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1992-09-08 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA AGENDA PARKS AND RECREATION COMMISSION SEPTEMBER 8, 1992 - 7:00 P.M. 1. Call to Order. 2. Roll Call. 3. Approval of August 11, 1992 Parks and Recreation Commission Minutes. 4. Introduction of New Parks and Recreation Commissioner • Ann Norton 5. Introduction of Paul Pieper - Producer of Park Video • Paul Pieper 6. Report on Celebrate Mendota Heights Parks! • Kevin Batchelder, Administrative Assistant 7. The Role of the Parks Commission - Discussion 8. Future Land Acquisition - Discussion of Priorities and Goals 9. Verbal Updates • Recruitment of Recreation Programmer • City Council Directives • Withdrawal of Matt Blair Reservation Request • Recent City Council Action on Recommendations CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA PARKS AND RECREATION COMMISSION MINUTES AUGUST 11, 1992 The regular meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, August 11, 1992, in the City Hall Large Conference Room, 401 Victoria Curve. The meeting was called to order at 7:03 o'clock P.M. The following members were present: Huber, Spicer, Kleinglass and Damberg. Commissioners Hunter and Katz informed the Commission .they .would be late. Commission Norton was excused. Also present were Parks Project Manager Guy Kullander and Administrative Assistant Kevin Batchelder. Guests in the audience included Bob Doffing, Judy Milberry, Heather Ashley, Carol Kiemele, David Hornek and Amy Rothbauer� APPROVAL OF MINUTES Commissioner Damberg moved approval of the (4y 14, 1992 Minutes. Commissioner Kleinglass seconded the notion. AYES: 4 NAYS: 0 NEW COMMISSIONER Administrative Assistant Batchelder explained that the City Council at their previous meeting had selected Ann Norton to fill the vacant seat created by the resignation of Michael Lundeen. Batchelder stated Ms. Norton lives at 1600 Diane Road and has been a resident of the City for approximately 1 1/2 years. He explained that Ms. Norton is employed as a Judicial Referee for Ramsey County and brings enthusiasm and energy to the Parks Commission. Batchelder stated Ms. Norton informed staff that she would not be present for the meeting as she would be on vacation. Commissioners Hunter and Katz arrived at 7:15 o'clock P.M. MENDOTA SCHOOL PLAY EQUIPMENT Chair Huber introduced this item as a carryover from July. Administrative Assistant Batchelder stated City Administrator Tom Lawell had sent Dr. Bruce Anderson a letter requesting that the School District consider participating in a project with the Parents -Teacher Association (PTA) to install and upgrade play equipment at Mendota Elementary School. Batchelder stated the School District was being asked to consider funding commitments for bringing the Mendota School playground equipment up to the standards of the ADA, at a cost not to exceed $7,789. Batchelder stated the letter asks the School District to also consider entering into a Letter of Agreement with the City to provide a guaranteed right of access to the equipment during non -school hours. Batchelder read into the record a letter of response from Dr. Anderson to Administrator Lawell in which the School District agreed to enter into an Agreement with the City to fund ADA upgrades and to guarantee access during non - school hours. The Parks and Recreation Commission inquired what sources of funding would be available for the City's portion of this project. Batchelder stated there are two sources of money: the Parks Referendum and the Special Parks Fund. Batchelder stated this item was not specifically advertised in the Referendum fgnding and that it might be more appropriate to be paid for out of the Special Parks Fund. The Commission agreed. The Commission discussed the play equipment at Somerset School. Commissioner Spicer stated he feels it is in the City's best interestto cooperate with\Independent School No. 197 regarding the installation of playground equipment at Mendota School. Commissioner Damberg stated that at the previous meeting she had felt the School District should commit to this action first. Mr. Bob Doffing stated that at that time the School Board was not aware of the PTA's action and that when they became aware was the basis for Dr. Anderson's letter to the City. Ms. Judy Milberry stated she felt it is wonderful for the City to cooperate with the Parent -Teacher's Association and Independent School District No. 197. She stated there are a lot of families that use this facility during ball games at Mendota School and that this area receives frequent neighborhood use. The Commission discussed liability insurance. Parks Project Manager Kullander stated the School District will provide liability insurance because the play equipment is on their property. Kullander also stated that proper installation of the equipment by the City's contractor would also provide liability coverage. Commissioner Spicer moved that the City of Mendota Heights provide $6,924 from the Special Parks Fund for the installation of five new component groups paid for by the Parent -Teacher's Association contingent on the Independent School District No. 197 providing $7,789 to bring the playground equipment -up to the standards of the ADA and contingent on the School District entering into a Letter of Agreement with the City of Mendota Heights providing a guaranteed right of access to the equipment during non -school hours. Commissioner Katz seconded the motion. Chair Huber stated it should be recognized that the City is participating in the funding of this installation only because the PTA has raised the majority of the funds to pay for the play equipment and that he would like to make it clear that the City is helping only with the installation of this equipment. Huber stated he feels that this is important to delineate that the City is not setting a precedent paying for School District play equipment. AYES: 6 NAYS: 0 TWIN CITIES CELEBRITY SOFTBALL CLASSIC Administrative Assistant Batchelder stated the City has received a request from Matt Blair Celebrity Promotions to conduct the Twin Cities Celebrity softball Classic at Mendakota Field on June 12, 1993. Batchelder stated the City's new Reservation Policy required that all groups hosting tournaments receive. Parks Commission and City Council.. considerationand approval. Batchelder stated City staff toured the site with Matt Blair Celebrity Promotions to discuss details regarding parking, concessions, seating and access to the fields and that many of these details still need to be worked out. Ms. Amy Rothbauer stated Mendakota Park seemed to be an ideal facility for the Matt Blair. Celebrity Softball Classic. She explained the first year the tournament was held at Siefert Field at the University of Minnesota and this year it was held at Tahpah Park in the City Shakopee. She, statedin the last two years this organization has raised $172,000 for two different Charities, the D.A.R.E. Program and the Second Harvest Program. Ms. Rothbauer stated Matt Blair's organization had secured the Airport Hilton as the official hotel for this celebrity softball tournament and that Mendakota Park provided a convenient location as well as an excellent facility for their tournaments. Ms. Rothbauer described the celebrity softball tournament. She stated that professional athletic teams are grouped together with local media celebrities and that they have a softball tournament with the charity going to the winner's City. Ms. Rothbauer explained charity funds go locally as well as nationally. She further stated they would like to make Mendakota Field their home field on an annual basis. She that they expect a crowd of 2,000 and they would be charging admission to raise money for this year's chosen charity which is Cities in Schools. The Commission discussed charges for the use of Mendakota Field and the fact that the City has not yet adopted a tournament policy for this type of use. Ms. Rothbauer stated Matt Blair Celebrity Promotions would provide additional bleachers to seat a larger crowd than is capable . at this time. She stated they typically have approximately 250 volunteers to help out with the tournament and that they are considering shuttle buses for people who park at Mendota Plaza. Ms. Rothbauer stated the celebrity softball tournament is an annual charity event and that Matt Blair Celebrity Promotions gets a consulting fee from the charity and a percentage of the gate fee. She stated the first year of the tournament sponsored the D.A.R.E. Program and the second year in the City of Shakopee the Gond Harvest Program. Ms. Rothbauer stated Cities in Sch is would be this year's charity and that they are involve ' sin dropout prevention programs. She stated this includes an academic program to help make sure disadvantaged youths graduate from high school and that scholarships are also available. Ms. Rothbauer stated that if the Minnesota Celebrity Team won then the charities would be donated to the Minnesota Cities in School Program. Commissioner Spicer stated for the record that Matt Blair is a friend of. the Court when they are dealing with disadvantaged kids. The Commission discussed the Cities in Schools Program. Ms. Rothbauer stated currently Farmington has a Cities in Schools Program and Minnesota is currently attempting to expand this charity to other school districts. Ms. Rothbauer stated the funds go to the winning team's area with a percentage going to the local charities. She stated that if Minnesota wins then $15,000 would go to Minnesota to building the Cities in Schools Program. Commissioner Spicer inquired if the Fire Relief Association could operate the concessions on the day of the event. Ms. Rothbauer replied yes. Commissioner Kleinglass stated the Parks budget should receive rent from the Fire Department to operate the concessions. Commissioner Katz disagreed. Ms. Rothbauer stated Matt Blair Celebrity Promotions would provide a $1 million liability policy. Administrative Assistant Batchelder stated while the City staff has toured the site with Matt Blair Celebrity Promotions there are many details that need to be worked ( ) out regarding parking, bathrooms, VIP tent space, electricity, concessions, use of multi fields, ability to secure access and public seating. The Parks and Recreation Commission discussed charity events verses profit making events in the use of the City's softball fields for tournaments by external organizations. Commissioner Kleinglass stated the City should be reimbursed for all costs incurred in hosting any softball tournament. Commissioner Spicer stated most Cities operatq tournaments on the basis of a reservation fee established for all groups. The Commission discussed the appropriateness of the Matt Blair Celebrity Softball Classics charity fund raising. Commissioner Kleinglass expressed a concern that this softball tournament was a business venture. Commissioner Hunter felt the City shovld cover any expenses. Commissioner Spicer stated the City should require appropriate fees and a damage deposit. , Chair Huber stated the City did not build the fields %o bring big groups into our parks. He stated he does n feel the City needs the public relations or the goodwill, however, he feels this would be a good opportunity .for the concessions and some of the local business. Chair Huber expressed his concern that this type of event would eat up a lot of staff time. The Commission discussed the use of Mendakota Park by community groups and external groups. Commissioner Damberg stated the City needs a tournament policy to handle these type of events. Commissioner Spicer stated when the City proposed this complex its revenue generation had been discussed. Spicer stated he feels that this one -day event would generate revenue for the City. Commissioner Kleinglass felt a reference check should be made with other host Cities of prior tournaments for Matt Blair Celebrity softball. Chair Huber stated the problem is the City does not have a policy in place for tournaments and we do not know what the fees will be. Huber stated there are too many questions about this event at this time. Commissioner Spicer stated Mendakota Park should be rented out by the City on the weekends with a consistent policy for all groups. Spicer stated this policy should consist of a user fee of $300 to $500, a maintenance fee to cover any time by the City staff involving dragging of fields, a damage deposit and proof of insurance. Chair Huber stated these fields are new and this is really the first request the City has had to rent these fields to an external organization. Huber stated there are some questions on the charitable aspects. Ms. Rothbauer explained Matt Blair's organization takes a fee for sponsorship because it takes them approximately one year to plan this event and their fee covers office staff and time. She stated with last year's donation to Second Harvest only about one percent was taken out for overhead costs by Matt Blair's Celebrity Promotions. Commissioner Spicer explained these fields are brand new in the City and no policy exists at this time for outside usage. Commissioner Spicer moved to recommend that City Council approve the use of Mendakota Park by Matt Blair Celebrity Promotions for the Twin Cities Celebrity -Softball Classic on June 12, 1993, contingent on the establishment of a City Policy for outside tournaments that consists of: 1) a user fee of approximately $300 to $500; 2) City maintenance costs are reimbursed; 3) a security or damage deposit be made; 4) proof of insurance be provided. Commissioner Hunter seconded *the motion. AYES: 4 NAYS: 1, HIJBER ABSTAIN: 1, KLEINGLASS HAND DRYERS AT HENDAKOTA PARK A memorandum from Parks Project Manager Kullander stated the need to remove paper towel dispensers from the Mendakota concession building and replace them with hot air hand dryers. Kullander stated this is due to vandalism with the clogging of .toilets from paper towels. Commissioner Damberg recommended that City Council direct Parks Project Manager Kullander to arrange for the installation of hot air hand dryers at the Mendakota concession building. Commissioner Hunter seconded the motion. AYES: 6 NAYS: 0 LOCKBOX FOR SOFTBALL EQUIPMENT Parks Project Manager Kullander presented a memo stating the need for storing bases and chalk boxes at Mendakota Park. Kullander stated currently the bases and chalk boxes are stored in the mechanical room and Parks Leadperson Terry Blum feels uneasy about letting too many people have access to this room. Kullander stated a lockbox was bought for the Civic Center Park at a cost of $330. Commissioner Katz moved to recommend that the City Council approve the purchase of a lockbox for Mendakota Park. Commissioner Kleinglass seconded the motion. AYES: 6 NAYS: 0 BACKSTOP HOODS Parks Project Manager Kullander explained three softball fields ,:within the City are experiencing problems with foul balls. Kullander stated Friendly Hills, Wentworth and Civic Center Park. Kullander stated at Friendly Hills Park there have been three broken windows of the house nearest the backstop. Kullander stated this item had been brought. to his attention by Parks Leadperson Terry Blum and by coaches in Mend -Eagan. Commissioner Spicer stated tie City should test the new backstop hoods at just one of the fields to find out if they are effective. Spicer stated the Civic Center site should be the field tested because of th immediate frontage road behind. the ballfield is a.hazard to children who are chasing foul balls. The Commission discussed backstop hoods at the otherrsites. Commissioner Spicer moved to recommend that the City Council awardthe contract for the installation of new backstop hoods at Friendly Hills and at Civic Center Park under the alternate bid design. Commissioner Katz seconded .the motion. `AYES : 6 NAYS: 0 VISITATION REQUEST TO USE TENNIS COURTS AT ROGER'S LAKE PARK AYES: 6 NAYS: 0 REGIONAL Commissioner Hunter moved to recommend the City Council approve the request to reserve Roger's Lake tennis court for the girl's tennis season for Visitation High School. Commissioner Damberg seconded the motion. TRAIL SYSTEM Administrative Assistant Batchelder explained he had been contacted by Dakota County to seek a resolution by the City of Mendota Heights in support of their regional trail system and, in particular, support for examination of the Soo Line Railroad tracks as an alignment and connection to the regional trail system. Batchelder explained the Soo Line railroad alignment runs from the Coca-Cola plant on Highway 55 north through the Industrial Park where it intersects future Highway 13 and then proceeds along Acacia Cemetery into Mendota. Batchelder stated the Fort Snelling DNR Division is interested in this opportunity to provide a bicycle pedestrian access to Fort Snelling and the State park. Batchelder stated Dakota County is interested in examining this alignment as part of their regional trail system. He stated MnDOT is willing to go along with this project if b4cycle path improvements can be included prior to their January bid letting for the road construction of future Highway 13. Commissioner Spicer moved to recommend City Council adopt a resolution supporting the Dakota County Regional Trail System and the examination of this alignment as a possible connection for that trail system. Commissioner Katz seconded the motion. AYES: 5 NAYS: 0 ABSTAIN: 1, HUBER LANDSCAPE SCREENING AT MENDAKOTA PARK Parks Project Manager Kullander provided a presentation of the landscape screening that NSP installed last year on the north wall of their substation at Mendakota Park. Kullander stated that over ten years ago NSP had provided a sound wall on the south and southwest side of their substation as a condition of a variance approval. Kullander stated NSP has provided a good mixture of landscaping on the north side adjacent to Mendakota Park, however, these plantings are young and have not yet matured. Kullander stated even mature plantings would not hide the poles, the lines or the equipment of the substation. Kullander stated Parks Leadperson Terry Blum has been maintaining a tree farm at the public works garage and has indicated to him that when the Public Works garage is expanded these trees will have to be moved. Kullander suggested that some of these trees could provide additional screening at the NSP power plant. The Commission felt this was a good idea and directed staff to pursue this action. VERBAL UPDATES Commissioner Spicer moved to recommend Parks Project Manager Kullander and Administrative Assistant Batchelder AYES: 6 NAYS: 0 and all of the volunteers be commended for their efforts on putting together the Mendakota Parks Celebration last weekend. - Commissioner Katz seconded the motion. The Commission was excited about doing this event again next year and discussed the possibility of having it in a different park or continuing it at Mendakota Park. Commissioner Katz stated she feels if Parks Leadperson Blum has additional trees at his tree farm a good place for these would be along the boulevard along the trail on Marie Avenue from Victoria to Lexington to provide shade on the trail. Administrative Assistant Batchelder stated at the last Council meeting Council had considered providing resources to residents regarding tree $rvices for diseased trees. Batchelder stated Council directed staff to look at options available to the City for providing these services. Batchelder stated the Council had also directed staff to revise the Park Ordinance to allow horses to use City trails provided that they clean up after themselves in a similar manner as dog owners. Batchelder stated the City Council had approved the Parks Commission recommendation on future land acquisition and on the City Policy for Tot Lots. Parks Project Manager Kullander described the progress of construction of Kensington Park. ADJOURNMENT There being no further business, the Parks and Recreation Commission adjourned at 8:50 o'clock P.M. Respectfully submitted, Kevin Batchelder Administrative Assistant CITY OF MENDOTA HEIGHTS MEMO August 6, 1992 To: Parks and Recreation Commission From: Kevin Batchelder, Administrat istant Subject: New Parks and Recreation Commissioner DISCUSSION At the August 4, 1992 City Council meeting, the Council interviewed five candidates for the vacant seat on the Parks and Recreation Commission and formally appointed Ms. Ann Norton as the new Commissioner. Ann is currently employed as a Judicial Referee for the Ramsey County District Court and resides at 1600 Diane ROk.t1.. She has considerable experience with government entities an4non-profit organizations, both as a professional and volunteer:, As was evident during her interview, Ann brings enthusiasm and energy to the Commission, as well as a commitment to the recreational and park resources in the community. Welcome Ann! ACTION REQUIRED Provide a welcome to Ms. Ann Norton to fill the vacated seat on the Parks and Recreation Commission. rTh CITY OF MENDOTA HEIGHTS MEMO September 4, 1992 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative A Subject: Introduction of Paul Pieper Producer of Parks Video DISCUSSION Earlier this Summer, I announced that the Northern Dakota County Cable Communications Commission (NDC4) had awarded a $500 grant to the City of Mendota Heights to produce a video highlighting our park system. Mr. Pala, Pieper, a producer from South St. Paul, was chosen to be the producer who would use our grant to make the video. If you attended the Celebrate Mendota Heights Parks! you may have had a chance to meet Mr. P4eper. Paul will be present at Tuesday evening's meeting to meet with the Commission and to film the Commission in aation. He will be taping for video only and there will be no audio production from the meeting. The footage will be used in the video to discuss the work of the Commission and the Citizen's Park Review Committee in forming the referendum that built the new park system. Please see attached Grant Application and Park Program Video. These two documents will provide many of the details about the intent and purpose of the video, the direction of the script and the information that will eventually air on Government Access Channel 18. We will, in the near future, be asking for some Park Commissioners to participate in interviews that will be part of the documentary style video. ACTION REQUIRED Meet with Mr. Pieper (who will have cameras set up) and discuss the Park Video with staff. 1. City GOVERNMENT ACCESS CHANNELS 18 & 19 VIDEO PRODUCTION GRANT PROGRAM APPLICATION FORM City of Mendota Heights 2. City Department Parks and Recreation 3. Contact Person/Applicant: Kevin Batchelder City Address & Phone: 1101 Victoria Curve, Mendota Heights, MN 55118 (612) 452-1850 4. City Administrator ranks this 1 of city/department. 5. Category for Program Content: (check Public meetings & conferences x Community service Public safety issues Transportation issues Energy and environment Health/mental health Criminal justice Social programs Special Audience: Children Minority Other: (explain) 6. Intended audience/user: only one) proposals submitted by this Leisure, arts, information Employment information Youth progra'nX, Land use and planning Commuritty development Taxation and finance Historical Seniors Special needs All users of parks and recreation programs in the City of Mendota Heights. 7. Program type (check one): Public Service Announcement Series of Programs Update of Existing Programs x Single Program 8. Summary: Describe the program and how it will be used. If a series, describe first program and include list of topics for future programs. This program is intended to showcase Mendakota Park, a community park recently constructed in Mendota Heights to provide a first class recreational and athletic facility to the residents. Mendakota Park is Mendota Heights' first "community" park, and as such, provides a higher level of park amenities than the numerous "neighborhood" parks around town. The park includes a first class softball complex and provides the community with a resource necessary to address recreational demands among residents. The program is intended to showcase the park in order to demonstrate to the community iere their tax dollars were spent from the 1989 Parks Referendum that was approved by endota Heights voters. The program will include footage of a communitycelebration held on August 8, 1992 to officially dedicate and open Mendakota Park, and will also highlight all the other park referendum improvements in Mendota Heights. The program will function .to broadcast to the community information regarding all the pieces of the Mendota Heights Park system and the recreational opportunities within the City. The program will serve to inform the community about the Parks and Recreation resources available in Mendota Heights. 9. Ability to meet Government Access Grant purpose: (attach additional pages if needed) o Communicates or improves city services to citizens Informs City residents of available park and recreation opportunities and services. o Expands citizen awareness of process Informs community of progress city government made on 1989 Parks • activities or decision Referendum. o Timeliness or importance of message toNaitizen and longevity of program content New park system has recently been constructed and is cr4ting more recreational demands. The City is beginning a recreation\program and this show will address that. o Meets city department goals Yes. The Parks and Recreation department desires to keep all residents informed of all park resources and opportunities. o Provides information to citizens not available elsewhere Yes. Will provide a video source of comprehensive. park information. o Enables citizens unable to attend a city -sponsored event to participate via television Yes. Once a month Park and Recreation Commission meetings only address current park issues. The proposed program will be much more cOmprehensive. In addition, those unable to attend the August 8th Community Celebration will be able to view the event via Television. o Provides response to frequently asked -citizen questions about agency services Yes. .We often have requests for information regarding Park system and trail routes'. 10. Perceived Time line July - Aug 8 - August Sept - Oct - July 20 production schedule - Start Date: 1992 Oct. 30, End Date: for production activities (if known): org and plan budget, script and shooting schedule footage of Community Celebration - footage of park & trail system footage of city employees detailing park system production of final video 11. BUDGET: Detail costs minus funds available to show total amount of grant requested (up to $500). COSTS: Include pay for free-lance producer services and may include other costs including supplies and materials, etc. FUNDS AVAILABLE: May include cash contribution, in-kind contribution, grants (other than this grant), other funds available to complete the project. $400 - free lance producer $100 - graphics, art supplies, etc. 12. Follow-up: Describe plans for dissemination, promotion, and evaluation of finished program, if known. To be aired weekly on Channel 18 during winter/spring of 1992-1993 To be promoted in Cable TV Schedule. To be evaluated by Parks and Recreation Commission prior to final editing and following air play. CITY AUTHORIZATION: DEPARTMENT HEAD: (Name & Title) Submit original and one copy by July 3, 1992 to: Judy Skeie-Voss, NOC4 Government. Coordinator Northern Dakota County Cable Communications Commission 1535 Livingston Avenue - #101 West St. Paul, MN 55118-3411 PARR PROGRAM VIDEO August 4, 1992 1. Primary Objective To produce a quality video for air play on government access Channel 18 that is intended to demonstrate to the community the Park and Recreation system in Mendota Heights. The program will showcase Mendakota Park and will broadcast information to the community regarding all the pieces of the Mendota Heights Park system and recreation programs. 2. Secondary Objective To demonstrate improvements constructed as part of the 1989 Parks referendum such as the trail system, improvements to the neighborhood parks and the new parks that have been constructed. 3. Target Audience The target audience is residents and tax payei of Mendota Heights who are the primary users of the park system. 4. Subject Matter The subject matter is Mendakota Park and the August 8th celebration as a backdrop to showcase the recent park improvements. The celebration on August 8th is to serve as a grand opening of Mendakota Park, which is considered the "crown jewel" of the park system and is representative of all the improvements that have been made. The celebration also serves to dedicate all the improvements made as a result of the 1989 Park referendum and to thank the officials and residents involved in the community effort to pass a successful referendum. Other subject matter will be the specific pieces of the parks and recreation system, which are categorized as trails, improvements to the existing neighborhood parks, newly constructed parks (Sibley, Mendakota, Victoria -Highlands, Hagstrom-King, and Kensington Parks) and future land acquisition. Other subject matter might include the budding recreation resources available to Mendota Heights residents. The focus will be on the physical infrastructure of the park system. 5. Idea The intent is a mini -documentary of about 15 to 30 minutes that will highlight the park system by showing the celebration, footage of the park system, interviews with Park Commissioners, City officials and other key people to demonstrate park and recreation resources to the audience. SKELETON SCRIPT August 4, 1992 1. Describe referendum and improvements made 2. Park Commission's goals and intentions (Chair: John Huber) 3. Specific improvements • Trails • Neighborhood Parks • New Parks • Land Acquisition 4. Mendakota park as showcase provides physical infrastructure and ballfields that were needed allows recreation program to address demand 5. August 8th celebration Annual Celebrate Mendota Heights Parks 6. Basic Parks and Recreation Department inforMa.tion to community CITY OF MENDOTA HEIGHTS MEMO September 4, 1992 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative Assist Subject: Report On Celebrate Mendota Heights Parks! DISCUSSION I have attached a report that was presented to the City Council at their August 18, 1992 meeting that summarized the Park Celebration that was held on August 8th. (See attached.) As I pointed out in that memo, the C4ty Council and the Parks and Recreation Commission should be thanked for creating an environment in which a successful referendum can create such a wonderful park system for the community. This park sy'tem should be celebrated and an annual summer event certainly seems appropriate. I would encourage the Parks and Recreation Commission to again be involved in next year's Planning Cormittee. I expect that the new Recreation Programmer will play a major role in staffing this Planning Committee. ACTION REQUIRED • Acknowledge the report on the First Annual Celebrate Mendota Heights Parks! and provide any feedback to staff. CITY OF MENDOTA HEIGHTS MEMO August 13, 1992 To: Mayor, City Council and City Administ From: Kevin Batchelder, Administrative Ass Subject: Report on Park Celebration DISCUSSION From all reports, the First Annual Celebrate Mendota Heights Parks! was a success despite the brutal sun and humidity we experienced on Saturday, August 8th. Next year we'll have to order a cool, sunny day. The crowd that attended is estimated to be in the neighborhood of 500 to 1,000 people throughout the day. The facility proved to be a good host for o'tcommunity celebration as the ballfield, concessions, pavilion/�bo.nd shell, parking, drop off area, play equipment, pedestrian/bicycle trails, electrical outlets and water fountains all functioned well and proved this park was well designed for its intended use. Guy Kullander, Parks Project Manager, should be commended for all the work he has put into making Mendakota Park a success. This year's event was successful because of the extensive amount of support the Planning Committee received from volunteers and sponsors throughout the community. The original intention of the Planning Committee was to host an event that would be paid for and operated by voluntary donations and efforts. For the most part, this is exactly what occurred. (An accounting is attached.) Letter's of Appreciation have been prepared for the Mayor's signature to properly thank all the volunteers and sponsors, both individuals and organizations, that helped make this community event a success. Letters thanking volunteers and sponsors will also be distributed to the local newspapers. (A list of volunteers and sponsors is attached.) I would also like to note the contributions made by the Park Maintenance crew, Terry Blum, Mike Maczko, and John Boland, for a fine job in preparing the park and assisting the day of the event, as well as Police Officer Neil Garlock whose presence was appreciated. The intrepid Kim Blaeser provided a great deal of background support, as did the Public Works and Police departments. I would be remiss in not mentioning the help provided by the Fire Relief Association and the Ladies Auxiliary. Besides hosting the softball tournament, dunk tank, Fire Truck rides and the concessions, the Fire department lent a helping hand throughout the event. From the setup of the tents and equipment Friday evening through the final clean up on Saturday evening, members of the Fire Department and their families were present to pitch in and help. Their assistance was invaluable and greatly contributed to the success of the event. Mendakota Park is now dedicated and we have had a successful first annual community celebration. There are many things we learned Saturday that will enable us to plan a better event next year and begin to establish this event as an annual tradition. A planning committee,with the help of the new Recreation Programmer, will be formed in`the winter to tackle this task. Finally, I would like to thank the Mayor and City Council, the Parks and Recreation Commission and other members of the City staff for creating an environment in which a successful referendum can create such a wonderful park system for the community. It is a park system that is worthy of an annual celebration. The Council's advocacy for, and support of, the growing park system has provided a valuable resource to the community of Mendota Heights. ACTION REQUIRED Acknowledge the work of the Planning Committee, the sponsors and the volunteers and direct the Mayor to sign Letters of Appreciation. �. PLANNING COMMITTEE Janet Blesener Christine Koch Sharon Koll Jim Kilburg Kevin Batchelder Kim Blaeser John Stefani Dave Dinger Cindy Spenser Jeff Connor Nancy Stredde Angela Stefani Carol Damberg RIBBON CUTTING COMMITTEE Mayor Charles Mertensotto CouncilmemberS: Jill Smith Janet Blesener, 'Chair Citizens Park Review Ctte. Christine Koch Carl "Buzz" Cummins City Administrator Tom Lawell Parks and Recreation Commission Chair: John'tuber Rev. Robert Henderson, Invocation,t PARKS AND RECREATION COMMISSIONER John Huber VickiKatz Ann Norton Steve Hunter Steve Kleinglass Dick,Spicer Carol Damberg VOLUNTEERS Erin Norton Maureen Kispert Nancy Stoffel Biz O'Mara Marlys Tiedman Bob Eng John Siedel Bill and Karen MonqAan Cyndi Johnston Melissa Schanno Renee Bade Jim Thommes Laura Stursa Paul Abbott Debbie Lawell Phil Villaume John and Eileen Milos Russ Goodman Cheryl Sandrock Caroline Jordan Deb MacKenzie Paul Knollmaier Bill Burke Betty Armstrong Jay Carlson Jonathon Storer. NormGellerman Sponsorg Bright Start Day Care Mendota Heights Subway Optimist Club of South-West St. Paul Xurner's Gymnastics Mendota Heights Amoco Mendota Heights Animal Hospital St. Paul MR Diagnostic Imaging Center John HuberN, Bill Burke McDonald's Restaurant - Ronald. McDonald.. Fire Relief Association $ D.D.'s Dance Studio Mendota Heights Jaycees - Northern Dakota County Chamber of Commerce Holly Homes Realty Just Paws Pet Grooming - Lilydale • (04 Pam's Artistic Hair Design - Lilydale Cunningham Sports - South St. Paul Magnuson Sod - Richfield Mend -Eagan Athletic Association Northern States Power - Mendota Plaza - Paster Enterprises. Independent School District No. 197 George's Golf Range ezi+- Durrts,,,, iZeA (4-y t4 4-0,k toy\ 0110 %/las 4-e T -y CELEBRATE MENDOTA HEIGHTS PARKS! 1st Annual - August 8, 1992 Revenues Donations from Sponsors $ 700.00 Fire Relief Association Mendota Heights Amoco St. Paul MR Diagnostic Imaging Center Mendota Heights Animal Hospital George's Golf Range ERA Dufresne Realty Visitation Monastery John Huber John "Bill" Burke City Council Appropriation* $ 2,000.00 Total $ 2,700.00 The City Council appropriation money was intende only to be seed money with the intention that donated funds would be used to fund the event. Expenditures BFI Services - 4 port -a -potties $ 176.52 Eclipse Music - P.A. System $ 59.43 A to Z Rental - 2 Tent Tops $ 213.00 Fun Services - 1 Balloon Walk $ 197.03 IGH Clown Club - 2 Clowns/Face Painting $ 100.00 Sub -Total $ 745.98 Minnesota State Band $ 500.00 Total $ 1,245.98 Donations expended $ 700.00 Council appropriation expended $ 545.98 Monastery of tfie Visitation io all a ykak,, tUttse6-t- /cats criketruai -42) eeZ,4vta-ee '&41- tthaL aL4-e) (), S, -tcr» S10 t fit To: From: Subject: Reminder of Aug. 8th Celebrate Mendota Heights Parks DISCUSSION This is a reminder of the Grand Opening/Park Dedication celebration being held at Mendakota Park on August 8th from 1 p.m. until 5 p.m.. With the help of many volunteers and donations Saturday is shaping up to be a fun filled day of celebration. See you there. CITY OF MENDOTA HEIGHTS MEMO July 31, Mayor, City Council and City Adminis Kevin Batchelder, Administrative Assis 1992 Stage Events 1 p.m. Turner's Gymnastics Performance\ D.D.'s Dance Studio Performance \ Parade - Jaycees ' keels — er ormance 3 p.m. Ribbon Cutting Ceremony 3:15 p.m. Minnesota State Band Performance 4:30 p.m. Ronald McDonald Show Other Activities 9 a -m. to 5 p.m_ 2 p.m. 1 p.m. to 5 p.m. 1 p.m. to 5 p.m. 2 p.m. to 3 p.m. 1 p.m. to 3 p.m. 4 p.m - 1 p.m. to 5 p.m. 1 p.m. to 5 p.m. 1 p.m. to 5 p.m. Softball Tournament - Fire Relief Association Home Run Contest - Subway Sandwiches Concessions, Hot Dogs, Popcorn - Fire Relief Balloon Giveway - Bright Start Day Care Clowns and Face Painting - IGH Clown Club Clown and Picture Taking - Holly Homes Free Throw Shooting Contest - Optimist Club Dunk Tank - Ladies Auxiliary Fire Truck Rides - Fire Dept. Balloon/Moon Walk - Volunteers CITY OF MENDOTA HEIGHTS MEMO September 4, 1992 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative nt Subject: Role ofthe Park Commission DISCUSSION One year ago the Parks and Recreation Commission, at the request of City Council, reviewed and revised a document entitled "The Role of the Parks and Recreation Commission." Please see attached document. At the July meeting, this item was placed on your agenda for consideration and it was tabled until the SeptemberNeting when the new Commissioner would be on board. The Commis ion should consider any additions, suggestions or changes that, might be desired. ACTION REQUIRED Review the "Role of the Parks and Recreation Commission" and, if the Commission so desires, pass a motion recommending that City Council approve the "Role of the Parks and Recreation Commission." THE ROLE OF THE PARKS AND RECREATION COMMISSION July 9, 1991 1. To provide leadership, study and recommendations to the City Council. The month to month role of the Commission and its purpose. 2. To develop the City's recreation programs. The new park facilities will be creating new demands for recreation programming and this will be a priority item for the Commission in the coming years. The new facilities will be requiring new policies, regulations and operational procedures. 3. To advocate for facilities, development, planning and expansion of the parks. Originally the number one success and implementation has lessened the intensity still an important role of priority of the Commission, the of the 1989 Parks Bo d Referendum of this priority. Hover, it is the Commission. 4. To be responsive to citizen park and recreation needs. An important role of the Commission is to be ambassadors for the City on park and recreation issues and to be liaisons for the Council and residents of Mendota Heights. 5. To recommend disbursement of park funds. Originally the number seven priority, this item is now a higher priority. With the implementation of the referendum and the monitoring of the Special Park fund there are increased demands in this area. 6. To set policy for park maintenance. 7. To monitor park facilities. 8. To implement park programs determined by Council. 9. To promote the use of park facilities. CITY OF MENDOTA HEIGHTS MEMO September 4, 1992 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative�Aant Subject: Future Land Acquisition Discussion of Priorities and Goals INTRODUCTION In June, the Parks and Recreation Commission held a Joint Workshop with City Council. At this meeting the Commission was directed to provide a recommendation to City Council regarding uncommitted referendum money that shoW.d be reserved for land acquisition. Land acquisition had been included in the referendum and it was felt that money should be earmarked for' future land acquisition before it was spent on other improvements At the July meeting, the Commission provided a recommendation and City Council approved the setting aside`\of an estimated $200,000 of uncommitted referendum money to be intended for park land purchase. The money is to be carried in the Park Construction Fund until such time as the construction projects are finished and then it will be held in the Special Parks Fund with the intention that it will be used for park land purchases. Also, at the July Parks and Recreation Commission meeting, the Commission briefly discussed land acquisition goals during the discussion of the Foss property located adjacent to Wentworth Park. (Please see attached letter.) The Commission discussed the following goals and priorities: 1. land that is adjacent to parks; 2. trail extensions or expansion; and 3. a single, large land tract that would be appropriate for park use. DISCUSSION The Commission directed that Land Acquisition Goals be placed on a future agenda for formal adoption. In considering goals for land acquisition, the Commission should review the current park inventory. In April, I presented an overhead show that discussed park system goals and provided a breakdown on park acreage and location in the City. I will be prepared to provide the highlights of this inventory at the meeting Tuesday evening. ( In addition to reviewing the park inventory, the Commission should be aware of the upcoming City Council/Planning Commission joint workshop on August 29, 1992. A topic of discussion at that meeting will be an Update on Vacant Lands in Mendota Heights. Staff is currently preparing a report that will focus on remaining vacant parcels and land use. With this information available, the Parks and Recreation Commission could begin a review of each City park and any contiguous, adjacent or proximate land parcels at the October meeting. This review would help focus on any desirable land parcels for park use. ACTION REQUIRED Discuss the goals and priorities for future land acquisition, and if the Commission so desires, make a recommendation to City Council establishing goals and priorities for use of the referendum monies that have been earmarked for land acquisition. City of Mendota Heights September 2, 1992 Paul and Buretta. Foss 755 Wentworth Avenue Mendota Heights,'MN 55118 Dear Mr. and Mrs. Foss: I am writing to you on behalf of the Parks and Recreation Commission for the City of Mendota Heights. The Commission has directed to me to contact you as a property owner who owns a large parcel of land adjacent to the City's park system, in particular, Wentworth Park. Please allow me to provide some background as to the urpose of our P\m contacting you about your property. In 1989, the Cit of Mendota Heights was successful in passing a Park Bond referend to build improvements to our existing parks, add new parks to the system and to acquire more lands for the park system. A pprtion of the park bond referendum was designated for land acquisition, with the intent that at some point in the future the City would have funds available to consider adding pieces of land to the park system, should such an opportunity arise and a quality parcel become available. During the last three Summers, a majority of the referendum funding has been spent improving existing parks and building new parks. The City is now beginning the process of considering future expansion and potential additions to the park system with the remaining referendum funds. The first step in this process has been to consider large land tracts that are contiguous to existing City parks. This consideration of land adjacent to existing City parks has led the Parks and Recreation Commission to direct me to write you this letter of inquiry. If you would be interested in further discussing this issue, please contact me and we can arrange to meet at your convenience. At this point, the City has no specific plans or intentions regarding your property, only a general interest in discussing possibilities. I may be reached at 452-1850 and would appreciate hearing from you. Sincerely, eQ,L. 15coLL.I.J2_, Kevin Batchelder Administrative Assistant 1101 Victoria Curve •Mendota Heights, MN • 55118 452-1850 CITY OF MENDOTA HEIGHTS MEMO September 4, 1992 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative Assistant Subject: Verbal Updates DISCUSSION The following items are updates for the Parks and Recreation Commission's information: Recreation Programmer The application period for the new Recreation Programmer position closed on August 21, 1992. Fifty-two (52)\3applications were received and are currently being evaluated and\pcored for selection. At this point it has not been determined if we will need further selection testing prior to interviewing a total of 6-8 finalists for the position. Further selection testing would probably consist of a written, short essay answer exam. An interview panel will meet with the finalist, probably the third or fourth week of September, with a recommendation going to City Council for approval on October 6, 1992. Chair John Huber has agreed to represent the Parks and Recreation Commission on the interview panel. City Council directives In discussing possible topics for the Joint Planning Commission/City Council Workshop, the City Council directed the Parks and Recreation Commission to handle a couple of the suggested topics. These include pond preservation/fertilizer use and expansion of the trail system. Matt Blair Celebrity Promotions Please see attached letter announcing the withdrawal of the request to reserve Mendakota Park for the Matt Blair Twin Cities Celebrity Softball Classic. Recent City Council Action The City Council approved the following Parks and Recreation Commission recommendations: 1. Resolution Supporting Regional Trails/Soo Line Connection 2. New Equipment - Lock Boxes and Air Dryers at Mendakota Park 3. Mendota School Play Equipment - PTA Proposal 4. Visitation School request to reserve Roger's Lake Park tennis courts. Recent Park dedication Please see attached letter from Mary Anderson Homes that includes the park dedication payment for Bridgeview Shores Third Addition. This money is added to the Special Parks Fund. Matt Blair's cE PROMOTIONS' August 20, 1992 Mr Kevin Batchelder Mendota Heights City Hall 1101 Victoria Circle Mendota Heights, MN 55118 Dear Kevin: This letter is in regards to the request of Matt Blair's Celebrity Promotions 'o reserve Mendakota Park for the 1993 Twin Cities Celebrity Softball Classic©. I regret to inform you that the committee has chosen to withdraw our request to reserve the field for June 12, 1993. Because of the delay in confirming the use of the field, it has set our schedule behind and at this time, it unfortunately is not a luxury that we can afford. We understand your position on setting rules for the usage of the field and fees and this is needed but, I hope that you understand our position also. We feel that a terrific opportunity has been lost for the City of Mendota Heights. Our Softball Classic is like no other in the Midwest. We bring together the most athletes from the NFL, NHL, NBA and AWA that compete for prize money to take back to their local charities for whom we are raising funds for. Perhaps when your policy is set for the fields we can discuss the 1994 Classic but at this time we must to the other fields on our list. I would like to thank you for the opportunity to bring this to the Parks and Recreation Commission as well as the members of the City Council. I appreciate your time and help in this matter. Please feel free to contact me if you have any questions, I can be reached at 895-5594. Sincerely, Amy Rotlibauer Event Coordinator Matt Blair's Celebrity Classic (f/k/a Twin Cities Celebrity Softball Classic) ALR/jch 200 West Highway 13, Suite 210, Burnsville, MN 55337 (612) 895-5594 FAX #(612) 895-8436 G IN EXitct' sGfc DOL pis.- � August 11, 1992 Mr. Tom Lawell City Administrator City of Mendota Heights 1101 Victoria Curve Mendota Heights, Minnesota 55118 Dear Tom, DR. BRUCE R. ANDERSON Superintendent of Schools (612) 681-2395 Thank you for your recent letter regarding the Mendota Elementary School playground equipment project. As is the practice in all our schools, the playground equipment would remain available to city residents during non -school hours. The exception would be any specific reserved use of the site through the -Community Education Office. I will recommend the appropriate letter of agreement to our School Board. Secondly, I will commit up to $7,789.00 of School District resources to address the ADA standards, an asphalt path, and resilient surfacing. The School Board and the Administration wish to commend you and the Council' for the continued demonstration of your desire to work in partnership for the betterment of our common students and community. BRA/km cc: Lois Rockney INDEPENDENT SCHOOL DISTRICT 197 District Offices 1897 Delaware Avenue West St. Paul, Minnesota 55118 (612) 681-2300 Serving West St. Paul. Mendota Heights, Eagan, Mendota,' Sunfish Lake, Lilydale. and Inver Grove Heights Sincerely, 1_____?„,x-LLA (--t- [2-7 k C -Lo CA N—.. Bruce R. Anderson Superintendent of Schools nderson • BETTER HOMES FOR BETTER LIVING MARVIN H. ANDERSON CONSTRUCTION COMPANY S901 LYNDALE AVENUE SOUTH MINNEAPOLIS. MINNESOTA 55420 May 27, 1992 City of Mendotaeights 1101 'Victoria Curve Mendota Heights, MN 55120 TELEPHONE 881-2661 37th Anniversary is...,44s$439 tor RE: Park Fund Dedication, Bridgeview Shores 3rd Addition Gentlemen: Enclosed is a check covering the Dark fund dedication for the 20 lots less $600 which was the credit we still hav‘ coming on the double payment that was made on 776 Pondhaven La , on permit number 7326, which was verified by Larry in the perm]. department. Sincerely yours,, 'N\ MARVIN H. ANDERSON CONST. CO. Marlin D. -Grant President MDG:lmw enc.