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1993-08-10 Parks and Rec Comm MinutesThe regular meeting of the Mendota Heights Parka and Recreation Commission was held on Tuesday, August 10, 1993 in the City Hall Large Conference Room, 1101 Victoria Curve. The meeting was called to order at 6:45 o'clock P.M. The following members were present: Linnell, Spicer and Norton. Commissioners Katz, Libra, Kleinglass and Damberg were excused. Also present were Administrative Assistant Kevin Batchelder and Parks Project Manager Guy Kullander. Vice Chair Spicer held over the approval of the July 13, 1993 minutes until the September meeting when there would be a quorum. Parks Project Manager Kullander presented his options on bridge and culverts in Valley and Wentworth Parks and provided detailed specifications and quotes for the various options. In response to an inquiry, Kullander stated Valley bridge is beginning to rot and replacement is necessary in the very near future. Kullander stated it would take approximately four to five weeks to get construction work for a new five foot (5') wide pedestrian bridge scheduled in Valley Park. He stated the construction of the bridge itself would take approximately one week. Kullander stated in his opinion the current bridge in Valley Park is not repairable and that only patching it again would not result in a safe structure. Lacking a quorum, those members of the Parks and Recreation Commission present recommended that the City Council approve the replacement of the bridge at Valley Park as specified by Parks Project Manager Kullander. Commissioner Norton stated she is a little leery of establishing a precedent whereby the Special Park Fund is used to fund a maintenance or replacement item in the parks system. The Commission discussed the Special Park Fund and its use for replacement or maintenance needs. The Commissioners present were of the consensus that any maintenance or replacement of existing park facilities should be funded out of the General Fund. The Commission discussed the bridges and culvert options in Wentworth Park. Vice Chair Spicer stated that the replacement of the Valley Park bridge was an emergency but maybe the City could look at replacing the Wentworth culverts and bridges as part of the long term capital improvements plan. Spicer inquired if the Wentworth bridges are repairable. Kullander stated every year the City park crews have been fixing the bridges and that it will be an ongoing maintenance item. Commissioner Linnell stated when looking at the cost options, it does not appear affordable to replace all three bridges in Wentworth Park with new bridges. Kullander stated the park crews prefer the culvert options because it provides better access for maintenance in the park. Kullander stated the bridge option provides a more aesthetic, charming atmosphere in the park. Kullander stated there may be some price savings if all three bridges are constructed. Vice Chair Spicer stated the bridges could be done out of the Special Park Fund in 1993 but future capital maintenance items should be out of the General Fund. Spicer recommended that as the Parks and Recreation Commission discusses the capital improvement plan maintenance and replacement of existing facilities should be funded through the General Fund. The Parks Commission discussed the Special Park Fund and the question of how to replenish the fund if it is used. Vice Chair Spicer stated he is willing to approve this one time capital improvement out of the Special Park Fund for the bridge replacements but desires to make it clear to City Council that the five year capital improvement plan, if it is adopted, would apply to General Funding. The Commission discussed the replacement of bridges with culverts in Wentworth Park. Lacking a quorum, those members of the Commission present recommended that the City Council approve the replacement of the south bridge with a culvert and the north and east bridges be replaced by new bridges large enough to support maintenance and emergency vehicles. The Commission's recommendation also stated that all future capital maintenance and replacement items be funded out of the General Fund based on the capital improvements plan that they are currently designing. The Commission discussed the purpose and intent of the Special Park Fund. Vice Chair Spicer stated the Commission traditionally has had a fear of using the money in the Special Park Fund and not being able to replace it due to declining park dedications. The Commission discussed possible funding replacement mechanisms to continue to replenish the Special Park if it is drawn down. Parks and Recreation Commission August 10, 1993 Page 3 Due to the lack of a quorum, the Commission tabled the discussion of Ivy Park and Wentworth Park until the September and October meetings. REQUEST TO DEDICATE CIVIC CENTER FIELD Administrative Assistant Batchelder stated Mr. Dan O'Keefe is requesting that the City reconsider his request to honor Korean War Veteran Richard "Jake" Grauman with a field dedication. Batchelder stated he has received a request from Mr. O'Keefe regarding the Civic Center softball field following the School District's failure to approve the Sibley varsity baseball field. Batchelder stated Mr. O'Keefe had indicated he would appreciate a quick City decision on his request because the Third Infantry Division was having their annual convention in Bloomington in September and he would like to be able to order plaque and have it in place prior to this so there can be a ceremony at this field. Vice Chair Spicer stated the Parks Commission had instructed Mr. O'Keefe at an earlier meeting that if the Sibley varsity baseball field did not work out the City would be willing to consider a softball field and that the Civic Center field is an appropriate field due to its visible location at City Ball and its high use with little league and adult softball programs. Commissioner Linnell stated he is in favor of a positive recommendation on this request. Linnell stated the plaque should be worded so that it is in memory of all Korean War veterans and that the City should have some control over the wording of the plaque. The Commission felt the field could be named Grauman Memorial Field in honor of Richard "Jake" Grauman and all Veterans of the Korean War. Lacking a quorum, those members of the Parks Commission present recommended that the City Council dedicate Civic Center softball field as Grauman Memorial Field in honor of Richard "Jake" Grauman and all Korean War Veterans. 1994 BUDGET REVIEW Administrative Assistant Batchelder presented the proposed Parks and Recreation Commission Budget for 1994 based on the City Administrator's proposed budget. Batchelder stated the City Council would be holding a budget workshop on August 31st and that the Parks Commission has an opportunity to review the budget and make any recommendations or suggestions to the City Council. Commissioner Norton inquired about the Mendakota Park assessments that are shown in the budget for the Special Park Fund. Parks Project Manager Kullander responded that the first three years following the purchase of the land for Mendakota Park, the assessments were paid out of referendum funding but it is now proposed that these assessments come out of the Special Park Fund. Commissioner Norton felt that Mendakota Park assessments should come out of the City referendum and not the Special Park Fund. Vice Chair Spicer stated the Commission is proposing to take money out of the Special Park Fund for capital replacement items and that the Special Park Fund must be protected. The Commission suggested that City Council consider funding the Mendakota Park assessments out of both the referendum and the Special Park Fund on a 50/50 basis for fiscal year 1994. Commissioner Norton inquired about the proposed increase for the salary of the Recreation Programmer. Administrative Assistant Batchelder explained the City's pay matrix and the step system used in compensation of City employees. Vice Chair Spicer stated the City should begin discussing having a full time recreation programmer as the City has constructed facilities which should be used on a full time basis. The Parks and Recreation Commission discussed increasing the current Recreation Programmer's position to a full time position. Lacking a quorum, those members of the Parks and Recreation Commission present recommended that the City Council should consider making the Recreation Programmer position a full time position in 1994. The Commission discussed the budget in detail. Batchelder stated that line item 4210 proposed a $250 increase for 1994 that would fund a hot line for the City's recreation programs. Batchelder stated this line would be used for softball managers to inquire about rain outs, ice rink hours and for the City to have a general hot line number for parks and recreation information. Batchelder highlighted the proposed capital outlay and the additional service level request of a forestry consultant for $10,000. Batchelder stated the forestry consultant had been put in the budget for discussion by City Council following last year's discussion about the need for forestry services in Mendota Heights. rxs and Recreation Commission Batchelder explained some work had been done in Kensington Park to regrade, reseed and top dress the soccer fields. Batchelder stated he had contacted Centex Homes about providing additional screening along the west side of the field to protect townhomes from stray soccer balls. Batchelder stated Centex has released this project to the homeowner's association and that he had been given names to contact in the association about discussing additional screening on the townhouse property. He stated at the August 3rd Council meeting, the Mayor had inquired about the landscaping along the south edge of the soccer fields by I- 494. Parks Project Manager Kullander explained that the City staff had investigated the Mayor's request for vines and Lilac bushes to visually screen the highway beyond the fencing. Kullander stated the vines should not be planted along the tall fences for the soccer field due to the fact the fences could not handle the wind load if they were covered with vines. He also stated when vines are planted along a fence it becomes extremely difficult to maintain them when the weed whackers are used to trim grass along the fence, as often the vines get cut. Kullander stated 40 or 50 lilac bushes could be transplanted from the City's nursery behind the fence by the freeway in Kensington Park, Commissioner Norton stated she is upset with this action by the City Council due to the fact that she had been requesting highway noise relief along I-35E and that her questions had gone unanswered to this point. She stated that now the Mayor is proposing to soundproof Kensington Park when the City has never addressed the noise issue along I-35E. Kullander explained the City's nursery located at the public works garage and its potential for tree replacement. The Commission discussed the nursery. Commissioner Linnell stated he thinks the Friendly Hills tot lot could be made into a tree nursery. Vice Chair Spicer inquired about trail maps, signs and park maps and stated the City could possibly rely on community work service to provide the labor to mark and sign City trails. Kullander stated he has the stencils available for undertaking a trail distance marking project. Commissioner Norton thanked Administrative Assistant Batchelder for his role in the Celebrate Mendota Heights Parksl event and she thanked the volunteers and sponsors who helped put on the event that day. gust i 1993 Batchelder stated he had enclosed an Executive Summary of the Summer Adventure Program from 1992. He stated he had enclosed a copy of the letter from Dennis Delmont to the City of Lilydale describing their concerns for security regarding the proposed Soo Line bicycle trail. Batchelder stated the City would be sending Parks Project Manager Kullander to an ISTEA Conference for the purpose of learning about funding sources for improving the City's bike trail system. There being no further business, the Parks and Recreation Commission adjourned their meeting at 8:00 o'clock P.M. Respectfully submitted, Kevin Batchelder Administrative Assistant