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1991-05-14 Parks and Rec Comm MinutesCITY OF MENDOTA HEIGHTS DAKOTA COUNTYr MINNESOTA PARKS AND RECREATION COMMISSION MAY 14, 1991 The regular meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, May 14, 1991, in the City Hall Conference Room, 1101 Victoria Curve. Chair John Huber called the meeting to order at 7:15 p.m. o'clock p.m. The following members were present: Huber. Commissioners Kleinglass, Katz, Damberg and Hunter were excused. Commissioners Lundeen and Spicer were absent. Staff members present were Parks Project Manager Guy Kullander and Administrative Assistant Kevin Batchelder. APPROVAL OF MINUTES Chair John Huber stated that no formal action could be taken tonight due to lack of a quorum. Huber stated that he was disappointed in the attendance of the Parks Commission, especially as tonight's agenda had quite a number of action items for recommendations to City Council. Batchelder stated that some action items would proceed to City Council without a recommendation because of time constraints, others would be held over. The April 9, 1991 minutes were held over until the June meeting. HAYFIELD HEIGHTS TRAIL LINK Ms. Judith Phillips, of Mayfield Heights neighborhood, was present to inquire about staff progress on exploring trail options for the Mayfield Heights neighborhood. Batchelder stated that he and James Danielson, Public Works Director, had identified a trail section from Mayfield Heights through the City holding pond, through Overlook Condominiums, through a single family lot to Douglas Road as being the next best feasible option after the original attempt. Batchelder stated that he had made a proposal and presentation to the Overlook Condominium Homeowner's Association on Friday evening about acquiring trail easements through their property. Batchelder stated that they had thanked him for the proposal and stated they would consider it. Batchelder stated that it did not appear hopeful, but that the Overlook Association would be contacting him and that a response in writing would be forthcoming. Ms. Phillips inquired what would happen next if this option is not feasible. Batchelder stated that staff would look at other trail possibilities and bring it to the June Parks Commission meeting. ADOPT -A -PARK Batchelder stated that Gopher State One Call Service had continued working with the City to adopt a park for a cleanup. Batchelder stated that the documents included in the agenda packet were the proposed permit registration, the terms and conditions between the City and adopting organizations, a safety tips brochure and details on coordinating with the Parks Leadperson. Batchelder stated that this program had been worked out after staff had been contacted by Gopher State one Call Service about their interest in a park clean up. Chair Huber stated that the Parks Commission had expressed their enthusiasm at the last meeting and had directed staff to put together a program. Batchelder stated that Gopher State One Call Service was conducting a park cleanup in Roger's Lake Park on Saturday, May 18, in order to get started before foliage becomes too thick. He stated they desired to do this even if the City does not approve the program. Chair Huber stated he felt this was a good program and encouraged City/Community cooperation. Huber stated that the signs and trash bags could be funded out of the Special Parks fund this year and during the 1992 budget process in could be attempted to be placed in park maintenance. Huber concurred that staff should proceed to the Council on May 21 with this request. MENDAKOTA PARK VENDORS LEASE PROPOSAL Kullander introduced a proposed contract for operating the concessions at the new Mendakota Park comfort station that he had received from Gene and Harriet Will, of Mendota Heights. Kullander stated that the Parks Commission and the City Council would need to determine what level of operation, rental and leasing was appropriate for the concession stand. He stated that he had informed the Will's that the City would need to consider a policy for operation of the concessions before they could consider a lease. Kullander stated that any lease would have to go through a public Request for Proposal bidding, should it be determined that leasing the concessions is appropriate. Huber inquired about options other than leasing. Kullander stated that the options were: 1) leasing to a sole, exclusive vendor under a contract; 2) City operation with employees and an inventory; 3) allowing civic groups, such as Mend -Eagan or the Fire Department, to rent for given occasions; 4) a simple reservation and check out the key program. Kullander stated that he felt a contract situation would be the easiest to supervise. Huber referred this discussion until the June meeting. CHANGE ORDERS TO MENDAKOTA CONTRACT Kullander stated that he was presenting two change orders for consideration. First, he stated was the need for a three compartment sink at the comfort station, and, second, was the reconsideration of a drinking fountain at the picnic pavilion. Kullander stated that the State Health Inspectors would insist on the three compartment sink if the concessions area operates on a regular basis with the ability to sell more than canned pop, wrapped candy and bagged chips, for example hot dogs, sno- cones and popcorn. Kullander stated that he had received a quote of $700 for the sink plus installation. He was seeking direction to prepare the necessary change order documents for City Council approval. Chair Huber inquired if this could wait until the June meeting. Kullander responded that the plumber would be working there next week. Huber directed Kullander to proceed to City Council. Kullander stated that the second change order involved the reconsideration of the second drinking fountain to be located at the picnic pavilion/band shell area. Kullander stated that this would serve the people using the picnic area and the children on the play equipment. He stated there would also be a hose bib for the parks maintenance crews. Kullander stated this was considered once before at a time prior to the low bids that were received and costs were being trimmed. He estimated the cost at $21500. Huber directed staff to proceed to City Council for approval with direction that the fountain and installation not exceed $2,500. POLICE DEPARTMENT REQUEST Kullander presented a request for $1,000 of funding to provide the Police Department with three bicycles for the purpose of patrolling the bicycle trails in the City. Kullander stated that Police Chief Delmont had raised the possibility of the Parks Fund providing the funds for this item. Chair Huber stated that he felt this should proceed through the 1992 budgeting process. He stated that he felt that if this was an enforcement issue it should be considered in the Police department budget. Huber stated that he had received comments from the neighborhoods about kids on mini -bikes on the trails. He stated he felt a park and trails patrol was worth serious consideration. SIBLEY FIELD USE PLAY EQUIPMENT MENDAKOTA PARK Chair John Huber stated he had placed this on the agenda out of a concern about using the Sibley fields too early before the grass is established. Kullander reported that the contractor still had to provide soil and seeding work before the final payment. He stated that after the City has determined that the fields are ready for use then the School District takes over the scheduling under the terms of the contract. Kullander stated that Sibley will maintain the fields and that he knows the athletic department is concerned about the health of the fields too, and that they consider these prime fields. Huber stated he is concerned for the soccer field which tend to get heavy cleat wear and tear. Huber directed staff to present a summary of the Sibley Park Joint Powers Agreement to the Park Commission at the June meeting, for informational purposes. Kullander presented the comparisons he had prepared on the three play equipment proposals the Commission had received at the April meeting. Kullander stated it was his opinion that Earl Anderson Co. had superior quality materials, construction, design and safety features. He stated that Earl Anderson Co. was the only proposal that has demonstrated experience in the construction of handicapped accessible play equipment. Kullander stated that Value Recreation had heavy duty materials. He stated that each proposal had roughly equivalent numbers of play events, while Flanigan Sales had more decking. Kullander stated that he had visited sites of each vendor and that Value and Flanigan site visits showed an inferior product. He stated that his site visits to Earl Anderson equipment had shown a need to change the original design and add components that were the "most sought after" by children observed using the equipment. Kullander stated that Earl Anderson Co. used aluminum pole products so that rust was not a problem as it would be with the other two vendors. Kullander stated that Anderson is locally supplied. Chair Huber stated that Earl Anderson Co. had a good track record with last years play equipment construction and that it would take an evidently superior proposal to outbid them. Huber stated he felt Anderson's bid supplied the City with the best all around product. Kullander stated that he had scheduled this item for City Council consideration on May 21 and that he would work with Earl Anderson and Company to add some additional components before the bid details are finalized. THE ROLE OF THE PARK COMMISSION Chair Huber continued this item until the June meeting. Batchelder stated that the Mendakota Estates neighborhood, through their representative Keith Heaver, had decided not pursue the tennis court they had originally desired to have constructed as part of the City park construction. Batchelder stated that Mr. Heaver had indicated that the neighborhood may wish to consider this in the future when there are more neighbors to help spread the cost of the construction. Batchelder stated that City Administrator Tom Lawell had met with ISD-197 Superintendent Bruce Anderson about providing backstops and benches for the ballfields at the schools. Batchelder stated that it was the City's intention to consider providing these amenities at Mendota and Somerset elementary schools but that the school district was interested in additional sites at Sibley. He stated that the school district would be putting a request together and presenting it to the City. Kullander provided a description of the Sibley touch ups and the construction status of the 1990 projects in the neighborhood parks and trails. Kullander described the progress at Mendakota Park. Kullander stated he had been contacted by a soccer group from West St. Paul/Mendota Heights outside of Mend -Eagan who decried the City's undersized soccer fields. He stated this organization claimed 500 soccer players and that they desired larger soccer fields. Kullander stated he had advised them to submit their concerns in writing and that they would be contacted when the SE Area park is developed. Batchelder stated that he had been contacted by the Senior Tennis Association who again wished to reserve Valley Park tennis courts in the mornings on Tuesday and Wednesday. Batchelder stated that the City had a sign from last year and that staff would authorize the reservation. ADJOURN There being no further business, the meeting was concluded at 8:20 o'clock p.m.