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2008-02-12 Parks and Rec Comm Agenda Packet
CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA AGENDA PARKS AND RECREATION COMMISSION Tuesday, February 12, 2008 - 6:30 P.M. City Council Chambers 1. Call to Order 2. Roll Call 3. Introduction of New Commissioners 4. Election of Chair and Vice -Chair 5. Approval of November 13, 2007, Minutes 6. Recreation Programmers Report (Available Tuesday) 7. Open House - Hagstrom-King Park Ballfield Fencing 8. Updates 1. Pilot Knob 2. "You Are Here" Signage 3. Tennis Courts 4. Roger's Lake Park Playground 5. New Lacrosse/Soccer/Football Field in Friendly Marsh Park 6. Trail Construction on Dodd Road and/or Highway 13 7. Annual Trail Maintenance and Repairs 8. Update Data in the 1985 Parks & Recreation Facility Needs Study 9. Eradication of Invasive Plants from City Parks 10. Dakota County Community Development Block Grant 9. Dakota County Park System Plan 10. Field Use Requests - 2008 11. Par 3 Update 12. Commission Comments 13. Adjourn Auxiliary aids for persons 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. Draft CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING November 13, 2007 The November 2007 meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, November 13, 2007, in the City Council Chambers at City Hall, 1101 Victoria Curve. The meeting was called to order at 6:30 P.M. The following Commissioners were present: Chair Richard Spicer, Commissioners Tom Kraus, Paul Portz, Raymond Morris and Missy Hicky. Absent was Commissioner Larry Craighead. City Staff present were; Guy Kullander, Operations and Projects Coordinator, Jake Sedlacek, Assistant to the City Administrator, and Nancy Bauer, Recording Secretary. City Staff absent was Teresa Gangelhoff, Recreation Programmer. MINUTES: A motion to approve the October 9, 2007, minutes was made by Commissioner Morris and seconded by Commissioner Portz. AYES 5 NAYS 0 Chair Spicer reported that Recreation Programmer Teresa Gangaelhoff is working on a holiday brochure to take to schools. There is bowling and a movie on December 27th. There are new holiday programs with the cities of West St. Paul and South St. Paul. Gymnastic classes start on January 12th. There are 25 children in cheerleading for ages 4 and up. The second session starts on February 4th. Learn to skate registrations are now being taken at City Hall. There are 55+ programs with the cities of South St. Paul and Inver Grove Heights. The NURT trail constructed by Dakota County is done along Highway 110 and looks nice. Mr. Kullander responded most of the trail work is done. City crews will plow and maintain this new segment. Chair Spicer continued with the Park Report saying that the ice rinks will be open soon, weather permitting. The plan is to open the rinks on December 151H COUNCIL ACTION Chair Spicer reported that the City Council approved the playground equipment replacement at Rogers Lake Park. He asked if the Parks and Recreation funding recommendation of $5,000 Page - 1 11/13/07 Draft from the Park Maintenance Budget, $26,500 from Special Park Fund and $26,500 from the Cell Tower Fund was approved. Mr. Kullander responded that the City Council approved the Parks and Recreation Commission's recommendation. Chair Spicer said that the Parks and Recreation Commission recommended a backstop and outfield fencing at Hagstrom-King Park and City Council approved the concept plan. Council wants to get a bid for the fence for a fence fabric in either galvanized or clad. Mr. Kullander responded that the City Council approved the concept of the plan at Hagstrom- King Park, but would like the Parks and Recreation Commission to invite the neighbors to an information open house for input in February. One resident voiced an opinion that they did not want to look at an ugly fence and Council wanted their input into the type of fence it would be whether it is galvanized, green clad or a black clad fence. The price would be the about the same for any of the fence types. Chair Spicer asked if the funding was approved for 50% out of Special Park Funds and 50% out of Cell Tower Funds. Mr. Kullander responded the plan was approved in concept. Once there are firm figures and public input the plan would be taken back to the City Council with the Parks and Recreation Commission recommendation for funding for consideration. Chair Spicer reported that the Friendly Marsh Park field is a little premature because there are other improvements planned in the area. Mr. Kullander responded that Mendota Shopping Center is looking to make improvements and the issues haven't been ironed out yet. It is being looking at to find another access point for the Friendly Marsh Park with any new improvements. Chair Spicer asked if a motion was needed to hold the open house in February for the Rogers Lake Park and Hagstrom-King Park improvements. Mr. Kullander responded no, that the Commission should direct staff to hold the open house. They should also direct staff to send out notices and publicize the open house inviting residents to attend for their input. Chair Spicer asked the other Commissioners if they objected to holding the open house in February. All other Commissioners were in agreement. "YOU ARE HERE" PARK SIGNS Chair Spicer asked the other Commissioners if they looked at the "You are Here" sign displayed outside of City Hall. Chair Spicer commented that the sign looked really nice. Page - 2 11/13/07 Draft Commissioner Portz commented that it looked nice. Chair Spicer thanked Mr. Kullander for having the sign made up and that it looks terrific. Mr. Kullander said he needed authorization from the Parks and Recreation Commission to approve the sign design, and to ask City Council to approve an expenditure of $6,000 from the Special Park Fund to purchase the materials, and direct Public Works staff to assemble the signs in the winter months during their down time. Mr. Kullander estimates that 11 to 14 signs could be made with a budget of $6,000.00. Chair Spicer asked how many signs would be needed. Mr. Kullander responded that a total would be 20-25 for all the parks and trail systems. Mendakota Park is a large park and the trail on Highway 13 and Wachtler would be a good place for a trail map. Over the next year sites would be picked and approved by the Commission as to where to put the signs and in future years ask for additional funding to make and install more signs. Commissioner Morris made a motion to approve the design of the sign and approve the expenditure of up to $6,000 from the Special Park Fund to make the signs. Commissioner Kraus seconded the motion. AYES: 5 NAYS: 0 Chair Spicer said that the quality of the signs is in keeping with what the Parks and Recreation Commission has done throughout the parks. It is a very high quality sign. Mr. Kullander reported that Parks staff Terry Blum and John Boland designed the sign and assembled the sign. PILOT KNOB PHASE 2 — MANAGEMENT AND RESTORATION PLAN Wiley Buck, the Restoration Ecologist of Great River Greening, presented a photo from a Seth Eastman painting that shows the Pilot Knob site in 1845. The painting helps show the soils and land survey of what was in the area at the time of the painting. Phase 2 area will be done in three separate blocks. It is preferred to do it this way because of the invasive species on the site. Communities included in the second phase are Mesic Prairie, Snag (wildlife tree), dry prairie, and Oak Savanna. Phase 2 is in better shape than Phase 1 because invasive species are not as wide spread and slopes are not as steep. There are a lot of invasive species on the south side of the site though. It is recommended that a couple of areas be off limits for a couple of years because seeds could be spread by people from the invasive species (spotted knapweed). Mr. Todd Rexine of Great River Greening showed the trails and overlooks planned in the Pilot Knob 2 site. Page - 3 11/13/07 Draft Chair Spicer asked about the trails that meet in the parking area — how would they be affected if areas are closed off in the first three years. Mr. Rexine responded that the parking area would be moved temporarily and the trail system would be focused on in Phase 1. Chair Spicer asked if the two trails in the south would not be constructed for the first three years. Mr. Rexine responded that was correct. The gathering area falls in the knapweed area that needs to be eradicated. A temporary space has been planned for a gathering area on the east side of the wooded area. Chair Spicer asked what was proposed to keep people out of certain area. Mr. Buck responded that fencing would be put up. Mr. Rexine said ideas for a parking lot three years down the road would be at the corner of Acacia Drive and Pilot Knob Road and allow for a port -a -potty and six car parking. Larger boulders and stones would be used so vehicles could not drive off road. A gate would be put up at the north end of Pilot Knob Road to cut access off for vehicles. The trail system would be 4' wide with small boulders along the edge to push water off the trail. Potential designs for overlooks were shown. One is a sitting area with seven stones as in Phase 1 overlooking the river valley. The colored stones overlook to the north would be used at the Highway 55 overlook. The Garden Overlook would be in the middle of site. Both the colored stones and garden overlook would be representing the colors of the Mdewakanton colors of the shield for north, south east and west. Commissioner Portz asked about emergency vehicles mentioned in the report. Mr. Kullander said there would not be a road, but an access way for a medical emergency, etc. Commissioner Portz said it was a good report and asked if a field trip could be planned to the site which would be educational and interesting. Mr. Kullander responded he could forward literature to him to contact Great River Greening. Also, volunteers are needed to help at the site. Commissioner Portz asked that the Commission be kept informed of volunteer opportunities so the Commission could help. Commissioner Kraus asked when the site would be open to the public. Mr. Kullander responded that the site technically would be open to the public immediately for people to walk the site except for certain areas where invasive species are being removed. Page - 4 11/13/07 Draft Commissioner Kraus asked when the trails would be put in. Mr. Rexine responded that the gravel trails would be put in next year. Mr. Kullander responded that once the trail was in it would connect to the Great River Trail along Highway 13. Commissioner Kraus asked how soon signs would be put up and if signage would evolve over time to keep people out of certain places. Mr. Kullander responded that signs would be put in almost immediately to identify the site. Other signs would be put in for information and tell people what is happening on the site. Commissioner Morris said that the signs need to be checked regularly to make sure they aren't ripped downed or defaced. Mr. Kullander responded that Public Works will oversee the signs to make sure they aren't removed or vandalized. Commissioner Kraus suggested it would be helpful to put information on the city website to tell the public what is happening on the site. Commissioner Morris said that was an excellent idea. The plan should be put on the website. Mr. Kullander responded once the City Council has approved the plan it would be easy to put it on the website. Mr.'Jim Anderson cultural liaison for the Mendota Dakota Community said that the four different colored stones proposed in one of the overlooks represent the colors of man. Ms. Gail Lewellon, Pilot Knob Preservation Association, wanted to compliment City staff and the people from Great River Greening for putting together a great plan that it is true to the history of the area. There are private homes on Valencour that are concerned about the activities on the property that might impact her property. Will there be a vegetative screen to separate the public property from the private property? Commissioner Morris asked what her particular concern was. Ms. Lewellon responded that the homeowner would be at the City Council to address the issue. One of the concerns was activities that would be unregulated such as young people drinking on the site. Mr. Buck responded that the vegetative screening there now is a lower quality natural area and would be hard to restore. It is a low priority to convert those screens. It would not have a negative impact on the community to leave the screen in place until some oaks get growing and then the lower quality plants could be removed. Page - 5 11/13/07 Draft Commissioner Portz asked what is happening to the families in the homes that are being removed. Mr. Kullander responded that the two houses are owned by Acacia Cemetery and are caretakers of the property and were allowed to live in them. Rudy and his wife in the house to the north has moved into a town home in Eagan and is not sure what is happening to the people in the other house. Commissioner Portz made a motion to approve the plan and forward it to City Council. Commissioner Hicky seconded the motion. Commissioner Kraus said he is excited about the plan and that it is good. People 30 years from now will realize what a treasure they have in the oak savanna. Mr. Buck said it has been an exciting project to work on. It has been wonderful to work with the City and it has been made easier because the Commission, City Council and Staff understood that the restoration work is a long term process. AYES: 5 NAYS: 0 PAR 3 CASH FLOW WORKSHEET Mr. Sedlacek reported that October is a losing month for golf. In October 2007 the net expenditure over revenue was $8,238.82. There were two big expenditures in October. They were property taxes ($3,305.16) and insurance ($2,843.00) for a total of $6,148.16. Property taxes will not be a factor in the future because it is publicly owned land. Year to date green fees is $62,031.52 compared to last year at $55,159.44 for the same period. We took some hits this year because the City of Eagan did not publicize the golf course in their recreation programs because they did not know if the Par 3 would be open. Figures are ahead of what was anticipated. There are two expenses that will come up in November. One is Guy's time spent on projects for the golf course and some maintenance issues. The Community Development Block Grant funds are available to help get the club house up to ADA accessibility. The clubhouse was built in 1961 and is not ADA accessible. Commissioner Morris asked if it was a matching grant or an outright grant. Mr. Sedlacek reported that it was an outright grant. Commissioner Portz said that the property taxes were shown under the miscellaneous column and should be reported as property taxes. Commissioner Kraus asked if the insurance payments would be spread out over the 12 months next year. Page - 6 11/13/07 Draft Mr. Sedlacek said they would be. Commissioner Morris asked about the difference in the recreation programs in 2006 compared to 2007. Mr. Sedlacek said it was because Eagan did not advertise the programs in their recreation brochure. Some business was lost when Eagan residents didn't sign up for any recreation programs. DRAFT PAR 3 ANNUAL REPORT Mr. Sedlacek presented the draft Par 3 annual report. He is open to any feedback regarding the report. Commissioner Morris asked if offering a season pass to people who use the golf course frequently would be a good idea. Mr. Sedlacek responded that they have been offered in the past. That is something that needs to be looked at. Commissioner Morris said he could see giving people a break that use the golf course a lot. Chair Spicer remarked that other cities and county courses offer passes for individuals and for families. It is a smart idea. Commissioner Morris said he liked the idea of family passes. Mr. Sedlacek said a discussion would be needed for fee structures and what do we want to offer for packages to get people to golf at the Par 3. Chair Spicer said passes are a smart idea it guarantees revenue. There could also be junior rates, senior rates, there are a lot of things to talk about. Mr. Sedlacek reported that in the annual report it states that the Par 3 is a publicly owned facility supported by its own revenue stream. It is expected to pay its own way. The Par 3 will not take tax dollars. It is overseen by the Assistant to the City Administrator. A part-time Golf Course Manager oversees the day-to-day operations. It is fully staffed by a part-time staff some who work only 2 hours a week or work 20 hours a week. It is not a large organization. Commissioner Portz said a lot of the part-time staff are retired people, they do a real good job with the kids and add to the uniqueness of the golf course. Mr. Sedlacek reported that there were 15,000 rounds of golf played in 2007, which is low. There is plenty of open time to bump up those numbers. 60% were open golf, 20% were parks and recreation leagues (junior leagues), and 20% were adult evening leagues. More money is made from leagues. We don't have past data on golfers right now, but have it on paper that needs to be Page - 7 11/13/07 Draft gone through. We need to decide who we want to cater to, how can we increase our profits and keep it as it has been. We started with $69,234.43 from the referendum for capital improvements. One of the first purchases was a utility cart. St. Paul Water has not invoiced us for tapping into the water yet. A total of $58,868.75 was spent in 2007. Expenses in 2008 are anticipated to be reduced. One of the items to purchase in 2008 is a rough mower. The next potential big project is the clubhouse. Do we want to address the roof, siding, air conditioning windows and doors. It was a good year for 2007 and slightly exceeding the estimated profit. In 2008 we need to address how do we improve the quality of play and building the customer base. With the right mix of staff the customer base can be bumped up. Commissioner Morris said it would be nice to have a separate website for the Par 3 golf course with the annual report, how to reserve tee times and the hours. Chair Spicer commented that other golf courses have a "greens committee" to decide golf course improvements and future improvements for a long range plan. There was a Parks and Recreation Commissioner 10 or 12 years ago who wanted to put in a cross country ski trail at the golf course. Mr. Kullander responded that there were signs made to put up for the cross country ski trail and there was not a lot of snow that year and the idea fell away. Then the owners decided to sell the course. Chair Spicer commented that he remembered that the Par 3 trail would be connected with the Valley Park trail and the County had a machine we could borrow. A suggestion would be to use the property in the winter as a cross country ski trail. Mr. Kullander responded that it would be looked at again. Chair Spicer reported that there are tournament committees for golf courses also. One way to generate revenue would be to plan senior tournaments, junior tournaments, or monthly scramble tournaments. This would get people to the golf course. Mr. Sedlacek reported that he handed out some draft policies that he and Commissioner Portz have been working for the Par 3 golf course. They are the Financial Statement Policy which is for how the City handles the money that comes in from the golf course and Cash Management Procedure that would be handed off to employees. These are written polices for how things are done. I would like you to read them over and offer any feedback. Chair Spicer said it is good to have things in writing and having public policies. Commissioner Portz said on the Financial Statement Policy that on the indented circle under direct expenses he would like the following sentence added at the end of the paragraph "These expenses will be at normal rates". Commissioner Morris said the website could ask for ideas for winter uses of the golf course. The financial statement could be put on the website also. Page - 8 11/13/07 Draft Commissioner Kraus agreed that a website should be set up from a full disclosure prospective and from a promotional prospective. Chair Spicer said that Mr. Sedlacek did a good job. Commissioner Portz said it's been a good quarter. Commissioner Morris agreed as did Commissioner Kraus. COMMISSIONER COMMENTS There were none. Commissioner Hicky made a motion to adjourn the meeting. Commissioner Morris seconded the motion. AYES 5 NAYS 0 Meeting adjourned at 7:46 P.M. Page - 9 11/13/07 CITY OF MENDOTA HEIGHTS AWLS : _ I 11 iii l Date: MARCH 8, 2007 To: PARKS AND RECREATION COMMISSION From: TERESA GANGELHOFF RE: FEBRUARY PARK AND RECREATION REPORT Safety Camp Plans are in place for the16t" annual Safety Camp to be held August 12, 13, and 14th at Kaposia Park in South St. Paul. I will be meeting again with WSP and SSP Park and Rec departments and with SSP VFW to finalize this years plan. Micki and Ken from MHFD and Mario and Brian from MHPD are planning to volunteer as camp leaders again. We had 7 members and their kids volunteer from MHPD along with several MH staff -Nancy Bauer, Barb Kasal, Becky Pentel, Cathy lago and Kim Henning and myself that worked at the SSP VFW Fish Fry, setting up and bussing tables on Friday, February 1St . It was a great turnout and I appreciate all their hard work. The VFW asks us each year to lend a hand since they are sponsors of our Safety Camp. Tennis Our instructor Tim Garvey and I have gone over plans for this year's tennis program, we hope to continue the same classes implementing a new teaching program from USTA call "Quick Start". We hope to try to increase the numbers in a few of the classes this year. We have also applied to the USTA for a Tennis Block Party to be held with our park celebration (as we have had the past 4 years). We hope to continue to "GROW TENNIS" in our community again this summer. Ice Rinks The ice rinks are going great! We had closed on for a few days in Jan. and 2 days in Feb. when temps hit below 0. Terry and his crew have been flooding still and hope to keep the season going as long as the weather cooperates. I will have a final report on rink usage after the rinks have closed for the season. Here are our numbers so far this year for the first 47 days, opening on 12/15/07 (closed 11 days this season) Friendly Hills Hockey= 1414 Pleasure rink= 253 Marie Hockey= 1644 Pleasure rink= 551 Wentworth Hockey=1189 Pleasure rink= 369 Ice Skatina Lessons Our skating lessons were held on Saturdays through February 9U' at the Friendly Hills Rink. The cost this year was $32.00 and we ran 5 classes totaling 39 children from 3 to 12 years old. Parents comment on the great job Becca our instructor does with the kids and I think we are one of the last "Outdoor" lessons left in the area! Program Brochure and School Flyers The summer recreation events are already to go to print in the upcoming February edition of the Heights Highlights which should be in home by next mid February. The information will go out again in May. A spring and summer brochure will go home with school children in mid March that I am presently working on. It will also include our spring break activities and one again with complete summer programming in May. Registrations for all summer programs are open. Youth Trips Spring break trips are in place and we are taking registrations for them. We plan to go to Grand Slam/Rollerskating on March 18 and to the Water Park of America on Wed. March 19. This trip was a sold out success last spring break so I recommend everyone sign up very early for this trip! I have met with WSP and SSP and we have our summer trips are in place and will be listed in the upcoming Heights Highlites and school flyer brochure. Cheerleading Cheerleading was moved to SSP Kaposia School Gym this February. We did not have enough kids this session to hold our own program. Next fall I hope to put our own program together instead of using at outside company. I hope to work out a program with the cheerleaders and dance teams at Henry Sibley High School and run a clinic. Gymnastics This class is held Saturday mornings for boys and girls 3 yrs. and up. We have a winter session that started Jan 12 for 6 weeks. This program has become very popular and many children are following all the levels through the program. Park Celebration The Park Celebration is planned for June 7. 1 am currently securing all the activities for the day. I am going to have it run from noon to 3 pm at Mendakota. Letters were mailed out to all Mendota Heights Businesses and past sponsors on Feb. 12. MHFD may be adding a street dance in the evening, more info next month. Cliff Timm Memorial Fishina Derb Plans for the derby are in place and will be held Wednesday, July 16 at Rogers Lake. Registrations will start as soon as the Heights Highlites is delivered to MH homes in February. I am hoping Dick and Lary will help again this year with weighing and measuring the fish since they are such pros at it and do a great job! Hooked on Fishing International program has ceased this year so I am trying to secure some other sponsors along with sending a letter to Cliff Timm's trust to help out again. Summer Playhouse (formerly called Imagination Station) We will again have the Summer Playhouse perform for us on Mondays at Marie and Friendly Hills Park for six weeks. Start date TBD (June) Performances in the Parks All performances are set and will reach a variety of age groups throughout the summer and many will co -inside with many of our summer events. The complete list will be in the next edition of the HH. Golf Our plans are to hold golf leagues, lessons and camps again at the Par 3. Camps were so popular last year we have added several more this summer. Softball I am planning for the same Tuesday and Thursday leagues. Men's D and Women's D on Tuesday and Men's over 30 league on Thursdays. The Thursday Men's and Tuesday Women's leagues are filled, we have 1 opening left on our Men's D league on Tuesday. Skateboard Camp in Auaust I am planning to hold another Skateboard camp put on by 3`d Lair. They will come and run the camp for me. We had a good response last year so we are going to hold another summer camp that will run July 26 and August 1. Generations Tea We will hold our first annual Tea inviting all Mothers, grandmas, nieces, sisters, daughters and aunts to a tea at TPAC in WSP Senior Center. We will have entertainment, tea and finger food! Only $6.00. BYOTC=Bring your own tea cup! City of Mendota Heights MEMORANDUM February 5, 2008 Memo to: Parks and Recreation Commission and Jake Sedlacek From: Guy Kullander, Operations & Projects Coordinator 'le Subject: Open House" - Hagstron-King Park Ballfield Fencing BACKGROUND: Last October the City Council accepted the Commission's recommendation to install outfield fencing in Hagstrom-Kind Park (see attached memo dated October 11, 2007) and to upgrade the backstop with addition of safety netting over the home plate area to prevent foul tipped balls from becoming potential safety risks when they landed or rolled onto the traffic lanes of Mendota Heights Road. Estimated costs for this project are $34,000.00 with a funding recommendation from the Commission of 50% from the Special Park Fund and 50% from the Cell Tower Revenue fund. In January 2007 residents in the vicinity of Hagstrom-King Park were invited to a Commission "Open House" held in February 2007 to discuss planned improvements to this park (see attachednotice mailed to residents in 2007). No one appeared at the February 2007 meeting, nor did staff receive any communications, from the neighborhood regarding this project. Through a City Council member, staff and the Commission were made aware that one or more homeowners living easterly of the ballfield expressed concern over the location and the appearance of the outfield fencing material. DISCUSSION: To allow homeowners living adjacent to this park to comment on the project as presented to the City Council for funding approval, the Commission directed staff to invite residents (see attached notice dated February e, 2008)to an "Informational Open House" to be held at the regular February meeting of the Commission (invitations were sent to 97homes). RECOMMENDATION: Allow residents invited to attend tonight's meeting to discuss the proposed safety improvements at this park. ACTION REQUIRED: If the Commission desires to proceed with improvements at this park in 2008 make a recommendation to City Council. Attachments: 1. Council memo dated October 11, 2007 2. Letter to residents dated January 26, 2007 3. L etter to residents dated February 1, 2008 with attached aerial photos and field graphic 4. City Council memo dated January 10, 2007- "Concept Approval... Hagstrom-King Park... " 5. Commission memo dated February 6, 2007- "Open House ... Hagstrom-King Park' City of Mendota Heights MEMORANDUM October 11, 2007 Memo to: Mayor, City Council and City Administrator From: Guy Kullander, Operations & Projects Coordinator Subject: Hagstrom-King Park - 2008 Fencing Improvements BACKGROUND: Last year the Mendota Heights Athletic Association requested the Parks and Recreation Commission install outfield fencing and add protective overhead nets to the backstop in Hagstrom- King Park. Following a multi -month effort evaluating over one hundred requested park improvement projects from a variety of sources the Parks and Recreation Commission compile a list of thirty-seven park and trail improvement projects to be constructed over a five year period (Parks Five Year2008 to 2012 Capita/ Improvement Plan"- acknowledged by City Council in June 2007). DISCUSSION: The work elements required to meet this request are; (1) replacement of the existing backstop with overhead protective netting ($11,000); and (2) installation of eight -foot high outfield fence with fifteen foot wide ag-line safety warning track ($20,000). Total estimated working budget for this project is $34,000.00 including 10% contingency. RECOMMENDATION: The Parks and Recreation Commission voting (5-0) recommend the City Council direct staff to prepare plans, specifications, and contract documents and to seek competitive bids for spring 2008 construction of this project. The Commission recommends that the funding costs for this project be split 50% from the Special Park Fund and 50% from the Cell Tower Fund. ACTION REQUIRED: If the City Council wishes to accept the recommendation, direct staff to proceed with preparation of documents, advertise the project and submit bid proposals to City Council for consideration and award. January 26, 2007 Regarding: HagStrom-King Park and Civic Center Ball Field Dear Mendota Heights Resident, The Mendota Heights Parks and Recreation Commission seeks input or comments from residents and user groups of the above named park facilities. An "Open House" will be held at 6:30 pm, Tuesday, February 13`h in the City Council Chambers at City Offices (located at 1101 Victoria Curve - Lexington Avenue @ Highway 110) to discuss the following proposed ball field changes or improvements. Hagstrom-King Park- Proposed Improvements: The Mendota Heights Athletic Association has requested several improvements for this park to facilitate the use of this field for youth baseball (hard ball) two evenings per week during their regular spring program. The MHAA youth softball program would remain / continue to be played at this field on alternate days. 1. Installation of an eight -foot high outfield fence (optional: concrete mowing strip) 2. Replacement backstop to accommodate overhead protective netting 3. Roof / shelter over both players' benches Civic Center Ball Field - Prosed Changes or Improvements: The Mendota Heights Athletic Association has requested several changes. The most significant being relocation of the existing eight -foot high outfield fence (current distance @ 265 feet) closer, a distance of twenty (20) feet, towards home -plate (new distance - 245 feet from home plate). If the fence is moved to this location, MHAA has requested the City to also construct or install the following improvements (items #2 and #3 would be located in the twenty foot wide open area between the new outfield fence and the old fence line): 1. Roof / shelter over both players' benches 2. Single batting cage (80' by 15' by 16' high), with electrical service 3. Practice pitching mound 4. New eight -foot high outfield fence (optional: concrete mowing strip) + Modifications to irrigation system + New fifteen foot wide rec-rock warning track at fence line Following discussion of the proposed improvements the Parks and Recreation Commission may make a recommendation to the City Council to fund (from the Special Park Fund) all or some of the improvements itemized above. Such a recommendation would be placed on the next City Council meeting agenda as a Discussion Item (only the City Council can approve expenditure of City funds). Note. Special Park Fund receives revenue in the form of Park Dedication Fees obtained when new residential units or developments are approved by the City Council. This Fund can only be used for new capital improvements in City Parks or for new trails. If you are unable to attend the "Open House" on Tuesday, February 13th please provide your written comments or concerns to Guy Kullander (auykamendota-heights.com) at City Offices. My direct dial number is 651 255-1155. All communications received prior to February 2nd will be provided to Commission members in their meeting agenda packet. 1101 Victoria Curve - Mendota Heights, IN 55118 (651) 452-1850 - FAX (651) 452-8940 February 1St, 2008 2008 Ball Field Improvements at Hagstrom-King Park Dear Mendota Heights Resident, You are invited to attend an "Informational Open House" at the February 12th, 2008 meeting of the Parks and Recreation Commission held in the Council Chambers at City Hall, 1101 Victoria Curve - meeting begins at 6:30 pm. The Mendota Heights Parks and Recreation Commission has made a recommendation to the City Council to authorize improvements to the ball field in Hagstrom-King Park. Before proceeding both the City Council and Parks and Recreation Commission wish to give residents living near this park an opportunity to comment upon this project. The improvements proposed are to dismantle the existing backstop, installation of taller and stronger support poles to which safety netting, over the batters area, can be installed to prevent errant foul balls flying onto Mendota Heights Road. In addition, installation of an outfield fence (no sideline fences) and an ag-lime warning / safety track in front of the fence are also planned. (Attached are aerial photos and a graphic illustrating the approximate location of the outfield fence). If you will not be able to attend the "Informational Open House" you may comment by calling Guy Kullander at City Hall at 651.255-1155 or by e-mail: gunk mendota-heights.com . Your calls, comments or e-mails will be shared with Commission members prior to the meeting. 1101 Victoria Curve 9 Mendota Heights, MN 55118 (651) 452-1850 - FAX (651) 452-8940 Oblique Aerials Images courtesy of: Microsoft© Virtual Earth TM 2006 r Flight Dates: Spring o6�2f 2005 & 2006 Print Show /Hide n T V City of Mendota Heights MEMORANDUM October 11, 2007 Memo to: Mayor, City Council and City Administr tl__'� From: Guy Kullander, Operations & Projects Coordinator Subject: Hagstrom-King Park - 2008 Fencing Improvements BACKGROUND: Last year the Mendota Heights Athletic Association requested the Parks and Recreation Commission install outfield fencing and add protective overhead nets to the backstop in Hagstrom- King Park. Following a multi -month effort evaluating over one hundred requested park improvement projects from a variety of sources the Parks and Recreation Commission compile a list of thirty-seven park and trail improvement projects to be constructed over a five year period (Parks Five Year2008 to 2012 Capita/ Improvement Plan'- acknowledge. d by City Council in June 2007). DISCUSSION: The work elements required to meet this request are; (1) replacement of the existing backstop with overhead protective netting ($11,000); and (2) installation of eight -foot high outfield fence with fifteen foot wide ag-line safety warning track ($20,000). Total estimated working budget for this project is $34,000.00 including 10% contingency. RECOMMENDATION: The Parks and Recreation Commission voting (5-0) recommend the City Council direct staff to prepare plans, specifications, and contract documents and to seek competitive bids for spring 2008 construction of this project. The Commission recommends that the funding costs for this project be split 50% from the Special Park Fund and 50% from the Cell Tower Fund. ACTION REQUIRED: If the City Council wishes to accept the recommendation, direct staff to proceed with preparation of documents, advertise the project and submit bid proposals to City Council for consideration and award. City of Mendota Heights MEMORANDUM January 10, 2007 Memo to: Mayor, City Council and City Administraio From: Guy Kullander, Operations & Projects Coordinator CN 10-,* 1764 OM Subject: Concept Approval for Ball Field improvements at Hagstrom-King Park and Civic Center BACKGROUND: The Parks and Recreation Commission and representatives from the Mendota Heights Athletic Association have, for several months, discussed several ball field improvements that MHAA believes will benefit many of their youth program offerings. Hagstrom-King Park: MHAA has asked for several upgrades at this youth softball field so that it can also be used for youth baseball. This field is now used nightly by MHAA, two games per evening. The proposed improvements, if constructed, will benefit both the existing softball program and provide safer playing conditions when the field is used for youth baseball. Proposed improvements are: 1. Safety netting over the back stop (similar to recently installed netting at Civic Center); 2. Outfield fencing (prevents errant balls from going into pond); and 3. Roof / shelter over the player's benches (sun /rain). Estimated costs are $18,000.00 for these improvements. Civic Center Ball Field: MHAA considers improvements at this field to be their Number One rip ority. They have requested: 1. Outfield fence be moved closer to home plate (approximately 15 to 20 feet); 2. Construction of a batting cage (in the area between the "new" outfield fence and the existing outfield fence, which will be removed); 3. Construction of a practice pitching mound_ next to the proposed batting cage; and 4. Roof / shelter over both of the player's benches. Estimated costs are $35, 000.00 for these improvements. DISSCUSSION: The Parks and Recreation Commission, at their January 91h meeting, reviewed the remaining park improvement projects in the current Parks Five Year (2005 thru 2009) Capital Improvement Plan (see attached plan status /summary) and discussed with Mr. Joel Johns, President of MHAA, which of the MHAA recommended projects they wished receive a high priority. In the event the City Council accepted the recommendation from the Commission, staff was directed to place on their February agenda an "Open House" to discuss the proposed improvements / changes with neighborhood residents and former teams or individuals who had reserved or played on both of these ball fields. In addition, if the City Council gives concept approval for the requested projects, the parks crew at Public Works has indicated an interest in fabricating and installing the shelter / roof over the player's benches and may begin fabrication of the roof elements during this mild winter. This offer would reduce the estimated costs for this portion of the work. (Savings not reflected in above estimates). The Parks and Recreation Commission recommend to the City Council that improvement projects detailed above for the Civic Center ball field ($35,000.00) and Hagstrom-King Park ($18,000.00) be included in the current Parks Five Year Capital Improvement Plan for construction in 2007, funded from the Special Parks Fund, and that the playground improvements for Friendly Hills Park currently planned for 2007 be rescheduled to a future year (2008 or 2009). The Commission further recommends that the City Council authorize an "Open House" be held on Tuesday, February 13t' at the regular monthly meeting of the Parks and Recreation Commission to allow neighborhood residents and former individuals or groups, who in the past have reserved this facility, to discuss any concerns or reservations regarding the proposed improvements. ACTION REQUIRED: If City Council approves the concept of the improvements recommended by the Parks and Recreation Commission described above, direct staff to prepare plans, feasibility documents and cost estimates, and to mail notices to residents or other interested parties inviting them to an Open House on Tuesday, February 13U' to be held during the regular Parks and Recreation Commission meeting, to discuss the proposed improvements at the Civic Center ball field and Hagstrom-King Park. City of Mendota Heights hjPaLTJ �7 7_1011Bill 0i1 February 6, 2007 Memo to: Parks and Recreation Commission From: Guy Kullander, Operations & Projects Coordinator Subject: Open House to Discuss Ball Field Improvements at: Civic Center and Hagstrom-King Park Background: The attached memo "ConceptApproval for Ball Field Improvements at Hagstrom-King Park and Civic Center was presented to the City Council on January 20th, 2007. City Council approved the Commission's request to hold a "Public Open House" on February 13th during the regular monthly meeting of the Parks and Recreation Commission to receive input from residents, in the areas around these to ball field facilities, and from individuals, coaches, or groups that had reserved either of these ball field facilities within the past three years. A letter briefly explaining the improvements considered for each facility was mailed to neighbors and other interested parties on January 26th (attached). Groups reserving the Hagstrom-King ball field for Youth Softball are: Visitation Monday thru Friday April 1St thru May 30th 3:00 to 5:30 pm - MHAA Monday thru Friday April thru May 5:30 to dusk Groups reserving the Civic Center ball field for Youth Baseball: - St. Thomas Tuesday & Thursday April thru May 3:00 to 6:00 pm - St. Josephs Monday, Wed. & Friday April thru May 3:00 to 6:00 pm - MHAA Monday thru Thursday April thru May 6:00 pm to dusk Discussion: Two communications were received: one in opposition to relocating the outfield fence at the Civic Center ball field from the coach, Patrick Callahan; of the St. Thomas Academy seventh grade baseball program (Mr. Callahan's e-mail is attached); and one from Joel Johns, MHAA President relating several comments. I also talked briefly with a St. Josephs coach last season who expressed opposition to moving the outfield fence closer to home plate. Moving the outfield fence to a distance of 245 feet from home plate will probably result in the use of this ball field facility, with pitching mound, only to youth baseball players under the age of twelve. Recommendation: I recommend the Commission conduct an "Open House" and discuss the proposed improvements with residents attending tonight's meeting. Action Required: If the Commission desires to construct some or all of the proposed improvements to either of the two ball fields they should revisit the current `Parks Five Year (2005thru2009) Capital Improvement Plannand submit a revised plan and schedule of improvements to the City Council for approval. (See agenda memo "Revise Parks Five Year (2005 thru 2009) Capital Improvement Plan" City of Mendota Heights ►I � IaI C61:7_1TI11ly February 7, 2008 Memo to: Parks and Recreation Commission and Jake Sedlacek From: Guy Kullander, Operations & Projects Coordinator Subject: Updates Note: Due to the addition of three new members on the Commission /have provided more background information and details than my previous "Update " agenda items. #1. Pilot Knob: a. City closed last Thursday, January 31" on acquisition of 15 acres of land from Acacia Cemetery. Added to the 8.5 acres acquired in 2005, vacating a portion of the Pilot Knob Road right-of-way, and three lots along Acacia Boulevard owned by the City will bring the total area owned and managed by the City to about 26 acres. b. The 8.5 acre Phase 1 site one was seeded last fall. Removal of brush, exotic, trash and other non-native trees from the Phase 2 site began last month - cutting was done by Great River Greening crews, hauling cut material to roadway was done by work crews from the Dakota County Sheriffs Department one day and on a second day a community service crew from the Dakota County Sentenced -To -Serve program were assigned to help. c. At the direction of the City, Great River Greening has applied for a DNR / District Energy Grant that would fund removal of a large amount of the unwanted trees on the Phase 2 site with the woody material hauled to the District Energy Plant for use as a fuel source - approximate value of this grant is $25,000 with a City investment under $2,000 for coordination and oversight of the operation by Great River Greening. d. Preliminary planning for an on -sight dedication ceremony, similar to the one held in June 2006 for the Phase 1 site, has begun for an event date sometime in June / July, 2008. #2. "Your Are Here" signage: a. Public Works (Terry Blum, John Boland, and Mike Maczko) have acquired materials and are currently working on eleven more signs with installation planned early summer. City Council approved the Commission's request for release of $6,000 from the Special Park Fund for purchase of materials for this project - to date supplies and materials have cost around $4,000. b. If these signs are well received by park users the Commission may wish to duplicate this effort again next winter with a similar size budget request to City Council. #3. Tennis Courts: a. The City Council did not approve the Commission's request to install "sports -tiles" (similar to the product installed at Valley Park) at an estimated cost of $45,000 on a second of the City's five double -tennis courts in 2008 (This project was identified in the Parks Five Year (2008 to 2012) Capital Improvement Plan as a requested 2008 project). b. Three double courts will receive annual crack filling and surface repairs ($2,500 per park) and one double court will be resurfaced ($9,000 to $12,000). b. Three double courts will receive annual crack filling and surface repairs ($2,500 per park) and one double court will be resurfaced ($9,000 to $12,000). #4. Roger's Lake Park Playground - Remove and Replace: a. City Council has approved the Commission's request for this $55,000 project. Final plans have been approved, equipment purchased, and installation is expected in May / June. (This project was also identified as a 2008 project in the Parks Five Year Capital Improvement Plan. b. Public Works will do removal of the old components, unsafe wood border timbers, and some minor excavation for the new equipment as well as final turf restoration. #5. New Lacrosse/Soccer/Football field in Friendly Marsh Park: a. This project was identified in the Parks Five Year Capital Improvement Plan for development in 2008 with a working budget of $80,000. At the City Council 2008 Budget Workshop they decided not to proceed with this project in 2008 and also recommended that the future working budget for this proposed project should include funding for an alternate access, paved parking areas, and other field amenities. A working budget in the $150,000 to $1800,000 range would be more appropriate funding level. b. Staff is currently developing "rough" concept drawings for this field project with possible "tie-ins" with a possible Dakota County Housing effort and / or addition of additional retail, commercial, and a housing element on the Mendota Plaza property. #6. Trail construction on Dodd Road and / or Highway 13 in 2008 or 2009• a. The City Council has approved preparation of plans and specifications and purchase of necessary land or easements for construction of new trails along these two roadways. Council has also approved use of Minnesota State Aid funding for design and construction costs for both projects (No use of Special Park Funds). One project will be constructed in 2008 and the other in 2009. Acquisition of easements or right-of-way will determine which project goes first. b. Dodd Road Trail: West side - Hwy 110 to Ridge Place. This trail segment will provide a safe off street trail separated from traffic flow and allow residents living in the Bunker Hills subdivision to access trails in Valley Park and easterly towards Town Center and Sibley High School. c. Dodd Road Trail: East side - Maple Street northerly to Marie Avenue. Give safe access to Town Center, NURT trail and Valley Park as well as south towards Mendota Plaza. d. Highway 13 Trail: South side - beginning at trail adjacent to Summit housing development westerly to the bridge over Lilydale Road. Trail users can then continue along the striped should on this bridge and get access to Valley Park Trail, down to the Big Rivers Trail or across the I- 35E Bridge trail that connects with Ft. Snelling State Park and City of St. Paul trails. #7. Annual trail maintenance and repairs: a. City Budget contains a line item of $45,000.00. b. Staff and Public Works consider the following trail segments first consideration: 1. Trail adjacent to and west of Valley Park tennis courts 2. Marie Avenue: Delaware to Dodd - because of Calahan Street reconstruction project 3. Wentworth Park - because of Avenues street reconstruction project 4. Victoria Road: Lexington to Marie - because of Kay / Walsh street reconstruction project 5. Lexington Avenue: north of Marie to Douglas - older segment - may need overlay 6. Trails in the vicinity of a City street crack sealing project are inspected and if the trail conditions can be improved with this type of treatment the work is "piggy -backed" onto the larger budget street project resulting in lower funding needs from this budget item. #8. Update data in the 1985 Parks Recreation & Facility Needs Stud 2 a. This 1985 study was prepared to inventory existing park and recreational facilities (City, School District, private) and evaluate future park needs to identify various improvements that would be funded from a Park Bond Referendum (second attempted referendum was successful in 1989) b. Staff effort is to document facilities currently available that have been constructed following publication of this study. At present this effort is a low priority for staff. City Council, a number of times, has not favorably responded to Commission requests to provide funding in the City Budget ($25 K to $40 K) to hire a consultant to prepare a current analysis of existing park facilities and identify future City recreation or facility "Needs". #9. Eradication of invasive plants from City parks (Buckthorn, etc) a. Almost all City Parks, except Valley, have been cleared of buckthorn in prior years. Annual overspray of "cleaned" areas is required to remove new growth for years 2 thru 7 following initial removal efforts. This work is done in the spring/summer. b. Removal of mature plants is done in late fall or winter - this years efforts will be again concentrated in Valley park as last year. This 90 acre park may require several more years of effort at current budget levels ( $15,000 total in 2008) to gain an upper hand on this problem. #10. Dakota County Community Development Block Grant for elimination of handicap barriers: a. Trail project in eleven City parks to construct paved trails from existing paved hard surfaced areas (parking lot, existing trail, etc) to a ball field's backstop or sideline viewing area was to be "matched" with Special Park Funds. In addition, a separate "companion project" by the City to construct concrete bleacher pads and handicap viewing area was bid in 2007. Bids came in substantially higher (double, almost triple) then the funds available from the County and those approved by the City Council. Staff recommended to City Council to reject all bids. b. Dakota County still supports the proposed work and has matching grant funding available. Staff has begun to consider breaking this large project in smaller units and "piggy -back" them with other street or trail construction projects over the next few years. Smaller projects, once defined, will be presented to the Parks Commission for review. 3 FRIDAY, FEBRUARY 1, 2008 • STAR TRIBUNE • METRO • B5 LaIn-ld 1 1 chasd,-N s - - I Jr u I aves a .s icu 0,f state 5 s- t. pas. ® Pilot Knob now has 25 acres of land preserved as a permanent natural resource. By KEVIN GII.ES - kgiles@startribune.com Eighteen acres of Pilot Knob, a cherished tract of Minnesota his- tory that was under threat of town- house development just a few years ago, will be preserved as open space in a deal completed Thursday. The nonprofit Trust for Public Land conveyed the land to the city of Mendota Heights, which will manage that tract and 8%z acres purchased two years ago. The land will be returned to its natural state with prairie grass and oak trees for use as a passive -use park, said Bob McGillivray, the TPL's senior project manager. "I view this as really putting a death knell on development there," he said, describing the importance of the sale in the year of Minnesota's 150th birthday. "This is overlooking the area where our state was born." Riverboat pilots hauling supplies to nearby Fort Snelling gave Pilot Knob its name. The Mdewakan- ton and Wakpehkute Dakota tribes named it Oheyawahi, meaning "the hill much visited," and consider the land sacred ground because they buried their dead there. It's also where they signed the Treaty of 1851 that ceded 35 million acres of Dako- ta land to the U.S. government. 157 luxury townhomes there. "It's wonderful to recognize that it's public land for the ages," said Gail Lewellari of Mendota Heights, an organizer of the Pilot Knob Preservation Association. She said that "in a world where so much land is being altered for develop- ment," Pilot Knob is now an out- door classroom where school- children can learn how Min- nesota looked hundreds of /��'Y years ago. Volunteers are restor- ing it much as it appears in an 1840s painting by Seth Eastman, she said. Kevin Giles • 651-298-1554 The land secured Thursday was owned by nearby Acacia Memori- al Park Cemetery for possible fu- ture expansion and cost $1.88 mil- lion largely paid in grants, said Brian Madson, a TPL spokesman. Those 18 acres, combined with the previ- ous purchase and a few small tracts of city -owned land, make about 25 acres available for permanent pres- ervation in a natural state, McGilli- vray said. A coalition of American Indians, historians, archaeologists, religious groups, local residents and others rallied to save Pilot Knob after pri- vate developers proposed building NEW PARK ON PELOT KNOB SOURCE: ESRI, Te]eAtlas ST. PAUL PIONEER PRESS WWW.TWINCITIES.CON Wa) DAKOTA COUNTY BRIEFING MENDOTA HEIGHTS City gets last Pil®t In®b land " The push to preserve historic Pilot Knob hill from future development and restore it to its natural habitat has cleared its last hurdle. On Thursday, the nonprofit Trust for Public Land conveyed 15 acres to Mendota Heights, which will manage the tract along with 8.5 acres it took over in 2006. The 15 -acre vacant parcel was owned by Acacia Cemetery and cost the city $1.9 million, most of which was paid for through grants, said Guy KW_ lander, the city's operations and projects coordinator. The hill is considered a sacred American Indian burial ground and has historic signifi- cance as the place where Dako- ta Indians ceded 35million acres to. European -American - settlers in the 1851 Treaty � of Mendota. It's referred to as "Oheyawahi," or "the hill much visited." The city in November approved a natural resources management plan, which calls for restoring the land with prairie grasses, wildflowers and oak trees. It also includes walk- ing trails and interpretive areas that will explain the area's his- torical significance. -- Nick Ferraro FRIDAY, DECEMBER 28, 2007 • STAR TRIBUNE • M1 itmr oo.Uies rethinkicostly ten S- ® The courts are expensive to rebuild and maintain. In many parks, the space is being put to other uses. By MARY JANE SMETANKA smetan@startribune.com New tennis courts in Richfield? People would rather have walking and biking trails. In Bloomington, disintegrat- Ing tennis courts may revert to grass. And in Minneapolis, at least 39 of the 139 outdoor ten- nis courts run by the Park and Recreation Board are slated to disappear. Ironically, tennis' popularity is on the upswing. National fig- ures show that since 2000, par- ticipation in tennis has grown more than that of any other ma- jor sport. But dollars for replac- ing cracked and crumbling pub- lic tennis courts are not keep- ingpace. Many of today's asphalt courts that are cracked and pit- ted and need replacement were built during tennis' heyday in the 1970s, when American ten- nis stars like Jimmy Connors and Chris Evert boosted the sport's popularity. Minneapolis is "significantly overbuilt in tennis courts," said Michael Schmidt, general man- ager for the Minneapolis Park and Recreation Board. In the 1970s, he said, "Virtual- ly everybody who could scrape together enough money to buy a racquet thought they would play the game the rest of their lives. "Park and recreation groups all over the country took ad- vantage by building as many tennis courts as they could. No thought was given to what will happen 25 years lat- er when they reach the end of their functional life and need to be redone." JENNIFER SIMONSON • jsimonson@startribune.com The Senior Tennis Players Club of Minnesota uses five of six courts at Dred Scott Park in Bloomington every weekday morning. The city is deciding what to do with its roughly 50 outdoor courts on a case- by-case basis. Some need resurfacing; others will need to be replaced. Matter of money, priorities Not every city is reevaluat- ing its commitment to tennis courts. In Edina, where high school tennis teams perennially com- pete for state titles, residents rank tennis courts in the top third of recreation needs, above swimming pools, ice rinks, off -leash dog parks and the senior center. In Plymouth, participation in tennis leagues and lessons increased by one-quarter be- tween 2006 and 2007 The city is, keeping all 24 of its courts and redoing them one by one. But in cities where there are lots of old tennis courts and where park and recreation budgets are pinched, replacing asphalt tennis courts at a cost of anywhere from $45,000 to $150,000 a pair is being care- fully evaluated. Bloomington is deciding what to do with its rough- ly 50 outdoor tennis courts on a case-by-case' basis. Al- most all of them were built 25 to 30 years ago. While some only need resurfacing, others need to be replaced, said Ran- dy Quale, parks and -recreation manager. It's a matter of money and priorities, Quale said. Replac- ing tennis courts is expensive, he said, and there are new de- mands for different park facil- ities, such as disc golf cours- es, skate parks and fields for 'lacrosse. "Tennis is not dying," Quale said. "In recent years, we're starting to see an uptick in ten- nis participation. But I don't anticipate it will get anywhere near the popularity of the 1970s." � F rethi nKing costly tenn is courts In the city's Southglen Play- ground, one of two tennis courts has been replaced by a basketball court. Courts in oth- er parks may be taken out and replaced with grass. When Richfield asked res- idents which park and recre- ation facilities the city need- ed more of, walking and biking trails were the big favorites. Just one in six residents called add- ing tennis courts `very impor- tant" Softball fields, ice rinks, basketball courts and soccer fields also ranked above tennis, which finished last among the citizen priorities. City Recreation Servic- es Director Jim Topitzhofer said Richfield evaluates its 28 courts yearly and is consider- ing retrofitting a tennis court that's not heavily used into a free skateboard park with low ramps. But the city also has restored some tennis courts. Topit- zhofer said he knows of at least three Richfield parks where the tennis courts are busy ev- ery night as long as the weather is warm. While the city survey is one measure of priorities, he said, his department also wants to promote tennis and get more kids playing, especially minor- ity youth. "One reason why there is changing participation in ten- nis may be that our demo- graphic makeup is much dif- ferent than it was in the 1960s and'70s," he said. Minneapolis' Schmidt echoes that sentiment. New immigrants are pressing the park system for better facilities in sports that have rarely been played before in Minnesota, like cricket. And many city res- idents come from cultures with no background in tennis. That doesn't mean the Park Board won't continue to invest in tennis courts, Schmidt said. But tight budgets mean it has to be careful where the mon- ey goes, and he said some ten- nis courts could be returned to grass for soccer or lacrosse fields. The emphasis will be on quality, not quantity, Schmidt said. "While it's disappointing if you can't get on a court be- cause it's busy, it's more .dis- appointing if a court is not maintained and not usable," he said. "Maybe you'll have to go nine blocks instead of four, but when you get there, you'll know it's playable." Minneapolis has saved and replaced some public courts with the aid of Ellen Doll, a lifelong tennis enthusiast who saved city courts in her Kenwood neighborhood with a grassroots fundraising cam- paign. Doll then founded the all -volunteer "Support the Courts" group to raise money to redo tennis courts in needy city neighborhoods. The group is raising $500,000 to replace 14 courts at Webber, Powderhorn and Pershing parks in Minne- apolis. Those courts are used both by children's programs and high school tennis teams. "Our city was built on the prospect that there was green space within six blocks of each house," Doil said. "I love the idea that kids can have a safe place to play.... They can devel- op a lifestyle and activities and attitudes that last all their life." The U.S. Tennis Associa- tion (USTA) also is pushing to get more kids involved in park -based tennis programs. Though the USTA has been promoting news that more than 25 million Americans play tennis and the number is grow- ing all the time, tennis players tend to be older and richer than most public park users. To develop a tennis -play- ing population that is young- er and more diverse, the LIS - TA is beginning a new group - instruction program that will run much like soccer leagues, letting little kids learn the game using miniature courts, nets and racquets and foam balls that will make the game easi- er to learn. "We hope this will be the an- swer to growing the game," said Marcia Bach, USTA's nation- al park and recreation coordi- nator based in Bloomington. "It's not easy when you're 4 feet tall at the baseline and try- ing to hit a net that's over your eyeballs." Mary Jane Smetanka • 612-673-7380 Page 1 of 1 Guy Kullander From: Sharon Hinze Sent: Monday, December 17, 2007 10:27 AM To: Guy Kullander Subject: Walking Path near Dodge Lane Guy: The residents at 530 Dodge Lane are runners, and they are truly enjoying the walking path that was recently worked on. They wanted me to be sure and pass their appreciation on to whoever was responsible for seeing the project through. Consider this a pat on the shoulder! SAarom HiNZ¢, Receptionist/Clerk City of Mendota Heights 1101 Victoria Curve Mendota Heights, MN 55118 651 -452 -1850 -Phone 651 -452 -8940 -Fax 67 12/17/2007 City of Mendota Heights February 7, 2008 Memo to: Parks and Recreation Commission and Jake Sedlacek From: Guy Kullander, Operations & Projects Coordinator Subject: Dakota County Park System Plan Background: County planners met with City staff last summer to present a rough draft of a proposed "Greenway" in Mendota Heights. Discussion: The attached e-mail and map arrived at City Hall on Wednesday. A brief review found several "Suggested City Greenways" and "Regional Greenways" identified on the draft plan, that Sue McDermott and I (with more knowledge of actual "on -the -ground" conditions), will ask to be modified. This information is provided at this time in the event a Commission member may wish to review online and comment upon the County's plan. Action Required: No action is required at this time. Staff will return this issue to the Commission at a future meeting. Guy Kullander From: Jackson, Mary [Mary.Jackson@CO.DAKOTA. MN. US] Sent: Wednesday, February 06, 2008 11:47 AM To: Jim Danielson; Sue McDermott; Guy Kullander Subject: draft Dakota County Parks Plan Attachments: greenways -Mendota heights.pdf M greenways-Mendot a heights.pdf ... Hello, We're pleased to announce that a draft version of the Dakota County Park System Plan is available for review and comment. The plan is online at: www.co.dakota.mn.us/LeisureRecreation/News/ParkPlan.htm <http://www.co.dakota.mn.us/LeisureRecreation/News/ParkPlan.htm>. We are looking for comments from city administrators, planners, park directors, and elected officials. Please share this information with all in your community who may be interested. A primary component of the draft plan vision is a collaborative network of recreational greenways in Dakota County - a new approach for providing recreational open space. Many park directors throughout Dakota County have reported that more trails are a frequent request from their residents. At the same time, Dakota County has fewer regional park acres per resident than other metro counties and very few opportunities remain for a new regional park in the urbanized part of the county. The plan proposes interconnected city and regional greenways with trails as a solution. The greenway concept is founded on strong collaboration between cities and Dakota County. A demonstration network of regional and city greenways was developed by County staff, who met with city staff several times over the course of the project to review draft maps and discuss approaches. This greenway concept would connect green space that is mostly in public ownership (e.g., schools, parks, ponding areas). City staff response to the demonstration greenway network was generally very favorable. An example map of your city that reflects city and county staff discussions is attached, for your consideration. Upon completion of plan review and adoption, Dakota County staff would like to set up a countywide Greenway Collaborative with all interested cities and agencies, to discuss model approaches to planning, operations, and funding, and to develop a collaborative greenway master plan. We look forward to talking about how we could work together on greenways with you and other cities throughout the county. Three open houses have been scheduled to review the Park System Plan and goals and strategies for the Dakota County Comprehensive Plan and we invite you to attend. Dates and locations are: 2/13/08, 7-9 PM Western Service Center, Apple Valley 2/26/08, 7-9 PM Northern Service Center, West St. Paul 2/27/08, 7-9 PM Extension Services, Farmington The review period for the draft Dakota County Park System Plan closes March 7, 2008. Comments can be emailed to planning@co.dakota.mn.us <mailto:planning@co.dakota.mn.us>. If you have questions on the plan, please call me at 952-891-7039. Sincerely, 1 Uri M fr1 Q C i m a c e T m 3 e a �+ Q a Y w o r 10 W = ui .0•„ ,` �°- N O Ol 0 ° a r 3 a a d1 = 10 N N ° ° L a+ O a 3 v Y c¢ A O d Q Y y y 3 a0+ p C 11 N 'O �. �' c v a N w a l7 �= r y d a p CCM toC N r O O �=� c~ v — WN' c u A U• in U r y j, p q z 0 UJ v L y Y A �_ G. •t0 c s° L 3 c 10 o a 0= o a e m p 3 o m e L ?„` = O R r n• C O° J2 d C �' _T 0 U: N U C vii a m in u m a° w O ai LL Q Z `� Q Z a A �+ O1 d d O c c Y s 01 y 'y m ;� Li N Q y N a° `Q ® �� n O 0 i J N= tLi C a ® V V O° 3 a a o TO: Parks and Recreation Commissioners FROM: Jake Sedlacek, Assistant to the City Administrate SUBJECT: Field Use Requests 2008 Discussion Generally speaking, use of athletic fields across our parks system has been increasing in recent years. The City of Mendota Heights instituted a field use policy in 2004, which outlines procedures for reviewing requests and for prioritizing user groups. In 2007, overuse of the fields resulted in turf damage, particularly on the Kensington Soccer Fields. For 2008 staff has collected all the field requests, looked at the requests comprehensively, and are asking for feedback from the Parks and Recreation Commission on a couple of matters. MHAA continues to be our highest user of athletic fields, offering athletic programming for Mendota Heights Youth. The addition of Lacrosse as another activity has posed a couple of challenges for field scheduling, but staff feels that their requests can be met. In order to meet the field use needs of our residents, while maintaining acceptable turf conditions, it will be necessary for the City to say "no" to a couple of requests for the first time in staff's memory. The first instance is a competing request between MHAA Lacrosse and Sibley Sting Soccer at Kensington Soccer Fields— Lacrosse needs one field for one night a week (Tuesdays) from May 26 through July 17. Sting has requested both fields Monday — Thursday and one field on Friday evenings (they also have requested both fields on Saturdays and Sundays). Our policy dictates that MHAA teams get priority for field use. Staff recommends fulfilling the MHAA Lacrosse request, reducing Sting's field use by one night. The other (potential) conflict also regards Kensington Soccer Fields. Staff feels that the fields need at least one day of "rest." While we can accommodate the current requests, Staff recommends that we deny additional requests for regular field time for Kensington Soccer fields. We are likely to receive and should be able to meet intermittent and/or one time requests, but further regular use will result in sub -par turf conditions. Action Required The Parks and Recreation Commission should discuss field use. If the Parks and Recreation Commission would like to implement the recommendation, pass a motion to grant the field use requests with the conditions listed. Under this recommendation, staff would evaluate all other requests on a case-by-case basis. CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION NO. 04-10 A RESOLUTION ESTABLISHING RULES AND RENTAL FEES FOR USE OF CITY PARKS AND PROPERTY WHEREAS, the City of Mendota Heights has a need to establish a rules and rental fees schedule for use of City parks and facilities, NOW THEREFORE BE IT HEREBY RESOLVED by the City Council of the City of Mendota Heights, that Resolution No. 96-90 be amended in its entirety; and BE IT FURTHER RESOLVED that the following policy of the City of Mendota Heights as set forth below, shall be adopted: 1. SHELTER RENTAL A. A fee of $25.00, for each permit application issued, is required to reserve a picnic shelter(s) and picnic area in one of the City's parks. Shelters available in: Wentworth Park (2), Friendly Hills Park (2), Valley Park (1), Roger's Lake Park (1), Kensington Park (2) and Mendakota Park (2) All parks and facilities are available on a "first come first served basis" unless specifically reserved for a single use event or part of a recognized seasonally permitted sports program. Small casual weekday gatherings, such as a grade school class outing or picnic, do not require permits. Additional User Fee and Refunds: 1. Resident - Private: $25.00 Permit Fee is refundable if event is canceled ten or more days in advance of reservation date 2. Non -Resident - Private:(*) $25.00 Permit Fee plus $25.00 Non -Resident Fee (Only non-resident fee is refundable if event is 3. Resident - canceled ten or more days prior to reservation date) Corporate/Business: $25.00 Permit Fee plus $50.00 per day use fee. (Only use fee is refundable if event is canceled ten or more days prior to reservation date) 4. Non -Resident - Corporate/Business:(*) $25.00 Permit Fee plus $100.00 per day use fee. (Only use fee is refundable if event is canceled ten or more days prior to reservation date) (*) Non-resident groups are not allowed to reserve picnic areas and shelters any earlier than sixty (60) days prior to their reservation date B. Churches, synagogues, and other religious congregations in Mendota Heights or adjacent communities whose membership consists of Mendota Heights' residents will be considered Resident -Private Groups. C. Other City parks suitable for picnics or similar events: Ivy Hills Park, Marie Park, Victoria - Highland Park, Friendly Marsh Park and Hagstrom-King Park. D. Requests for a Park Reservation Permit may be made by phone, fax or e-mail and shall contain the following information: 1. Name of park 2. Date required 3. Start and end time of event 4. Type of event (family picnic, ball field, etc) 5. Number of people attending 6. Name of person/contact responsible for event 7. Contact information (e-mail, phone or fax number) E. Reservations will be tentatively recorded in the reservation book when received. Applicants will have three working days to submit a completed "Permit Application" and fee or their reservation may be canceled. F. A damage deposit of $100.00 will be required from all individuals/groups reserving picnic shelters and/or park facilities (excluding tournaments -see section I11-3) The deposit is due when making your written reservation request at City Offices. The facility will be inspected immediately after the event and provided there are no damages, or clean-up costs, the deposit will be promptly returned. G. The Mendota Heights Police Department (651-452-1366) and Park Maintenance (651. 454-4059) crews will be notified of all reservations. H. The City shall issue a Park Reservation Permit to the applicant or sponsor setting forth the terms for the use of the shelter or park facility. Groups shall abide by the attached rules and regulations identified as "Exhibit A". I. There will not be a park attendant on duty. The reserving group is responsible for supervising the event and for cleaning the shelter or area they reserved. You are encouraged to remove your trash from the park area. Any necessary costs for clean up or removal of excessive trash or garbage may be deducted from your damage deposit. J. Refunds due to inclement weather on the day(s) of the event will not be considered. There will be no additional charges or fees for rescheduling an event postponed due to weather to a later date. 2 LL. EQULPMEUT RENTALS A. Volleyball nets $5.00 per day B. Extra picnic tables $5.00 each, per event A deposit of $25.00 will be required for each equipment item rented, excluding picnic tables. III. SOFTBALL / YOUTH BASEBALL TOURNAMENTS A $25.00 Reservation Fee is Required for Each Permit Issued (One permit per event: shelter & field request requires only one permit) Note: See "Section I. ", items "D & E" for reservation procedures A. Rental Fees for use of Mendakota Park for Softball/Baseball Tournaments 1. Mendota Heights teams currently participating in a Mendota Heights adult softball league ...... $100.00 per day 2. All other adult groups ...................$150.00 per day 3. MHAA "In -House Tournament" (only)...... Rental Fee Exempt 4. Sibley H.S., St. Thomas and Visitation "In -House Tournaments ...... Rental Fee Exempt 5. Religious Organizations or Schools within School District 197....... Rental Fee Exempt 6. Religious Organizations or Schools not located within Sch. Dist. 197......$100.00 per day 7. Youth Invitational Tournament.....$150.00 first day, $100.00 each additional day 8. Applies to all of above: Pre -tournament field preparation (request for fields to be placed 'but of use" on day prior to tournament) $50.00 per day 9. Use of additional City fields at other park sites during tournament ..... $25.00 per field, per day 10. Use of concession area by group other than MHAA ... $25.00 per day, $50.00 per multi -day event (see "Agreement for Operation of Mendakota Concession Stand") Above Rental Fees do not include field preparation the day of your event. Field preparation (dragging & stripping), if requested during event, is available at a cost of$25.00 per field and $15.00 per additional request per field on the same day of event. Chalking equipment is available on site for your use and we encourage you to prep your own fields. Chalk can be made available to you at $3.50 per bag and drying agent $7.00 per bag. Requests for reduction or exemption from above fees must be submitted, at least sixty (60) days prior to date of event, to the Mendota Heights City Council for consideration B. All adult softball tournaments will be governed by ASA rules and regulations. All youth and adult tournaments will also adhere to the attached Mendota Heights rules and regulations governing park facilities, identified as "Exhibit "B. C. A damage deposit of $200.00 per one -day event or $350.00 per multi -day event must be submitted along with the tournament fee two weeks prior to the scheduled event. An additional damage deposit may be required for extraordinary circumstances, as determined by the City of Mendota Heights. 3 The Mendota Heights Athletic Association shall be required to submit a $200.00 seasonal damage deposit in April for all MHAA seasonal and tournament usage at Mendakota Park. D. All City recreation sponsored tournaments will be exempt from all fees and deposits. E. The City of Mendota Heights desires to restrict the use of Mendakota Park for weekend tournament play to three weekends per month so fields are available for makeup games or casual use by residents (family picnics, pick-up games, etc) or for ongoing maintenance operations. F. Each tournament and sponsor shall abide by the attached rules and regulations and a written confirmation of the reservation shall be executed between the sponsor and City setting forth the fee and terms for the use of the park. The attached rules and regulations are identified at "Exhibit B", Rules and Regulations for League and Non -League Tournaments, Softball and Baseball, Held at Mendakota Park. G. Refund Policy for canceled tournament reservations shall be: 1. Facility Reservation Fee ($25.00) is non-refundable 2. 100% Refund of Rental Fees if canceled 14 days in advance 3. 50% Refund of Rental Fees if canceled 1 to 13 days in advance 4. Refunds due to inclement weather on the day(s) of the event will not be considered. There will be no additional charge for rescheduling events postponed due to weather, subject to field availability. IV Field I Site Reservations (other than Mendakota Park) A $25.00 Reservation Fee is required for Each Permit Issued. (One permit per event: shelter & field request requires only one permit) Note: See "Section l.'; items" D & 0 for reservation procedures. A. Youth Softball/Baseball fields & Adult Softball: 1. Field preparation costs are $25.00 per field, per request 2. City Sponsored programs are exempt from this fee 3. Weekday prep for seasonal permits issued are exempt from this fee 4. Neighborhood Park fields are available on a first come, first served basis with the exception of seasonal reservations (permit & game schedule required). 5. Park preparation/maintenance fees are determined on a case-by-case basis 6. Rubbish/trash fees are determined on a case-by-case basis All requests for field reservations shall be made in writing between January 1St and March 15th. Field reservations will be confirmed by April 1St and any request received after March 15th will be handled on a first come, first served basis. Priorities used when issuing permits for field reservations are identified in attached Exhibit "C", "Priorities For Field/Rink Reservations". 10 B. Soccer Fields - Youth & Full -Size: 1. Field Preparation: $35.00 for full-size field, $25.00 for youth -size field 2. Weekday prep for seasonal permits issued are exempt from this fee 3. Rental fees for use of Kensington Fields for tournament events: a. One day event rental fee............ $100.00 (due 14 days prior to event) b. Each additional day ...................$ 75.00 c. Damage deposit, per event......... $200.00 (due 14 days prior to event) d. Groups with seasonal permits are exempt from Rental Fee, but not the $25.00 Reservation Fee, Damage Deposit or field preparation fees (if requested) e. See Item "III.G Softball Tournaments" for refund policy f. Removal of excessive trash or extraordinary clean up costs may be deducted from damage deposit All requests for field reservations for the summer season (May 1st through August 15th) will be made in writing between January 15t and March 15th. Field reservations will be confirmed by April 1st and any requests received after March 15th will be handled on a first come, first server basis. All requests for field reservations for the fall season (August 16th through October 31S) will be made in writing between June 1st and July 15th. Field reservations for the fall season will be confirmed by August 1 st and any requests after July 15th will be handled on a first come, first served basis. The field reservation priorities are identified as "Exhibit C", 'Priorities for Field / Rink Reservations". C. Ice Rinks - Pleasure & Hockey: 1. Ice Rinks may not be reserved between 12:00 to 6:00 pm on weekends and School Holidays. 2. Rental Fees: a. Pleasure & Hockey Rink... $15.00 first hour, $7.00 each additional b. Individual Rink ............... $10.00 first hour, $5.00 each additional c. Lights (if requested) ......... $10.00 first hour, $5.00 each additional d. Warming house with attendant... $20.00 first hour, $15.00 each additional 3. Damage deposit is not required when renting ice rinks. 5 CITY OF MENDOTA HEIGHTS RULES AND REGULATIONS FOR USE OF CITY PARKS Rental groups will use only those areas designated for group picnics. Facilities such as the horseshoe pit, volleyball court, play areas and ball fields will be available on a first come, first served basis unless specifically reserved. 2. Rental groups will be responsible for cleanup of trash and debris in the area reserved for their activity. 3. Facilities such as picnic tables, benches and other park facilities will remain in their present locations. Moving of any facilities will require prior permission. 4. The rental group will be responsible for controlling all members of said group. Any violations to City Ordinances will result in immediate cancellation of the rental group contract and the group will be removed from City property. 5. All motor vehicles will be parked in designated parking areas unless prior arrangements have been made. If an event is being catered, a group leader must make arrangements in advance with a member of the park staff for specific instructions on entering the park, parking, etc. 6. Only groups consisting of less than 200 people will be considered for rental of Neighborhood park facilities. 7. Gambling, excessive use of alcoholic beverages, or abusive boisterous, profane or indecent language, or conduct, in any public park is prohibited. Note: The Mendota Heights Police Department is notified of all park reservations. 8. GLASS BEVERAGE CONTAINERS and/or KEG BEER are prohibited in City parks. 9. The City of Mendota Heights park hours are 6:00 a.m. to 10:00 p.m. 10. Fires are allowed only in designated receptacles. Fires must be completely extinguished before leaving the area. 11. The City of Mendota Heights ordinances require all dogs in the City to be leashed. This also pertains to park property. Pet owners are required to clean up and properly dispose of any droppings left by their animals. N CITY OF MENDOTA HEIGHTS RULES AND REGULATIONS FOR LEAGUE AND NON-LEAGUE TOURNAMENTS, SOFTBALL AND BASEBALL, HELD AT MENDAKOTA PARK The City of Mendota Heights will provide four ball fields, bases, trash receptacles, chalking equipment and restroom supplies. 2. The sponsoring organization will be responsible for picking up all trash at the end of each day's event. Trash is to be placed in containers provided by the City or placed in sealed trash bags. If excessive amounts of trash remain following the event and the City is required to order an additional trash dumpster pick up, the cost of such a pick up will be deducted from the damage deposit. The sponsoring organization has the responsibility to properly clean up the area and repair/replace any damage to the facility. All costs in excess of the damage deposit will be billed to the sponsoring organization. 3. The sponsoring organization will be responsible for traffic and parking control. Only city vehicles used for maintenance will be allowed outside the parking lot. All other vehicles will be restricted to the parking lot unless the park maintenance staff has granted prior written authorization. All posted parking restrictions on City streets must be adhered to. Hooding of No Parking signs is prohibited unless prior authorization has been obtained from the Mendota Heights Police Department. 4. All park facilities such as picnic tables, bleachers and etc. shall remain in their present locations. The moving of any facilities require prior written authorization from the park maintenance staff 5. If is required that the sponsoring organization purchase an ASA liability policy to properly protect themselves from possible suit as a result of the tournament. A certificate of insurances must be furnished to the City at least three days prior to the event. 6. The sale of beer or any other alcoholic beverages is prohibited. Excessive use of alcoholic beverages in any public park is prohibited. 7. Requests to reserve Mendakota Park may be made by phone, fax, or e-mail. Reservations will be tentatively recorded in the reservation book when received. Applicants will have three working days to submit a completed "Permit Application Form" and fee or their reservation may be canceled. 7 CITY OF MENDOTA HEIGHTS "EXHIBIT C" 1. First priority for use of athletic fields and park facilities is given to programs sponsored by the Mendota Heights Parks and Recreation Department. 2. Second Priority for using athletic fields will be given to athletic associations serving the youth of Mendota Heights residents, including, but not limited to, Mendota Heights Athletic Association, Sibley Area Girls Fast -pitch, and Sibley Sting Soccer. Organized youth programs are those programs with the following characteristics: a. The program is offered on a community wide basis for open participation by the general youth public b. The program is offered on an on-going, annual basis C. The program is targeted to similar age brackets on an annual basis d. The intent of the program is to serve a broad range of youths in the community and not be exclusive in nature e. Community is defined as pertaining to Mendota Heights residents f. Fields will be allocated to these groups in proportion to the amount of Mendota Heights residents they serve on a program by program (team by team) basis. The larger the number of Mendota Heights residents in the organized youth program, the higher the priority for field reservations. The Parks and Recreation Department reserves the right to request team rosters with submittal of field request permits. Rosters must be complete with participant's names, phone numbers and addresses. Game schedules must also be submitted with permit request to verify the type and amount of use a particular field receives. 3. Third Priority for use of athletic fields is given to requests by youth programs serving the Mendota Heights area that are not considered, or not yet considered, organized youth programs (Priority 2). When a request is received, our first response will be to encourage the group to work together with the established youth athletic associations that offer similar programs to avoid duplication of services. Group must meet the following basic criteria to be considered for field usage. a. The group serves Mendota Heights area residents (25% of the participants live in Mendota Heights and 51 % live within School District 197) b. The group is registered non-profit with the State of Minnesota C. The group primarily consists of students that attend public or private schools located in Mendota Heights. 4. Fourth Priority will be given to organized Adult programs in Mendota Heights. The larger the number of Mendota Heights residents in the program, the higher the priority for field reservations. A minimum of 50% Mendota Heights residents and/or persons employed in Mendota Heights is required on a team -by -team basis to be considered an organized Adult program. 5. Fifth Priority will be given to Resident/Private Groups. A minimum of 25% Mendota Heights residents and/or persons employed in Mendota Heights is required. 6. Sixth Priority will be given to non-resident youth or adult programs (less than 25% Mendota Heights residents and/or persons employed in Mendota Heights). Note: Rosters and game schedule from previous year may be submitted with permit application, but a current roster and game schedule must be submitted as soon as possible, prior to start of season play. Adopted by the City Council of the City of Mendota Heights this 20th day of January, 2004. ATTEST: By Kathleen M. Swanson, City Clerk CITY COUNCIL CITY OF MENDOTA HEIGHTS By John Huber, Mayor E CITY OF MENDOTA HEIGHTS I►�7 DATE: February 7, 2008 TO: Parks and Recreation Commissioners FROM: Jake Sedlacek, Assistant to the City Administrator SUBJECT: Par 3 Update The start of the 2008 Golf Season is just around the corner. The following is an update on course operations and plans for the upcoming season. Budget: The City Council adopted the annual budget in December of 2008. I'll provide copies of the Par 3 budget at the Parks and Recreation Commission meeting. The adopted budget is drawn from the 10 previous years as submitted by Cashill-Spaulding. The budget process for 2009 will begin in July. As it currently stands, the Par 3 is entering the 2008 season with approximately $24,000 for operations and $20,000 for capital improvements. We are waiting on one 2007 invoice from St. Paul Water, which is anticipated to be in the range of $8,000-$10,000 (capital expense). Staffing: A key question for the 2008 golf season was how the course will be run. In past years, there has been a Golf Course Manager as a part-time seasonal employee. For 2008 we have the opportunity to contract out maintenance of the course to a local turf company, owned by one of Minnesota's foremost golf professionals. Jerry Murphy ran Somerset Country Club for an extremely long time and is very well connected in the golf industry. Contract discussions are on- going. Jerry feels confident that maintenance costs will be similar to experience reported to the City by Cashill-Spaulding. Having maintenance contracted out would leave the City with need for a Clubhouse Manager. This would be a part-time seasonal position in charge of clubhouse operations — keeping it staffed and stocked with concessions, cash reconciliation as well as working on programs, lessons, special events, marketing, etc. Every staff from last year has expressed interest in returning to the Par 3, which provides a great foundation to build from. In addition to clubhouse staff, the golf course will contribute the equivalent of a .25 FTE for accounting staff at City Hall. This position will review daily cash reconciliation reports, handling billing/invoices and enter data into monthly reports. Staff anticipates that the proposed staffing plan will significantly reduce the amount of time current administrative staff spends on golf course matters. Improvements: When the City took over the course in June 2007 the first and most frequently mentioned improvement that patrons requested was improvements to the bathrooms. Staff has identified a funding opportunity related to Americans with Disabilities Act funding. The Dakota County CDA will allow the City to use Community Development Block Grant dollars to fit the clubhouse with an accessible walkway, entryways and bathrooms. Siding does not qualify for this funding, but has been budgeted for 2008. More details will be provided at the meeting. Staff has received competitive quotes for removing the two trees on the north side of the clubhouse. Both trees are in poor health, staff would like them removed before the ground thaws. Bob Burrow, with RB Architects has done a quick analysis of the clubhouse for accessibility, and feels that the entrances, walkway and bathrooms are the only outstanding ADA issues. Other budgeted improvements for 2008 include the furnace/AC and the roof. Due to a system failure, the furnace and air conditioning was replaced in late December. The existing roof is in tact, staff would recommend this as a fall project in order to maintain a healthy cash reserve for the start of the golf season. Programming: The City of Eagan is back on board for programming this summer; the course lost a sizeable chunk of business due to the uncertainty of the course last year at this time. At the same time, Mendota Heights registrations for leagues, lessons and camps were all up in 2007. There is no shortage of opportunity to increase business at the course — even with our successful season, there were a number of open tee times. It is hopeful that Golf Course staff will be proactive in lining up new programs and special events. Green fees will be point of discussion in 2008, as the Par 3 is intended to fund all of its own operating and improvements. Par 3 is currently the least expense Par 3 or executive course in the Twin Cities, yet it has managed to turn an operating profit over the past I I years. Elf FM 1� �r m r r• u� ate,. Mendota Heights Par 3 2008 Adopted Budget 2008 Revenue and Operating Expenditures: Revenue $ 190,250 Personnel $ 84,819 Contract Services $ 31,220 Commodities $ 31,500 Other Charges $ 4,300 Revenue Over Expenditure $ 38,411 Capital: Remaining $ 20,000 Roof Replacement $ 7,000 Siding Replacement $ 7,000 Install Central Heat and Air $ 5,000 Total $ 1,000