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1990-12-11 Parks and Rec Comm MinutesCITY OF MENDOTA HEIGHTS DAKOTA COUNTYr MINNESOTA PARKS AND RECREATION COMMISSION MINUTES DECEMBER ilr 1990 The regular meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday December 11, 1990 in the City Hall Conference Room, 1101 Victoria Curve. Chair John Huber called the meeting to order at 7:00 o'clock p.m. The following members were present: Huber, Kleinglass, Damberg, Hunter and Lundeen. Katz and Spicer were excused. Councilmember Jan Blesener was present as an invited guest. Staff members present were Parks Project Manager Guy Kullander, Administrative Assistant Kevin Batchelder, Parks Leadperson Terry Blum and Parks Maintenance Worker Mike Mackzo. Barry Warner, of Barton-Aschman, was present. Residents present were Keith Heaver, Jamie Lerbs, Tom Shields, Randy McNamara and Jim Kilburg. MINUTES Commissioner Hunter moved approval of the November 13, 1990 and the November 27, 1990 Parks and Recreation minutes. Commissioner Damberg seconded. AYES: NAYS: Chair John Huber explained that Barry Warner, of Barton-Aschman, had revised plans to present based on recent discussions with the Parks and Recreation Commission, City Council, department heads and other staff. Huber introduced Mr. Warner to everyone present. Mr. Warner explained the site conditions, constraints and opportunities for those present. Mr. Warner stated that the Parks and Recreation Commission had reviewed four concepts, recommended one concept to City Council, who had provided direction and suggestions. Mr. Warner stated that he had then met with staff, including public safety and engineering, for further review and that the plan he was presenting tonight is a result of all this input. Mr. Warner stated that Keith Heaver, a developer in Mendakota was present and that a potential tennis court dedication might be a part of this plan. Mr. Warner stated that during the staff review the Police Chief had suggested that no on -street parking be allowed. Mr. Warner stated that this would mean more parking lot costs and that the area for free skating would be impinged. Mr. Warner stated that parks staff felt this was not a good location for free skating and that it might not get much use. Mr. Warner stated that City Council had suggested a park with more community and seasonal uses with areas designed for civic uses. He stated that Council desired to see the play structure more centrally located and also desired to see the pinwheel design opened to allow more space between fields. Barry Warner highlighted the panel drawing that had been prepared based on all the input, as follows: 1. 156 space parking lot (based on 30-40 lots per field) 2. Central area emphasis - trail system connects here, picnic shelter area, play structure area, future band shell area, near parking and ballfields 3. Four softball fields with equidistance pinwheel layout 4. Eastern fields are 280' in center, 275' down the lines, western fields are all at 275' 5. Ample warm up areas 6. Comfort station with bathrooms and concessions at center of pinwheel 7. Asphalt surface at center of pinwheels 8. The neighborhood area at west end of park has 45' by 100' hard court with hoops at each end, volleyball area, play equipment and optional tennis court that is dependent on a dedication by developer 9. Landscaping with sign at Dodd and Mendakota with area for possible use by garden club 10. Two entrances at parking lot with circulation designed to allow a drop off area, plantings in parking lot islands 11. Possible trail loop around southern end of park with exercise stations 12. Fencing and trail along Dodd Road 13. Bleachers - fixed or portable Mr. Warner explained the dimensions of the design layout and utility service. Councilmember Blesener stated that the revised plan did a good job of addressing the suggestions given by Council and staff. She stated that she had a concern about foul balls around the concessions/comfort station and felt this could be moved to the community area by the parking lot. She inquired if the plan envisioned scoreboards for the future. Jim Kilburg stated that foul balls were not a concern with slo- pitch softball and the type of backstops being used. He felt that the concessions/comfort station should be kept in the middle to accommodate softball players, their families and friends. He stated that spectators should be of primary concern and that the comfort station building should provide a second level balcony building. He distributed pictures of such a structure used at the Eagan softball complex. The central, civic oriented area was discussed by the Commission. This discussion included a review of the picnic shelter area and the ability to scatter picnic tables throughout the park, the location of the drop off area in the parking lot, and the fact that a master plan would include areas for future uses that would not be built now such as the band shell. The distances of outfield fences were discussed and found to be adequate. The softball players present felt that the side fences on the fields were not necessary. Everyone concurred that the fence along Dodd Road was necessary. Lights for the playing fields were discussed. Barry Warner stated that this design would be able to accommodate lights in the future, that the ballfield layout is very adaptable to lighting. He stated there would be no significant cost savings by anticipating these improvements now and roughing them in. Councilmember Blesener directed staff to research the NSP CUP approval to see if they have fulfilled all required landscape screening that their approval may have been conditioned on. She stated that the community should be made aware that the master plan for this park includes the possibility of lighting the softball fields for nighttime use. Commissioner Lundeen stated that it would be necessary for the City of Mendota Heights to grow into full capacity use of the fields and the resultant need to light the fields. MENDAKOTA PARK COSTS Barry Warner presented his preliminary cost estimates for the preferred design. He stated that without the optional add on items and with a 5% contingency that the preliminary estimate for construction is $784,590. Mr. Warner stated that this estimate is preliminary until it is engineered and that the estimates are based on recent bidding conducted by his firm and our experience with the Sibley facility. Mr. Warner went through each line item. He stated that the major variables are the cost of the parking lot, the excavation and grading work. AYES: 5 NAYS: 0 4M:FMSi1:7-9 Possible cuts in the line items for the preliminary estimate were discussed. An option that was considered was to provide a design for all the parking but not to build the whole lot now. Elimination of the side fences for softball was concurred on. Building the trail along Dodd Road inside the fence instead of having two trails (one on each side of the fence) was considered and Barry Warner was directed to consider this in the design. Chair Huber inquired if the Parks and Recreation Commission felt that the whole parking lot should be built now. They were unanimous that the 156 space lot should be built now and not in stages. The Commission felt a trail loop around the south . edge of the park should be added The overall funding of the referendum was discussed in order to reference the funds available for this project at its estimated cost. Councilmember Blesener stated that the Second Issue question of $700,000 was intended for two purposes, $350,000 for future land acquisition and $350,000 for construction of the third ballfield site. She stated that it appeared that the third site would be whatever dedication may happen with the Kensington project, and that monies originally intended for Kensington should be used for the second ballfield site, or Mendakota Park. After the discussion of in the referendum, the plan, as presented with within budget limits for to be completed. ilable funds avaremaining Commission felt that the the cost estimates, was all future work remaining Commissioner Kleinglass motioned that the plan, with suggested refinements at the estimated cost, be recommended for approval by City Council so that final plans and specifications may be ordered. Commissioner Lundeen seconded the motion. Chair John Huber explained the staff memo that detailed the cost of production for a city wide trail map to be mailed to residents in the Spring. He stated the staff estimated the cost to be $3,100. Commissioner Hunter moved to recommend that City Council approve $3,100 from the Recreation Management Contingency line item for the production and mailing of the City Trail Map. Commissioner Kleinglass seconded the motion. AYES: NAYS: PRIORITY ITEMS FOR 1991 Parks Project Manager Guy Kullander presented a list of projects for completion in the near future in order to discuss priorities. He stated staff desired to know the Commission's emphasis on certain projects and if there were other projects they may wish to add to the list. The list consists of the following projects (in no particular order of priority): ADJOURN 1. Park Ordinances, Rules and Regulations 2. Mayfield Heights Trail section 3. Neighborhood park improvements in response to requests. 4. Trail maps 5. 1991 Construction besides Mendakota Park 6. Sign System for Trails and Parks. 7. Scheduling System for Parks and Facilities. 8. Maintenance policies. 9. Long Range planning. 10. Others. These items were discussed for staffs benefit and direction. Administrative Assistant Batchelder stated that the process for revising and updating the various park ordinances in one complete and current Park Ordinance involves research, community input, risk management assessment, public safety input, maintenance policy review, Commission review, legal review and, finally, public hearings and City Council approval, all of which needs careful consideration. There being no further business, the Parks and Recreation Commission adjourned the meeting at 9:10 o'clock p.m. Respectfully submitted, Kevin Batchel� Administrativ it