Loading...
1991-05-14 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION COMMISSION AGENDA MAY 14, 1991 - 7:00 P.M. 1. Call to order 2. Roll Call 3. Approval of the April 9, 1991, Minutes. 4. Play Equipment - Mendakota Park - Recommendation of Play Equipment Proposals 5. Adopt -A -Park Recommendation on New Program 6. Sibley Field Use Discussion Item 7. The Role of the Park Commission Follow-up Discussion from Team Building Session 8. Lease of Mendakota Park Concession Building 9. Mendakota Park Sink Change Order 10. Mendakota Park Second Fountain 11. Police Bike Trail Patrol 12. Verbal Updates a. Mayfield Heights Trail Progress Report b. Mendakota Tennis Courts c. Mendota School - Backstops and Benches d. Sibley Construction Status e. Neighborhood Parks and Trails Built in 1990 - Construction Status f. Mendakota Park Progress g. Need for "Adequate Size" Soccer Fields 13. Adjourn CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARRS AND RECREATION COMMISSION MINUTES APRIL 9I 1991 The regular meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, April 9, 1991, in the City Hall Expansion Room, 1101 Victoria Curve. Chair John Huber called the meeting to order at 7:15 o'clock P.M. The following members were present: Huber, Hunter, Damberg and Spicer. Commissioners Kleinglass, Lundeen and Katz were excused. Staff members present were Parks Project Manager Guy Kullander and Administrative Assistant Kevin Batchelder. APPROVAL OF MINUTES Commissioner Hunter moved approval of the March 12, 1991 Minutes. Commissioner Spicer seconded the motion. AYES: NAYS: HAYFIELD HEIGHTS TRAIL Chair John Huber introduced Commission and staff to the Mayfield Heights residents in attendance for this agenda item. Chair Huber summarized the request for a trail by the neighborhood and the work that the engineering staff has completed this winter. Parks Project Manager Guy Kullander explained the Feasibility Report to the audience. He explained that the cost for connecting Mayfield Heights trail had been estimated by the engineer's department at between $14,000 to $24,000. Mr. Kullander explained that the price range differential was based on easement acquisitions being friendly or the City pursuing condemnation. He stated that Public Works Director Jim Danielson had contacted the two homeowners, the Hoffman's and the Nonnemacher's and that their response had been that they were not interested in providing the City with a trail easement through their property. Mr. Kullander explained that City engineering staff had examined other options to link Mayfield Heights Lane with the City trail system. He explained these other options would require more than two easements as they would cross numerous properties in order to get either to James Court, James Road April 9, 1991 Page 3 Commissioner Damberg inquired if the apartment building adjacent to the Mayfield Heights neighborhood was in Lilydale. Mr. Kullander responded that, yes it was, and that it would be difficult to take the trail through the Lilydale property as there would be a lot of mature trees that would need to be taken down and a joint powers agreement between the two Cities would be necessary as well as the condominium association agreement. Mr. Stu Steinman stated that he lives across the road from Mr. Nonnemacher. He stated before Mr. Nonnemacher developed that property there had been a "for sale" sign on it and that it had been an unsightly swamp. He stated that very little foot traffic came through this empty lot because of steep slopes. Mr. Steinman stated that the Nonnemacher's have improved the lot with a beautiful house and fixed what was blight on the neighborhood. Mr. Steinman stated that he did not want this trail and felt that it was dangerous for him to back out of his driveway with bicycle and foot traffic coming from this trail onto Douglas Road. He stated that there will be motorcycles, bicycles and skate boards using this trail and he did not want this in his neighborhood. Mr. Hoffman stated that there have been incidents of motorcycles going through the woods on his lot. Ms. Phillips stated that if the cost was too expensive it was not necessary to have the trail be bituminous. Mr. Kullander responded that a bituminous trail is less costly for maintenance and that the City liability requirements emphasize maintainable hard surface for a trail. Mr. Hoffman stated that he appreciates Mayfield Heights concern, however, he felt that this was not a reasonable solution to put a path through someone else's yard. He stated that he chose to live in the suburbs because of a desire for privacy. S. Andrea Larson, 1666 Mayfield Heights Road stated that the City of Mendota Heights should be concerned about the well being of the value of Mendota Heights as a community and the value of its property. She stated that the only draw back to the location of Mayfield Heights Road is a lack of access to the rest of the community. She stated that she cannot access any of the new parks with her baby stroller. She stated that she currently April 9, 1991 Page 5 two easements to acquire in this area and that it is a short section of trail. Commissioner Spicer suggested that the engineering staff check other areas to link this neighborhood and perhaps the Mayfield Heights neighborhood could talk to these neighbors to see if they are willing to have a trail easement through their property. Chair Huber stated that he felt it was more appropriate that the City approach property owners about trail easements. Mr. Nonnemacher stated that they chose this lot as an area they wanted to live in and that they had the foresight to buy a lot and a half to provide a private yard for their house and now they potentially will lose it. He stated that a trail through his yard would open the area up to all residents in the Lilydale condominiums and apartments and that he is opposed to this extra traffic coming through his property. Chair Huber asked the Parks Commissioners to give the neighborhood a direction or some indication of a direction in which to pursue. Commissioner Spicer stated that he has sympathy with the Mayfield Heights residents and that is why they had asked the City engineering staff to find a reasonable way to link a trail system to their neighborhood. He stated, however, there may not be an alternative that is reasonable. Commissioner Spicer stated that he would not recommend a condemnation proceeding in order to acquire a trail to Douglas Road from Mayfield Heights Road. He stated that the best option would be to have staff pursue other easement possibilities. Commissioner Hunter agreed. Commissioner Hunter stated that there may be other property owners who would want the easement fee and not mind having a bike trail through their property. He stated that he is also reluctant to force a condemnation. Commissioner Damberg stated that she thinks the best option is to explore other routes for possible easements and that she would recommend the engineering staff do so. Chair Huber inquired that, if there were not any other friendly easements available what would the Parks and Recreation Commission like to tell the people of the Mayfield Heights neighborhood. He stated that he would be disinclined to force a trail to provide a link up Mayfield Heights April 9, 1991 Page 7 discussions with the Parks and Recreation Commission. He stated that Keith Heaver had presented an alternative to the City that would not dedicate the lot, but would subdivide a twenty foot (201) strip off of it leaving room to place the tennis court between the newly created lot and the high power line easement. He stated that this location had been staked with the blue ribbons out at the site and that maps had been provided showing this location in tonight's memo. Administrative Assistant Batchelder stated that the biggest constraint in putting a tennis court in this location would be the timing, the legal arrangements necessary to work out construction easements, the subdivision of the lot and the agreement of the neighborhood to pay for the cost of constructing the tennis court. Commission Spicer moved that this item be continued to the next the meeting in order to give staff time to contact Mr. Heaver for a formal reply in writing of the neighborhood's intention. Commissioner Hunter seconded the motion and stated that he is in favor of constructing the tennis court if possible. AYES: 4 NAYS: 0 PLAY EQUIPMENT PROPOSALS Parks Project Manager Kullander stated that the City had received three responses from play equipment vendors to provide the play equipment as requested by the City in Mendakota Park. He stated that these vendors are the Earl Anderson Company, Value Recreation Company and Flannagan Sales Company. He stated that each vendor is present tonight to give a presentation on their company's equipment. Mr. Mike Dorsey of Earl Anderson Company presented his proposed play equipment bid. The bid included handicapped access, decks, swings, toddler sand area, rubberized safe decking and a pea gravel surface. Mr. Dorsey explained the amenities that would come with the play equipment he is proposing. Mr. Dorsey also explained the materials that would be used to construct the play equipment including showing the Commission construction samples. The VERBAL UPDATES April 9, 1991 Page 9 have some addresses forwarded to the Parks Commission so they could visit the sites where these play fields are in place. Administrative Assistant Batchelder provided verbal updates to the Parks and Recreation Commission on the following items: Correspondence from ISD #197 Access Project "Mendakota Park" Bid Award for Construction St. Thomas Academy - Tennis Trail Maps Adopt -A- Park Park Ordinance Park Inventory Sibley Maintenance Budget of Mendakota Park Court Parks Project Manager Kullander provided verbal updates on the Mendakota Park construction. Mr. Kullander stated that the pay phone has been installed at the Sibley Park site. Mr. Kullander stated that washout areas and reseeding areas would be fixed at Sibley, Victoria Highlands and Hagstrom-King Parks. He stated that signs for the new parks have been ordered. Mr. Kullander stated that the tennis nets have been put up, the tennis courts, and the basketball courts have been swept, some of the trails have been swept and the parks crews are busy painting the inside of the warming houses. Commissioner Spicer stated that the Mendota School play fields are used extensively and that the City should consider shared expenses for providing field furniture for this site including benches, backstops and other amenities. Mr. Kullander stated that Terry Blum, Parks Leadperson, had recommended that Friendly Hills Park not be played on until June. Mr. Kullander stated that he had complaints regarding the Wentworth tennis court and the Hagstrom-King basketball court. Mr. Kullander stated that the School District had informed the City that there was an April 15th deadline for requests to schedule fields at Sibley Park. CITY OF MENDOTA HEIGHTS MEMO May 7, 1991 To: Parks and Recreation Commission � From: Kevin Batchelder, Administrative Assista U Subject: Play Equipment - Mendakota Park Recommendation on Play Equipment Proposals DISCUSSION At the April 9th Parks and Recreation meeting, the Commission received presentations from three play equipment vendors who had submitted proposals to the City to construct the specified play equipment at Mendakota Park. The vendors submitting bids were Mike Dorsey, of Earl Anderson Co., Chris Haugen, of Value Recreation and Play World Systems, and Brian Flanigan, of Flanigan Sales Co. and Iron Mtn. Forge equipment. At the meeting, the Commission directed Parks Project Manager Guy Kullander to review the proposals and compare active play stations (or events), compare the highlights and features, and to list the differences of the equipment in materials, construction and quality. Guy has prepared this comparison and his materials are attached. ACTION REQUIRED Discuss the comparisons and the bids that have been submitted and make a recommendation to City Council on awarding a contract based upon a proposal for the construction of the Mendakota Park play equipment. H licap Play Events 12 20 7 * (10) Ha.,dicap Ramps - Lin. Ft. Tuf Turf 80 lin. ft. 113 sq. yd ** 70 72 lin. ft. sq. yd. 48 (60 128 lin. ft. lin. ft.) sq. yd. (wood fiber) ($4,400) (61800) (13,000) * Drawing shows more equipment than is listed in proposal (total shown on drawing) ** Substitution of "Tuf-Turf" type product for wood carpet will reduce some of the above listed items 9ISCUSSION The preceding comparison list only addresses quantity of product proposed by the three suppliers. Questions of aesthetics, quality of naterials, uniqueness or playability are subjective, and I will not address these items. As to durability, I feel that overall the Earl F. Anderson products will need the least amount of maintenance. The components are manufactured Locally and replacement parts are available within one days notice. 9CTION REOUIRED Select a supplier from the three proposals submitted and recommend the ity Council to award the contract to provide and install play equipment in the Mendakota Park. 3K:kb CZTY OF MENDOTA HEIGHTS MEMO May 7, 1991 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative Assista Subject: Adopt -A -Park New Program Proposal At the April 9, 1991 meeting, staff mentioned that we had been contacted by Gopher State One Call Service about the possibility of adopting a park. Gopher State's intention was to commit to clean up of a City park on a twice a year basis, similar to the MnDOT Adopt -A -Highway program. The Parks Commission was enthusiastic about this type of community service and requested that staff pursue an Adopt -A -Park program. Attached you permit, terms and program commits the twice a year pickup In return, the City and a sign in the publicity. The per will find a copy of the proposed program's conditions, and safety tips. Basically, the group adopting a park, or trail section, to We are encouraging a Spring and Fall cleanup, provides trash bags, pickup of collected trash park. We would also provide press release mit also provides for a one time only pickup. The cost for the City to implement this program would be limited to the cost for purchasing an individual sign and for its placement. A preliminary estimate is that each sign and its construction would not exceed $100. If all our parks were adopted, and some trail sections, an estimate for signs would be a maximum of approximately $1,500, I recommend that this program be recommended for City Council approval and that it be funded out of the Special Parks Fund in its initial year. Discussion of this as a General Fund budget item can occur during the budget process for 1992, ACTION REQUIRED Discuss this new program proposal and make an appropriate recommendation to City Council. NOTE: Gopher State One Call Service is interested in adopting Rogers Lake Park and the trail along the lake. They have scheduled a pickup for Saturday, May 18 and are hoping for City approval of this program. City of Mendota Heights (check one) _ Adopt -a -Park The group agrees to pick up litter at least two times a year for a minimum of two years. Pick -a -Park. The group agrees to pickup litter one time only. We request permission to pick up litter on �l for a total of miles. The City of Mendota Heights reserves the right to refuse, cancel or revise this agreement if in its sole judgment the nature of the group or its sign is political, controversial or in questionable taste, or if the group is not meeting the terms and con- ditions of this agreement. By signing this agreement, the group acknowledges the hazardous nature of the work and agrees to comply with the terms and conditions herewith to the satisfaction of the City of Mendota Heights. Except for the negligent acts of the City, its agents and employees, the volunteers or their agents shall assume all liability. for, and save the City, its agents and employees, harmless from, any and all claims for damages, actions or causes of action arising out of the work to be done herein. Any and all volunteers of the group or other persons while engaged in the performance of any work or service performed under this agreement shall not be considered employees of the City, and any and all claims that may or might arise under the Worker's Compensation Act of Minnesota on behalf of said employees or other persons while so engaged, and any and all claims made by any thud party of the group's volunteers or other persons while so engaged on any of the work or ser- vices to be rendered shall in no way be the obligation or responsibility of the City. Name of group p ease pnn Name of group representative Signature Address Phone (home) (work) Special provisions City Administrator Date 1101 Victoria Curve •Mendota Heights, MN • 55118 452.1850 ADOPT -A -PARR SAFETY TIPS 1. The group shall review the safety tips before each pickup to alert participants to the precautions and potential hazards. 2. Each participant should be: a. Eighteen years of age or provided with adequate supervision. Participants under ten years of age shall have prior authorization in writing from the City Administrator; b. Mentally alert and possessing good common sense; c. In good physical condition, including sight and hearing. 3. Assign work teams and leaders before you reach the site. Distribute trash bags. Estimate the amount of time for your pickup and agree on a meeting place when you're done. 4. Carpool to the site, if convenient. Use city park parking lots. 5. Brinq along an adequate first aid kit. Identify the nearest hospital and know now to get there in an emergency. 6. Don't over exert yourself. Bring along a supply of drinking water and take breaks. 7. Work only during daylight hours during good weather. 8. Be aware of park users such as bicycle riders. Stay alert and with your team and avoid dangerous horseplay on bike paths or near roads and streets. 9. Do not crush collected trash to make more room in the bag; broken or jagged objects could cause accidental injuries. Do not put syringes or hypodermic needles in the trashbag as they can easily puncture the bag and cause serious injury. Take care to dispose of them properly and contact the City Park Department for proper disposal. 10. What to avoid: a. Stay away from construction sites, mowing activities, open water, steep slopes, marsh areas, retaining walls or areas that could be dangerous. DO Stay away from poison ivy or other noxious weeds. Stay away from recently applied herbicides. CITY OF MENDOTA HEIGHTS MEMO May 7, 1991 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative Assist Subject. Sibley Field Use - Discussion Item DISCUSSION Parks and Recreation Commission Chair John Huber desires to discuss, as a Commission, the 1991 use of Sibley Park and its fields given the conditions for play that exist, or will exist, later this summer. Sometime this summer the City will accept the project from the contractor and make the final payment for the construction of Sibley Park. The final punch list still has a few items such as fence replacement, fill of erosion and gulching, etc. to be completed. Slit seeding scheduled for this spring has not yet been completed. While the School District will be maintaining the fields and coordinating the scheduling under the provisions of the Joint Powers Agreement, the City will make the final determination of when the field is playable and when use of the fields may begin. This determination may be made some time after we have accepted the project. The Parks Project Manager, the City Engineer and the City Administrator will consult before the final determination is made. Staff will be prepared to provide details on the condition of the turf at the meeting Tuesday evening. ACTION REQUIRED Discuss the use of Sibley fields and make any appropriate recommendations. CITY OF MENDOTA HEIGHTS MEMO May 7, 1991 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative Assistant Subject: The Role of the Park Commission Follow-up Discussion of the Team Building Session DISCUSSION At the recent City Council, Commissions and Staff Team Building session there was discussion that focused on role clarity and communications in order to enhance the teamwork at the City of Mendota Heights. In the near future staff will be providing a synopsis of the communications recommendations made that evening and suggestions for implementing better communications. The other piece, role clarity, is a carry over from the 1988 Team Building Session where each Commission, the City Council and staff produced a written description of their roles and then ranked the items. The attachment provides a description of the Role of the Park Commission that was made at that time. The numbers in the second column represent a degree of consensus on each item. At the recent Team Building Session, it was suggested that each Commission review the role descriptions for changes that have occurred since 1988 and make any revisions, additions, subtractions or modifications necessary. ACTION REQUIRED Review the "Role of the Parks Commission" for revisions and make a recommendation to City Council for formal adoption. CITY OF MENDOTA HEIGHTS MEMO May 10, 1991 TO: Parks and Recreation Commission FROM: Guy Kullander, Parks Project Manager SUBJECT: Lease of Concession Building at Mendakota Park I have received a request from Gene and Harriet Will (see attached letter) to operate the concession building at the ball fields. They live in the Copperfield area and have sons attending Sibley High School, DISCUSSION The specific operation or use of the concession area has not been fully discussed by this Commission. Any rental monies the City receives could offset operating costs of the park. ACTION REQUIRED Make a recommendation to the City Council regarding use of this facility. GK:kb J. We will provide the City with a complete listing of menu and other items for sale for approval. R. All merchandise and food provided will be supplied by us. L. We will be responsible for acquiring all vending licenses and payment of Minnesota sales taxes. 4. Experience A. Both of us have been involved in the management of food industry for 20+ years. B. Involved in food service at Minnesota State Fair for several years. 5. Reasons for our level of interest. A. Lived in the City of Mendota Heights for the past five years. B. Very active in various community activities during the past several years. 1) Volunteers at Mendota Elementary School. 2) Coach various baseball and T-ball teams. 3) Support our children in Mendota Heights hockey and baseball programs. C. Interested in providing our children and other children their first opportunity to be involved in their community. We are dedicated to our community and believe we offer the maturity and conscientiousness necessary to provide Mendota Heights with a successful and respected concession stand. We look forward to the opportunity to discuss this proposal with you, and we are confident that our working relationship will be successful and prosperous for all parties involved. Sincerely, Harriet and Gene Will 454-8657 May 6, 1991 CITY OF MENDOTA HEIGHTS MEMO May 9, 1991 TO: Parks and Recreation Commission FROM: Guy Kullander, Parks Project Manager 4W SUBJECT: Concession Building in Mendakota Park HISTORY The need for a concession building in all newly constructed athletic field complexes was agreed upon by the Citizens Park Review Committee, the Parks and Recreation Commission and the City Council. DISCUSSION Construction materials used in the concession area must meet very strict State guidelines. At Sibley Park, a single NFS approved stainless steel sink was allowed because the anticipated use of the concession area would be intermittent and probably be used by different groups or organizations which would not leave equipment in the building when their event was concluded. At Mendakota Park, the same single sink,- was specified for bidding. If the future use of this concession area is different from that described above, a three compartment NFS approved sink would be necessary. This sink would require a change order with the selected plumbing contractor. The plumber's cost for this change item is $2,470. I have contacted a different supplier who will provide the sink and faucets (no installation) for approximately $900. The factors that determine the need for a three compartment sink, as described to me by the State Health Inspector, are as follows: 1. need to clean utensils and equipment 2. storage of perishable food items 3. continuous operation on regular basis by an individual or group ACTION REQUIRED If the Commission desires to have the concession area operate on a regular basis with the ability to sell more than canned pop, wrapped candy and bagged chips, they should so direct me to seek the lowest priced NFS approved three compartment sink, arrange for installation and prepare the necessary change order documents to be presented to the City Council for their approval. GK:kb CITY OF MENDOTA HEIGHTS MEMO May 9, 1991 TO: Parks and Recreation Commission FROM: Guy Kullander, Parks Project Manager SUBJECT: Mendakota Park Second Drinking Fountain HISTORY Provided in the design of the comfort station/concession building was a drinking fountain on the outside of the building. Also discussed was an additional drinking fountain that would be located by the picnic pavilion which is approximately 450 feet westerly of the comfort station. This second fountain would serve people using the play equipment and picnic pavilion/band shell area as well as providing a source of water for maintenance use. DISCUSSION Staff estimated that this second fountain would cost in the $5,000 to $7,000 range. Early cost estimates for the park complex were high, therefore this item was "cut" by the Parks and Recreation Commission to lower the development costs. To keep this option open for further consideration, the installation of the copper line from the comfort building to the pavilion was kept in the utility contract as a separate bid item which could be easily omitted after the bid opening if the bids for the complex came in "too high". The bids came in low, the project is progressing at a rapid pace, and the need to revisit the second fountain issue at the April Parks and Recreation meeting was missed by me. The copper line has been installed by the utility contractor and now a decision must be made as to what should be done next. There are three options: 1. Mark and burg. Leave copper line in place for possible future utilization - (do nothing) - Cost = .00 2. Install a small hydrant for maintenance department use. Cost = Estimate $500 CITY OF MENDOTA HEIGHTS MEMO May 9, 1991 TO: Parks and Recreation Commission FROM: Guy Kullander, Parks Project Manager Ale SUBJECT: Police Department Request Police Chief Dennis Delmont is concerned about adequate safety and security along our expanded bituminous trail system. Chief Delmont proposes the possible use of police officers on bikes for patrolling the trails. At present, funding constraints in the police department preclude any possibility that the estimated $1,000 necessary to purchase three bikes would be available. Chief Delmont has raised the question of the possibility of the Parks and Recreation being the funding source. ACTION REQUIRED This item is submitted for discussion purposes. GK:kb