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2002-11-12 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA AGENDA PARKS AND RECREATION COMMISSION Tuesday, November 125 2002 6:30 p.m. —Council Chambers Note: This meeting will be televised by NDCTV. �f1f[1Z�3T1� f�#�.7iFiFlil 3. October 8, 2002 Minutes 4. Skate Park Development in Friendly Hills Park -- Continued a. Impact on 5-Year Capital Improvement Plan 5. Cancellation of December 10, 2002 Meeting 6. Updates a. Recreation Programmer's Update b. 2003 City Budget Request c. Ballfield Lighting d. Wentworth Warming House e. Police Report C�Illip3ra � n u - � 8. Adjourn Auxiliary aids for persons with disabilities are available upon request 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) 4524850 with requests. CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION COMMISSION MINUTES OCTOBER 8, 2002 The regular meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, October 8, 2002 in the 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 Stan Linnell and Commissioners Larry Craighead, Paul Portz, Missie Hickey, and Dave Libra. Chair Richard Spicer and Commissioner Raymond Morris were excused from the meeting. City Staff present were Parks Project Manager Guy Kullander, Recreation Programmer Teresa Gangelhoff and Administrative Assistant Patrick C. Hollister, Mr. Hollister took the minutes. This meeting was televised by NDCTV and replayed the following Friday at 1:00 pm and 7:00 pm. MINUTES Commissioner Hickey moved to approve the September 12, 2002 minutes as written. Commissioner Portz seconded the motion. AYES: NAYS: PUBLIC INFORMATION MEETING: SKATE PARK DEVELOPMENT IN FRIENDLY HILLS PARK The following residents were present in the audience for this discussion: Bernard P. Friel 750 Mohican Lane Michael Farley 697 Decorah Lane Steven Price 693 Decorah Lane Kim Price 693 Decorah Lane Mark Reichenbach 2209 Rogers Court Jordan Reichenbach 2209 Rogers Court Mary Melzarek 717 Navaho Lane Pat Larson 721 Navajo Lane Wayne D. Nylin 718 Navajo Lane Jennifer O'Neill -Mager 729 Mohican Lane Celeste Riley 1013 London Road Tim Meyers 2337 Swan Drive Mr. Kullander said that the equipment could be ordered within 2 months. Acting Chair Linnell then invited the residents in the audience to speak. Mr. Bernard P. Friel said that he is not in favor of the skate park at Friendly Hills. Mr. Friel said that he is concerned about the noise, and that skateparks make more offensive noise than, for example, a soccer game. Mr. Friel said that the neighborhood already suffers enough noise from airplanes. Mr. Friel said that he is also concerned about hours of operation, and that those hours could grow over a period of time. Mr. Friel said that someday lights could be installed which could potentially extend the use of the skatepark into the evening hours. Mr. Friel said that he was concerned about the possibility of hosting competitions in the skate park. Mr. Friel also asked what would happen to the in - line skaters that currently enjoy the park. Mr. Friel said that he already hears hockey pucks hitting the boards from his house. Acting Chair Linnell said that Mendota Heights had a long history of concern about lights. Mr. Mark Reichenbach said that he is in favor of the skateboard park at Friendly Hills Park. Mr. Reichenbach said that the curbs in Mendakota Park are waxed because skateboards don't have anywhere else to go. Mr. Reichenbach said that as a Cubmaster/Den Leader of Pack 39 he knows that kids need a place to skateboard. Mr. Reichenbach said that as a parent he also thought that the skate park would be a great opportunity for youth and children. Mr. Reichenbach said that it would be nice to have a place that kids could either bike to or be dropped off in close proximity. Mr. Jordan Reichenbach said that he would use a skateboard park at Friendly Hills Park because now he has to go to Burnsville or Eagan. Mr. Reichenbach said that he would like to not have to go there. Mr. Tim Meyers said that he has designed skate parks in the past. Mr. Meyers said that the metal ramps shown in Mr. Kullander's example are loud and they hurt when you fall on them. Mr. Meyers said that other companies, such as True -Ride and Skate -Right use wood and plastic. Mr. Meyers said that just as the City builds soccer fields to help kids, they should build a skatepark to help kids. Mr. Meyers said that building the skate park would help remove damage from the sidewalks and curbs elsewhere. Mr. Bob Englehart said that he is Matt Englehart's father. Mr. Englehart said that his son could not be present at the meeting tonight because he was at the Twins game. Mr. Englehart read a statement from his son in favor of the skate park. Mr. Michael Farley said that he is opposed to the skate park in Friendly Hills Park. Mr. Farley said that he did not want his opposition to be interpreted as merely a "nimby" reaction. Mr. Farley said that installment of these ramps on the skating rink in Friendly Hills would displace more people than it would serve. Mr. Farley said that currently there are many people who use the rink for rollerblading and teaching their kids how to from close neighbors. Mr. Price said that doing it right would probably cost more than $2450004 Mr. Meyers suggested that the skatepark be installed by the fire station or the police station. Mr. Meyers said that the skate park in Oakdale is behind the "cop shop" and that there are no complaints. Mr. Meyers said that the problem with the traffic objection is that bikers could also get hit by cars. Mr. Meyers suggested using Tru-Ride ramps because they would not have to be set up and taken down every year. Mr. Meyers said that there is a possibility of injury even if ramps are only three feet high. Mr. Meyers said that if a venue is not provided for skateboarders they will likely skate around the new Town Center. Mr. Meyers said that providing the skate park would make kids feel that they are listened to and make kids enjoy life more. Commissioner Portz commented that it is also possible for kids to get hurt playing softball. Ms. Jennifer O'Neill -Mager said that she is opposed to the skateboard park at Friendly Hills Park because of traffic, noise, and supervision issues. Ms. O'Neill -Mager said that she already doesn't want her kids to bike on the streets because of the traffic. Ms. O'Neill -Mager said that there is no buffer for the surrounding neighborhood to protect them from the noise. Ms. O'Neill -Mager said that there would be a lack of supervision unless parents supervise their own kids. Ms. Mary Melzarek said that she is against the skateboard park at Friendly Hills Park. Ms. Melzarek said that the hockey season is already quite loud. Ms. Melzarek said that she has lived there for eighteen years and that in the last three years she has had to call the cops more about after hours noise than in the previous fifteen years. Ms. Melzarek said that the rink is currently used by kids learning how to ride bikes, lunchtime hockey games and in -line skaters. Ms. Melzarek said that she is against the skateboard park because of noise, people, traffic, and litter. Mr. Pat Larson said that the City put the pavement in for in -line skaters and asked where they are supposed to ro if the ramps are put in. Mr. Larson said that it would be better to put the rink in another area. Acting Chair Linnell said that he wished to offer some observations. Acting Chair Linnell said that the City does not have a 20-30 acre park where this type of facility could be located away from all neighbors. Acting Chair Linnell said that he would like to have a facility where kids could enjoy skateboarding. Acting Chair Linnell said that while obviously the skatepark would displace roller hockey, it might still be possible to have in - line skating around the perimeter of the rink. As for traffic, Acting Chair Linnell said that people drive fast in his neighborhood also, and that traffic would be an issue at all parks, except perhaps at South Kensington Park. Acting Chair Linnell said that if the skate park were next to the water tower, then kids would cross Lexington Avenue to get to it. Acting Chair Linnell said that since it would only be a Tier One skatepark, it would not Kullander said that to better gauge "real world" costs he requested bids from three local contractors that specialize in the construction of garages and small building additions. Mr. Kullander said that he requested a bid for a "basic no frills" 24 ft. by 24 ft. building (standard two -car garage) that would fulfill the intended use as a seasonal warming house for skaters. Mr. Kullander provided the following Building Comparisons: 1. Proposed new warming house @ 24 ft. by 24 ft. = 576 sq. ft. 2. Old warming house (demolish) @ 14 ft. by 18 ft. = 252 sq. ft. 3. Friendly & Marie Houses @ 16 ft. by 28 ft. = 448 sq. ft. Mr. Kullander said that the proposed new warming house will be 25%larger then the remaining two in Friendly and Marie Parks, which have also been criticized as too small. Building /Project Description and Cost Estimates: 1. Build Building: Includes slab, building materials and labor $20,354.00 2. Demolish existing warming house — site grading $ 1,250.00 3. Electric $ 35500,00 4. Heat and ventilation $ 2,500.00 5. Paint — caulk — concrete sealer $ 1,500.00 6. Site restoration $ 250.00 7. Asphalt path/walkways $ 2,750.00 8. Safety railings $ 500.00 9. Interior "security" chain -link fencing $ 750.00 10. Interior / exterior finishing $ 500.00 Estimated Total Project Costs = $33,854.00 Mr. Kullander said that if the Commission desires to build a new warming house they must convince the City Council that a budget of $203000 is unrealistic. Mr. Kullander added that the Commission might want to discuss other alternates, such as: l . Extend roof to provide outside shelter area to put on skates 2. Hire contractor on a "Time and materials" basis to enlarge existing house 3. Rent seasonal building — no capital outlay — all costs would be under park maintenance budget. Estimate cost at $5,000 plus 6 to 10 man -days. Commissioner Craighead moved to recommend Mr. Kullander's proposal to the Council for their next meeting. Commissioner Libra seconded the motion. AYES: NAYS: Commissioner Portz seconded the motion. AYES: 5 NAYS: 0 While not part of the formal motion, Acting Chair Linnell also said that he felt that the current plan featured too much impervious surface at 65%. UPDATES Staff provided updates on the following items: • 2003 City Budget Request • Police Report OTHER COMMENTS Acting Chair Linnell advised anyone watching on television not to leave valuables in their car as they enjoy our parks and trails because of a recent wave of thefts from cars. ADJOURN Motion made to adjourn by Libra and seconded by Portz. AYES: 5 NAYS: 0 The meeting adjourned at 9:15 p.m. GS City of Mendota Heights November 6, 2002 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager* Subject: Evaluation of sites suitable for development of a Skate Park Background: The Commission continued this discussion from the October meeting. At that meeting an open house to discuss the suitability of placing skate ramps and jumps inside the paved hockey rink boards at Friendly Hills Park was attended by many neighborhood residents. A substantial number of those attending were not in favor of sitting this facility in this park. Audience members mentioned Roger's Lake Park double tennis courts as an alternate site. The Commission directed staff to more closely analyze the possible use and cost involved with converting these tennis courts for use as a skate park site. Discussion: The capital outlay to convert the Roger's Lake tennis courts for use as a skate park would be approximately $2,500.00. Ramps and jumps are currently budgeted at $24,000.00. Staff time and expenses to develop plans and specifications and to bid and this project would cost $3,500.00. Total project costs are estimated at $30,000.00. (See attached memo dated October 9") Also attached are memos I previously presented to the Commission on: Skate Park (project options) dated August 29, 2002 - Items to consider for locating a skate park... dated August 27, 2002 - Estimated costs for various improvements ... dated August 27, 2002 - Suitability of City Park for locating a skate park... dated August 27, 2002 Other possible site: In addition to Roger's Lake Park, I will be prepared to discuss other alternate park locations for the skate park that I mentioned in the above referenced memos (Mendakota, Wentworth & Hagstrom-King Parks). October 9, 2002 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager Re: Alternate Skate Park Locations: Roge, s Lake Park CONVERT EXISTING TENNIS COURT FOR USE AS SKATE PARK: Existing surface could be used as is: (No prep cost) 1. This court has been resurfaced several times. If the surface color coats delaminate due to the stress of skateboards, the surface can be brought back to a level condition with patching materials. Color coat and court markings will wear off revealing black leveling emulsion. 2. Once used as a skate park if the City desired to restore the courts for tennis play, the cost to resurface this double tennis court would be $13,500.00. Removal of net posts (if desired) would cost: ($500 to $10000) 1. Open fence panel for equipment access (Bobcat) 2. Removal of 24" dia, concrete net pole footings 3. Fill and compact hole and repair asphalt 4. Posts could remain in place if "shielded/padded" (possible hazard) 5. If removed, add $2,500 to "renewal" costs to make courts playable Gate / Court Access: ($1.250 to $1,500) 1. Existing tennis court offset gate opening could remain and be made lockable. 2. A second, full size gate (10 ft. wide) would need to be added to provide an access opening for maintenance, construction, or emergency vehicles. 3. Provide two 12"x12" openings for "trash pass-thru" ports. Trash barrels would be on outside of fence (for easy pick-up) and opening would allow inside trash to "find" its way to the trash barrels. Lights for parking lot: (Monthly usage charges are $10.00 per light-$240 year) 1. Place area/security lights on two existing power poles adjacent to Wagon Wheel Trail. One is located thirty feet from the northeast corner of the courts and the second at the entrance to the parking lot (gravel). 2. Yearly electrical usage costs would be approximately $240.00 per year, which would come from the Park Maintenance Budget. Parking Lot and Access Path to Fence Gate: 1. Parking lot (room for 30 plus vehicles) is gravel with an entrance off Wagon Wheel Trail. Asphalt path, south into park is from southeast corner of lot. Entrance gate to courts is eighty feet from parking lot and is loose laid (rough) asphalt. Courts are elevated about five feet above parking lot level. Proximity to existing homes: 1. The house closest to the courts is 500 ft. north of Wagon Wheel Trail. The next closest is 600 ft. West and north is Interstate k35E. East and south is Roger's Lake Park. Easterly, past the small pond, the closest house is 650 ft. Installation of Pay Phone: (Yearly rental / use charges $700 to $900) 1. Part of the revenue from a pay phone could off -set charges, but this was not a positive experience at Mendakota Park — phone here was vandalized several times, then removed by Phone Company. City did not request re -installation. The low cost and popularity of cell phones has diminished the need for pay phones. Toilet Facilities: (Seasonal cost: $480 to $1,120) 1. Currently a port -a -potty is placed near the fishing pier / play area that is approximately 700 feet from tennis courts. Consideration should be given to placing a second unit in this park near the tennis court / skate park. 2. Locating a port -a -potty near the skate park would cost approximately $60.00 per month for a standard unit and $140.00 per month for a handicap accessible unit. Rental for eight months: $480 to $1,120. Visibility of site: 1. Site can be easily seen from Wagon Wheel Trail (street is elevated eight feet above court surface). Summary: To prepare the tennis courts for use as a skate park will cost from $1,750.00 to $2,500.00 in capital outlay (not including cost of skate ramps and amenities). Additional "on -going" expenses of $1,450 to $2,250 per year (drawn from the Parks Maintenance Budget) would be needed to provide lighting ($250), pay phone rental $7004900), and rental of an additional port -a -potty ($500 to $1100). Staff time for daily and other maintenance of a skate park would required approximately 286 hours per year. This amounts to one -sixth of one full time employees' productive hours valued at $8,000.00 in 2002. Proposed Project budget: Convert courts for use as Skate Park, ......... $ 2,500.00 Purchase & instal/ramps, etc. ................................. $24,000.00 Plans, specifications, bid process, staff time .............. $ 3,500.00 Park Maintenance Bud et — /ncrease: Utilities & rental. (year/y costs) ............................... $ 2,000.00 Staff time%osts: (one -sixth employee) (approx. 286 hrs.) $ 8,000.00 Ramps/Jumps 'major repairs/rep/acement/additions "- Anticipate $3,000 to $5,000 request per three-year usage City of Mendota Heights MEMORANDUM August 29, 2002 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager & Subject: Skate Park Background: At their August 6"' meeting, the City Council expressed a desire that the Parks and Recreation Commission make a recommendation regarding construction of a Skate Park in Mendota Heights, In November of 2001, Matt Engelhart presented a petition to the Commission requesting the construction of a Skate Park in Mendota Heights. The Commission directed staff to gather additional information for a future discussion. This issue was next discussed by the Commission in February 2002. The Commission expressed approval of this project and added this item to the Parks Five Year (2002-2O05) Capital Improvement Plan with a working budget of $24,000.00 for a project to be considered for construction in 2003, Discussion: Attached are three informational "sheets" I have prepared for the Commission to help better evaluate the pros and cons of a Skate Park: a. Items to consider for locating a Skate Park b. Tier One Skate Park — estimated costs c. Evaluation of City Parks for suitability as Skate Park site Following discussion of the pros and cons of skate parks, the Commission may wish to recommend one of the following options to the City Council. 1. Recommend against construction of a Skate Park and state the reasons for this determination (cost, limited funding, no suitable location, safety, etch. 2. Recommend that a Skate Park facility be located at Friendly Hills Park and be located on the asphalt surface of the hockey rink. Development of the Skate Park at this location could be accomplished for under $30,000. Local residents would be invited to comment on the facility with the understanding that the operation would be reviewed after one year and if found "unsuitable" removed or relocated to another park. (If relocation of equipment was necessary any new location would require construction of additional facilities for the Skate Park, asphalt surface, fence, parking, amenities, etc., which would require expenditure of from $30,000 to $70,000 (following approval of local residents). Note: The Counci/ shou/d be made aware of the effort required from the Pub/id Works staff for maintenance of a Skate Park facility and future costs required for replacement units. 3. Recommend that a Skate Park facility be constructed in one of several parks identified by the Commission as a suitable location for the facility. The Commission should establish a preliminary design and estimated construction costs for each of the parks/locations identified. If the Council concurs with the Commission's recommendations, an open house for residents in the vicinity of the proposed Skate Park location(s) will be held by the Commission to inform the neighborhood of the proposed project and to receive input from residents. Following the open house the Commission would make a "final" recommendation to the City Council. Funding the Project: The Commission has assigned a "working budget" of 524,000, from the Special Park Fund, for this project. If the cost to develop the Skate Park, at the selected park/location, exceeds this amount additional funding will be required. Possible Funding Sources 1. Repriontize or eliminate projects in the Parks Five Year Capital Improvement plan. 2. Ask City Council for additional funds. 3. Require "skate park enthusiasts" to provide a portion of the funding. Such a group (not organized or directed by city staff) could seek donations from local businesses, MHAA, school Parent Teacher Organizations, funding drives, private donations, etc. Once this group has acquired the required "matching funds" the City Council would direct that the project proceed. 4. Combination of the above three options. August 27, 2002 Items to consider for locating a skate park... 1. Should be open and visible to surrounding area — not hidden in a heavily landscaped area. 2. Parking space for 10 to 20 vehicles 3. Easily accessed by Police (easily visible from "street drive -by") or emergency vehicles. 4. Distance of 200 feet (minimum) from other park amenities that attract young children/parents (play area — youth ball field players benches). 5. Asphalt path that connects to other City trail/path system 6. No lights for area where ramps are located — security light in parking area. 7. No "obstacles or challenges" outside of or in close proximity to fenced skate park that could be used by skaters to "test their skills" (steps, hand rails, etc), 8. Maintenance: (staff time -equipment -supplies) a. Graffiti awareness. Be prepared to remove immediately. b. Daily walkthrough to check for vandalism and pick up litter. c. Daily check to assure ramps have not been moved Note: City currently does not have maintenance workers on duty on Saturday or Sunday except during special events or tournaments. City Council may need to reconsider weekend staffing if skate park is developed. Only full-time employees have security access to vehicles -union requires 2 hr. minimum for staff called in on weekends, time and a half or double time. d. On -going maintenance and repair of ramps, equipment, and asphalt surface — daily/weekly schedule. e. Ramps and paved area should be kept dry. This may mean that a park employee visit the site after a rain to sweep or blow water off site. Site may have to be signed to warn that ramps are unsafe if wet, etc. f. Maintain informational and rules of the park signage. Include City Hall and Police general phone numbers as well as emergency numbers. Assumption of staff time required for maintenance of skate park: Equipment in place 28 wks. (Mid April to Mid October) a. Week day walk-through, clean-up, etc. 140 days x3/4 hr. = 105 hrs. b. Weekend & holiday walk-through, etc. 56 days x 2 hr. = 112 hrs. b. Seasonal set-up & take -down @ 10 hrs per operation = 20 hrs c. Repairs, maintenance, etc. 3 hrs per incident x 7 times = 21 hrs d. Special attention following rain events: 1 hr x 28 times = 28 hrs Estimate of PW staff time commitment = 286 hrs. The amount of maintenance required (286 hrs) is approximately one -sixth of the productive hours of one maintenance worker per year. This amount of time, at 2002 salary & benefit levels, would cost approximately $8,0O0.00P August 27, 2002 �(! 11� m t``/Jf Estimate of vanous cost items for the deve%p ent of a Tier One Skate Park (components three feet and under in height) Basic Requirements... (A=modest & B=medium 1. Asphalt surface: A. 60'x130' = 8,000 s.f. $16,000 B. 80'x150'=12,000 s.f. (Hockey rink: 83'x203'=16,850 sf) (Tennis Court 110x122=13,420 sf) 2. Ramp, obstacles, etc. A. $22,000 B. 3. Fencing, signage, etc. A. Icy 4. Paved parking lot A. 8 to 10 stalls B. 16 to 20 stalls 4. Expenses (non -staff time) A. (Postage, printing, etc.) B. 5. Staff time (memos, meetings, A. plans, specification, bids, B. inspection, etc.) Estimated deve/opment costs: $ 24, 000 $ 36,000 $ 4,000 $ 6,000 $ 8,000 $16,000 $ 1, 000 $ 2,000 $ 4,000 $ 6,000 555,000 590,000 August 27, 2002 Eva/nation of City Parks for suitabi/ity/cost of Skate Park Unsuitable: 1. Ivy Hill Park: Too isolated 2. Valley Park No open space available. Removal of trees required to to prep site. Extra costs involved. 3. Victoria -Highlands Park: Only site would be near playground equipment. Park is easily accessible. 4. Sibley Athletic Complex: Not type of facilities School District would allow. 5. Marie Park: Difficult to locate and not be too close to play area or existing residences. 6. Civic Center: No area suitable. 7, Friendly Marsh Park: Isolated park. Poor access. Undeveloped/natural in character. 8. Kensington Park: North Park has been developed as a "back yard" for the residences and town homes. Strong opposition from residents if "active" improvement was proposed. South Park fully developed. Only open land area would be east of soccer fields -far from parking area -isolated and difficult to observe. 10. Copperfield Ponds: Natural/undeveloped park. For Consideration: 10. Roger's Lake Park: Upper (gravel) parking lot, if paved, could accommodate skate park. Would be close to tenriis courts. 1 1. Hagstrom-King Park: Open area, leveled for possible future tennis court, (north of Mendota Heights Rd. and east of trail/path) is large enough. Existing parking area would need to be expanded. Skate area would be approximately 150' from play area. One house would be approximately 150' away. August 27, 2002 �O Op Evaluation of parks suitability for /ocation of Skate Park 12. Mendakota Park: An open level area, west and above the parking lot between the top of the bank and the overhead power transmission lines, is a large enough area for a skate park. This is about 150' from the play area and near enough to use the NW corner of the parking lot for vehicle parking. A second location would be in the vicinity of the asphalt Paved basketball court located west of the play area. This second site is very isolated and not visible from the street 13. Wentworth Park: An open turf area, directly north of the entrance and west of the "circle of trees" would be large enough for a skate park. Parking spaces could be added west and north of the entrance road. This area is moderately isolated but still visible from Wentworth Ave. No homes or other active park amenities are within 200 feet. 14. Friendly Hills Park: The paved hockey rink in this park was the initial location discussed for installation of skate ramps. Installation of ramps, jumps, rails, etc. could be accomplished for approximately $25,000. The hockey rink is located 175' from two houses on Navajo Lane. 15. Other sites: A large open turf area, east of the Public Works Facility and west of Lexington Ave. would be large enough for a skate park. This area is on the fririge of the Industrial Park with few residential units in the area. CITY OF MENDOTA HEIGHTS IuTI�u C�] November 4, 2002 TO: Parks and Recreation Commission FROM: Patrick C. Hollister, Administrative Assistant SUBJECT: Cancellation of December 10, 2002 Meeting Discussion As of the writing of the memorandum, City Staff does not see any compelling reason for the Parks and Recreation Commission to meet on December 10, 2002. If the Parks Commission decided the cancel the meeting, Staff would confer with Chair Richard Spicer in the event of a sudden need to convene the December meeting. Such a scenario appears unlikely. Action Required Consider canceling the Parks and Recreation Commission meeting for December 10, 2002. Staff would then inform the City Council of the Commission's decision. CITY OF MENDOTA HEIGHTS 11 �iI PlI�7:7e\LINU ] Date: OCTOBER 31, 2002 To: PARKS AND RECREATION COMMISSION From: TERESA GANGEIHOFF RE: OCTOBER PARKS AND RECREATION REPORT Softball The free website that we used last season is now going to charge a monthly or yearly rate. I have contacted MHAA as they use the same site. We would like to look into sharing the site and each pay half. This would mean about a $40.00 expense for next season. I used this web site to make the schedules, changes, send out emails to participants, coaches and umpires. Anyone could go into the site and check the standings, upcoming games etc... I would like to use the site again next season. Celebrate Mendota Heights Our celebration will be held on the first Sat. in June. The date is June 7, 2003. 1 have already made deposits to secure the Teddy Bear Band for part of the entertainment and also secured Walton's Hallow Petting zoo and Pony rides along with the IGH clown club attending. I have an application in for a MN Twins Clinic to be put on the same day as we always have an in-house baseball tournament running during the celebration. I would like to set up donations as I have seen other cities such as So. St. Paul do. You list the contributor as a Gold, Silver or Bronze contributor etc. I will check more into it and decide what the cutoff will be for each level. If you have any other ideas or any other activities you would like to see added to the celebration or If you would know any companies or individuals that would like to make a donation or volunteer to help at this event next year please contact Teresa at 255-1354. Fall Youth Trips We went on one trip over MEA to Diamond T Ranch and roller-skating on Friday the 18�'. The Shrine Circus did not fill so it was canceled. 55+Active Adults I have taken a survey of interests from seniors that attended the ice cream social. I will be responding to those residents. Most have indicated that they would like day trips, cards, and a walking and biking club. We made a database with all the information on each senior and their interest. I will start contacting them and hope to get some more programming for our Seniors. We have 5 day trips planned in conjunction with West St. Paul Senior Center. Two of them have already filled. I have had a good reception to these trips and look forward to attending these trips and getting a chance to meet more of the senior population. I think most people think park and recreation is just for kids but that is changing. I attend a senior programming meeting once a month and most of the cities in the area have a big senior club and offer many activities. They are letting Mendota Heights take part in most of their activities so we will have plenty to offer in the upcoming months. CITY OF MENDOTA HEIGHTS MEMORANDUM Rink Attendants I have put notice in the Heights Highlights that we will be hiring Rink attendants for the upcoming winter ce season. I have contacted last year's attendants and will give those people first chance at the open positions. Skate Park I have put out an email to all the Park and Rec Programmer/Directors in the Metro area to get their input on having a skate park in their community. I want to get feedback and hope to get this information to the commission by the next meeting in November. Fishing Derby I was notified this month by Hooked on Fishing International (the organization we go through to run our fshing tournament) that our local "biggest fish" contest winner Trevor Stockton won the 2002 Fujifilm "Big Fish" contest award for the State of Minnesota. He will receive a certificate recognizing his achievement and he will receive a Fujifilm QuickSnap Camera. He caught a 1 lb 8 oz. Northern Pike. Congratulations Trevor! City of Mendota Heights MEMORANDUM November 5, 2002 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager Subject: Commission request that $20,000 be added to 2003 Park Maintenance Budget Update —For Information Only The Park and Recreation Commission asked that staff submit a request to the City Council to include $20,000.00 in the 2003 Budget to fund Natural Resources Management Projects. (See attached memo dated September 13, 2002) Similar requests for "add -on" items were submitted from Public Works, Fire Department, Police Department, and Administration. In September the Preliminary 2003 Budget, with a maximum budget levy, was submitted to the County. The final City budget is approved and submitted to the County in late December. If the Council includes any of the above referred to "add -on" items to the budget expenditures itemized in the Preliminary Budget must be reduced or eliminated to "free" up funds for the "add -on" items. The City has been informed that the State may reduce state aid to cities to balance the State budget. (See attached memo from League of Minnesota Cities) If this occurs, the impact to the Cities budget may be as much as $60,000.00. This is equal to approximately 1.5% of the City's overall budget, which was $3,893,500 in 2002) The City Council could approve a budget, but delay some expenditure until after May or June or until a final decision is made by the State, and then reduce the budget accordingly. I present the above information to prepare the Commission for the strong likelihood that their request fora $20,000.00 increase in the Parks Maintenance Budget may not be included in the 2003 City Budget and that if the Commission desires to implement, in 2003, recommendations from the Natural Resources Management Plan they may want to consider using resources from the Special Park Fund for these projects. The City Council is holding a Budget Workshop this evening to finalize the 2003 Budget. The Parks Five Year (2001-2005) Capital Improvement Plan and the status of the Special Park Fund can be a discussion item at the next Commission meeting. September 13, 2002 C � > �pIf Memo to: Mayor, City Council Members and City Administrator From: Guy Kullander, Parks Project Manager Regarding: Parks and Recreation Commission recommendations for Natural Resources Management projects in 2003 Background: In August, the Commission requested City Staff include a $10,000.00 line item for Natural Resources Management Projects into the Draft 2003 Parks Maintenance Budget, for Council consideration. At the September 122'' meeting the Commission discussed the Summary of Management Recommendations (pages 31 & 32 from the Barr report) and recommend that the following items be funded from the above requested 2003 Budget Line Item. 1. Eradication of invasive species (Item 1a,b,c &Item 4b) $1.5K 2. Buckthorn control & eradication (various sites) $1.5K 3. Hire consultant to prepare matching grant applications $3K to $5K k Consultant to develop informational and educational info regarding city natural resources efforts and conduct 3 $8K to $13K workshops for staff & residents -develop pamphlet, etc. Printing & distribution of above info (if desired) $2K to $5K ------------- Matching Grants) may offset up to 50% of costs: Cost Estimate $ i6K to $26K In addition to the above natural resources management efforts the Parks and Recreation Commission recommend that funding for a demonstration project, one that would encompass many of the recommendations contained in the Barr report, also be considered for the 2003 City Budget. This would be a multi -year effort that would first require the efforts of a consultant to design a plan and apply for matching funding grants. A restoration and enhancement project located with the identified Greenway Corridor (Valley Park or Copperfield Ponds) would be a strong candidate to receive matching grant funds from the DNR, Dakota County Soil & Water, or other sources. The Parks and Recreation Commission unanimously recommend that a sum of $10,000.00 be a//ocated for this additions/ effort in 2003. PROPOSED NATURAL RESOURCES RESTORATION at ENHANCEMENT PROJECT TIME -LINE AND BUDGET — (Example: Copperfield Pond Area) 1. Hire consultant to develop Design Plan for project area S 5K to S10K 2003 -Consultant prepares matching grant applications $ 2K 2. Eradication of invasive plants in project area $ 2K to S 4K 2004 Construction of project ($5 to S10K per acre) x 2 acres $10K to S20K Construction oversite/inspection $ 2K to $ 4K Project informative signage $ 2K Staff involvement $ 2K to $ 4K 3. Three (3) year maintenance budget (51.5 to 52.5 per ac.) x 2 S 9K to S15K 2005,06,07 Estimated Project Costs: $35K to $57K Matching grant funds available for this type of project may offset up to 50% of costs. Copy to: Jim Danielson Kristen Schabacker Larry Shaughnessy Kathy Swanson Patrick Hollister Park & Rec. Commission members LMU o%Mtnneopla 06" 145 University Avenue West, St. Paul, MN 55103-2044 Phone: (651) 281-1200, (800) 925=1122 TDD (651) 2814290 LMC Fax: (651) 281.1299 LMCIT Fax: (651) 2814298 Web Site: http://www.Imne.org To: Mayors, City Managers, Administrators and Clerks From: aim Miller, Executive Director Re: December aid cuts becoming more likely Date: Tuesday, October 22, 2002 In mid-flugust, the League distributed a memo outlining considerations for your city budget due to the uncertainty surrounding the state's budget. This memo is intended to update the information contained in our previous document. The focus of this memo is not on the much - publicized 2004-2005 biennial deficit that could exceed $3 billion. Rather the focus is on the immediate f seal year budget and the possibility that by the end of current fiscal year on June 30, 2003, the state could face a deficit that will require almost immediate remedial action. This could include reductions or delay of December aid payments. Two weeks ago, the State Department of Finance released the quarterly economic update. This quarterly update is not formal state budget forecast. It is a report on year-to-date revenue collections compared to previous forecasts, and makes note of any significant economic or revenue developments that have occurred since the last formal forecast. The news at the update was again pessimistic. The continued slow recovery from the recent recession has translated into a slower rebound in the state's tax collections for the current fiscal year. If current tax collections remain dampened, the state could have a deficit for the balance of the current fiscal year. The next official prediction of the status of the state budget will occur on December 3. The Department of Finance will release its state budget forecast on or around that day and if the short-term projections indicate a 2003 deficit beyond the state's budget reserve, the state will likely have to take quick action. Unallotment In our discussions with administration staff, it is clear that there are at least preliminary preparations being made should the December forecast show a deficit for the remainder of the current biennium. The governor has the power to "unallot" or reduce state expenditures to balance the state's budget and December state aid payments could be affected. Although we did mention this possibility in the August memo, at that time it did not appear to be a likely outcome. However, as each passing month ends with revenues lower than forecast, it appears that a deficit, and therefore unallotment, is more likely. As stated in the August memo, the governor's power to unallot is broad. Through unallotment, the governor effectively has the power to reduce legislative appropriations to address a state deficit that exceeds its reserves. The December 2002 Local Government Aid (LGA) and market value homestead credit (MVHC) payments would be the last distributions to cities this biennium. However, to further complicate matters, cities in the 19 counties affected by June flooding have, as of this week, received their second half LGA distribution and therefore would only have market value homestead credit outstanding and subject to cuts. In other words, the percent of cuts conceivably could be larger since the total available has been reduced by these early payments. Aid Payment Deferment In addition to the governor's power to unallot (or cut) appropriations, state law allows the governor to defer (or withhold) distributions of appropriated money. This power could be used to delay action on unallotments while the governor develops a proposal for cuts or it could be used as a short-term bridge to meet the state's cash flow needs. By delaying aid payments, the governor would have more time to make decisions on whether and how to cut aid payments. If the December aid payments are deferred until after the legislature convenes on January 7, it is possible that legislators and the incoming governor might also have a role in any final decision. The law does not place limits on how long a state payment can be deferred. Although it currently does not appear that the state will have a cash flow problem in late December, if a problem materializes, the gcvemor could delay LGA and market value payments to address the problem. Summary The state's budget situation has not improved and due to the increasing possibility of a shortfall for the balance of this biennium, delay in the December distribution of LGA and MVHC or unallotment of a portion of these payments remains a distinct possibility. The long-term state budget outlook also looks bleak. Legislative action to address this long-term shortfall could affect city aid distributions beginning in 2003. However, action on this long-term deficit will not likely occur until late in the 2003 legislative session. City of Mendota Heights MEMORANDUM November 5, 2002 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager Subject: MHAA Request for Ballfield Lighting Scott Miller would like to address the Commission regarding installation of lights at the following ballfields: 1. St. Thomas Academy varsity baseball field: Mr. Miller stated that he had talked to St. Thomas Academy and that they would be interested in a joint powers agreement covering the baseball field. Construction of the new St. Thomas football field included field lighting. Installation of lights at the new field was submitted to the Planning Commission and was approved by the City Council. 2. Sibley Park / Sibley High School varsity baseball field: School District 197 and the City share the use of the Sibley Park ballfields under a joint powers use and maintenance agreement. The issue of lighting these fields was discussed prior to, but not included in, the successful 1989 Park Referendum. 3. Civic Center youth baseball field: The Parks Commission or the City Council has never formally considered the issue of lights at this field. 4. Mendakota Park — 4 baseball/softball fields and 1 youth soccer field: The issue of lights at this park was last discussed by the City Council in 1996. The Council decided not to proceed because of strong opposition from the adjacent neighborhood, cost of the system ($250,000), and lack of a funding source. Discussion: Because this the Commission. has been a controversial issue, staff is looking for direction from The cost of a lighting system for a single field would be in the $45,000 to $75,000 range and for Mendakota (5 fields) I would anticipate the cost to be $300,000. Maintenance and utility charges of from 2% to 4% of construction costs should be anticipated on a yearly basis for these systems. Unless a permanent funding source is established to replenish the Special Park Fund the Commission would need to eliminate many of the proposed projects contained in the Parks Five Year (2001-2005) Capital Improvement Plan before recommending use of Special Park Funds for this project(s). Recommendation: If the Commission desires to hear Mr. Miller's (MHAA) request / proposal, at this time, they should invite him to attend the December 2002 or January 2003 commission meeting. Or, the Commission may wish to consider directing Mr. Miller to first present his request / proposal to the City Council. If the Council were receptive to his presentation they would direct him to work with the Commission and city staff in development of a concept plan, feasibility study, and cost estimate(s) that would be presented to the City Council prior to scheduling of a public/neighborhood meeting(s) on the proposed project(s). City of Mendota Heights November 5, 2002 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager) Subject: Wentworth Warming House This memo is for information only Background: At the October meeting, the Commission directed me to present the Park Commission's recommendation for replacement of the Wentworth Park warming house to the City Council. I did not offer this item to the City Administrator for inclusion in the November 51h council agenda because I lacked certain information regarding the 'warming house rental option" that the Council had requested. The cost estimate to replace the Wentworth warming house was included in the October Commission minutes that were included in the November 5`" Council packet. Recommendation: Unless otherwise directed, I intend to provide this item to the City Administrator to be included in the November 19t" City Council meeting packet. Attachment: Project estimate presented at the October 8`h Commission meeting City of Mendota Heights ADD -ON TO OCTOBER 8T" AGENDA - NOT IN MAIL OUT PACKET Memo to: Parks and Recreation Commission Fram: Guy Kullander, Parks Project Manager Subject: New Warming House at Wentworth Park Background: The City Council directed me to look at alternate designs for a replacement warming house and to try to lower the project costs, down from $35,000.00 to the $20,000.00 range. I previously had developed working concept plans and estimated construction costs to arrive at the $35,000.00 estimate. To better gauge "real world" costs I requested bids from three local contractors that specialize in the construction of garages and small building additions. I requested a bid for a "basic no frills" 24 ft. by 24 ft. building (standard two -car garage) that would fulfill the intended use as a seasonal warming house for skaters. Building Comaarisons: 1. Propose new warming house @ 24 ft. by 24 ft. = 576 sq. ft. 2. Old warming house (demolish) @ 14 ft. by 18 ft. = 252 sq. ft. 3. Friendly & Marie Houses @ 16 ft. by 28 ft. = 448 sq. ft. The proposed new warming house will be 25% larger then the remaining two in Friendly and Marie Parks, which have also been criticized as too small. Building /Project Description and Cost Estimates: 1. Build Building: Includes slab, building materials and labor 520,354.00 - 24 ft. by 24 ft. with gable roof style - Cement board exterior siding (strong — low maintenance) - Scissors truss' to provide raised ceiling (open — air circulation) - Half -inch plywood on interior walls and ceilings (durable) - Two 36" wide steel doors with security glass (4"w by 36" high) lets in natural light - safer when opening door - 2"x4" wood studs — 16" o/c - R-13 insulation in walls — R-45 in ceiling — air chutes - vents - Concrete slab (floating) with one course of concrete block - Timberline shingles (gives appearance of cedar shakes) 2. Demolish existing warming house - site grading Allowance $ 1,250.00 - Labor provided by Public Works - Costs include dumpsters, utility disconnects - Grade and level site in preparation for concrete slab 3. Electric Allowance $ 3,500.00 - Disconnect and salvage existing 100/200 service amp panel - Provide temporary service during construction - Install salvaged service panel and meter - Install interior "high impact" general lighting units, outlets, etc Install exterior "high impact" lights in overhang over doors 4. Heat and ventilation Allowance $ 2,500.00 - Install gas service hookup and new space heater - Install interior or ceiling fan for circulation - Install exhaust fan to outside with humidity & temp. control 5. Paint - caulk - concrete sealer Allowance $ 10500000 - Caulk joints as necessary - Paint exterior and interior of building - Seal concrete floor 6. Site restoration Allowance $ 250.00 - Labor provided by Public Works - Budget is for sod / seed - turf restoration 7. Asphalt path/walkways Allowance $ 2,750.00 - Install asphalt path from roadway to building entrances - Install pathway from building to both rinks 8. Safety railings Allowance $ 500.00 - Labor provided by Public Works - Install 6" by 6" posts from warming house to upper rink (complaints about slippery slope up to pleasure rink) - Budget is for fabrication of metal hand railings - attach to posts 9. Interior "security" chain -link fencing Allowance $ 750.00 - Install fence and gate around space heater and electric panel 10. Interior / exterior finishing Allowance $ 500.00 - Labor provided by PublicWorks - Budget for additional rubber floor mats and lumber for seats and benches, hooks, etc. - Exterior signage on building (Park name, hours open, etc) Sub Total of items #2 thru # 10 above $13, 500.00 Estimated Total Project Costs = $33,854.00 Recommendation: If the Commission desires to build a new warming house they must convince the City Council that a budget of $20,000 is unrealistic. Other options: The Commission may want to discuss other alternates, such as: 1. Extend roof to provide outside shelter area to put on skates 2. Hire contractor on a "Time and materials" basis to enlarge existing house 3. Rent seasonal building - no capital outlay - all costs would be under park maintenance budget. Estimate cost at $5,000 plus 6 to 10 man days. MENDOTA HEIGHTS POLICE DEPARTMENT INCIDENT SUMMARIES - PARKS CN: 02003532 OFFENSE/INCIDENT: Vehicle Unlock DATE: 10/12/2002 11:110 OFFICER: Petersen, E 2235 LOCATION: Mendakota Park SYNOPSIS: Unlocked MN lic/DTU963. Exceptionally Cleared. CN: 02003546 OFFENSE/INCIDENT: Theft DATE: 10/13/2002 13:52:01 OFFICER: Patrick, S 2231 LOCATION: Mendakota Park 11-OS-2002 SYNOPSIS: On stated dates and times, the complainant reported that he had left his scooter at Mendakota Park near the playground. He went off to play for awhile and when he returned his Razor scooter was gone. He looked around the park, but he was unable to find it. There are no suspects; however, he stated he did see a male in a maroon SUV in the area. I checked the area of the park and surrounding neighborhoods for said scooter; however, it was not located. -N: 02003573 OFFENSE/INCIDENT: DOB's DATE: 10/15/2002 15:21:Oj OFFICER: Willson, C 2238 LOCATION: Marie Park SYNOPSIS: On 10-15-02 at 1521 hours, I was dispatched to location on kids throwing d rt in the road. On arrival, I did not see any debris in the road; however, there were four boys in the hockey rink playing football. Advised on proper behavior and cleared at 1528 hours. CN: 02003693 OFFENSE/INCIDENT: Criminal Damage To Property DATE: 10/26/2002 13:51:01 OFFICER: Patrick, S 2231 LOCATION: 640 Mendota Heights RD SYNOPSIS: On above dates and times, I was dispatched to meet Qwest employees at the above address reference damage to property. Upon arrival, I met the complainant who pointed out that the eastern restroom had been broken into and the toilets had been smashed. There was a rock that was most likely used to smash the door and the toilets. It is unknown when this occured since the restrooms are not in use and are used by the city for storage. This case is being refered to Investigations. Please forward a copy of this report to the parks department.