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2003-01-14 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA AGENDA PARKS AND RECREATION COMMISSION Tuesday, January 147 2003 6:30 p.m. — Council Chambers Note: This meeting will be televised by NDCTV. 2. Roll Call 3. November 12, 2002 Minutes 4. Feasibility of Constructing a Tier I Skate Park 5. Natural Resource Management Efforts/Projects 6. 2003 Parks Maintenance Budget 7. Pazk Bench Donation Program 8. Special Parks Fund Balance 9. Parks Five Yeaz (2001-2005) Capital Improvement Plan ] 0. Updates a. Recreation Programmer's Update b. Wentworth Warming House c. Ballfield Lighting d. Police Report (no incidents for Nov or Dec) 11. Other Comments 12. Adjourn Auxiliary aids for persons with disabilities are available upon request at least 120 hours in advance. If a notice of less than 120 hours is received, the City of Mendota Heights will make every attempt to provide the aids. This may not, however, be possible on short notice. Please contact City Administration at (651) 452-1850 with requests. CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA 17\:�NC1:\`►117:7 DCN:7 DI:r Y [�]►`[�I�)�� UL 1 GY.9 [q►�u 11►`(Ill Y DG`l NOVEMBER 129 2002 The regulaz meeting of the Mendota Heights Pazks and Recreation Commission was held on Tuesday, November 12, 2002 in the Council Chambers at City Hall, 1101 Victoria Curve. The meeting was called to order at 6:30 p.m. The following Commissioners were present: Acting Chair Stan Linnell and Commissioners Larry Craighead, Paul Portz, Missie Hickey, Raymond Morris, and Dave Libra. Chair Richard Spicer 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. MINUTES Commissioner Portz moved to approve the September 12, 2002 minutes as written. Commissioner Craighead 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: Anthony Stelrs 6 Dorset Road Zach Moline 26 Dorset Road Nathan Moline 26 Dorset Road Nick Webbe 941 Ottawa Avenue Michael Johnson 2300 Lexington Avenue South May Beth Moline 26 Dorset Road Robert Englehart 1011 Douglas Road Jonathon Sutich 555 Abbey Way Sue Holman-Suthich 555 Abbey Way Laura Englehart 1011 Douglas Road Dave Bauer 2381 Apache Court Tim Meyers 2334 Swan Drive CANCELLATION OF DECEMBER 2002 MEETING Commissioner Libra moved to cancel the December 10, 2002 meeting of the Parks Commission, Commissioner Moms seconded the motion. AYES: 6 NAYS: 0 COMMLSSIONER TERM RENEWAL Mr. Kullander reminded those Commissioners whose terms are expiring (Lionel, Moms, and Craighead) to send letters of interest to City Hall soon if they wish to renew their terms. RON CLARK CONSTRUCTION, CARBON AND ACACIA SITES PUD APPLICAITON FOR OWNER -OCCUPIED MULTIFAMILY HOUSING Mr. Hollister said that Mr. Ron Clark and Mr. John Uban will appear before the Planning Commission at their regular meeting on November 26, 2002 to discuss their PUD application for owner -occupied multifamily housing on the Carron and Acacia sites on the north end of Pilot Knob Road. Mr. Hollister said that the proposed project is to construct a 165-unit townhome development. Mr. Hollister said that the northwest portion (Carron) is currently zoned B-IA and is guided for high density residential, and the property located to the east (Acacia) is zoned R-3, and is guided for medium density residential. Mr. Hollister said. that both the Parks and Recreation Commission and the Airports Relafions Commission have previously requested copies of any development proposals in this area. Mr. Hollister added that the Airports Relations Commission will discuss this proposal on October 9, and that any Parks Commissioner who was interested in this issue could come to either the Airport Relations Commission meeting, the Planning Commission meeting, or the subsequent Council meeting. Commissioner Moms moved to recommend that the following revisions be made to the development concept for the Garron/Acacia site: 1. Space should be provided for an overlook accessible to the general public. The overlook could be placed on existing Cityright-of-way at the far north end of Pilot Knob Road and should feature a park bench and a monument. The western most housing unit of "Building 4" needs to be eliminated to make use of this existing City right-of-way for this overlook. 2003 CITY BUDGET REQUEST Mr. Kullander told the Commission that the Councu s budget workshop was taking place at the moment, and that it was possible that some or all of the funding for the Natural Resources Management Plan implementation for next year would be cut in response to the fiscal hardships imposed by eh State on the City for next year. BALLFIELD LIGHTING Mr. Kullander said that Scott Miller of MFIAA had contacted him about lighting the four ball fields in Mendota Heights. Mr. Kullander asked the Commission if they would prefer that the Council discuss this matter first before the Parks Commission invested time in it. The Commission agreed that Mr. Miller should be instructed to appear before the Council first in January of 2003. Commissioner Craighead said that the Commission had talked about the Wentworth warming house for long enough and that it was time that it was replaced. Commissioner Craighead said that he thought that replacement of the warming house was a higher priority than the skateboard park. POLICE REPORT No comments. OTHER COMMENTS None, ADJOURN Motion madeto adjourn by Libra and seconded by Porhz. AYES: 6 NAYS: 0 The meeting adjourned at 9:15 p.m. 5 City of Mendota Heights MEMORANDUM December 12, 2002 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project ManagerI Subject: Feasibility of constructing a Tier I Skate Park Background: In February 2002, the Commission added this item to the "Parks Five Year (2001-2005) Capital Improvement Plan"with a working budget of $24,000.00. The Commission in order to determine if this was a feasible project and an appropriate addition to the existing park facilities and programs, scheduled this project for discussion and review in the fall of 2002. The Commission reviewed seven sites, suggested by staff, where the skate park could be located. The Commission favored the paved hockey rink site in Friendly Hills Park and directed staff to invite surrounding residents and other interested parties to an Open House at City Hall on October 8tn 2002 to discuss this issue. The meeting was well attended and staff received pre - meeting comments from ten residents. The general consensus from the residents was that the skate park was a great idea, but this was the wrong location. The Commission continued this discussion at their next meeting in November at which other possible sites throughout the city were discussed with the final selection being the "under -used" fenced tennis courts in Roger's Lake Park, The Commission directed staff to place Public Notices in the local papers and to include an article in the Heights Highlights inviting residents of the Roger's Lake Park area and any other individuals interested in this issue to attend an Open House, to be held on January 14tn 2003, at the regular Parks and Recreation Commission meeting. Discussion: The Commission has determined that development of a Tier I Skate Park would be a desirable addition to the City's existing park facilities. Tonight's Open House should provide the Commission with additional insight into the community's views as to weather or not a Skate Park facility should be constructed. Before making a recommendation to the City Council the Commission should address three issues: site selection; budget/construction costs; and maintenance. Site Selection: The Commission should be confident that the adjacent and surrounding residents of the selected site/park have been given the opportunity to express their views or concerns about the suitability of a skate park at this location. Budget/Construction Costs: The Commission has established a working budget of $24,000.00. Any site, other then Friendly Hills, will require funds to prepare the site prior to installation of the ramps, jumps, etc. The Commission must indicate if the funds October 9, 2002 Copy Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager Re: Alternate Skate Park Locations: Roger's Lake Park CONVERT EXISTING TENNIS COURT FOR USE AS SKATE PARK: Existing surface could be used as is: (No prep cost) 1. This court has been resurfaced several times. If the surface color coats delaminate due to the stress of skateboards, the surface can be brought back to a level condition with patching materials. Color coat and court markings will wear off revealing black leveling emulsion. 2. Once used as a skate park if the City desired to restore the courts for tennis play, the cost to resurface this double tennis court would be $13,500.00. Removal of net posts (if desired) would cost: ($500 to $1,000) 1. Open fence panel for equipment access (Bobcat) 2. Removal of 24" dia. concrete net pole footings 3. Fill and compact hole and repair asphalt 4. Posts could remain in place if "shielded/padded" (possible hazard) 5. If removed, add $2,500 to "renewal" costs to make courts playable Gate / Court Access: ($1,250 to $1,500) 1. Existing tennis court offset gate opening could remain and be made lockable. 2. A second, full size gate (10 ft. wide) would need to be added to provide an access opening for maintenance, construction, or emergency vehicles. 3. Provide two 12"x12" openings for "trash pass-thru" ports. Trash barrels would be on outside of fence (for easy pick-up) and opening would allow inside trash to "find" its way to the trash barrels. Lights for parking lot: (Monthly usage charges are $10.00 per light4240 year) 1. Place area/security lights on two existing power poles adjacent to Wagon Wheel Trail. One is located thirty feet from the northeast corner of the courts and the second at the entrance to the parking lot (gravel). 2. Yearly electrical usage costs would be approximately $240.00 per year, which would come from the Park Maintenance Budget. Parking Lot and Access Path to Fence Gate: 1. Parking lot (room for 30 plus vehicles) is gravel with an entrance off Wagon Wheel Trail. Asphalt path, south into park is from southeast corner of lot. Entrance gate to courts is eighty feet from parking lot and is loose laid (rough) asphalt. Courts are elevated about five feet above parking lot level. Proximity to existing homes: 1. The house closest to the courts is 500 ft. north of Wagon Wheel Trail. The City of Mendota Heights MEMORANDUM August 29, 2002 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager Subject: Skate Park .Background: At their August 6" meeting, the City Council expressed a desire that the Parks and Recreation Commission make a recommendation regarding construction of a Skate Park in Mendota Heights. In November of 2001, Matt Engelhart presented a petition to the Commission requesting the construction of a Skate Park in Mendota Heights. The Commission directed staff to gather additional information for a future discussion. This issue was next discussed by the Commission in February 2002. The Commission expressed approval of this project and added this item to the Parks Five Year (2002-2005) Capital Improvement Plan with a working budget of $24,000.00 for a project to be considered for construction in 2003. Discussion: Attached are three informational "sheets" I have prepared for the Commission to help better evaluate the pros and cons of a Skate Park: a. Items to consider for locating a Skate Park b. Tier One Skate Park — estimated costs c. Evaluation of City Parks for suitability as Skate Park site Following discussion of the pros and cons of skate parks, the Commission may wish to recommend one of the following options to the City Council. 1. Recommend against construction of a Skate Park and state the reasons for this determination (cost, limited funding, no suitable location, safety, etc). 2. Recommend that a Skate Park facility be located at Friendly Hills Park and be located on the asphalt surface of the hockey rink. Development of the Skate Park at this location could be accomplished for under $30,000, Local residents would be invited to comment on the facility with the understanding that the operation would be reviewed after one year and if found "unsuitable" removed or relocated to August 27, 2002 items to consider for locating a skate park... 1. Should be open and visible to surrounding area — not hidden in a heavily landscaped area. 2. Parking space for 10 to 20 vehicles 3. Easily accessed by Police (easily visible from "street drive -by") or emergency vehicles. 4. Distance of 200 feet (minimum) from other park amenities that attract young children/parents (play area — youth ball field players benches). 5. Asphalt path that connects to other City trail/path system 6. No lights for area where ramps are located — security light in parking area. 7. No "obstacles or challenges" outside of or in close proximity to fenced skate park that could be used by skaters to "test their skills" (steps, hand rails, etc). 8. Maintenance: (staff time -equipment -supplies) a. Graffiti awareness. Be prepared to remove immediately. b. Daily walkthrough to check for vandalism and pick up litter. c. Daily check to assure ramps have not been moved Note: City currently does not have maintenance workers on duty on Saturday or Sunday except during special events or tournaments. City Council may need to reconsider weekend staffing if skate park is developed. Only full-time employees have security access to vehicles -union requires 2 hr. minimum for staff called in on weekends, time and a half or double time. d. On -going maintenance and repair of ramps, equipment, and asphalt surface — daily/weekly schedule. e. Ramps and paved area should be kept dry. This may mean that a park employee visit the site after a rain to sweep or blow water off site. Site may have to be signed to warn that ramps are unsafe if wet, etc. f. Maintain informational and rules of the park signage. Include City Hall and Police general phone numbers as well as emergency numbers. Assumption of staff time required for maintenance of skate park: Equipment in place 28 wks. (Mid April to Mid October) a. Week day walk-through, clean-up, etc. 140 days x3/4 hr. = 105 hrs. b. Weekend & holiday walk-through, etc. 56 days x 2 hr. = 112 hrs. b. Seasonal set-up & take -down @ 10 hrs per operation = 20 hrs c. Repairs, maintenance, etc. 3 hrs per incident x 7 times = 21 hrs d. Special attention following rain events: 1 hr x 28 times = 28 hrs Estimate of PW staff time commitment = 286 hrs. The amount of maintenance required (286 hrs) is approximately one -sixth of the productive hours of one maintenance worker per year. This amount of time, at 2002 salary & benefit levels, would cost approximately $81000.00. August 27, 2002 Evaluation of City Parks for suitability/cost of Skate Park Unsuitable: 1. Ivy Hill Park: Too isolated 2. Valley Park No open space available. Removal of trees required to to prep site. Extra costs involved. 3. Victoria -Highlands Park: Only site would be near playground equipment. Park is easily accessible. 4. Sibley Athletic Complex: Not type of facilities School District would allow. 5. Marie Park: Difficult to locate and not be too close to play area or existing residences. 6. Civic Center: No area suitable. 7, Friendly Marsh Park: Isolated park. Poor access. Undeveloped/natural in character. 8. Kensington Park: North Park has been developed as a "back yard" for the residences and town homes. Strong opposition from residents if "active" improvement was proposed. South Park fully developed. Only open land area would be east of soccer fields -far from parking area -isolated and difficult to observe. 10. Copperfield Ponds: Natural/undeveloped park. For Consideration: 10. Roger's Lake Park: Upper (gravel) parking lot, if paved, could accommodate skate park. Would be close to tenriis courts. 11. Hagstrom-King Park: Open area, leveled for possible future tennis court, (north of Mendota Heights Rd. and east of trail/path) is large enough. Existing parking area would need to be expanded. Skate area would be approximately 150' from play area. One house would be approximately 150' away. City of Mendota Heights ► 1E4W1,VJ � V V1ll1 December 2, 2002 (updated: January 2, 2003) Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Managerf� Subject: 2003 Budget Request for Funding of V Natural Resources Management efforts or projects Background: The City Council held a 2003 Budget Workshop on November 12`" to consider additional items not included in the Draft 2003 Budget they received in October. In October, the Parks and Recreation Commission submitted a request that $20,000.00 be included in the final budget for Natural Resources Management projects (see attached memos). The City Council chose not to include this request in the Final 2003 City Budget. A final budget for next year was adopted by the Council at their December 17"' meeting. Discussion: The proposed 2003 City Budget is "very tight" because of the unknown impacts that may occur due to actions by the State Legislature. The Council did not say they were opposed to the Natural Resources Management projects proposed, only that they would not include funding for these projects in next years budget. All of the projects proposed were "maintenance" in nature (eradication, restoration, ect.) routinely funded from the General Fund under park maintenance items and cannot be funded from the Special Park Fund, which was specifically intended for capital improvements. The Commission may wish to consider the following options: 1. Specifically detail a goal and course of action (example: buckthorn eradication, invasive plant species educational materials or seminars, park restoration project, etc.), then identify the labor (City employees or vendor/consultant), training or supervision required by City staff, plus any material or equipment costs involved, and then include this information along with a request that this item(s) be included in the 2004 Budget. City of Mendota Heights MEMORANDUM November U. 2002 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager Subject: Commission request that 520,000 be added to 2003 Park Maintenance Budget Update —For Information Only The Park and Recreation Commission asked that staff submit a request to the City Council to include $20,000.00 in the 2003 Budget to fund Natural Resources Management Projects. (See attached memo dated September 13, 2002) Similar requests for "add -on" items were submitted from Public Works, Fire Department, Police Department, and Administration. In September the Preliminary 2003 Budget, with a maximum budget levy, was submitted to the County. The final City budget is approved and submitted to the County in late December. If the Council includes any of the above referred to "add -on" items to the budget expenditures itemized in the Preliminary Budget must be reduced or eliminated to "free" up funds for the "add -on" items. The City has been informed that the State may reduce state aid to cities to balance the State budget. (See attached memo from League of Minnesota Cities) If this occurs, the impact to the Cities budget may be as much as $60,000.00. (This is equal to approximately 1.5% of the City's overall budget, which was $3,893,500 in 2002) The City Council could approve a budget, but delay some expenditure until after May or June or until a final decision is made by the State, and then reduce the budget accordingly. I present the above information to prepare the Commission for the strong likelihood that their request fora 520,000.00 increase in the Parks Maintenance Budget may not be included in the 2003 City Budget and that if the Commission desires to implement, in 2003, recommendations from the Natural Resources Management Plan they may want to consider using resources from m the Special Park Fund for these. projects. The City Council is holding a Budget Workshop this evening to finalize the 2003 Budget. The Parks Five Year (2001-2005) Capital Improvement Plan and the status of the Special Park Fund can be a discussion item at the next Commission meeting. PROPOSED NATURAL RESOURCES RESTORATION & ENHANCEMENT PROJECT TIME -LINE AND BUDGET — (Example: Copperfield Pond Area) 1. Hire consultant to develop Design Plan for project area 2003 -Consultant prepares matching grant applications 2. Eradication of invasive plants in project area 2004 Construction of project ($5 to $10K per acre) x 2 acres Construction oversite/inspection Project informative signage Staff involvement 3. Three (3) year maintenance budget (51.5 to $2.5 per ac.) x 2 2005,06.07 S 5K to $10K S 2K S2K to�4K S10K to $20K S2K to$4K S 2K S2K to$4K S 9K to $15K Estimated Project Costs: S35K to S57K Matching giant funds available for this type of project may offset up to 50% of costs. Copy to: Jim Danielson Kristen Schabacker Larry Shaughnessy Kathy Swanson Patrick Hollister Park & Rec. Commission members City of Mendota Heights December 102 2002 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager�� Subject: 2003 Parks Maintenance Budget (Approved by City Council on December 17, 2002) Background: At the June 11th meeting I presented the Commission a memo containing several discussion items related to park maintenance issues. Following that meeting I sent the attached memo (dated June 18th) to the Public Works Director, Jim Danielson, with a request from the Commission that these items be considered during preparation of the 2003 City Budget. Also attached are seven pages from the City's 2003 Budget pertaining to the operation of the Parks Department. Discussion: Following is a brief summary of the Commission recommendations and what the City Council included in next years budget. 1. Resurface Wentworth Park tennis courts. Council has budgeted $10,000.00 for this item. 2. Resurface Marie Park tennis courts. Council used other funding to resurface these courts in 2002 at a cost of approximately $11,000.00. 3. Increase funding for play equipment repair. Council increased funding for this item from $2,000 to $4,000.00 in 2003. 4. Increase trail maintenance. Council increased funding for this item from $10,000 to $20,000.00 in 2003. 5. Increase maintenance of native plantings around Ivy Park Pond. Council increased this item from $1,000 to $2,000.00 in 2003. 6. Place a portion of my salary "under the General Fund" to cover efforts related to park maintenance (presently majority of my time was charged to the Special Park Fund). Council raised the budget for "Professional Fees" from $2,100 to $9,000.00 in 2003. (This will allow me to charge my time to this "General Fund" account for some of my efforts related to routine or ongoing park maintenance items and non Special Park Fund improvement projects.) Two additional items on the Park Maintenance list, under Line Item 4330-215, that the Commission should be aware of are: (1) Nursery Trees @ $1,500.00. (The Parks crew plan to re-establish a tree nursery and this item is for bare -root stock for the tree farm). June 18, 2002 Memo to: Jim Danielson, Public Works Director From: Guy Kullander, Parks Project Manager {"r.- y Subject: Park Commission Recommendations for �0 �J( 2003 Park Maintenance Budget The Parks and Recreation Commission have expressed a desire to see the following items considered for inclusion in the 2003 Park Maintenance Budget (No ranking of importance was assigned by the Commission to any of these items). 1. Resurface Wentworth Tennis Courts (last done in mid 90's). Requires normal crack sealing, leveling, color coat and markings. Drainage around court is adequate and fence is in good condition. 2. Resurface Marie Tennis Courts (last done in 1997). The color coat (with the grit in it for traction) is coming off in large patches revealing the black leveling (under) coat. Courts were re -striped in 2002. Cracks are minimal and the area outside court fencing was graded to drain away from courts in 2001. Courts may not be the best looking, but are still safe and playable. This court could go another year, but with the understanding that we have received several (under 10) complaints or comments, especially regarding the striping, in the past 18 months. 3. Increase amount for Play Equipment Repair and Replacement from 52,000 to $5,000 or more. Most of our equipment was installed in 1990. Presently broken items are left in place or removed. Replacement only happens after repeated complaints or inquiries. 4. Increase trail maintenance from 510,000 to 520,000. Repair of damaged trail sections, due to tree root heaves, is essential. Have not been addressed for many years and are becoming safety hazards. 5. Budget increase from 51,000 to 52,000 for Wildflower and Natural Plantings around the Ivy Park Pond. Some of this increase should be allocated for plant materials for the "Butterfly Garden" that residents have volunteered to plant and maintain in Ivy Park. 6. Place a portion of my salary "under the General Fund" for preparation of materials for and attendance at the Park Commission meetings and for attendance at Council meetings when Park Commission items are on the council agenda. In prior years my salary was almost totally charged to the Special Park Fund. This year my time for Park Commission meetings is being charged against the Park Maintenance budget under "4220 Professional Fees -Engineering" that has a line item of $2,100. 1 expect be years end my total billings will be in the $6,000 to $9,000 range. 0000o o OO CDO co in co r CO a o .o F 0770 Nr h C M W N O CO r LO m LL O �_ Y N O. m m m O O O O O O •• Q' Cl)O O ch O N 0 y W 7 N m I_ O M Na tD0 OD tiO c R d R O^2 NLLJ CO CO 7 3 N = N y 0 (D 0 W ME m .`6 O 00 O O O R H R ttoOmo CV) N of 1� 0 0 di m C CON CO (D r N C C o0N CO LLc LL° Nam_ L Rla LLto Of 00000 O r Op N . D) 00 C)0 F- 7 Nm 1�LO M G C C y N W ti tp LO co O M O (� V M CO(D FD y d '.�'. 0)N a E CL Na= R Cc m C W C w O O O O O O I h 7 0 N 7 N J Nmv_rnr� M Q n (`m') 00 U M M N qq NU Q CC) r OQ � �Nm N r N 7 NU Q N N y U 30 y y E d c m� d camw m �-0LO U O0 J m c m m c o E Q c E L c 0 C d 0 0 0 U � FORM 0-4A BACK-UP DETAIL FOR CONTRACTUAL SERVICE X. COMMODITIES _ OTHER CHARGES _ (CHECK ONE) FUNCTION DEPT. DEPT. NO ACTIVITY SERVICE LEVEL Public Works Parks 70 Maintenance Maintenance LINE ITEM LINE ITEM DETAIL COST 4200 Rentals & Leases 6,500 4210 Telephone 31100 4211 Electric Service 81100 Public Works Garage 31100 Warming houses 21500 Comfort Stations 2,000 Rogers Lake Aerator 500 4212 Gas Service %700 Public Works Garage 8,100 Warming houses 11600 4220 Professional Fees - Engineering 91000 4220 Professional Fees - Drug and alcohol testing 400 4220 OSHA Training 11000 4221 Engineering Retainer 3,500 4224 Labor Negotiations 500 4268 Other Contractual Services 21,000 Sibley Park Maintenance Agreement 16,000 Newsletter 5,000 4280 Rubbish Removal 1,800 TOTAL 64,600 FORM O-4C BACK-UP DETAIL FOR CONTRACTUAL SERVICES _ COMMODITIES _ OTHER CHARGES X (CHECK ONE) FUNCTION DEPT. DEPT. NO ACTIVITY SERVICE LEVEL Public Works Parks. 70 Maintenance Maintenance LINE ITEM LINE ITEM DETAIL COST 4400 Conferences & Schools 1,400 4404 Membership Dues 350 4410 Clothing Allowance 800 4415 Mileage 400 4422 Street Maintenance Material 11500 4425 Water Readings 16,150 Public Works Garage 150 Hydrant Water Readings 21000 Park Irrigation 14,000 4435 Recreation Programs 56,650 Recreation Program Contingency 12000 T-ball (MHAA) 41000 Softball Leagues (Summer & Fall Leagues) 13,500 Golf Leagues 15,000 Summer Concerts 11700 Ice Skating Lessons 500 Safety Camp 300 Tennis lessons 650 National Night Out 200 Sand volleyball 200 Senior Trips 22000 Puppet Wagon 1,600 Natural Wonders Nature Camp 650 Field Trips 3,000 Skiing Trips 11500 Great Pumpkin Patch/Halloween Program (Fall/Winter progs.) 150 Kids Fishing Derby 200 Megaphone, picnic jug/wheels 200 Youth tee shirts 300 MHAA contingency 10,000 4490 Sundry 12000 4500 Commission per diem Tree Removal 27100 21500 TOTAL 82,850 City of Mendota Heights Tl!dULV:IOUE111U December 10, 2002 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager Subject: Park Bench Donation Program Background: During the past year four benches were donated to the City. (See attached City Council memo dated December 10, 2002) When the Commission approved this program they expressed a desire to, on a yearly basis, review all costs related to the program. Program Costs: 1. Donations received: 4 @ $750,00 = $3,000,00 2. Expenditures: Benches: 3 @ $625.00 $1,875.00 1 @ $590,00 Delivery costs Sales Tax Installation: Forms, etc. Concrete Plaques Total costs _ _ $ 590.00 _ $ 521.00 _ $ 194.00 _ $ 154.00 _ $ 455.00 = 118.00 _ $31907.00 Above costs do not include staff time (Mine &Public Works Park crew) Discussion: The Commission desired the donations to approximately cover any costs involved with the purchase and installation of the bench donations. The approximate 'shortfall" in donations last years was $227.00 per bench. The Commission may wish to consider the following options: 1. Do nothing and continue with current program and $750.00 required donation. 2. Recommend to the City Council to increase the required donation amount. 3. Select a less expensive bench design. 4. Select a bench manufactured by a local company so that City staff could pick up the benches to eliminate shipping costs (approximately $130.00 per bench). 5. Combine one or more of the above options. Action Required: If the Commission desires to increase the required donation amount they must make a recommendation to the City Council to modify the existing donation amount. Above costs do not include staff time (Mine &Public Works Park crew) Discussion: The Commission desired the donations to approximately cover any costs involved with the purchase and installation of the bench donations. The approximate 'shortfall" in donations last years was $227.00 per bench. The Commission may wish to consider the following options: 1. Do nothing and continue with current program and $750.00 required donation. 2. Recommend to the City Council to increase the required donation amount. 3. Select a less expensive bench design. 4. Select a bench manufactured by a local company so that City staff could pick up the benches to eliminate shipping costs (approximately $130.00 per bench). 5. Combine one or more of the above options. Action Required: If the Commission desires to increase the required donation amount they must make a recommendation to the City Council to modify the existing donation amount. City of Mendota Heights MEMORANDUM December 16, 2002 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager Subject: Balance in Special Park Fund —End of December 2002 (Totals are approximate -Final figures not available until April/May) Estimate End of Year Fund Balance, December 2002 = $336,454.00 Balance as of January 1St, 2002..................... $3247000.00 2. Fund Increases in 2002................................$138,354.00 a. Recorded as of September 3& _ $ 58,384.00 - Cell tower $48,359 - MHAA Donation $ 41000 - Cliff Timm Donation $ 1,000 - Mics. Donation $ 25 b. Received, to be recorded December 31'= $80,000.00 - Cell tower $16,500 - Hidden Creek $43,500 - Bench donations (4) $ 3,000 - Twins Grant $ 27000 - Interest (estimated) $15,000 Expenses in 2002...................................... $125,900.00 a. Project construction $98,500 b. Park Bench Program $ 3,900 c. Assessments $ 51000 d. Mileage, etc. $ 350 e. Admin. & Accounting $ 2,150 f. Staff time (Guy) $16,000 4. Anticipated Fund Increases in 2003, 2004, 2005 = $133,000.00 a. Interest (3 yrs @ 15K per yr) _ $45,000 b. Cell tower fees in 2003 $309000 C. Roseville Properties $20,000 d. MHAA ($4k In 2003 & 2004) $ 81000 e. Lot splits, etc. (20 @ $1.5K each) $30,000 f. Pilot Knob Rd. site (120 x 1.5k=180K) unknown g. Town Center (fees pre -dedicated to site) none h. Industrial subdivisions none 5. "Working Balance" available in Special Park Fund to $469,454.00 complete existing projects identified in Parks Five Year (2001-2005) Capital Improvement Plan City of Mendota Heights MEMORANDUM December 20, 2002 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager Subject: Update of Parks Five Year (2001-2005) Capital Improvement Plan Background: In fall 2000 the Commission developed a Parks Five -Year (2001=2005) Capital Improvement Plan for use as a working guide and budget -forecasting tool for the Commission and City Council. The plan was to be annually reviewed to recognize the changing needs of the park system. The Commission understood that the City Council was not going to automatically approve every project in the plan as proposed, until each item had been reviewed and considered by the Council. The Commission, after considering various requests from residents and reviewing the status of park improvement projects begun or completed in 2001, made modifications to the plan in February and again in June of 2002. New projects were added to the plan and some existing projects were deleted or rescheduled for implementation in a different year of the plan. Discussion: A review of the attached updated Five Year Plan -Summary of Costs indicates that if all projects currently scheduled for completion in 2003 were implemented, expenditures of $232,500 could be anticipated next year. Proposed projects scheduled for completion in 2004 total $80,500 and in 2005, the last year of the plan, $46,000. The three year combined total cost for all currently proposed projects is $359,000.00, A companion memo, in this month's packet pertains to the current status of the Special Park Fund Balance and provides an estimate of anticipated fund revenue increases in 2003, 2004 and 2005. Combining the current balance of $336,454,00 (estimate) to the projected increases indicates a "working balance" of $469,454.00 to fund park improvement projects approved by the City Council. Assuming that all of the current projects in the Five Year Plan receive approvals from the City Council and are implemented the "final balance" of the Special Park Fund in December 2005 would be approximately $110,000.00. Recommendation: The Commission may wish to revisit the projects scheduled for completion in 2003 and consider delaying some of the projects until 2004 or 2005 construction seasons or consider deleting some projects to "free -up" funds for "new" projects or to lower total expenditures thereby maintaining a larger balance in the Special Park Fund. City of Mendota Heights Plan 2001 "Projects Planned COST TO Dare 1. Roger's Lake Park- Replace wood 100% Complete $24,644.00 timber play equipment-$20,000.00 2. Roger's 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 $ 2,1 %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 $261565.00 and install new rink lights-$25,000 5. Hire Consultant to prepare grant 100% Complete $ 3,000.00 application- $5,000 6. Consultant prepares Natural Resource 25% Complete $ 59283.00 Inventory & Management Plan- $10,000 (15K to finish) (DNR matching grant = $9,840) 7. Ivy Hills Park- Remove warming house 100% Complete $ 19003.00 $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 E/ementaryPlay 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 = $106,000.00 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, Staff 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 House-$25,000.00 100 % Complete $ 2,711.00 100 % Complete $1Ole 96.00 0 %Complete 0 (2003 Project) 0 % Complete 0 (2003 Project) $98,466.00 Proposed 2002 Proiect 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 $122,000.00 Other expenditures estimated for 2002 = $22, 728.00 (Assessment $4, 728, Admin. Fees $4000, Postage/Mileage/Sundry $1, 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. 16. (319) Mendakota Park- Fence on south end of soccer field- $3,000.00 17. (#10) Civic Center Ball field- Larger lock box- $10000600 18. (#11) Mendakota Park- Foul ball safety Netting-$1,500.00 19. (#16) Trail & Park Signage- $6,000.00 Proposed 2003 Proiect Expenditures: 1 Projects uncompleted in 2002 (13 thru 19) 2. Projects added to original plan (10 thru 12) 2. Deleted projects (#8 & #9) -($ 3. Project moved from future year (#9) 4. Remaining projects (#1 thru #6) Approved by Council Complete Project $ 42,500.00 $ 31,000.00 12,000,00) $ 20,000,00 $1091000.00 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 JAUU1-2005) Capital Improvement Plan Plan Revised June 11, 2002 - Undated December 19, 2002 2005 — Proiects Planned 1. Replace/repair backstops in three Neighborhood Parks- $10,000 2. Hagstrom-King Park- Install full size basketball court-$15,000 3. Kensington Park (north)- Install pond fountain45,000 Projects deleted or moved to another year 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 (1,2,3) $ 30,000,00 Projects scheduled for completion in 2005 —Total $30,000.00 Other expenditures estimated for 2005 = $16,Ann .00 (Assessment $3, 800.00, Admin. Fees $2,,00.00, Postage/Mileage/Sundry$1,000.00, Staff$8,500.00) CITY OF MENDOTA HEIGHTS MEMORANDUM DATE: JANUARY 7, 2003 TO: PARKS AND RECREATION COMMISSION FROM: TERESA GANGELHOFF RE: NOVEMBER/DECEMBER 2003 PARKS AND RECREATION REPORT Programs The followingprograms were offered by the Parks and Recreation Department during the months of November/December. Learn to Skate: Classes begin on Saturday January 4th. Classes are being held at the Friendly Hills Park pleasure rink. YouthSkiTrips: The Decembertrip has been canceleddue to the low numbers signingup. Ithink with this warm weather people are not thinking about skiing when they don't see any snow! Youth Holiday trips: Two youth trips were planned but we had to cancel. Our city had enough kids sign up but the other city's we plan the trips with did not get many kids so we couldn't affor d the bus with the low numbers. Senior Programs: The seniorstookthreefieldtripsinNovemberandDecember. Thefirsttothe Plymouth Playhouse for the play, I Love you You're Perfect, Now Change and then in December to the Lafayette Club for a performance with the Golden Strings. Our final trip of the year was to the Orpheurn Theater for the performance of the Radio City Rockettes Christmas Spectacular. All were wellattended. We hope to start a card club on Wednesday's at 1:00 at city hall if we get enough interest. Rink/warming House Update Weather conditions and ice conditions have been very poor this season. (again) We opened December 27�h. We have shut down a few times already but try and stay open as soon as it gets cold enough as kids want to at least play boot hockey when the ice is to bumpy to skate. We have 11 total rink attendants on staff between the three parks. Concession Stand The concession stand permit for Mendakota Park was applied for and a check was sent. 8. Riders prefer concrete surface over asphalt. Start small, can expand later. Wood least expensive but lots of maintenance. Other options, concrete or steel and Tru-ride. Have kids help design the park then it will give them a sense of ownership and they will take pride in the park and take care of it. 9. Mostparks have hadto add a supervisorunless they are plannednextto a community center or service center (like Public Works). Sometimes older kids will try to overtakepark or the mix of bikes, rollerbladers and skaters cause concern. I0. Opening day, hold events, contests. In my opinion a skate park is needed in Mendota Heights. We must be prepared to hire a supervisor if the need arises as most parks have recommended it. I am only concerned that Rogers Lake is inaccessibleto many kids and we do not have sidewalks or a street that can safely get kids to and from the area if they are on foot or bike. Most would have to be able to drive or have parents drop them off to get safely to this park. City of Mendota Heights MEMORANDUM December 4t", 2002 Memo to: Parks and Recreation Commission From: Guy Kullander, Parks Project Manager Subject: Wentworth Warming House Background: At the November meeting the Park and Recreation Commission directed me to present a recommendation to the City Council for the construction of a new warming house in Wentworth Park, estimated to cost $33,854.00. This item was placed on the agenda and discussed at the December 3`d Council meeting. When this issue was last before the City Council, they requested that I look at alternate design options that could be built with a not to exceed budget of $20,000.00. 1 was unable to meet this request with a totally new building, so I presented an option, for consideration, of enlarging the existing warming house to match the size of the warming houses in Friendly Hills and Marie Parks. Several Council members expressed an unwillingness to authorize the expenditure of $34,000.00 for a new warming house. They discussed enlarging the existing structure and asked for clarification of the process or work required, condition of the existing building, construction time -line and approximate costs. 1 informed them that a fourteen -foot by fourteen -foot addition could be built for under $15,000.00. Such an addition would enlarge the warming house to 448 square feet in size, which is the same area as the warming houses in Friendly Hills and Marie Parks. The City Council voted 5-0 to authorize the use of Special Park Funds for the construction of an addition to the existing warming house in Wentworth Park, in summer 2003, with a not to exceed budget of $20,000.00, Discussion: If the Commission does not agree with Council's decision they may approach the Council and request them to reconsider this issue. Action Required: No action is required, if the Commission agrees with the action taken by the Council. As authorized by Council, I will proceed with the design -bid -build process with the goal of completing the addition next summer. City of Mendota Heights MEMORANDUM November 26, 2002 Memo to: Mayor, Council Members and City Administratorff From: Guy Kullander, Parks Project Manager ��Wn 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 82h) 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 515,000.00. Attached are photos of the existing warming house and an illustration depicting an addition to a shed type roof building. City of Mendota Heights COPY MEMORANDUM ADD -ON TO OCTOSER 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 $20,354.00 - 24 ft. by 24 ft. with gable roof style - Cement board exterior siding (strong - low maintenance) - Scissors truss' to provide raised ceiling (open - air circulation) - Half -inch plywood on interior walls and ceilings (durable) - Two 36" wide steel doors with security glass (4"w by 36" high) lets in natural light - safer when opening door - 2"x4" wood studs - 16" o/c - R-13 insulation in walls - R-45 in ceiling - air chutes - vents - Concrete slab (floating) with one course of concrete block - Timberline shingles (gives appearance of cedar shakes)