Operations & Projects Coordinator Regarding: Retirement: from City Employment: BACKGROUND: The PERA (Public Employee Retirement Association) with approval from the State Legislature are able to offer a 'Phased Retirement Option' to qualifying employees if the City Council, at its discretion, wishes to offer the PRO to a senior employee(s) nearing retirement. This retirement option allows the employee to begin receiving full retirement payments while allowing the full time employee to remain working for the City at a reduced work effort not to exceed 50% of the normal 2080 hour work year (1044 total hours). The program's concept is to allow a senior employee to retire over a set amount of time and to pass on their knowledge and job responsibilities to new or younger co-workers. DISCUSSION: I have accepted the Phased Retirement Option and began my phased retirement as of August 1St 2009 and will be restricted to work half-time until May 15, 2010 when I reach my mandatory retirement age and my employement with the City ends. As you are aware the City does not have a "Parks" employee position. I am one of five employees who work in `Engineering Enterprise' and my direct supervisor is the Public Works Director, John Mazzitello. Our effort/work hours (with a markup foroverhead, etc.) are charged to whichever department needs our assistance (planning, code enforcement, parkprojects, streetand utilityprojects, etc.) and these departments reimburse the Engineering Enterprise from their budgets with funding derived from General/Property tax levies, special assessments levied for construction projects or from other City funds such as the Special Park Fund, etc. The Engineering Enterprise has experienced two other retirements, both permanent, effective July 31St. Retiring Senior Engineering Technician, Tom Knuth's position has been filled by Bobby Crane effective August 3`d, and Civil Engineer, Sam Kuchinka has been accepted into the Pre -Med program at the U of M. Interviews are in progress to select a new entry level Civil Engineer to replace Sam. At present there are no plans to hire a new employee to fill my position when my permanent retirement is effective in May 2010. My duties and responsibilities are to be assigned to one or both of the new Engineering Enterprise employees, given to other departments, or phased out. Until May 2010 my work efforts for the Park and Recreation Commission and the Public Works Parks maintenance area will, I believe, remain as they currently are. After May, coordination and over - site of park projects may still be the responsibility of Engineering Enterprise, but my role coordinating with the Park and Recreation Commission may be not be continued and the Assistant to the City Administrator (Jake) will coordinate Commission requests for planning or research efforts through/onto Engineering Enterprise for execution. ACTION REQUIRED: No action is required. This memo is for information only. Attachment Position Title: Operations & Projects Coordinator POSITION DESCRIPTION Position Title: Operations & Projects Coordinator Department: Engineering Accountable To: Public Works Director Pay Grade: 24 Primary Objective of Position: To perform a wide variety office and field work related to municipal engineering, park development, and facilities management. Duties and Responsibilities: ENGINEERING • Non-professional assignments involving municipal engineering work of a moderately difficult and complex operational nature in drafting, design, survey, plan review, inspection, and public service duties related to public works/engineering projects. • Project management which may include construction inspection, design, complex cost computations, specifications, review of bids, review and recommendation regarding change orders and payments, and representing the city to individuals or groups as requested. • Prepare memos and graphics of proposed projects and present to City Council and/or commissions. • Assists and/or supplies information to other city departments, contractors, outside agencies, and citizens regarding public works related as -built information, land use, zoning and planning information, and city adopted procedures, policies and processes. • Maintain map files in orderly manner and revise/update City utility, zoning, and planning maps. • Perform miscellaneous research projects in response to citizen inquiries as assigned. • Assumes other responsibilities as required. PARKS PROJECTS • Project management, which may include design, complex cost computations, specifications, bid review, inspection and recommendation to Council for bid award, change orders, and payments. • Provide technical guidance in the areas of forestry, surface water management, landscaping, site grading, and park facility maintenance. • Development of park projects where an understanding of basic concepts, principles, and techniques of park and recreational planning is required. • Review and make recommendation to Council regarding selection of consultants to assist City with park improvement projects. • Oversight and coordinate consultants assisting on City projects as required. • Provide technical assistance to overall implementation of recreation programs. • Prepare and maintain budget for parks capital improvement program and individual project budgets. • Assist other City departments with special projects coordination and analysis. FACILITIES MANAGEMENT • Provide day to day oversight of City Hall building maintenance including: janitorial services, grounds/landscape maintenance, security monitors, physical/mechanical plant operations, outsourcing of routine maintenance/repair and technical support for electrical, telephone, cablecast, plumbing systems, etc. • Directly supervise the City Hall building custodian or a contract janitorial service provider. • Develop and monitor budgets for maintenance programs and activities, and oversee the requisition of materials and supplies in a timely and cost effective manner for City Hall. • Provide supportive technical information to other city departments on new construction or repair projects under consideration. • Project management, for new construction or facility repair, to assist other city departments, which may include design, complex cost computations, specifications, consultant oversight, outsourcing, bid review, inspection, and recommendation for bid award, change orders and payments. • Perform other duties and assumes other responsibilities as required. • Provide review and oversight of residents and groups utilizing City Hall meeting rooms. • Coordinate the design, layout, and implementation of modifications to work areas at City Hall including modular workstations and storage areas. Knowledte and Skills Required: • Comprehensive knowledge of engineering, parks, and facilities management and municipal government. • Excellent oral, written and presentation skills. • Ability to maintain positive and effective working relationships and communicate effectively with consultants, other employees and the general public. • Knowledge of municipal government operations, ordinances, budgeting, and personal computer usage. Minimum Training, Experience and Education: • Minimum two years of formal training beyond high school and 5 years of equivalent experience. • Educational background in pre -engineering courses, supervisory training, facilities management or related fields. REVIEWED BY: Employee Date City Administrator Date City of Mendota Heights MEMORANDUM August 6, 2009 Memo to: Parks and Recreation Commission From: Guy Kullander, Operations & Projects Coordinator Subject: Commission 2010 Budget Recommendations BACKGROOUND: As directed by the Commission at the June, 2009 meeting I mailed copies of two memos, dated July 13th, which I prepared and distributed to City staff members working on the Draft 2010 City Budget (memos attached). DISCUSSION: I was allowed to attend a meeting with the City Administrator and Department Heads where various line items submitted for the Draft 2010 Budget were discussed. Direction from the City Council was not to increase the 2010 Budget by more then 3% above the 2009 Budget (similar direction as was given in 2008 for the 2009 budget). State withholding of aid and credits to cities have also reduced revenue the City has relied on in prior years. Many essential City services that can not be curtailed (Police, Fire, etc.) see yearly increases due to inflation - to achieve or maintain "not to exceed" 3% increases Department Heads have to consider cutting or deferring non-essential services and maintenance to achieve the `budget number' desired by the City Council. Several park maintenance funding line items placed in the Draft 2010 Budget have been reduced from 2009 budget levels such as eradication of invasive plants, trail maintenance, planning, and others. Often maintaining the same dollar amount as in 2009 is actually a decrease of funding for some line items. City Council will be holding a "Budget Workshop" on August 25th to review the Draft 2010 Budget prepared by City staff. If the Council desires to add items to the budget or increase funding for particular line items they will identify the source of additional funding required (levy/budget increase) or reduce spending curtailing funding proposed in the draft budget if they wish to "not to exceed" a 3% increase over 2009 spending. RECOMMENDATION: None, this memo is for information only. July 13, 2009 Memo to: Kristen Schabacker, Finance Director; Kathleen Swanson, City Clerk; James Danielson, City Administrator John Mazzitello, Director of Public Works i\Ou Jack Sedlacek, Assistant to the City Administrator From: Guy Kullander, Operations & Projects Coordinator Subject: Recommendation from the Parks and Recreation Commission for Capital Improvement Projects in Budget Year 2010 The Parks and Recreation Commission recommended construction of the following capital improvements be included in the 2010 City Budget subject to final approval and bid award by the City Council. 1. Mendakota Park: Add 2 to 5 year old age appropriate play structure and other amenities to existing playground area. Estimate Working Budget = $52,000.00 This improvement would be located in the easterly one-third of the existing playground area, within the existing concrete edge curbing. Existing components would be removed along with the rubberized resilient surfacing. Other 2 to 5 year old amenities would be installed on the grassy knoll and in the current sandbox area. This improvement could be constructed for approximately $37,000 utilizing pea rock as a "temporary" surfacing material. Americans with Disability Act and Consumer Product Safety Guidelines requires that 50% of all play components be ADA compliant. Pea rock would only be acceptable as a "temporary" surfacing if the City's future intention was to remove all pea rock and replace it with engineered wood fiber or a rubberized resilient surfacing when removal and replacement of the remaining 10 to 19 year old components (2/3 of area) was required. Installing the rubberized surfacing under the new 2 to 5 year old structure now ($15,000) would give the City more flexibility in the future. Currently the playground meets ADA requirements - although the 5 to 12 year components are also 19 years old, they are in good condition and may last many more years. It may be necessary to replace one or two elements in the next fee years that become worn out, but continuing the uses of existing pea rock, the replacement components would not "trigger' need to replace the surfacing here with ADA compliant accessible surfacing throughout the entire playground. Recommendation: Install 2 to 5 year old components with rubberized surfacing @ $52,000.00 2 Replace ball field backstop in Friendly Hills Park: Estimate Working Budget = $26,000.00 This improvement requires the removal of the existing backstop, minor regarding, installation of a small section of retaining wall, concrete mow strip under backstop fencing, extension of concrete pad under player's benches and new backstop with overhead safety netting. The Mendota Heights Athletic Association requested that this backstop be equipped with overhead safety netting so that the field could also be used for youth baseball (this field is not suitable for outfield fencing due to seasonal use for youth soccer and ice skating). 3 Landscape materials at Friendly Hills Park playground: Estimate Working Budget = $ 3,000.00 Approximately three-quarters of this playground was reconstructed in spring 2009. Old border edging, pea rock surfacing, and two-thirds of the 19 year old play components were removed. New borders (made of recycled materials) were installed; new play components, swings relocated and ADA compliant engineered wood fiber surfacing installed. To mitigate hard to maintain slope areas between the play components and swing areas "planter boxes" were created with the new border edging. Unfortunately, funding for landscape materials in these two planters was not included in the original budget request. I received estimates of $2,600 (evergreen shrubs - no acceptable) to $4,000 for installation of plant materials, soil, mulch, and maintenance warranty. A suitable design utilizing native plant materials, hardy, non- hazardous to children, presenting seasonal color and texture, installed would be around $3,000.00. Funding for Park Planning: Estimated Working Budget = $20,000.00 In addition, the Parks and Recreation Commission also request that funding in the amount of $20,000.00 be included in the Public Works Parks Maintenance 2010 Budget for preparation and development of a "Valley Park Restoration and Management Plan" (similar to the Pilot Knob Management Plan). Valley Park contains many unique ecologically significant plant species that are becoming overwhelmed by invasive plants. Control and removal of invasive plants now, with a ten year restoration and management plan, could preserve and enhance this park for current and future residents. Located within the protected Mississippi River Corridor, adjacent to future Lilydale Regional Park, connected to the Big Rivers Regional Trail and North Urban Regional Trail and unique plant species makes this park, this project a very good `candidate' for State and local grant opportunities. Development of a plan could be completed by May/June 2010 leaving adequate time to apply for qualifying grant and funding opportunities to begin restoration work in 2011. Great River Greening submitted a proposal for development of such a plan at a proposed cost of $19,500.00. 11A Copy to: Parks and Recreation Commission July 13, 2009 Memo to: John Mazzitello, Director of Public Works Tom Olund, Public Works Supervisor % ov%&A From: Guy Kullander, Operations & Projects Coordinator 1\\OX Subject: 2010 Parks Budget Recommendations: Public Works - Parks - Dept. 70 - Maintenance - Maintenance 4330-215 Park Maintenance 1 Repair/replacement of park play equipment Existing Budget $6,000 Recommend $11,000 Increase budget by $5,000 in 2010 for replacement of Engineered Wood Fiber Safety Surfacing in Hagstrom-King Park (Removal of existing and installation efforts by PW) Note. Strongly recommend that this amount be included in future budgets for similar work at other park playgrounds. Engineered wood fiber needs to be replaced every 6 to 7 years - and enhanced, as needed, e very other year. At present nine (9) play areas utilize the ADA handicap accessible Engineered Wood Fiber Safety Surfacing 2 Maintain patch and overlay trails Existing Budget $45,000 Recommend $45,000 3. Tennis & basketball court maintenance Existing Budget $ 13,000 Recommend $20,000 Increase budget by $ 7,000 to resurface one double -tennis court @ $12,000 and crack seal and surface repairs at 3 other double -courts, Skate Park and basketball court at Mendakota. Note. All courts will be 37 or 39 years old. Resurfacing removes court play surface (colored) and leveling coats "down to"original asphalt surface. This operation should be done every 4 to 7years (depending on conditions) along with yearly crack and color coat repair and refreshing striping as necessary. Adding 'Sports Tile' type surface is $40 to $55, 000 option - 10 plus year/wear expected. 4 Historic Pilot Knob Management & Restoration Existing Budget $25,500 Recommend $50,000 Note.- 2008 and 2009 Budgets did not include funding for work efforts and costs for the 15 acre Phase 2 parcel acquired by the City in January of2008 - resulting in "over spending" this line item in both years. Increase budget by $24,500: Proposed increase is for combined management and restoration efforts for both Phase 1 and Phase 2 parcels (12 year plan). Early years of restoration efforts (5/6) require greater capital expenditures - Great River Greening (admin, fundraising, restoration effort, volunteer events, and construction) @ $40,000; Engineering staff effort @ $6,000 plus supplies, materials and outside contractor's effort in support of restoration efforts @ $4,000. 5 Eradicate invasive plant species: Existing Budget $17,000 Recommend $10,000 Decrease budget by $7,000 _Only if 1. Management & Restoration Study for valley Park is approved 2. Removal of buckthorn from City owned storm pond parcels is funded from Storm Utility Fund ($2, 000 effort) 6 Roger's Lake aerator operation & maintenance Existing Budget $2,500 Recommend $1,000 Decrease of $1,500 is possible because Electric Service is accounted for in Line Item 4211 - Electric consumption. (Note: Jan to Mar 2008 electric cost $1,600 and in Jan to Mar 2009 $1,550) Public Works - Parks - Dept. 70 - Maintenance - Maintenance 4220 Professional Fees Increase budget by $16,000 Existing budget $14,000 Recommend $ 30,000 1 Contract for "Restoration & Management Plan for Valley Park (a) $ZU.000 Final product - management plan similar to that created for Pilot Knob Management Plan to describe re$toration and management,of site for a minimum of 10 years (see attached proposal). Decrease in staff hours cgmlliiedo Pyr 4 recreation Commission and other staff assistance to coordinate routine day jo day parii/residont issUPS. City of Mendota Heights ►,►�rel � � August 6, 2009 Memo to: Parks and Recreation Commission From: Guy Kullander, Operations & Projects Coordinator Subject: 2010 Projects -Site Visit(s) by Park Commission BACKGROUND: Commission Chair Paul Portz suggested the Commission visit the site of potential 2010 projects as was done to the Pilot Knob site last in June to refresh commissioner's understanding of the restoration efforts and work progress. DISCUSSION: Two of the projects recommended by the Parks and Recreation Commission for inclusion in the Draft 2010 City Budget would be good candidates for an informational site visit. 1. Mendakota Park partial reconstruction of approximately one-third of the playground area to add a dedicated play structure and other amenities for 2 to 5 year old age children. 2. Valley Park Restoration and Management planning effort. RECOMMENDATION: City Council, at their August 25`h, 2009 budget workshop will in all likelihood arrive at a `Final Draft 2010 City Budget'. If the commission desires a site visit to one or both of the above "future" project areas they should select one site to visit prior to the September meeting. I would recommend visiting Mendakota Park prior to the September meeting because of the two projects listed this one utilizes the Special Park Fund and least affects the 2010 Budget, whereas the other project would be totally funded from General/Levy taxes. ACTION REQUIRED: If the commission desires a site visit, direct staff to place this item first - prior to the regular September Park Commission meeting and request City Council to authorize a "later meeting start time" at City Hall for the remainder of the September meeting. 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'v, C `n '� LO. ,Cl ^O 0 W Q" ° "L. m "En VIC PC V W •� p° W W .0 V�je1. q tO �' �b o on o n d ebb 6/i r%y00, o�i� � L w u:zen ol .' y1:3 N .�► O 00 .� N o io C. i°. .cu f/1 V ,� N 0 U ,� N y O M ..4. t- cfja,oo A "�z z� 0 L A s a d do o w •a � 4.-4 ca ["'o �a o i t� �,, A H a' ° s. ° W .c Z °A .s .� 0 3 O c N o H Q u •o �, 0 r. u b A '�' Z2 H a. 0 +' OQ Cry •L. 0 � 0 1r _ o N ., C o _ �o In M 0 42 tB L F �=� u �°^cyf�Uv� w o Z v CITY OF MENDOTA HEIGHTS MEMO DATE: August 11, 2009 TO: Parks and Recreation Commission FROM: Jake Sedlacek, Assistant to the City Administrate^S SUBJECT: Par 3 Update, July 2009 Discussion The Mendota Heights Par 3 Golf Course was open for business every day in July. While there were no rain.days, July of 2009 was one of the coldest July's on record, our number of rounds reflects this fact. There were 2,636 walls -up rounds of golf for July 2009, compared to 2,824 in 2008. Attached you will find the rounds analysis for 2008, 2009. Par 3 July Pro Forma Course revenues for 2009 have outpaced expenditures, staff will present a pro forma for the year to date at the Parks and Recreation meeting. The only significant expenditures in the month include the replacement of the rough mower, at a total cost of $12,000 (budgeted at 11,000) and required maintenance on the fairway mower, estimated at $1,400. The Greens committee has reviewed the improvements budget for 2010, a copy of their recommendation will be provided at the Parks and Recreation meeting. Operations Update Maintenance — The course is in great playing condition — turf, greens and traps are all improved over last year, staff has received several compliments on the condition of the course. The landscaping project by the clubhouse went dormant over the summer, but has been revitalized, the Greens committee is procuring quotes to have the project installed, it should be planted well within the fall planting season. 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Duties include but not limited to: Creating, maintaining and updating Par 3 Accounting System Generating Registration Reports Entering transactions/sales into Par 3 System Generating Par 3 Sales/Revenue Reports Counting and Recording Cash/Check Receipts/Deposits Making Deposits/Bank Coding all Golf Registrations for Receipt Breaking out "Pay our City" payments; figuring/verifying taxes & online fees Fielding questions and processing registrations Entering Par 3 Receipts into City Accounting System Breaking out Par 3 costs/budget codes I hope this helps .... let me know if you have any questions. In addition, I do believe Pam handles many of the registrations and inputs them into the system. Have a good day :) Sandie SANDIE THONE City of Mendota Heights 651.452.1850 Fax: 651.452.8940 -----Original Message ----- From: Jake Sedlacek Sent: Tuesday, August 11, 2009 8:21 AM To: Sandie Thone; Sharon Hinze Subject: Par 3 Hey Sandy and Sharon: Parks and Rec Comm is meeting tonight, and are likely to talk about admin costs. Could each of you reply with an estimate of time you spend on the Par 3, and what activities that entails? Thanks so much! Jake. Sent from my BlackBerry device.