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1993-10-12 Parks and Rec Comm Agenda Packet (2)11 • SDI to. PARRS AND RECREATION AGENDA OCTOBER 12, 1993 - 6:30 P.M. 1. Call to Order 2, Roll Call 3. Approval of the September 14, 1993 Minutes 4. Discussion of Proposal to Revise Bike Trail Location on Arndt Plan. 5. Proposed Resolution - Parks Reservation Policy. * Shelli Morgan, Recreation Programmer 6. Discussion of Ice Rinks a. Report on Ice Rink Use 1992-1993 b. Discussion of Ivy Park Warming House * Shelli Morgan, Recreation Programmer 7. Capital Improvements Plan 8. Discussion of North Kensington Park 9. Verbal Updates - South Kensington Soccer Fields/Townhomes - Trails - Mendota Interchange Project Park Vision/Park Philosophy 10. Adjourn Auxiliary aids for disabled persons are available upoa request at least 120 hours in advance. Yf a notice of less thaa 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 452- 1850 with requests, The regular meeting of the Mendota Heights Parka and Recreation Commission was held on Tuesday, September 14, 1993, 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: Libra, Spicer, Linnell, Norton and Kleinglass. Commissioners Katz and Damberg were excused. Also present were Administrative Assistant Kevin Batchelder, Parks Project Manager Guy Kullander and Recreation Programmer Shelli Morgan, Commissioner Libra inquired as to why the soccer nets at Sibley Park Soccer Field had been removed following the summer season and if this was the City or the School District's responsibility. He asked staff to follow up on this so the soccer nets can be in place for the fall soccer season. Parks Project Manager Kullander informed the Commission that School District 191 was responsible for net replacements at Sibley Park, Commissioner Norton moved to approve both July 13, 1993 and August 10, 1993 Parka and Recreation Commission Minutes. Commissioner Libra seconded the motion. AYES: 5 NAYS: 0 Administrative Assistant Batchelder introduced this item and stated the current Park Policy had been adopted in 1992 with the understanding that it would be an evolving document based on City staff experience. Batchelder stated the City had some success using this policy as a guideline to reserving parks and tournaments but that we had also experienced some problems. Batchelder stated that Recreation Programmer Morgan had drafted a proposed resolution to make changes to the Park Reservation Policy, Recreation Programmer Morgan described the changes in the new proposed resolution. Morgan stated the old resolution allowed parks to be reserved but that a "park" was hard to define and Parks and Recreation Commission September 14, 1993 Page 3 popular park with the parents whose children are involved in the Mend -Eagan program. Spicer felt that if the City of Mendota Heights attempted to limit the use of play at Mendakota Park to adult softball that we would be inundated with calls from upset parents. Recreation Programmer Morgan described the changes involved in the resolution regarding field preparation work and payment by user groups for field preparation work. Morgan stated the City had incurred additional overtime expense with weekend preparation of the fields for tournaments that had occurred this summer. She stated she is proposing that all user groups would pay a $25 per field fee for field preparation work including Mend -Sagan Athletic Association. Morgan stated this charge is only proposed for weekend field preparation. The Commission discussed the use of seasonal part timers, regular park crews and other options for providing a level of quality service for field preparation during weekend tournaments. The Commission directed staff to prepare language stating field preparation on the weekends during tournaments would be negotiated on a case -by -case basis for field preparation fees. The Commission felt this would allow different user groups to receive the level of service they would desire during a weekend tournament. The Commission directed staff to come up with a consistent cost factor that would apply for field preparation services during the weekend. Commissioner Libra stated Mend -Eagan is a totally volunteer group and that the people in charge of the different programs are continually answering phones day or night handling resident's requests for little league services. Libra stated Mend -Eagan does an admirable job in providing community services and a feeder system to all the high schools in the area. He stated that he feels the City should recognize the service provided by Mend -Eagan Athletic Association and that they should take care of the fields for this group who is essentially providing City services. Commissioner Libra inquired about the soccer field fees and if Sibley Sting would be included as a resident user group. Morgan stated that Sibley Sting is considered a resident group as they have many Mendota Heights children in their organization. Libra suggested the Policy should specifically state that Sibley Sting and Sibley Fast Pitch are resident user groups. Parks and Recreation Commission September 14, 1993 Page 5 Council had directed the Parks Commission to explore the three funding mechanisms that pay for park use and park systems and that includes the General Fund, Special Park Fund and Referendum Fund. Batchelder stated this discussion should include where the City should proceed in the future now that the referendum is essentially .complete, the level of recreation programming that should be provided in the City, the relationship between Mend -Eagan Athletic Association and the City of Mendota Heights and possible revisions to the Park Dedication Policy. Batchelder stated City Council had been made aware of many park issues due to the recent discussion on the capital improvements planning. Batchelder stated this 1994 priority issue should dovetail nicely out of the Parks Commission's work on the capital improvement plan. Batchelder stated the Commission was already beginning to consider these significant issues such as the purpose and intent of the Special Park Fund and how to begin planning for upkeep and maintenance of the park system. The Commission discussed what they hope the final product will be from the capital improvement planning for the park system. Batchelder stated staff's intent was to examine every park for infrastructure, replacement and new facility needs and then to have the Commission discuss funding sources, priority and time schedule for completion, so that all of this information could be placed in a plan that allows the City to prepare for the future. Parks Project Manager Rullander presented an analysis of Ivy and Wentworth Parks. The Commission discussed the mandate to implement American's with Disability Act (ADA) requirements. Kullander stated the City needed a plan to bring existing play equipment up to ADA standards. Kullander stated that at the time of the referendum the City had updated all of the play equipment in each park to its existing conditions. Commissioner Libra inquired what types of modifications needed to be made to the play equipment. Parka Project Manager Kullander stated that the required improvements would be paved, level, access paths to equipment, transfer platform and grab bars to existing equipment and the addition of special play components suitable for the physically challenged to provide play experiences similar to those already provided for non -handicap children. Libra inquired which parka currently conform to ADA standards. Kullander stated Kensington and Mendakota Parka conform to the ADA standards. Parks and Recreation Commission September 14, 1993 Page 7 if Summer uses of the warming houses begin to occur, for instance with arts or crafts in the park or other activities that may be ongoing in the warming houses during the Summer. Commissioner Spicer inquired if staff was going to propose to close the Ivy Park skating rink. Spicer stated that if this is true maybe we should just move the Ivy warming house to Wentworth Park, Recreation Programmer Morgan stated staff does not have plans to remove the ice rink at Ivy Hills but the question is do we need to staff the Ivy Park warming house. Morgan stated the City could still provide the ice surface, however it is hard to justify the salary of rink attendants staffing the Ivy Park warming house when statistics show that on average only two skaters per day use this ice rink. Morgan stated another question that might be addressed by the Commission would be is there a better location for an ice rink. The Commission discussed the use of Ivy Park ice rink. Commissioner Norton moved that the ice surface at Ivy Park be maintained but that the warming house should be closed. Vice Chair Spicer seconded the motion. Commissioner Rleinglasa inquired if it might be appropriate to have an ice attendant on weekends at Ivy Park. He agreed that it is not necessary to staff the Ivy Park warming house at a high level but there may be appropriate times when the warming house is needed. Commissioner Norton withdrew the motion. Commissioner Rleinglasa was excused at 8:15 o'clock P.M. The Commission discussed expanding the parking lot at Ivy Park onto the newly acquired park dedication parcel. Commissioner Libra stated he does not feel Ivy Park needs additional parking and that there is not high usage at the a soccer field at Ivy Park. Vice Chair Spicer stated people have always found a place to park when coming to games at Ivy Park and that he does not feel additional parking is needed. The Commission discussed landscaping to define the buffer along the edge of this new dedication and directed Parks Project Manager Rullander to seek volunteer services from Dakota County to plant the new landscaping. The Commission directed this landscape to be grass and low cost, low maintenance bushes. The Commission discussed the open space area owned by the Association adjacent to Ivy Park. Parka and Recreation Commission September 14, 1993 Page 9 their August 17th meeting. Batchelder stated the City Council wanted to clarify the screening in the south Kensington Park. He explained the screening is only for visual effect for ball players and is not intended to be a sound barrier. Batchelder stated the City had completed its process of recognizing and thanking all of the volunteers who contributed to the park celebration. He stated the 1994 Park Celebration Steering Committee would be formed soon to allow them a full year to do fundraising and planning for next year's celebration. Batchelder stated that Recreation Programmer Morgan would be the chief staff person for this committee and that it was likely that this year we would have a citizen chair. Batchelder stated that the City Recreation Department is currently holding rollerblade lessons including three classes for beginners, intermediates and adult beginners. He stated the safety and nature camps had been very successful this Summer and very popular with parents and children. Parks Project Manager Kullander stated the regrading, filling and reseeding at the Kensington soccer fields has been completed and that bidders are being sought to restore and sod all areas adjacent to the trail. There being no further business, the Parks and Recreation Commission adjourned at 8:55 o'clock P.M. Respectfully submitted, Kevin Batchelder Administrative Assistant CITY OF MENDOTA HEIGHTS October 7, 1993 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative Assistan& Subject: Discussion of Ice Rinks DISCUSSION Shelli Morgan, Recreation Programmer, will be present on Tuesday evening to provide a brief report on the use of the City I ce rinks during the winter of 1992-93. Please see her Recreation Program Evaluation Report that is attached. The cost of the program was $6,821 for the payroll for rink attendants. Nine attendants were used to staff four warming houses and they were instructed to record daily attendance. According to this documentation a total of 3,464 skaters used the ice rinks. It cost the City approximately $.51 per skater to staff the warming houses and supervise the ice rink facility. The season lasted approximately nine (9) weeks from late December into the first week of March, approximately two weeks longer than normal. This contributed to a high payroll. In 1993, $9,100 was budgeted for seasonal recreation and in 1994 this number was adjusted to $7,500 to more accurately reflect experience. At Wentworth, Marie and Friendly Hills an average of 22 people per day used the ice rinks during the hours that the warming houses are open. At Ivy Park, per day use averaged at one to two persons. The new Recreation Programmer position has enabled the City to provide better staffing, training, record keeping and supervision for the operation of the City ice rinks. Staffing policies are evolving and recruitment for new rink attendants will begin in mid - October. Shelli may have some suggestions for revised warming house hours. During the discussion of Ivy Park last month, it was suggested that the warming house not be operated at Ivy Park, or that it's hours be scaled back. Staff is suggesting that the warming house be operated only on Saturdays, Sundays and Holidays from 12-6 p.m. ACTION REOIIIRED Acknowledge Ice Rink Report from Shelli Morgan, Recreation Programmer and provide a recommendation to City Council on Ivy Park warming house hours for 1993-94. GENERAL FUND #k This is a self supporting program. This program is subsidized by the general fund budget. �helli Morcran. 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