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1993-09-14 Parks and Rec Comm MinuesThe regular meeting of the Mendota Heights Parka and Recreation Commission was held on Tuesday, September 14, 1993, in the City Hall Large Conference Room, 1101 Victoria Curve. The meeting was called to order at 6:30 o'clock P.M. The following members were present: Libra, Spicer, Linnell, Norton and Kleinglass. Commissioners Katz and Damberg were excused. Also present were Administrative Assistant Kevin Batchelder, Parks Project Manager Guy Kullander and Recreation Programmer Shelli Morgan. Commissioner Libra inquired as to why the soccer nets at Sibley Park Soccer Field had been removed following the summer season and if this was the City or the School District's responsibility. He asked staff to follow up on this so the soccer nets can be in place for the fall soccer season. Parks Project Manager Kullander informed the Commission that School District 197 was responsible for net replacements at Sibley Park. Commissioner Norton moved to approve both July 13, 1993 and August S0, 1993 Parka and Recreation Commission Minutes. Commissioner Libra seconded the motion. AYES: 5 NAYS: 0 Administrative Assistant Batchelder introduced this item and stated the current Park Policy had been adopted in 1992 with the understanding that it would be an evolving document based on City staff experience. Batchelder stated the City had some success using this policy as a guideline to reserving parks and tournaments but that we had also experienced some problems. Batchelder stated that Recreation Programmer Morgan had drafted a proposed resolution to make changes to the Park Reservation Policy. Recreation Programmer Morgan described the changes in the new proposed resolution. Morgan stated the old resolution allowed parks to be reserved but that a "park" was hard to define and Parka and Recreation Commission September 14, 1993 Page 2 that most people simply wanted to reserve picnic shelters or buildings and that the policy had been changed to reflect that. She stated the new Policy specifies which shelters are available for reservation including Mendakota, Rogers Lake, Kensington and Valley Parks. Morgan stated that parks classified as neighborhood parks can be reserved for picnics by their respective neighborhood groups at no charges Batchelder stated a year to date figure for revenue of park reservations was $325 as of the end of August. Batchelder stated the park reservations are not a large revenue generating source and that the 1994 proposed budget had taken this into account. The Commission had a discussion on who should pay for park reservations and reaffirmed last years decision that the community should be able to use the parks on a cost free basis. Morgan stated she was proposing to change the Policy to state that churches whose membership consist of Mendota Heights residents will be considered resident groups even if the church is outside the boundaries of the City of Mendota Heights. Morgan described other minor changes to the shelter/building rental policy. Morgan stated horseshoes had been added to the equipment rentals and are available to residents and inquired if the Park Commission would like to see other types of park equipment such as bocce ball, croquet, badminton, etc. be added to the City's equipment rentals. She stated these pieces of equipment could pay for themselves through the rental of the equipment. She stated if this approach was taken, the available equipment would be advertised in the City's newsletter for use by residents. The Commission discussed the softball tournament policy. Morgan stated she is proposing new language which would read that no more than two adult softball tournaments and one youth tournament per month will be allowed without approval of the Recreation Programmer. She stated this proposed language is being included to allow for one weekend of use per month by the City for make ups on rain out games. The Commission discussed Mend -Eagan Athletic Association's use of Mendakota Park. Administrative Assistant Batchelder stated that last summer the City had allowed Mend -Eagan baseball to play tournaments at Mendakota Park and had experienced some problems with foul balls and injuries. He stated this raised the question of whether the City would provide safety netting at Mendakota Park or limit the use of Mendakota Park to softball only. Batchelder stated the netting issue raised questions of cost, aesthetics and use of the softball complex. Commissioner Spicer stated Mendakota Park is an extremely Parks and Recreation Commission September 14, 1993 Page 3 popular park with the parents whose children are involved in the Mend -Eagan program. Spicer felt that if the City of Mendota Heights attempted to limit the use of play at Mendakota Park to adult softball that we would be inundated with calls from upset parents. Recreation Programmer Morgan described the changes involved in the resolution regarding field preparation work and payment by user groups for field preparation work. Morgan stated the City had incurred additional overtime expense with weekend preparation of the fields for tournaments that had occurred this summer. She stated she is proposing that all user groups would pay a $25 per field fee for field preparation work including Mend -Eagan Athletic Association. Morgan stated this charge is only proposed for weekend field preparation. The Commission discussed the use of seasonal part timers, regular park crews and other options for providing a level of quality service for field preparation during weekend tournaments. The Commission directed staff to prepare language stating field preparation on the weekends during tournaments would be negotiated on a case -by -case basis for field preparation fees. The Commission felt this would allow different user groups to receive the level of service they would desire during a weekend tournament. The Commission directed staff to come up with a consistent cost factor that would apply for field preparation services during the weekend. Commissioner Libra stated Mend -Eagan is a totally volunteer group and that the people in charge of the different programs are continually answering phones day or night handling resident's requests for little league services. Libra stated Mend -Eagan does an admirable job in providing community services and a feeder system to all the high schools in the area. He stated that he feels the City should recognize the service provided by Mend -Eagan Athletic Association and that they should take care of the fields for this group who is essentially providing City services. Commissioner Libra inquired about the soccer field fees and if Sibley Sting would be included as a resident user group. Morgan stated that Sibley Sting is considered a resident group as they have many Mendota Heights children in their organization. Libra suggested the Policy should specifically state that Sibley Sting and Sibley Fast Pitch are resident user groups. Parka and Recreation Commission September 14, 1993 Page 4 Commissioner Kleinglass inquired about the clause for reserving ice rinks. Morgan stated the Policy would allow residents to reserve the ice rink for free and that non resident groups would pay a fee of $20 per site, per hour for rental. Commissioner Kleinglass inquired of the Commission if they felt that ice rinks should be allowed to be reserved at all. He stated kids are in school Monday through Friday and that they use the ice rinks on the weekends and felt that the ice rinks should not be reserved over the weekend. Vice Chair Spicer proposed that the rinks be open on a first come, first served basis Noon to 6:00 P.M. on weekends. The Commission discussed the hours of ice rink operation. The Commission directed staff to prepare language in the proposed resolution that no reservations of ice rinks would be allowed on Saturday and Sunday between Noon and 6:00 P.M. The Commission discussed incorporating a priority system for reservations of ballfields and park facilities. The Commission felt this priority system should have a deadline for making reservation requests and that after the deadline it would be on a first come, first served basis. They felt this would allow community groups to have first priority at the use and reservation of the City field system. The Commission directed staff to incorporate the suggestions and revisions at tonight's meeting into a draft Park Reservation Policy for the October Parks and Recreation Commission meeting. The Commission discussed the use of Independent School District No. 197's gyms. Recreation Programmer Morgan explained that she had attempted to reserve gym space for Fall basketball and volleyball programs and had only been able to be accommodated for one night a week in Mendota Elementary School. Morgan stated that West St. Paul has significant gym time in the Independent School District 197 facilities. She stated she is unsure at this time what demand there is in Mendota Heights for basketball and volleyball leagues but that she felt the City should begin discussions with the School District regarding use of the gym facilities. Vice Chair Spicer stated the School District had requested Mend -Eagan to consider sponsoring youth volleyball. Administrative Assistant Batchelder stated the City Council had recently held their target issue workshop in August and had listed as a high priority item for 1994 the discussion of park vision and park philosophy. Batchelder stated the City Parka and Recreation Commission September 14, 1993 Page 5 Council had directed the Parks Commission to explore the three funding mechanisms that pay for park use and park systems and that includes the General Fund, Special Park Fund and Referendum Fund. Batchelder stated this discussion should include where the City should proceed in the future now that the referendum is essentially complete, the level of recreation programming that should be provided in the City, the relationship between Mend -Eagan Athletic Association and the City of Mendota Heights and possible revisions to the Park Dedication Policy. Batchelder stated City Council had been made aware of many park issues due to the recent discussion on the capital improvements planning. Batchelder stated this 1994 priority issue should dovetail nicely out of the Parks Commission's work on the capital improvement plan. Batchelder stated the Commission was already beginning to consider these significant issues such as the purpose and intent of the Special Park Fund and how to begin planning for upkeep and maintenance of the park system. The Commission discussed what they hope the final product will be from the capital improvement planning for the park system. Batchelder stated staffs intent was to examine every park for infrastructure, replacement and new facility needs and then to have the Commission discuss funding sources, priority and time schedule for completion, so that all of this information could be placed in a plan that allows the City to prepare for the future. Parks Project Manager Kullander presented an analysis of Ivy and Wentworth Parks. The Commission discussed the mandate to implement American's with Disability Act (ADA) requirements. Kullander stated the City needed a plan to bring existing play equipment up to ADA standards. Kullander stated that at the time of the referendum the City had updated all of the play equipment in each park to its existing conditions. Commissioner Libra inquired what types of modifications needed to be made to the play equipment. Parks Project Manager Kullander stated that the required improvements would be paved, level, access paths to equipment, transfer platform and grab bars to existing equipment and the addition of special play components suitable for the physically challenged to provide play experiences similar to those already provided for non -handicap children. Libra inquired which parks currently conform to ADA standards. Kullander stated Kensington and Mendakota Parks conform to the ADA standards. Parks and Recreation Commission September 14, 1993 Page 6 Vice Chair Spicer inquired if the City has decided on a legal basis, from the City Attorney, that every park has to meet all ADA standards. Kullander stated it was his understanding that the City needs to have a plan in place for every park. Spicer inquired where the money comes from to upgrade every park and if there have been any calls from handicap users groups requesting additional playground modifications. Kullander responded that the only request he is aware of was for a curb cut for a wheelchair on Mendota Heights Road. Vice Chair Spicer stated if each play equipment was updated according to the costs proposed on the schedule that we are looking at a $50,000 cost for eight parks. Commissioner Libra concurred with Vice Chair Spicer and stated the City Attorneys opinion may be necessary to find out what level of standards needs to be met in order to comply with the new law. Libra inquired if it is necessary to bring each tennis court and every skating facility up to ADA standards when there may not be any physically disabled people to use them. He stated his understanding of the ADA requirements was that public agencies should discuss with local handicap groups or organizations and what their needs are and what would be considered sufficient access. Libra stated his understanding of the law was that there was a test of reasonability to provide ADA updates. Parks Project Manager Kullander stated that the City is obligated to come up with a plan and it must be able to demonstrate that the improvements for ADA standards are in the plan. Vice Chair Spicer stated he feels a legal opinion is necessary and that it should review whether the City has to modify all equipment. Commissioner Linnell stated that he thought the City does have to meet that requirement. Linnell stated the time period is the real question and that the updates can be included in a plan but that the real question is when you are going to do it. Vice Chair Spicer stated that he does not want to deny access to anyone but for instance with tennis courts maybe only one or two need to be modified if there are only ten users in the community that desire access. The Commission discussed relocating Wentworth and Ivy Park warming houses. Parks Project Manager Kullander stated the park crews want to switch the Wentworth and Ivy Park warming houses due to the fact that the Ivy warming house is larger and gets very little skating use whereas the Wentworth Park warming house is rather small and there is a heavy use at that park. Kullander stated that switching the warming houses would also provide an opportunity to install the ramps required for ADA, Kullander stated the ramps would be needed Parks and Recreation Commission September 14, 1993 Page 7 if Summer uses of the warming houses begin to occur, for instance with arts or crafts in the park or other activities that may be ongoing in the warming houses during the Summer. Commissioner Spicer inquired if staff was going to propose to close the Ivy Park skating rink. Spicer stated that if this is true maybe we should just move the Ivy warming house to Wentworth Park. Recreation Programmer Morgan stated staff does not have plans to remove the ice rink at Ivy Hills but the question is do we need to staff the Ivy Park warming house. Morgan stated the City could still provide the ice surface, however it is hard to justify the salary of rink attendants staffing the Ivy Park warming house when statistics show that on average only two skaters per day use this ice rink. Morgan stated another question that might be addressed by the Commission would be is there a better location for an ice rink. The Commission discussed the use of Ivy Park ice rink. Commissioner Norton moved that the ice surface at Ivy Park be maintained but that the warming house should be closed. Vice Chair Spicer seconded the motion. Commissioner Kleinglass inquired if it might be appropriate to have an ice attendant on weekends at Ivy Park. He agreed that it is not necessary to staff the Ivy Park warming house at a high level but there may be appropriate times when the warming house is needed. Commissioner Norton withdrew the motion. Commissioner Kleinglass was excused at 8:15 o'clock P.M. The Commission discussed expanding the parking lot at Ivy Park onto the newly acquired park dedication parcel. Commissioner Libra stated he does not feel Ivy Park needs additional parking and that there is not high usage at the a soccer field at Ivy Park. Vice Chair Spicer stated people have always found a place to park when coming to games at Ivy Park and that he does not feel additional parking is needed. The Commission discussed landscaping to define the buffer along the edge of this new dedication and directed Parks Project Manager Kullander to seek volunteer services from Dakota County to plant the new landscaping. The Commission directed this landscape to be grass and low cost, low maintenance bushes. The Commission discussed the open space area owned by the Association adjacent to Ivy Park. Parka and Recreation Commission September 14, 1993 Page 8 The Commission discussed the various scheduled line items for both Ivy and Wentworth Parks. Administrative Assistant Batchelder stated the City Council had approved the construction of the bridge at Valley Park but had laid over the bridges in Wentworth Park for consideration during the capital improvement planning process. Commissioner Linnell stated the City should add some benches near the pond at Ivy Park to the capital improvement schedule. Vice Chair Spicer stated replacement of BBQ grills at Wentworth Park should be considered. The Commission discussed bonfire pits as well. Commissioner Linnell stated that the ADA improvements should be scheduled for the north end parks first because the equipment for persons with disabilities are currently all in the south end of the City. The Commission discussed adding drinking fountains to the neighborhood parks. The Commission discussed the remaining line items for Ivy and Wentworth Parks and directed staff to prepare these two parks on the capital improvements plan. Parks Project Manager Kullander explained that Parks Leadperson Terry Blum is requesting funding to expand the lawn irrigation system at Mendakota Park to cover the grass areas around the play equipment and the entrance area along Mendakota Drive at Dodd Road. The Commission directed staff to place this request on the Parks and Recreation Commission meeting agenda when discussion of Mendakota Park occurs for the capital improvements planning process. SUGGESTIONS RSCSIVED AT THS PARKS CELEBRATION Administrative Assistant Batchelder stated that one of the items requested, concerts in the park, had already been addressed and proposed in the 1994 Budget. Batchelder stated the budget included funding for three concerns in June, July and August. The Commission discussed the suggestions received and directed the next steering committee to consider those related to the celebration. Administrative Assistant Batchelder stated the City Council had approved the construction of the Valley Park bridge at Parka and Recreation Commission September 14, 1993 Page 9 their August 17th meeting. Batchelder stated the City Council wanted to clarify the screening in the south Kensington Park. He explained the screening is only for visual effect for ball players and is not intended to be a sound barrier. Batchelder stated the City had completed its process of recognizing and thanking all of the volunteers who contributed to the park celebration. He stated the 1994 Park Celebration Steering Committee would be formed soon to allow them a full year to do fundraising and planning for next year's celebration. Batchelder stated that Recreation Programmer Morgan would be the chief staff person for this committee and that it was likely that this year we would have a citizen chair. Batchelder stated that the City Recreation Department is currently holding rollerblade lessons including three classes for beginners, intermediates and adult beginners. He stated the safety and nature camps had been very successful this Summer and very popular with parents and children. Parks Project Manager Kullander stated the regrading, filling and reseeding at the Kensington soccer fields has been completed and that bidders are being sought to restore and sod all areas adjacent to the trail. There being no further business, the Parka and Recreation Commission adjourned at 8:55 o'clock P.M. Respectfully submitted, Kevin Batchelder Administrative Assistant