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1995-09-12 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA AGENDA PARKS AND RECREATION COMMISSION September 12, 1995 - 5:30 p.m. ** 5:30 o'clock p.m. ** 1. Call to Order. 2. Roll Call. 3. Approval of August 8, 1995 Minutes. 4. Presentation on Tree Sale and Tree Donation Program * Ms. Peggy Lynch, Friends of the Pazk 5. Review and Discussion of Thompson Pazk Map and Brochure 6. Review Mendota Plaza Ballfield Proposal 7. Updates * Police Report for August * Men Over 30 League -Umpires * Recreation Report * Burrow's Farm * Trail Segment - Dodd/110 * Others. 8. Adjourn to Stencil Trails. Auxiliary aids for disabled persons are available upon request at least 120 hours in advance. )f a notice of less than 120 hours is received, the City of Mendota Heights will make every attempt to provide the aids, however, this may not be possible on short notice. Please contact City Administration at 4524850 with requests. CITY OF MENDOTA HEIGHTS i September 7, 1995 To: Parks and Recreation Commission From: Kevin Batchelder, Administrafive Assistant Subject: Early Start for September Meeting Please note the early start for the September 12, 1995 meeting. This meeting is scheduled to begin at 5:30 p.m. in order that the business portion of the meeting may conclude by 6:30 p.m. so that the Parks and Recreation Commission may participate in trail stencilling. For those participating in trail stencilling, I would recommend comfortable shoes for walking and old clothes or coveralls for painting. Guy will be prepared to provide all the supplies and provide directions to the various trail sites. Commission Liberacki may bring his little red wagon to assist in the tasks. CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION COMMISSION MINUTES AUGUST 8, 1995 The regular meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, August 8, 1995, in the City Hall Large Conference Room, 1101 Victoria Curve. The meeting was called to order at 6:30 o'clock P.M. The following members were present: Spicer, Liberacki, Linnell and Norton. The following members were excused: Damberg, Libra and Kleinglass. Also present were Administrative Assistant Kevin Batchelder and Parks Project Manager Kullander. APPROVAL OF MINUTES - Commissioner Linnell moved to approve the June 13, 1995 minutes with corrections. Commissioner Norton seconded the motion. AYES: 4 NAYS: 0 Commissioner Linnell moved to approve the July 11, 1995 minutes. Commissioner Norton seconded the motion. AYES: 4 NAYS: 0 DISCUSSION OF MINUTES The Parks and Recreation Commission discussed the nature of the minutes. _. The Commission expressed a concern about the consistency in the minutes where some comments are very detailed on some issues and other issues are more of a summary nature. The Commission was of the consensus that verbatim quotes are not necessary in the minutes and that they desired the minutes to be more summary in nature. 1 Commissioner Liberacki seconded the motion. AYES: 4 NAYS: 0 VERBAL UPDATES Administrative Assistant Batchelder stated that the City Council had recently approved the installation of higher backstops at Mendakota Park for all four softball fields. He stated that the winning bid was approximately $8,400 and that the fences had been installed within the last week. Commissioner Linnell inquired if a contractor had been chosen for the work at Ivy Falls Park and North Kensington Park. Parks Project Manager Kullander stated that he is having a difficult time in getting bids for the stone work in both these parks. He stated he has a bid from a contractor which appears to be a very good bid but there is no second bid to compare it to. He stated he does not want landscaping to be installed and then torn up by the stone workers and he wants to arrange this work to occur first. The Commission decided to conduct their September meeting at 5:30 o'clock p.m. until 6:30 o'clock p.m. and then at 6:30 o'clock p.m. they would venture out onto the trail system in order to stencil trail distances on the trails. The Commission discussed the potential plans for two youth size fields at the Mendota Plaza. Administrative Assistant Batchelder stated that in order to build fields this fall and have them potentially open for play next year, the City would have to move quickly. He stated that there is a possibility the funds for this ballfield construction could come out of the Special Park Fund before the Parks Commission has a chance to meet again. The Commission discussed possible field sizes and amenities. The Commission was of the consensus that Mendota Heights Athletic Association be brought into the planning process. Chair Spicer stated that the City should consider building large infields with adjustable outfields and collapsible fences. Commissioner Linnell inquired if the Parks Commission wanted to set some parameters for spending out of the Special Park Fund for ballfields at the Mendota Plaza. The Commission discussed getting a five year lease if the City is going to be spending money in this area. The Commission was of a neighborhood petitioning the City for this improvement and he feels this facility would be used if installed. Parks Project Manager Kullander stated this could be tied in with the street project in order to save money and install an asphalt court. Spicer stated that if the basketball court is installed, there will not be as big of a concern about mowing the grass. The Commission discussed notifying the neighborhood about the possibility of installing a basketball court and changing the nature of this park. Commissioner Liberacki moved that the Parks and Recreation Commission recommends that an asphalt basketball court be included in the 1996 Capital Improvement Budget to be funded from the Special Park Fund in an amount not to exceed $6,000, and that the immediate neighbors be notified. Commissioner Linnell seconded the motion. AYES: 4 NAYS: 0 The Commission discussed installing higher safety nets at the Friendly Hills Park ice rink because the new free skating area is closer to one of the goals. The Commission decided it is not necessary at this time until more complaints or incidences occur in this area. The Commission discussed the area at Sibley High School where the old tennis courts had been removed and directed staff to contact the School District to find out the plans for this area. The Commission felt this would be an ideal location to install transitional t-ball fields with skinned infields. The Commission discussed installing a tennis court at Hagstrom-King Park and that this discussion had been put on hold until such time as it was determined if the new middle school will include tennis courts. ADJOURNMENT There being no further business, the Parks and Recreation Commission moved to adjourn its meeting until 5:30 P.M. on September 12, 1995 for their regular meeting with trail stenciling to follow afterwards. The meeting was adjourned at 7:50 o'clock p.m. Respectfully submitted, Kevin Batchelder Administrative Assistant 1.9 CITY OF MENDOTA HEIGHTS rh 1 September 7, 1995 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative ASStSIaIlT/ Subject: Tree Purchase and Tree Donation Programs Ms. Peggy Lynch, Friends of the Parks Ms. Peggy Lynch, of Friends of the Parks, will be present Tuesday evening to discuss a couple of tree sale and tree donation programs that she hopes the City of Mendota Heights will want to participate in. The Commission may recall that last Spring, a Mendota Heights couple purchased two trees through this program and donated them to Mendakota Park. Our parks crews picked up the trees at Highland Park in St. Paul and planted them following this generous donation. In past years, this program has been available to residents in the primary area of St. Paul and its school district. Basically, trees are advertised for purchase through Friends of the Parks. Residents are able to purchase bare root trees, or potted evergreens, at bulk rates for use on their private property, or to donate to the City park (or boulevard) system. There would be no cost to the City, except the staff time involved to identify appropriate sites on public property and plan which parks could accept the various types of trees that would be available. The City participates by helping advertise the availability of these trees for purchase by residents. Ms. Lynch will provide further details of the program, and its possible expansion into Mendota Heights, on Tuesday evening. Meet with Ms. Lynch, of Friends of the Parks, and discuss the City's involvement in this program. Make a recommendation to City Councll. CITY OF MENDOTA HEIGHTS September 7, 1995 To: Parks and Recreation Commission jktant From: Kevin Batchelder, Administrative As Subject: Thompson Pazk Map -Review and Discuss Parks and Recreation Chairperson Spicer has requested that this item be placed on the agenda for discussion by the Commission. He desires to incorporate some of the ideas in the enclosed brochure into our Final Park Map. (Please see attached letter from Judge Spicer and the attached Thompson Park brochure.) It had been the Parks and Recreation Commission's intent to produce a map that would coordinate with the trail signs in each park, as part of the referendum. Discuss map and trail signs and provide direction to staff. THOMPSON COUNTY PARK W e s t S t. P a u i Butler Thompson Lake nd Circle © PARKING ® PLAYGROUND .PAVILION' ® RESTROOMS -PICNIC SHELTER ••• HIKIING TRAIL 1.7 m4&7 km Emerson Ave. � 1/16 1/8. acucor •ins } 3 N w 4 S w LL J ? � � Dakota Cuunly Parks Department 1995 ? Oakota County Planning Department CITY OF MENDOTA HEIGHTS September 7, 1995 To: Pazks and Recreation Commission From: Kevin Batchelder, Administrative Ass tadt� Subject: Mendota Plaza Ballfields At last month's meeting, staff informed the Commission that the City Council would be considering possible youth ballfields at Mendota Plaza. On September 5, 1995, the Council did consider a plan which would place two youth sized fields on the open areas immediately to the south of the Mendota Plaza for an estimated cost of $60,000. (Please see attached City Council memo, cost estimates, time schedule and site plan.) At the meeting, City Council directed staff to proceed with the preliminary work of surveying the site and opening discussions with Paster Enterprises about a written agreement to operate youth ballfields at this site. City Council did not commit to the project, because of the expenditures involved and to allow Paster Enterprises additional time to respond to this specific plan. Council directed staff to return to the September 19, 1995 meeting with more specific cost estimates and a written agreement with Paster Enterprises. The Parks and Recreation Commission now has an opportunity to review this plan. At your meeting last month, you indicated an amount of $25,000 would be acceptable for expenditure for additional youth ballfields at this site, or the Commission would like to review the proposal. Also attached is a letter of support from the Mendota Heights Athletic Association. Discuss the proposed youth ballfields at the Mendota Plaza and make a recommendation to City Council. � Sep^tein r 1, 1995 To: Mayor, City Council and City Admind* From: Kevin Batchelder, Administrative Assisuo Subject: Youth Ballfields at Mendota Plaza This past Spring, the City considered alternative sites for the location of T-Ball fields, Transitional League fields and youth sized baseball fields. Sites that were considered were the front yard of the Public Works garage, Resurrection Cemetery, tax forfeit land in Center Point Office Park, and at the Mendota Plaza. Paster Enterprises, owners of the Mendota Plaza, gave the City an affirmative response to the possibility of making improvements on the southwest corner of the Mendota Plaza site for temporary youth sized fields. Meetings have been held with the Mendota Heights Athletic Association (1b1IiAA) to discuss the appropriate sized fields and age groups to be served so that their greatest needs could beaddressed. MHAA has indicated that two small youth sized fields, as opposed to one larger field, would best address their needs. The sixty five foot (65') basepaths provided in the proposed design would allow play by youths (both boys and girls) up to age 11. MHAA has indicated that they would provide a letter of support for this project and this should be available Tuesday evening. Guy Kulhmder, Pazks Project Manager, has provided a field layout, a cost estimate and a tune schedule for constmction this year so that these fields may be available in 1996. (Please see attached memos from Guy and attached field design plan.) The cost is estimated to be approximately $60,000, primarily to provide grading and topsoil so that turf may be established. Cost savings, from this estimate, could be realized depending on grading quantities and black dirt costs. MHAA has offered to provide some "sweat equity" to the project and there is a possibility the City could save some costs on some of the improvements such as tilling/rock picking, benches, plates and other items. The Parks and Recreation Commission has not had a chance to review this specific plan, however, staff indicated to the Commission last month that this project might proceed to Council before their September meeting. The Commission indicated at that time that the Special Parks Fund would be appropriate to fund this facility, however, they also indicated that if it exceeded $25,000 that they would like a chance to review and make a recommendation. If Council desires to proceed with this project, Commission review could occur while surveying and the legal agreement work was being conducted. (Please see August 29, 1995 Memo to: Tom Lawell and Kevin Batchelder From: Guy Kullander, Parks Project Manager Subject: Estimate to construct two ball fields at Mendota Plaza Construction of two temporary ball fields at the Mendota Plaza can be accomplished with the estimated cost to be from $50,000 to $ 60,000. The exact costs cannot be determined until a complete design and total materials required are determined. The biggest unknown quantities are for grading and topsoil. The imporvements to the parking lot, constructed in August, resulted in a large quantity of material that was "spread" in the south east and northeast areas of the undeveloped portion of the site. Because of this a topographic survey must be done to determine exactly how much dirt must be moved and shaped on the site. Also the site has no topsoil. Black dirt/topsoil must be brought onto the site. Approximately four inches (min.) must be spread and tilled into the outfild and side line areas which equals 2.3 acres in size. Black dirt prices vary due to availability. and trucking costs depend on distance of haul. To purchase the dirt, haul it to the site and spread it can cost from $8.00 to $15.00 per cubic yard. For this estimate I used $10.00. Estimate Grading...,..Est. 7500 cu. yds dirt moved.......$ 15,000 Topsoil Est. 1250 cu. yds. In place........ 121500 Till/rock pick turf areas - approx. 3 acres..... 2,000 Ag Lime infield areas - 4 inches x 2500 sq yd 4,500 Seed, fertilizer, and sod strip - 2.3 ac.@ $1800 4,000 Backstops 2-16' high by 10'/20'/10' (40' long) 41000 Protective fence by players benches............. 1,800 Players benches 4 @ $500 each.. ........ 21000 Home plate, base supports, and foul poles....... 1,200 $ 47,000 Engineering, inspecting, survey ,000 Contingency 10% 51000 Legal ( Paster agreement) 1,000 $ 60,000 A minimun development cost could be $ 50,000, but for this to happen grading quantities must go down, black dirt costs must be low, and contingency costs low. p /too, J /! err I l'l I I ! ! pl ! �—g3so= r � � ® No // llerrllll� N49 o !, /\ llll/lFill Illwltoo,l \ I l Ill ►" I I l I l \ j��j� r Ihllljillljjllllll p I1411i1i�hjl �� n\ i f T O I I l > \ Ilgtl0lliilll 4 N\1 III�Ii1�I1�Piii � � IId�11111t�1ij1 � II�IIIIIaiTtll /i • I�tliliiiTtll►, O / Iiltilllllllilo 'S \i IIIIIIITIIIIIIif I1 "161111,11il % I^ol�i Ytiiliii�i ! ! 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VI"Ij1 111 �t � i 1 11�j1I11�11111\\ �' \ i ! yjt�'1,�`tliil 1 till till ltit ll\V ` \\ \ t lilt lilt t.tit Itill III QO \ LA \\ ACTIVITY REPORT - MENDOTA HGTS PARKS Reporting Period: 08/01/95 to 08/31/95 INCIDENTS: DATE TIh1E LOCATION 08/03/95 14 2I VALLEY PARK DESCRIPTION: SUSPICIOUS -UNOCCUPIED VEHICLE DATE TIh1E LOCATION i8/03/95 3:20 VALLEY PARK DESCRIPTION: SUSPICIOUS -NOISE DATE TIME LOCATION )8/08/95 :16 WENTWORTH PARK DESCRIPTION: SUSPICIOUS -UNOCCUPIED VEHICLE DATE TIME LOCATION )8/12/95 23:58 MENDOTA PARK DESCRIPTION: ANIMAL -DOG DATE TIME LOCATION D8/18/95 23:50 IVY HILL PARK DESCRIPTION: LIQUOR -PROHIBITED ACTS DATE TIME LOCATION D8/18/95 23:SO IVY HILL PARK DESCRIPTION: LIQUOR -PROHIBITED ACTS DATE TIME LOCATION 78/18/95 23:50 IVY HILL PARK DESCRIPTION: LIQUOR -PROHIBITED ACTS DATE TIME LOCATION �8/25/95 14:39 FRIENDLY HILLS PARK DESCRIPTION: SUSPICIOUS -PERSON CITY OF MENDOTA HEIGHTS To: Kevin Batchelder, Administrative Assistant From: Shelli Heinsch, Recreation Programmer' Subject: Report on Men's Over 30 League Umpires Date: August 18, 1995 I am providing you with a list of details concerning the Meri's Over 30 Leauge Softball umpires as requested. Metro Umpires Association was hired by the City of Mendota Heights to umpire all adult softball games for the 1995 season. On June 15th, a little over half way through the season, I called the umpires association to confirm the umpires for that evening and they informed me that there was only going to be one official for that evening. I called one team manager involving each game that was not going to have an official and told them to have an extra player or spectator officiate the game that night. I also informed them that the person who officiated would be reimbursed $17.00, the same as we would pay a Metro official. The officials continued to not show up for the next 3 games. At this time I finally received an answer as to why they were not showing up on Thursday evenings. They informed me that three officials had quit and they only had enough umpires to officiate Fast - pitch games, but that Fast -pitch would be done in mid4uly. A memq was sent to each team manager explaining the situation and anyone who officiated in the umpires absence was reimbursed. Metro Officials was only paid for the games that they actually officiated. At this time I called Bob Kuehlwein, District III Umpire in Chief for his assistance in this matter. He informed me that West St. Paul and Cottage Grove had the same problem with Metro Officials at the beginning of the season and hired South St. Paul Officials Association. Mr. Kuehlwein is also the director of South St. Paul Officials Association. I asked him if his association could handle the Mendota Heights leagues for the 1996 season and he stated that they would be glad to officiate for us. I called West St. Paul to inquire how the rest of their season went concerning umpires and they stated there were no more problems and officials were there each night. To conclude, I am in the process of looking into if there will be any excess money to reimburse to each Men's Over 30 team. Attached are two memos sent to the team managers explaining the situation as it happened. The team managers that I've spoken to have expressed their concern with the officials not showing up, but there was never any dissatisfaction expressed when they did show up. CITY OF MENDOTA HEIGHTS TO: Softball Managers FROM: Shelli Heinsch, Recreation Programmer SUBJECT: Umpires DATE: July 139 1995 I would like to inform all softball teams that Mendota Heights will be using a new umpire association for the 1996 season. We will no longer be contracting with Metro Officials Association. I have recently spoken with Bob Kuehlwein of South St. Paul Officials Association. He has assured me that his association will be able to take care of the Mendota Heights softball leagues next year. The Cities of Cottage Grove and West St. Paul have also used Metro Officials in the past and are now using South St. Paul Officials Association and have no complaints or problems. I apologize for the inconveniences this summer, the official situation has been unacceptable this past month. The City is willing to reimburse anyone who officiated a game, so please call if that is the situation. I am confident that the South St. Paul Officials Association will serve you well in 1996. CITY OF MENDOTA HEIGHTS MEMO To: Kevin Batchelder, Administrative Assistant From: Shelli Heinsch, Recreation Programmer�j�y� Subject: 1995 Recreation Programming Report Date: August 18, 1995 Here is a list of recreation programs offered as of August, 1995. Ice Skating Lessons Pares Child Build A Bird House* Jr. Golf League* Women's Golf League* Sr. Golf League* Sand Volleyball Nature Camp -cancelled due to lack of participants Natural Wonders Pre-school Program* Adult Softball In -Line Skating Lessons Safety Camp Tricia and the Toons Concert *indicates new program for 1995