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1991-07-09 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA AGENDA PARRS AND RECREATION COMMISSION DULY 91 1991 - 7:00 P.M. 1. Call to order 2. Roll Call 3. Approval of June 11, 1991 Minutes 4. Kensington Park - Review of Negotiated Settlement Plan 5. The Role of the Parks Commission - Approval of Draft 6. Sylvandale Storm Water Project - Ivy Hills Park 7. Verbal Updates - Hagstrom-King - Victoria Highlands - Adopt -A -Park Mendakota Park - Concession Leasing Mayfield Heights CITY OF MENDOTA HEIGHTS DAKOTA COUNTYo MINNESOTA PARKS AND RECREATION COMMISSION JUNE 11r 1991 The regular meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, June 11, 1991, in the City Hall Conference Room, 1101 Victoria Curve. Chair John Huber called the meeting to order at 7*05 o'clock p.m. The following members were present: Huber, Damberg, Lundeen, Hunter and Kleinglass. Katz and Spicer arrived late. Staff members present were Parks Project Manager Guy Kullander and Administrative Assistant Kevin Batchelder. APPROVAL OF MINUTES Chair John Huber approved the minutes from the May meeting. HAYFIELD HEIGHTS TRAIL LINK Andrea Larson, of Mayfield Heights Road, stated that she had received the report from staff on the trail request for Mayfield Heights neighborhood and that she was present to advocate for the trail for her neighborhood. Chair John Huber stated that the Parks and Recreation Commission had been discussing this issue since August in a number of meetings and that the trail options reviewed had not been successful. Huber stated that option #1 had not been approved by the Commission because of the opposition of the property owners who would have to provide an easement to the City. Huber stated that the letter from Overlook Condominium Association clearly stated that trail option #2 through their property would not work. Huber stated that the Parks Commission staff had indicated in their memo that other options to the east were not feasible due to severe slopes, significant woods and significant impacts on properties and their privacy. Huber asked for opinions from other Commissioners. Commissioner Kleinglass inquired where the trail went if Douglas Road or James Road could be linked to Mayfield Heights with a trail. Parks Project Manager Kullander responded that two neighborhood parks - Marie and Victoria Highlands - were in the immediate vicinity and that from Douglas Road a person could access trails on Lexington or Victoria that connect to the City trail system. June 11, 1991 Page 3 Chair John Huber recapped the City Council/Commission Teambuilding session held in April. Huber stated that the Council and Commission had discussed communication strategies, expectations and goals, and role clarity. Huber stated that at the 1988 Teambuilding session a "Role of the Parks Commission" document had been drafted and that the current City Council desired to have each Commission review their document for discussion and to report back to the City Council any changes, additions or deletions desired. Huber stated, that at the recent Teambuilding session, role clarity had been discussed as an important component of good communication and teamwork. He stated that Council felt it was important that each Commission review their role for redrafting and approval by City Council. Huber read the "Role of the Parks Commission" as follows: �'� 1. To advocate for facilities, development, planning and expansion of parks. 2. To develop the city's recreation program. 3. To provide leadership, study and recommendations to the Council. 4. To be responsive to citizen park and recreation needs. 5. To set policy for park maintenance. 6. To monitor park facilities. 7. To recommend disbursement of park funds. 8. To implement park programs determined by Council. 9. To promote the use of park facilities. Commissioner Katz stated that item #1 had been accomplished with the Parks Referendum. Commissioner Damberg stated that item #2 was an important priority for the Commission because the new facilities would be creating new recreational demands. Damberg stated that setting policies will take up a lot of the Commission's time in the next year as there are a host of policy issues to consider for the new facilities ranging from reservation and fee issues to regulations on trails. Chair Huber stated that the park maintenance item was one that was dictated by the funding given during the budget process. Huber stated that he June 11, 1991 Page 5 Commissioner Lundeen stated that a survey of community recreation needs ought to take place so that the Commission and City Council can know which recreations needs they should address. Commissioner Kleinglass stated that the Commission would only be guessing without the information that a survey could provide. Commissioner Katz stated that the question of a survey is at the heart of the Parks Commission's discussion of role clarity. Katz inquired if the Commission sees itself as instigating for action or reacting to what is happening in the community. Katz stated that it was her sense this is an area where the Parks Commission could show some leadership. Commissioner Hunter stated that the City could first address known needs, that staff receives phone calls and has a feel for recreation demands. Kullander stated that staff was aware of approximately twenty softball teams outside of our program that had expressed an interest. Kullander stated that the newsletter would allow the City to inquire about recreation needs. Hunter stated that most cities have conducted surveys that show the same results and that Mendota Heights is not that different from other communities. He suggested that the Commission review programs that are utilized elsewhere and follow through with them. Commissioner Lundeen and Damberg felt the community should be able to participate in a survey. Commissioner Kleinglass moved that the Commission direct staff to prepare a newsletter article for surveying recreation needs in Mendota Heights for review by the Commission for approval by City Council. Commissioner Katz seconded the motion. AYES: 6 NAYS: 0 The Commission discussed role item #6 - To monitor park facilities. Chair Huber stated he receives telephone calls along these lines, but that he felt for the most part it was an operational item for the Parks maintenance staff. The Commission felt this item could go at the bottom of the list and that item #7 - To recommend disbursement of park funds - should move up to higher priority. The Commission directed staff to prepare a summary of the Role of the Parks Commission based on the discussion, make priority adjustments to the nine June 11, 1991 Page 7 Chair Huber pointed out that the Park Dedication fee of $600 a lot for subdivisions had not been changed since 1980 and directed staff to review what other cities are charging. Commissioner Damberg moved that Section 8.3 of the Park Ordinance should include language stating "No dogs in the Park". The motion failed for lack of a second. 3IBLEY PARR JOINT POWERS AGREEMENT Chair Huber stated that he had asked for a copy of the Joint Powers Agreement to be provided for review by the Parks Commission so that they are familiar with the contents and will have a copy to refer to. MENDAROTA PARR LEASING OF CONCESSIONS AREA Chair John Huber explained that the City had received a request from Gene and Harriet Will of Mendota Heights to operate the concessions area at the comfort station in new Mendakota Park. Huber explained that the City Council had expressed an interest in allowing civic groups the use of the concessions area instead of leasing to a private concern. Chair John Huber stated that the operation of the concessions area is going to require coordination and direction by the City and that there are bound to be some problems from time to time. He stated the Parks Commission will be fielding comments, complaints and questions regarding the concessions area. Huber stated the operation of the concessions would be much easier to administer if there is a single entity to deal with. The Commission agreed that one person or one group should run the concessions. Commissioner Kleinglass stated that any revenue possibilities should be captured by the City and directed into the general fund Recreational Contingency line item. Kleinglass stated that this was a City facility and we are compelled to maximize the use and the revenue potential. He stated that he was advocating that any money from concessions operation or leasing ought to go into AYES: 7 NAYS: 0 June 11, 1991 Page 9 court at Hagstrom King Park could be moved to the other end so that balls that go out of bounds don't go into the pond. Kullander responded that would be considered, as well as other solutions. Kullander explained that Victoria Highlands would be receiving some touch up work also. Commissioner Lundeen inquired if the City swept the trails throughout the summer. Kullander responded that the trails are swept in the Spring by our street cleaner contractor. Kullander stated that the parks crews have a broom sweeper, but that it does not pick up the sweepings, it only brushes them to the side of the trail which can cause problems along private property and with dust. Kullander stated that problem areas can be done on an hourly basis by an outside contractor. Batchelder described the soccer field solution arrived at by the City and the ISD-197 to provide some fields for the Sting soccer group. Batchelder stated that the Council had approved the Adopt -A - Park program and that Gopher State One Call had cleaned Rogers Lake Park and would be getting a sign installed adopting that park. The Parks Commission directed staff to draft a letter for John Huber's signature thanking Gopher State One Call for their efforts. Chair John Huber stated that the discussions are on -going with Centex about the Kensington development and he said the Parks Commission should make it clear that the park interests should be protected in the discussions. Huber stated that last summer during the public hearings the neighbors seemed in favor of sacrificing the parks in order to have less density. Commission Chair Huber moved to recommend that City Council be cognizant of the park interest in the Centex negotiations and that a fair park dedication be obtained. Commissioner Spicer seconded the motion. Kullander described the on -going work at Mendakota Park. Kullander explained the Council's decision to order lightning protection for the three buildings in the park. Kullander stated that the CITY OF MENDOTA HEIGHTS MEMO July 6, 1991 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative Assistant Subject: Kensington Park Review of Negotiated Settlement Plan In August, 1990, the Centex/Kensington Planned Unit Development failed to receive the necessary approval from the City Council to rezone the property and allow their development proposal to proceed. A lawsuit was filed by Centex Homes against the City over the denied rezoning. In April, 1991, negotiation sessions between the City and Centex began in the attempt to achieve a settlement that was acceptable to both sides. The City Council established a list of criteria for Centex to incorporate in to the plan in order for it to be acceptable. A total of seven alternative development plans were submitted by Centex over the following three months for review by the City Council, culminating in a plan that was submitted to City Council on July 2, 1991. The City Council accepted the concept plan and ordered public hearings to consider the more formal plans required for rezoning at the July 23, 1991 Planning Commission meeting and the August 6, 1991 City Council meeting. On Tuesday evening, July 9, the Parks and Recreation Commission will be presented with the plan and the park dedication that is included with the proposed negotiated settlement. DISCUSSION The parkland criteria adopted by the City Council in the negotiated settlement plan requires that the dedicated land area provide adequate, useable park acreage to accommodate certain park improvements envisioned for the area. This criteria results in a proposed parkland dedication in excess of the minimum required. More specifically, the current Kensington plan indicates a 13.4 acre park dedication, while the normal 10% dedication would yield only 11.2 acres. The plan provides for two distinct park areas which are .connected by a pedestrian trailway. Consistent with prior plans, the northern park is along Mendota Heights Road to incorporate the existing comfort station building into the park. The park area has been sized to accommodate the typical neighborhood park To: From: Subject: CITY OF MENDOTA HEIGHTS MEMO July 6, 1991 Parks and Recreation Commission Kevin Batchelder, Administrative Assis a The Role of the Parks Commission Approval of Draft Summary In April the Commissions and City Council conducted a Teambuilding Session at which it was decided it would be appropriate for each commission to review its role for discussion purposes and eventual submittal to City Council. At the June S1, 1991 Parks and Recreation Commission meeting, the Commission discussed their role and directed me to provide a draft summary of their discussion for possible adoption. The old "Role of the Parks Commission" document was discussed and revised at that meeting as well. The draft summary is as follows, in order of priority: .THE ROLE OF THE PARRS AND RECREATION COMMISSION develop the Citv's recreation program. The new park facilities will be creating new demands for recreation programming and this will be a priority item for the Commission in the coming years. The new facilities will be requiring new policies, regulations and operational procedures. 2. To provide leadership, study and recommendations to the City Council. The month to month role of the Commission and its purpose. , 3. To advocate for facilities, development planning and expansion of the parks. Originally the number one priority of the Commission, the success and implementation of the 1989 Parks Bond Referendum has lessened the intensity of this priority. However, it is still an important role of the Commission. THE ROSE OF THE PARKS COMMISSION - I R8�5 7) -76- To advocate for facilities, development, planning and expansion of of parks 2) -10- To develop the city's recreation program 3) -70- To provide leadership, study and recommendations to the Council 4) -09- To be responsive to citizen park and recreation needs 5) -06- To set policy for -park maintenance 6) -06- To monitor park facilities 7) -06- To recommend disbursement of park funds 8) -06- To implement park programs determined by Council 9) -00- To promote. the use of park facilities _, - :'.. _,,� _ CITY OF MENDOTA HEIGHTS MEMO July 6, 1991 To: Parks and Recreation Commission _� From: Kevin Batchelder, Administrative Ass'stj Subject: Sylvandale Storm Water Project Ivy Hills Park This item has been put on your agenda to inform the Commission about a storm water project that involves the pond at Ivy Hills Park. The reason it is being called to your attention is that it is a change in the direction of storm water runoff. Please see attached June 11, 1991 memo from James Danielson, Public Works Director. The City Council approved the attached resolution at their second meeting in June. This new storm water project does not change Ivy Hills Park, it simply is using the pond for overflow during storm events. ACTION REQUIRED There is no action required, this item is for your information. CITY OF MENDOTA HEIGHTS MEMO July 61 1991 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative Ass'st Subject: Sylvandale Storm Water Project Ivy Hills Park DISCIISSION This item has been put on your agenda to inform the Commission about a storm water project that involves the pond at Ivy Hills Park. The reason it is being called to your attention is that it is a change in the direction of storm water runoff. Please see attached June 11, 1991 memo from James Danielson, Public Works Director. The City Council approved the attached resolution at their second meeting in June. This new storm water project does not change Ivy Hills Park, it simply is using the pond for overflow during storm events. ACTION REOIIIRED There is no action required, this item is for your information.