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1991-06-11 Parks and Rec Comm MinutesCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION DUNE 11, 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, nv9 Page 2 Commissioner Hunter stated that he did not feel it was the City's obligation or right to force a path through private lots. Hunter inquired if the neighborhood had approached any of their neighbors about trail easements. Batchelder stated that it was the City who purchased the trail easements and it would be City staff's responsibility to contact property owners where trail possibilities existed. Batchelder stated that he had pursued only the two options described in the memo, as the other access points were, in the engineering staff's opinion, too steep or difficult to place a trail. Batchelder stated that homeowners were not contacted about easement purchases in areas that he and the City engineer felt were not feasible. He stated that a site visit had been made to the whole area and that staff did not recommend trails between houses in the James Road/James Court area. He stated that homes in that area were close together and that there would be too much impact on mature landscaping and privacy. Commissioner Katz arrived at 7:20 o'clock p.m. Commissioner Damberg suggested that staff pursue easement options with the owners of Lots 6 and 7 along Douglas Road, thereby avoiding the need to cross the Overlook Condominium Association's property. Batchelder stated that those lots had been looked at during the site visit and the property owners had not been contacted because it was felt to be too intrusive to take the trail through these properties. Commissioner Damberg requested that these homeowners be contacted, that they may be in favor of the City purchasing a trail easement through their lots. Commissioner Kleinglass inquired about the perceived level of traffic a trail in this location would receive. Kullander responded that the Mayfield Heights neighborhood would use it and any walkers from the Lilydale condos and apartments that currently use Lexington and Victoria could be potential users. The Parks and Recreation Commission reached a consensus that they would not recommend that City Council pursue any option that would require condemnation for the purpose of trail easements. Chair Huber directed staff to pursue trail easements along Douglas and James Roads and report back to the neighborhood representatives. June 11, 1991 Page 3 THE ROLE OF THE PARK COMMISSION 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 4 often receives calls at home from residents regarding park maintenance policies and also with questions about recreation programs. Huber inquired about current park maintenance service levels. Kullander responded that it has been a tough year for the parks crews to keep up with the cutting of the grass, that they have just recently caught up with the work after having to mow about once every three days because of the rain. Kullander stated that other maintenance items suffer when the grass work is so concentrated. Kullander stated the new mower is definitely helping the parks crews, but that they need more manpower and that there will be more fields next year. Chair Huber stated that Mend -Eagan fulfills most of the City's recreation needs. He inquired what the Commission felt about advocating for more City funded recreation programs. Commissioner Katz stated that this is an area for leadership from the Parks Commission. Katz stated that with more demand for recreation programs there will be a need for coordination, scheduling and monitoring programs that the City will have to be responsible for. The Commission discussed community cooperation with neighboring community's recreation departments, Independent School District and Mend - Eagan. Chair Huber stated that the City should provide for recreational programs that are in Mendota Heights for our residents, for instance softball and other programs that use our facilities. Huber stated that the community cooperation type items would be for items outside Mendota Heights such as ski trips that the City could co-sponsor with West St. Paul. Commissioner Katz stated the City should participate in shared programs if it benefits our residents. Commissioner Damberg stated that when our fields and facilities come on line the City will have to provide recreation programming. Damberg stated that sharing programs with other communities was fine and that the City should begin discussions with other organizations. One option discussed was the City paying the tab when our residents pay a non-resident fee to participate in recreation programs outside Mendota Heights, or co- sponsoring the programs if our residents show an interest or demand. AYES: 6 NAYS: 0 June 11, nn 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. 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 PARR AYES: NAYS: item list for recommendation AND POLICIES June 11, 1991 Page 6, 1991 the July meeting for review and to City Council. revise of Batchelder stated that this is Parks Commission has been discussions for some time, Comprehensive Park Plan, a updated Park Ordinance and rev park policies that are needed parks system. Batchelder st included the current park ordi packet to let the Commission books as far as enforce Batchelder stated that what may in need is to consider park po maintenance, use, administration the growing park system. Batche the coming months he planned Commission reviewing our oper revision or affirmation, list needed, draft them for approval complete address the need fo an item that the referring to in whether it be a more complete and or additional with the growing ated that he had nances in tonight's see what is on the able regulations. be more immediate licies that govern and monitoring of lder stated that in to have the Parks ating policies for the new policies and after this is r an updated Park Ordinance. He stated when this pro e should have a clear set is complete wpolicies for the parks in one complete document. Batchelder stated that later in tonight's agenda a policy item was being considered, the leasing policy for the Mendakota Concession Area. He stated there is a need for many such new policies, or to consider the appropriateness of old policies. The Commission reviewed the Park Ordinances. Chair Huber stated that he felt the Ordinance banning skateboards in all public and private properties was a little too strict. Huber pointed out that the Park Ordinance contains a clause that prohibits horses from using a park or trail. Kullander stated that the staff receives numerous complaints about horse droppings on the trails. Commissioner Katz felt this should be enforced but not with more signs. Commissioner Katz moved that the City should begin to enforce the prohibition of horses on trails and in the parks. Commissioner Lundeen seconded the motion. 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. SIBLEY PARK 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. MENDAKOTA PARK 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 June 11, 1991 Page 8 the Recreation Fund. Chair Huber agreed, stating that the City can't walk away from revenue, that the City will have to be effective with use of the concessions, that there is a real interest in City property. Commissioner Katz stated that civic groups should have to lease also. Commissioner Kleinglass moved to request that staff draft a Request for Proposal, with our terms and conditions, for leasing the Mendakota concessions so the Park Commission can review it and recommend for approval to City Council followed by advertising to civic groups and private organizations. Commissioner Damberg seconded the motion. AYES: NAYS: NEIGHBORHOOD PARK IMPROVEMENTS VERBAL UPDATES Parks Project Manager Kullander reviewed improvements to Wentworth, Valley, Marie and Valley View Heights Parks that were part of the 1989 referendum that had not been completed yet. Kullander stated that these included a backstop hood at Wentworth Park, top dressing at the fields at Marie and Valley parks, and benches, trash receptacles and amenities at Valley View Heights park. Kullander stated these projects are estimated at $4,250. The Commission approved 6-0 that the City seek bids for approval by City Council on these neighborhood park improvement items. Chair Huber stated that Councilmember Jill Smith had contacted him with concerns about the basketball court in Hagstrom King Park. Kullander stated that staff had visited the site and that a bid had been received from a contractor to fix the soil levels and grade around the basketball court and the trail. Also, Kullander stated, the landscaping would be addressed at the intersection of the trail and Watersedge Road, Commissioner Spicer arrived at 9 o'clock p.m. Chair Huber inquired if the post on the basketball AYES: 7 NAYS: 0 June 11, 1991 Page 9 our 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 ADJOURN June 11, 1991 Page 10 block work was complete, the carpenters would soon be working on the roof, the backstop poles were in, the curbing was expected soon and the play equipment was ordered and expected to be installed in late July. The Commission discussed a dedication ceremony and celebration for next Spring. Commission Chair Huber thanked all the Parks Commissioners for reaffirming their commitment to serve on the commission. He stated he was happy not to lose any commissioners as he values their diverse and thoughtful contributions. Huber stated that the Parks Commission often seems to have only 7-0 votes, but that that is usually a function of consensus achieved after much discussion. Huber stated that the different points of view and the participation has made the Parks Commission an effective body. There being no further business the Commission adjourned at 9:35 o'clock p.m. Respectfully submitted, Kevin Batchelder, Administrative Assistant