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1996-11-12 Parks and Rec Comm Agenda • CITY OF MENDOTA HEIGHTS DAKOTA COUNTY,NIINNESOTA AGENDA PARKS AND RECREATION COMMISSION November 12, 1996 6:30 p.m.-Large Conference Room 1. Call to Order 2. Roll Call 3. Approval of October 8, 1996 Minutes 4. Park Reservation Policy Revision 5. Full Time Recreation Programmer 6. Updates • "Drought" Conditions • Parks Report • Police Report (Available Tuesday) 7. Adjourn Auxiliary aids for persons with disabilities 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. This may not, however, be possible on short notice. Please contact City Administration at 452-1850 with requests. • CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION COMMISSION NNIINUTES OCTOBER 8, 1996 The regular meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, October 8, 1996, in the Large Conference Room at City Hall, 1101 Victoria Curve. The meeting was called to order at 6:40 PM. The following members were present: Spicer, Libra,Liberacki, and Kleinglass. Commissioner Linnell arrived late. Commissioners Norton and Damberg were excused from the meeting. Also present were Recreation Programmer Chris Esser and Administrative Assistant Patrick C. Hollister. APPROVAL OF AE[NUTES Commissioner Kleinglass moved to approve the September 10, 1996 Minutes with no corrections. Commissioner Libra seconded the motion. AYES: 4 NAYS: 0 ISD 197 COMMUNITY EDUCATION ADVISORY COUNCIL RECRUITAMNT Mr. Max Saucedo, Chair of the ISD 197 Community Education Advisory Council and Chair of the West Saint Paul Parks and Recreation Advisory Committee appeared before the Parks and Recreation Commission to recruit a Commissioner to sit on the Advisory Council. Mr. Saucedo explained that the Advisory Council addresses issues of early childhood and adult education and has a broad spectrum of members from the community. Chairman Spicer asked what kind of a time commitment would be involved for a volunteer. Mr. Saucedo responded that the Council meets the third Tuesday of each month for.about 1%hours at Learning Center South on the corner of Enterprise Drive and Mendota Heights Road. Chairman Spicer remarked that Commissioners Linnell,Norton and Libra may be the most appropriate candidates for the position, since they still have young children and have demonstrated concern for children's education. Chairman Spicer asked Mr. Saucedo if two Commissioners could fill the seat and rotate so that each Commissioner would only have to attend the meeting once every two months. • Mr. Saucedo said that this would be possible. 1 (At this point Commissioner Linnell joined the meeting.) Commissioner Kleinglass moved to nominate Commissioners Libra and Linnell to both fill the seat so that they could alternate meeting attendance. Commissioner Liberacki seconded the motion. AYES: 5 NAYS: 0 Mr. Saucedo thanked the Commissioners and informed Commissioners Linnell and Libra that the next meeting of the Advisory Council would be on October 22, 1996 at Leaming Center South and that he anticipated the meeting would be short. Chairman Spicer requested that Staff provide the verbal Updates next and save the Parks Reservation Policy Revision for the end of the meeting. UPDATES Administrative Assistant Appointment Mr. Hollister announced that he had been appointed Administrative Assistant by unanimous vote of the City Council on October 1, 1996. Mr. Hollister added that he had enjoyed serving the Parks and Recreation Commission for the past nine months and looked forward to continuing to work for them in the future. The Commission congratulated Mr. Hollister on his appointment. Recycling Mr. Hollister briefly discussed the City's recycling program and distributed literature on recycling. Hagstrom King Tennis Courts Mr. Hollister explained that a Councilmember had requested that he clarify her position on restoring tennis courts for Hagstrom-King in the Capital Improvement Plan;the Councilmember wished it to be understood that she was not necessarily advocating that tennis courts be installed, but rather insisting that they not be removed from the CIP without consultation with the neighborhood, since the neighborhood had been left with the impression that tennis courts would eventually be installed at Hagstrom-King. Chairman Spicer expressed content with placing the tennis courts back into the CIP. 2 • Parks Report and Police Report The Commission had no questions on these two items. Big Rivers Trail Commissioner Kleinglass commented that he had biked along the new Big Rivers Trail and feels that it is a tremendous amenity and asset to the community. Mr. Meinglass continued that it is well integrated with other trails in the region. Mr. Kleinglass commented, however,that the numerous warning signs about snakes along the river portion were perhaps a bit alarmist and may make people nervous. Commissioner Linnell agreed that it is a wonderful trail,but added that the transition between Valley Park and the Big Rivers trail should be smoother and more obvious with better signage. Commissioner Liberacki asked Staff to write a letter to Dakota County commending them on their excellent work on the Big Rivers Trail, and to tell them not to widen the trail at Valley Park. Chairman Spicer asked Staff to ask Mr. Kullander about the status of the park signage improvements. PARK RESERVATION POLICY REVISION Mr. Esser presented Staffs proposal for amending the fee and damage deposit provisions in the Parks Reservation Policy. Commissioner Kleinglass moved to recommend that the Council approve Staffs proposed revision of the Park Reservation Policy with some minor changes. AYES: 5 NAYS: 0 ADJOURNMENT Motion to adjourn made by Meinglass and seconded by Linnell. AYES: 5 NAYS: 0 The meeting adjourned at 7:35 PM. Respectfully Submitted, Patrick C. Hollister 3 • V= OF MENDOTA HEIGHTS AIEMOIRANDI TO: Parks and Recreation Commissioners FROM: Chris Esser, Recreation Programmer RE: Amended Draft of City Park Reservation Policy DATE: October 25, 1996 DURMT.RSit7N Staff is in the process of amending the current policy regarding the reservation and rental of park areas and facilities. At last month's meeting, suggestions for amendments to the City Park Reservation Policy were presented and discussed. The Parks and Recreation Commission voted to recommend that the City Council adopt the revised reservation policy. Staff wishes to verify that we have correctly interpreted the Commission's suggestions. ACTION REQUIRM Please review the revised Park Reservation Policy. If revisions or corrections are needed, please recommend changes and additions. CITY OF XHNDOTA HEIGHTS . DAKOTA COUNTY, MINNFSOTA RESOLUTION NO. 96- A RESOLUTION ESTABLISHING RULES AND RENTAL FEES FOR USE OF CITY PARKS AND PROPERTY WHEREAS, the City of Mendota Heights has a need to establish a rules and rental fees schedule for use of City parks and facilities. NOW THEREFORE BE IT HEREBY RESOLVED by the City Council of the City of Mendota Heights, that Resolution No. 95-09 be amended in its entirety; and BE IT FURTHER RESOLVED that the following policy of the City of Mendota Heights, as set forth below, shall be adopted: I. SHE1,TER/1RTT11MMG RENTAT. A. The fee to reserve space in the picnic areas, or picnic shelters of city parks shall be: Resident- Private no charge �� Non-Resident-Private* $rYOO-per days 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. Neighborhood Parks; Friendly Hills, Friendly Marsh, Hagstrom King, Ivy Hills, Marie, Victoria Highlands, and Wentworth Parks, can be reserved for picnics by their respective neighborhood groups at no charge•:���4?W" ���.,..�..�. .t.+ �? tgi€' k��k�.- SHELTERLBIJUDING RENTAT (continued) 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 6. Name of person/contact responsible for event. 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 i i picnic shelters in the parks, with the exception of nonprofit youth service organizations jwh�n making the written reservation. The facility will be inspected immediately the event and provided there are no damages, or clean up costs, the deposit will be returned promptly, G. The Mendota Heights Police Department and Park Maintenance crews 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. 1. There will not be a park attendant on duty. Thdreserving group is responsible for supervising the event and for cleaning the reserved area. K. The refund policy for canceled reservations shall be: Cancellation-W-7g.-days in advance 100% refund Cancellation I to f3 0 days in advance 50*N§refund Refunds due to inclement weather on the day of the event will not be considered. • There will be no additional charge for rescheduling events postponed due to weather. EOIMMENTRENTAT-9 A. Volleyball Nets $ 5.00 per day B. Extra picnic tables $ 5.00 each (limited quantity available) e. Hoirseshoes $5.00 per set A deposit of$10.00 will be required for equipment rentals excluding picnic tables. M. SOFTBALL TOURNAMENTS 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: $25.00perfield B. All adult softball tournaments will be governed by ASA rules and regulations. All A#MWAM 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 three tournaments 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 "EXBMIT B". G. The refund policy for canceled tournament reservations shall be: Cancellation 14 days in advance 100%-rdfund Cancellation 1 to 13 days in advance 50% refund IV. FIRLDISM,RESERVATIONS A. Softball fields: Adult Standard Fields $25.00 per field for non-residents (Mendakota, Civic Center) Neighborhood park fields rim come, first served with the exception of seasonal reservations. Field preparation $25.00 per user group (this (For all user groups excludes weekday prep. except City sponsored for Mendota Heights programs) Athletic Association) NOW" NOW I 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 bandied on a first come, first served basis. The field reservation priorities are identified as Exhibit *C". B. Soccer $35.00 per field for non-residents Field preparation $25.00 per field for weekend tournaments All requests for field reservations for the summer season (May 1 through August 15) will be made in writing between January 1 and March 15. Field reservations will be confirmed by April I and any requests received after March 15 will be handled on a first come, first served basis. All requests for field reservations for the fail season (August 16 through October 3 1) will be made in writing between June I and July 15. Field reservations for the fall season will be confirmed by August I and any requests after July 15 will be handled on a first come, first served basis. The field'reservation priorities are identified as Exhibit'C". C. Ice Rinks $20.00 per site per hour for non-residents $5.00 per fink per hour for lights There will be no reservations between 12:00-6:00 p.m. on weekends and School Holidays. IV, EFELDISTTE RUSERVATFONS (continued) D. Volleyball Courts First come,fast served, except City sponsored programs and ip§"" 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 - Mendota Heights Athletic Association, the Mendota Heights Senior Teams 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 on a M-0 case by case basis: Mendota Heights Parks and Recreation Department, Mendota Heights Athletic Association, and nonprofit*organizations within Mendota Heights city limits. *Proof of non-profit status is required. 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 _ day of 1996. CITY COUNCIL criy oF'mENDoTA HEIGHTS BY Charles E. Mertensotto, Mayor ATTEST: Kathleen M. Swanson, City Clerk y *a CITY OF MENDOTA HEIGHTS MEMORANDUM TO: Parks and Recreation Commission FROM: Chris Esser,Recreation Programmer RE: Full Time Recreation Programmer DATE: November 5, 1996 Parks and Recreation provides a wide range of benefits that display a city government's investment in their community. Recreation opportunities improve the quality of life for residents and promote a sense of community. Leisure pursuits encourage a healthy, holistic lifestyle. People come together as a community to recreate. Picnics, leagues and neighborhood parks help to bring neighbors together. People coming together builds a sense of community and neighborhood trust. Community pride and trust reflects a good, healthy government. People live in and move to communities because of amenities, not low taxes. Residents look for and demand good community services like schools, police and fire, recreation opportunities and a nice park system. • A community that cares about itself and its amenities demonstrates that it possesses resident pride and that people enjoy living there. A full time Recreation Programmer will create a vital parks and recreation system. The aim of this position is not to create a large department,but one that is energetic, community dynamic and responsive. The other half of the Recreation Programmer position will provide numerous benefits to the City of Mendota Heights. The two main benefits can be broken down into two categories: I. Additional programs and H. City Service. 1. Additional Programs A With only a half time programmer,we are greatly restricting the recreation opportunities for the residents of Mendota Heights. Currently, virtually every segment of the population of Mendota Heights are under-served through the lack of City sponsored programs and opportunities. A full time programmer would have the time and flexibility to create new programs to serve every possible segment of the community. B. Full time would also provide the flexibility to create or expand collaborative programs with other Cities, Community Education, Mendota Heights Athletic Association, and private groups. The Recreation Programmer's task is to tap into surrounding resources through collaborative efforts, not to duplicate or compete with t 1 existing programs. Collaborative programs save everyone involved time and money, • resulting in rewarding outcomes for the community. C. List of potential programs not currently being offered that would be possible with personnel expansion to one full time position: 1. Pre-School Programs a. Nature Quest b. Field Trips c. Day Camp d. Half-Pint Safety Camp 2. Youth Programs a. Holiday youth programs Valentine's Day Spring(Easter, Passover) Halloween A inter(Christmas, Chanukkah) b. More,year-round youth Field Trips c. Collaborative Summer Camps d. Collaborative after-school weekday programs 3. Teen Programs a. Drop-in programs b. Field Trips 4. Adult Programs a. Open Gyms Volleyball Basketball b. Leagues Touch Football Broomball Basketball Volleyball 5. Senior Programs a. Collaborative Trips b. Clubs, social gatherings, parties 6. People with Disabilities Programs a. Special Olympics b. Expanded S.P.I.R.I.T(Special People Incorporating Recreation In Togetherness)involvement. 7. Family Events a. Field Trips b. Parent/child athletics and activities The potential of these programs are difficult to predict. Recreation programs created year to date have increased annual participant numbers from 581 in 1994 to over 1,000 in 1996. Based on the above list of programs, we can project that these programs potentially will raise resident • participation to over 2,000 people per year as a result of staffing a full time programmer. That will serve close to 20%of the residents in Mendota Heights annually. H. City Service and Other Benefits A A full time Recreation Programmer would greatly improve customer service to the community. Currently, the half time Recreation Programmer is only available at certain times throughout the week. The schedule is irregular to the point where people have complained about not being able to reach the Programmer regarding urgent business. Still others have voiced dissatisfaction about having to wait a day to get a return phone call if the Programmer has left for the day. A full time Programmer will be there a greater majority of the time to answer questions, take registrations, reserve parks, etc. B. A full time Recreation Programmer will be better able to coordinate tasks that need very detailed attention. Creative scheduling of ballfields, coordinating activities with other agencies and planning Celebrate Mendota Heights Parks! are just a few examples of programs and activities that require a greater amount of attention than they are currently receiving. A full time Programmer will have the time and flexibility to give these programs the attention they deserve. C. A full time Recreation Programmer will be able to optimize use of existing facilities throughout the community. Mendota Heights has a wonderful parks and trail system that is well maintained throughout the year. The tax payer investment of maintenance of our parks • should be complimented by programs that put residents in the parks. Many residents are not aware of the recreation opportunities they have through their own community parks and recreation system. Expanded programming and education will help people of all recreation abilities and interests to be aware of our amenities. Awareness will lead to active participation in local programs and/or passive participation during leisure time pursuits. November 7, 1996 OCTOBER PARKS REPORT 1. General Maintenance - End of the year mowing, striping soccer fields, etc. 2. Put cement sealer down at Mendakota. 3. Add sprinkler heads to dry areas between fields at Mendakota. 4. Aerate all baseball, softball and soccer fields. 5. Fertilize all parks. 6. Blow out all sprinkler systems and building. Winterize all buildings. 7. Vandalism: a. Kids burned down satellite at Wentworth Park - $500. Submitted by: Terry Blum Parks Leadperson TB:kkb