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1992-02-11 Parks and Rec Comm MinutesCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARRS AND RECREATION COMMISSION MINUTES FEBRUARY 11, 1992 The regular meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, February 11, 1992, in the City Hall Large Conference Room, 1101 Victoria Curve. The meeting was called to order at 7:08 o'clock P.M. The following Commission members were present: Huber, Katz, Hunter, Spicer, Kleinglass. Commissioner Lundeen arrived late. Commissioner Damberg was excused. Also present were Parks Project Manager Guy Kullander and Administrative Assistant Batchelder. ELECTION OF OFFICERS Commissioner Spicer moved to appoint officers for the 1992 Parks and Recreation Commission as follows: John Huber - Chair Vicki Katz - Vice Chair Kevin Batchelder - Secretary Commissioner Hunter seconded the motion. AYES: 5 NAYS: 0 APPROVAL OF MINUTES Commissioner Spicer moved approval of the January 14, 1992, Parks and Recreation Commission minutes as corrected. Commissioner Kleinglass seconded the motion. AYES: 5 NAYS: 0 The correction involved Commissioner Hunter's desire to let it be known that he was not opposed to a wild flower planting program. TENNIS RESERVATION Commissioner Spicer explained that Bob Eng, Commissioner of Mend -Eagan tennis, had informed him the Sibley fields would be used this year for the youth tennis program run by Mend -Eagan. Commissioner Spicer stated Mend -Eagan tennis formally withdraws their request to reserve the Valley Park tennis courts. The Commission discussed the City's first come, first served policy on reserving February 11, 1992 Page 2 tennis courts and felt it was appropriate. VERBAL UPDATES Administrative Assistant Batchelder stated that John Huber and Mike Lundeen were both reappointed for another three year term on the Parks and Recreation Commission by unanimous vote of the City Council at their February 4, 1992 meeting. Administrative Assistant Batchelder stated the City had received a response from Tim Agness, Park Planner for the City of St. Paul, regarding our letter of concerns about lighting, traffic, noise and the proximity of single family neighborhoods to the campground included in the Lilydale/Harriet Island Regional Park. He stated the City of St. Paul recognized our concerns and indicated they would be happy to allow the City of Mendota Heights to have a representative on the Campground Advisory Committee at the time of its design. Administrative Assistant Batchelder stated the City Council recently authorized two purchases for the Parks Department that were included in the 1992 Budget, the Toro Snowblower and Cushman Truckster. Parks Project Manager Kullander described the new trail that would be included with the reconstruction of Mendota Heights Road from I-35 to Dodd Road as a Municipal State Road (MSA) Project this summer. He stated that MSA Funds would pay for 5/8 of the cost of the trail and that it is a possibility the City Council could decide to pay for the remaining 3/8 with excess MSA money. Parks Project Manager Kullander stated the new section of trail would be on the north side of Mendota Heights Road from Dodd Road to I-35E along Mendota Heights Road. He stated Mendota Heights Road would also receive a new portion of bike trail from Highway 55 to Pilot Knob Road through the business park. He also explained the new Victoria trail that would be done as part of the realignment of Victoria Road this summer. He explained that an eight to ten foot strip would be cut out of the old Victoria roadway. A future City project should include some landscaping at the top and bottom of the trail. He stated this would give the City a trail from Celia Road to Highway 13. Parks Project Manager Kullander stated the last link to be completed would be from Celia to Celia along Victoria Road at a future date. He stated that Highway 13 would have a widened shoulder from where last year's construction ended all the way to Water Street in Lilydale. He further explained the new trails that would February 11, 1992 Page 3 be a part of the Mendota Bridge/Highway 55 realignment. Commissioner Katz inquired if the oak trees would be coming down as part of the Mendota Bridge Project. Parks Project Manager Kullander responded that MnDOT will save as many trees as possible. Commissioner Katz stated the community should take some action to save these oak trees. RENSINGTON PARR Parks Project Manager Kullander explained the design of the triangular area that includes the play equipment, the comfort station, picnic areas, parking lot and bike trail. He stated that this is a dense usage area and will not be conducive to quiet passive uses when soccer games are in progress. Parks Project Manager stated that Station 19 Architects were 95 percent completed with the final plans. He explained the floor plan as revised due to Council input. Parks Project Manager Kullander stated the Council opted for the swing down door for a concession window and added overhangs to the picnic shelters. He stated the City staff is going to be the general contractor on this project and will be hiring the subcontractors. He stated that Requests for Proposals would go out requesting bids on the project. He estimated this would cut costs on the project in the neighborhood of five to ten percent. Parks Project Manager Kullander stated he would draw the landscape plan and submit this to our City Planner for review and critique. He stated this process would be used to come up with an acceptable landscape plan to bid upon. Parks Project Manager Kullander inquired about the barriers behind the soccer nets along I-494. The Parks and Recreation Commission stated they would like to see permanent fences and not nets that require more maintenance. He stated it would cost approximately an extra $20,000 to sod Kensington Park as opposed to seeding it and that he could do this as a bid option in the project. Parks Project Manager Kullander stated with irrigation both types of grass will take, however sod would definitely be ready for use in 1993 where with seed it is unknown about the level of play available in 1993, The Parks and Recreation Commission directed Kullander to bid both in the project. Parks Project Manager Kullander stated he will be working with NSP, MnDOT and the pipeline company about the types February 11, 1992 Page 4 of landscaping they would allow in their easement areas. He stated that he had been presented with a proposal to install brick pavers in the comfort station area verses concrete. He stated pavers would cost twice as much as concrete. The Commission stated they did not want to bother with brick pavers. Kullander stated play equipment being installed in Kensington Parks, would have to be bid out again. The Commission did not want to any suppliers and directed staff to review any submittals. Commissioner Lundeen arrived at 7:40 o'clock P.M. Chair Huber inquired about the Americans for Disability Act requirements for the play equipment. Parks Project Manager Kullander responded the play equipment is being designed to meet the requirements and would have "like" equipment available for persons with disabilities. Kullander mentioned that vending machine operators had shown an interest in installing their machines in this park and that they were satisfied with the design of the building and its setup for vending machines. Kullander stated the final plans would be ready for review by the Parks and Recreation Commission at their March meeting where upon it would go to the City Council for their approval. He stated the bidding process would occur in March and April with a May or June construction date depending on when Centex completes the rough grading. Administrative Assistant Batchelder explained the inventory of park services offered by three neighboring Cities, the Community Education Department, Mend -Eagan Association and the Dodge Nature Center that had been prepared for the Parks and Recreation Commission's review. Batchelder stated it was the intent of the inventory to survey the recreation service universe and enable the City to discover where gaps in service for recreation programming exist. He stated the City can then conduct a needs analysis to determine what area of recreation programming the City may wish to provide. He stated the City could then begin to examine what types of costs would be involved with that level of recreation programming and begin to budget if any level of service is desired. Administrative Assistant Batchelder thanked Maria Karels, clerk/receptionist, for all of the data February 11, 1992 Page 5 compiling and preparation of the inventory that was provided for this evening's meeting. Commissioner Katz stated that the lack of recreation programming and services in Mendota Heights is embarrassing, however residents can participate in surrounding communities by paying a non-resident fee and they are not excluded from those programs. Commissioner Katz stated if you add in the Community Education, the Dodge Nature Center and other local programs, the community does have some level of service. Chair Huber stated that this is an immense amount of data and where to get started was a good question. He stated he feels that Mendota Heights should sponsor a special event, like a volleyball day, and put some effort into a single day activity in order to get an idea what the reaction from the community is. He stated an example could be a 5k walk on Valley trail. Commissioner Spicer stated the point was it would take a part time staff person to put together the special event that Chair Huber had mentioned. He stated the City needs a part time staff person for recreation to do the scheduling, event planning and coordination. He stated the City has put forth a major effort to build recreational facilities and that it is now time to include at least a part time person in the budget to implement recreation services. Administrative Assistant Batchelder stated that consolidation with and cooperation with another municipality is another possible approach. Commissioner Katz stated the City of Mendota Heights should be providing recreation services for itself. Commissioner Spicer stated the City should have our own part time recreation coordinator. Administrative Assistant Batchelder explained he had attempted to have the Parks and Recreation Commission define the recreation programs they would desire to get into, in order that he can analyze the cost and budget impacts and staffing levels necessary to begin scheduling and administering leagues and recreation programs in Mendota Heights as part of the 1993 Budget process. Chair Huber inquired if there was presently someone on staff who could step into more hours in order to do recreation programming. Administrative Assistant Batchelder responded it depends on what level of service the City desires to get into for recreation programming. He stated to continue to add duties to current employees February 11, 1992 Page 6 workloads would not attain a very high level of service or efficiency for recreation programming. Commissioner Katz stated a part time person for recreation would be appropriate for the City in order to coordinate recreation programs and to make available information to residents desiring to know about recreation opportunities. Commissioner Katz stated she thought Chair Huber's idea of a big single event was a good idea and informing the public about recreation resources is a big part of what the City needs to begin doing. Commissioner Katz expressed concern over the tax impact of someday having a large Recreation Department, Commissioner Spicer stated what is needed is a permanent part time staff person with Park and Recreation Commission direction to plan and coordinate programs. Commissioner Spicer stated the other option would be to carve out some time from someone who is on City staff. Commissioner Kleinglass inquired if there would be interest in hiring a graduate student to help plan the service levels and recreation programs needed by the City. Commissioner Kleinglass stated that currently there are no passive recreation activities sponsored by the City, only athletic programs. Commissioner Kleinglass felt this was a real need in the City of Mendota Heights. Commissioner Lundeen stated he felt it was important if the City hired a part time person that that person be a permanent employee, in order they be committed into the plan that they would be developing. He stated it would not be helpful for the City to get someone in on a temporary basis who would not be part of implementing a recreation plan. Commissioner Lundeen stated he felt a single event may help show the demand for recreation in Mendota Heights. Commissioner Lundeen stated if the City were to begin with a part time permanent recreation coordinator, there is a possibility that the recreation program would continue to grow. He stated the community may be better off with a recreation program that evolves and expands. Chair Huber summarized that the Parks and Recreation Commission would like to see a permanent part time staff person to schedule and coordinate athletic and non- athletic events including possibly "family days" and single day events. He directed staff to prepare a rough job description for a permanent part time person and to February 11, 1992 Page 7 figure out the costs and staff time involved in beginning a recreation coordination program. The Parks and Recreation Commission desired to see this permanent part time recreation coordinator included in the 1993 Budget process. CONCESSION STAND Administrative Assistant Batchelder stated the City Council had desired to have a concession stand policy that allows access to community, civic and recreation groups as opposed to a single contracted vendor. He stated that instead of a contract with a single vendor it would be necessary for the City to have a policy regulating the reservation and use of the concession stands both at Mendakota and Kensington. He stated the policy would have to include provisions for worker's compensation insurance and general liability insurance. Administrative Assistant Batchelder asked the Commission if they desired to allow alcohol (3.2 beer) to be sold at the concession stand. The Commission was of a consensus that no alcohol should be served from the City concessions. The Commission indicated that a rent should be charged and that vending machine operators should pay a percentage to the City. The Commission stated that any revenues due to recreation activities should be considered expenses recovered to pay for recreation activities in the General Fund, The Commission stated they desire to see a deposit or bonding in order to make users of the concession stand accountable. In response, the Commission stated the approval process for users of the concession stand should be done by City staff based on criteria that protects the City for damages, risk management and has revenue provisions. SOFTBALL FIELD RESERVATIONS Administrative Assistant neighborhood parks softball a first come, first served Batchelder stated the fields are currently used on basis except for Mend -Eagan reservations for little league. Typically these fields are not reserved but when they are reserved they are usually on an as requested basis without a fee. The Commission concurred that this approach should continue with the neighborhood parks. The Commission discussed fees for non-residents using the neighborhood parks fields and felt that a fee for non-residents was appropriate. The Commission also felt it was appropriate a fee should be charged when the City park crews get requests for moving picnic tables. February 11, 1992 Page 8 The Commission felt that rental fees were necessary for the adult standard softball fields which include Civic Center Park and Mendakota Park. The Commission felt a priority system should be established designating resident use first. The Commission felt a sign up date would be necessary for Mend -Eagan, for the men's league, for kittenball and for any others who desire to reserve or use these fields. The Commission felt anybody desiring to hold a tournament at Mendakota Complex should seek Park Board approval of the request. WILDFLOWERS ALONG TRAIL WAYS Administrative Assistant Batchelder responded to last month's Commission request that it might be possible to find $2,000 in the Park Budget to attempt a pilot project for wildflowers along the trail ways. The Commission directed staff to contact professionals and seek ideas on what could be purchased for $2,000 and report back to the Parks and Recreation Commission. Y��ZiI► 7�(SIai�41 There being no further business, the Parks and Recreation Commission adjourned their meeting at 8:55 o'clock P.M. Respectfully submitted, Kevin Batchelder Administrative Assistant