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1994-03-08 Parks and Rec Comm Agenda Packet (2)** 6:30 o'clock p.m. ** 1. Call to Order. 2. Roll Call. 3. Approval of February 8, 1994 Parks and Recreation Commission Minutes. 4. Celebrate Mendota Heights Parks! Steering Committee Recruitment 5. North Kensington Park - Discussion of Concept Design * Review of Neighborhood Meeting 6. Discussion of Park Reservation Policy 7. Capital Improvement Planning for Park System * Rescheduled for April Meeting * 8. Discussion of Tree City USA 9. Request for Trail Segment - Mendota Heights Road 10. Nomination of Mendota Heights Fire Department for the 1994 Minnesota Fire Department Community Service Award 11. Verbal Updates * City Council Actions - Overhead Netting * Update on North Urban Trail * Update on County Regional Trails 12. Adjourn. Auxiliary aids for disabled persona are available upon request at least 120 hours is 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 short notice. Please contact City Administration at 452-1550 with requests. •19 The regular meeting of the Mendota Height= Parka and Recreation Commission was held on Tuesday, February 8, 1994, in the City Hall Large Conference Room, 1101 Victoria Curve. The meeting was called to order at 6:45 o'clock P.M. The following members were present: Katz, Libra, Linnell and Spicer. Commissioners Norton, Kleinglass and Damberg were excused. Also present were Administrative Assistant Kevin Batchelder and Parks Project Manager Guy Kullander. Guests present at the meeting: Mike Blake Chair Katz inquired what the City's policy on closing the ice rinks were due to temperature. Parks Project Manager Kullander stated the rinks were closed this evening because the park crews were busy helping plow streets. He stated that when the streets are completed they would plow the ice rinks. Administrative Assistant Batchelder stated the City's policy on closing the warming houses is if it is below -10 degrees or -25 below windchill the rinks will be closed. Commissioner Libra inquired about when the fields at Kensington Park would be lined and striped for soccer, Kullander stated he would have to meet with the Sting coaches and survey the corners of the field. Kullander stated City staff could then place monuments in the corners for the striping of the fields. Libra inquired about the rest rooms and storage rooms at the comfort stations. Kullander responded that he should contact Parks Leadperson Terry Blum and arrange for the coaches to get keys for the storage rooms, He stated the park crews will open the rest rooms in the morning and the police department will lock them up in the evening. Libra inquired about soccer nets and Kullander responded that the City had provided one set of soccer nets to the coaches so that the coaches will look after them. Administrative Assistant Batchelder introduced this agenda item and stated that tonight's meeting would review the trail and open space system for maintenance, capital improvement and replacement needs. Batchelder stated the review of the trail and open space system represents the final portion of the park system that the Commission has reviewed for the Capital Park and Recreation Commission Minutes February 8, 1994 Page 3 Kullander described the Civic Center site as being an open space pond and a ball field next to City Hall. Kullander stated discussions in this area have included a possible loop trail and that part of the City owned property includes the lift station off of Veronica Lane. Kullander stated that Mr. Ted Van had dedicated a lot to the City on the northwest corner of this pond within the last year or two. Kullander described the public works garage area as a possible tree farm site. He stated another consideration at this area had been the possibility of t-ball diamonds due to the fact that they do not need large fields for t-ball. Kullander described the Friendly Hills tot lot area and stated that all play equipment has been removed from this site. He stated this site is mowed and maintained for neighborhood kids to use as a playground lot. Kullander described Copperfield Ponds open space area. He stated the only improvement need is the gravel trail and that this site has been left mostly in its natural character. He stated that at an earlier Parks Commission meeting it had been discussed that wildflower plantings might be appropriate in this area. Kullander described the Delaware pond area between Copperfield Drive and Mendota Heights Road by stating this is a steep, wooded lot connecting to a pond along Delaware Avenue, Mr. Mike Blake, resident on Aztec Lane, inquired about the Dodd Road highway right-of-way behind his house. Kullander stated MnDOT will not allow the City to improve this open space. He stated the City has requested to install a paved trail there. Kullander stated MnDOT does not allow this but that the park crews have been cutting trails through this area. The Parka and Recreation Commission discussed the City acquisition of the highway right-of-way and the recent City survey on this area. Mr. Blake stated the neighborhood would like a paved trail from Dodd Road to the plaza along this highway right-of-way. The Commission discussed trails in the Friendly Marsh Park area. Kullander stated the trails planned in the referendum are on line and that the Parka Commission should discuss maintenance policies for the upkeep of these trails. Kullander stated that in the future there may be opportunities for additional trail segments in conjunction with developments and he mentioned the Arndt Plat in which the City received 1,200 feet Park and Recreation Commission Minutes February 8, 1994 Page 5 time. He stated that last year the City budgeted $3,500 to seal coat trails and that this provided approximately one mile of seal coating. He stated that perhaps a more aggressive program would include three miles of trails per year at a cost of $10,000. Kullander stated that with twenty miles of trail this would then renew each mile of trail every seven years. Kullander stated a wood chipper could be another Capital Improvement item which would help increase the efficiency in clearing brush along the trails and that a capital expenditure would be approximately $8,000 to $10,000. Commissioner Linnell stated an option besides seal coating could be to do overlays on the trail and that this would only have to occur every twenty years. Kullander responded that with this option the City would need to do crack maintenance to keep the trails in usable condition. Kullander stated it is a question of which policy the City desires to pursue. Commissioner Libra inquired if there is a master plan for the City's trail system which has not been fully implemented at this date. Libra stated that many of the major trail arteries are not continuous such as Dodd Road which has a trail from Smith Avenue to Highway 110 where it deadends. Kullander stated that the City would like to install a trail in this area. He stated no, the City does not have a master plan and that certain legs are missing on the major arteries in Mendota Heights and that these are typically pieces that the City cannot acquire. Kullander stated that along Delaware Avenue, south of Huber Drive is an area the City would like to widen for trails but the County refuses to participate. Mr. Blake stated the trail segment from the Amoco gas station to the Dodd Road intersection is a dangerous stretch of trail. Kullander described the City's effort to backfill and widen this section of the trail. Kullander stated he would like to see the City adopt a policy on clearing brush from trails so that the trails are safe with adequate site distances. The Parks Commission discussed the safety of the trails system at the Dodd Road and Highway 110 intersection. Commissioner Linnell stated it is imperative that the City provide safe trail connections in this area. Linnell suggested that perhaps this would be an appropriate project for ISTEA funding. Parks and Recreation Commission Minutes February 8, 1994 Page 7 record comments from the neighborhood. Commissioner Libra stated that staff could provide presentations on a periodic basis of about ten minutes each to provide information to those present. The Parks and Recreation Commission recommended that the hours of the open house be from 6:30 P.M. to 8:30 P.M. with periodic presentations. Commissioner Spicer stated he is puzzled by Council's non- acceptance of the concept plan which had been presented. He stated that originally the Parks Commission wanted active uses in this area and that they had accommodated the City Council's desire to have more open space, natural type use in this area. Batchelder stated his understanding was that the City Council disagreed with spending money on the tennis courts at Hagstrom-Ring Park and that they wanted to finish Kensington Park with the remaining referendum dollars. Batchelder stated that one comment at the Council meeting was that there is a lot of density in the area and a lot of these owners do not have a backyard and that this property should serve as a backyard for these residents. Commissioner Spicer stated that he felt tennis is still needed in this area of the City. Commissioner Libra stated this park is City property and that the Parks Commission must consider what is good for the whole of the City as well as what is appropriate for this neighborhood. The Commission agreed that there should be handouts available at the neighborhood meeting listing the options, reasons and financial situation. The Commission also agreed that there should be exhibits showing the area and other parks nearby and specifics of North Kensington Park's topography and features. Administrative Assistant Batchelder stated that at the January Parks and Recreation Commission meeting the Commission had asked staff to explore alternatives at Mendakota Park to address the issue of foul balls during baseball games. Batchelder stated that Mendakota Park, which was designed primarily for adult softball games, has experienced some injury situations caused by foul balls when youth baseballs games have been allowed. Batchelder stated that City staff is beginning to receive requests for summer time reservations for baseball tournaments and desired to address this issue. Parks and Recreation Commission Minutes February 8, 1994 Page 9 netting would be done by an outside firm and that lightning protection would be included. Kullander described option 3 - oval fencing or parabolic backstops. He explained these backstops actually arch over home plate and would knock down any foul balls. Kullander stated there are a number of drawbacks to this proposal, the first being that it would cost approximately $40,000 to install this system. Kullander stated there would be high liability as the curved backstops would be an attractive climbing apparatus for young people. Administrative Assistant Batchelder stated an option would be to do nothing and continue to allow baseball use. Batchelder stated this option is not very feasible because of the liability involved if injuries occur from foul balls. He stated the City's risk managers do not recommend this approach. Batchelder stated the fifth option, to do nothing and not allow any baseball use, is probably not feasible due to the high demand for use by youth baseball players in Mendota Heights. Batchelder stated Mend -Eagan has a lot of demand for the fields in Mendakota Park and that the parents of youth baseball players like the convenience and quality these fields provide. Kullander described option 7 which included overhead netting, stretched over and connecting to the backstop over home plate area. The Parks and Recreation Commission discussed option 2, netting of the central area, as the preferred option. Chair Katz stated the cost to replace the netting every five to eight years might be significant. Commissioner Spicer stated it appears the overhead netting is the most reasonable alternative and also the cheapest alternative. Kullander stated the overhead netting would be a maintenance item that would have to be put up in the spring and taken down each fall. Kullander estimated that each of the twelve individual panels cost approximately $300, and that there would be a need to have replacement panels on hand due to the six week time to place an order. Commissioner Spicer stated that it is likely not all the panels will have to be replaced each life cycle. Spicer stated Kazwell Park in Mankato uses this netting and is quite effective. The use of Mendakota Park for adult softball and youth baseball was discussed by the Commission. Mr. Blake stated that if the City was spending $10,000 on netting then they would have to allow more youth baseball at the park. Mr. Blake stated it was his understanding that the referendum Parks and Recreation Commission Minutes February 8, 1993 Page 11 a non Mend -Eagan team for afield reservation at Civic Center field. Spicer stated this independent youth team is not affiliated with Mend -Eagan and Mend -Eagan is extremely concerned that this team would be granted a reservation due to the fact Mend -Eagan cannot get all the fields it needs to meet demand. Commissioner Spicer stated the Mend -Eagan board met to discuss this possible reservation and felt that if the City granted this independent youth team a reservation that Mend -Eagan would turn the baseball program back to the City. Chair Katz stated Shelli Morgan, the City's Recreation Programmer, should make the reservation decisions according to the City's reservation policy which was recently adopted in the Fall. Commissioner Spicer stated he feels the policy needs to be revised. Mr. Blake stated the policy needs to be revised. Mr. Blake stated the policy needs to be more specific and that the City should be giving priority to teams that have been affiliated with the City for a long time. Commissioner Spicer stated that the priorities need to be reworded on the policy to be more clear that Mend -Eagan has priority. Commissioner Libra stated he feels the more appropriate way to address this problem would be for the Parks Commission to receive a request from the Recreation Programmer for clarification of the policy if she is finding contradictions or difficulties in enforcing the policy. Commissioner Spicer stated that if the City is not going to support Mend -Eagan then the City can have the baseball program and administer it itself. Chair Katz stated that that is a fairly hot headed viewpoint for Mend -Eagan to take and that the City has always supported Mend -Eagan fully. Chair Katz stated she cannot understand how Mend -Eagan could ever feel that the City has not fully supported them. Chair Katz the City has to balance Mend-Eagan's influence with other park programming needs. The Commission discussed Mend-Eagan/City relationships. Mr. Blake stated the policy does not specifically say that Mend -Eagan has priority over the use of fields, it only says that organized youth programs of Mendota Heights have priority. Mr. Blake stated that Mend -Eagan has more demand and need for fields than there are fields in the City and that they are extremely concerned that this independent youth team that has broken away from Mend -Eagan would be treated equally given the fact that Mend -Eagan has participated with the City for over twenty years and runs most of the City programs for Parks and Recreation Commission Minutes February 8, 1994 Page 13 their schedule, and stated that they would charge us for labor at the same rate as they charge the City of Inver Grove Heights. He stated grooming of the park trails is preferred to be done on non -paved trails for two reasons. First, the piston bully can damage the asphalt and second, the asphalt, because it has a black surface, will allow the snow to melt faster. He stated staff will look at areas that could be cut in the summer time so that grooming for ski trails could occur in the winter time. There being no further business, the Parka and Recreation Commission adjourned their meeting at 9:10 o'clock P.M. Respectfully submitted, Kevin Batchelder Administrative Assistant March 4, 1994 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative Ass' Shelli Morgan, Recreation Programme Subject: Discussion of Park Reservation Polic DISCUSSION At last month's meeting, the Commission discussed the City's policy for the reservation of our five adult sized softball/youth baseball fields, the priorities for reservations and the assignment of reservations to competing user groups. The Commission suggested that if Shelli Morgan, Recreation Programmer, desired clarification of the policy she should bring these issues to the Commission for discussion. The attached Resolution No. 93-67 is the current Parks Reservation Policy and the priorities for our softball/youth baseball fields (Mendakota and Civic Center) are contained in Exhibit C. The following items should be discussed by the Commission: 1. Organized Youth Programs - In determining reservations among competing organizations or individuals staff is requesting some guidance about defining "organized youth programs" of Mendota Heights. 2. Historical Rights - One method that staff has used in determining reservations between the organized youth programs of Mendota Heights is to give preference to teams that have "historically" reserved a given field at a given time in the past. The policy does not specifically state this priority. What other criteria could staff use as a "tiebreaker"? 3. Affiliation - Staff receives requests from Mend -Eagan baseball and softball programs, the Sibley Girls Fast Pitch softball program, St. Joseph's teams, the Visitation softball program and, more recently, Pegasus 12-13 year old travelling baseball team. Staff makes the best attempt to accommodate all the requests for fields and to balance the competing interest of these groups. Mend -Eagan specifically requested first priority at last month's meeting. The Commission, in providing staff direction on these issues, should realize that registrations and requests for reservations are being processed according to advertisements for recreation programs which are based on the current reservation policy. Any changes or revisions to the policy may impact teams or organizations that requested reservations under the guidelines of the existing policy. ACTION REOIIIRED Discuss the Parka Reservation Policy and the Recreation Programmer's requests for clarification and provide staff with any appropriate directions. WHEREAS, the City of Mendota Heights has a need to establish a rules and facilities. rental fees schedule for use of City parks and NOW THEREFORE BE IT HERESY RESOLVED by the City Council of the City of Mendota Heights, that Resolution No. 92-79 be amended in its entirety, and BE IT FIIRTHER RESOLVED that the following policy of the City of Mendota Heights, as set forth below, shall be adopted: A. The fee to reserve space in the picnic areas, or picnic shelters of city parks shall be: Resident - Private no charge $25.00 for groups of 50 or larger Non -Resident - Private $25.00 per day Resident - Corporate/business $50.00 per day Non -Resident - Corporate/business $100.00 per day B. Churches, synagogues and other religious congregations in Mendota Heights or adjacent communities whose membership consists of Mendota Heights residents will be considered Resident -Private Groups, C. All shelters are available for reservation including Mendakota Park, Rogers Lake Park, Kensington Park and Valley Park. Parks classified as "Neighborhood Parks" can be reserved for picnics by their respective neighborhood groups at no charge. D. Park Permits shall be submitted for park reservations and shall contain the following information: 1. Name of the park 2. Date 3. Time 4. Event (such as family picnic, softball game) 5. Number of people attending 60 Name of person/contact responsible for event. I. SHELTER/BIIILDING RENTAL (continued) E. Reservations will be tentatively recorded in the reservation book when called in. Applicants will have three working days to submit deposits and fees or their reservation may be canceled. F. A damage deposit of $100.00 will be required by all groups reserving picnic shelters in the parks, with the exception of nonprofit youth service organizations. The deposit is due when making the written reservation. The facility will be inspected immediately after the event and provided there are no damages, or clean-up costs, the deposit will be returned promptly. G. The Mendota Heights Police Department will be notified of all reservations. H. Groups wishing to reserve shelters shall abide by the attached rules and regulations and a copy of the park permit will be issued by the City to the sponsor setting forth the terms for the use of the shelter. The attached rules and regulations are identified as "Exhibit A". I. Mendota Heights schools, nonprofit civic organizations and City of Mendota Heights employee organizations are fee exempt. These groups must, however, pay a damage deposit. J. There will not be a park attendant on duty. The reserving group is responsible for supervising the event and for cleaning the reserved area. K. The refund policy for canceled reservations shall be: Cancellation 14 days in advance 100t refund Cancellation 1 to 13 days in advance 50% refund Refunds due to inclement weather on the day of the event will not be considered. There will be no additional charge for rescheduling of events postponed due to weather. II. EQIIIPMENT RENTALS A. Volleyball Net B. Extra picnic tables (limited quantity available) C. Horseshoes A deposit of $10.00 will be required III IV. • ' • 11: ui:A�Y A. Fees for a two day weekend tournament: Mendota Heights team currently participating in a Mendota Heights adult softball league: $200.00 For all others a flat rate of: $350.00 For any additional days: $25.00 per field B. All adult softball tournaments will be governed by ASA rules and regulations. All tournaments will also adhere to Mendota Heights rules and regulations governing park facilities. C. A damage deposit of $200.00 will be required and must be submitted along with the tournament fee two weeks prior to the scheduled event. An additional damage deposit may be required for extraordinary circumstances, as determined by the City of Mendota Heights, D. All City recreation sponsored tournaments will be exempt from all fees and deposits. E. No more than two adult softball tournaments and one youth tournament per month will be allowed without approval of the Recreation Programmer. F. Each tournament and sponsor shall abide by the attached rules and regulations and a written confirmation of the reservation shall be executed between the sponsor and the City setting forth the fee and terms for the use of the park. The attached rules and regulations are identified as "EXHIBIT B". G. The refund policy for canceled reservations shall be: Cancellation 14 days in advance 100t refund Cancellation 1 to 13 days in advance 50% refund FIELD/SITS RESERVATIONS A. Softball fields: Adult Standard Fields $25.00 per field for (Mendakota, Civic Center) non-residents Neighborhood park fields Field preparation (For all user groups except City sponsored programs) First come, first served $25.00 per field (this excludes weekday prep for Mendota Heights youth organizations) IV. FIELD/SITE RESERVATIONS (continued) All requests for field reservations will be made in writing between January 1 and March 15. Field reservations will be confirmed by April 1 and any requests received after March 15 will be handled on a first come, first served basis. The field reservation priorities are identified as Exhibit "Cu. B. Soccer Field preparation C. Ice Rinks D. $35.00 per field for non-residents $25.00 per field for weekend tournaments $20.00 per site per hour for non-residents $5.00 per rink per hour for lights. There will be no reservations between 12:00-6:00 p.m. on weekends and School Holidays, Volleyball Courts First come, first served, except City sponsored programs E. Basketball Courts First come, first served F. Tennis Courts - Tennis courts are available on a first come, first served basis for Mendota Heights residents and are not to be reserved. The following community groups may reserve tennis courts with the permission of the Parks and Recreation Commission and the City Council - Mend -Eagan Athletic Association, the Mendota Heights Senior Tennis Association, and all public and private schools in Mendota Heights, G. The following groups are exempted from the above described fees, excluding field preparations which will be determined and negotiated on a case by case basis: Mendota Heights Parks and Recreation Department, Mend - Eagan Athletic Association, Sibley Area Girls Fast -pitch, Sibley Sting Soccer and nonprofit* organizations within Mendota Heights city limits. *Proof of non-profit status is required. VI FIELD/SITE RESERVATIONS (continued) H. The Parks and Recreation Commission, with City Council approval, reserves the right to waive fees or to limit or deny reservation requests at their discretion. ADOPTED by the City Council of the City of Mendota Heights this 19 day of October 1993, CITY COUNCIL CITY OO/FJ MENDOTA HEIGHTS Charles E. Mertensotto, Mayor ATTEST: Kathleen M. Swanson, City Clerk EXH BIT A RULES AND REGULATIONS FOR USE OF CITY PARKS 1. Rental picnics.groups will use only those areas designated for group Facilities such as the horseshoe pit, volleyball courts and softball fields will be available on a first come, first served basis unless specifically reserved. 2. Rental groups will be responsible for cleanup of trash and debris in the area reserved for their activity. 3. Facilities such as picnic tables, benches and other park facilities will remain in their present locations. The moving Of any facilities will require permission. 4. A rental group will be responsible for controlling all members of said group. Any violations to City ordinances will result in immediate cancellation of the rental group contract and the group will be removed from City property. 5. All motor vehicles will be parked in designated parking areas unless prior arrangements have been made. If an event is being catered, a group leader must make arrangements in advance with a member of the park staff for specific instructions on entering the park, parking, etc. 6. Only groups consisting of 200 people or less will be considered for rental of designated areas. 7. Gambling, excessive use of alcoholic beverages, or abusive, boisterous, profane or indecent language, or conduct, in any Public park is prohibited. 8. GLASS BEVERAGE CONTAINERS and/or AEG BEER are prohibited in City parks. 9. The City of Mendota Heights park hours are 6:00 a.m. to 10 p.m. l0. Fires are allowed only in designated receptacles. Fires must be completely extinguished before leaving the area. li. The City of Mendota Heights ordinances require all dogs in the City to be leashed. This also pertains to park property. Pet owners are also required to clean up any droppings left by their animals. EXHIBIT "B" RULES AND REGIILATIONS FOR LEAGUE AND NON-LEAGUE SOFTBALL 1. The City of Mendota Heights will provide our ball fields, bases, trash removal, chalking equipment and bathroom materials. 2. The sponsoring organization will be responsible for picking up all trash at the end of Saturday's and Sunday's games. Trash is to be placed in containers provided by the City. Failure to properly clean up will cause forfeit of deposit. 3. The sponsoring organization will be responsible for traffic and parking control. Only city vehicles used for maintenance will be allowed past the parking lot. All other vehicles will be restricted to the parking lot. 4. All park facilities such as picnic tables, playground equipment and bleachers shall remain in their present locations. The moving of any facilities will require additional permission. 5. It is required that the sponsoring organization purchase a ASA liability policy to properly protect themselves from possible suit as a result of the tournament. A certificate of insurance must be furnished to the City. 6. The sale of beer or any other alcoholic beverages is prohibited. Excessive use of alcoholic beverages in any public park is also prohibited. 7. A formal letter of request must be submitted to the Recreation Programmer, City of Mendota Heights that will include the following information: a. Name of sponsoring organization and contact person that is responsible for the tournament. b. Dates of the tournament. c. Number of fields and approximate times they will be used. EXHIBIT NCR PRIORITIES FOR SOFTBALL FIELD RESERVATIONS 1. First priority will be given to programs sponsored by the Mendota Heights Recreation Department. 2. Second priority will be given to organized youth programs of Mendota Heights. 3. Third priority will be given to organized adult programs of Mendota Heights, 4. Fourth priority will be given to non-resident youth or adult programs.