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2007-03-13 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA AGENDA PARKS AND RECREATION COMMISSION Tuesday, March 13, 2007 - 6:30 P.M. City Council Chambers 1. Call to Order 2. Roll Call 3. Election of Chair and Vice Chair 4. Approval of February 13, 2007, Minutes 5. February Parks & Recreation Report 6. Field Improvements 7. Park & Trail Capital Improvements 2007-2012 8. Trail Planning Update - Dodd Road and Highway 13 9. Commission Comments 10. 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 February 13, 2007 The February 2007 meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, February 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: Acting Chair Paul Portz, Commissioners; Dave Libra, Tom Kraus, Larry Craighead, Raymond Morris and Missie Hickey. Absent was Chair Richard Spicer. City Staff present were Teresa Gangelhoff, Recreation Programmer, Guy Kullander, Operations and Projects Coordinator, Jake Sedlacek Assistant to the City Administrator, and Recording Secretary Nancy Bauer. Acting Chair Paul Portz welcomed new Commissioner Brian Hallman. Commissioner Hallman gave a brief introduction of himself. He has lived in Mendota Heights since 1998, has two boys ages 7 and 11, utilizes our extensive trail system and is and his happy with the trails and parks facilities. MINUTES: Commissioner Craighead moved approval of the minutes and Commissioner Morris seconded the motion. AYES: 6 NAYES: 0 BALLFIELD OPEN HOUSE Acting Chair Portz said this was an open house to hear comments on possible improvements to the Civic Center and Hagstrom-King Park ball field improvements. Improvements under consideration at the Civic Center were moving the outfield fence in from its existing location, adding a batting cage and shelters over the players' benches. Mr. Kullander gave a brief presentation saying he brought the Commission request to hold on Open House to the City Council and they approved the concept of the improvements and Open House. 160 residents were mailed letters and three responses were received. No phone calls were received. An informational letter was posted on Mendota Heights Athletic Association's (MHAA) website. The coaches at St. Thomas and St. Joe's like the fences where they are and a couple of balls do go over the fence. Improvements considered were bringing the fence in closer, constructing a batting cage and building shelters over the players' benches. One thing that was not considered in the original cost estimate was the warning track and concrete force mowing strip. Page - 1 Draft Terry at Public Works reminded Mr. Kullander that an issue encountered at the Mendakota ball fields is - if there is a hole or gap where the fence meets the ag-lime the umpire can terminate the game for safety reasons. For maintenance and mowing purposes Terry Blum would like a concrete mowing strip underneath the fence. The mow strip would add a few more thousand dollars to the project. If the Commission wanted to do all the improvements at the Civic Center it would be approximately $53,000 and less at Hagstrom-King Park$ for about $43,000 these estimated costs include a 20% contingency fee. If we updated the Hagstrom-King Park for baseball use, MHAA would use the park on weeknights for baseball and softball. We looked at putting up safety netting to keep foul balls from going over. When I looked at it with the Parks Crew the pipes are a 3" pipe with a hood that is sagging. The pipes aren't strong enough to support netting. The backstops should be replaced. These and other factors added to the price of the improvements at Hagstrom-King Park. Commissioner Hickey asked if the electrical service and irrigation system modifications were because the fence was being moved. Mr. Kullander responded the current sprinkler heads are at the edge of the aglime and if the fence was moved, the irrigation system would be moved to the other side of the warning track. Electricity would be stubbed to the batting cage for the pitching machine. Commissioner Craighead asked if the old fence would be reused. Mr. Kullander replied it is not cost effective to reuse the old poles, and the fabric could be reused if it is in good shape. This fence is old and replacement of the fence fabric could be the best option. No residents attended the Open House. Mr. Kullander thought one issue might be parking at Hagstrom-King Park. Staff has never received complaints about parking from the neighborhood. St. Thomas and St. Joe's coaches expressed concerns regarding moving the fence closer at the Civic Center ball field. MHAA uses different requirements for outfield fence distances than what is considered the national standards. Commissioner Hallman said MHAA uses sanctions of Major League Baseball. Acting Chair Portz asked if the outfield fence at the Civic Center was at 265 feet. Mr. Kullander responded that the right field fence is at 260 feet and the centerfield fence is at 264 feet. MHAA requested the fence be moved in to 245 feet. Commissioner Hallman informed the Commission that a similar facility at Visitation had the out field fence at 225 feet and four feet high. Page - 2 Draft Mr. Kullander responded that the City uses 8 foot fences, because 6 feet is a hazard and 4 feet you could fall over. The fence, if replaced, would be 8 feet high. Commissioner Craighead asked if the fence would be moved in at 245 feet at all sides. Mr. Kullander responded that it would be located the same distance at all points. Commissioner Hickey asked Mr. Kullander what the positive and negatives were of moving in the fence. Mr. Kullander responded that at the 245 foot distance he saw no problem with this location and recommended we should go by the advice of the users — MHAA user of the facility. Commissioner Kraus asked about bat technology and what the projector of this was. Commission Hallman responded that each league has their own regulations for the specification of the bats. The big barrel has a wider circumference to allow a bigger pop and those bats are outlawed. Each age group has a formula on the website where they list weight and length of the bat to come up with a number. Commissioner Kraus responded there is a limit to the bat because there would be an issue at every ball field. Commissioner Hallman said moving the fence in would add to the facility by adding a batting cage. That was part of the safety issue because kids warming up on the side of the field when infield playing is going on and balls are flying. Commissioner Morris commented that to do both parks at the same time, he does want to support MHAA, but there are other priorities such as the "you are here" signage are worthwhile doing. That is a modest cost. The bleacher pads can be combined with another project. My question is to upfront those costs because if they are more along the line as originally requested $18,000 to $35,000 and now it's $53,000 for two of them. Now we are looking at $53,000 for the Civic Center ball fields alone. I would be more inclined to do the improvements over two years. Maybe do one one year and the other the next year. We have a lot of other things we are supporting. Commissioner Hallman responded that the Civic Center is currently being used by MHAA traveling teams, St. Thomas and St. Joseph uses it for softball. Hagstrom-King is not a baseball field but with the improvement MHAA would use it for their other traveling teams. Baseball numbers have grown over the last 3-4 years and traveling baseball has picked up tremendously in numbers. We have gone from having four teams four years ago to 6 or 7 traveling teams. Having the home field advantage is getting to be a stretch. They use Civic Center and Visitation and could use a third location. Commissioner Morris said it is a matter of funding. We have a new development — Opus and the funding will not be received until late 2007. Page - 3 Draft Commissioner Morris continued that he would be inclined to do one field this year and maybe one next year and continue with playground improvements that are scheduled. Mr. Kullander responded that we could do parts of the improvements depending on what MHAA's priorities were. Commissioner Craighead wanted to know from Ms. Gangelhoff, if the other users such as men's adult softball had been solicited for comments and if they had any comments about moving the fence. Ms. Gangelhoff responded they don't play at the Civic Center and they say they wish the Mendakota fence was higher or back further. The only concern she heard was from the St. Thomas coach and he was worried if the fence was moved it would affect them and they would have no where to play. Commissioner Craighead asked what age group St. Thomas was. Ms. Gangelhoff responded 7th grade (12 year old) boys. Mr. Kullander responded that he went back and looked at the reservations for the previous four years and the only users were MHAA, St. Thomas and Joe's. Commissioner Craighead was concerned about the cost for the project. $53,000 was a lot more than when we started talking about the improvements. There are a lot of other priorities on the list for 2007 — 2009 and further out. When batting cages were only talked about and the cost was considerably less than what is being talked about now. With what I heard, I cannot accept that by moving the fence in 15 feet and spending that kind of money is cost justified when we have so many other projects in the city to do. The new fence is $8,000, new lime $5,000, concrete strip $4,000 and irrigation changes $3,000 and some for contingencies. That's a lot of money. Acting Chair Portz said he heard a lot of good comments. Commissioner Morris and Commissioner Craighead said costs are high. I think everyone feels that way. We went from $18,000 and $35,000 to close to $100,000. We had different comments about what we need right away. Is Hagstrom-King our priority to get baseball going? And what do we need at the Civic Center? We had feedback from the coaches at St. Thomas and St. Joes about not wanting the fences moved in. Commissioner Morris said it would be one thing if we had a funding stream that was rich and could support the things we want to do, but we have some serious challenges to our parks. Moving the fence 15 feet, I agree with Commissioner Craighead, that it is a lot of money for a 15 foot move, especially when we have input from another users of the field. I would want MHAA to go back and see what they really need now and what would be nice for later, if we were to have a windfall. We do have a lot of other things, trails in really bad shape, equipment in parks that needs to be replaced. Dave Vierling (MHAA Commissioner), from the audience, asked if they could put in the batting cage without moving the fence. Page - 4 Draft Mr. Kullander responded that they could not because there were no open spaces on the Civic Center site. Mr. Hallman said that moving the fence was requested not to create more home runs or change the field dimensions to affect play, but to create a safer environment for the teams that play there. The number one concern at the Civic Center is the foul ball going over the backstop and onto Victoria Curve and kids chasing the ball there. I understand the cost of moving the fence in and considering all that needs to be done to put in a batting cage may be high. I guess my question to the Commission is what the appropriate amount to spend is. There is a big difference between $0 and $90,000. Commissioner Craighead said he is guessing that the fence is going to cost $24,000 of the $53,000. That is half of the cost. If you do that for the other field it is more than half the cost. We are talking about $50,000 for two fields with fences. I have a hard time with that. Dave Vierling, from the audience, asked when was the last time money was spent of fields? Commissioner Craighead replied that we do a lot of work on the fields all summer long. I don't have a problem with putting in backstops higher like in Valley Park last fall. We are doing things to the backstop and I don't have a problem with that or having a batting cage there at the Civic Center ball field. I am having a problem with moving the fence 15 feet. Commissioner Morris said my question is for roughly that same amount of money we could upgrade one of the playgrounds or a playground and a half, which is something that is serious. We have wood that is splintering and it is old arsenic wood. I don't have any problems supporting this, if we had the money. We have a very limited amount of money and if we spend that down there is no guarantee that there will be any more. It may seem like we're not supportative but we are. It is a very difficult situation because we only have $200,000 in the Park Fund right now and we are almost dedicating half our bank fund to these two fields. I cannot see myself supporting that with all the other projects we have. I can see supporting some of it. The fund is at the lowest it has been in years. Commissioner Hallman said there would be an influx of cash from the new development at the Summit. I think we need to go back to MHAA and say what is a fair amount to spend on field improvements. They can then prioritize and see if they can live without the shelters above the dugouts. Commissioner Portz reported that what he is hearing is that $100,000 is too much money to spend. I don't think we know what is enough or too much. I've heard that we are thinking of doing one or the other field, or pick and choose what is really needed at Hagstrom-King Park and the Civic Center. I don't think we can decide that tonight. There should be discussion with MHAA, Commissioner Hallman and Mr. Kullander, saying what is really needed this year, how much is it going to cost, what can be put off for a year, and what can be done later. Commissioner Morris said what should be considered more than giving a dollar amount is defining what is more critical and what are the safety issues. Safety issues should come first and second should be critical issues. Things that would endanger any of the players I would support. Right now there a lot of things lumped together. I would to see things prioritized. Page - 5 Draft Commissioner Hallman replied that MHAA is asking for a small amount of things compared to when they first came in and has worked with the Commission to prioritize items. They did say these are top things. They have worked with the Commission to try to answer the Commission questions and work on a reasonable plan. Safety and numbers of people involved were taken into consideration. Don't think it hurts to go back and reevaluate it again and look at things but there was a fair amount of discussion. Commissioner Morris said that the first go around was over 6 million dollars and there was thought and process into this discussion. He appreciates and applauds MHAA for going back and looking at the issues. The Capital Improvement Plan has been used since August 2004 and $110,000 is planned for 2008 in projects, in 2009 $158,000 and in 2007 about 120,000 worth of projects and that is excluding MHAA requests. When you look at the money coming in in the future years from the developments, the development money is shrinking because the city is almost built out. We're not going to get much, if any in the future. Chair Spicer has been really protective of that fund because after 2009 we might not have much funding at all for any of the parks. Commissioner Hallman said the city should look at other funding mechanisms. Commissioner Craighead replied that has been discussed for years. Chair Spicer has been trying for years, as long as eight or nine years, trying to get signage for the parks for $6,000 and it still has not happened. We haven't been going out and throwing money away. Certainly safety features such as back stop netting, I can support. I don't have a problem with batting cages or shelters for better things. I don't know what else there is for safety that we haven't discussed yet. I haven't heard the fences currently in the outfield are unsafe. By eliminating the change in the fence we can save a lot of money. Commissioner Hallman said MHAA wanted to add a batting cage to the Civic Center and the only way to do that was to move in the fence which makes it a very expensive batting cage. Mr. Sedlacek said to answer the question from the audience last year in 2006 $25,000 was spent from the fund for ball field improvements. I'm a "newbee" to Mendota Heights and I'm not hearing in any of these discussions is what is the athletic association bringing to the project. What is the user of these facilities contribution to this project? It is new to Mendota Heights, but it is not uncommon for other cities in the metro area to contribute to improvement projects. Commissioner Hallman responded that other communities have a city funded recreational program, we do not. Ours is provided by a totally volunteer system that is funded for by itself. So we don't have any funds for improvements and we have the highest baseball fees of any community in the surrounding area. We barely have the funds for administrative costs, referees, umpires and uniforms. Our traveling baseball fees are over $300 per player, the highest of Eagan, West St. Paul, and Highland Park. Mr. Sedlacek said he believes that charitable gambling makes a difference. Burnsville, where he most recently worked, is a volunteer organization with no city funding. Page - 6 Draft Commissioner Craighead said there had been MHAA contributions of 50% to help fund improvements. At first he believed that the improvements could be made, but when it got up to $100,000 believed that it was not affordable. Mr. Kullander responded that the ball field was upgraded in 1999 and MHAA and contributed 50% of the funds over three yearly payments. Mr. Hallman asked how much the improvements were. Mr. Kullander responded that he believed the field upgrades at the Civic Center were under $20,000 and MHAA paid 50% over a three year period and they helped fund the batting cage at Mendakota Park which was $18,000. Commissioner Hallman responded there is charitable gambling in Mendota Heights for the Athletic Association and in 2006 $56,000 was raised. By the charter and the bylaws of the association it says a bulk of the money goes to the hockey program. To try to change the bylaws it would be too cumbersome. Of the $56,000 less than $1,000 goes to baseball. The charitable gambling money is not a resource for MHAA to use for capital improvements as it may have been in the past. Acting Chair Portz said the discussion of the fund was heard and understood that there was no capital from MHAA for the improvements. What we are seeing is a very large expense, more than what was originally in mind. The improvements should be prioritized on safety concerns. Commissioner Morris agreed with that idea. Commissioner Kraus agreed he also wants to take a look at prioritizing the items and see how the numbers break out. Safety issues are a matter of perception as well. A big part of moving the fence is to add batting cages for safety reasons because kids need to warm up and practice in an area that is safe. The question is "how unsafe is it?" There are degrees of safety. Arsenic in wood for playground equipment is a public safety issue. Commissioner Hallman agreed it was a good point. MHAA can't say that playground equipment isn't more important than backstops and vise versa. I think it would be fair to go back to MHAA find out what are their safety concerns are and prioritize the items. Commissioner Kraus said that in addition to that we would like to do this based on a safety risk scale of 0-10 with zero being completely safe and 10 being at risk for being seriously injured or killed. We may not be able to do ones but fives and above because of our dire fund situation. I think with MHAA and our other projects safety has to be our responsibility and then we have to do prioritization within the parameter of safety. We have to address the funding situation. Until we do we have to be very selective. Commissioner Morris replied that Opus is one of the last money streams for Mendota Heights' parks. It is unfair to do comparisons of other cities because Mendota Heights has the lowest taxes in the entire state and one of the reasons is some other towns in the twin cities area fund their parks through taxes. Ultimately, it is not our call to spend money, we make a recommendation to the City Council and they can vote down our recommendation. Page - 7 Draft It's one of the nice reasons I like living here - the taxes are low and it's a very high standard of living but there are compromises. Acting Chair Portz said there was good information and good discussion tonight and we are leaning towards getting items prioritized for safety. We feel that $100,000 is a lot to spend in one year. Mr. Kullander said he recommends that this discussion be continued at next month's meeting and volunteered to talk to commissioners from MHAA to set up priority safety items, and research other issues and concerns brought up the Commission. Commissioner Craighead asked if the batting cage was for batting or warming up pitchers. Mr. Kullander said that the batting cage was for hitters and that pitchers would also get a place for warming up. The Parks Crew said they could give them some pitching mounds on the back side of the batting cage and drop some netting down to stop balls from striking the fence. Commissioner Craighead said that if the warming up areas were down the right field line some teams won't like it and if it was down the left field line some teams wouldn't like that. If they want to warm up a pitcher mid -game that probably wouldn't happen. The safety issue is pre- game when people are using the batting cage. He would like to see some clarification. What is safety and what is it for? Acting Chair Portz recommended that a new list be brought to next months meeting to make decisions. RECREATION REPORT Teresa told the Commission that summer programs are in place. Brochures are going to the schools mid March and programs are listed in the next edition of the Heights Hilites. Acting Chair Portz remarked that the ice rinks finally look good. Teresa said it's the latest the rinks have ever opened. Commissioner Craighead thought this was the time they usually closed. Teresa said they're hoping to have them open until mid March. PAR 3 Robin Ehrlich and Sally Loberbaum gave a brief presentation on the Par 3. Mr. Ehrlich said the City Council at their last Council meeting passed a resolution for a referendum on April 24th to purchase the Par 3 and maintain the green space. The Par 3 gives a sense of community to the City of Mendota Heights. There are a lot of leagues that play there. It preserves our green space and adds to the quality of life. It will add to the property values in Mendota Heights. The referendum is for $2.79 million over 15 years. The golf course has an Page - 8 Draft appraised value of $3.5 million. The City would be buying it at a significant reduced rate. The homeowner should not see more than a $50 increase in their taxes per year. Revenues should offset the expenditures to run the golf course. The golf course does make some profit each year. Please help support the golf course referendum. If you would like to help out the next meeting is Monday night at City Hall at 7:00 P.M. We are looking for volunteers. We are also looking for financial contributions for lawn signs, posters, ect. Commissioner Hallman asked if the operating expenses versus revenues were known. Ms. Loberbaum said there is a chart showing the 10 year figures and showed it. There won't be a huge profit in running the golf course it looks like it will cost less to run. Mr. Ehrlich said that last year the revenues were $193,000 and the operating expenses were $161,000 with a profit of $30,000. Owners have not been doing much marketing in the last couple of years. Ms. Loberbaum said if the revenue goes to the Park Commission that would be a nice source of revenue. Commissioner Morris said $30,000 would replace most of a playground. Mr. Sedlacek said those figures are projected, does not include capital improvements and it isn't known if there will be any revenue. If there is revenue it would be a good problem. A business plan is forthcoming. Ms. Loberbaum said some current employees would like to continue working at the Par 3 which would be an advantage to the City. Commissioner Craighead asked if the golf course pays property taxes and if the City owned I then it would be taken off the expense side of the ledger. Mr. Ehrlich replied they pay about $6,000 a year. Mr. Kullander responded that it's classified as green acres and they get a break for maintaining it as green space. Mr. Ehrlich said that one of the objections of some residents it putting houses on the property. If developed that would be 19 lots. If the land were developed there would be about a .4% increase in the tax base. Commissioner Morris said one of our greatest resources is open land and he would personally support it. If the property and recreation area is lost this opportunity would never exist again. He wanted to know if there were other public Par 3s around. Mr. Sedlacek said there was in West. St. Paul, Burnsville and Inver Grove Heights. Commissioner Morris said it's a wonderful thing and a great resource. He applauds what they are doing. He would welcome a sign in his yard. Page - 9 Draft Acting Chair Portz agreed with Commissioner Morris' comments and its location for open space is critical because it's right in the heart of Mendota Heights. It's a good idea for Mendota Heights to keep the Par 3. In the long run it will make money, fund itself and help the property values of the whole community. Commissioner Morris said a few years ago there was talk of cross country skiing at the Par 3 and doesn't remember why that didn't happen. Ms. Loberbaum said that is being looked at. Mr. Kullander remembered it was all set up for cross country skiing and there wasn't enough snow. Commissioner Hallman asked if the golf course doesn't fly what happens then? Mr. Sedlacek said that the City will run it as a golf course and if it starts costing tax payer's money it would go before the Parks and Recreation Commission for recommendation to City Council with what to do with the property. Commissioner Kraus said that of the $2.79 million bond $2.06 million is for paying for the land. After the 15 year bond the City will own the land. If the business didn't work the City would have the land with minimal maintenance cost. Commissioner Craighead asked if the owners had any demographics on the players and how many people played golf there. Mr. Sedlacek said there was only one meeting with the supervisor of the golf course and that hadn't been discussed yet. Commissioner Hallman asked about the city sponsored golf leagues. Ms. Gangelhoff responded that golf leagues are the most registrations she receives. The junior golf league is really popular. Mr. Sedlacek recapped that the referendum is April 24th, with the same five polling places as the general election and polling hours are 7:00 A.M. until 8:00 P.M. Absentee voting will start 30 days before the election. There is another citizen group meeting on February 22"d, we're not sure of the intent of that group. The City Council also approved a lease to open the course on time and to retain the golf leagues and lessons. TRAIL SEGEMENTS Mr. Kullander said the Commission took formal action on the Dodd Road and Highway 13 trail segments back in 2005. Consultants have been hired to do grant applications, survey work preliminary studies, feasibility reports, final plans and specifications. City Council has approved the work for these trails. The majority of the city money will come from State Aid Funds because the trails are on state roads. The Special Park Fund may be a funding source to pay for Page - 10 Draft my time and engineering inspections, about $25,000. The consultants finished up their survey work today. Both areas have hydrological problems with drainage ditches and retaining walls needed. The goal is to have the preliminary plans and costs done by February 28th. If not successful this year with the grant application we can reapply next year or the year after that. The maximum grant money is $100,000. Commissioner Kraus asked if each trail was considered a separate project with separate grants and if the State Aid Funds would be paid 50/50 for the consultants. Mr. Kullander responded yes. The two segments are: on Highway 13 from Opus to the bridge over Lilydale Road and Dodd Road to Marie Avenue and the other side of Ridge Place to Valley Park trail. Commissioner Craighead asked if there would be any safety concerns crossing the street from the west side of the most northerly portion to the east side of Dodd Road. Mr. Sedlacek than asked the Commission to consider signing a letter written by him in support of the grant and the Parks and Recreation chair to sign. Commissioner Kraus made a motion for Jake to write letters on behalf of the Parks and Recreation Commission to support the two trails on Highway 13 and Dodd Road and have the Chair sign the letter. Commissioner Craighead seconded the motion. AYES: 6 NAPES: 0 PILOT KNOB II Mr. Kullander updated the Parks Commission on the work being done for the Pilot Knob II site. Grants have been submitted to Dakota County for the funding to purchase the Pilot Knob II site. The City Council has also committed $400,000 towards the purchase of the property. Commissioner Morris said this is a historic view shed. Commissioner Kraus said that ecological features make it a valuable piece of land. Commission Morris said it had cultural, historical and prehistorical significance. 5 YEAR PLAN Acting Chair Portz asked if the 2007 Valley Park tennis courts funds were coming out of the Special Park Fund. Mr. Kullander responded that it was coming out the City Council's Park Maintenance Fund. Mr. Kullander rounded off the numbers in the 5 Year Plan especially the income. The income projections include the 60 town home development of LeMay Shores — assuming it goes ahead. Page - 11 Draft The City Council wants Staff and the Commission to look at City Facility Capital Needs for the next five or seven years in preparation for next year's City budget. He will make a list of 20-30 projects the Commission will need to prioritize. Acting Chair Portz said that looking at the budget you get a broad scope of things the Commission is responsible for such as the ball fields, trails, parks and all add value to the community. Mr. Kullander asked if the Commission wanted anything for next month's meeting in addition to MHAA's requests and the 5 Year Plan. Acting Chair Portz asked Mr. Sedlacek how Burnsville funded projects. Mr. Sedlacek responded he could look at how other associations are funded and look at what grants are out there. Commissioner Morris thinks that grants are an under utilized option, which makes funds go further. Commissioner Hallman believed the last project MHAA funded was from a Twins grant. Acting Chair Portz said if Mr. Sadlacek had any ideas for grants the Commission would like to hear about them next month. Commissioner Hickey asked if it was ruled out including the referendum money for other projects. Mr. Kullander responded that the City Council wanted it to be a one issue referendum. COMMISSION COMMENTS None. Acting Chair Portz wanted to thank Commissioner Hallman for attending his first meeting and complemented him on his good comments. Commissioner Kraus made a motion to adjourn the meeting. Commissioner Hallman seconded the motion. The meeting adjourned at 8:23 P.M. Page - 12 CITY OF MENDOTA HEIGHTS ►i ►i •: _ ► ZIMl 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 theta' annual Safety Camp to be held August 14, 15, and 16th 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 volunteer from MHPD that helped me at the SSP VFW Fish Fry, setting up and bussing tables on Friday, February 2nd. It was a great turn out and thanks for 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 programming we offered this past summer, trying to increase the numbers in a few of the classes and possibly still running a small tournament the morning of the park celebration on June 2nd, 2007. We also plan on meeting in March to partner with other neighboring cities and run a Welcome back to Tennis clinic geared toward the 50 plus age group in association with LISTA. 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 3 years) and also we are submitting a grant request with USTA and Tim and I just finished registering our program under USTA and NRPA this year. We hope to continue to "GROW TENNIS" in our community this summer. Ice Rinks The rinks made it all the way to the last day of February. We closed on February 28. Terry and his crew tried to flood one more time on Tuesday the 27th and the ice just broke up under any pressure and with a second storm coming in the next day we decided to close them for the season. I have put together a separate report with the attendance counts for each warming house and will have it for you at the meeting on March 13. Ice Skating Lessons Our skating lessons were held on Saturdays through February 10t' at the Friendly Hills Rink. The cost this year was $32.00 and we ran 5 classes. Program Brochure and School Flyers The summer recreation events are in the Late February edition of the Heights Highlights. Because of the timing of delivery to homes this spring the information will go out in February and again in May. A summer brochure will also go home with school children in mid March that I am presently working on. It will also include our spring break activities. Registrations for all summer programs are open. Youth Trips Spring break trips are in place and we are taking registrations for them and only have a few spots left in each trip. We plan to go to the new Water Park of America by the MOA. And another new trip to Pump it Up, where they climb, jump and play in all inflatables. Our summer trips are in place and listed in the latest Heights Highlites and school flyer brochure. Cheerleading Cheerleading lessons moved to Mendota School this February for 12 weeks. Cost was $66.00 for ages 4 and up. We provide two sessions 4-7 yrs and 8 and up Cheer America provides the instructor and runs our program. Gymnastics This class was held Saturday mornings for boys and girls 3 yrs. and up. Our winter session started in January and ended in February. The next session will start Fall 07. Park Celebration The Park Celebration is planned for June 2. 1 am currently securing all the activities for the day. I am going to have it run from noon to 3 pm at Mendakota this year. Letters were mailed out to all Mendota Heights Businesses and past sponsors. We already have several donations that have come in. Cliff Timm Memorial Fishing Derby Plans for the derby are in place and will be held Wednesday, July 11 at Rogers Lake. Registrations are already coming in. I am hoping Dick and Larry will help again this year with weighing and measuring the fish since they are such pros at it and do a great job! We were again accepted by Hooked on Fishing International and chosen as an official derby site and will receive some free items and prizes for the kids that enter the derby. 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 schedule is as follows: Sat. June 1, Noon -Market Place (Village of MH) Music in the afternoon (TBD) co-sponsored with TPAC Sat., June 2,12:15-1 p.m. Mendakota Park. "Splatter Sisters -Kids can dance and sing along to their favorite songs, a Twin Cities favorite! Sat., June 2,1:45-2:45 p.m.-Mendakota Park. "The Teddy Bear Band" inspires movement, imagination and fun (BYOTB- Bring Your Own Teddy Bear!) Weds., June 13, 7 p.m.- Performing on the Front Steps @ Henry Sibley High School. 'The Alpahabits" This show is in conjunction with the Early Learning Advisory Council of ISD 197 'TRUCKS AND TRAVEL" Weds., June 27, 6:30 p "Summer Playhouse". (Formerly The Imagination Station) will be making a special evening appearance at Mendakota Park. Weds., July 11, 7:30 p.m. - Rogers Lake Pavilion. "Kevin Hall Magic" He will entertain all ages with magic & comedy. You don't have to be part of the Fishing Derby to come and enjoy the performance! Tues., August 7, 6:30 p.m.-Mendakota Park Pavilion. "Woody" is back again to perform and entertain at the National Night Out event. Come and enjoy the comedy, magic and fun for all ages. Weds. August 29, 6:30 — 7:30 p..-Mendakota Park Pavilion. "Leroy's River Minstrels" provided by MH Park & Rec and free root beer floats provided by Thompson Park Activity Center. Playing old time hits and Big Band Sound. *If it rains, the concert will be held at The Village Commons of Mendota Heights in the Community Room (720 Liden St. - Hwy 100 & Dodd Rd). Golf Our plans are to hold golf leagues, lessons and camps again at the Par 3. All programs are listed in the current Heights Highlights that was just delivered to homes. This program is very popular and registrations are already coming in. It will also go to the schools in our summer brochure going out in March. 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 Tuesday Men's and Women's leagues are filled, we have 1 opening left on our Over 30 Men's D league. Skateboard Camp in August 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 fall so we are going to try a summer camp that will run July 30, 31 and August 1 and 2 and 3rd at Rogers Lake Skatepark. CITY OF MENDOTA HEIGHTS MEMO TO: Parks and Recreation Commission FROM: Teresa Gangelhoff - Recreation Programmer SUBJECT: Ice Rink Usage through from 2002/2003 to 2006/2007 seasons (Past 4 years included for comparison) DISCUSSION: Rink usage annual update: 2006/2007 Season • This 2006/07 season was poor to start off. We couldn't open because of unseasonably warm weather until January 13 at Friendly Hills and January 15 at Wentworth and Marie. (We were closed 8 out of 46 days because of bad weather or ice conditions.) Counts are for Pleasure and Hockey rinks combined taken every hour. (I do have the breakdowns for hockey and pleasure rinks if needed) Usage was high this year due to our local youth hockey programs (permit) using the rinks as the following: • Marie 2 nights per week from 6 - 8 pm (Mon. and Wed.) • Wentworth 2 nights per week 6 - 8 pm (Tues. and Thurs.) • Friendly Hills 3 nights per week from 6 - 8 pm (Mon., Wed., Fri.) • Marie also used on some Thursday evenings from 4 - 5:30 for Sibley Girls Hockey • Friendly Hills was used daily M -F for Friendly Hills Middle School Gym classes for most of the month of January and part of February. ( No counts were taken.) • Friendly Hills also had 5 weeks of skating lessons (5 classes) in Jan/Feb. on Sat. mornings. • This year our rinks were very busy on the school out days. (we open longer those days) 2006/2007 RINK COUNTS: (taken hourly) Friendly Hills -1217 total 38 days Marie Park - 1715 total 36 days Wentworth - 1233 total 36 days 2005/2006 Season • This 2005/06 season was up and down with weather conditions. We opened December 17 (earlier than last year) Open 53 days total. (Closed down 21 days of 71 scheduled days because of bad weather or ice conditions.) Counts are for Pleasure and Hockey rinks combined taken every hour. (I do have the breakdowns for hockey and pleasure rinks if needed) Usage was up this year because of the following: Friendly Hills was used daily M -F for Friendly Hills Middle School Gym classes for the month of January and part of February. ( No counts were taken.) All 3 rinks were used one hour each night weekly and some Sat. afternoons for hockey practice for area youth association. (permit). Friendly Hills also had 5 weeks of skating lessons in Jan/Feb. on Sat. mornings. Boy and Girl scouts and a few birthday parties and one neighbor hood event had skating permits during the season. Wentworth was also very busy during the evenings with adult broomball and boot hockey pick up games all season long. 2005-06 RINK COUNTS: (taken hourly) Friendly Hills —1545 total 53 days Marie Park — 2460 total 53 days Wentworth — 2778 total 53 days 2004/2005 Season • The 2004/05 we opened December 26 and closed February 12. We were open a total of 32 days (with 6 of these days we had to close early) We had to many warm ups that made poor ice conditions. We did have 3 hockey teams using Marie and Wentworth most Tuesdays and Thursdays. Also, a few parties and several girl scout groups. Mayor skate on January 22 increased the numbers at Friendly Hills along with our weekly Saturday skating lessons where we held 4 full classes that went on for 4 weeks in January/February. We closed for good at noon (needing to get in the last lesson on February 12 we were open in the a.m.) Friendly Hills had to close a few days in January because of a gas line problem that was fixed by Excel Energy. 2004/2005 Rink Counts (taken hourly) Friendly Hills 839 total 29 days Marie Park 1446 total 32 days Wentworth 792 total 32 days 2003/2004 Season • The 2003/04 season had higher usage as the weather cooperated and made for great ice conditions and skating. The rinks opened on December 17, 2003 and officially closed on February 201h. We were open a total of 62 days. We closed 4 days because of below 0 temperatures. We may have been open only 2 days longer this year but the ice conditions were very poor last year. This year the weather remained at a temperature that kept the ice in great condition. Terry and his crew did a fantastic job keeping the ice rinks in great shape. I feel that this and cooperating weather had attracted more skaters this season. We also had several groups come in for skating parties and 2 youth hockey groups came several Tuesdays and Thursdays for hockey practice from 6-7 at Friendly Hills and Marie.. We also had 32 children every Saturday with their parents attending skating lessons at Friendly Hills. 2003/2004 Rink Counts (taken hourly) 1985 skaters in 62 days used Marie Park 1763 skaters in 62 days used Friendly Hills 1687 skaters in 62 days used Wentworth 2002/2003 Season: The 2002/03 season The rinks opened on December 27th, 2002 and officially closed on March 2, 2003. We were open a total of 60 days and closed down 6 days due to poor weather/ice conditions. We tried to stay open as much as possible as kids want to at least play boot hockey when the ice is to bumpy to skate. This was not a very good year for skating and Terry and his crew did their best trying to keep the ice in good skating condition. The weather did not always cooperate. This years numbers were up from last year but last year the weather was even warmer and we were closed more often: 2002/2003 Rink Counts (taken hourly) MARIE:1464 total in 60 days WENTWORTH: 898 total in 60 days FRIENDLY HILLS: 881 total in 60 days ACTION REQUIRED: None, this is for information only. FYI: An average season would run the first week before Christmas around December 18 and run through February and sometimes the first week of March. We could operate 80 days total if weather and ice conditions were good. Our rinks are well staffed and we are open hours that fit the school schedules. Rink attendants are required to go out and take counts hourly and check on the skaters. We have a daily log that they must fill out hourly. Please note: *If the same person is skating 2 hours they would be counted in the total twice. Most of our attendants like to stay out on the ice with the kids and also help the kids with skate lacing. We have a separate flood crew that Terry hires and they work after hours. If rinks are closed it is only because of poor ice/weather conditions. Any time we close the information is always on the hotline number that is posted at rinks and in the Heights Highlites. Each rink has a big sign posted on the outside with rink hours and numbers to call for further information. The rinks were put to very good use during 2006/07 year despite the shorter season. The parks crew does a great job keeping the rinks clean and in working order. CITY OF MENDOTA HEIGHTS MEMO DATE: March 9, 2007 TO: Parks and Recreation Commission FROM: Jake Sedlacek, Assistant to the City Administrator �-As SUBJECT: Field Improvements at Civic Center and Hagstrom-King Fields Discussion For the past few months, the Parks and Recreation Commission and MHAA have discussed improvements to baseball fields in Mendota Heights. MHAA's contention is that while the existing facilities are adequate for general purpose use, they do not address the needs of the community's significant youth baseball population. Initial conversations included MHAA putting together an extensive wish -list which included new and upgraded amenities around the community. That list has been narrowed down to two sites - Civic Center Ball Field and the softball field at Hagstrom-King Park. MHAA's goals are to have one site in Mendota Heights that is well-suited for little -league baseball, and one site that is well- suited for baseball practice/development. MHAA has prioritized Civic Center as the best site for little league baseball. The current configuration is functional and is used by three organizations - Visitation, St. Thomas and MHAA. While the field schedule seems to balance, safety has been identified as an issue - there is no space for teams to warm up while the field is in use. MHAA's primary request is not simply to move a fence in, but to provide a safe area for arriving teams to warm up. They are also hoping for a batting cage and covered dugouts areas. MHAA is also requesting improvements at Hagstrom-King Park which would accommodate a variety of users, but make the site more conducive to baseball use. Their primary request is to add an outfield fence. With the increase in baseball usage, a new backstop could become necessary. Unfortunately, the simple addition of a hood to the existing backstop is not an option at this site. MHAA would also like to have covered dugouts at this location. Working with MHAA officials, the following priority list has been established: Civic Centel Ballfiel� Pr+oritY � ._�` ... . New 8' high fence X 350 Lineal feet $ 8,000 New ag-lime warning track 15'X 350' $ 5,000 Concrete mowing strip at fence $ 4,000 Electric service & irrigation mod. $ 3,000 Contingency (20%) $ 4,000 Total: $24,000 Hagstrom,King Priority 11 _ . ." New 8' high fence X 350 Lineal feet $ 8,000 New ag-lime warning track 15'X 350' $ 5,000 Concrete mowing strip at fence $ 4,000 Contingency (20%) $ 3,400 Total: $20,400 C�wc Center �3all FteldPriority Ili . Batting Cage (15' X 80' X 15) $12,000 Contingency (20%) $ 2,400 Total: $14,400 Page I of 2 Civic Center Ball Meld Priority IV Shelter over player benches (2) $12,000 Contingency (20%) $ 2,400 Total: $14,400 Replace Backstop — add netting $ 8,000 Shelter over player benches (2) $11,000 Contingency (20%) $ 3,800 Total: $ 22,800 MHAA recognizes that the outstanding requests, if combined, make up a significant portion of the annual target for capital improvements funded from the Special Park Fund. The newly prioritized list breaks down items for possible implementation into the Capital Improvement Plan. MHAA is requesting that items one, two and three be completed this year. MHAA representatives have met with staff to outline where the association is at regarding playing a part in funding improvements. While having independent associations run youth athletics is extremely common in the Twin Cities area, each youth athletic association is different. Staff has not had time to study other community's relationships with their own athletic associations. MHAA representatives would like to point out that one significant difference in having a smaller organization is that youth get to play with their friends on teams, rather than playing with different kids each season. Of note, MHAA has not historically maintained a budget to offset capital improvements: • Charitable gambling is a poor revenue source - obstacles to this strategy are a lack of Mendota Heights pull -tab sites, poor market for pull -tabs and a structure which funnels most charitable gambling proceeds into hockey. • MHAA only has the beginnings of a booster club; the concept is still catching on. • MHAA has applied for a "Helping Hand" grant, offered by Hamburger Helper. The grant application is for up to $15,000 to offset the costs of improvements at Civic Center Field. (Make sure to log on and provide your support today!) Commission Action Required: Discuss the MHAA field improvement requests; consider their possible inclusion in the budget, CIP, or as a special request to City Council. Page 2 of 2 City of Mendota Heights MEMORANDUM March 8, 2007 Memo to: Parks and Recreation Commission From: Guy Kullander, Operations & Projects Coordinator Subject: Park & Trail Capital Improvements: 2007 thru 2012 Background: The Commission is currently into the third year of the Parks Five Year(2005thru2009) Capita/ Improvement Plan. This plan was developed as a guide and planning tool to place a value or priority ranking on park or trail improvement projects. Based on projected dedication fees to the Special Park Fund, from developers of new residential units or commercial/industrial properties, the Commission determined that yearly improvement projects totaling from $100,000 to $125,000 would allow the Special Park Fund to, over a multi year average, maintain a reserve balance of from $200,000 to $300,000. The City Council has tasked staff to prepare a five to seven year Capital Needs Study for all City departments, buildings and facilities (inciudingparks & trails) for consideration and use as a planning tool by the City Council prior to preparation of the Draft 2008 City Budget (June/July/August 2007). Discussion: The City Council may be amenable to consideration of a new approach to funding capital improvements within the trail system and City parks. Routine maintenance and repairs would, as now, be annually,budgeted by the City Council from the General Fund each budget cycle. Capital expenditures for new facilities and replacement of outdated or exhausted facilities would be funded from a variety of sources (Special Park Fund, General Fund/Tax Levy, State Aid Funds, etc) as determined on a project by project basis by the City Council on a year by year basis. The cost for projects selected by the City Council to be funded from the General Fund would include in the Tax Levy for the upcoming year and remaining approved projects would be funded from the Special Park Fund, State Aid, or another source identified by the Council The Parks and Recreation Commission would now be able to evaluate, rank and prioritize capital improvement projects not limited by an annual dollar allotment, but on there need and value to the City's parks and trails. The total expenditures for capital improvements could vary from year to year; recommended projects not accepted by the Council for one budget cycle could be resubmitted for a following year's budget. The Special Park Fund may remain as the primary funding source for most projects, or the City Council may choose to maintain a balance reserve sufficient to cover project cost over runs above ids prpount allaf ted for' jn � C�eneral 'und`(Ta syy, or choose to maintain the fund at a level sufficient fgr;u$0 jf a unique Qpppqunity, sIuch as matchiri� gram pr land purchase became available, or to fund irnrrtedjgJ6ly a special'prAjec or neQd not gnfic(pated during the normal City budgeting Gycle. Recommendation: I recommend the Commission discuss and consider the following: 1. Complete four (4) 2007 projects, funded from Special Park Fund, that have been approved by Council. a. Upgrades of playground equipment at Valley Park (spring) remaining costs: $ 18,000 b. Replacement playground components at Ivy Park (spring) remaining costs: $ 23,000 c. Concrete bleacher pads (companion CDA project - summer) $ 14,000 d. Backstop netting at Civic Center field 1,000 $ 56,000 2. Select and recommend to Council additional projects for 2007 construction: a. Park "You Are Here" signage $ 6,000 b. Friendly Hills Playground replacement $ 45,000 to $60,000 c. Selected field improvements at Civic Center $ - - - - - - - - d. Selected field improvements at Hagstom-King Park $-------- 3. Terminate current Five Year Plan and begin development of a new Five Year Plan to coincide with City Council's planned city facility Five Year Capital Needs Plan (2008 thru 2012) 4. Review and rank (High - Medium - Low) the following list of possible improvement projects and return to staff. At the next two meetings (April/May) the Commission can discuss projects rated High or Medium to determine the need or value each would bring to the City's park and trail systems. PRIORITY LOCATION / FACILITY PROJECT DESCRIPTION EST. COST HIGH MEDIUM LOW TRAILS: 1. Highway 13 2. Dodd Road 3. Dodd Road 4. Victoria Road 5. Wagon Wheel 6. Par 3 (if sold for Housing) 7. LeMay Lake Housing 8. 9. Civic Center Ballfield: 1. Relocate outfield fence 2. Batting cage 3. Shelters over players bench 4. Scoreboard 5. Sports lighting Opus west to Lilydale Road Hwy 110 north to Marie Ave Mendakota Park to Wagon Wheel Celia Rd. to Celia Rd. Dodd Rd. to Lexington Ave. Bachelor / Wachtler Link to Augusta Shores Housing Fence, mow strip, ag-lime, irrigation Cage, electric, mow strip, ag-lime Copper field Ponds: 1. Interpretative signage 2. Native plantings to replace buckthorn Friendly Hills Park: 1. Replace playground componenets-2 locations 2. Replace skating rink lighting -2 rinks 3. Outfield fencing for ball field 4. Storage lockbox at ball field 5. Replace backstop, add safety netting 6. Shelters over players benches 7. Replace double tennis court Low $= asphalt, High $=concrete 8. Install tennis "bang -board" Friendly Marsh Park: 1. Re -grade site for use as football, soccer or lacrosse field 2. Parking lot and other amenities for above uses $ 90,000 $200,000 $ 60,000 $100,000 $125,000 $ 75,000 $ 30,000 $ 23,000 $ 18,000 $ 14,000 $ 8,000 $125,000 $ 2,000 $ 10,000 $55,000 $30,000 $20,000 $ 1,500 $11,000 $12,000 $70,000 to $120,000 $ 7,000 $40,000 $30,000 LOCATION / FACILITY PROJECT DESCRIPTION EST. COST HIGH MEDIUM LOW Hagstrom-King Park: 1. Outfield fencing for ball field 2. Replace backstop, add safety netting 3. Shelters over players benches 4. Storage lockbox at ballfield Ivy Hill Park: 1. Picnic shelter 2. Replace double tennis court 3. Install tennis "bang -board" 4. Install fountain in pond Similar to Kensington Low $= asphalt, High $= concrete Kensington South Park: 1. Replace playground components and surfacing 2. Replace drinking fountain at concession building Kensington North Park: 1. Fountain in pond 2. Add additional Native plantings Marie Park: $20,000 $11,000 $12,000 $ 1,500 $30,000 $70,000 to $120,000 $ 7,000 $ 5,000 $45,000 $ 2,000 $ 5,000 $ 3,000 1. Place asphalt in hockey rink + new boards $60,000 2. Picnic Shelter $30,000 3. Replace double tennis court Low $= asphalt, High $= concrete $70,000 to $120,000 4. Tennis "bang -board" $ 7,000 Mendakota Park: 1. Sports field lighting $300,000 2. Re -roof three cedar shake roofs (needed in 5-10 yr) $15,000 3. Shelters over players' benches (8) $60,000 4. Storage building (MHAA & City use) $40,000 5. Sand volleyball court $ 8,000 6. Replace playground surfacing material (sand to shredded wood) $ 8,000 7. Replace play components $30,000 8. Enlarge playground area + new play components $45,000 9. Sun shelter by play area $10,000 Market Square Park: 1. Tables, chairs and amenities $15,000 Roger's Lake Park: 1. Additional components for Tier 1 Skate Park $25,000 2. Pave upper parking lot $20,000 3. Permanent "stairway" for lake aerator $25,000 4. Replace & upgrade two (2) playground areas $45,000 5. Pave driveway and cul-de-sac parking area $20,000 6. Boat ramp and gravel access drive $15,000 7. Enhance shore fishing opportunities (park & "S" curve) $20,000 Sibley Park (Joint powers with School District 197) 1. Sports lighting for four fields $300,000 Valley Park: 1. Replace double tennis court Low $= asphalt, High $= concrete $70,000 to $120,000 2. Tennis "bang -board" $ 7,000 3. Entrance landscape enhancements $15,000 4. Extend trail from parking lot to Bachelor Avenue $30,000 LOCATION / FACILITY PROJECT DESCRIPTION EST. COST HIGH MEDIUM LOW VALLEY PARK- CONTINUED: 5. Replace bridge over creek 6. Widen and realign trail (1 mile plus) 7. Outfield fence for ball field Valley View Heights Park 1. Nothing requested Victoria -Highlands Park: 1. Replace playground components & surfacing 2. Picnic shelter 3. Ball field outfield fence Wentworth Park: 1. Pave hockey rink 2. Replace hockey boards 3. Replace warming house 4. Replace rink lighting 5. Replace double tennis court 6. Install tennis "bang -board" 7. Install fountain in pond 8. Ball field outfield fence Action Reauired: Low $= asphalt, High $= concrete $45,000 $60,000 $ 5,000 $45,000 $30,000 $ 7,000 $45,000 $15,000 $30,000 to $55,000 $30,000 $70,000 to $120,000 $ 7,000 $ 5,000 $ 7,000 1. If the Commission decides to terminate the current Five Year Capital Improvement Plan they should so notify the City council. 2. If the Commission desires to complete additional improvement projects in 2007, funded from the Special Park Fund, they should make a recommendation(s) to the City Council. 3. Rank the projects listed above and return to Guy or Jake within the next two weeks. City of Mendota Heights MEMORANDUM March 9, 2007 Memo to: Parks and Recreation Commission From: Guy Kullander, Operations & Projects Coordinator 4. Subject: Trail Planning Update - Dodd Rd & Hwy 13 Background: City staff became aware that the City could not apply for a DNR Trail Grant because our intention was to use State Aid Funds as our 50% match of funding. Sue McDermott explained this to the City Council in the attached memo and Council decided to move ahead with preparation of plans and specifications and to fund the trails 100% from State Aid Funds. Discussion: In addition to Sue's memo I contributed an "Information Only" memo detailing the current balance in the Special Park Fund ($ 159,125.11), an estimate of anticipated dedication fees into the fund through 2009 ($400,909.04) and a schedule and status of park improvement projects remaining in the current Parks Five Year (2005 thru 2009) Capital Improvement Plan. Action Required: No action is required. This memo is for information only. CITY OF MENDOTA HEIGHTS MEMO 0 February 20, 2007 TO: Mayor, City Council and City Administr FROM: Sue McDermott, Public Works Director/City Engineeer SUBJECT: Trail Connections — Dodd Road, TH 110 to Marie Avenue and Sibley Memorial Highway, Summit of Mendota Heights to Lilydale Bridge DISCUSSION: At the February 6th City Council meeting, the Council authorized WSB & Associates to prepare grant applications for the Dodd Road and Sibley Memorial Highway trail connections. The DNR grant would require the grantee to match the funds with local funds. Staff had proposed to utilize Municipal State Aid funds to match grant dollars. We have recently discovered that the DNR will not accept the MSA funds as a source for the matching dollars. The trail construction could be paid for through 100% MSA funding, a combination of MSA and Special Park funds, or a combination of grant funds (if we were successful at obtaining a grant) and Special Park funds. Guy Kullander has provided the attached memo which outlines the Special Park projects and anticipated fund balance. Staff has prepared a rough estimate for both of the trails totaling $275,000. WSB's fee to design the trails is $62,900. I propose that WSB continue with the trail designs. RECOMMENDATION: I recommend that the City Council authorize the use of MSA funds to construct the trails. By constructing one segment in 2007 and the other in 2008, there will be adequate MSA funds to construct both trail segments. ACTION REQUIRED: If Council desires to implement the recommendation, make a motion to not pursue the DNR grant funding and direct staff to utilize MSA funds to construct the trails. City of Mendota Heights MEMORANDUM February 15, 2007 O Memo to: Mayor, City Council and City Administrator From: Guy Kullander, Operations & Projects Coordinator Subject: Status of Special Park Fund Balance and Projected Increases from Dedications in 2007 thru 2009 Background: City Engineer, Sue McDermott was informed by our consultant that use of the City's MSA Funds as "local matching funds" to qualify for a DNR Trail Connection Grant was not allowed. Sue explained to me that she would recommend to City Council that planning and construction of both the Dodd Road and Highway 13 trail segments be continued and be 100% funded from MSA Funds or a combination of MSA funds and Special Park Funds. I prepared the following Special Park Fund status and information to assist the City Council when considering future funding options for construction of trail segments on Dodd Road and Highway 13. 1.1 Balance in Special Park Fund: (February,2oo7).. . . .. . . ... . . $ 159,125.11 1.2 Projected Revenue Increases 2007 thru 2009: . . . . .. . . . . . $ 400,909.04 A. Balance of Opus Development ($238,500 - $41,890.96) = $ 196,609.04 B. LeMay Lake Shores (est. 60 units @ $2,700.00) = $ 162,000.00 C. Interest on fund balance @ 5% per year x 3 years $ 15,000.00 D. Lot split dedication fees (3 years) $ 27,300.00 Total = $ 560,034.15 2.0 Ongoing 2007 Projects - Approved by Council - To Be Funded from Special Park Fund: 1. Complete installation of playground upgrades at Valley Park (spring) $ 18,000.00 2. Complete installation of playground replacement at Ivy Hill Park (spring) $ 23,000.00 3. Install concrete bleacher pads companion project with CDA funded project $ 14,000.00 4. Purchase & install backstop netting at Civic Center ball field $ 1,000.00 $ 56,000.00 3.0 Parks Five Year (2005 thru 2009) Capital Improvement Plan - Remaining Projects: Note. The Following Projects Have Not Been Presented to City Council for Funding Approval 3_1 2007 Project: Need final approval from Parks Commission before presentation to City Council: 1. Park and trail identification signage: $6,000+ - Display structure/frame in parks -City Park and Trail Map "You Are Here" 2. Friendly Hills Park - playground rehabilitation / replacement (two areas) $45,000 to $60,000 3. Trails on Dodd Rd. & Hwy 13 - Staff oversight & construction inspection $25,000 3_2 2008 Projects: Need final approval from Parks Commission before presentation to City Council: 1. Roger's Lake Park- (west) playground rehabilitation $40,000 to $50,000 2. Victoria -Highlands Park- playground replacement $40,000 to $50,000 3. Victoria -Highlands Park- Picnic shelter $30,000 to $35,000 3_3 2009 Projects: Need final approval from Parks Commission before presentation to City Council: 1. Kensington Park -playground upgrades $30,000 2. Mendakota Park -playground upgrades $40,000 3. Mendakota Park - construct sand volleyball court $ 8,000 4. Friendly Hills Park - replace hockey rink lighting $25,000 to $30,000 5. Hagstrom-King Park - construct picnic shelter $30,000 to $35,000 6. Ivy Hills Park - construct picnic shelter $30,000 to $35,000 3.4 Other proiects currently (2007) under consideration by the Parks & Recreation Commission: COQ 1. Civic Center ball field improvements - request from MHAA - $45,000 to $53,000 - Batting cage, relocate outfield fence, shelter over players bench 2. Hagstrom-King Park ball field improvements - request from MHAA - $36,000 to $43,000 - Outfield fence, shelter over player's bench, backstop with safety netting for baseball use Action required: None, this memo is for information only. copy to Sue McDermott Jake Sed/acek Pilot Knob - "Buckthorn Bust" Friday - April 20th -12 Noon to 2:30 pm 4,000 2,000 0 4 000 Feet