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2008-03-11 Parks and Rec Comm MinutesApproved CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION MEETING are 11, 2008 The March 2008 meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, March 11, 2008, 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: Paul Portz, Larry Craighead, Tom Kraus, Michael Toth, Maureen Brackey and Liz O'Brien. Excused was Commissioner Ray Morris. Staff present were Guy Kullander, Parks Operations and Project Coordinator, Jake Sedlacek, Assistant to the City Administrator, Teresa Gangelhoff, Recreation Programmer, and Nancy Bauer, Recording Secretary, MINUTES: The minutes were approved with one change to Commissioner Kraus' time on the Parks and Recreation Commission, Commissioner Kraus made a motion to approve the minutes with the correction, seconded by Commissioner Brackey, AYES 6 AYES 0 RECREATION PROGRAMMER'S REPORT Ms. Gangelhoff reported that the ice rinks have been open longer than she or Mr. Blum Parks Leadsperson from Public Works can remember. It was a really good season for ice. They were opened December 15"' and closed on March 1". March 2"d was a warm day and the ice rinks would have had to be reflooded to smooth out the ice. Kids could still use the rinks but the ice was bumpy after the warm day. Mr. Blum decided not to flood the rinks again. Commissioner Portz asked if the rinks were kept open as long as possible. Ms. Gangelhoff responded that they were kept open as long as the weather allowed. There are statistics in the report showing ice usage. The numbers are really good this year. The Marie ice rink was the most heavily used rink because of hockey. Ms. Gangelhoff continued that skating lessons were popular. Brochures listing youth trips, parks celebration, safety camp, golf programs, performances in the parks, skateboard camp, and spring tea went out to the schools on Monday. Page - 1 3/I U08 Approved UPDATES not Knob Mr. Kullander reported that KSTP News did a news report on the Pilot Knob site on Friday, March 7`h on their 6:00 P.M. news about the cutting of timber for the bio-mass for District Energy. The City Council at their last Council meeting approved the grant with the DNR. It's the first grant awarded for bio-mass, where the DNR encourages the cutting of trees for restoration of the land to Oak Savannah. The City saved approximately $25,000 with the grant money, cost items that otherwise would have been included over several years in future restoration effort budgets. The grant covered the cutting and chipping of the trees. Phase I was 8.5 acres and purchased in December 2005. At the end of January of 2008, 15 acres was purchased from Acacia Cemetery. The phase I site has been going on for two years with buckthorn removed and plantings added. Work being done in phase II - three acres of trees were removed, two buildings removed, and prairie reestablished. Spotted Knapweed is bad on the site and needs to be removed. Burning does not get rid of the knapweed; it will be cut and sprayed. This is anticipated to take up to two years. An overlook will go in with seven stones. Trails, interpretative signage, and a parking lot will go in on the phase II site. The parking lot will go in by Acacia Blvd. for five or seven cars with a seasonal portable toilet. There will be a gathering space of Native American for ceremonies. The paths will be hard gravel and be handicap accessible. Commissioner Craighead asked if the parking lot would go in this summer. Mr. Kullander responded that it would not because it is where the knapweed is being removed and work will be done to get rid it. People visiting the site can park on Acacia Blvd. The street is wide enough for parking. Commissioner Portz commented that on the Pilot Knob site, 35 million of acres of land were signed for and it is good that the land is being dedicated and restored. With the State'S 150a celebration coming up is the Pilot Knob site being considered to hold an event? Mr. Kullander responded that Great River Greening is thinking about featuring the site as a destination event site during the Republican convention. You Are Here Signs Mr. Kullander reported that 30" to 40" signs are being made and put on posts to be installed in 10 or 12 park locations with a map of the City's parks and trails. The City Council approved $6,000 for this project. Public Works employees are fabricating the signs. The sign was designed by one of the Public Works employees. They will be installed this summer. If the signs are well received the Parks and Recreation Commission may ask for money to make and install more signs in the parks. Chair Portz asked Mr. Kullander to tell the new commissioners how the signs came into existence. Page - 2 3/I I/08 Approved Mr. Kullander responded that former Chair Spicer identified the need for such signs in the mid 90's. He had a strong input into these signs. The signs will be put in the parks on concrete pads. Tennis out In 2006, Valley Park tennis courts were done with a sports court the for about $455000. It was the Parks and Recreation Commission recommendation to do the other tennis courts with the sports tiles. The City Council wants to wait another year to see if they wanted to resurface the other courts with the sports tiles, so it was taken off the capital improvement plan for 2008 construction projects. Routine maintenance will be done on the other courts this year. Typically, one court, usually the one in the worst shape, will be resurfaced. The top coat is taken off, three or four leveling surfaces will be put in, and stripes painted on the court. This costs about $12,000. The other courts will have crack sealing and surface repair done. The money is budgeted in the parks maintenance budget for 2008. Viers Lake Park Playground Mr. Kullander said that the City Council approved the funding of $55,000 for improvements at the Rogers Lake Park playground. Half of the money is coming out of the Special Park Fund and the other half is coming from the Cell Tower Fund. The timbers and pea rock are being removed by Public Works. New synthetic timbers will be put in. The four swings will stay in place and the ship themed equipment will remain. A new type of playground component will be put in that features cables and tires that appeals to younger kids. Chair Portz asked who is supplying the equipment Mr. Kullander said that Landscape Structures is supplying the equipment. Their equipment has been used in other parks and the equipment installed by this same firm in 1990 in most of our parks is still in good serviceable condition. There have been no problems with the equipment. Lacrosse/Soccer/Football field in Friendly Marsh Park The Parks and Recreation Commission put in the 2008 Capital Improvement Plan improvements for a multi use field for Lacrosse and Soccer fields in the Friendly Marsh Park at a cost of $80,000. The City Council wants the Parks and Recreation Commission to go slower on the project. There is neighborhood opposition and there are improvements being planned at the shopping center. The only access point is on Apache Street. With the redevelopment of the shopping center another access point could be planned. City Council thought the $80,000 was too low to do the improvements. The parking lot was planned to be gravel but does need to be paved to control storm runoff. If the project were to go ahead at this time, it would be in the $130,000 price range. There could be an access point off of South Plaza Drive between the senior housing and the bank. If the shopping center is redeveloped there will be a park dedication fee that could go towards the improvements of this park. This is the only park option left to develop a field in the City. Page - 3 3/1 I/08 Approved Trail Construction on Dodd Road Mr. Kullander stated that a long range goal is to get trails along Marie Avenue to Sibley High School, along Highway 110 and Dodd Road. That is the route the Sibley Track team goes for training and they have been running along the street next to traffic. The trail along Marie is in. The NURT trail along Highway 110 is in. There are some trails in as a part of Town Center. A trail is being proposed along the east side of Dodd Road to Marie Avenue to Maple Street. Another segment is being proposed on the west side of Dodd Road from Ridge Place to the trail that goes into Valley Park. This segment allows for a safe trail in the neighborhood to Valley Park. The City Council has authorized plans and specifications for these trails. We are in the process of getting the easements for these trails. Most of the homes are in favor of the trail and in agreement with the price for the easements. The cost for these trails is about $100,000. The City Council has designated Dodd Road as a State Aid Road and State Aid will pay for most of the project. Commissioner Craighead asked for clarification on the status of trails in Town Center, which Mr. Kullander provided. Trail Construction on Highway 13 Mr. Kullander reported that another project with the same funding is for a trail in the Opus Development. There was a trail put in as part of the project along Highway 13 from Wachtler Avenue and stopped at the NSP property. The new trail would be on the south side of Highway 13 beginning at the trail adjacent to the housing development to the bridge over Lilydale Road. We are working with three property owners to get easements. This would be funded with State Aid money also. We can't do both projects in the same year, so where we get the easements first will determine which trail we put in this year — the Dodd Road trail or the Highway 13 trail. Commissioner Portz reported that the Parks and Recreation Commission was involved in planning the green space in Town Center. Mr. Kullander responded that there is a little park in Town Center that is owned by the City. Annual Trail Maintenance and Repair Mr. Kullander said there are street construction projects being planned by the Par 3, Callahan Place, and Kay/Walsh Avenues. Trails in these areas will be crack sealed this year and overlaid next year. Two or three miles of trails will be overlaid this year in addition to trail repairs at Valley tennis court. Facility Needs Study Mr. Kullander stated that in 1985, there was a Parks Recreation and Facility Needs Study done by a consulting firm evaluating all existing parks and what is needed for long range Page - 4 3/11/08 Approved development. This study resulted in the 1989 bond referendum for $2.7 million which resulted in Kensington Park, Mendakota Park, Sibley athletic fields, 12 to 15 miles of trails and other park improvements installed in 1990. The study has not been updated since then. The Parks and Recreation Commissioner have asked the City Council two or three times to consider hiring a consultant to update the study but the City Council has rejected the idea. He has asked City Council to put money in the budget for his time working on updating park maps. They did put money in the budget for his time spent on this project which is worked on as time allows. Commissioner Craighead asked if the map he was showing would be put in the "You Are Here" signs. Mr. Kullander said that it was a different map that could be printed out to the size of the sign. Another good thing in the facilities report was that it listed facilities at the schools such as Sibley and Visitation. It would tell you where the ice rinks or swimming pools are in the area. Invasive Plants Mr. Kullander responded that the City has again provided funding for the removal of buckthorn with $15,000 in the budget this year. Once the buckthorn is cut out it has to be sprayed for three or five years to get rid of the small new growth plants and seeds. Every park has been done in the City except for Valley Park. Valley Park is 90' acres, at this budget level; it is a five or six year effort. Last year we used remaining funds to go along the trails 100-150 feet out along the trail to get rid of buckthorn. We will continue with this effort from Dodd Road and Highway 13 in Valley Park. If a resident whose property abuts park land asks for assistance with buckthorn removal they can pull the buckthorn and put it by the street and Public Works will pick it up and dispose of it. Block Grants Mr. Kullander reported that Dakota County Community Development Block Grant is a grant to remove handicap barriers in the parks. We put a proposal together in 2207, of 14 trails to connect them from the parking lot to a ball field in nine parks that when bids came in three times more than what we anticipated. The project did not proceed and it will be broken up into smaller projects for future bidding. Hagstrom-King Park Mr. Kullander said there was an open house last month for an outfield fence, backstop and warning track at Hagstrom-King Parlc. The City Council authorized this project. The cost will be split between the Special Park Fund and the Cell Tower Fund. These improvements will be done this year in early summer. Commissioner Kraus asked if the portable toilet would be moved to a different spot. Mr. Kullander responded that he has talked to Mr. Blum about this already and it will be moved. Page - 5 3/l I/08 Approved Wachtler/Par 3/Valley Park Trail Connection Mr. Kullander stated that this trail is a project for the future. The neighborhood (south of Wachtler and Wentworth) has no trail access to Valley Park. It is proposed to build a 2,000 foot trail and is in the Capital Improvement Plan for 2010. It would be about $75,000 to $80,000 to construct. The trail would go south of Wachtler, along the golf course and to the Valley Park trail. No easements are needed because it is all City owned property. Commissioner Craighead recommended that staff also consider a trail going from the west end of the golf course west to the existing by trail (by the second bridge). Mr. Kullander said when a feasibility study is done for the proposed trail that any area where the worn trail is evident could be looked at for paving and determine if there is funding available. Chair Portz asked what the balance of the Special Park Fund is. Mr. Kullander responded that around December there was about $150,000 and it was anticipated to get another $150,000 in park dedication fees from the Opus Development. Some of the money from Opus may have come in. When they sell their units some money comes to the City. The other development where there was anticipated park dedication fees was the Augusta Shores development and that has been put on hold with the housing market being down. There are some small lot splits where the City receives $2,700 per house for a park dedication fee. A commercial development is 10% of the value of the property for park dedication fees. The park dedication fees goes in the Special Park Fund. Chair Portz asked Mr. Kullander if he is comfortable with the balance of funds going through the summer. Mr. Kullander responded that he was because of the tennis courts and Friendly Hills Marsh Park were not going forward and there should be no significant draw down fiom the fund. Commissioner Craighead said there is $76,000 of expenditures for 2008. Mr. Kullander said that $30,000 has been spent in 2007 for the playground equipment in Rogers Lake Park Mr. Kullander continued that it is hard to pin down a number. There could be $150,000 to $200,000 in the Special Park Fund by December of this year. The City Council has approved half the funds from the Cell Tower Fund to finance a couple of the projects that are going forward. Chair Portz complimented Mr. Kullander on a good, complete report. MHAA UPDATE Mr. Sedlacek reported that he and Commissioner Brackey attended the annual meeting of the Mendota Heights Athletic Association on Monday night. Topics that were covered at the meeting were; gambling funds, basketball, baseball, and election of their officers. They serve Page - 6 3/11/08 Approved (roughly) 2,500 registrations for their programs. There were nine parents in attendance at the meeting. MHAA faces a lot of challenges. MHAA closed their office to reduce overhead costs. The City has not been communicating with MHAA and is looking for ways to communicate with them. MHAA is a great resource for the youth of the community. We have venues such as cable and the internet to be a resource for them. They are short of volunteers for some of their fundraising efforts. A fundraiser was mentioned at the Par 3 golf course. A rough idea is a $25.00 a head event with a hot dog stand in the parking lot on a Saturday morning to raise funds and awareness of their organization. More details will follow, but they may be looking for volunteers to hand out hot dogs along with some MHAA parents. Commissioner Bracket' said she appreciated the opportunity to check in with MHAA and see what goes on. Hopefully, in the future we can collaborate with them and help serve the community. Chair Portz said he favors helping MHAA and wants to communicate with them. He remembered when they had their office by Tom Thumb. It was always packed full with equipment and asked what they decided to do about headquarters. Mr. Sedlacek responded that some stuff is at the water tower and in one parent's shed. Commissioner Toth asked if they were going to have an office by spring. Mr. Sedlacek responded that MHAA didn't anticipate it. MHAA asked if there was desk space at City Hall and there is literally no desk space at City Hall. There is some open office spaces in the City and maybe developers could be leaned on to provide temporary office space to MHAA. An issue also for them is a computer and phone. Chair Portz asked if they had an executive director. Mr. Sedlacek responded that Amelia Olson is a staff person and not sure of her title. She manages the books, registrations and maintains the website. Chair Portz asked if she was paid. Mr. Sedlacek responded that MHAA has one paid staff person. Amelia Olson is a part time person. He asked if anyone was will to be a liaison to MHAA. The meeting is always the second week of the month. Maybe the duties could be alternated so there was someone from the Parks and Recreation Commission or staff person at the meeting. Commissioner Craighead said that in the past that someone from MHAA was asked to come in and talk to the Parks and Recreation Commission on a quarterly basis or semi-annually basis. A year or two ago someone did come in and talk about how many kids were in the programs. That was all we heard from them, other then them coming in and asking for a backstop or some other kind of issue. Page - 7 3/I 1/08 Approved Mr. Sedlacek said that seems like a simple solution to have someone from MHAA attend the Parks and Recreation Commission and report their numbers, problems, concerns and ideas. Commissioner Craighead asked now we can help — we need to hear what their problems are and to express ideas. Mr. Sedlacek said he didn't need a vote but asked if the Parks and Recreation Commission was in agreement with someone from MHAA coming to the Parks and Recreation Commission meetings and he would pose the question to Liz, the current chair or president of MHAA. Everyone was in agreement. Chair Portz said that it could be a two way thing. He liked Mr. Sedlacek's idea of going to the MHAA meetings and reporting back to the Parks and Recreation Commission. The idea is if they have a problem the Parks and Recreation Commission could possibly help. He was sorry to hear they lost their headquarters. His family's experiences with MHAA was great and it does take involvement. Commissioner O'Brien asked where MHAA meeting was. Commissioner Brackey responded that it was at City Hall and would be interested in alternating meetings. Commissioner O'Brien said they could alternate meetings with someone from the City going to their meeting and someone from MHAA going to the Parks and Recreation Meeting. Chair Portz said if we were going to their meetings we could suggest when it would be appropriate to come to a Parks and Recreation meeting. Mr. Sedlacek said the quarterly idea of Commissioner Craigheads's was a good idea. Commissioner Craighead said that in the past MHAA did come in to discuss their basketball program and other programs to talk about their needs and numbers. Mr. Sedlacek said he has direction from the Parks and Recreation Commission to go ahead. PAR 3 UPDATE Mr. Sedlacek reported that the conditional use permit has been approved for the improvements to the clubhouse. The expenditures have not been approved yet. If all goes well, the improvements could be done before the season starts this year. Jerry Murphy has verbally committed to doing maintenance at the Par 3, which is a huge win for this golf course. Contract details are still being worked out. Interviews are being done this week for a clubhouse manager. Registrations are rolling in for golf programs. The school of Visitation will be a new program this year at the Par 3. They have a golf club that will be using the golf course this spring. A tree contractor recommended by Mr. Murphy took down the trees by the clubhouse and cleaned up the Page - 8 3/I1/OS Approved windbreak by the maintenance building for less than anticipated. Dick Spicer has agreed to head up a greens committee which will convene in late March. Chair Portz said it is great for Dick Spicer to be on the greens committee. He probably won't limit himself to just plants. He's very knowledgeable in tournaments and has a lot of contacts. He knows we have a limited budget and can probably get things going at the golf course. Mr. Sedlacek said he was hoping that the greens committee would also take on events at the golf course. Chair Portz asked if the Minnesota Junior tournament was played at the Par 3. That puts the golf course on the map. Mr. Sedlacek said that it was played at the Par 3 and hopes to see more events like that at the golf course. He also reported that there was not enough data to do a fee analysis. Is there an interest in forming a subcommittee to look at the fees? Doe we want the club house manager to look at the information? Do we want the green committee to look at it? Chair Portz said that he thought the club house manager or the green committee could look at data to determine if the fees should be raised next year. Commissioner Kraus said he would continue to look at the data but needs more information about league play. He has started to manipulate the data and is waiting for the rest but it could change the analysis. Recommendations should be made at to the kind of data collected. A better job should be done to collect the data this year and would provide information to make suggestions for fee changes next year. Mr. Sedlacek said that the percentage of seniors and kids playing is not known. General demographic information should be collected. Commissioner Kraus said some of the time data is pretty general, right now it is broken up between a.m. or p.m. There is a difference between noon and 4:00 in the afternoon. We need to find a balance for collecting data and not making it a chore for the clubhouse staff. He'll continue to look at the data that is available and willing to put forth suggestions for data to be collected. Chair Portz said the cash register just has a few buttons and a few employees are challenged by the machine. Keeping it simple is a good idea. Mr. Sedlacek said remember there was an issue between pop and beer being sold. We will have to be more proactive in training the staff. Commissioner Craighead said there should be discount for mornings, children or seniors. We could call the West St. Paul Par 3 golf course and see if they have discounts. Mr. Sedlacek said he has that information. Page - 9 3/I I/08 Approved Chair Portz asked if Mendota Heights was cheaper than west. S. Paul. Mr. Sedlacek responded that Mendota Heights was. Commissioner Kraus and Mr. Sedlacek will continue to look at the data and give it to the greens committee to see what think of the data for fee changes. CHAIR TERM LIMITS Mr. Sedlacek reported that a few years ago, the City Council imposed term limits on all commission members. The Airport Relations Commission (ARC) chair term limit was looked at by the City Council on February 19`h. ARC is a highly technical commission. Sometimes it takes nine years for the chair to grasp the airport issues Mr. Sedlacek continued that while looking at ARC terms, Council also made a change to the Parks and Recreation Commission and Planning Commission terms. If someone is serving on a commission (any commission), is a chair, wishes to continue, are elected as chair, they are allowed to serve one more term. It would only be if they were elected chair of the commission. COMMISSION COMMENTS Chair Portz said it was a good meeting with good updates. ADJOURN Commissioner Craighead made a motion to adjourn, seconded by Commissioner Kraus. AYES NAYES The meeting was adjourned at 7:55 P.M. Page - 10 3/11/08