2013-06-11 Parks and Rec Comm Agenda Packet
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
AGENDA
PARKS AND RECREATION COMMISSION
Tuesday, June 11, 2013 - 6:30 P.M.
City Council Chambers
1. Roll Call
2. Ivy Hills Park Clean-Up
3. Approval of the May 14, 2013 Minutes
4. Recreation Programming Report
5. Parks Celebration Donation Recognition
6. Trail Improvement and Maintenance Plan Feedback
7. Mendota/Lebanon Greenway Open House Report
8. Capital Improvements Plan
9. Ivy Hills Tennis Court
10. Par 3 Update
11. Commission Comments
12. Adjourn
Auxiliary aids for persons with disabilities are available 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 651-452-1850.
Meetings can be viewed anytime on-demand at: www.mendota-heights.com.
Page 1 of 2
DATE: June 11, 2013
TO: Parks and Recreation Commission
FROM: Jake Sedlacek, Assistant to the City Administrator
SUBJECT: Ivy Hills Park Clean-Up
BACKGROUND
Staff was contacted this spring by members of the newly formed Henry Sibley Ping-Pong Club
about cleaning up a Mendota Heights park as a fund-raising activity.
Noah and Sam Farber coordinated a clean-up of Ivy Hills Park this past weekend, collecting five
bags of trash, mostly from around the stormwater pond. The clean-up was a fund-raising success
for the club. As a result, the co-captains of the ping-pong club hope to conduct another clean-up,
in Wentworth Park, later this year.
RECOMMENDATION
There is no formal action required at this time. Staff recommends thanking the Henry Sibley
Ping-Pong Club for making our parks more beautiful.
MH Parks & Rec Commission, Page 2
Page 2 of 2
Mendota Heights Parks and Recreation Commission
2013 Capital Improvement Planning Worksheet
Project Estimate Priority Comment
Hagstrom King sun shade $10,000 Could benefit playground and ball field users – there is a vast array
of sizes and styles to choose from.
Install monkey bars for 2-5 year olds $3,000-
$4,500
Primary cost is creating a safety area
Trail/park signs and kiosks
New Ideas
Splash pad added to park(s) $2,500 –
$4,000
There are a variety of stand-alone misters/sprayers that could be
added to any park. Access to water may be a limiting factor.
Rogers Lake swimming beach Would likely require DNR approval for clearing weeds and adding
materials for swimming area. Would require additional staff and
insurance coverage. No preliminary estimates have been
developed for this project.
Victoria Highlands ball field
improvements
Phased project, in partnership with MHAA Baseball.
Low Priority Projects
Pave hockey rinks at Marie and
Wentworth Parks
$60,000
ea.
New lights at hockey rinks $35,000
ea.
Refurbish warming houses $10,000
ea.
Ivy Hills Park skating area shelter $12,000 -
$25,000
Mendakota Park sun Shelter $10,000 Could be installed over sand play area
Copperfield Ponds nature walk $15,000 To fund planting, signage, bench, etc.
Ivy Hills Park pond fountain $7,000
Mendakota Park storage building $50,000 Need for this facility has not been defined.
Additional multi-sport field at Friendly
Marsh Park
$120,000 Requires access and parking, need for this facility has not been
defined.
MH Parks & Rec Commission, Page 3
MH Parks and Recreation Commission 5-14-2013 Page 1
CITY OF MENDOTA HEIGHTS
DAKOTA COUNTY, MINNESOTA
PARKS AND RECREATION MEETING
May 14, 2013
The March meeting of the Mendota Heights Parks and Recreation Commission was held on
Tuesday, May 14, 2013 at Mendota Heights City Hall, 1101 Victoria Curve.
Chair Levine called to order the parks and recreation commission meeting at 6:31 p.m. The
following commissioners were present: Chair Stephanie Levine, Commissioners Mary McGrory-
Ussett, Ira Kipp, Joel Paper, David Miller, Pat Hinderscheid and Michael Toth. Staff present:
Recreation Program Coordinator Sloan Wallgren and Assistant to the City Administrator Jake
Sedlacek.
Approval of Minutes of April 9, 2013
Commissioner Hinderscheid made a motion to approve minutes of the April 9, 2013 meeting;
commissioner Paper seconded the motion.
Ayes 7: Nays 0
Recreation Programming Update
Recreation Program Coordinator Sloan Wallgren reviewed the recreation programming update.
Registration for field trips and the summer playground programs and tennis programs have been
filling quickly. The Heights Highlights will arrive in homes this week and is anticipated to drive
additional registrations.
Mr. Wallgren also recapped upcoming events for the summer, including the parks celebration,
puppet wagon and music in the parks. There has been great community support for the parks
celebration, if anyone is interested in volunteering, they should contact Mr. Wallgren at city hall.
Discussion on Victoria Highlands Ball Field
Assistant to the City Administrator Jake Sedlacek noted that representatives from MHAA were
not in attendance, but would be meeting with staff on Friday, May 17, 2013. Mr. Sedlacek asked
the commission if they had further feedback they would like shared with MHAA regarding the
project.
A brief outline of the project was provided for commissioners who we unable to attend the April
meeting.
Discussion took place on the role of the parks and recreation commission and how citizens may
bring requests to the commission for consideration. Staff will create a “request for parks
improvements” form based upon the conversation, and make it available to the general public.
MH Parks & Rec Commission, Page 4
MH Parks and Recreation Commission 5-14-2013 Page 2
Staff noted that the annual funding request from MHAA to the city has not yet been received, but
that the request would require the same reporting as was required in 2012.
Par 3 Update
Mr. Wallgren reviewed the Par 3 update. The course is open for business and playing conditions
are good. Program registrations year to date are on pace with 2012, the Heights Highlights and
an additional school flyer are anticipated to result in more registrations. Staff has seen
registrations from more Eagan families than in years past, which may be the result of Parkview
Golf Course closing.
The commission asked about financial reports, Mr. Sedlacek replied that due to the late start,
staff did not run an April financial report.
The commission suggested that staff consider reaching out to new housing projects in Mendota
Heights and Lilydale as potential new customers to the Par 3.
Capital Improvements Planning
Mr. Sedlacek introduced the topic discussing how the city council makes use of the capital
improvements plan in their budgeting process. Mr. Sedlacek also clarified that the city council
has not set a target for annual expenditure on capital projects. Staff’s interpretation of city
council direction is that the parks and recreation commission is asked to create a prioritized list
of projects, for the city council to consider funding.
The commission discussed the criteria which would be used to evaluate projects for inclusion in
the capital improvements plan, establishing the following criteria:
1. Is there a safety need which drives the project
2. What is the anticipated use (user group) for the proposed project
3. Is there urgency to complete the project- safety, funding opportunity, etc.
4. Does the project add value to the community
5. Are there alternatives to the proposed project
The commission discussed a number of projects, and provided staff with feedback to draft a
capital improvements plan for consideration at the June 2013 commission meeting.
Commissioner McGrory-Ussett asked for a copy of a parks maintenance list which was
developed in 2012. Mr. Sedlacek responded that the list is not being maintained as a commission
item, and encouraged any citizen with a maintenance concerns should be emailed to John
Mazzitello, at johnrm@mendota-heights.com. Staff will respond to inquiries individually.
The commission was asked to provide input on the trail improvements plan which was presented
by John Mazzitello at a previous meeting. The commission asked that a copy of the plan be
resent via email.
MH Parks & Rec Commission, Page 5
MH Parks and Recreation Commission 5-14-2013 Page 3
Chair Levine asked that the city request the anticipated date for paving on the north end of the
Valley Park Trail.
Commission Comments
Commissioner Toth asked for an updated on the schedule for street sweeping. Mr. Sedlacek
replied that he will ask engineering staff to include an update in The Pipeline to be sent with this
week’s Friday News update.
Commissioners Miller and McGrory-Ussett encouraged citizens to share their ideas, and asked
staff to further develop the process to do so.
Commissioner Paper asked that hand sanitizer be added to the portable toilets in the parks, Mr.
Sedlacek reported that Commissioner Paper’s request had been forwarded to staff on Monday,
and that hand sanitizer will be installed in all portable toilets.
Adjourn
Commissioner McGrory-Ussett made a motion to adjourn the meeting, Commissioner Miller
seconded the motion.
Ayes 7: Nays 0
The meeting adjourned at 8:40 p.m.
Respectfully Submitted by Jake Sedlacek
MH Parks & Rec Commission, Page 6
Page 1 of 2
DATE: June 11, 2013
TO: Parks and Recreation Commission
FROM: Sloan Wallgren, Recreation Program Coordinator
SUBJECT: Recreation Programs Update
RECREATION PROGRAMS
This has been a very busy and exciting month for staff. A majority of our Summer Programs
will start the week of June 10th, 2013. We were able to accommodate almost everyone’s requests
for programs, with the exception of a couple field trips that are full. We have seen a slight
increase in revenue in most recreation programs.
Upcoming Events:
June 10-July 29, 2013: Puppet Wagon at Market Square Park Mondays 11:45AM-12:45PM
June 12, 2013: Truck and Travel Show at Sibley High School Parking Lot 6:15PM-7:45PM
June 12, 2013: Teddy Bear Band at Sibley High School Parking Lot 6:30PM-7:30PM
June 19, 2013: Connie Evingson Concert at Market Square Park 6:30PM-8:30PM
June 26, 2013: Jazz on the Prairie Concert at Market Square Park 6:30PM-8:30PM
July 8, 2013: Northern Wind Concert Band at Market Square Mark 6:30PM-8:30PM
Cliff Timm Memorial Fishing Derby
The annual Cliff Timm Fishing Derby will be held at Roger’s Lake Park on Thursday June 20,
2013 from 5:30PM-7:00PM. The Fishing Derby is open to all youth ages 14 & under. There is a
$9 registration fee, and parents/guardians must accompany participants. For more information
visit our website at www.mendota-heights.com or call 651-255-1354.
Parks Celebration
The annual Parks Celebration was held at Mendakota Park on Saturday June 1st from 11:00AM-
2:00PM. The event was well attended and the weather was beautiful. Staff would like to thank
all of the people that donated their time and efforts to help make this event possible. Staff will
continue to build off of the success of this event to make next year’s Parks Celebration even
better.
BUDGET IMPACT
The attached revenue report shows revenues through the end of May. We have collected
$46,862 year to day. The results of revenue compared to last year are up $6,122 or 15%.
MH Parks & Rec Commission, Page 7
Page 2 of 2
MENDOTA HEIGHTS RECREATION
PROGRAMS
REVENUE THROUGH MAY 31, 2013
YTD 2012 YTD 2013
TENNIS PROGRAM $9,689 $13,183
SOFTBALL $11,282 $11,450
YOUTH TRIPS $2,590 $3,294
PLAYGROUNDS $11,280 $12,428
SAFETY CAMP $1,080 $840
FISHING DERBY + DONATIONS $1,144 $1,117
PARK CELEBRATION DONATIONS $3,675 $4,550
TOTALS $40,740 $46,862
MH Parks & Rec Commission, Page 8
Page 1 of 1
DATE: June 11, 2013
TO: Parks & Recreation Commission
FROM: Sloan Wallgren, Recreation Program Coordinator
SUBJECT: 2013 Park Celebration Donations
BACKGROUND
The Annual Mendota Heights Parks Celebration was held at Mendakota Park on Saturday,
June 1, 2013 from 11:00 a.m. to 2:00 p.m. We rely on donations from our community and its
businesses to help offset promotional, coordination and supply costs for this event. These
contributions enable the Park Celebration to offer free events for families. Donations and
involvement by community groups, individuals and businesses play a major role in making
this event successful. This year we collected cash donations totaling $4,550 and gifts valued
at $2,800. Below is a list of the contributors to the 2013 Parks Celebration:
Acacia Park Cemetery American Bank
Bituminous Roadways Boehm’s Cycle
Boltz’ Martial Arts & Fitness Children’s Country Day School
Gateway Bank Granite Foundation/Dungarvin Inc.
Howry Residential Services Hudson Company
Lexington Heights Apartments LCS Company
McDonalds Mendakota Country Club
Mendakota Pediatrics Mendota Animal Hospital
Moose Country Patterson Companies
Pioneer Engineering Signart
Somerset Country Club St. Thomas Academy
TAJ Technologies Teresa’s Mexican Restaurant
Valmont Industries Viking Plastic
RECOMMENDATION
No action required.
MH Parks & Rec Commission, Page 9
DATE: June 11, 2013
TO: Parks and Recreation Commission
FROM: Jake Sedlacek, Assistant to the City Administrator
SUBJECT: Trail Improvement and Maintenance Plan Feedback
BACKGROUND
Civil Engineer Michael Albers and Public Works Director/City Engineer John Mazzitello presented
the Draft 2013-2017 Trail Improvement and Maintenance Plan to the parks and recreation
commission at the December 11, 2012 meeting. The commission expressed interest in providing
feedback on the plan in Spring 2013.
Mr. Mazzitello will be in attendance to receive feedback from commissioners on the draft plan.
BUDGET IMPACT
The Trial Improvement and Maintenance Plan includes detail on potential budget impacts.
RECOMMENDATION
Staff recommends that the parks and recreation commission review the Trail Improvement and
Maintenance Plan and provide staff with comments on the plan.
MH Parks & Rec Commission, Page 10
DATE: June 11, 2013
TO: Parks and Recreation Commission
FROM: Jake Sedlacek, Assistant to the City Administrator
SUBJECT: Trail Improvement and Maintenance Plan Feedback
BACKGROUND
Dakota County hosted open houses on Tuesday, May 28, 2013 and Thursday May 30, 2013 on the
Draft Mendota – Lebanon Greenway Master Plan previously discussed by the parks and recreation
commission.
The greenway plan includes multi-purpose trails from the intersection of Dodd Road and Highway
110 crossing the community to the Delaware Avenue overpass of Interstate 494. Commissioners
who attended one or both open houses are encouraged to share their observation on the process
and/or the plan.
BUDGET IMPACT
None
RECOMMENDATION
Any public feedback on the Draft Mendota-Lebanon Greenway Master Plan should be directed to
Dakota County staff, or their consultant for the project. Further information can be found at
www.hkgi.com/projects/dakota.
MH Parks & Rec Commission, Page 11
Page 1 of 2
DATE: June 11, 2013
TO: Parks and Recreation Commission
FROM: Jake Sedlacek, Assistant to the City Administrator
SUBJECT: Parks Capital Improvements Planning
BACKGROUND
Each year the parks and recreation commission is asked to provide a list of capital improvement
projects in the parks. Capital projects are new improvements to parks, with a cost greater than
$5,000. At the May 2013 meeting of the parks and recreation commission, the following criteria
were developed for evaluating potential parks improvement projects:
1. Safety
2. Anticipated use of the facility
3. Urgency/Opportunity
4. Value added to the community/Longevity
5. Alternatives
The commission also defined the following rating for proposed projects – High, Medium, Low and
Alternatives. Following discussion at the May 2013 meeting, staff has attached a revised list of
projects.
Staff notes that there are no current needs for parks improvements. One project has been raised by
the public: an upgrade to the multi-use field at Victoria Highlands Park. This project was identified
by the Mendota Heights Athletic Association, who is interested in partnering with the city to
complete upgrades. Staff is still awaiting a total project estimate, and a request from MHAA for city
contribution to the project.
BUDGET IMPACT
Improvements are funded by the Special Parks Fund, which currently has a balance of $221,000. The
Mendakota Park playground refurbishing recently approved by city council will expend
approximately $70,000 of that balance. Funding of capital projects is determined by the city council.
RECOMMENDATION
Staff recommends defining alternatives for shade at Hagstrom King Park for completion this year, or
in 2014. Staff does not recommend any capital improvement projects at this time, and encourages
the commission to provide input on what projects should be further researched.
MH Parks & Rec Commission, Page 12
Page 2 of 2
Mendota Heights Parks and Recreation Commission
2013 Capital Improvement Planning Worksheet
Project Estimate Priority Comment
Hagstrom King sun shade $10,000 High -
Alternatives
Research Alternative to “spade in” mature trees as a part of
annual maintenance budget.
Install monkey bars for 2-5 year olds $3,000-
$4,500
Primary cost is creating a safety area
Trail/park signs and kiosks
Victoria Highlands ball field
improvements
High Phased project, in partnership with MHAA Baseball.
Splash pad added to park(s) $100,000 Medium Based on May conversation about size and scope, $100,000
is a reasonable expectation for cost.
There would be additional costs for plumbing, electrical and
other necessary work.
There is no site identified for a splash pad at this time.
Rogers Lake swimming beach Old beach area at Rogers Lake is located just west of picnic
pavilion.
Would require DNR approval for clearing weeds and adding
materials for swimming area.
Would require additional staff and insurance coverage.
No preliminary estimates have been developed for this
project.
Archery Range Friendly Marsh Park formerly had an archery range
Horse Shoe Pits
Sand Volleyball Pits
MH Parks & Rec Commission, Page 13
DATE: June 11, 2013
TO: Parks and Recreation Commission
FROM: Jake Sedlacek, Assistant to the City Administrator
SUBJECT: Ivy Hills Tennis Court
BACKGROUND
The City of Mendota Heights maintains tennis courts at Marie Park, Friendly Hills Park, Wentworth
Park, Valley Park and Ivy Hills Park. Regular maintenance of these courts includes patching and
sealcoating approximately every 6 years. Eventually each court requires more significant work. The
tennis court at Ivy Hills Park is in need of such repair.
Typical cost to rebuild a court is $50,000. Two vendors have visited the site to identify alternatives
to rebuilding the court. Both vendors advise against cutting and patching failing sections, as this
would not address underlying issues with the court. A preliminary estimate to patch and install a
1.5” overlay to the entire court is $14,000. This new asphalt would require all-new surfacing, at an
additional cost of $10,000.
Staff recommends setting an open house to discuss the future of Ivy Hills Park. The commission
should seek public input on the need to maintain the courts, and other potential uses for the area.
BUDGET IMPACT
Costs repair the tennis court at Ivy Hills Park range from $24,000 to $50,000. The 2013 Tennis
Court Maintenance budget is $7,500.
RECOMMENDATION
Staff recommends discussing the Ivy Hills Park tennis court, and setting a date for an open house for
public comment.
MH Parks & Rec Commission, Page 14
Page 1 of 3
DATE: June 11th, 2013
TO: Parks and Recreation Commission
FROM: Sloan Wallgren, Recreation Program Coordinator
SUBJECT: Par 3 Update – June 2013
BACKGROUND
The end of the school year coincides with the start of the busiest time of year for the Minnesota
golf industry. Weather so far this year has not been favorable for playing golf as well as growing
turf. The conditions of the course this year are very good, and should only improve as we get
some much overdue sunshine. We have had a few mechanical issues, but nothing major. Staff
has been able to minimize repair costs by doing a majority of repairs in-house.
Participation in recreation programs is slightly ahead of pace from 2012. The week of June 10th,
2013 is the first week of our Women’s Golf League, Junior Golf League, and Junior Golf
Camps. We have seen an increase in the number of registrations and revenue, despite lowering
the cost of golf lessons and leagues. Attendance at our after school Golf Club with Visitation
School has grown to 19 participants.
There are several smaller golf events taking place at the Par 3 during the month of June, however
we still have plenty of availability to accommodate groups that are interested in playing golf.
BUDGET IMPACT
The attached monthly expenditure report shows revenues and expenditures through the end of
May. The course has taken in $33,825 in revenues; expenditures for this period total $30,460.
This results in net revenue over expenditure of $3,365 year to date.
MH Parks & Rec Commission, Page 15
Page 2 of 3
MENDOTA HEIGHTS PAR 3
BUDGET TO ACTUAL REPORT
May 2013 (41.66% OF YEAR)
REVENUES
MAY YTD YTD
BUDGET 2013 2013 %
GREENS, LEAGUE & TOURN FEES $123,000 $12,309 $14,190 11.54%
RECREATION PROGRAMS $35,000 $5,946 $17,617 50.34%
CONCESSIONS $23,000 $1,857 $2,008 8.73%
SUNDRY REVENUE $100 $10 $10 10.00%
INTEREST $250 $0 $0 0.00%
CAPITAL CONTRIBUTIONS $0 $0 $0 0.00%
PAR 3 FUND REVENUE TOTAL $181,350 $20,123 $33,825 18.65%
EXPENDITURES
MAY YTD YTD
BUDGET 2013 2013 %
CLUBHOUSE SALARIES $46,700 $1,254 $1,254 2.68%
ADMINISTRATIVE SALARIES $22,447 $1,735 $9,403 41.89%
FICA/PERA $8,610 $428 $1,527 17.74%
MEDICAL INSURANCE $6,273 $443 $2,214 35.29%
U/E & W/C INSURANCE $6,100 $3,159 $3,297 54.05%
RENTALS $1,300 $1,100 $1,100 84.62%
UTILITIES $10,230 $754 $1,795 17.55%
PROFESSIONAL FEES - AUDIT $2,390 $0 $0 0.00%
PROF FEES - CONSULTING FEES $800 $0 $0 0.00%
PROF FEES - GROUNDS MGMT $14,000 $0 $0 0.00%
PROF FEES - GROUNDS WAGES $20,000 $455 $455 2.28%
PROF FEES - TREE MAINTENANCE $2,000 $0 $0 0.00%
ADVERTISING/NEWSLETTER $600 $98 $196 32.62%
LIABILITY/AUTO INSURANCE $3,100 $0 $3,088 99.62%
OPERATING COSTS/SUPPLIES $9,800 $277 $290 2.96%
FUEL $2,000 $0 $0 0.00%
REPAIRS & MAINTENANCE $13,000 $3,566 $4,123 31.72%
SUNDRY/DUES/MILEAGE/CLOTHING $1,660 $712 $1,359 81.84%
CAPITAL OUTLAY $0 $0 $0 0.00%
ONLINE REG & CREDIT CARD FEES $2,450 $206 $359 0.00%
PAR 3 EXPENDITURES TOTAL $173,460 $14,186 $30,460 17.56%
MH Parks & Rec Commission, Page 16
Page 3 of 3
MENDOTA HEIGHTS PAR 3
BUDGET TO ACTUAL REPORT
MAY 2012 AND 2013
REVENUES MAY MAY YTD YTD
2012 2013 2012 2013
GREENS, LEAGUE, TOURNAMENT
FEES $15,860 $12,309 $25,822 $14,190
RECREATION PROGRAMS $4,460 $5,946 $17,257 $17,617
CONCESSIONS $2,614 $1,857 $3,851 $2,008
SUNDRY REVENUE $7 $10 $26 $10
INTEREST $0 $0 $0 $0
CAPITAL CONTRIBUTIONS $0 $0 $0 $0
PAR 3 FUND REVENUE TOTAL $22,941 $20,123 $46,955 $33,825
EXPENDITURES
CLUBHOUSE SALARIES $4,369 $1,254 $6,544 $1,254
ADMINISTRATIVE SALARIES $833 $1,735 $4,519 $9,403
FICA/PERA $8,596 $428 $1,390 $1,527
MEDICAL INSURANCE $5,702 $443 $1,015 $2,214
U/E & W/C INSURANCE $4,247 $3,159 $6,269 $3,297
RENTALS $651 $1,100 $651 $1,100
UTILITIES $777 $754 $1,643 $1,795
PROFESSIONAL FEES-AUDIT $0 $0 $0 $0
PROF FEES-CONSULTING FEES $0 $0 $250 $0
PROF FEES-GROUNDS MGMT $2,000 $0 $2,000 $0
PROF FEES-GROUNDS WAGES $2,703 $455 $4,154 $455
PROF-FEES-TREE MAINTENANCE $2,000 $0 $0 $0
ADVERTISING/NEWSLETTER $198 $98 $397 $196
LIABILITY/AUTO INSURANCE $0 $0 $2,359 $3,088
OPERATING COSTS/SUPPLIES $1,354 $277 $1,470 $290
FUEL $1,500 $0 $636 $0
REPAIRS & MAINTENANCE $2,333 $3,566 $5,040 $4,123
SUNDRY/DUES/MILEAGE/CLOTHING $99 $712 $871 $1,359
CAPITAL OUTLAY $0 $0 $0 $0
ONLINE REG & CREDIT CARD FEES $326 $206 $506 $359
PAR 3 EXPENDITUES TOTAL $21,038 $14,186 $39,715 $30,460
MH Parks & Rec Commission, Page 17