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2007-10-09 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA AGENDA PARKS AND RECREATION COMMISSION Tuesday, October 9, 2007 - 6:30 P.M. City Council Chambers 1. Call to Order 2. Roll Call 3. Approval of September 11, 2007, Minutes 4. September/October Parks and Recreation Report 5. Par 3 Financial Status (Available Tuesday) 6. Cash Donation for Park Improvements 7. Park, Trail and Other Updates a. Trail Overlay to Mendota Elementary School b. Bleacher Pads and CDBG Trail Project c. Valley Park Trail Repairs 8. Special Park Fund Status 9. Roger's Lake Park Playground Areas 10. Capital Improvement Projects Scheduled for 2008 11. Pilot Knob Phase 2 - Draft Management Plan 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 September 11, 2007 The September 2007 meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, September 11, 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 and Larry Craighead. Absent were Commissioners Brian Hallman, Missy Hickey, and Raymond Morris. City Staff present were; Guy Kullander, Operations and Projects Coordinator, Jake Sedlacek, Assistant to the City Administrator, and Nancy Bauer, Recording Secretary. MINUTES: Commissioner Portz moved approval of the August minutes and seconded by Commissioner Craighead. AYES: 4 NAYES 0 PARKS AND RECREATION REPORT Chair Spicer highlighted some of the activities on the Park and Recreation Report. He stated the Hites Highlites went out to Mendota Heights homes featuring fall parks and recreation activities. The welcome back to tennis program was canceled due to lack of participants. Upcoming youth trips are the Park at the Mall of America and horseback riding in October over MEA break. A new program is "Take a Kid Fishing. Skateboard camp is in October. There is a free concert at the Village of Mendota Heights with music by Tres Mundos playing salsa music. Gymnastic and skating lessons are now being taken. The Parks Celebration is set for Saturday, June 7, 2008. Mr. Sedlacek taped a cable show highlighting the Par 3 golf course. PAR 3 Mr. Sedlacek reported that the August numbers are in for the Par 3 golf course. There was a smaller net profit in August then there was in July which is common for the golf industry. The net revenue for August was $15,810 which is another positive month. For the upcoming fall season we could be getting zero revenue or operating in the negative. There were a lot of rainouts in August. There was also storm damage with a large tree down in the parking lot and two and a half days without power. There were also three payrolls in the month. A mower broke down which the parks and streets employees picked up and fixed on overtime. This was above and beyond the Public Works employees duties for the City. It was cheaper to fix the Page - 1 Draft mower using Public Works employees than hiring a contractor. This is a part of the golf business we need to be prepared for. Commissioner Portz asked if the overtime hours for repairing the mower were reflected in the report. Mr. Sedlacek said it was rolled in the payroll on their timesheet, so no specific breakdown was done. Commissioner Portz commented then it was not included in the financial report. Mr. Sedlacek reported there were two ways to include it and it could put in professional services or under payroll. The numbers can be broken out. For now it is in payroll. Commissioner Portz asked if it was included in the $11,162.81 under payroll. Mr. Sedlacek said yes it was. The green fees totaled $17,633.79, rentals and supplies totaled $823.76, and concessions were good again at $2,635.12. There is still confusion between beer and pop sales. The wrong button gets pushed on the register. Employees are going to work on that. Recreation programs were still being run in August and revenues totaled $11,427. There are three columns on the report. The first column is for August 2007, revenues year-to-date, and revenues provided to us by Cashill Spaulding from last year. Chair Spicer asked if the recreational program income would end in September. Mr. Sedlacek said yes, the recreational programs ended the second week of August. July is a great month for recreational programs. Commissioner Portz reported that this year's recreational program revenues was off because the former owners thought last year they sold the golf course, were not going to open it and no marketing was done. This is something that can be rectified for 2008. Chair Spicer said he was curious if there were fall leagues for this year. Mr. Sedlacek there are none this year but there is opportunity for that because there are open times on the golf course. Chair Spicer asked if the City was done with capital expenditures for the year. Mr. Sedlacek said no. Commissioner Portz brought a revised format of the financial report. Typically capital expenditures are not included in the report. Staff has not had time to separate that out. Commissioner Portz said things are going good. It was a decent month for August even with the weather problems. Financial Officer Schabacker did a good job on the report getting accurate figures in a timely manner. The golf course is an enterprise fund and should be presented as a Page - 2 Draft business. I made some modifications to the report and brought some literature that talks about segments which involves allocating. On the report I broke out the bond issues. Revenue is good. Operating expenditures were included in the capital expenditures and should not be included. Commissioner Portz's revised report backed those figures out. When operating expenses are looked at it should include direct expenses, payroll, extra payroll and bond proceeds. Bond proceeds are non operating revenues which is $69,000. Commissioner Portz's concept for the report would show operating, nonoperating items and all inclusive net income. This shows $111,343 in income with the $69,000 from the bonds. This would provide a full picture. This shows where we are and where we are going. We have done some improvements for safety and code issues. We can plan improvements and marketing strategies. Commissioner Craighead suggested the column titles be changed to be more descriptive. He asked if the Financial Officer's time was being figured out for doing the report. Mr. Sedlacek responded that it was not included in the report and has yet to be figured out. Mr. Kullander's time has been kept track of for time spent on Par 3. Commissioner Kraus asked if the Financial Officer has been working with the numbers and figuring the numbers on an accrual basis or cash basis. There is also no deprecation reflected on the report. Commissioner Portz said it's being done on a an accrual basis. Commissioner Craighead responded Commissioner Portz has done a great job with the financial report. Chair Spicer said the report looked good and it's good to see there is revenue. PARK BENCH DONTATION Chair Spicer reported that Joseph and Betty Schuster have donated $750.00 for a park bench to be installed on the Valley Park trail with staff to decide where it is located. Commissioner Craighead made a motion to accept the park bench donation, recommend that City Council approve the recommendation, and staff pick the location for the bench. Commissioner Kraus seconded the motion. AYES: 4 NAYS: 0 Commissioner Portz asked why the bench on Marie Avenue at Marie Park is facing the street. Mr. Kullander responded a walker made the donation and that was her request so other walkers would use it. Page - 3 Draft UPDATES Mr. Kullander reported that Great River Greening is looking for volunteers on September 15, 8:30 A.M. to 12:00 P.M. to help plant small plants on the Pilot Knob 1 site. He went on to report that during the City Council workshop the City Council did not want to resurface another tennis court with the sport court tiles in 2008. They did not rule it out for future years. They did put $13,000 in the parks maintenance budget for repairing cracks on four other tennis courts next year. The City Council also included $45,000 for trail maintenance. Native and wildflower planting maintenance is up to $6,000. New next year is $2,000 for spraying weeds in cracks and along edges of trails. The budget was reduced from $32,500 to $22,500 for improvements at the Pilot Knob 1 site because of the pending purchase of Pilot Knob II. The trail from Mendota Elementary to Walsh Lane is a city owned trail and will be repaired/overlaid in 2008 using park maintenance funds. Chair Spicer commented that Mr. Kullander did a great job getting funds from parks maintenance funds. Commissioner Craighead asked if the drainage issue along the Valley Park tennis courts would be addressed in 2008. Mr. Kullander responded yes it would be. PILOT KNOB II Mr. Kullander responded that as of today enough grant money has been secured to acquire the 15 acres for the Pilot Knob Phase II site. Great River Greening has been engaged to make a management and restoration plan for the site. At the October 9th Parks and Recreation meeting the draft plan will be presented. On November 13 there will be a public hearing for public comments and input. It will then go to the City Council with a recommendation. The site will be restored similar to the Pilot Knob I site. The trail system may get reoriented and multiple overlooks may be added. Chair Spicer it's a great deal. Mr. Kullander responded it's a short time frame and the public is invited to come to Park or Planning Commission meetings if they wish to. Chair Spicer asked if the trails and lookouts would be on the plan. Mr. Kullander responded that they would be part of the plan. Chair Spicer asked how the trails and lookout would be funded. Mr. Kullander responded that several grants were obtained for the Pilot Knob Phase I site. As part of the management plan, there needs to be a plan to restore the area to conditions in the Page - 4 Draft 1850's that will take nine years. Budget projections out to 2025 are also included which the City will be responsible for. Commissioner Portz asked what the cost estimates were. Mr. Kullander responded about $140,000 on the Pilot Knob I site over 20 years. Commissioner Craighead asked if the existing road would be eliminated. Mr. Kullander said it might be eliminated as a road but could be part of the trail. Commissioner Craighead said he is concerned about parking. Mr. Kullander responded that the City Council wants to keep the site low maintenance. A road will be needed for emergency vehicles but City Council doesn't want it to be too accessible. The trail could be crushed rock and not a 8' bituminous trail. The management plan will look at where to put the parking lot. Commissioner Craighead asked about the houses that were staying. Mr. Kullander responded that the dog kennel and a single family home on Valencour Court would stay that the City doesn't own. 2008 CAPITAL IMPROVEMENT PROJECTS Mr. Kullander reported that one of the trails on Highway 13 and Highway 149 would be done next year. Only one could be done because Minnesota State Aid Funds would be funding the projects and only so much money could be used. Projects that would come out of the special park funds and/or other funding next year would be replacing the larger, older playground equipment in Rogers Lake Park. Hagstrom King Park would be upgraded with a larger backstop with mesh on top and an outfield fence for youth baseball games or women's fast pitch. Friendly Hills Marsh Park would be improved with a fall size football field — which the City doesn't have. It could be used for a lacrosse field also. This would not be a sprinkled field. A gravel parking lot would be added. There may be opposition from the neighborhood because there is only one road leading to the park. There will be a concept plan brought to the next meeting for Parks and Recreation Commission approval. It would then go to City Council for concept approval and then an open house in January for residents in the area. There shouldn't be any opposition for the Rogers Lake and Hagstrom King Parks. There may be opposition for the Friendly Marsh Park. Chair Spicer asked if all the improvement projects would come out of the special park fund. Mr. Kullander responded no — it would be recommended to the City Council that some of the money come from the special park fund and another funding source such as the cell tower fund. Chair Spicer asked if there would be an accounting of the special park fund for the next meeting. Page - 5 Draft Mr. Kullander said he would do that. About $300,000 would come from the Opus and LEMay Lake developments in 2008. There is about $130,000 in the fund right now. Chair Spicer said there would be no more funding after the Opus development. Mr. Kullander responded there would not be any large amounts in the future and he would get the updated figures from the Financial Officer for the next meeting. COMMISSION COMMENTS Commissioner Portz said he was at a house warming party and a lady said she went to the Par 3 during the middle of the week to play golf and enjoyed it. Commissioner Craighead made a motion to adjourn, Commissioner Kraus seconded the motion. AYES 4 NAYS 0 The meeting adjourned at 7:40 P.M. Page - 6 CITY OF MENDOTA HEIGHTS MEMORANDUM Date: OCTOBER 4, 2007 To: PARKS AND RECREATION COMMISSION From: TERESA GANGELHOFF RE: SEPTEMBER/OCTOBER PARK AND RECREATION REPORT Program Brochure Fall School Brochure went out to all school children in the City in September. Youth Trips MEA and Holiday Breaks Oct. 18 The Park at the Mall of America Oct. 19 Horseback riding and Hayride at Bunker Hills Stables (this trip is full) Dec. 27, Bowling and a Movie New Holiday Programs The cities of WSP and SSP and MH are planning some interactive entertainment/ that will be held at Central Square in SSP. Monday Oct. 29 6-7:30 Spook-Tacular Rock Star Party Ages 5-12 Monday Dec. 14 1-2 pm Jingle Bells With Mrs. Claus Ages 3 — 6 yrs (child and parent participate together) There are fees for both programs please register at MH City Hall space is limited. Fall Skateboard Camp at Rogers Lake Park Planned Thursday, Oct. 18 9 — noon one day camp with 3`d Lair $44.00 please register at City Hall Gymnastics The Gymnastics program will run six weeks starting in November on Saturdays at Henry Sibley H.S. For boys and girls ages 3 — 6 with different class levels. Please register at city hall. Cheerleading 25 children are currently attending our Cheer America program held Monday's for 12 weeks that started Sept 24 at Mendota School for ages 4 and up. Our second session is set to start up February 4th. (over) Learn to Skate Registrations have already opened for our outdoor skating lessons held at Friendly Hills in January and Feb. for 5 weeks. Fee is 32.00 and children register for classes according to ability. Our instructor Rebecca will be back for her 7t' season. 55+Programs MH Park and Rec promotes the Northern Dakota County-TPAC programming for our area seniors and I will be helping Barb Eschle with some of the programming representing the City of Mendota Heights. Simple Steps Walking Program with Dakota County Simple Steps is a new program we are promoting to get people out and enjoy the benefits of regular walking. With our great trails in Mendota Heights this program is a perfect fit. Over 1200 people in Dakota County area signed up and have been logging their walking minutes and winning great prizes. We have our own City Hall Team too. Most of us have received a back pack, water bottle and some won a pedometer. I attended a meeting with the "Do the Parks" group on September 11 and we finalized the walking program for the year and hope to continue to offer it again next year. Our next meeting will be Nov. 6. Park Celebration Plans are in place for next year's celebration to be held Saturday, June 7, 2008. If you have any ideas you would like to see or want to volunteer please let Teresa know. Community Parks Connection Jake, Dave and I taped the fall edition of the NDC4 cable show which is airing now. We highlighted our upcoming fall activities and Jake and Dave talked about the Par 3. Our next taping for the winter session will be December 19. Jake will talk about recycling in our city parks, bench donations and I will cover programming for winter. MRPA CONVENTION I will be attending the first day of the Minnesota Recreation and Parks Association Annual Convention. Ice Rink Season is iust around the Corner! Letters have been sent out to last years rink attendants and applications are coming in for openings for this years crew. We have set a tentative opening date weather permitting December 15'". Cash Flow Worksheet l � ke, 4?/z f w% September YTD Revenues: Green Fees Rentals/Supplies Concessions Beer Recreation Programs Revenues for August Expenditures: $10,931.46 $57,285.51 $523.24 $2,849.35 $593.19 $6,727.45 $123.47 $1,523.00 $1,225.00 $25,962.00 $13,396.36 $94,347.31 July/Aug/Sept 2006 $51,303.93 $2,579.86 $9,473.66 $54,183.34 $117,540.79 Rentals $575.52 $273.28 Professional Services $1,594.50 $4,060.99 Utilities $1,142.40 $2,322.64 $2,970.34 Payroll Costs $9,283.87 $28,876.80 $37,890.99 Rubbish Service $224.53 $344.07 $170.38 Insurance $625.00 Concessions $1,259.62 $3,749.49 $6,172.46 Concessions - Beer $29.70 $745.10 Office Supplies $37.26 $196.39 Operating Expenses $2,028.31 $5,587.85 $2,419.89 Maintenance Repair $377.08 $1,861.40 $558.25 Misc $360.75 $482.70 $869.18 Tree Removal $905.25 $905.25 Expenditures for August $15,648.77 $47,866.71 $55,385.76 Operating Rev Over Expend -$2,252.41 $46,480.60 $62,155.03 Capital Expenditures $22,547.00 $28,937.00 City of Mendota Heights MEMORANDUM October 4, 2007 Memo to: Parks & Recreation Commission and Assistant to City Administrator From: Guy Kullander, Operations & Projects Coordinator )K. Subject: Cash Donation for Park Improvements BACKGROUND: Mr. Thomas Gainor, on behalf of the Somerset 2 Condominium Alumni Reunion, wishes to donate $31.00 to the City for Park Improvements. DISCUSSION: By statue the City Council must acknowledge all donations by Resolution. ACTION REQUIRED: Make a recommendation to the City Council to accept this donation and direct the Finance Director to deposit the donation in the Special Park Fund. City of Mendota Heights A u • : t1�111JJil October 4, 2007 Memo to: Parks & Recreation Commission and Assistant to City Administrator From: Guy Kullander, Operations & Projects Coordinator Subject: Park, Trail and other Updates: OVERLAY TRAIL TO MENDOTA ELEMENTRY SCHOOL: This two hundred foot long City trail segment was overlaid last week utilizing funds from the Public Works Maintenance Budget line item for Trail Repairs. Approximate costs to mill, repair, fill low areas and apply a two inch bituminous wearing course will be $3,500.00. This is the first maintenance preformed by the City on this segment since it was installed in 1977. Last summer School District 197 resurfaced their parking lot and resurfaced that portion of the trail on school property. BLEACHER PADS AND CDBG TRAIL PROJECT PUT ON HOLD: This project had two funding sources; the Special Park Fund ($18;000 budget approved by Council); and a similar amount from the Dakota County Community Development Block Grant program for construction of 19 concrete pads for bleachers, benches and picnic tables, 2 curb pedestrian ramps, small segment of storm sewer and 14 bituminous trail segments all in ten City parks. Our engineering estimate for these work items was $40,000 to $45,000. Three bids were received $87,437, $85,901 and $133,889.50. My recommendation to the City Council was to reject the bids. Jake met with the County CDBG staff this week and they still support moving ahead next year with a portion of this project. Staff will re-evaluate and probably "break" the projects into smaller segments and combine them with other City street or trail rehabilitation projects over the next several years. VALLEY PARK TRAIL REPAIRS: Repair of approximately 1100 feet of trail in Valley Park, south of the Marie Avenue pedestrian underpass tunnel, were completed in late September. Several areas of the trail were damaged during Xcel's installation of new power poles. Xcel has been asked to reimburse the City for all or part of these repairs. Council awarded the contract to the low bidder, Pine Bend Paving, who also repaired a sinking trail bridge approach area, north of the picnic shelter in Valley Park, at the request of the parks maintenance crew. City of Mendota Heights MEMORANDUM October 4, 2007 Memo to: Parks & Recreation Commission and Assistant to City Administrator From: Guy Kullander, Operations & Projects Coordinator Subject: Special Park Fund Status BACKGROUND: During last months meeting the Commission directed staff to prepare a status report of the Special Park Fund focusing on the current balance and potential future contributions. DISCUSSION: The current balance, as of October 1St, 2007 is: $103,374.00 FUTURE DEDICATION FEES / CONTRIBUTIONS: Cash contribution - October, 2007 (requires Councilapproval) $ 31.00 Future Opus/ Summit dedication fees ($238,500) (Due2007-2008) $161,097.00 2007 interest on fund balance estimate: $ 4,000.00 $268,502.00 POTENTIAL FUTURE DEDICATION FEES: LeMay Shores (Project delayed 1 to 3 years) (62 x $2,700 = $167,400) New lots (splitsorinfillsingle familylots over3years) (12 x$2,700 = $ 32,400) Interest on fund balance (over3years) (4% of $100K x 3 yr = $ 12,000) $ 211,800.00 CAPITAL IMPROVEMENT PROJECTS SCHEDULED IN 2008 ($156,000.00) (Request for concept approvals on the following projects have not been presented to City Council) Hagstrom-King Park - Outfield fence $20,000 - Backstop $11,000 Friendly Marsh Park - Lacrosse/football field $80,000 Roger's Lake Park playgrounds $45,000 RECOMMENDATION: Review the above information and provide direction to staff. Attachment. Five Year (2008 2013) Park & Trail Capita/ Improvement P/an Approved by Parks and Recreation Commission June 12, 2007 City of Mendota Heights Dakota County, Minnesota Five Year (2008 - 2013) Park & Trail Capital Improvement Plan Approved by Parks & Recreation Commission - June 12"', 2007 2008 Pro*ect: Working Budget Funding Source (s) 1. Hwy 13 trail (if not built in 2007) $90,000+ MSA Funds 2. Roger's Lake Park - playground Replacement $45,000 Spec Park / Other City funds 3. Ivy Hill tennis courts -resurface with sport tiles $50,000 August 2007- City Council- "No 2008 project" 4. Hagstrom-King Park - outfield fence $20,000 Spec Park / Other City funds 5. Hagstrom-King Park - replace backstop $11,000 Spec Park / Other City funds 6. Friendly Marsh Park- re -grade as lacrosse field $45,000 Spec Park / Other City funds 7. Friendly Marsh Park- parking and other amenities $35,000 Spec Park / Other City funds 2009 Project: 1. Dodd Road trail - north of Hwy 110 (if not 2008 project) $200,000+ MSA Funds 2. Civic Center fields - sun shelters $14,000 Spec Park / City funds 3. Friendly Hills Park playground rehab $60,000 Spec Park / City funds 4. Friendly Hills Park replace backstop $11,000 Spec Park / City funds 5. Friendly Hills tennis courts - resurface with sport tiles $50,000 Spec Park / City Maint. funds 6. Mendakota Park storage building for PW & MHAA $40,000 Spec Park / City funds 2010 Project: Mendakota Park expand playground area $50,000 1. Wachtler / Valley Park trail west of Par 3 $75,000 Spec Park / City funds 2. Friendly Hills replace hockey lights $30,000 Spec Park / City funds 3. Ivy Hill pond fountain $7,000 Storm Utility / Spec Park 4. Victoria Highlands replace playground $45,000 Spec Park / City funds 5. Wentworth tennis courts resurface with sport tiles $50,000 Spec Park / City Maint. funds 2011 Project: 1. Valley Park trail - Hwy 110 to Marie $75,000+ Dak Co / Fed / City funds 2. Valley Park trail - Marie to Hwy 13 $160,000+ Dak Co / Fed / City funds 3. Valley Park replace trail bridge - north of Marie $45,000 Dak Co / Fed / City funds 4. Marie Park tennis courts - resurface with sport tiles $50,000 Spec Park / City Maint. funds 5. Mendakota Park playground surface $8,000 Spec Park / City funds 6. Mendakota Park replace playground units $35,000 Spec Park / City funds 7. Mendakota Park expand playground area $50,000 Spec Park / City funds 8. Mendakota Park sun shelter by playground $10,000 Spec Park / City funds 2012 Project: 1. Dodd Road trail south from Mendakota $ 60,000 Spec Park / City funds 2. Wagon Wheel Trail - Dodd to Lexington $125,000 Spec Park / MSA / Other 3. Copperfield Ponds - plantings to replace Buckthorn $5,000 Spec Park / DNR / Other 4. Copperrield Ponds - interpretative signage, etc $10,000 Spec Park / DNR / Other 5. Roger's Lake fishing enhancements - along Wagon Wheel $20,000 Spec Park / City funds 6. Kensington Park playground upgrades $45,000 Spec Park / City funds 7. Mendakota Park re -roof buildings $18,000 Park Maintenance 8. Marie Park pave hockey rink $60,000 Spec Park / City funds FUNDING SOURCES DESIGNATED FOR PAST PROJECTS: a. Special Park Funds b. City Funds - identified by City Council (Cell Tower, etc) c. General Fund (Tax Levy) d. Federal Grant Funds e. MN DNR Grants f. Dakota County Grants/Funds g. MN MSA Road Funds h. Donation / Gift j. Property Assessment k. Corporate grant I. Dak Co CDA grant / funds City of Mendota Heights MEMORANDUM October 5, 2007 Memo to: Parks & Recreation Commission and Assistant to City Administrator From: Guy Kullander, Operations & Projects Coordinator Subject: Roger's Lake Park Playground(s) Areas: BACKGROUND: This park has one large playground area (built in 1990) and one smaller playground (built in 2001). Both are surrounded with treated wood timbers and rely on 6" to 8" depth of pea rock as the resilient surfacing. The smaller playground has some components that meet ADA accessibility standards. The components in the smaller (newer) area meet booth ADA accessibility standards and Consumer Product Safety Guidelines and are in "good" to "very -good" condition. Whereas the (older) larger play area to the west does not meet current ADA and CPSG, and the structure / play components are rusting and showing their age, but are "grandfathered in" but must be entirely replaced if new components or modifications are considered. Border timbers at this play area are in very bad to dangerous condition and must be addressed as soon as possible. DISCUSSION: The Commission identified replacement of the westerly playground area in the Park & Trail Five Year (2008 2012) Capital Improvement Plan as a 2008 project with a working budget of $45,000.00. Bill Bach (Earl F. Anderson, Inc.) and I inspected the site in mid-September and discussed the possibility of a late December purchase of the components (to avoid 2008 price increase) with an install date to be set for April / May 2008. While on site it we also discussed updating the border timbers and replacement of the pea rock at the smaller easterly site along at the same time the westerly unit would be replaced. The attached proposal combines work on both areas into one cost estimate (see attached.) If the Commission desires to proceed with the proposal presented by EFA the costs will be broken into two separate proposals: the westerly would be new capital improvement (Special Park Fund & other funds) and the smaller playground could fall under the PW Budget line item for Playground repairs. RECOMMENDATION: Next spring, for safety considerations, the border timbers at the westerly playground area must be replaced. I also recommend that that the eighteen year old play equipment and surfacing material also be replaced and in addition the border timbers and safety surfacing at the easterly playground be replaced. ACTION REQUIRED: Review the attached EFA proposal and provide direction to staff. If the Commission desires to proceed with this project, direct staff to present a Concept/Feasibility report to the City Council. Earl F. Andersen QUOTE TO: CITY OF MENDOTA HEIGHTS 1101 VICTORIA CURVE MENDOTA HEIGHTS, MN 55118 ATTN: PHONE: (651) 452-1850 FAX: (651) 452-8940 QUOTE Page: ENTERED BY: KIM QUOTE NUMBER: 0089130 QUOTE DATE: 10/1/2007 SHIP TO: ROGERS LAKE PARK MENDOTA HEIGHTS, MN 55118 OTY ITEM NO. DESCRIPTION PRICE EACH EXT. PRICE 1.00 PLAYGROUND CUSTOM PLAYSTRUCTURE- C2775112 31,697.00 31,697.00 BY LANDSCAPE STRUCRUES INC. 1.00 INSTALLEQUIP INSTALLATION OF PLAY EQUIPMENT 7,245.00 7,245.00 INCLUDES CONCRETE FOR FOOTINGS. 1.00 XP0668 6" x 6" x 8' XPOTENTIAL BORDER 5,445.00 5,445.00 MATERIALS AND INSTALLATION AS SHOWN ON PLAN C2775132 167.00 EFAWOOD EFA WOOD FIBER SAFETY SURFACING 26.29 4,391.00 MATERIALS DELIVERED AND INSTALLED. 5,321.00 FABRIC GEO TEXTILE FABRIC 0.13 688.00 MATERIALS AND INSTALLATION. 1.00 SITEWORK DEMO EQIPMNET AND BORDER, 4,550.00 4,550.00 EXCAVATE OUT 12" PILE ON SITE. *CITY TO PROVIDE DUMPSTERS. 2.00 FUSION PARTS FUSION BENCH D 1027 930.00 1,860.00 DELIVERED AND INSTALLED NOTE: This quotation is valid for 30 days. Please call for confirmation after that date. Prices are NOT based on SUBTOTAL: 55,876.00 prevailing wages. SHIPPING & HANDLING: 335.00 DISCLAIMER FOR UNKNOWN CONDITIONS: The following disclaimer applies only when installation is quoted SALES TAX: 21.78 This quotation is based on the area being free of all debris such a4 but not limited to the following *Concrete footings or TOTAL: 56,232.78 blocks of any type. *Bedrock or rocky conditions of any type *Tree stumps, trees, cans, bottles, metal or any other debris *Utilities requiring any holes to be dug by hand *If area is not accessible to a bobcat and other equipment necessary for installation. *If water exists in site area or footings after they are dug *Or any other unknown conditions not listed or visible F.O.B: FACTORY TERMS. NET 30 DAYS Shipment approx. 3-4 weeks upon receipt of order and subject to credit approval Do you require a 24-hour delivery notice? 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A trail project on Hwy 13 (or Dodd Rd), outfield fencing and backstop replacement in Hagstrom-King Park, development of a lacrosse/soccer/football field in Friendly Marsh Park and re- surfacing of the Ivy Hill Park tennis court (Note: during the workshop for the 2008 City Budget, the City Council indicated they removed this item from the Draft Budget for consideration in 2008). DISCUSSION: Due to other City work commitments I was unable to set aside sufficient time to prepare concept / feasibility reports for the Hagstrom-King and Friendly Marsh Park projects. I will be ready to provide a verbal summary of the work proposed in these two parks at tonight's meeting. ACTION REQUIRED: After presentation outlining the proposed projects, provide direction to staff. City of Mendota Heights MEMORANDUM October 5, 2007 Memo to: Parks & Recreation Commission and Assistant to City Administrator From: Guy Kullander, Operations & Projects Coordinator xx Subject: Pilot Knob Phase 2 - Draft Management Plan BACKGROUND: Great River Greening has provided a draft outline for the Pilot Knob Phase 2 Management and Restoration Plan for review by the Commission and City staff. Attached foryourreview.• a 1. Council memo regarding status of land acquisition received by City Council on October 2' . 2. GRG draft outline for the Restoration Plan 3. GRG draft outline for the site Design Plan ACTION REQUIRED: Review the materials provided and allow staff to present additional materials at tonight's meeting. Provide direction to staff and Great River Greening on items or issues the Commission desires addressed in the final Management and Restoration Plan. City of Mendota Heights September 28, 2007 Memo to: Mayor, City Council and City Administr From: Guy Kullander, Operations & Projects Coordinator Ae Subject: Status of Pilot Knob Phase 2 Site Acquisition BACKGROUND: The City Council, at their August 21 st regular meeting, engaged the services of Great River Greening to prepare a "Management and Restoration Plan" for the 15 acre Pilot Knob Phase 2 site currently owned by Minnesota Acacia Cemetery Association. A draft of the final plan will be delivered to City staff on November 9th; Public Hearingwill be held at the November 1J h Parks and Recreation Commission meeting; and the Fina/Planwill be presented to City Council on November200. Great River Greening and City staff (Jim, Jake, Sue, & Guy) held a "kick-off' meeting at City Offices on September 6th to discuss concept and strategy for the restoration plan. A second meeting was held in the offices of the Trust for Public Lands on September 27th to allow stakeholders and other interested parties to review and comment upon the direction given to Great River Green. This meeting was attended by: Bob McGillivary, TPL; Gail Lewelian, Larry Grainger, & Jeanne Hollingsworth, Pilot Knob Preservation Association; Jim Anderson, Mendota Mdewakanton Dakota Community,- Wiley Buck, Todd Rexine, & Dan Tix, Great River Greening; and Guy Kullander, City of Mendota Heights. DISCUSSION: Site acquisition funding: Appraised cost: $1,888,000 + Transaction costs: $50,000 = $1,938,000 Confirmed funding: DNR - Natural and Scenic Area grant $ 354,047 DNR - Remediation Fund grant $ 327,000 DNR - Metro Greenways grant $ 200,000 Dakota County Farmland / Natural Area grant $ 400,000 TPL - Metro Conservation Corridors grant $ 100,000 City of Mendota Heights $ 400,000 TPL - Private fundraising / grants $156,953 $ 1,938,000 TPL - Acacia Cemetery Purchase Agreement: Trust for Public Land (Bob McGillivary) has a purchase agreement with Acacia Cemetery to acquire the property no later then the end of January, 2008. Due to the "time sensitive nature" of the various funding grants the City has applied for, TPL desires to purchase the property in late December 2007 and immediately re -sell the land to the City. TPL's purchase agreement with Acacia Cemetery requires all buildings removed, wells closed, and environmental clean-up completed prior to sale of the property. TPL has engaged the services of Braun Intertec to prepare a Phase 1 Environmental Assessment of the existing property and buildingp. A preliminary draft budget estimate of costs associated with demolition and clean up of the site range from $80,000 to $100,000 plus (depending on subsoil conditions/contamination/extra unknown clean up costs). City purchase of site from TPL: Trust for Public Land will shortly deliver a Land Purchase Agreement (between TPL and City) for City staff and the City Attorney to review prior to submitting it for City Council approval (October). Great River Greening - Phase 2 Site Concept Plan: Staff has given direction to GRG to prepare a restoration and management plan similar to that approved for the 8.5 acre Phase 1 site. GRG has been instructed to assume that the buildings will have been removed, environmental clean up completed and disturbed soil areas level when the City purchases the site and management and restoration efforts can begin. Mendota Mdewakanton Dakota Community: Jim Anderson (member MMDC) desires a permanent ceremonial and cultural center that could be located at/near Pilot Knob or in the City of Mendota. MMDC would like use of the Pilot Knob site for private gatherings for Dakota sacred, cultural, and other traditional ceremonies. Mr. Anderson inquired if the City could preserve one of the buildings and lease it to MMDC. After discussion of the legal and costs associated with his inquiry Mr. Anderson withdrew his request and stated that he did not want in any way jeopardize the City's acquisition of the Pilot Knob Phase 2 site from Acacia Cemetery. Mr. Anderson was made aware of a future possibility, with funding support, in that the MMDC consider purchasing one of the two privately held parcels (dog kennel or SF rental) east of the Phase 2 site and west of the roadway (Valencour Circle) that are located within the Historic Pilot Knob area. City owned parcels (1) located in the southeast corner: With the use of TIF funding, the City purchased three parcels of land north of Acacia Boulevard and west of Valencour Circle. MnDOT constructed a holding pond on parts of two lots and the City removed a small farmhouse and outbuilding from the third in 1992. These three City owned lots are "outside" the 15 acre Acacia property and would not be bound by land use restrictions contained in the DNR and Dakota County grants, as the Phase 2 site will be. If the City Council desired to construct a future Nature or Interpretive Center, this land could accommodate such a use. RECOMMENDATION: If Council members have questions regarding the above information I will be in attendance at tonight's meeting. ACTION REQUIRED: No action is required; this memo is for information only. PILOT KNOB PHASE H Restoration of the Phase II acquisition will be similar to Phase I, resulting in prairie and savanna communities. The first part of the Phase II restoration may be on a shorter timeline than Phase I due to the gentler slopes and less threatening existing conditions. A cursory review of the soil maps and historic aerial photos indicates that the pre -settlement vegetation was prairie/savanna. More recent land use included a few homes and a farm with livestock. The combined acreage of Phase I and II, and different current conditions in Phase II, now offer additional specific wildlife habitat considerations. This outline is made in two main categories, restoration and design. While presented separately, the design has been made with the restoration goals in mind. All dollar figures are rou h estimates and recommendations may change as the analysis continues. I. RESTORATION WHOLE SITE CONSIDERATIONS Regardless of the timeline and the ultimate target ecosystem, removal of invasive species throughout is the first step in preparing the site for restoration. Several invasive species exist on-site but are generally at manageable levels and density. Buckthorn and Tartarian honeysuckle Scattered throughout the site, these two species reach medium-high density in the heavily wooded portion of the site and along the east and south perimeter. 5 acres of medium/high at $2500/acre = $12,500 plus 10 acres at $500/acre = $5,000. Total: $17,500 estimated. Initial inquires into county STS crews indicate marginal savings using their crews. Their ability to cut and spray is limited and they do give priority to projects that pay for their services. Spotted knapweed Scattered throughout the southern half of the site, and found in a couple patches on the east side of Pilot Knob road, spotted knapweed control requires a multi- year sustained effort of pulling, cutting and spot spraying. Preventing this weed from going to seed is the key to success. Seeds remain viable in the soil for years and the infestation can get worse when and if soil is turned over. $1,500/yr for 5 years Sweet clover Currently limited to the southwest corner pull -off area, sweet clover control is similar to knapweed control. The key is to not let this small infestation persist and grow. Minimal $ at current level of infestation. Siberian elm and Box elder (an overly abundant and very aggressive native species) Two prolific seed producers that can become very big problems during restoration, these tree species can be controlled by disrupting the seed production. To save labor costs and to provide some woodpecker habitat, the first wave of control for these species should be to girdle the seed bearing trees, and leave them standing. The trees can then be removed at a later time according to the larger restoration plans. $2,000 Bio Fuels With the concern with global warming, we strongly recommend that any significant woody material that is removed be put to utilitarian use, whether that is bio fuel, recreational firewood, chipped, or composted into soil. Burning log piles is not recommended. MMDC has expressed interest in the felled wood. Tree removal can also be unpopular with the general public. Greening is sensitive to that and offers insight into several tools to address public concern, including: a phased removal followed closely by restoration; the interpretive sign; leaving some dead standing trees for wildlife; and other considerations. The DNR bio fuels program will help locate a hauler to haul wood away once it is brought to the side of the road (Mark Lindquist, DNR, pers. comm., 10/4/07). Typically, they do not pay for the wood. The main advantage appears to be the reduced cost of disposal and the benefit of putting the harvested wood toward utilitarian use, likely the wood -burning District Energy Plant in St. Paul. FIRST AREA Upon removal of the buildings, the northern portion of the site lends itself to a relatively quick restoration to prairie and limited savanna. Its location is ideal as it is directly connected to Phase I once the road becomes vegetated (see design section). Tree removal Once the buildings are removed, we recommend removing the mature spruce, intermediate sized maples, and small trees and brush near the building sites and grounds and along the road. We recommend leaving the handful of large silver maples and large 70 y.o. green ash at the north building site. We feel these trees, although not typically savanna species, have an open -grown savanna -like structure that will provide a near -savanna structure for both for wildlife and understory plants. These large trees create the correct shade component for restoration of the savanna understory; at a later date these trees can be replaced with oak trees. $5,000 Site Prep Seeding and Multi-year establishment A large amount of this area is currently in turf, vegetable garden, and presumably fill covered with topsoil. These areas are relatively easy to prepare for seeding. We propose a 1 year timeline to prep and seed these areas. Under the remaining maple/ash trees, we propose to seed with savanna understory species. 5 acres @ $3000/acre = $15,000 for prep, seeding, and multi-year establishment. Oak Trees: Oaks should be planted under the silver maples and green ash to begin the replacement process. Several options exist, including: 1) young seedlings with deer protection; and 2) larger trees. (High density direct seeding is not an appropriate application for this area). $1,000 Non -game wildlife Bird life, such as bluebirds and woodpeckers, can be enhanced with items such as bluebird houses and leaving or creating dead standing trees. $500. In addition to these direct habitat improvements, there is an extensive list of bird Species of Greatest Conservation Need that frequent adjacent Fort Snelling Park. Loggerhead shrike, field sparrow, northern harrier and peregrine falcon are a few species in the vicinity that will also likely use the site with minimal direct management beyond the vegetation work. A snake hibernacula is a recommended feature for the north home site. A large hole would be dug into the former basement, and then refilled with masonry material and woody material, with some detail paid to the access holes and basking rocks. $1,500, with the assumed contribution of earthwork by Mendota Heights Public Works. SECOND AREA The main southern portion of the site is currently old field populated with a large number of young volunteer green ash (indicating relatively deeper topsoil), black walnut and other hardwoods and conifers including the mildly invasive exotic Scotch pine. Some dense thickets exist, which will be removed except where desired for screening short-term Gathering Areas (see Design). The understory is currently dominated by exotic smooth brome grass, and a few overabundant native plants, especially rigid goldenrod. Some desirable species are found in the understory, including a few species of aster. We recommend restoring this area to a prairie and savanna matrix, with relatively large oak groves to be established along with prairie openings. This would be a central core area for savanna. This area and the best restoration strategy and techniques will be analyzed in much greater detail in the final report. Several different strategies will be analyzed for this area, including: Chainsaw removal of green ash vs. controlling green ash with fire vs. ash as an oak nurse crop. The advantages and disadvantages of each will be reviewed. The threat of deadly emerald ash borer will be included and may influence the recommended strategy. -8 acres @ $1,000/acre Understory restoration: Tilling/seeding vs. overseeding. Overseeding prairie seed into old fields is a novel though promising technique; tilling/seeding is a proven technique. Advantages and disadvantages of both will be reviewed, as well as cost. $3,000 acre Oak establishment. As in Phase I and for the north end, there are several different approaches to take for oak establishment - e.g numerous small trees vs. fewer large trees. Protection from deer herbivory is an overriding concern. In addition to the protection techniques employed in Phase I and the north end, the size of this area and the number of oaks to be established may justify deer-exclosure fencing. If the City of Mendota Heights has any parameters on fencing, please share those at your earliest convenience. $3,000/acre THIRD AREA The heavily wooded area to the northeast of the brick building is the third area. Due to past land use - it appears to have been an intensive area for livestock - and proven ability to establish trees (cottonwood, etc.) as volunteers (based on conversation with Rudy and the historic aerial photos), this area appears well suited for an oak grove. Radical restoration vs. gradual Radical clearcutting and replanting is one option. It is an expensive option with public relations concerns; the DNR biofuel program will only marginally reduce this cost, but it will put the felled wood to utilitarian use. A more gradual approach would include clearing gaps in the forested area and establishing oaks in those gaps in anticipation of eventual removal of the existing cottonwoods. We recommend that at the least this gap -planting begin soon. In this area, the cottonwood removal can be completed as financial resources become available. In them meantime, it can be managed for woodpecker habitat and oaks grown in the canopy gaps. -4 ac @ $10,000/acre MISCELLANEOUS Retention pond The retention pond appears to hold little to no water and does not offer any unique opportunities for restoration. Edges Other than invasive exotic removal, the edges can be left relatively unmanaged. Currently they provide some screening from the busy roads. I. Design Trails It is recommended that trail construction follow the same construction procedure as in Phase 1. The trails would be 4 feet wide and constructed of compacted, crushed limestone gravel (Class 5). The trail location has been kept primarily along the western edge of the Phase II site. This alignment is intended to preserve the restoration area for wildlife habitat consideration. The trail to the south of the existing brick building would be a loop trail allowing visitors the option of having a smaller journey through the site or continuing on to the northern part of the site. North of the brick house visitors can continue exploring the site and either take the trail west to the Phase I restoration area or take a trail north towards Highway 55. This northern leg of the trail would allow visitors to view the proposed snake hibernacula area and also gain access to a view of St. Peter's Cemetery on the other side of Highway 55, framed by remaining large trees. Pilot Koh Road looking south. Phase II to left Parking There is currently ample space at the southwest corner to create a parking lot. The parking lot would incorporate part of Pilot Knob Rd north of Acacia Blvd. This would allow use of the existing asphalt road bed to create a portion of the parking lot with the rest of the space being comprised from the gravel area on the east side of Pilot Knob Rd. The parking lot would offer a good location to create some recessed planting areas to accept stormwater from the road bed and infiltrate it. Along with stone outcroppings, the recessed infiltration areas could help to define the parking lot and prohibit vehicles from the restoration area. Bus parking can be accomplished by on street parking on Acacia Blvd. Visitors would be able to exit the bus onto the bike path and follow the bike path to the entrance area of Phase II. Views The primary views are still located at the overlook area in the Phase I restoration. There is a view towards Saint Paul of the old Highland Park Water Tower. At the edge of the cul-de-sac overlooking Highway 55, there is a glimpse into St. Peter's Cemetery. Group Gathering Spaces There has been much discussion on having designated areas for larger group gatherings. These areas would remain in a prairie state during the majority of the year, but at the request of an applicant through a city permit, select areas could be mowed to accommodate groups. The two spaces are of different sizes to accommodate varying size groups. The larger of the spaces is located on the southern portion of the site and would allow for a 100 foot diameter area. This location was chosen because the Highland Park Water Tower St. Peter's Cemetery topography lends a gentler slope for a larger space. The location also appears to be used already for gatherings as it is currently mowed off. To demark this location, a semicircle of seven oaks could be planted on the outer edge of the circle, to represent the seven branches of the Dakota. The second location is located to the east of the current brick house. It is a smaller space with a diameter of about 40 feet. This location could also be demarked by oak trees. With the smaller space the oaks would be located at the four cardinal points of the compass. Pilot Knob (north of Acacia Blvd With the land on the west side of Pilot Knob being restored to prairie/savanna there is not necessary for Pilot Knob Road to continue to the gravel cul-de-sac, on the northern end of the site between Phase I and Phase II. However, Acacia cemetery still needs to have access from Pilot Knob Road to the northern edge of the cemetery. There also needs to be an emergency vehicle access to the northern edge of the restoration. This being the case, there could be a gate installed on the northern end of the parking lot to allow access by Acacia cemetery and emergency vehicles. The asphalt road would remain to the northern property line between Acacia and Phase I restoration. The remaining road bed north of the property line would be excavated and in its place a planted road bed would be installed for emergency vehicles. There are a number of products available that can be utilized to help stabilize the soil and give it the structural strength to support emergency vehicles. This would help unite both phases together and would visually break up the straight line that Pilot Knob Road creates. Further investigation will be made in the hopes of finding a product compatible with prescribed burns. Edges With the implementation of a restoration on this site, consideration will be required to the edges created around various spaces and boundaries. The property edges can be softened with the location of savanna plantings. The parking lot location is already going to use the existing topography to its advantage as a screen, as it is located at a lower point in the landscape on the southwest edge.