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2005-05-10 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA a r.F.Nn a I' :7� 7:�y1►`17�i��77���[�7►1<�Z�]1ll►TI�XY[�]►`I May 10, 2005 6:30 p.m. —Council Chambers 1. Call to Order 2. Roll Call 3. April 12, 2005 Parks and Recreation Commission Minutes 4. Mendota Heights 50`h Anniversary in 2006 5. Updates • OPUS/EcoLab • Recreation Programmer's Report (available Tuesday) • Police Report 6. Other Comments 7. 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 PARKS AND RECREATION COMMISSION MINUTES APRIL 12, 2005 The April 2005 meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, April 12, 2005 in the Council Chambers at City Hall, 1101 Victoria Curve. The meeting was called to order at 6:30 p.m. The following Commissioners were present: Chair Richard Spicer and Commissioners Dave Libra, Larry Craighead, Raymond Morris, and Paul Portz. Commissioners Missie Hickey and Stan Linnell 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. RECREATION PROGRAMMER'S REPORT Chair Spicer welcomed Ms. Gangelhoff back to the Parks Commission meetings after her recovery from surgery. Ms. Gangelhoff provided an overview of this spring's recreation activities. Commissioner Portz offered to volunteer for the June 4, 2005 Celebrate Mendota Heights Parks event. Ms. Gangelhoff said that she was trying to put together one more Men's Over 30 softball team and was looking for softball players for the team. Commissioner Craighead asked if Par 3 would be open for golf this summer regardless of the outcome of the current litigation. Chair Spicer said that Paz 3 would be open this summer for golf regardless of what happens at the State Supreme Court. OPUS REDEVELOPMENT OF ECO-LAB SITE Chair Spicer acknowledged Michael Ramme of OPUS Corporation in the audience. Mr. Ramme explained that OPUS was now showing the trail along Wachtler Avenue and Highway 13 in accordance with the recommendations of the Parks and Recreation Commission. Mr. Ramme also said that it appeared to be the preference of both the developer and the City thus far to provide the required Park Contribution in the form of cash rather than land. Mr. Kullander said that the Engineering Department was placing an item on next Tuesday's Council agenda for a feasibility study for a trail connection further west from the development to complete the connection to the Great Rivers Trail. Chair Spicer asked about the timing of the development. Mr. Ramme said that assuming that the approval process goes smoothly, OPUS planned to close on the property in September of 2005, begin demolition and construction, and have units available for sale by June of 2006. Chair Spicer thanked Mr. Ramme for attending the meeting. MINUTES Commissioner Morris moved approval of the March 8, 2005 Parks and Recreation Commission Minutes, Commissioner Libra seconded the motion. AYES: 5 NAYS: 0 SOMMERSET ELEMENTARY SCHOOL PLAYGROUND IMPROVEMENTS Mr. Kullander informed the Commission that the Council agreed to contribute $10,000 from the Special Parks Fund for the playground improvements at Somerset Elementary School, contingent upon the necessary planning approvals. Mr. Kullander said that the Planning Commission would discuss Somerset's applications for a Wetlands Permit and a Conditional Use Permit for fill at their April 26 meeting. 2006 IMPROVEMENT PROJECTS FUNDED BY THE SPECIAL PARK FUND Mr. Kullander presented his list of five projects for 2006 to be funded out of the Special Parks Fund: 1. Victoria Park Playground Equipment and Accessibility Upgrades 2. Ivy Hills Playground Equipment and Accessibility Upgrades 3. Friendly Hills Park — Replace Wooden Footbridge with Asphalt Trail 4. Softball Backstops in Three Parks 5. Friendly Hills Hockey Lights 2 Chair Spicer said that he was not willing to approve any expenditure that would place the Special Park Fund balance below $200,000. Mr. Kullander said that the expenditures would not come at this time, but would occur next year. Mr. Kullander said that there may be neighborhood opposition to the Friendly Hills Hockey Lights, and so he certainly would want to give that neighborhood an opportunity for input. Commissioner Portz commented that Staff should alert the Parks Commission if during the review of the OPUS redevelopment it appeared that the anticipated $300,000 Park Contribution might be in jeopardy. Commissioner Libra asked what the Eco-Lab trail might cost. Mr. Kullander said that it might cost $50,000-$70,000. The Commission instructed Mr. Kullander to go forward with planning for the five projects for 2006. FUTURE TRAIL PROJECTS Mr. Kullander presented information regarding two future trail projects: 1. Dodd Road from Town Center to Marie Avenue, and 2. Wachtler Avenue and Sibley Memorial Highway to the Valley Park Trail adjacent to the EcoLab redevelopment site. Mr. Kullander recommended that the Commission request that the Council direct the Engineering Department to prepare a concept plan and/or engineering feasibility study for each of these trail segments and to authorize use of the Special Park Fund for City Staff time and expenses related to preparing the necessary documents for these trail/park improvement projects. Chair Spicer remarked that he did not feel that Mr. Kullander's time spent on these projects should be paid for out of the Special Parks Fund. Chair Spicer said that Mr. Kullander's salary is an annual budgeted expense which will be paid regardless of whether or not he works on these projects, and therefore his time should be paid for out of the City budget. Commissioner Portz said that in accounting school, students are taught to differentiate between "direct costs" and "allocated costs", and that both should be included in a budget to present an accurate picture of what is happening. Commissioner Portz said that therefore paying for Mr. Kullander's time spent on parks projects out of the Special Parks Fund was a legitimate practice. Commissioner Morris moved to authorize Mr. Kullander to begin work on the trail projects with a maximum total withdrawal from the Special Parks Fund for Staff time of $9,000 for each project. Commissioner Morris further moved that any expenditure from the Special Parks Fund for Staff time beyond $18,000 would have to be reviewed by the Parks Commission. The motion died for lack of a second. Chair Spicer suggested separating Commissioner Morris' motion into two separate motions. Commissioner Craighead moved to recommend that the Council authorize the Engineering Department to begin work on the two trail feasibility studies. Commissioner Libra seconded the motion. AYES: NAYS: Commissioner Morris moved to place a limit on the amount of the Special Parks Fund that could go to for Staff compensation to $9,000 total per project, and that any expenditure beyond $9,000 would have to be reviewed by the Parks and Recreation Commission, Commissioner Libra seconded the motion. AYES: 3 NAYS: 2 (Spicer, Craighead) Chair Spicer explained his negative vote by saying that salaries should not be paid for out of the Special Park Fund, but rather out of the City's own budget. Commissioner Craighead said that he agreed with Chair Spicer and that the Special Parks Fund should only be used for capital items such as equipment and contractors. Commissioner Morns said that he agreed with Chair Spicer and Commissioner Craighead in principle, but given the reality of how the City budgets these projects it was better to go forward with the projects than not go forward. Commissioner Morris said that the Parks Commission should discuss the budgeting process with the Council. Mr. Kullander explained that he is paid for out of the Engineering Enterprise Fund, which is its own entity for budget purposes. LI VERBAL UPDATES Staff provided the following updates: • Police Report OTHER COMMENTS Chair Spicer congratulated Council member Krebsbach's daughter Katie on her participation in the Boston Marathon, Mr. Hollister said that at this morning's Council Goal Setting Workshop the Council had discussed the 501h anniversary of the City of Mendota Heights next year. Mr. Hollister said that the Council had decided that the observance of this anniversary should occur at the 2006 Celebrate Mendota Heights Parks event and that the Parks Commission should plan the activites over the next year. Chair Spicer asked Staff to place this item on the Commission's agenda as soon as the 2005 Parks Celebration is over in June. Commissioner Portz moved to adjourn. Commissioner Libra seconded the motion. AYES: 5 NAYS: 0 The meeting adjourned at 7:30 p.m. City of Mendota Heights May 5, 2005 Memo to: Parks and Recreation Commission From: Guy Kullander, Operations & Projects Coordinator �,/� Subject: Mendota Heights 50th Anniversary in 2006 /V Background: At the City Council's recent "Goal Setting" workshop, held April 12th, the topic of how to best celebrate the 50th Anniversary of the incorporation of the Village/City from a township was discussed. During discussion of this subject Council members mentioned the event held by the Volunteer Fire Department, in 1997, to celebrate their 50th Anniversary which was held in the late afternoon early evening and included a dance band and fireworks display. (Note: Fireworks are expensive with costs in the $1, 000 per minute range) Also mentioned was expanding or enhancing the current annual Parks Celebration held in early June or changing the date of the event in 2006 to coincide with the fireworks display held each year at Mendakota Country Club. Also mentioned was an event time of 3:00 to 8:00 pm and a band (dance, jazz, ??, type unknown). Council directed staff to place this item on a Parks agenda for discussion and comment. Discussion: I believe the Council wants the Park Commission to take the lead on development, organization, and implementation of a 50th year celebration. The following random facts or suggestions are presented to facilitate discussion of this subject. 1. City Council annually authorizes $1,500 in "seed" money for the Parks Celebration -none of this money has been necessary or requested for many years. Private donations have been sufficient to cover all out of pocket costs which have averaged in the $2,500 to $3,000 range each year. Following last year's event this fund/account ended with a balance in the range of $1,500, all from donations (no "seed" money requested). 2. Funds for the Fire Department's celebration (1997) came from the City ($5,000), private donations (several thousand $'s), and the balance from the Fire Relief Association. 3. If the 2006 event date or time is changed we may lose some of our existing vendors, events and probably the MHAA ball tournament. 4. Fourth of July 2006 is on a Tuesday. 5. An expanded event will require additional staff time and may require additional staff hours both at City Hall and Public Works. Paid overtime hours and use of paid helpers would also be an issue to address. 6. What will be the City's cash contribution towards the event? 7. If the Commission wishes to take the "lead", a committee should be formed, comprised of City staff, Commission members, a member of the Fire and Police Departments plus Council representation, to develop an event plan, identify type of events, entertainment, and etc. with direction to report back with a draft plan to the Commission in July/August. 8. The draft plan will be submitted to City Council for review, comment and budget approvals. Recommendation: Discuss options for 2006 Parks Celebration that may or may not include special emphasis to acknowledge the 50th Anniversary of the City's incorporation. Options: 1. Schedule the 2006 Parks Celebration for the first Saturday in June and include recognition or special events honoring the City's 50tn Anniversary. Select event hours: 10am to 1 pm ... or ... 3pm to 8pm...or...(other) 2. Combine 2006 Parks Celebration and recognition of City's 50tn Anniversary and hold event on Tuesday July 4th to take advantage of the fireworks display at Mendakota Country Club 3. Maintain Annual Parks Celebration as an independent event and celebrate the City's 50`n Anniversary as a separate event. Action Required: Make recommendation to City Council regarding recognition of the 50tn Anniversary of the City's incorporation. MENDOTA HEIGHTS POLICE DEPARTMENT INCIDENT SUMMARIES - PARKS 05-04-2005 CN: 05001013 OFFENSE/INCIDENT: Suspicious Activity DATE: 04/06/2005 18:51:0 OFFICER: Rosse, T 2237 LOCATION: Ivy Falls Park SYNOPSIS: Flagged down by comp at Wachtler and Hwy 13 concerning two teens with a possible gun. Teen was observed walking by picnic benches in park with an unknown gun. Gun was not implied in any manner, just observed. Teen described as a 15-17 year old, brown hair, thin build, light beige slacks, sweatshirt. Area checked. GOA/UTL CN: 05001160 OFFENSE/INCIDENT: Suspicious Occupied Vehicle DATE: 04/18/2005 20:42:0 OFFICER: Larrive, J 2206 LOCATION: Friendly Hills Park SYNOPSIS: Dispatched to Friendly Hills Park on a report of a suspicious occupied vehicle. Caller did not give a description of the vehicle. Area checked-GOA,