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1992-08-11 Parks and Rec Comm MinutesCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATYON COMMISSION MINUTES AUGUST 11, 1992 The regular meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, August 11, 1992, in the City Hall Large Conference Room, 1101 Victoria Curve. The meeting was called to order at 7:03 o'clock P.M. The following members were present: Huber, Spicer, Kleinglass and Damberg. Commissioners Hunter and Katz informed the Commission they would be late. Commission Norton was excused. Also present were Parks Project Manager Guy Kullander and Administrative Assistant Kevin Batchelder. Guests in the audience included Bob Doffing, Judy Milberry, Heather Ashley, Carol Kiemele, David Hornek and Amy Rothbauer. Commissioner Damberg moved approval of the July 14, 1992 Minutes. Commissioner Kleinglass seconded the motion. AYES: 4 NAYS: 0 NEW COMMISSIONER Administrative Assistant Batchelder explained that the City Council at their previous meeting had selected Ann Norton to fill the vacant seat created by the resignation of Michael Lundeen. Batchelder stated Ms. Norton lives at 1600 Diane Road and has been a resident of the City for approximately 1 1/2 years. He explained that Ms. Norton is employed as a Judicial Referee for Ramsey County and brings enthusiasm and energy to the Parks Commission. Batchelder stated Ms. Norton informed staff that she would not be present for the meeting as she would be on vacation. Commissioners Hunter and Katz arrived at 7: 15 o'clock P.M. MENDOTA SCHOOL PLAY EQUIPMENT Chair Huber introduced this item as a carryover from July. Administrative Assistant Batchelder stated City Administrator Tom Lawell had sent Dr. Bruce Anderson a letter requesting that the School District consider participating in a project with the Parents -Teacher Association (PTA) to install and upgrade play equipment at Mendota Elementary School. Batchelder stated the School District was being asked to consider funding commitments for bringing the Mendota School playground equipment up to the standards of the ADA, at a cost not to exceed $7,789. Batchelder stated the letter asks the School District to also consider entering into a Letter of Agreement with the City to provide a guaranteed right of access to the equipment during non -school hours. Batchelder read into the record a letter of response from Dr. Anderson to Administrator Lawell in which the School District agreed to enter into an Agreement with the City to fund ADA upgrades and to guarantee access during non - school hours. The Parks and Recreation Commission inquired what sources of funding would be available for the City's portion of this project. Batchelder stated there are two sources of money: the Parks Referendum and the Special Parks Fund. Batchelder stated this item was not specifically advertised in the Referendum funding and that it might be more appropriate to be paid for out of the Special Parks Fund. The Commission agreed. The Commission discussed the play equipment at Somerset School. Commissioner Spicer stated he feels it is in the City's best interest to cooperate with Independent School No. 197 regarding the installation of playground equipment at Mendota School. Commissioner Damberg stated that at the previous meeting she had felt the School District should commit to this action first. Mr. Bob Doffing stated that at that time the School Board was not aware of the PTA's action and that when they became aware was the basis for Dr. Anderson's letter to the City. Ms. Judy Milberry stated she felt it is wonderful for the City to cooperate with the Parent Teacher's Association and Independent School District No. 197. She stated there are a lot of families that use this facility during all games at Mendota School and that this area receives frequent neighborhood use. The Commission discussed liability insurance. Parks Project Manager Kullander stated the School District will provide liability insurance because the play equipment is on their property. Kullander also stated that proper installation of the equipment by the City's contractor would also provide liability coverage. Commissioner Spicer moved that the City of Mendota Heights provide $6,924 from the Special Parks Fund for the installation of five new component groups paid for by the Parent -Teacher's Association contingent on the Independent School District No. 197 providing $7,789 to bring the playground equipment up to the standards of the ADA and contingent on the School District entering into a Letter of Agreement with the City of Mendota Heights providing a guaranteed right of access to the equipment during non -school hours. Commissioner Katz seconded the motion. Chair Huber stated it should be recognized that the City is participating in the funding of this installation only because the PTA has raised the majority of the funds to pay for the play equipment and that he would like to make it clear that the City is helping only with the installation of this equipment. Huber stated he feels that this is important to delineate that the City is not setting a precedent paying for School District play equipment. AYES: 6 NAYS: 0 T4PIN CITIES CELEBRITY SOFTBALL CLASSIC Administrative Assistant Batchelder stated the City has received a request from Matt Blair Celebrity Promotions to conduct the Twin Cities Celebrity Softball Classic at Mendakota Field on June 12, 1993. Batchelder stated the City's new Reservation Policy required that all groups hosting tournaments receive Parks Commission and City Council consideration and approval. Batchelder stated City staff toured the site with Matt Blair Celebrity Promotions to discuss details regarding parking, concessions, seating and access to the fields and that many of these details still need to be worked out. Ms. Amy Rothbauer stated Mendakota Park seemed to be an ideal facility for the Matt Blair Celebrity Softball Classic. She explained the first year the tournament was held at Siefert Field at the University of Minnesota and this year it was held at Tahpah Park in the City Shakopee. She stated in the last two years this organization has raised $172,000 for two different Charities, the D.A.R.E. Program and the Second Harvest Program. S. Rothbauer stated Matt Blair's organization had secured the Airport Hilton as the official hotel for this celebrity softball tournament and that Mendakota Park provided a convenient location as well as an excellent facility for their tournaments. Ms. Rothbauer described the celebrity softball tournament. She stated that professional athletic teams are grouped together with local media celebrities and that they have a softball tournament with the charity going to the winner's City. Ms. Rothbauer explained charity funds go locally as well as nationally. She further stated they would like to make Mendakota Field their home field on an annual basis. She that they expect a crowd of 2,000 and they would be charging admission to raise money for this year's chosen charity which is Cities in Schools. The Commission discussed charges for the use of Mendakota Field and the fact that the City has not yet adopted a tournament policy for this type of use. Ms. Rothbauer stated Matt Blair Celebrity Promotions would provide additional bleachers to seat a larger crowd than is capable at this time. She stated they typically have approximately 250 volunteers to help out with the tournament and that they are considering shuttle buses for people who park at Mendota Plaza. Ms. Rothbauer stated the celebrity softball tournament is an annual charity event and that Matt Blair Celebrity Promotions gets a consulting fee from the charity and a percentage of the gate fee. She stated the first year of the tournament sponsored the D.A.R.E. Program and the second year in the City of Shakopee the Second Harvest Program. Ms. Rothbauer stated Cities in Schools would be this year's charity and that they are involved in dropout prevention programs. She stated this includes an academic program to help make sure disadvantaged youths graduate from high school and that scholarships are also available. Ms. Rothbauer stated that if the Minnesota Celebrity Team won then the charities would be donated to the Minnesota Cities in School Program. Commissioner Spicer stated for the record that Matt Blair is a friend of the Court when they are dealing with disadvantaged kids. The Commission discussed the Cities in Schools Program. Ms. Rothbauer stated currently Farmington has a Cities in Schools Program and Minnesota is currently attempting to expand this charity to other school districts. Ms. Rothbauer stated the funds go to the winning team's area with a percentage going to the local charities. She stated that if Minnesota wins then $15,000 would go to Minnesota to building the Cities in Schools Program. Commissioner Spicer inquired if the Fire Relief Association could operate the concessions on the day of the event. Ms. Rothbauer replied yes. Commissioner Kleinglass stated the Parks budget should receive rent from the Fire Department to operate the concessions. Commissioner Katz disagreed. Ms. Rothbauer stated Matt Blair Celebrity Promotions would provide a $1 million liability policy. Administrative Assistant Batchelder stated while the City staff has toured the site with Matt Blair Celebrity Promotions there are many details that need to be worked out regarding parking, bathrooms, VIP tent space, electricity, concessions, use of multi fields, ability to secure access and public seating. The Parks and Recreation Commission discussed charity events verses profit making events in the use of the City's softball fields for tournaments by external organizations. Commissioner Kleinglass stated the City should be reimbursed for all costs incurred in hosting any softball tournament. Commissioner Spicer stated most Cities operate tournaments on the basis of a reservation fee established for all groups. The Commission discussed the appropriateness of the Matt Blair Celebrity Softball Classics charity fund raising. Commissioner Kleinglass expressed a concern that this softball tournament was a business venture. Commissioner Hunter felt the City should cover any expenses. Commissioner Spicer stated the City should require appropriate fees and a damage deposit. Chair Huber stated the City did not build the fields to bring big groups into our parks. He stated he does not feel the City needs the public relations or the goodwill, however, he feels this would be a good opportunity for the concessions and some of the local business. Chair Huber expressed his concern that this type of event would eat up a lot of staff time. The Commission discussed the use of Mendakota Park by community groups and external groups. Commissioner Damberg stated the City needs a tournament policy to handle these type of events. Commissioner Spicer stated when the City proposed this complex its revenue generation had been discussed. Spicer stated he feels that this one -day event would generate revenue for the City. Commissioner Kleinglass felt a reference check should be made with other host Cities of prior tournaments for Matt Blair Celebrity softball. Chair Huber stated the problem is the City does not have a policy in place for tournaments and we do not know what the fees will be. Huber stated there are too many questions about this event at this time. Commissioner Spicer stated Mendakota Park should be rented out by the City on the weekends with a consistent policy for all groups. Spicer stated this policy should consist of a user fee of $300 to $500, a maintenance fee to cover any time by the City staff involving dragging of fields, a damage deposit and proof of insurance. Chair Huber stated these fields are new and this is really the first request the City has had to rent these fields to an external organization. Huber stated there are some questions on the charitable aspects. Ms. Rothbauer explained Matt Blair's organization takes a fee for sponsorship because it takes them approximately one year to plan this event and their fee covers office staff and time. She stated with last year's donation to Second Harvest only about one percent was taken out for overhead costs by Matt Blair's Celebrity Promotions. Commissioner Spicer explained these fields are brand new in the City and no policy exists at this time for outside usage. Commissioner Spicer moved to recommend that City Council approve the use of Mendakota Park by Matt Blair Celebrity Promotions for the Twin Cities Celebrity Softball Classic on June 12, 1993, contingent on the establishment of a City Policy for outside tournaments that consists of: 1) a user fee of approximately $300 to $500; 2) City maintenance costs are reimbursed; 3) a security or damage deposit be made; 4) proof of insurance be provided. Commissioner Hunter seconded the motion. AYES: 4 NAYS: 1, HUBER ABSTAIN: 1, KLEINGLASS A memorandum from Parks Project Manager Kullander stated the need to remove paper towel dispensers from the Mendakota concession building and replace them with hot air hand dryers. Kullander stated this is due to vandalism with the clogging of toilets from paper towels. Commissioner Ramberg recommended that City Council direct Parks Project Manager Kullander to arrange for the installation of hot air hand dryers at the Mendakota concession building. Commissioner Hunter seconded the motion. AYES: 6 NAYS: 0 LOCKBOX FOR SOFTBALL EQUIPMENT Parks Project Manager Kullander presented a memo stating the need for storing bases and chalk boxes at Mendakota Park. Kullander stated currently the bases and chalk boxes are stored in the mechanical room and Parks Leadperson Terry Blum feels uneasy about letting too many people have access to this room. Kullander stated a lockbox was bought for the Civic Center Park at a cost of $330. Commissioner Katz moved to recommend that the City Council approve the purchase of a lockbox for Mendakota Park. Commissioner Kleinglass seconded the motion. AYES: 6 NAYS: 0 BACKSTOP HOODS Parks Project Manager Kullander explained three softball fields within the City are experiencing problems with foul balls. Kullander stated Friendly Hills, Wentworth and Civic Center Park. Kullander stated at Friendly Hills Park there have been three broken windows of the house nearest the backstop. Kullander stated this item had been brought to his attention by Parks Leadperson Terry Blum and by coaches in Mend -Eagan. Commissioner Spicer stated the City should test the new backstop hoods at just one of the fields to find out if they are effective. Spicer stated the Civic Center site should be the field tested because of the immediate frontage road behind the ballfield is a hazard to children who are chasing foul balls. The Commission discussed backstop hoods at the other sites. Commissioner Spicer moved to recommend that the City Council award the contract for the installation of new backstop hoods at Friendly Hills and at Civic Center Park under the alternate bid design. Commissioner Katz seconded the motion. AYES: 6 NAYS: 0 VISITATION REQUEST TO USE TENNIS COURTS AT ROGER'S LAKE PARK Commissioner Hunter moved to recommend the City Council approve the request to reserve Roger's Lake tennis court for the girl's tennis season for Visitation High School. Commissioner Damberg seconded the motion. AYES: NAYS: REGIONAL TRAIL SYSTEM Administrative Assistant Batchelder explained he had been contacted by Dakota County to seek a resolution by the City of Mendota Heights in support of their regional trail system and, in particular, support for examination of the Soo Line Railroad tracks as an alignment and connection to the regional trail system. Batchelder explained the Soo Line railroad alignment runs from the Coca-Cola plant on Highway 55 north through the Industrial Park where it intersects future Highway 13 and then proceeds along Acacia Cemetery into Mendota. Batchelder stated the Fort Snelling DNR Division is interested in this opportunity to provide a bicycle pedestrian access to Fort Snelling and the State park. Batchelder stated Dakota County is interested in examining this alignment as part of their regional trail system. He stated MnDOT is willing to go along with this project if bicycle path improvements can be included prior to their January bid letting for the road construction of future Highway 13. Commissioner Spicer moved to recommend City Council adopt a resolution supporting the Dakota County Regional Trail System and the examination of this alignment as a possible connection for that trail system. Commissioner Katz seconded the motion. AYES: 5 NAYS: 0 ABSTAIN: 1, HUBER LANDSCAPE SCREENING AT MENDAKOTA PARK Parks Project Manager Kullander provided a presentation of the landscape screening that NSP installed last year on the north wall of their substation at Mendakota Park. Kullander stated that over ten years ago NSP had provided a sound wall on the south and southwest side of their substation as a condition of a variance approval. Kullander stated NSP has provided a good mixture of landscaping on the north side adjacent to Mendakota Park, however, these plantings are young and have not yet matured. Kullander stated even mature plantings would not hide the poles, the lines or the equipment of the substation. Kullander stated Parks Leadperson Terry Blum has been maintaining a tree farm at the public works garage and has indicated to him that when the Public Works garage is expanded these trees will have to be moved. Kullander suggested that some of these trees could provide additional screening at the NSP power plant. The Commission felt this was a good idea and directed staff to pursue this action. VERBAL UPDATES Commissioner Spicer moved to recommend Parks Project Manager Kullander and Administrative Assistant Batchelder AYES: 6 NAYS: 0 and all of the volunteers be commended for their efforts on putting together the Mendakota Parks Celebration last weekend. Commissioner Katz seconded the motion. The Commission was excited about doing this event again next year and discussed the possibility of having it in a different park or continuing it at Mendakota Park. Commissioner Katz stated she feels if Parks Leadperson Blum has additional trees at his tree farm a good place for these would be along the boulevard along the trail on Marie Avenue from Victoria to Lexington to provide shade on the trail. Administrative Assistant Batchelder stated at the last Council meeting Council had considered providing resources to residents regarding tree services for diseased trees. Batchelder stated Council directed staff to look at options available to the City for providing these services. Batchelder stated the Council had also directed staff to revise the Park Ordinance to allow horses to use City trails provided that they clean up after themselves in a similar manner as dog owners. Batchelder stated the City Council had approved the Parks Commission recommendation on future land acquisition and on the City Policy for Tot Lots. Parks Project Manager Kullander described the progress of construction of Kensington Park. There being no further business, the Parks and Recreation Commission adjourned at 8:50 o'clock P.M. Respectfully submitted, Kevin Batchelder Administrative Assistant