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2003-02-11 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, WiNESOTA AGENDA PARKS AND RECREATION COMIVIISSION Tuesday, February 11, 2003 6:30 p.m. —Council Chambers Note: This meeting will be televised by NDCTV. Call to Order 2. Roll Call 3. January 14, 2003 Minutes 4. Park Maintenance Issues —Terry Blum 5. Ballfield Lighting —.Scott Miller 6. Rogers Lake Park Tier I Skateboard Park 7. Wentworth Warnung House 8. Parks Five Year Capital Improvement Plan 9. Updates a. Recreation Programmer's Update b. Police Report 10. Other Comments 11. 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 All 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 JANUARY I45 2003 The regular meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, January 14, 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: Acting Chair Stan Linnell and Commissioners Larry Craighead, Paul Portz, Raymond Morris, and Dave Libra. Chair Richard Spicer and Commissioner Missie Hickey 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 Morris moved to approve the November 12, 2002 minutes as written. Commissioner Libra 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 (six adults and thirteen youth): Joe Spatafore 1070 Chippewa Avenue Matt Spatafore 1070 Chippewa Avenue Colin Fergain 2316 Fieldstone Drive Sue Holman-Sutich 555 Abbey Way Scott Miller 1021 Wagon Wheel Laura Englehart 1011 Douglass Road Matt Englehart 1011 Douglass Road Tim Meyers 2334 Swan Drive Dave Bauer 2381 Apache Court Annette Scotti 861 Mendakota Court Nick Scotti 861 Mendakota Court Mr. Brett Hurlbet said that he has been asked to leave the "Big K" parking lot in Saint Paul because he was skateboarding. Mr. Hurlbet said that there are not many places to go to skate without getting in trouble. Mr. Hurlbet said that the skatepark at Rogers Lake Park would give him a legitimate place to skate. Or. Meyers showed the Commission several ramp designs as examples. Mr. Meyers said that 15E would serve as a noise barrier so people would not complain about skateboard noise. Mr. Meyers suggested contacting either gshockskatepark.com or thirdlaincom for good skatepark designs. Mr. Meyers said that even though the skatepark at Rogers Lake would be only Tier I, at least it would be free, and so he anticipated that it would get a lot of use. Mr. Meyers said that the larger skateboard parks in the area charge from $11.00 to $15.00 for a day pass. Mr. Brent Lucio said that his only concern was that the City hires a good designer for the skatepark. Mr. Lucio urged the Commission to get good people to design the skatepark. Ms. Teresa Cosgrove, the cablecast technician for the meeting, said that her son is a skateboard enthusiast and that she supports his interest in the activity even though he has come home with occasional "bangs and bruises", occasionally even requiring a trip to the hospital. Mr. Meyers said that Rogers Lake is a good location because there are no close neighbors and no one will be bothered by noise. Mr. Meyers said that the skateboard park would increase the use of Rogers Lake generally. Mr. Meyers said that the city could even bring back the beach, although when he was a kid he used to have to wear perfume when he swam in Rogers Lake to keep off the leaches. Acting Chair Linnell said that the Commission wanted to encourage the use of Rogers Lake Park, Commissioner Craighead said that he would like to hear input from Ms. Gangelhoff and Mr. Kullander. Ms. Gangelhoff said that she had inquired with colleagues in other cities about skateboard parks, and that they had given her the following recommendations: • Have well-defined spaces and boundaries for the activities. • Have parents and kids design the park. • Be prepared for rollerbladers and BMX bikers to also want to use the same ramps. • Provide a payphone. • Provide a drinking fountain. somehow. Commissioner Morris said that that the skateboarders in the community should have some input as to how it is designed. Commissioner Libra said that he agreed with Commissioner Morris that Rogers Lake Park was the best location for the skatepark, except for the issue of access. Acting Chair Linnell agreed that Rogers Lake is a good location for the skatepark, but added that supervision could also be an issue. Commissioner Craighead said that he was concerned about the impact that the skatepark could have on the Special Parks Fund and Park Maintenance Budget for 2003. Commissioner Morris moved to recommend that the Council authorize the construction of a skateboard park at Rogers Lake Park for up to $25,000, including benches for parents, and that the Parks Commission and Mr. Kullander work with local skateboarders on the design. Commissioner Portz seconded the motion. Commissioner Craighead offered a friendly amendment asking the Council to allocate $I0,000/year in the general fund for maintenance of the skateboard park. Commissioners Morris and Portz accepted the friendly amendment. Commissioner Craighead asked if the motion should wait until later in the evening, after the discussion of the parks five-year Capital Improvement Plan, Commissioner Morris said that he did not want to wait, since he had to leave the meeting soon for another obligation. Mr. Meyers commented that the police could check on the skatepark once per hour and that kids could volunteer to help in the construction of the skatepark. Mr. Johnson said that he wanted to comment about the issue of bikers and rollerbladers also using the facility. Mr. Johnson said that skateboarders, bikers, and rollerbladers could all use the facility harmoniously. Mr. Johnson said that he would be willing to help in the construction of the park. Commissioner Portz said that he thought the process leading to the Park Commission's recommendation on the skatepark had been a good one. Commissioner Portz advised those skateboarders who felt neglected that baseball, for example, is over one hundred years old, and that it takes a while for a new sport to get established in the culture and accommodated by the society. Commissioner Portz said that the skateboarders today should consider themselves to be pioneers in a new sport, and that they will have to do the "heavy lifting" politically for future generations of skateboarders. Ivy Pond increased from $1,000 to $2,000, and $10,000 was included to resurface the Wentworth tennis courts. Mr. Kullander added that the Council also allocated $1500 for the Public Works crew to start up the tree nursery again. Mr. Kullander said that the trees from the nursery would most likely go to the parks, rather than boulevards. Mr. Kullander also said that the Council decided to convert the Quest building in Kensington Park to storage. Commissioner Libra said that he wished to thank Mr. Kullander and the previous Council and Mayor for resurfacing the Marie Park tennis courts. Commissioner Craighead said that he wished to thank the Council for allocating $20,000 for trail maintenance for 2003, and that he hoped that the Council would allocate funding for noxious plant eradication for 2004. Commissioner Libra said that the Commission appreciates the Council's willingness to allocate cell tower revenue to the Special Parks Fund. Commissioner Libra also thanked Councilmember Duggan for attending tonight's Commission meeting. PARK BENCIi DONATION PROGRAM Mr. Kullander announced that in the first year of the park bench donation program, four benches were donated to the City. Mr. Kullander said that last year the required cash amount for the donation was $750. Mr. Kullander said that the actual cost of installing a bench had proven to be slightly higher than $750, and so each bench was partly subsidized out of the Special Parks Fund. Mr. Kullander asked if the Parks Commission wished to increase the required donation amount to cover the entire cost. Mr. Kullander added that it might be possible to close the gap by finding a lower -cost local supplier. Acting Chair Linnell said that he did not mind partially subsidizing the benches, and that he would rather keep the required donation low and pursue a lower cost supplier than raise the required donation. Acting Chair Linnell also announced the park bench donors for 2002 for the benefit of the television audience: Donor Schneeman Children ?-aline Paper Ken & Lynne Malloy Honoree s Dan & MJ Schneeman Bill Paper William & Renee Malloy Location Wachtler Avenue Ivy Park Marie and Lexington Karen Baudette James Baudette Rogers Lake Pier Acting Chair Linnell thanked the park bench donors for their generosity. SPECIAL PARKS FUND BALANCE Mr. Kullander announced that the Special Parks Fund balance was approximately $336,000 dollars as of the end of 2002. Mr. Kullander added that he did not anticipate 7 City of Mendota Heights MEMORANDUM January 24, 2003 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager Subject: Discuss Park Maintenance Issues with Terry Blum, Parks Leadsperson Background: At the January meeting Commission members asked several questions related to park maintenance issues that I could not fully answer. I have asked Terry Blum to attend the February 11th meeting so that he can answer any questions the Commissioners may have. Discussion: Following are some of the maintenance issues the Commission has inquired about during the past several months. Ice rink preparations, daytime flooding, usage, and warming house maintenance. Eradication of invasive plant species in addition to routine mowing and weed control. Tree farm. 4. Trail maintenance (crack sealing, weeds, roots, overlays). if 5. Worker availability to do daily walkthrough/equipment check" of skate park, if constructed, including weekends. 6. Observed usage of park facilities: tennis courts, play areas, etc. 7. Resident volunteer efforts to help maintain parks. The Commission may also wish to receive input from Terry regarding any maintenance issues related to sports lighting systems at ball fields. The attached memo was inadvertently omitted from the packets delivered to the Commissioners last Friday. City of Mendota Heights February 6, 2003 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager Subject: Sports Field Lighting Background: A proposal for installation of sports field lighting at four locations within the City was presented to the City Council by Scott Miller at the January 215f meeting. (Minutes are attached) Discussion: The discussion of Mr. Miller's proposal included financing options, citywide park improvements in general, neighborhood opposition in 1996, and development of partnerships with the School District or St. Thomas, and needs of the city's youth programs. The Council directed the Parks and Recreation Commission to consider all of the issues involved with this issue. I have a great deal of information from 1996 when this issue was considered by the Parks and Recreation Commission, City Council and Citizens Review Committee which I will provide to the Commission when appropriate. Recommendation: Review the Council comments and determine how the Commission wishes to proceed with the issue of installing sports lighting at one or more locations or some alternate solution that would result in additional ball fields or extended playing times as existing fields. Attachments: 1. Memo to Council from Guy Kullander with background information on Mr. Miller's proposal 2. Minutes from January 21s City Council meeting 3. Proposal to Council submitted by Scott Miller City of Mendota Heights MEMORANDUM COPam/,% January 15, 2003 Memo to: Mayor, Council Members and City Administrator From: Guy Kullartder, Parks Project Manager Subject: Request from Scott Miller (MHAA) for installation of ball field lights Mr. Scoff Miller, MHAA Baseball Travel Director, has submitted the attached proposal for Council Consideration. Mr. Miller proposes that the City of Mendota Heights install sports ,fighting systems at four locations: (1) Sibley Varsity Baseball Field(s), (2) Civic Center Youth Baseball Field, (3) Mendakota Park Adult Softball / You& Baseball Fields, and (4) St Thomas Varsity Baseball Field, Mr. Miller proposes that the City issue general obligation bonds to fund these improvements. Background: The Park .and Recreation Commission discussed the issue of installing sports lighting at the four Mendakota Park adult softball fields in late 1995. A recommendation was made to and discussed by the City Council at a workshop in April and at the February 20th and JUly [!Id regular council meetings in 1996. The Council determined that better scheduling of field use could answer any immediate field shortages and that presented with documented evidence that a field shortage exists they would revisit the sports field lighting issue:.. Discussion: During the past several years the adult softball fields at Mendakota Park have experienced incr6ase usage by the MHAA baseball program. Temporary pitching mounds have been installed, then removed, for several weekend tournament events hosted by MHAA; Recreation Programmer, Teresa Gangelhoff, requires applicants requesting use of City ball fields to indicate both date and times required so that a field can be scheduled for use two or more times each day, if necessary. She is currently processing requests for the ?003 season and reports that demand for field reservations exceed the fields/times available and that some applicants may not be accommodated. Scheduling of fields at Sibley is dono by the School District under a joint powers agreement that has six priority levels., The first is school district use followed by Mendota Heights youth programs / organizations, then other youth, adults, and non-residents. The current Parkes Five Year (2001-2005) Capital Improvement Plan does not include a sports field lighting project. The Park and Recreation Commission reviewed the status of the Special Park Fund at their meeting last week and reviewed a report projecting future expenclitures and increases to the fund that concluded that if all the remaining projects identified in the plan were to be constructed the balance in the fund at the end of December 2005 would be approximately $125,000,00, Recommendation: It is assumed that: if the City Council supports all or any part of Mr. Miller's proposal that the Park and Recreation Commission would be directed to study the issue in detail and prepare a feasibility report for future Council consideration. Action Required: Mr. Scott Miller will be in attendance at tonight's meeting and wishes to present his proposal to the Council. Page No. 10 January 21, 2003 BALLFIELD LIGHTS Council acknowledged a memo from Parks Project Manager Kullander in response to a request from Mr. Scott Miller (MIIAA)for ballfield lights at Mendakota Park, the Civic Center ballfield, St. Thomas Academy's varsity baseball field, and the Sibley fields. Council also acknowledged letters from Mr. Miller, Mr. Chris Meyers, Men's softball manager, St. Thomas Academy and MHAA, and a memo from Independent School District 197. Mr. Miller stated that MHAA is nuLng out of fields in Mendota Heights and he put together a packet of information that includes the letters of support. There are many youth who are playing baseball at older ages and while there are an abundance of softball fields there are not enough baseball fields for youth aged 14 and up. Softball has begun to fall off in numbers due to the upgraded facilities in other cities. He felt it is time for Mendota Heights to upgrade its facilities by adding lights, which would allow more games at Mendakota and the Civic Center, and the varsity fields at Sibley and St. Thomas. He stated that he knows the neighbors would like to have input and he has no problem with that. He can work with them for times for the lights to be turned out and work with the police to be sure people do not linger in the parking lots after games. In 1996 Council said they would revisit this issue if there were a need shown. Mayor Huber stated that Council needs to know how the proposal would be funded. Finance Officer Schabacker stated that she spoke with Mr. Kullander, and he estimated that the cost for lighting all four of the fields would be about $970,000. If Council wishes to issue bonds, it could either use equipment certificates or hold a referendum. Equipment certificates have a payback over four years, and the total issue would be $1,015,000. The city would have to levy a quarter of that amount each year for four years to cover the annual payments. The current net levy is $3.6 million. The referendum option would give a longer pay back and Council could set the length at ten or more years. That option would increase the net levy by 3.37% per year. The estimated tax increase for the equipment certificate option on a $150,000 home would be $120 per year: the tax increase would be $240 per year on a $300,000 home. Over a ten year period (referendum option), the taxes would increase $52 per year on a $150,000 market value, and about $104 per year on a $300,000 home. Councilmember Krebsbach stated that if there were a referendum, the increase in the budget from this item alone would be 3.7%. She Page No. 11 January 21, 2003 pointed out that Council tries to keep the increase under 4%, so this would bring the increase to 7.37%. Mayor Huber pointed out that would only be if Council approved the whole proposal. Mr. Miller stated that he has an estimate from Collins electric and came up with a figure of just over $500,000. If the Sibley girls' varsity field were included, it would be a total of about $500,000, Mr. Kullander responded that the numbers Mr. Miller is dealing with relate just to the electrical. Staff did an estimate for lights at Mendakota a few years ago and there are many other costs involved, including disrupting irrigation and bringing electricity in and also there are overhead costs for the city including inspection and plan preparation. Councihnember Vitelli asked when the sun typically sets. Mr. Miller responded that it starts to get dark by 9:15 in the summer. MHAA would pick up time by doing fall leagues and weekends. Adult softball could host some championships. There are many children interested in playing fall baseball, which extends MHAA's season and extends the opportunity of the city to expand its softball program. He realizes this is a major investment but his property taxes have come down by a third over the past few years. Councihnember Vitelli asked if Sibley and St. Thomas are willing to pay anything for lights. Mr. Miller responded that he is trying to put together a proposal to see what the city can do. The city has a larger investment in the Sibley park, and he believes St. Thomas would be interested in a joint powers agreement. Councihnember Vitelli stated that some of his children are still involved in softball in Northfield and he feels it is very healthy. They have lighted fields to play on. On the negative, it seems like a lot of money for just another hour or two. He would not be willing to pay money to light St. Thomas or Sibley if they are not willing to pay something. Councihnember Schneeman noted that the city has a joint powers agreement with the school district for Sibley Pazk and asked who would get first priority on field use. Page No. 12 January 21, 2003 Mr. Miller responded that the school district has first priority during the school year and when school is over, MHAA has first choice. Councilmember Schneeman stated that her problem is the timing. Council does not know what to expect this year because of all of the state financial problems. Councilmember Duggan asked how many more games could be played in a year if the fields were lighted. Mr. Miller estimated at least 30 more games in a season. St. Thomas estimated that lighting its varsity field would add an additional 80 to 100 games per season. Councilmember Duggan stated that he has heard over the years that the Sibley agreement has not worked very well. Several people from MHAA have come to the city to complain that they are often locked out of the fields. Should Council decide to spend a substantial amount of money at Sibley, he would want a change in that agreement. He asked about how many more games would be played there with lights. Mr. Miller responded that he would expect 80 to 100 more games a year. Councihnember Duggan stated that the most voiced opposition would likely be from residents near Mendakota Park. He asked if there have been major improvements in electronics so that the lighting can be more effective without bothering the neighbors. He stated that Council needs to have a clear representation on what the lumens would be. He asked if the cell tower ordinance would apply to the height of the light poles. The proposed poles are 80 feet tall, and the cell tower ordinance allows heights of up to 75 feet. He also asked if there have been any complaints about the lighted fields at St. Thomas. Mr. Miller responded that almost 100% of the illumination can be to the fields, with baffled lights. Public Works Director Danielson stated that he is not aware of any complaints about the St. Thomas lights. Administrator Lindberg stated that the cell tower only relates to cell towers, so that height limitation would not apply. Page No. 13 January 21, 2003 Mr. Miller stated that the reason Sibley was locked was because they had vandalism in the past. MHAA has the first priority but the kids who comprise the VFW and American Legion teams are from Mendota Heights. MHAA tries to work with their varsity teams at the Sibley Park. There are eight teams vying for four fields. The Sibley area amateur baseball team is looking for a field as well. Councihnember Duggan stated that paragraph 5.2 of the Sibley Park joint powers agreement says fields should be available to the city after 6:00 p.m. He asked how many times there have been MHAA games thereafter 6:00. Mr. Miller responded that the VFW and Legion play 40 to 60 games there. The MILA.A traveling program is also there and they play a 24 to 28 game schedule. MHAA tries to work in 30 games between the two fields. Councilmember Krebsbach asked what kind of timeline Mr. Miller is looking at. She stated that Council could look at the issue as part of the budget planning process this summer. Mr. Miller responded that he could get answers to wattage versus lumens and answer the other questions by then. Councihnember Krebsbach stated that one thing she watches is that people can be served. If women are actually playing softball in a different community, she would want to know that. She would not support the civic center ballfield lighting because it is not in the park system. While she likes the ballfield use on the site, she would caution about that investment because the area may be needed for City Hall expansion in the future. Also, she was concerned about the impact of lighting on the neighbors. The field she sees as most viable for lighting is the St. Thomas field. That would not affect surrounding neighbors. Mr. Frank Freeman, 906 Mendakota Court, stated that he was present when this proposal came up in 1996 and he was also on a committee then, consisting of neighbors, MHAA, and members of the Council and Planning Commission, that worked on the ballfield lighting issue. MHAA had put together a proposal at that time to light Mendakota Park. The committee went through a long process looking at all the issues. He did not know if a final report was done. If it was, that would be helpful now. From what he remembers of what was done, there were a lot of issues discussed. The big issue was demand versus capacity, and it was determined that there really Page No. 14 January 21, 2003 wasn't the demand. There was anecdotal information, but working the numbers, the committee found that there was no capacity issue. What it came down to was what level of service the city wanted to offer. The committee determined that the capacity was sufficient and did not need to be increased. He remembered the issue of the 90 foot baselines and that was the issue. Mendakota is a softball park. Softball games are timed, but baseball games are open ended. The capacity issue was that MHAA could not schedule a second game because they didn't know when the first game would end. One of the other very big issues was aesthetics, and how the fields would look when they were lit and how they would look the rest of the year when they were not lit. It was determined by many people on the committee that 80 foot poles was not the look they wanted. Lots of other activities occur at Mendakota Park and having the poles was not appealing. This just did not seem to fit the Mendota Heights image. He stated that looking at the numbers that have been put together is important rather than taking anecdotal information. Mayor Huber asked Mr. Freeman, if Council came to the conclusion that lighting is something they want to look at, whether he sees it at least being a not overly burdensome request to the neighborhood to at least discuss the matter again. He felt Council generally knows what the neighborhood thinks, so he has some concerns about dragging the issue up again, but he is reluctant not to talk about it. There is some new information to gather because there are other neighborhoods that would be affected. Mr. Freeman stated that he would want to be involved in discussions. Out of respect for MHAA, he feels Council needs to consider the issue and see if there is any new information, and he would be happy to participate in the discussions. Mayor Huber stated that he envisions this as two tracks, the neighborhood issue and financing. There maybe some debate about the numbers, but if staff s estimate is right, to do the entire package would be very difficult to get approved. The impact of equipment certificates on the budget would be very significant. At a minimum, Council would have to find that this is very important to the city, but if the residents were open to increasing their taxes by that amount over four years, there might be debate over whether there is something else the money should be spent on. The other option would be a referendum, and everyone has their own thoughts over whether there would be enough support to pass a referendum. Page No. 14 January 21, 2003 wasn't the demand. There was anecdotal information, but working the numbers, the committee found that there was no capacity issue. What it came down to was what level of service the city wanted to offer. The committee determined that the capacity was sufficient and did not need to be increased. He remembered the issue of the 90 foot baselines and that was the issue. Mendakota is a softball park. Softball games are timed, but baseball games are open ended. The capacity issue was that MHAA could not schedule a second game because they didn't know when the first game would end. One of the other very big issues was aesthetics, and how the fields would look when they were lit and how they would look the rest of the year when they were not lit. It was determined by many people on the committee that 80 foot poles was not the look they wanted. Lots of other activities occur at Mendakota Park and having the poles was not appealing. This just did not seem to fit the Mendota Heights image. He stated that looking at the numbers that have been put together is important rather than taking anecdotal information. Mayor Huber asked Mr. Freeman, if Council came to the conclusion that lighting is something they want to look at, whether he sees it at least being a not overly burdensome request to the neighborhood to at least discuss the matter again. He felt Council generally knows what the neighborhood thinks, so he has some concerns about dragging the issue up again, but he is reluctant not to talk about it. There is some new information to gather because there are other neighborhoods that would be affected. Mr. Freeman stated that he would want to be involved in discussions. Out of respect for MHAA, he feels Council needs to consider the issue and see if there is any new information, and he would be happy to participate in the discussions. Mayor Huber stated that he envisions this as two tracks, the neighborhood issue and financing. There may be some debate about the numbers, but if staff s estimate is right, to do the entire package would be very difficult to get approved. The impact of equipment certificates on the budget would be very significant. At a minimum, Council would have to find that this is very important to the city, but if the residents were open to increasing their taxes by that amount over four years, there might be debate over whether there is something else the money should be spent on. The other option would be a referendum, and everyone has their own thoughts over whether there would be enough support to pass a referendum. Page No. 15 January 21, 2003 Councilmember Krebsbach stated that if Council feels there should be a referendum, she believes it should be similar to the referendum in the late 1980's, and that would be to put a whole package together, including trails, etc. Mayor Huber suggested that Council may want to consider a scaled down version of the request. The city has a history of being fiscally conservative. He stated that having participated in the two park referendums, lighting ballfields is an item Council had the opportunity to get input on a number of times, and he is relatively sure how the neighbors feel about it. His feeling is that the city should engage the neighbors in discussions but that there feelings are probably already known. Since it has been six or seven years since the last discussion on lighting, he is inclined to say that Council should look at the issue, but the way to do that is to refer the matter to the Parks and Recreation Commission. He would be agreeable to placing it on their agenda, but he would want them to look at setting up a process to engage the affected neighborhoods. Councihnember Krebsbach questioned whether there is enough support for this issue to even engage the city in that discussion. She supported Councilmember Vitelli's suggestion that there should be contributions from either Sibley or St. Thomas. She did not feel that the neighborhoods should be involved now. If Council does not think the money would be available, she cannot see why Council would want to get the neighborhoods activated. She felt that if there is a field that is a go to look at, it is St. Thomas, if they contribute, because no neighborhood would be impacted. She did not think the Mendakota area residents should be engaged in this issue. In response to comments from Mr. Miller that hockey rinks are lit unti19:00 at night, Councihnember Krebsbach stated that baseball is more of an activity generating sport - there are more people and more impact on a neighborhood than a hockey rink. Councilmember Schneeman stated that there are many children in the community and she did not think Council should always look at just aesthetics. She stated that she would love to have baseball field lighting and thinks it would be healthy for the community. She supported going to the Parks and Recreation Commission and asking them to study the issue and look at other park and recreation needs. Councihnember Duggan suggested that the fields that are least objectionable are the St. Thomas fields. St. Thomas should be asked if they would contribute $20,000 to lighting. Page No. 16 January 21, 2003 Councihnember Vitelli felt that St. Thomas should pay half of the cost, and that Sibley should not be considered. The school district does not have money, and he did not want to consider it without their financial participation. He would not ask the Park and Recreation Commission to waste their time on Mendakota, and he would also throw out the City Hall field. He supported looking at St. Thomas as a beginning and see if they will assist in the financing. If those fields are lit, Council could then see what the usage really is. He questioned that lighting would generate 80 to 100 extra games there. Mayor Huber stated that there seems to be a consensus to give the issue to the Parks and Recreation Commission to consider the St. Thomas site. He stated that he would have a really hard time with Mendakota and cannot see it being lit. He could consider the Sibley site if the school district participates in financing, and would like to take a look at the Civic Center site. He stated that he acknowledges the comments made that it is not part of the park system, but it is being used by the park system. The possibility of City Hall being expanded to encompass that field is as remote as a ground swell of support for Mendakota. He stated that asking the Parks and Recreation Commission to look at it does not mean Council supports it. Councilmember Krebsbach stated that she feels there would be neighborhood reaction to the Civic Center. She further stated that the order of preference is important. Councihnember Vitelli moved to refer the issue of lighting at St. Thomas and the civic center ballfield to the Parks and Recreation Commission for review and for a recommendation on financing if the Commission recommends lighting. Councilmember Schneeman seconded the motion. Ayes: 5 Nays: 0 SKATEBOARD PARK Council acknowledged a memo from Parks Project Manager Kullander regarding development of a skateboard park in the Rogers Lake Park tennis courts. Mr. Kullander informed Council that this issue has been before the Parks and Recreafion Commission for nearly two years and they have gathered basic information and analyzed the city parks to see which might be suitable. The commission held a hearing on the Friendly Hills site, and most of the people were supportive of a skateboard park but not at Friendly Hills because some of the homes Field Lights Scott L. Miller, a Mendota Heights resident, former MHAA Baseball Commissioner and current MHAA Baseball Travel Director, is initiating this proposal. The proposal is to have the City of Mendota Heights install field lights this year at the following ba1P£ields: Civic Center Sibley Varsity Baseball Fields) Mendakota St. Thomas Varsity Baseball Field Overview• Civic Center &Mendakota The growth of the MHAA baseball program and the Adult Softball League has started to apply pressure to our best facilities. MHAA baseball is also currently studying the option of changing boy's coach pitch to machine pitch (one of the nights they would play is on Sunday with the current facilities that we have). The only facility with electrical is Mendakota. One only has to look at the West St. Paul Complex and the recent addition of the Leonard H. Neiman $14 million Sports Complex across the river by the airport to see how other communities are upgrading their facilities. By adding lights to the Civic Center we could play an in-house game and a 13-year-old traveling game the same night. B I y adding; lights at Mendakota we could have most of our in-house players and the new 8yr old machine pitch league play there. This would open up the other fields that we have to practice fields, which they are quickly becoming. Also the addition of lights at Mendakota we enable us to host larger tournaments and increase revenue for baseball. The:. City Softball League could add additional teams in their summer and fall league and also host revenue -producing tournaments. Sibley Varsity Baseball Field St. Thomas Varsity Baseball Field Due to the success and growth of baseball there are more players in the 14 and older group playing baseball. This age group must play on fields that have 90' bases, currently there are 4 fields available, 2 of which are IV fields (the JV fields do not have outfield fences, marginal benches for the players and does not have decent seating for spectators). I12002, there were 8 teams playing. These teams are: the Legion team, the St. Thomas and Siblegr VFW teams, two 15 year & three 14 old traveling teams that are combined players from MHAA and West St. Paul. There are 2 additional fields in the area, one is Madsen, which is a substandard field, and St. Croix Lutheran, which is undergoing renovation and may or may not be available in the future. In 2003. we are projecting that there will be 10.11 teams playing. The additional teams will be'a Sr. Babe Ruth and an Amateur Team. Typically this age group works during the day and is unavailable for practice during the daytime. By adding lights at these 2 fields we could. double the amount of games played. I would encourage a meeting with interested neighbors of these facilities to explain this proposal and enlist their support in this proposal. I would also propose that the lights would be able to be turned off at 10:00PM as the hockey rinks now are. The insl:allatiori of lights is far more cost effective than building additional fields as per the Mendota Heights Hockey Arena Task Force study dated July 24, 2001 (see attached cost estimate iiom Collins Electric). The cost to build a regulation adult baseball field as per Gary Kullander was $630,000 plus an additional $165,000-$190,000 for a concession building with toilets, mechanical and storage. Funding?• I would. propose; that the City of Mendota Heights issue a general obligation bond for the installation of the lights. This would have a minimal affect to the taxpayers of Mendota Heights, whor have one of the lowest tax rates in the Metro area. Attached are letters of support from the ISD 197 School Board, St. Thomas Academy, the IAHAA :.Board and Chris Meyers (Men's Softball Manager and City of Mendota Heights Parks and Recreation Volunteer. Tha u, W11 Scott L. Miller. MHAA Baseball Travel Director 651452-2167 ]054 Sibley Memorial Highway Mendota Heights, MN 55118 Subjedt: Declining interest in adult softball in Mendota Heights due to outdated Mendakotafacility I am witting you today to express my concerns aver the declining interest in adult softball in the city of Mendota heights over the last three years. I have been involved with adult softball in the city of :Mendota Heights for the last four years. I have served as an adult men's softball manager the last three years in Mendota Heights. I have also served as a volunteer the past two years with the city of Mendota Heights Parks and Recreation department. I have worked first hated with all adult softball team managers over the last two years. I have personally watched not only the participation in adult men's softball dtAme but also the adult women's softball as well. Three years ago we began to see a minor decline in the adults women's D softball participation only to see it rapidly decline over the next two years. Last year we were on the verge of canceliErg the adlnit women's D softball league because of the lack in interest. If not for a last minute gmcy of.' a fourth women's D team, the league would have been cancelled all together. I fear that this spnn we will be: forced to cancel the adult women's D league. yrars ago the adult men's D softball league was alive and well. The league was ,in the city of Mendota Heights having to turn teams away due to a lack of room in last two years have been another story though. The adult men's D league has seen its le as well. Three years ago we had nine teams, two years ago we had seven teams and rt;;gled to field five adult men's D softball teams. I fear that the decline in interest may y over to this spring if changes are not trade to the Mendakota park facility. token with literally dozens of other men and women's adult softball managers about die tSSue.;at hand. They have all given me the same reasons why they have either moved their team olrf: ofI\2endota Heights or declined to move into the city of Mendota Heights from adjacent leagues. foie reason is the lack of lights at the Mendakota park facility. While adjacent cities around the city of Mendota Heights have significantly upgraded their athletic facilities to include lights, the city of Mendota Heights has stood still and watched everyone pass them by. The cities of West St. Paul, South St. Paul, Myer Grove Heights, Fagan, Richfield and now even South Minneapolis have all upgraded their athletic fields with lights. The lack of lights at the Mendakota park facility greatly reduces the complexes financial and perfonrance potential. Currently all softball and baseball garner have to be scheduled with start times no later. than 7 p, in, as to guarantee that the games can be completed prior to sunset. Not only does this reduce the amount of potential league team participants due to time constraints, but it also requires; having 6 p.m. start times for adult leagues. Most surrounding communities start at a much more attractive 7 p.m, which is a lot more accommodating for busy career orientated adults. These commuiritles are .allowed the later start time because they all have lights and are not under pressure to beat the. sunset. It is my opinion and that of many other adult softball managers in the Mendota Heights area, that without the addition of lights to the Mendakota park facility, adult softball will cease to exist in the City of Mendota Heights. r r . ._� .« . . � .. _ January 9, 2003 Page 2 Sincerely, Chris Meyers Menos Softball Manager and City of Mendota Heights Parks & Recreation volunteer cc: Scott Miller Revised INDEPENDENT SCHOOL DISTRICT 197 1/6/2003 Regular School Board Meeting Monday, January 6, 2003 7:00 p.m. AGENDA 1. Call to Order and Pledge of Allegiance 2. Election of Officers A. Chair B. Clerk/ViceiChair C. Treasurer 3. Approval of Meeting Agenda 4. Consent Agend�i A. Minutes of December 16, 2002 Regular Meeting B. Accounts Payable and Treasurer's Report C. Budget Amendment 03-05 D. Routine Personnel ;stems E. MSHSL Good Spoils Program Enrollment F. Field Trip New , G. Resolution;on Mendota Heights Baseball Varsity Field Lights 5. Superintendent's Repoart 6. School Board Committee Reports A. Instructional Programs (Lani Bennett) B. Update on High School Science (Science teachers) 7. Public Comments/Petitiions 8. School Board Meetings Calendar for Year 2003 9. School Board Committee Assignments 10. Old Business il. New Business A. District 91;� Health and Safety 12. Adjournment Page 4 8 19 21 23 25 27 The next regular School. Board meeting is scheduled to be held on Tuesday, January 21, at 7:00 p.m. in the 'District Board Room. **People who have r�ouested time to sneak throueh the Superintendent's Office will be called on first. > �w p INDEPENDENT SCHOOL DISTRICT 197 sceoois • pm� Eagan: • Inver Grove Heights • Lilydale • Mendota • Mendota Heights • Sunfish Lake • West St. Paul Learning and �'�.� —• Leading Together TO: Joongfin FROM: Matt Kraft DATE: January 6, 2003 RE: Sibley Baseball Field Lights/City of Mendota Heights Scott Miller, Mendota Fleights .i�thletic Association Baseball Travel Director, is requesting board approval of a proposal to have the City of Mendota Heights install field lights at several ball fi6lds throughout the city. This propo gal includes Henry Sibley's varsity field. The administration recammends support of such installation on Henry Sibley's varsity field. It,is the district's understanding' that the city will also finance this installation. j RECOMMENDED RL,SOLU'TION: BE IT RESOLVED by the School Board of Independent School District 197 to support having the City of Mendota Heights explore the concept of installing field lights at the Varsity Field of Henry Sibley High School, THE SCHOOL ouARD u �b D Tf 1897 Delawaxe Avenue \[endota Heights, \L'V 33118 (651) 681-2300 Web Site: is'd 197.org FAX: (651) 681 -)ItJ° AINT THOMAs ACADEMY RLZN AIKWAIFO rr 1 EX UMBNS IN VEIUTATEM December 27, 2002 Mr. Scott Miller 1021 Wagon Wheel Trs.il Mendota Heights, MN 55120 Scott, Thanks for the update on the proposed plan for installing lights ou a few of the local. baseball fields. As a volunteer coach with MHAA for the past 8 years and the current Varsity Baseball Coach at St. Thomas Academy, I can candidly say that the demand today exceeds our capacity. Since I personally schedule the f elds at STA during the spring and sutmner, I see first hand how difficult it is becoming to provide a quality field for the kids from our community who want to play competitive baseball. The reality of life today is that ALL games take place after 'i:00PM during the week and/or on the weekends. The addition of lights at the STA varsity field would allow for an (7) extra games per week. Over the course of the "normal' baseball season, this potentially could allow for an additional 80- 100 games per season! I have forwardrtd a copy of the joint powers agreement to Jack Zahr (Athletic Director at St. Thomas). Conceptually speaking, he and I are in agreement that we would like to pursue a dialogue with the city of Mendota Heights on the feasibility of installing lights at the STA field. Please keep me appraised on how your proposal is received, and I will let you know the comments from St. Thomas after they have a chance to review the joint powers agreement. Take care. Joe Slater Varsity Baseball Coach -St. Thomas Academy 949 MrNDOTA HEIGHTS ROAD MENDOTA HEIGHTS, MINNESOTA S$120 651.454.4570 651.454.4574 FAX WWW.CADET S.COM Mendota Heights Athletic Association January 13, 2003 To Whom It May Concern: At the November meeting of the Mendota Heights Athletic Association, Scott Miller presented a proposal for illuminating baseball fields. The MHAA; Board passed a motion supporting illuminating baseball fields to enhance the use of the facilities. It had unanimous approval. Sincerely, Amelia Olsen Program Director MHAA ELECTRICAL CONSTRUCTION CO. January 10, 2003 Scott Miller The Seneca Grouts 7625 Metro Boulevard - #.310 Edina, Minnesota 55439 Dear Scott: Re: Mendota Heights Athetic Association Athletic Field Lighting Dear Scott: We have developed the following budgets, per your request, for lighting of the baseball fields at Sibley and St. Thomas Hit;h Schools, softball fields at Sibley and Mendota, and Civic Center little league baseball. Baseball fields with (8) 80' poles with a total of (62) luminaires istributioincluding circuitry and dn. Cost per field—$100,000.00 to $118,000.00 • All other fields v;ith (6) 40' poles with a total of 48 luminaires including circuitry and distribution. Cost per field—$50,000.00 to $60,000,00 Please call if you have any questions. Siticereh, �. r/ Philip 7. Scheidnes PJS/mo:ncniecic Field It 278 State Street St. Paul, Minnesota 55107-1679 www.collinselec.com telephone: (651) 224-2833 ;<gM., Facsimile: (651) 292-0359 City of Mendota Heights MEMORANDUM February 5, 2003 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager Subject: Skate Park in Roger's Lake Park Background: At the January meeting the Commission made a recommendation to the City Council to construct a Skate Park within the existing fenced double tennis court in Roger's Lake Park. The Commission further requested that the City Council fund this improvement from the Special Park Fund. The Council voted 3-2 to authorize this project and directed staff to proceed with the design of the proposed improvement and to seek qualified bidders (see attached Council minutes from January 21, 2003), Discussion: I am currently researching design recommendations and other information from eight vendors (see attached mailing list) using the sketch provided by Tim Meyers, one of the skate park supporters at the January 21 st Council meeting, as a guide plan. Mr. Meyers also attended the past three Commission meetings where this project has been discussed. (See attached letter titled "2003 Skate Park Project") I have set March 4" as a final date for submittal of vendor information and answers to several questions. Project Schedule: Discussion of the merits arid design options/recommendations from the various vendors will be provided to the Commissioners prior to the March 1 11h meeting. Prior to this meeting I plan to seek input from several of the youth that attended Commission and Council meetings in support of this project. There comments will also be included in the packets. If the Commission approves a final design and selects the desired materials to be used in construction of the ramps and jumps I will send out requests for final bids. These bids will be presented to the Commission on April 81h. If approved by the Commission the bids Will go to the City Council for award on April 151h. Recommendation: The Commission may wish to discuss comments made at the January 21 sc City Council meeting. Discussion: The cost of developing a skate park on an existing paved surface can result in a significant overall project cost savings. Installing a paved surface of suitable size for a skate park, fencing, parking area, and site improvements (not including the skate park ramps and jumps) could cost in excess of $40,000.00. All of the other park sites considered for use as a skate park, except the Friendly Hills hockey rink, would require installation of a paved surface and fencing. Operation of the skate park would be open to the public as are all other park facilities during regular park hours. None of the ramps or jumps exceeds three feet in height and on -site staffing of the facility is not required under the City's insurance carrier. Two street lights are planned, attached to existing power poles, to provide illumination at the parking lot entrance on Wagon Wheel Trail and the parking area in general. No lights are planned to illuminate the skate park (tennis court) area. General rules, guidelines, and safety items will be posted at the skate park and a port -a -potty will be sited in the immediate area. The skate park equipment would remain in place year round and the ten -foot high fencing can be easily secured as necessary when conditions are unsuitable for use due to weather conditions. Recommendation: The Parks and Recreation Commission recommends that the City Council authorize the use of Special Park Funds for the project and to direct staff to proceed with development of plans and bid documents. The Commission has asked staff to involve local skate enthusiasts to assist with layout and design concepts as well as the selection of materials and vendors. If approved, it is anticipated that this project would be open for use by July 15t of this year. Maintenance Costs: If this project is built and opened in July the Parks Maintenance Budget for 2003 will be impacted. Utility charges for two streetlights for six months will be approximately $500,00 and rental / service fees for a port -a -potty could be $300.00. This type of facility will require daily inspection by Public Works. I estimate that this facility will require approximately 125 to 150 worker hours in 2003, These expenses were not anticipated when the 2003 Budget was approved, therefore if this project is constructed Public Works may have to "over -spend" the 2003 Parks Maintenance Budget. Action Required: If the City Council wishes to accept the recommendation from the Parks and Recreation Commission they should direct staff to proceed with the design and bidding of this project. Attachments: Park Commission memos regarding development of a Skate Park Page No. 17 January 21, 2003 are very close and because the rinks were being used for other activities like bike rodeos and roller blading. At that meeting, several of the residents suggested that the city look at the tennis courts are Rogers Lake, which are not used very much. The city's park staff say that they are the least utilized of any tennis courts in the city. The commission held an informational meeting and about 25 people attended. The meeting was advertised in the city newsletter and local papers, and he received one negative call and one positive call prior to the meeting. He has received one negative call and one positive one since the meeting. The commission is recommending that Council authorize the skateboard park use and that $25,000 from the Special Park Fund be budgeted to convert fencing, make minor changes and purchase equipment. Before discussing design, the commission wanted to see if Council is willing to make the improvements. This type of skateboard park would require daily walk through by city staff and would also require two street lights and a portable rest room. Those costs are not anticipated in the existing park budget, so the budget would likely be overspent by about $1,000 plus 100 man hours. There is a rest room close to the fishing pier but that serves the play area and pier. It is about 600 feet away from the tennis courts. Responding to a questions from Councilmember Vitelli, he stated that the skateboard park would cost about $25,000 at this location but would cost about $40,000 at any other park. Councilmember Vitelli stated that he would estimate the annual maintenance cost to be 65,500, using a figure of $30 per hour in wages and benefits for a member of the parks department staff, for 150 hours a year, plus $500 for the lighting and $300 for the portable rest room. Mr. Kullander responded that the cost depends on whether the walk througha to check for loose bolts, etc., and maintenance can be one by existing park man hours or a part time person if one needs to be hued because of liability issues. The equipment must be inspected every day. The Parks and Recreation commission recommended setting a limit of $22,000 for the elements and if the park is successful, the tennis court area is large enough to handle a lot more ramps in the future. Councilmember Vitelli asked how many people use the tennis courts. Mr. Kullander responded that he does not know, but the parks staff based their comment on how many people they see there and how Page No. 18 January 21, 2003 much trash there is. He did receive a call from one person who said he uses the tennis court every day. Councilmember Krebsbach stated that the Recreation Programmer's report stated that she attended a workshop on skate parks and within a year they have to be staffed. She stated she realizes Mr. Kullander is talking about building the park, but she has a concern about needing someone to staff it. Mr. Kullander responded that the comment in the report must be taken in the context of where the skateboard parks are located. Most of the parks she was talking about are in densely developed areas with lots of other park activities. Many of the complaints were about noise. Where they are located near police departments or are in remote locations, they did not require staffing. Eagan has a remote location and does not get complaints about it. The home closest to the Rogers Lake location is 550 feet away. The site is also very visible to police from Wagon Wheel on a drive by basis. He stated that a college student was hired to monitor the Friendly Hills Park a couple of years ago, and that could be done for the skate park if necessary. During the summer he estimate that children would be skating from 10:00 a.m. to 10:00 p.m., and those would be the hours that staffing would be needed if there is a problem. He stated that the fencing is 10 feet tall, and the park can be easily locked. With respect to maintenance time, he stated that the parks crew currently goes to every park every day to collect trash. If the skate park is constructed, they would likely be asked to check this park first — it would not be a special destination. Signs would also be installed to ask users to report any defects. Councilmember Krebsbach asked if there is any frequency on loose bolts, etc. and whether special liability insurance is required. Mr. Kullander responded that until the products are selected, he will not know what the frequency of repair need is. Because this would be a tier one park, there is no additional insurance need and the insurance carrier does not require that the park be supervised. There would, however, need to be an established maintenance schedule. Councihnember Duggan stated that he would support the idea of a skateboard park but suggested that there be more stringent monitoring for the first year, and if there are no problems, look at illuminating it the next year. He pointed out that there are no lights planned at this time except at the entrance. With respect to an additional portable rest room, he suggested that there just be one unit Page No. 20 January 21, 2003 Councilmember Krebsbach stated that one question she has is whether this is the scale of park the users who spoke go to and how long people are interested in tier one parks. She wanted to be sure that if it is built, it is of the scale and interest to a skate boarder for several years. She also asked what age groups would be interested in the park. Mr. Engelhart responded that everything is fun to skate on. Bigger tricks can be done on smaller equipment. He stated that children from first grade on skateboard, but mostly it would be from fifth grade and sixth grade through 18 or 19 or older skate. Mr. Bob Engelhart, 1011 Douglas Road, stated that he thinks it is a nice gesture for the kids who have really gotten involved in starting this issue. He further stated that there may be future interest in expanding the park through fund raising efforts. Mr. Scott Miller, 1021 Wagon Wheel, stated his home is the closest one to the park and he is in favor of the skateboard park. He has teen aged sons who love the sport. Also, kids ride their skate boards in commercial areas and skate on curbs and stairs, and having a park will eliminate the damage they do in the areas they now use but should not use. Councihnember Duggan moved to accept the recommendation of the Parks and Recreation Commission to construct a skateboard park at the Rogers Lake Park tennis courts for a cost of up to $25,000, to be financed by the Special Park Fund, Councilmember Schneeman seconded the motion. Mayor Huber stated that staff should develop a design that the users will be happy with and be sure the facility is appropriate for them, making sure to get input from them. Councihnember Vitelli asked Mr. Kullander to ask for input from the users on the right product and design but to also inform them on the city's bidding process. Councilmember Krebsbach was concerned over Councilmember Vitelli's estimate of $5,500 in annual maintenance. She stated that the Parks and Recreation Commission has made a recommendation about construction but there was no information on the additional cost of maintenance and supervision if it is needed. February 5, 2003 Skate Park Vendor List: 1. Custom Skatepark Concepts 2500 University Ave. St. Paul, MN 55114 2. Flannagan Sales, lnc. 2845 Hamline Avenue North-# 108 Roseville, MN 55113 3. TrueRide, lnc 5781 Berquist Road Duluth, MN 55804 4. Earl F. Anderson 9701 Penn Avenue South-#100 Bloomington, MN 55431 5. American Ramp Company 601 McKinley Joplin, MO 64801 6. Athletica 4814 Park Glen Road Minneapolis, MN 55416 7. Midwest Playscapes, lnc. 500 Pine Street -Suite 104 Chaska, MN 55318 8. Skateparks International, Inc 13080 Cavanaugh Mile Road Hudson, CO 80642-7625 Questions: 1. Would you recommend that the existing tennis court net poles be ... a. Cut off at ground level b. Remove pole concrete footings c. Can be left in place and "padded" d. Other... 2. Do you recommend that your components be "anchored" to the paved asphalt surface? 3. What would be the approximate cost for your firm to provide and install similar components to those illustrated in the attached "Basic Design"? 4. If the amount exceeds 522,000.00 what part of the "Basic Design" could be installed for that amount? a. 75% b. 50% C. 25% 5. If you wish to present an alternate design for a first phase development skate park for our consideration, please do so. Indicate approximate cost for components and installation. 6. Provide list of several local sites where you have installed Tier 1 components. Also indicate year project was completed and a local contact person familiar with the use of the ramps and jumps that I may contact. 6. Does your firm provide trained technicians that can perform routine safety checks of installed components and can you provide repair services if required? What would be the cost for the inspectors time? How would repairs be billed? 7. What type of warranty or insurance do you provide on equipment installed by your company? 8. From not experience, what would the average maintenance or repair costs be for a Tier 1 park, similar to our proposed project? Assume that all required maintenance or repair is not preformed by City staff, but by your firm. Please project costs for 151 year after installation, 2nd year and 3`d year. 9. Would someone from your firm be available to attend a meeting with our Parks and Recreation Commission? This would be an evening meeting, held at 6:30 pm. on Tuesday, March 1 1", City of Mendota Heights February 6, 2003 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Managerj� Subject: Wentworth Warming House Discussion: At their January meeting, the Commission discussed the action taken by the City Council to construct an addition to the current warming house in this park. Since only five commission members were present this item was tabled and staff were directed to place this item on the February agenda to allow the absent commission members an opportunity to express their opinions on weather to proceed with the addition or to ask Council to delay the project at this time and to revisit construction of a new building at a future date. City of Mendota Heights November 26, 2002 C,,(a PCD.)I Memo to: Mayor, Council Members and City Administratortgr- From: Guy Kullander, Parks Project Manager A> Subject: Parks and Recreation Commission Recommendation to Replace Wentworth Park Warming House Background: This issue was last discussed by the City Council on September 17, 2002 (see attached minutes). The Council directed me to revisit the design criteria in an attempt to lower the cost estimated costs from $35,000.00 to $20,000.00. Several contractors, specializing in garage and small additions were asked to submit bids for a standard size garage (24 ft. by 24 ft.) with modifications to make the building suitable for use as an ice skate -facility warming house. The lowest bid received was $20,354.00 for the basic structure to which an additional $13,500.00 for utilities, site work, and restoration must be added resulting in a final cost of $33, 854.00 (see attached Park Commission memo for October 8"') On October 8t' the Park Commission supported (6-0) a recommendation to the City Council that the Wentworth Park warming house should be replaced and that they considered this a "High Priority" project (see Commission meeting minutes included in current Council packet), Discussion: Constructing a new building, suitable in size for seasonal use as a warming house, cannot be built with a budget of $20,000.00. The only feasible option to provide a larger structure, within the requested budget limitation, is to construct an addition onto the existing building. The current building is a shed type structure, 14 feet by 18 feet (252 sq. ft.) in size built in the early 1970's. An addition, 14 ft. by 14 ft., attached to the east end of the current building would enlarge the total area of the building to 448 sq. ft. (14 ft. by 32 ft.) which is the same area of the warming houses in Marie and Friendly Hills Parks. I estimate that such an addition, including modifications to the heat, electric, and site restorations could be constructed for under $15,000.00. Attached are photos of the existing warming house and an illustration depicting an addition to a shed type roof building. tE r.: City of Mendota Heights MEMORANDUM ADD -ON TO OCTOBER 8T AGENDA - NOT IN MAIL OUT PACKET Memo to: Parks and Recreation Commission From: 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 Comparisons: 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 tabor - 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) leis 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) 520,354.00 City of Mendota Heights MEMORANDUM February 6, 2003 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager Subject: Review Project Scheduled in Parks Five Year (2001=2005) Capital Improvement Plan Discussion: This item was tabled at the January meeting and staff was directed to bring this item back for discussion in February. City of Mendota Heights Parks Five Year (2001-2005) Capital Improvement Plan (Updated: December 19, 2002) SUMMARY OF PROJECT COSTS: Completed Projects: Plan Year Project Costs Other Cosfs Total Costs 2001 $ 98,205.00 $19,000.00 $117,205.00 2002 (Est.) $102,400.00 $23,500.00 $125,900.00 Proposed Projects: Plan Year Project Budgefs Other Costs Estimate: Total Cost 2003 $202,500.00 $30,000.00 $232,500.00 2004 $ 64,000.00 $16,500.00 $ 80,500.00 2005 $ 30,000.00 16 000.00 $ 46,000.00 Totals: $296,500.00 $62,500.00 $359,000.00 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) 2 City of Mendota Heights Parks Five- Year 12001-20051 Capital Improvement Plan Plan Revised/ Update: June 11, 2002 2001 - Proiects Planned COST TO DATE 1. Roger's Lake Park- Replace wood 100%Complete $24,644.00 timber play equipment-$20,000.00 2. Rogees Lake Park- Install bituminous 100% Complete $ 2,400.00 paths to fishing pier and play area $6,000 3. Marie Park- Install bituminous path 70% Complete $ 2,110.00 to play area and warming house. ($3K to finish) Install synthetic resilient surface in play area - $7,000 4. Marie Park- Replace hockey boards 100% Complete $26,565.00 and install new rink lights425,000 5. Hire Consultant to prepare grant 100% Complete $ 33000.00 application- $5,000 6. Consultant prepares Natural Resource 25% Complete $ 5,283.00 Inventory & Management Plan- $10,000 (15K to finish) (DNR matching grant = $9,840) 7. Ivy Hills Park- Remove warming house 100% Complete $ 1,003.00 $2, 000 8. Trail Safety & Info Signage- $6,000 0% Complete 0 (21 miles trails/11 parks) (2002 Project) 9. Wentworth Park- Replace warming 0% Complete 0 house-$25,000 (2002 Project) New__Projects Added to Adopted 5 Year Plan 10. Funds for Mendota Elementary Play 100 %Complete $ 8,000.00 Equipment- $8,000 11. Install Bridge in Valley Park to Replace 100% Complete $25,000.00 washed out culverts- $18,750,00 Original Estimate of Project Expenditures = $1061000.00 Plus "Projects added in 2001" _ $ 26,750.00 Estimated Total= $132,750,00 Total Project Expenditures During 2001= $ 98,205.00 Other expenditures in 2001= $19,000.0 (Assessments $5,300, Admin. Fees $1,500, Postage/Mileage/Sundry $1, 000, Sfaff time (Guy Kullander $11, 200) 3 Proiects "carried over from 2001 Plan Year 14. 200143. Marie Park- Resilient surfacing in play area. $3,000.00 15. 200146. Natural Resource Inventory & Management Plan- Barr Eng. $15,000,00 16. 200148. Trail/Park Signage-$6,000.00 17. 2001-#9. Wentworth Park- Replace Warming House425,000.00 100 % Complete $ 2,711.00 100 % Complete $19,296.00 0 %Complete 0 (2003 Project) 0 % Complete 0 (2003 Project) $98,466.00 Proposed 2002 Project Expenditures 1. Projects carried over from 2001 (14 thru 17) $ 49,000,00 2. New or added projects to Original Plan (9 thru 13) $ 41,500.00 3. Deleted or moved to future year (7+8)-($6,000) 4. Council approved projects (1+2) $ 46,204.00 5. Remaining adopted projects (3 thru 6) $ 31,000,00 Projects scheduled for completion in 2002 — Total $167, 704.00 Total Project Expenditures (estimated) During 2002 = $ 98,500.00 Other Costs = $ 23.500.00 $ 122,00&00 Other expenditures estimated for 2002 = $22, 728.00 (Assessment $4, 728, Admin. Fees $2, 000, Postage/Mileage/Sundry $11 000, Staff time (Guy Kullander $15, 000) **Mendota Heights Athletic Association requested projects to be funded 50% by MHAA and 50% from Special Park Fund. MHAA offers to reimburse City at $4, 000 per year towards approved projects in 2002, 2003, & 2004. ***Mendota Heights Athletic Association requested $1,400 (matching) funds from Special Park for poly safety fence rail cap, windscreen and mound covers for two fields at Sibley Park / Sibley High School fields. Grant from Minnesota Twins for $2, 800 was applied for— MHAA to pay any un-funded balance. 5 16. (#9) Mendakota Park- Fence on south end of soccer field- $3,000.00 17. (#10) Civic Center Ball field- Larger lock box- $1,000.00 18. (#11) Mendakota Park- Foul ball safety Netting-$1,500.00 19. (#16) Trail & Park Signage- $6,000.00 Proposed 2003 Project Expenditures: 1 Projects uncompleted in 2002 (13 thru 2. Projects added to original plan (10 thr 2. Deleted projects (#8 & #9) 3. Project moved from future year (#9) 4. Remaining projects (#1 thru #6) Approved by Council Complete Project 19) $ 42,500.00 i 12) $ 31,000.00 -($ 12,000,00) $ 20,000,00 $109.000.00 Projects currently scheduled for completion in 2003 —Total = $202,500.00 Other expenditures estimated for 2003 = $30,000.00 (Assessment $4, 500.00, Admin. Fees $2, 500.00, Postage/Mileage/Sundry $1, 000, Staff time (Guy Kullander $22, 000. ** Mendota Heights Athletic Association requested projects to be funded 50% by MHAA and 50% from Special Park Fund. MHAA offers to reimburse City at $4, 000 per year towards approved projects.) 7 City of Mendota Heights Parks 5 Year (2001-2005) Capital Improvement Plan Plan Revised June 11, 2002 - Updated December 19, 2002 2005 — Proiecfs Planned 1. Replacelrepair backstops in three Neighborhood Parks- $10,000 2. Hagstrom-King Park- Install full size basketball court-$15,000 3. Kensington Park (north)- Install pond fountain-$5,000 Proiecfs deleted or moved to another vear 4. Mendakota Park- Install netting over Hub Moved to 2002 area at ball fields-$25,000 5. Tennis courts (2) replace gates- $4,000 Deleted from plan Proposed 2005 Project Expenditures: 1. Deleted Project (#5) - ($ 43000,00) 2, Project Moved to another year (#4) - ($25,000.00) 3. Remaining proposed projects (11213) $ 30,000,00 Projects scheduled for completion in 2005 —Total $30,000.00 Other expenditures estimated for 2005 = $16,000.00 (Assessment $3, 800.00, Admin. Fees $21700.00, Po0tage/Mileage/Sundry$1,000.00, Staff$8,500.00) 0 CITY OF MENDOTA HEIGHTS MEMORANDUM DATE: FEBRUARY 5, 2003 TO: PARKS AND RECREATION COMMISSION FROM: TERESA GANGELHOFF RE: JANUARY 2003 PARKS AND RECREATION REPORT Programs The followingprograms were offered by the Parks and Recreation Department during the months of January: Learn to Skate: Classes begin on Saturday January 4th. Classes are being held at the Friendly Hills Park pleasure rink. Youth Ski Trips: The January trip has been canceled due to the low numbers signing up. Senior Programs: I made a seasonal 55+ senior newsletter that I mailed out to past senior club members, attendees at ice cream social and past trip guests. It highlights all our upcomingtrips and nformation about starting a card club on Wednesday's at 1:00 at city hall. Rink/warming House Update Weather conditions and ice conditions have improved. The rinks remained open in January except for the 7and 8th due to warm weather. Celebrate Mendota Heights Parks -Saturday, June 7 10:00 - 1:00 Mark you calendars as we Celebrate Mendota Heights Parks! The celebration will be from 10 —1 at Mendakota Park. Let Teresa know if you would like to help volunteer at this event. Softball Registration packets were mailed out to last years teams and they need to register by Feb. 14rh. Registration for new teams start Feb 14. I hope to have 8 teams in Men's D, 5 in Women's D both on Tuesday night. 8 teams in Men's over 30 on Thursday. I am adding a co-rec league Sunday evenings. I will be combining the Men's and Women's D end of season playoff tournament to be held together on August 2nd. 55+ Prime Time News Mendota Heights Active Older Adults Winter 2003 Newsletter Mendota Heights Parks and Recreation Department Happy New Year! Mendota Heights Parks and Recreation De- partment will be planning field trips in con- junction with WSP Seniors and Thompson Park Activity Center. If we have enough people sign up at City Hall we will continue to have a bus pick up here. Please sign up with our Parks and Recreation Department if you plan to be picked up at Mendota Heights. City Hall This makes it less confusingfor us and assures us of continued trip offerings out of Mendota Heights. *Join the Golden Ga.tors Walking Club Keep track of your own walking and join group walks around the Twin Cities. Call the Park and Rec department for more info. Cost: $10.00 year CARDS ANYONE? If you would like to join us and play cards we are starting a group from 1:00-3:00 on Wednesdays here at City Hall in Mendota Heights. We are open to what kind of cards you would like to play and that can be decided among those that register. Please call Teresa and register and she will let you know the start date. Teresa Gangelhoff- City of Mendota Heights Recreation Programmer. Office Hours-9:00-3:30 on Tues., Wed., and Thurs. Phone: 651452-1850 *You may register at any time Monday - Friday 8:00-4:30 with the City Hall receptionist or by mail. MONTHLY TRIPS Please use registration form on reverse side. ffor members of Ucare Minnesota you may deduct $15.00 off trip cost We must have ID number with your registration to qualify for discount.) THURSDAY. January 30th, 2003 "Country Legends" - Fanny Hill Dinner Theater, Eau Claire Includes lunch. Cost: $55.00 per person Departs Mendota Heights City Hall at 9:30 and returns at approximately 630 pm WEDNESDAY, February 12, 2003 Chanhassen Dinner Theater - Meshuggah Nuns (a different version of Nunsense!) includes lunch. $45.00 per person his trip is almost full, please call to find out if we have any openings. TUESDAY. March 4, 2003 History Theatre morning performance To Kill a Mockingbird. Includes lunch at LeeAnn Chins at the Depot. Lunch includes the buffet, beverage, tax and tip. Cost: $39.00 Bus departs 9:00 am returns 3:00 pm SUNDAY. April 6, 2003 Weekend Pop's Price: TBD Call for more info. WEDNESDAY. April 16, 2003 Passion Play -Easter Celebration With a cast & choir of over 450, authentic costumes, glorious music & live animals in the story of the life of Jesus. Dinner includes baked Lasagna, salad, rolls, coffee & bars. Coach Bus Depart/Return at City Hall: 5:pm/10:30 pm Cost: $50.00 per person TUESDAY. May 6, 2003 Angelina's Wedding -Tour Historic Wilson Place, Lunch at Olde Towne, and tour Streets of yesteryear and the historical cottage of Menomonie history. Many artifacts date before the 1900's. D ,part/Return at City Hall 8:15 am/4:15pm Cost: $50.00 per person NNE. TBD Fogey's Follies presents: A tribute to Carol Burnett: A Time Together Includes Lunch-TBD Cost: TBD Call for more info. Afso, upcoming trips are being planned to Orchestra Hall and Park Square Thea- ter perjomance of "Me[vilfe Slep! Here"please calf jor dale, time and cost SPACE IS LIMITED. REGISTER EARLY Some trios close registration at least 3 weeks prior to trip date. MENDOTA HEIGHTS POLICE DEPARTMENT INCIDENT SUMMARIES - PARKS 02-04-2003 CN: 03000051 OFFENSE/INCIDENT: DAS DATE: O1/OS/2003 ly:jj:vq Petersen, E 2235 LOCATION: Scenic Overlook SYNOPSIS: Observed vehicle pulling into the above location. Random routine license check revealed that the RO of 647PDP had a MN driving status of SUSPENDED. Driver matched the desciption of the RO. Driver was in fact the RO. Driver was issued citation # 3-352743 for DAS. Vehicle was left parked while the driver made arrangements to have a valid driver pick the car up. Cleared by Arrest. CN: 03000117 OFFENSE/INCIDENT: Driving Complaint DATE: 01/11/2003 19:55:Ot OFFICER: Rosse, T 2237 LOCATION: Marie Park SYNOPSIS: Responded to the above area concerning a Ford vehicle driving dangerously on the ice rink. On scene, no vehicles were located in or around the park area. A vehicle had left tire tracks on the ice rink. No damage was present. 10-8 City of Mendota Heights MEMORANDUM February 10, 2003 Agenda 'Add -on" Item = For Information Only Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager le Subject: Resident's Request for Skating Rink on City Lake The following a -mail was sent to City Offices by Mitchell Rossman who resides at 1891 South Lane (north side of Hwy 110). "1 have a minor request to the Park Board which will take almost no money to implement. Would you clear a speedskating oval on one of the City's lake? For example Roger's Lake. All we need is about a 400 meter oval (1000 would be ideal), a path around the perimeter of the lake would be heaven. Not only would speedskaters use it, but the skating public would enjoy it as well. P. S. If you know of a park which clears a lake for speedskating, please let me know. " Nly response: The only lake large enough in the City for such a rink would be Roger's Lake. This lake is approximately 70 acres in size. The City owns about 400 feet of the approximate 9,000 feet of frontage on the lake. Although the DNR has jurisdiction over this lake the actual ownership of the lake belongs to the property owners around the lake. Their lot lines extend out into the lake so any use of the lake would require some sort of access easements from the landowners. If this was granted to the City there still remains several obstacles to maintaining a skating area on the lake. One would be access, as your are aware the lake aerator located in Roger's Lake "opens up" a large area, several hundred feet in size, along the Parks beach area which is the only access point owned by the City. There is no structure there to use as a warming house. Although our pick-up truck plows could clear such an area, once ice conditions are safe, the City has no water truck that can "groom" the skating area to keep the plowed skating surface ice in good shape. Also the springs in the lake would have to be investigated and mapped for safety considerations. Signage would need to be developed, installed, maintained, monitored and removed each season. Adding this type of service would be strain on our existing Public Works workforce. As to the path around the lake, this would be difficult because over 95% of the shoreline is not owned by the City. Purchase of trail easements from over twenty individual owners would not be easy and construction costs of such a trail would exceed two hundred thousand dollars. I believe the Cities of St. Paul (Como Lake) and Minneapolis (Lake Calhoun) prepare and maintain skating ovals. Discussion: This is the first time a resident has requested a speed skating oval on Roger's Lake. About twenty plus years ago, the City did plow some ponds within the park system for skating. This was discontinued in the late 70's following an incident when our bucket tractor backhoe broke through the ice on a pond that was being cleared of snow.