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2003-05-13 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA AGENDA PARKS AND RECREATION COMMISSION Tuesday, May 13, 2003 6:30 p.m. — Counca Chambers Note: This. meeting will he televised by NDCTV. Cal] to Order 2. Roll Call 3. April 8, 2003 Minutes 4. Playground Improvements 5. Updates a. Recreation Programmer's Update b. Rogers Lake Park Tier I Skateboard Park c. Bader d. Tilsen e. Wagenknecht £ Par 3 Golf Course g. Police Report 6. Other Comments 7. Adjourn Auxiliary aids for persons with disabilities ate available upon request at least ] 20 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 with requests. CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION COMMISSION MINUTES APRIL 8.2003 The regular meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, April 8, 2003 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: Chair Richard Spicer and Commissioners Stan Linnell, Larry Craighead, Paul Portz, Dave Libra, and Raymond Morris. Commissioner Missie Hickey was 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. The following residents were in the audience for the skateboard park discussion: Tim Meyers Stephenie Reierson MINUTES 2334 Swan Drive 2334 Swan Drive Commissioner Libra moved to approve the March 11, 2003 as written. Commissioner Portz seconded the motion. AYES: NAYS: PAR 3 GOLF COURSE Mr. Kullander informed the Commission that Lyman Development has submitted a Concept Plan for residential development of the Par 3 Golf Course. Mr. Kullander said that the Commission might wish to ask the developer to visit the Parks Commission next month if he decides to make a formal application after feedback from the Planning Commission and the City Council. Mr. Kullander added that the Parks Commission might wish to recommend a trail running along the west of the property. The Commission asked Staff to invite the developer to come to the May Parks and Recreation Commission if he decides to make a formal application. Chair Spicer asked Mr. Hollister if he thought that the Council would be willing to allocate more money for the skatepark. Mr. Hollister reminded the Commission that the Council original allocation of D25,000 was passed by only a 3-2 vote, with the two dissenting Councilmembers indicating concern about unknown long-term costs for Public Works and Police. Mr. Hollister said that he did not think that the Council would be willing to allocate more money to the skateboard park beyond the original $25,000. Mr. Hollister suggested that the Commission choose the best product and limit the number of elements to a cost level of $25,000. Mr. Hollister suggested that in future years, if the money is available and if the skateboard park proves not to be an onerous burden on Public Works or Police, the Commission might wish to ask the Council to allocate additional funds for more elements. Chair Spicer suggested that the issues of which vendor to choose and how much to ask the Council to spend be separated into two motions. Commissioner Morns moved that the Parks and Recreation Commission recommend to the City Council that they choose #5, Custom Skatepark Concepts as the contractor to create and install the skatepark, based on the following considerations: 1. Safety 2. Maintenance 3. Popularity with Skateboarders 4. Staff s Recommendation Commissioner Portz seconded the motion. AYES: NAYS: Commissioner Morris moved to direct Mr. Kullander to inform Custom Skatepark Concepts that they are the preferred contractor by the Parks and Recreation Commission, and ask CSC how much of their design they could provide for the City for $22,000. As part of the motion, Commissioner Morris suggested that if a possible skatepark at $22,000 was just too meager, Mr. Kullander should ask what CSC could provide for 15% more than $22,000, or $25,300. Commissioner Libra seconded the motion. AYES: NAYS: Chair Spicer instructed Mr. Kullander to only bring this item back to the Parks Commission if there are problems. Chair Spicer said that otherwise, Mr. Kullander City OT Mendota Heights MEMORANDUM May 7, 2003 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager k Subject: 2003 Projects Background: Attached are three memos presented to Council on April 15th for consideration. Skate Park -Recommendation to Council was to increase budget for components from $22,000 to $25,894,74, Approved by Council - Purchased Orderlssued. Wentworth Warming House -Recommendation to Council was to not construct an addition to the existing building. Authorization to fund up to $20,000 for addition was withdrawn. Approval for planning, design, plan preparation and bid process for remaining projects in Five Year Capital Improvement Plan for completion in 2003. Council acknowledged/authorized staff to proceed. Discussion: As I reviewed the concept plans and preliminary budgets for the various projects included in the Five Year Plan I realized that very little input from residents has been received on most of these projects. Although the Commission and to some degree the City Council are aware of the project locations and work to be done the various projects have never been presented to residents for review and comments. I believe that the projects that may be of concern, especially to adjacent homeowners, would be the playground improvements and the cross-country ski trail. Recommendation: I recommend that the Commission authorize staff to prepare a Public Notice regarding this years projects and invite residents to attend the June 10th Commission meeting to review and comment upon the improvements proposed for completion in 2003. Attachment- In addition to the three memos mentioned above: - Council Memo dated March 13, 2003 "Revised Parks Five Year Plan" City of Mendota Heights MEMORANDUM April 9, 2003 Memo to: Mayor, Council Members and acting City Administrator From: Guy Kullander, Parks Project Manager Subject: Review Bids for Skate Park Obstacles The Parks and Recreation Commission recommend that the City Council select Custom Skatepark Concepts, Inc. to construct and install Skate Park jumps, ramps, and obstacles in Roger's Lake Park. Background: The Parks and Recreation Commission have discussed development of a Skate Park for approximately three years. In 2001 this project, scheduled for completion in 2003, was included in the "Parks Five Year (2001-2005) Capital Improvement Plan"with a working/planning budget of $25,000.00. Commission meetings held to determine the location of the proposed Skate Park attracted strong support from local enthusiasts who provided valuable insights to the Commission regarding the sport in general but more specifically the need for sturdy well designed obstacles arranged to provide a safe "flow" of movement within the park. Skate Park obstacles are fabricated from steel, wood, synthetic polymers, resins or combinations of these materials. Prices can vary greatly for identical obstacles depending on the materials used in their construction and routine maintenance as well as frequency of safety inspections also is dependent upon the materials used to construct the park obstacles. (See attached Parks memo dated April 8th, for evaluations "Pro vs. Con" of construction materials) The Parks and Recreation Commission held a "Skate Park Design Open House" attended by skate enthusiasts, parents, and Commission members with the goal of developing a "common design / layout" that would be used in the formal "Request for Bids" sent to the various vendors and manufacturers of Skate Park obstacles. The Commission understood that because they had not designated specific materials the obstacles were to be constructed from that the final bids received would vary considerably. The bids received from six vendors varied from $21,495.00 to $40,815.00. (See attached Parks memo dated April 8m - Review of Bids) In their review of the bids received the Commission's criteria used to evaluate each of the proposed products was: strength and durability; cost / value; safety; appearance; frequency of maintenance and/or inspections; and acceptance by the kids that would use this facility who strongly recommended a wood/resin composite material (Skatel-ite Pro) for the skating surface because of its superior "ride". (This product is an industry standard, very durable, and widely used on skate park obstacles) The Parks and Recreation Commission selected the product (ramps and obstacles) offered by Custom Skatepark Concepts for installation at the Skate Park to be located in Roger's Lake Park. The bid submitted by Custom Skatepark Concepts ($33,208.00) based on the design / layout included with the "Request for Bid" exceeded the budget ($22,000.00) authorized by the City Council by approximately fifty percent. The total budget for this project was established at $22,000.00 for obstacles and $3,000,00 for site preparation costs that include modifications to the existing ten foot high fencing, signage, removal of the tennis net poles and surface patching. The Commission directed staff to contact this firm and ask them to redesign the layout thus eliminating one or more components, and to submit a revised bid with a total cost of approximately $25,500.00. If Custom Skatepark Concepts was able to develop an acceptable alternate design/layout that met the Commission's expectations and budget, staff was directed to present the Commission's recommendation to the City Council. Maintenance of Skate Park Obstacles: The product selected by the Commissian utilizes a galvanized steel support structure, galvanized & painted steel side panels, and a triple layer skating surface composed of steel, copolymer underlayment and SkateLite Pro fastened with stainless steel bolts. The use of steel for the support structure and screw bolts with lock washer and nut rather than screws eliminates the need for daily safety walk-thru inspections. The installed obstacles will be quite heavy, movable only by use of a pallet jack, thus eliminating any concern about the ramps being moved out of position. The Parks crew will need to perform only routine inspections, similar to what now is done for playground equipment, on a weekly basis. No repairs or maintenance of the skate surface material is anticipated for the first two or three years. After that, depending conditions, it is anticipated that possibly ten percent of the skate surface (SkateLite Pro) may need to be replaced each year. Recommendation: The Parks and Recreation Commission recommend that the City Council authorize an expenditure from the Special Park Fund in the amount of $25,894.74 an increase of $3,894.74 over the original authorized amount of $22,000.00) for the purchase and installation of Skate Park obstacles in Roger's Lake Park. Action Required: Acknowledge and review the bids submitted (see attached Parks Memo -April 8t6) and if the City Council wishes to accept the recommendation from the Parks and Recreation Commission they should award a contract for the purchase and installation of Skate Park obstacles to the firm of Custom Skatepark Concepts in the amount of $25,894.74, to be funded from the Special Park Fund. ATTACHMENTS; 1. Revised Bid &Design/layout from Custom Skatepark Concepts 2. Parks &Recreation Commission memo dated April 8�h -Skate Park Bids 3. Parks & Recreation Commission memo April 2"d - Bids for Skate Park Obstacles City of Mendota Heights MEMORANUDM ©� April 92003 Memo to: Mayor, Council members, and acting City Administrator From: Guy Kullander, Parks Project Manager Subject: Wentworth Warming House Background: This issue has been before the City Council and Parks and Recreation Commission for the past several years. When last before the Council the direction given staff was to inspect the structural integrity of the warming house and the timber foundation beams it rests upon and report any findings or recommendations to the City Council, Discussion: Parks Leadsperson, Terry Blum, recently investigated the timber beams that support the warming house structure and reports that they as well as the floor joists are in sound condition and that the building can continue, as it is, to function as a warming house. He recommended against adding an addition to enlarge the existing structure. The Parks and Recreation Commission has gone on record in opposition to an addition to the existing building and has, on several occasions, recommended construction of a new structure similar in size to the warming houses in Friendly Hills and Marie Parks at an estimated cost of $34,000,00. The Commission has stated that rather than put an addition on the existing building they desire to do nothing at this time and revisit the issue of a new building in the future. When the City Council last discussed the Parks Commission recommendation to construct a new warming house the issue of other, year round, uses for any new structure was mentioned. Staff has done a cursory review of this concept and has been unable to document any anticipated use for this building that would justify the considerable additional costs involved. A multi -use structure would need to be much larger, require plumbing, year round utility costs, and more parking spaces. The budget for such a building would probably be three -fold the cost of the proposed replacement - warming house. Recommendation: I recommend that the City Council withdraw their authorization to expend Special Park Funds for construction of an addition to the Wentworth Warming House. The Parks and Recreation Commission will review the suitability of the existing structure in 2004 and make a recommendation to Council within their C.I.P. Action Required: If the City Council wishes to accept the recommendation they should withdraw their authorization to fund an addition to the Wentworth Park warming house. City of Mendota Heights MEMORANDUM April 11, 2003 Memo to: Mayor, Council members, and acting City Administrator From: Guy Kullander, Parks Project Manager Subject: Parks Capital Improvement Projects Scheduled for Completion in 2003 Background: The City Council, on March 18th, acknowledged the Parks and Recreation Commission's revised schedule of remaining uncompleted projects in the "Parks Five Year (2001 thru 2005) Capital Improvement Plan". (See attached) Project improvement costs indicated for each project in the Five Year Plan were established as a working guide for overall budget planning and it was understood that the actual cost of each project would not be determined until after the project had been designed and bid. The cost for staff time devoted to planning, design, plan preparation, and the bid process, for each improvement project, is not included in each working budget, but is calculated as a percentage of the total project (construction) costs in each year of the plan. This percentage is based on previous experience with other park improvement projects. Discussion: Two of the projects scheduled for completion in 2003 are on tonight's agenda for Council consideration. 1. Wentworth Park: a. Replace Warming House $35,000 b. Pathway & site improvements $ 67000 2. Skate Park in Roger's Lake Park $25,000 Unless otherwise directed by Council, staff will proceed wifh the planning, design and bid process for the remaining projects scheduled for completion this year, listed below. Projects: 1. Hagstrom-King Park: a. Replace play equipment $38,000 b. Pathway and amenities 2. Mendakota Park: a. Upgrade & add play equip. $20,000 b. Fence -south end soccer field $ 4,000 c. Complete Foul Ball Netting $ 11500 3. Civic Center Ball Field a. Purchase larger lock box $ 1,000 b. Backstop side extensions $ 31000 c. Practice pitching mound $ 4,000 4. Trail and Park signage a. Info, warning, maps $ 6,000 5. Friendly Hills Park a. Benches, railings, pathway $ 53000 6. Valley Park: X-country ski trail a. Clear-cut 20 ft wide trail $ 51000 Action Required: If the City Council wishes for staff to proceed with the planning, design, plan preparation, and bid process for the above listed projects... no action is required. City of Mendota Heights March 13, 2003 Memo to: Mayor, Council Members From: Guy Kullander, Parks Project Manager Subject: Revised Project Schedule for: Parks Five Year (2001-2005) Capital Improvement Plan Background: The Park and Recreation Commission, after reviewing the remaining projects in the Capital Improvement Plan scheduled for completion in 2003, 2004 and 2005, reprioritized several projects in the 2003 schedule and moved them to the 2004 project schedule. Projects originally scheduled for completion in 2002, which had not been started or completed were carried forward into 2003 resulting in over $200,000 in projects scheduled for completion in 2003. Staff requested the Commission review the list of projects because of limited staff time available to work on park related projects. Discussion: All projects included in the Parks Five Year (2001-2005) Capital Improvement Plan are funded from the Special Park Fund. The Commission realizes that the City Council is not going to automatically approve every project on the list and that this list will have to be annually budgeted for approval. The Commission has developed this plan as a guide and reference intended to serve as a working document and budget - forecasting tool. This plan is intended to recognize the needs of the parks system and to ensure its preservation. Completion of all remaining projects identified in the five-year plan will cost approximately $384,000,00, The current balance in the fund is around $300,000,00, Adding in anticipated dedications and increases to the fund through 2005, it is anticipated that the fund balance in December 2005 will be around $125,000.00. Recommendation: The Parks and Recreation Commission voted unanimously (7-0) to recommend that the City Council acknowledge the revised list of improvement projects for the remaining three years of the Parks Five Year (2001-2005) Capital Improvement Plan. Action Required: If the City Council desires to implement the Parks and Recreation Commission's recommendation, they should pass a motion to acknowledge the revised list of projects proposed in the Parks Five Year (2001-2005) Capital Improvement Plan. Attachments: 1. Projects proposed for consideration in 2003, 2004, and 2005 2. Summary of costs for completed and planned projects in Five Year Plan -Gemmissiorrnietno-datedaNiare#�6; 2868v6^ 4:--Listvf-capital=improvement=projects=notanc7uded4n-FAve Year.P-Fan— PARKS FIVE YEAR (2001-2005) CAPITAL IMPROVEMENT PLAN PROPOSED 2003, 2004 & 2005 IMPROVEMENT PROJECTS Revised March 6, 2003 2003 Projects 1. Wentworth Park -replace warming house $ 35,000 2. Wentworth Park - bit. pathways, railings, benches $ 61000 3. Roger's Lake Park - skate park $ 25,000 4. Hagstrom-King Park - replace play equipment $ 38,000 5. Hagstrom-King Park - bit pathways, benches $ 41500 6. Mendakota Park- complete foul ball safety netting $ 11500 7. Mendakota Park - fence on south end of soccer field $ 4,000 8. Mendakota Park - Add components & surfacing to play area $ 20,000 9. Civic Center Belfield - Lock Box $ 10000 10. Civic Center Belfield - Backstop side extensions $ 3,000 11. Civic Center Belfield - Practice pitching mound & fence $ 4,000 12. Trail system - safety and informational signage/markings $ 61000 13, Friendly Hills Park - bit path, railings, benches $ 57000 14. Valley Park - clear cross-country ski trail + signs 5 000 Total construction costs $158,000 16 % overhead/staff time $25,000 Total = $183,000.00 2004 Projects 15. Victoria -Highlands Park -add components in play area $ 14,000 16. Wentworth Park -add components in play area $ 293000 17, Ivy Hills Park - add components in play area $ 12,000 18, Valley View Heights Park - replace play equipment $ 17,000 19. South Kensington Park - add components in play area $ 91000 20, Mendakota Park - border edge and sand volley ball court $ 65000 21. Wentworth Park - install fountain in pond $ 59000 22. Friendly Hills Park - replace foot bridge with culvert -tennis $ 41000 23, Valley Park - clear and extend cross -county ski trail $ 10,000 24, Sch. Dist, 197 Elem. Ball fields - back stop, benches and safety fencing (matching funding) 16 000 Total construction costs $122,000 16% overhead/staff costs $20,000 Total = $142,000.00 2005 Projects 25. Backstop extensions/upgrades at 2 or 3 parks $ 10,000 26. Hagstrom-King Park -full size basketball court $ 18,000 27. North Kensington Park - install fountain in pond $ 51000 Total construction costs $ 33,000 16% overhead/staff S 5z 000 Total = $ 38,000.00 City of Mendota Heights Parks Five Year (2001=2005) Capital Improvement Plan (Updated: March 11, 2003) SUMMARY OF PROJECT COSTS: Completed Projects: Plan Year Project Costs Other Costs Total Costs 2001 $ 989205.00 $19,000000 $117,205.00 2002 (Est) $102,400.00 $231500.00 $1251900.00 Proposed Projects: Plan Year Project Sudaets Other Cosfs Estimate: Total Cost 2003 $158,000.00 $301000.00 $1881000.00 2004 $122,000.00 $26,000.00 $1481000.00 2005 $ 33,000.00 15 000.00 $ 48.000.00 Totals: $313,000.00 $711000.00 $3841000.00 Note: Project Costs: Contractors, Consultant Fees, Materials, Vendors, etc. Other Costs: Assessments, Admin. /Finance Fees, Postage, Mileage, Sundry expenses, and city staff time. (Does not include assistance from the Public Works parks crew) CITY OF MENDOTA HEIGHTS MEMORANDUM Date: May 6, 2003 To: PARKS AND RECREATION COMMISSION From: TERESA GANGELHOFF RE: APRIL PARKS AND RECREATION REPORT Softball 3 leagues started in April. Men's over 30, Men's and Women's D. Co-Rec will start in May. A total of 29 teams registered (up 10 teams from last year) So. St. Paul Umpire Association will provide the umpires. Play-offs will be held July 26 and August 2. Golf Registrations started on April 1. 1 have sent flyers to the schools and it has been advertised in the Heights Highlights and Sun Current and SW Review papers. Registrations have been going well a few programs have already filled. Tennis New program added for the summer. Lessons and team play through the Greater Twin Cities Tennis Association. Tim Garvey resident of MH is certified by USTA and has been a great help getting this program off the ground. We already have 55 kids signed up and we are adding another lesson time hoping to get another 20 kids in the program. He is also helping to write for grants that will help our program grow. Gymnastics Also new this summer we will run several sessions at Henry Sibley High School in conjunction with West St, Paul Park and Rec. Rogers Lake Fishing Derby The derby is officially set for Wednesday, June 18th with check in starting at 5:30 and concluding with awards at 8:00 p.m. New additions to the derby this year will be entertainment by "Woody" as part of our "Performance in the Parks" series. Also professional Bass angler, Scott Seaton will be on hand for expert fishing advice. Mr. Clifford Timm has again donated 50 tackle boxes and Ace Hardware of IGH will again provide the worms for the anglers and will be the official weight and measure for the derby. Registration has to be made at City Hall ahead of the derby and space is limited to 45 participants with a fee of $4.00. Our derby is also sponsored by Wal-mart and Hooked on Fishing International. We will have prizes for many different categories of fish and we will also hold a casting contest. CITY OF MENDOTA HEIGHTS hrd�UM:W91!111rj Celebrate Mendota Heiahts We have reached over $1700.00 in donations. This should be enough to cover initial expenses. Plans are in place to make this a great event to "Celebrate" our parks! Please see attached flyer and be sure to attend. If you would like to volunteer to help at this event please contact Teresa 255-1354. Safety Camp Camp will be held August 12th, 13th, 14th at Kaposia Park, The So. St, Paul VFW is sponsoring this event again. I have flyers ready to bring to the schools in May to promote this event. Mario from the police department will work with me and the fire department is also planning on sending a representative. Summer Youth Trips All of the youth trips are set and the buses are scheduled. We will offer a total of 7 trips that will run on Thursday's during the summer. The flyer is ready and will be distributed to all the schools in May. Also information is in Heights Highlights and local Newspapers. Performances in the Parks I have in place 7 nights this summer that residents can attend a free performance in one of our parks. June 18-Woody at 7:30 pm at Rogers Lake Park. June 25-Imaginaltion Station-6:30 at Mendakota Park, July 16-Kit and Kaboodle-6:30 at Mendakota Park, July 30- Imagination Station-6:30 at Mendakota Park. August 5-Woody-6:30 at Mendakota Park in conjunction with National Night Out. August 13-AlphaBits-6:30 at Mendakota Park. August 27-Paul Heffron-6:30 at Mendakota Park. Imagination Station This traveling variety show will make appearances at both Marie (new location) and Friendly Hills Parks weekly. These performances will be free to attend and last approximately 30 minutes and are geared to younger children and their families. Mondays: June 23- to July 28 1:30 — 2:00 at Marie Park 3:00 — 3:30 at Friendly Hills Park MENDOTA HEIGHTS POLICE DEPARTMENT 'CIDENT SUMMARIES - PARKS 05-05-2003 CN: 03001335 OFFENSE/INCIDENT: Underage Alcohol/Psych DATE: 05/03/2003 21:51:0 OFFICER: Flandrich, L 2229 LOCATION: Mendakota Drive na, Dodd Rd. SYNOPSIS: Stopped vehicle for driving on grass in Mendakota Park 3 of 4 teens consumed alcohol. Possession/Under 21 Not a Drop/ Psych Commit to Regions Hospital. SEE DICTATED REPORT