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1996-01-09 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA AGENDA PARKS AND RECREATION COMMISSION January 9, 1996 ** 7:00 o'clock p.m. ** Call to Order. (Please note 7:00 o'clock start time.) 2. Roll Call. 3. Approval of December 129 1995 Minutes. 4. Updates Police and Parks Department Reports for December Friends of the Parks Tree Program - February Newsletter January 16, 1996 City Council Review of Middle School Site Plan 5. Adjourn. AGENDA JOINT PARKS AND RECREATION COMMISSION/CITY COUNCIL WORKSHOP ** 7:30 o'clock p.m.** Discuss Mendakota Park Field Use and Long Term Solutions for Field Space Tohn Norton, Baseball Commissioner, Mendota Heights Athletic Association Jim Kilburg, Softball Representative 2. _ Joint Discussion of Pazk and Recreation Issues and Goal Setting 3. Adjourn. Auxiliary aids for disabled persons are available upon request at least 120 hours in advance. If 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 1hort notice. Please contact City Administration at 4524850 with requests. •ASM i ► 1 "DI I The regular meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, December 12, 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: Liberacki, Linnell, Norton and Libra. Commissioners Damberg and Spicer were excused. Also present were Recreation Programmer Shelli Heinsch and Parks Project Manager Guy Kullander. Guests were Lois Rockney, Independent School District 197, Mr. Paul Snyder, Project Manager for the new Middle School and Mr. Bob Gunderson, Landscape Architect. Commissioner Linnell moved to approve the'November 141995 minutes Commissioner Liberacki seconded the motion. , AYES: 4 NAYS: 0 Recreation Programmer Heinsch stated that the Parks Department had started to flood the rinks a few weeks ago and they may ready for skaters this week. Hemsch stated that 11 rink attendants had been hired to staff the four outdoor rinks. She stated that there were enough rink attendants to cover the schedule and back up rink attendants if needed. She stated that an orientation and training session for the rink attendants had already been held and the rink attendants have been assisting the Parks Department this past week in flooding duties. Heinsch stated that the Parks Department had enlarged the Wentworth Park pleasure rink this year. Commissioner Liberacki inquired how they enlarge a rink. Parks Project Manager Kullander stated that they use dirt berms and they may need another light to illuminate at the east end of the rink. Commissioner Linnell inquired if it was legal to park in front of the Wentworth warming house. Heinsch stated that "No Parking" signs are not located at the rink at this time. Kullander stated that handicap accessible ramps will be in place next year and people would not be able to park in front of the warming house. Heinsch explained that the Parks Department may have some hockey parent volunteers from the Mendota Heights Athletic Association to assist in flooding this year in order to keep our rinks in the best possible shape. Heinsch stated that the outdoor skating lessons are being advertised and that registrations are going well. who is appearing to introduce the new middle school site plan. Ms. Rockney also introduced Mr. Paul Snyder, Project Manager and Mr. Bob Gunderson, Landscape Architect. Mr. Snyder and Mr. Gunderson showed the Commission the two site plans both showing two football/soccer fields, one having a baseball/softball field overlapping and also another baseball/softball field. The two site plans were very similar with the difference being road access and bus drop off sites. The plans showed a Gymnasium toward the interior of the school building, directly adjacent to the parking lot as were the play fields. The Commission discussed the size of the ball fields and whether they would be able to accomoch both baseball and softball. Mr. Gunderson stated they would be able to accomodate both as they would be approximately 300 feet in center field. He stated there is no plan at this time for fencing those fields. Mr. Gunderson stated the ballfield to the North could not bp fenced, but the one to the south could probably be fenced, but that this was not required for school district use. Commissioner Libra asked what the dimensions of the soccer fields were. Mr. Snyder stated that the site plan showed them to be 200' X 300'. Commissioner Libra stated that these would not be of adequate size and that the average full size field is approximately 240' X 36019 Mr. Gunderson stated that they may be able to enlarge the field. Mr. Gunderson stated there was a landscape buffer planned along the north side of the soccer fields. The buffer may have to be decreased if the soccer fields were to be enlarged. The Commission discussed drainage and grading of the fields. Commissioner Linnell inquired if there had been any thought to the trail system. Mr. Gunderson stated that there will be internal circulation and connections to the existing trail system. Mr. Snyder stated that the budget is very tight and there may be some things such as trail connections deleted from the final construction contract. Commissioner Libra inquired what size the gymnasium was according to the site plan. Mr. Gunderson stated that there would be two youth sized basketball courts. The entire gymnasium measures at 95' X 80'. The Commission discussed that the play fields would be ready for use in spring, 1998. Ms. Rockney inquired whether the City would be interested in a joint powers agreement with the School District for the fields at the middle school such as the agreement that exists with Sibley Park. The Commission stated that they would discuss that possibility. Recreation Programmer Heinsch stated the monthly Police and Parks Department reports for November had been included with the packet. Parks Project Manager stated that the Friends of the Parks Tree Program would be advertised in the next winter City newsletter. CITY OF MENDOTA HEIGHTS January 4, 1996 To: Mayor, City Council and Parks and Recreation Commissioners From: Kevin Batchelder, Interim City Administrator Subject: Discuss Mendakota Pazk Field Use and Long Term Solutions to Field Space In May 1995, Mendota Heights Athletic Association (MHAA) met with the City Council to "relax" the softball only policy at Mendakota Park. City Council directed staff to work with MHAA and the adult softball representatives to determine if both groups could be accommodated at Mendakota Park. Meetings with both groups have been held during the Summer and Fall, and it appears that they have come to an agreement through the use of flexible scheduling that will accommodate play in 1996. However, because this is only a short term solution, they feel it is necessary to discuss long term solutions to the need for field space. They requested a Joint Workshop with the City Council and the Parks and Recreation Commission. City Council agreed and the workshop was scheduled for January 9, 1996 during the regularly scheduled Commission meeting. (Please see attached December 15, 1995 letter from John Norton, MHAA Baseball Commissioner.) Attached you will fmd a December 15, 1995 memorandum to the City Council that provides a detailed discussion of We background of this issue and the groups discussion of possible solutions, both short term and long term. Jim Kilburg, softball representative, and John Norton, MHAA Baseball Commissioner, will be present to discuss this long term field space solutions, in particular, lighted fields at Mendakota Park. Notice has also been sent to other MHAA officials and to each softball team manager. ON staff will be prepared to discuss lighted fields at Mendakota Pazk and recent city efforts to attain more ballfield space. Discuss field space issues with Mr. Norton and Mr. Kilburg and provide staff with any appropriate direction. To: Mayor and City Council From: Kevin Batchelder, Interim City Adar Subject: Mendakota Pazk Field Scheduling for Softball and Baseball This lengthy memorandum is being provided to City Council to provide a background for the events that have occurred between city staff, the softball community and the Mendota Heights Athletic Association since last June when this item last appeared on City Council's agenda. Both the City and Mendota Heights Athletic Association must begin scheduling in January for the 1996 season at the Mendakota Park ballfield complex. City Council is being asked to review a flexible schedule worked out by both groups and city staff that will accommodate both youth and adult play at Mendakota Park in 1996. Mendota Heights Athletic Association and the softball interests have worked dilligently and proactively to reach agreeable solutions for 1996. However, both groups are asking City Council to address long term solutions regarding ballfield space in the near future. They have asked for a workshop between the City Council and the Parks and Recreation Commission to address long term solutions. On May, 16, 1995, the City Council met with representatives from Mendota Heights Athletic Association I,XM A) who appealed to the City Council to relax the "softball only" policy at Mendakota Park. This request was based upon the MHAA's desire to use these fields for youth baseball and softball. MHAA's desire to use these fields is based partly on the need for more fields due to a growing youth program and partly on pressure from parents within their organization to play at Mendakota Park. City Council directed staff to meet with representatives from MHAA and from the softball leagues to determine if both softball and baseball can be accommodated at Mendakota Park. City Council also directed staff to examine alternatives for physical improvements at Mendakota Park that would help control foul balls that had been a concern. (Please see attached May 16, 1995 excerpts of City Council minutes.) At the June 20, 1995 City Council meeting, the Council authorized the extension of the backstops for the four softball fields at Mendakota Pazk. This work was completed this past 2. Mendota Heights Athletic Association MHAA is in a near crisis situation for finding fields in order to meet their growing demand and larger numbers of youth participants. In particular, girls softball is expanding dramatically. Currently, MHAA reserves fields through the cities of Eagan and Mendota Heights and through public and private schools in Mendota Heights, Eagan, and West St. Paul. These fields are reserved on a year to year basis and each field is not always available to MHAA each year. The loss of a reserved field can be very dramatic for MHAA's schedulers. Residency in MHAA is approximately 72 %Mendota Heights youth. (Please see attached MHAA Preliminary Spring Sports Registration.) MHAA is receiving pressure from parents for their children to play at Mendakota Park. (Also attached is other information about MHAA field use and programs.) In considering alternative sites for MHAA teams to use, city staff discovered that all available fields are already scheduled by MHAA. For instance, to switch adult softball games to Sibley Park (where there are fields that meet adult softball standards) would not work because we would simply be bumping other MHAA teams to find space at Sibley Park. MHAA has indicated that they are not interested in "locking in" particular times at Mendakota Park that would forever be "their" time slots, however, they need field space for 1996 and would like some access to the fields at Mendakota Park. Both short term and long term solutions were explored by the two groups at the joint meeting in August. The groups developed the following list: Short Term Solutions 1. Scheduling Changes at Mendakota Pazk 2. More Flexible Scheduling by MHAA 3. Weekend youth tournaments at Mendakota Park 4. Install Lights at Mendakota Park to better utilize existing fields Long Term Solutions 1. Build a Youth Ballfield Complex 2. Install Lights at Mendakota Park to better utilize existing fields 3. Options with New Middle School Another meeting with both groups was held on December 11, 1995 and officials with Mendota Heights Athletic Association have been meeting with softball representatives over the last week to work out possible scheduling changes at Mendakota Park that would work for both groups. This is a very positive development and it appears that they have come to an agreement on a schedule that will work for 1996. (Please see attached December 15, 1995 Long Term Solutions Build a Youth Ballfield Complex 1. This proposed solution was the first priority of the softball managers and fmds favor with MHAA, as well. The difficulty in providing a youth ballfield complex is the cost of land acquisition. Land acquisition costs are the reason behind recent City efforts to site a youth ballfield complex at Resurrection Cemetery and Mendota Plaza. While the Mendota Plaza does not appear to be able to provide fields, the City is still in contact with Catholic Cemeteries about a joint use of cemetery property for ballfields. Install Lights at Mendakota Park to better utilize existin fg fields 1. Originally, this item was,wnsidered a long term solution, however, at the December 11, 1995 meeting, both groups indicated that this should become a short term solution and that they desire an opportunity to meet with City Council, in a workshop setting, to discuss lighted ballfields in the near future. 2. Both the softball groups and MHAA were in favor of the installation of lights at Mendakota Park to allow night time use of the ballfields. This option has been estimated to cost between $150,000 to $250,000, depending on the level of lighting desired. Lights would allow for expanded play and an increased number of games per field. Play could be extended until 10 p.m. beginning in May through September, and would allow for better utilization of existing fields. 4. Due to an increased number of games per evening, it would be easier for the City to operate the concession stand on a nightly basis and the revenues generated by increased concessions sales would provide a return on investments for the lights. At this date no definitive analysis has been made regarding expenditures and potential revenues from City operations of the concessions stand under a scenario of increased usage of the ballfield complex. 5. This level of activity at Mendakota Park would be more intense than the current program and nearby residents might feel impacted, even with a policy of "lights out by 10 p.m." Options with New Middle School 1. Independent School District 19'7 has offered to meet with the City Council to discuss the site plan for the new Middle School and there may be opportunities to site some new youth ballfields in this location. At the December Parks and Recreation Commission meeting, the school district indicated that there would be two new youth sized ballfields at the middle school: Page No. 4400 May 16, 1995 would like to receive information on what the city has invested in other sites, and that she would like to keep the site a quiet corner which does not draw people off the freeway. She pointed out that input from the neighborhood with respect to a third story is necessary and informed the applicants that green space is very important to her. Mayor Mertensotto stated that two Council members have consented to be a committee but have not been contacted, and that Council needs more information befere it can make a decision on the request. Mr. Nolan responded that he will set up a meeting with city staff and wi11 investigate the availability of Superfund assistance. MENDAKOTA PARK USE Council acknowledged a memo from Administrative Assistant Batchelder regarding a request from the Mendota Heights Athletic Association (MHAA) to use Mendakota Park fields for baseball. MHAA representatives Charlie Godbout, Mike Bazal, Dave Ayers and Dick Arnold, were present for the discussion. Mayor Mertensotto stated that last spring Council reaffirmed its policy that there be no baseball at Mendakota Park because it was designed and intended for adult softball. He informed the audience that from what he understands MHAA is using 34 fields to take care of the demands and that there are over 1,200 children in the MHAA programs this year. Mr. Bazal informed Council that there are 1288 participants in the youth programs, including baseball, tee -ball and track and field, and that MHAA has had many inquiries from its members as to why the association is not using Mendakota Park. He stated that from all the documentation on the issue, it seems that it is an issue of baseball versus softball and that he struggles with a difference between a fly all from baseball versus a pop fly from softball. He stated that he sees adults playing at Mendakota a very large amount of the time and the children very little and that the association would like to come to an agreement with the city. Coancihnember Krebsbach asked if the city agrees to the request if the use would be by young men or if it would be for girls as well. Mr. Bazal responded that it would be joint use by all of the spring programs. Mayor Mertensotto stated that what Council is faced with is a policy decision on youth versus adult usage of the fields. Page No. 4402 May 1651995 Mr. Go out responded that MHAA needs at least three or four week nights. He stated that there are four fields at Mendakota, which means that MHAA would not have to go to St. Peter's and Visitation and St. Croix Lutheran, etc. Responding to a Council question, he stated that MHAA make donations for the use of the private facilities. Responding to a question from Councilmember Krebsbach about the city's softball program, Assistant Batchelder stated that there are 38 teams with in excess of 400 participants. He also responded to questions on the percentage of Mendota Heights residents on the teams, stating that some are entirely Mendota Heights residents but some have non-residents in order to fill out teams, and informed Council that there are about 150 Mendota Heights residents on West St. Paul teams. He stated that people tend to play on teams in cities where they work or with friends. Responding to a question as to what would happen if the softball teams did not use Mendakota, Assistant Batchelder stated that right now Mendakota is used Sunday through Thursday nights and weekend tournaments and a church league that plays on Friday night. He explained that Sunday night is set aside for MHAA. Of the twenty available slots at Mendakota, the schedules two games per field because there are no lights. He stated that there are 12 softball games scheduled, that MHAA uses six of the twenty slots, and Sibley Girls' fast pitch has two slots. He stated that the softball program uses Mendakota and the Civic Center fields. Mayor Mertensotto asked if the adult softball teams are only able to play at those two fields or if they could use some other fields. Councilmember Smith stated that MHAA has been resourceful at finding fields but that her concern is whether there are fields available for adult play. Mr. Godbout responded that the adults would fit on any of the fields. Mayor Mertensotto stated that MHAA anticipates an increase in participants next year and if the participation continues to grow each year they will run out of fields, which is where a problem comes from a policy standpoint. He asked whether it is more important to accommodate youth programs at Mendakota, and pointed out that the fields are not set up for youth baseball. He explained that the problem is to keep the youths happy or to have to give way to adult softball and whether Council should allow Mendakota to be used for youths up to 12 years old. Page No. 4404 May 16, 1995 Mayor Mertensotto stated that by the June 16 meeting Council should decide about raising the back stops or adding netting and possible make a decision on the policy issue in July. Councilmember Smith felt that Council should work parallel on the two issues and make a decision by the end of July. Responding to a question from Mayor Mertensotto about softball fees, Assistant Batchelder stated that the city charges $400 per team, which pays for the program, and the American Softball Association also pays the city a fee. MENDOTA PLAZA Council acknowledged a memo from Treasurer Shaughnessy IMPROVEMENTS regarding continued discussion on the request from the Mendota I Plaza Associates for up to $200,000 in tax increment financing assistance to aid in constructing storm water and utility improvements at the Mendota Plaza, along with a proposed development agreement. Mr. John Streeter, representing Mendota Plaza Associates, was present for the discussion. Mr. Streeter informed Council that the proposed agreement was developed by the city, and the developer's legal counsel has reviewed and agreed with it. Mayor Mertensotto stated that he realizes that the agreement was patterned after an agreement with another city but felt that it misses the point. He stated that the estimated total cost is $486,000 for the total project and that Mendota Plaza Associates has stated that it needs some TIF contribution. Council discussed $200,000, and there was some question of not doing a minimum amount of work to qualify for TIF. He did not feel that the agreement accomplishes the intent that if the developer does the full $486,000 of work the city would contribute the $200,000 TIF. City Attorney Hart responded that the minimum improvement is a defined term and it is only after the developer does the minimum agreed upon improvements, including landscaping, etc., that the city would contribute TIF. Mayor Mertensotto stated that the developer is talking about a $483,000 project and that he must commit to doing all of the work, which has been estimated at $483,000, He stated that after the work is completed he would receive $200,000 from the city, not, as the definition states, reimbursable costs. 1995 MENDOTA HEIGHTS SOFTBALL TEAM STATUS MEN' S "D" Solvay Animal Health Resident Team GNB Champions Resident Team Bulldogs Non -Resident Team Pace Landscape/Custom Drywall Resident Team Northland Insurance Blue Resident Team Northland Insurance Black Resident Team The Buttery Resident Team O'Kenny's Pub #99 Resident Team MEN'S "C" Mendota Saloon Non -Resident Team Champps Non -Resident Team Sand Hogs tResident Team Leedon Transport Non -Resident Team Pondo Non -Resident Team Dandy's Non -Resident Team Harve's Resident Team McDonalds Homes Non -Resident Team WOMEN' S "D" Gallaghers Non -Resident Team Northland Insurance i> Resident Team Club O's/Murr Chiro Non -Resident Team Dakota Cty Bank Resident Team Triviski's Bar :L Resident Team Dandy's Non -Resident Team SOFTBALL LEAGUES RESIDENTS VS NON-RESIDENTS Men's D League 94 Residents + 18 Non -Residents = 112 players 84% Residents 16t Non -Residents Men's C League 30 Residents + 75 Non -Residents = 105 players 29g Residents 71t Non -Residents Women's D League 47 Residents + 53 Non -Residents = 100 players 47t Residents 53t Non -Residents Co-Rec D League 56 Residents + 38 Non -Residents = 94 players 60%� Residents 40!k Non -Residents Men's Over 30 84 Residents + 71 Non -Residents = 155 players 54t Residents 46g Non -Residents Total Number of Players = 565 55% Residents 45% Non -Residents 1 2 3 4 5 6 7 8 9 10 11 12 13 14 1 2 3 4 5 6 7 DISTRICT 197 15-May-95 FIELD USED BY I # GAMES I PRACTICE SIBLEY 1 IN HOUSE BB & SB M-T-W-Th Sa-Sn SIBLEY 3 TRAVEL (Shared w/ VFW & LEGION) ? ? SIBLEY 4 IN HOUSE BB & SB M-T-W-Th Sa-Sn SIBLEY 5 T-BALL M-W T-ThSa-Sn SIBLEY 7 IN HOUSE BB M-T-W-Th Sa-Sn SIBLEY 8 TRAVEL Shared with LEGION T-Th Sa-Sn SIBLEY 98 IN HOUSE SB M-W Sn SIBLEY 9C IN HOUSE SB M-W Sn SIBLEY 13 TRANSITIONAL M-W T-Th-Sa-Sn MENDOTA E IN HOUSE BB M-T-W-Th Sa-Sn MENDOTA W IN HOUSE BB M-T-W-Th Sa-Sn MENDOTA O T-BALL M-T-W-Th Sa-Sn SOMERSET N TRANSITIONAL M-W T-Th-Sa-Sn SOMERSET S TRANSITIONAL M-W T-Th-Sa-Sn GAMES PER WEEK: 38 WEEK NIGHT PRACTICES FOR ANYONE OVER 8 YRS: NONE (NOTE: SIBLEY 1,3 & 4 ARE PART OF SIBLEY PARK), CITY OF EAGAN FIELD USED BY #GAMES PRACTICE LEX./ McKEE IN HOUSE BB M-W PILOT KNOB IN HOUSE BB T Th GAMES PER WEEK: 3 PRACTICES (OVER 8): 1 PRIVATE SCHOOLS FIELD USED BY #GAMES PRACTICE ST CROIX SOUTH TRAVEL 1? ? ST PETER'S IN HOUSE BB M-T-W-Th Sn ST THOMAS V TRAVEL (Shared w/ VFW & PEGASUS) W-F Sa-Sn ST THOMAS JV TRAVEL T-Th M-W-F-Sa-Sn VISITATION SB IN HOUSE SB M-T-W Th VISITATION PFE T-BALL M-T-W-Th VISITATION PFE T-BALL M-T-W-Th GAMES PER WEEK: 20 PRACTICES (OVER 8): 1 TRAVEL PRACTICE: 4 The Mendota Heights Athletic Association (aka The Mend - Eagan Athlectic Association) has been providing athletic programs for the youth of Mendota Heights and ISD 197 for 35 years. Approximately 1400 families were active members during the last year. Almost 1300 ouths are currently playing spring sports (baseball, softball, t-ball, track and tennis) with MHAA, Number of volunteer hours (coaches, parents, etc.): incalculable . Number of volunteer hours Commissioners spend in meetings with District 197 officials, representatives of the private schools, the Eagan Park and Recreation Dept. and the Mendota Hts Park and Rec coordinator; to exchange countless phone calls with them; to exchange info with other Commissioners; to match facilities with skill levels and size of players; and to schedule leagues and teams so that 98 weekly games can take place is difficult to calculate but 1000 hours would be a minimum figure. MHAA also participates in the expenses involved with the use of these fields. Some of the expenses we have paid are: 1994 1995 Donations to private schools: $100 $1,100 Maintenance (chalk, etc.): 60 ?? Biffs: 788 ?? District 197 (Super Saturday): 524 ?? It should also be noted that we have no guarantees for use of any of these fields. St. Croix Lutheran, St. Thomas Academy and the City of Eagan all reduced our usage after making committments for fields. Furthermore, we have no quarantee that any of these fields will be available to us next year. CITY OF MENDOTA HEIGHTS January 4, 1996 To: Mayor, City Council and Parks and Recreation Commissioners From: Kevin Batchelder, Interim City Administrator Subject: Joint Discussion of Pazk and Recreation Issues and Goal Setting DISCUSSION It has been since June 9, 1992 that the City Council and the Parks and Recreation Commission have conducted a Joint Workshop. If time allows, the Council and the Commission may wish to identify some issues that the Park and Recreation can address in the fInure. At the March 21, 1995 meeting the City Council suggested a Joint Workshop with the Parks and Recreation Commission to address Target Issues. The Parks and Recreation Commission has been working on Target Issues over the last several years including: 1. Evaluate future capital improvement needs with the park system; and 2. Clarify the purpose. and use of various park and recreation funding sources; and 3. Review the current park dedication formula; and 4. Review the need for additional recreation programming. As you are aware, the capital improvement plan was developed in 1994 and is now in its third year of use as a planning and budgeting tool. Part of that discussion has addressed the appropriate uses of the general fund, the special park fund and other funding sources. The Commission has also made recommendations regarding additional recreation programming. The Council and the Commission should discuss Target Issues to provide direction to the staff and the Commission about future priorities and goals. ACTION REQUIRED Discuss potential Target Issues in parks and recreation.