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1994-11-08 Parks and Rec Comm Agenda PacketCITY OF MENDOTA HEIGHTS MEMO November 3, 1994 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative As Subject: November Agenda and Meeting DISCUSSION Please note that the regularly scheduled meeting of the Parks and Recreation Commission for November 8, 1994 will convene at 8:00 o'clock p.m. instead of its normal starting time due to the Election. We cannot hold a public meeting of one of our official boards or commissions until the Election has concluded. Also note that because City Hall will be a very busy place on Election Night, it has not yet been determined which room will be available for our use. We will post the meeting room assignment on the front "door at City Hall. Sorry for the inconvenience. Due to the late start I have kept the meeting short and carried over some items that we are still working on such as Park Mission Statement, Water Resources Education Plan, Review of the Recreation Program and North Kensington Park. These items will be discussed during the Update section of the Agenda. See you on Tuesday evening. As a bonus you may be the first to know many of the election results which will be available at City Hall Tuesday night. CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA AGENDA PARKS AND RECREATION COMMISSION November 8, 1994 - 8:00 P.M. ** 8:00 o'clock p.m. ** 1 Call to Order. 2. Roll Call. 3. Approval of October 11, 1994 Parks and Recreation Commission Minutes. 4. Election of New Vice -Chair 5. Discussion of Park Reservation Policy 6. Discussion of Park Trail Stencilling 7. Updates * North Kensington Park Progress * Park Improvement Projects * Monthly Parks Report * MNRRA Grant Requests * Letter to Dakota County on Trail Grooming 11. Adjourn. Auxiliary aids for disabled persons 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, however, this may not 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 MINUTES OCTOBER 11, 1994 The regular meeting of the Mendota Heights Parks and Recreation Commission was held on Tuesday, October 11, 1994, in the City Hall Large Conference Room, 1101 Victoria Curve. The meeting was called to order at 6:35 o'clock P.M. The following members were present Kleinglass, Libra, Norton and Spicer. Commissioners Damberg and Linnell were excused. Also present were Administrative Assistant Kevin Batchelder and Parks Project Manager Guy Kullander. APPROVAL OF MINUTES Commissioner Norton moved to approve the August 9, 1994 minutes. Commissioner Kleinglass seconded the motion. AYES: 4 NAYS: 0 RESIGNATION OF VICKI KATZ Vice Chair Spicer announced that the City has received a resignation letter from Vicki Katz, Chair of the Parks and Recreation Commission. Spicer stated Ms. Katz has accepted a job at a non - profit organization whose board meetings also occur on the same Tuesday evenings as the Parks Commission. Spicer stated that Ms. Katz has stated she will no longer be able to devote her time to the Commission. Spicer stated the Commission will miss Vicki and that he has personally enjoyed all of the years he has worked together with her on the Commission. REQUEST TO FLOOD PARK PLACE POND Mr. John Tuohy, a resident of Park Place, stated he is appearing on behalf of his wife, Jean, who is a board member for the Park Place Homeowner's Association. Mr. Tuohy stated he has had the opportunity to read the staff memo and the difficulties that present themselves for City involvement in the flooding of the Park Place pond. Mr. Tuohy stated residents in the neighborhood shovel and clear the ice on the pond for use by neighborhood children and adults. He stated that by mid season, the ice is in pretty poor shape and the Association had discussed this matter and was wondering if they could get the Public Works crews to help flood this rink once or twice a year just to touch up the ice. Mr. Tuohy stated he understands other neighborhoods have asked for this Parks and Recreation Commission October 11, 1994 Page 2 and have been denied. He stated his neighborhood is not asking for special treatment but was just exploring the possibility of providing a little better ice on their neighborhood pond. Administrative Assistant Batchelder explained the park crew is reluctant to take on this additional work due to their concerns about their ability in providing staff time and budgetary resources. Batchelder stated the park crews need additional help to complete the flooding and maintenance of the existing ice rinks and hockey rinks. He stated that seasonal employees and volunteers from Mendota Heights Athletic Association assist the park crews in maintaining the City rinks. Batchelder also stated there is some concern about using the fire hydrant across the street from the Park Place pond because its main purpose is for fire emergencies and there is a chance that if it is not operated correctly, it could become frozen and unavailable for fire emergencies. Vice Chair Spicer stated that for many years Mendota Heights Athletic Association has provided volunteers to take care of the ice flooding in the parks. Spicer stated the City hires additional park helpers to mow grass and take care of the parks in the summer but that these employees are laid off in the winter and that there is a really small park crew available for winter time park maintenance. Spicer stated that City staff could talk to Parks Leadperson Terry Blum to discuss whether it is possible to do this on a once or twice a winter basis. Mr. Tuohy stated that it is only possible to skate on the Park Place pond if the pond freezes before there is a snowfall. He stated if there is a large snowfall prior to the freezing of the ice, the ice does not seem to work very well all winter. The Commission discussed other skating opportunities in the area and discussed the potential enlargement of the free skating area at Wentworth Park. Batchelder stated that in 1995 the Capital Improvement Plan intended to switch the larger warming house from Ivy Falls Park to Wentworth Park and at that time we could look at also enlarging the free skating area at Wentworth Park. Spicer stated that the Parks Commission cannot authorize this additional time on behalf of the park crews to maintain the Park Place pond, however he stated that maybe Parks Leadperson Blum can provide some advice to the homeowners about improving the ice in this area. The Commission directed staff to talk to the parks department and determine if some assistance can be provided and to contact the homeowner's association. Parks and Recreation Commission October 11, 1994 Page 3 IVY PARK LANDSCAPE PLAN Vice Chair Spicer stated he understood that the landscape plan that the Parks Commission had discussed with the Engineering Department last year did not work very well and that more beautification is needed in Ivy Hills Park. Parks Project Manager Kullander stated the City had received many complaints about the lack of landscaping in the pond area and that it is pretty bare in this area. Kullander stated the contractor had mixed grass .seed with the wild flower seed when seeding the sloped areas along the road and the berm. Kullander stated this is a large budget project and that requesting additional funding to provide adequate landscaping in the park is something the Parks Commission should consider. Vice Chair Spicer inquired if $15,000 to $20,000, as a guideline, with the plan done by City staff would be a responsible approach to addressing the landscape issue in Ivy Hills Park. The Parks Commission discussed appropriate funding amounts to provide adequate landscaping in this park. Kullander stated if the Parks Commission desired this be done by a landscape consultant, it would cost approximately $2,500 to $5,000 for design services. Commissioner Libra recommended that City Council authorize money from the Ivy Falls Storm Project to develop a landscape plan either by staff or an outside consultant, and then to implement the plan in the Spring of 1995 with a not to exceed total cost of $20,000. Commissioner Norton seconded the motion. AYES: 4 NAYS: 0 The Parks Commission discussed the types of amenities they would like included in the Ivy Hills Park landscape plan. The Commission discussed providing planters, either made out of rock or limestone, paved trails, tree plantings and wildflowers, and cattails and marsh grasses for the wetlands. The Commission stated a firm that specializes in wildflower plantings should be used to establish those areas designated on the plan for low maintenance natural wildflower or prairie grass areas. WATER RESOURCES EDUCATION PLAN Administrative Assistant Batchelder stated he had combined two issues into one agenda item. He stated the Parks Commission has discussed pond preservation at past meetings and had been kept up -to -date on Dakota County's water resources education Parks and Recreation Commission October 11, 1994 Page 4 plan. He stated this plan could be used by local communities to educate the public about water quality and water preservation efforts. He stated the other issue had been Commissioner Norton's inquiry at the August meeting if the Parks Commission could discuss the use of chemical fertilizers on City owned grass by our park crews. Commissioner Norton stated the City should take the lead in practicing environmentally friendly approaches to landscape maintenance if we are going to be educating the public on sensible urban lawn care. Commissioner Norton felt that staff should explore ideas about using more natural area and native grasses that are low maintenance that do not require fertilizer. Norton stated the City should take the lead in providing attractive alternative landscaping that requires low maintenance. Parks Project Manager Kullander stated the additional Ivy Park landscape improvements be planned in this fashion with the wildflower plantings and the fringe areas around the pond can be addressed in this fashion. He stated this could be done instead of having totally mowed grass area it could be planted in native vegetation in areas not used for recreational uses. Kullander stated efforts could be made in educating the Public Works and Parks Department workers on wildflowers and more natural species as opposed to the training they receive in turf management. Commissioner Norton stated the City of Edina was recently covered in the Star Tribune for their efforts in environmentally friendly lawn maintenance practices. Kullander stated MnDOT has been experimenting with wildflower and different grasses, such as salt tolerant grasses, and that they have established specs that contractors are becoming familiar with and that the City can bid out for wildflower and other grass type uses. The Commission requested that staff look into this further and that they should stay on top of this issue and bring it back to a future Park Commission meeting. The Commission directed staff to analyze the use of fertilizer on City property, analyze where fertilizer is not needed , analyze where "zero phosphorus" is appropriate and if it is possible to monitor fertilizer levels through soil testing and explore the possibilities of more natural areas. Commissioner Libra stated that the Stenciling Program should move forward for protecting the ponds and storm water areas. The Parks Commission discussed volunteering their time to participate in stenciling and asked staff to bring this back at a mid winter meeting. MNRRA GRANTS Parks and Recreation Commission October 11, 1994 Page 5 Administrative Assistant Batchelder stated the National Park Service is considering the establishment of grants and grant programs for the Mississippi National River and Recreation Area (MNRRA). Batchelder stated the National Park Service desires to identify the range and magnitude of possible grant projects within the river corridor so that they can determine funding levels and technical assistance. Batchelder stated the parks services asked all jurisdictions in the corridor to respond with grant proposal ideas. The Commission discussed possible grant ideas and felt that staff should send in grant proposal ideas to the National Park Service for the following items: Scenic Overlook P , 2. New Park Development - Informational Materials - /4-1 (vr-i(/1.-r Non Point Source Pollution an fWat- Clean Up„-/ Educational Programs `Frez ( vtiz-e cer.dia:gluff, Overloag)and Bird Watching Opportunities The Commission directed staff to prepare thes scoping forms sr° Fr " ties S Administrative Assistant Batchelder stated the next meeting on November 8 is the same day as an election and that the meeting cannot start until 8:00 P.M. Batchelder inquired if the Commission wanted to meet on a different evening or if they would like to begin their meeting at 8:00 o'clock P.M. The Commission directed staff to prepare the November park meeting for their regular day beginning at 8:00 o'clock P.M. Batchelder distributed a petition that had been received by City Council at their October 4 meeting from residents of the Brentwood and Kensington neighborhoods officially petitioning the City of Mendota Heights not to construct the picnic shelter structure in North Kensington Park. Batchelder stated this park shelter had been included as an option at the time the City Council approved the concept plans. He stated the City Council directed the architect to include the shelter in the final plans and specifications as an option to be considered at the time when the final plans are approved or bids awarded. for the National Park Service. VERBAL UPDATES Vice Chair Spicer stated it has been the Parks Commission contention all along that there should not be a picnic shelter located in North Kensington Park. Commissioner Libra stated 17 Parks and Recreation Commission October 11, 1994 Page 6 that all of the points the residents are making in the petitions are points that the Parks Commission has already made. Libra stated if the residents in this area want a more passive park then perhaps the landscape plan should be scaled back for the design of this park and it may not be necessary to build such a masterpiece in North Kensington Park. Commissioner Libra stated the Parks Commission should acknowledge this petition and he moved to recommend that the shelter be eliminated. Commissioner Norton seconded the motion. AYES: 3 NAYS: 0 ABSTAIN: 1, KLEINGLASS Commissioner Kleinglass stated that he abstained from voting on this recommendation because this item will come back to the Parks Commission at the time of the final plans and can be addressed at that time. Administrative Assistant Batchelder stated that the Kensington Park residents had expressed concern about traffic on Stockbridge Avenue where the trail crosses from North Kensington Park from South Kensington Park and he stated that Joni Giese, landscape architect, will be addressing this as part of the final plans. Parks Project Manager Kullander described the ongoing park improvements that were approved for 1994 including the enlargement of the Friendly Hills skating rink. Kullander stated this project had been completed and included the moving of the warming house, the realignment of electric and gas service, enlarging of the skating rink and redesign of the drainage and the restoration of the grass that was disturbed during the enlargement. Kullander stated the park crews took a lot of pride in this project and are looking forward to having a larger skating rink to serve the non - hockey public. Kullander stated that the Wentworth Park play equipment had been ordered and the City is awaiting delivery. Kullander stated the bridge for Valley Park had come in very high during the bidding process, so staff is re- bidding the project and is looking at alternatives in order to keep the price of the bridge under $10,000. Kullander stated the informational signs in the parks has been put on hold, however the maps for the trail system are being Parks and Recreation Commission October 11, 1994 Page 7 updated with the receipt of new highway maps. He stated the signs should be able to be installed in the City parks in early spring. The Commission discussed stenciling mile markers on the trails and discussed the fact that perhaps the Commission should spend a Saturday or Sunday doing the stenciling themselves in order to give them an opportunity to see the park system and provide a benefit to the City. The Commission asked staff to place this on the next agenda. Kullander described the Crown Point washout and the fact that MnDOT has hired a contractor to fix this. Commissioner Norton inquired about work going on in Valley Park north of Marie Avenue. Kullander stated that washouts had occurred in this area and that gabions are being installed by the same contractor who is working on the Ivy Falls Project. Kullander stated the City staff had taken some time in analyzing the situation at the archery range and that staff is proposing some signs be installed along the trail warning trail users. He stated that selective cutting of the grass would establish shooting lanes that will be separated from the trail area with a natural barrier, that signs could be installed announcing the rules of the archery range and that staff is considering using metal poles to install the hay bails. He stated that for the most part, people will be bringing their own targets to the range. Kullander stated he attended the public hearing for the County's North Urban Trail Plan. He stated a few Mendota Heights residents also attended and spoke in opposition to the trail if it was in their front yard. Kullander stated the North Urban Trail Plan next goes to the County Board and if approved, it will be sent to the Metropolitan Council. He stated the Metropolitan Council will be reviewing this plan to determine if regional trail standards can be deviated from as far as the width of the trail and boulevards. Administrative Assistant Batchelder submitted pictures of the recent vandalism in City parks, particularly spray painting of various park facilities. Commissioner Libra stated the soccer season is now over for the Mendota Heights Athletic Association and they had over 600 people participate. He stated the Mendota Heights Athletic Association's recent newsletter thanked the City for the good Parks and Recreation Commission October 11, 1994 Page 8 job they have done with the fields and that for the most part all of the soccer fields have worked very well. Libra stated the City has done a great job both in maintenance and in scheduling of the soccer fields and that Mendota Heights Athletic Association is grateful. The Commission discussed the deterioration of the Wentworth Park soccer field. Libra stated that perhaps Wentworth Park needs to be regulated because of the poor drainage of the field and when it receives heavy use gets quiet muddy. Libra stated the Kensington fields are extremely noisy with the air noise and freeway noise, but otherwise are excellent fields.. PARK VISION AND PHILOSOPHY Administrative Assistant Batchelder stated that the City Council had desired that the Commission consider and review various park policies in order to establish a mission, a vision or philosophy for both parks and recreation. He stated this is a high priority on the Target List for 1993/1994. He stated that specifically the Council requested the Commission: 1. Evaluate •future capital improvement needs within the parks system. 2. Clarify the purpose and use of various park and recreation funding sources. 3. Review the current park dedication formula. 4. Review the need for additional recreational programming. Batchelder stated the Commission has completed Item No. 1 which is to establish a capital improvement plan. The Commission discussed establishing policies for the Special Park Fund, park dedications and to review the current status of the recreation program. Vice Chair Spicer stated there are so many things the City could be doing if it had a full time recreation department. Spicer mentioned golf programs and ski trips as possibilities. The Commission requested that Recreation Programmer Shelli Morgan appear on a future agenda to provide a review of the recreation programs in the past year and to get her ideas about future recreation programs that the City could have. The Commission discussed a document entitled "The Role of the Park and Recreation Commission" and felt that the work which had been done in 1992 is the basic framework for a mission statement. The Commission asked staff to incorporate this language into a mission statement and perhaps this could be added as a Purpose section in the Ordinance which establishes the Parks and Recreation Commission. Parks and Recreation Commission October 11, 1994 Page 9 ELECTION OF OFFICERS The Commission directed staff to place on the November agenda the selection of a Vice Chair to replace Acting Chair Spicer until the February meeting. ADJOURNMENT There being no further business, the Parks and Recreation Commission adjourned its meeting at 8:10 o'clock P.M. Respectfully submitted, Kevin Batchelder Administrative Assistant CITY OF MENDOTA HEIGHTS MEMO November 3, 1994 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative Subject: Election of Vice -Chair DISCUSSION Upon the resignation of Vicki Katz, Chair, the position of Chair was assumed by Vice -Chair Richard Spicer until the Parks and Recreation Commission conducts it annual election of officers at their February 1995 meeting. With Judge Spicer filling the Chair's position, it becomes necessary to fill the unexpired term of the Vice- Chair. The Vice -Chair term will also expire in February when officer elections are held. ACTION REQUIRED A motion, second and vote is necessary to fill the Vice -Chair position for the remainder of its term. CITY OF MENDOTA HEIGHTS MEMO February 14, 1994 TO: Planning Commission FROM: Kevin Batchelder, Administrative Assist SUBJECT: Election of Officers DISCUSSION At the February meeting each year, the Commission elects from its membership a Chairperson and Vice Chairperson. The Secretary to the Planning Commission is appointed by the City Administrator from the City staff. (Please see attached Rules of Order). ACTION REQUIRED Elect a Chairperson and Vice Chairperson for the 1994 Planning Commission year. KLB:kkb b,i,c/kxgLEY- (-4 -0 MENDOTA HEIGHTS PLANNING COMMISSION RULES OF ORDER In accordance with the City of Mendota Heights Ordinance No. 108, "Establishing A Planning Commission", the following rules of order are adopted by the Planning Commission to facilitate the performance of its duties and the exercising of its functions as a Commission created by the City Council. SECTION 1. MEETINGS 1.1 - Time. Regular meetings of the Commission are held on the fourth Tuesday of each month at 7:30• o'clock P.M., unless otherwise agreed to and so stated in the agenda. When the regular meeting day falls on a legal holiday, there is no meeting that month unless otherwise noted. 1.2 - Special Meetings. Special meetings may be called by the Chairperson or the Secretary. 1.3 - Place. Meetings are held in the City Hall Council Chambers, 750 South Plaza Drive. 1.4 - Public.. All meetings and hearings, and all records and minutes are open to the public. 1.5 - Quorum. Four Planning Commission members, at the beginning of the meeting, constitute a quorum for the transaction of business. When a quorum is not present, the Chairperson may adjourn the meeting or hold the meeting for the purpose of hearing interested parties on items on the agenda. No final or official action is taken at such-a meeting. However, the facts and information gathered at such a meeting may be taken as a basis for action at a subbequeht meeting at which a quorum is present. 1.6 - Vote. Voting is by.voice except as otherwise stated herein. Commission members voice votes.on each issue are recorded. In the event that any member shall have a financial interest in a matter then before the Commission, the member shall disclose the interest and refrain from voting upon the matter, and the secretary shall so record in the minutes that no vote was cast by such member. SECTION 2. ORGANIZATION 2.1 - Membership. The number of members of the Planning Commission is established by the City Council. Appointments are made by the Mayor and approved by the City Council. RULES OF ORDER/ MENDOTA HEIGHTS PLANNING COMMISSION - 2 - 2.2 - Absenteeism. A Commission member with three consecutive unexcused absences is dropped from the Commission and the secretary then informs the City Council so that another appointment is made. An absence is excused if the member notifies the secretary or Chairperson before 4:00 P.M. of the day of the meeting that the member will be unable to attend. Minutes of the meetings will record whether the absent member was excused or not excused. 2.3 - Election of Officers. At the February meeting each year, the Commission elects from its membership a Chairperson and -a Vice - Chairperson. If the Chairperson retires from the Commission before the next organizational meeting, the Vice - Chairperson becomes Chairperson. If both Chairperson and Vice - Chairperson retire, new officers are elected at the next meeting. If both Chairperson and Vice- Chairperson are absent from a meeting, the Commission elects a temporary Chairperson by voice vote. The Secretary to the Planning Commission is appointed by the City Administrator from the City staff. 2.4 - Tenure of Officers. The Chairperson and Vice - Chairperson take office immediately following their election and hold office until their successors are elected and assume office. 2.5 - Duties of Officers. The Chairperson, or if.absent, the Vice - Chairperson presides at meetings, appoints committees and performs other duties as may be ordered by the Commission. The Chairperson conducts meetings so as to keep them moving as rapidly and efficiently as possible and reminds members, witnesses and petitioners to discuss only the subject at hand. The Chairperson is a voting member of the Commission. The secretary. is responsible for recording the minutes, keeping records of Commission actions, conveying Commission recommendations to the City Council and providing general administrative and clerical service to the Commission. SECTION 3. PUBLIC HEARINGS 3.1 - Purpose of Hearings. In compliance with City Ordinances, the purpose of a hearing is to collect information and facts in order for the Commission to develop a rational planning recommendation for the City Council. 3.2 - Hearing Procedure. At hearings, the following procedure is followed on each case: a. The applicant shall make a presentation; b. The Planning Commission asks questions; RULES OF ORDER/MENDOTA HEIGHTS PLANNING COMMISSION - 3 - c. d. e. f. g. h. The audience asks questions of the applicant; The Planner and City staff give any additional information; The audience is allowed to speak in favor of the. request; The audience is allowed to speak against the request; The applicant responds; Commission members may ask questions throughout the discussion. SECTION 4. MISCELLANEOUS 4.1 - Amendments or Suspension. with the approval by voice vote the Planning Commission. 4.2 - Adoption. These By-laws of the City of Mendota Heights These By-laws may be amended or suspended by a majority (four) of the members of were duly adopted by the Planning Commission on this 24th day of June, 1980. <1- • • 1,7 CITY OF MENDOTA HEIGHTS MEMO November 3, 1994 To: Parks and Recreation Commission From: Kevin Batchelder, Administrative Subject: Discussion of Parks Reservation Policy DISCUSSION At the February and March Commission meetings, the Commission discussed the Parks Reservation Policy following a request by competing youth baseball programs for Civic Center field. In particular, the Commission focused on Exhibit C of the policy, which describes the priorities for the use of City softball fields. (Please see attached March 8, 1994 minutes and Resolution No. 93 -67, the Parks Reservation Policy.) The Parks and Recreation Commission did not want to make changes to the reservation policy during the on -going registration period and directed staff to place this on the agenda in the Fall of 1994. The discussion about Exhibit C focused on whether or not "organized youth programs" was clearly defined and whether or not it provided Mend -Eagan Athletic Association (now known as Mendota Heights Athletic Association) with the high level of priority that they desired. The Commission should discuss whether any revisions are necessary to the priorities listed in Exhibit C. In addition, staff suggests the following additional revisions: 1. Item I.G - This item should be revised to read "The Mendota Heights Police Department and Parks Maintenance crews will be notified of all reservations." 2. Item TILE - This item should be revised to read "No more that two adult softball tournaments and one youth softball tournament per month will be allowed without approval of the Recreation Programmer" . This revision is suggested in order to be consistent with City Council's decision about baseball at Mendakota Park. This clause is designed to allow one free weekend from use to allow the fields to recover and to schedule rainouts for City sponsored softball tournaments, if needed. It is probably not necessary to make a distinction between the number of adult or youth softball tournaments, however, one weekend should be held aside from reservations. 3. Item IV.A - Last year it was suggested by a Commissioner that this item should read "First come, first served basis on the weekends." ACTION REQUIRED Discuss the Parks Reservation Policy, and the suggested changes, and provide direction to staff for any revisions or recommendations. Parks and Recreation Commission March 8, 1994 Page 8 The Commission discussed the use of Sibley Park and Independent School District 197's fields. The Commission discussed priority based on historical rights. Recreation Programmer Morgan stated that she gets requests from new organizations that have recently formed and we have to attempt to find room for them as well. Commissioner Libra stated that Item 4a in the Park Reservation Policy should be amended to state "neighborhood park reservations are reserved on a first come, first served basis on the weekends ". The Commission discussed the competing interests for reservations at Civic Center field. Commissioner Kleinglass moved to recommend that City staff make a good faith effort to accommodate the Pegasus traveling team at Sibley Park or offer available nights at Civic Center Park. Commissioner Norton seconded the motion. AYES: 5 NAYS: 0 ABSTAIN: 2, SPICER, NORTON The Commission discussed scheduling and giving historical priority to teams who have demonstrated continuing need for fields. The Commission discussed Commissioner Linnell's proposed amendment to the policy to add the wording that priority will be given to "the larger the number of Mendota Heights residents in the organized youth program, the higher the priority for field reservations ". The Commission felt it appropriate to revisit this issue next Fall for possible amendments to avoid changing the priorities and policies during the current registration period. TREE CITY USA Administrative Assistant Batchelder stated over the last few years the Parks and Recreation Commission and the City Council have discussed forestry options and level of service in the City of Mendota Heights. Batchelder stated that during the 1994 Budget process the City Council had decided not to authorize expenditures for forestry personnel and had directed staff to provide a referral service for interested property owners and to explore options of working with volunteers and finding grant programs. Batchelder stated he had been meeting with Mr. Steve Shimek, a Horticultural Specialist with the Minnesota Department of Agriculture who is a Mendota Heights resident and has indicated an interest in assisting the City on tree issues. Batchelder stated he has discussed tree inspector certification, tree specifications, newsletter Parks and Recreation Commission March 8, 1994 Page 7 the park and park system and perhaps the City could use some type of door prize drawing based on getting a stamp at each event located around the City. PARK RESERVATION POLICY Administrative Assistant Batchelder stated that at last month's meeting the Commission discussed the City's policy for reservation of our five adult sized softball /youth baseball fields, the priorities for reservations and the assignment of reservations to competing user groups. Batchelder stated the Commission had suggested that Recreation Programmer Morgan seek clarification on this issue at tonight's meeting. Commissioner Spicer stated that Exhibit C lists the priorities for assignment of reservations for the softball fields. He stated that second priority is given to organized youth programs of Mendota Heights. Spicer referred the Commission to item 4g in the Reservation Policy. He stated that this item defines the organized youth programs in Mendota Heights as the Mendota Heights Parks and Recreation Department, Mend - Eagan Athletic Association, Sibley Area Girl's Fast Pitch, Sibley Sting Soccer and non- profit organizations within Mendota Heights City limits. Commissioner Spicer felt that priority number two could have an additional wording that states "as described in Section 4g ". Spicer stated that 4g defines what he feels was assumed were the organized programs in Mendota Heights. Commissioner Linnell offered an alternative suggestion that the priorities discussed in Exhibit C could be amended to state "the larger the number of Mendota Heights residents in the organized youth program, the higher the priority for field reservations ". Chair Katz stated that she feels Commissioner Linnell's proposal makes sense. Administrative Assistant Batchelder cautioned the Commission about changing priorities or policies in mid stream during the current reservation period. The Commission discussed current reservations and competing interests with Recreation Programmer Morgan. Morgan stated she attempts to accommodate all Mendota Heights residents who make field requests, however she is receiving competing requests for the same fields on the same evenings. Commissioner Spicer stated at the recent sign ups for Mend - Eagan baseball he was asked by numerous parents why the baseball programs are not playing on the Mendakota fields. • Re- 10 CITY OF MENDOTA HEIGHTS DAKOTA COUNTY, MINNESOTA RESOLUTION NO. 93- 67 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. 92 -79 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. ,SHELTER /BUILDING RENTAL A. The fee to reserve space in the picnic areas, or picnic shelters of city parks shall be: Resident - Private no charge $25.00 for groups of 50 or larger Non - Resident - Private $25.00 per day Resident - Corporate /business $50.00 per day Non - Resident - Corporate /business $100.00 per day B. Churches, synagogues and other religious congregations in Mendota Heights or adjacent communities whose membership consists of Mendota Heights residents will be considered Resident- Private Groups. C. All shelters are available for reservation including Mendakota Park, Rogers Lake Park, Kensington Park and Valley Park. Parks classified as "Neighborhood Parks" can be reserved for picnics by their respective neighborhood groups at no charge. D. Park Permits shall be submitted for park reservations and shall contain the following information: 1. Name of the park 2. Date 3. Time 4. Event (such as family picnic, softball game) 5. Number of people attending 6. Name of person /contact responsible for event. I. SHELTER /BUILDING RENTAL (continued) E. Reservations will be tentatively recorded in the reservation book when called in. Applicants will have three working days to submit deposits and fees or their reservation may be canceled. F. A damage deposit of $100.00 will be required by all groups reserving picnic shelters in the parks, with the exception of nonprofit youth service organizations. The deposit is due when making the written reservation. The facility will be inspected immediately after the event and provided there are no damages, or clean -up costs, the deposit will be returned promptly. G. The Mendota Heights Police Department will be notified of all reservations. H. Groups wishing to reserve shelters shall abide by the attached rules and regulations and a copy of the park permit will be issued by the City to the sponsor setting forth the terms for the use of the shelter. The attached rules and regulations are identified as "Exhibit A ". I. Mendota Heights schools, nonprofit civic organizations and City of Mendota Heights employee organizations are fee exempt. These groups must, however, pay a damage deposit. J. There will not be a park attendant on duty. The reserving group is responsible for supervising the event and for cleaning the reserved area. K. The refund policy for canceled reservations shall be: Cancellation 14 days in advance 100W refund Cancellation 1 to 13 days in advance 50' refund Refunds due to inclement weather on the day of the event will not be considered. There will be no additional charge for rescheduling of events postponed due to weather. II. EQUIPMENT RENTALS A. Volleyball Nets $ 5.00 per day B. Extra picnic tables $ 5.00 each (limited quantity available) C. Horseshoes $5.00 per set A deposit of $10.00 will be required for equipment rentals excluding picnic tables. III. 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: $25.00 per field B. All adult softball tournaments will be governed by ASA rules and regulations. All tournaments will also adhere to Mendota Heights rules and regulations governing park facilities. C. A damage deposit of $200.00 will be required and must be submitted along with the tournament fee two weeks prior to the scheduled event. An additional damage deposit may be required for extraordinary circumstances, as determined by the City of Mendota Heights. D. All City recreation sponsored tournaments will be exempt from all fees and deposits. E. No more than two adult softball tournaments and one youth tournament per month will be allowed without approval of the Recreation Programmer. F. Each tournament and sponsor shall abide by the attached rules and regulations and a written confirmation of the reservation shall be executed between the sponsor and the City setting forth the fee and terms for the use of the park. The attached rules and regulations are identified as "EXHIBIT B ". G. The refund policy for canceled reservations shall be: Cancellation 14 days in advance Cancellation 1 to 13 days in advance IV. FIELD /SITE RESERVATIONS A. Softball fields: Adult Standard Fields (Mendakota, Civic Center) Neighborhood park fields Field preparation (For all user groups except City sponsored programs) 1001 refund 50' refund $25.00 per field for non - residents First come, first served $25.00 per field (this excludes weekday prep for Mendota Heights youth organizations) IV. FIELD /SITE RESERVATIONS (continued) All requests for field reservations will be made in writing between January 1 and March 15. Field reservations will be confirmed by April 1 and any requests received after March 15 will be handled on a first come, first served basis. The field reservation priorities are identified as Exhibit "C ". B. Soccer Field preparation C. Ice Rinks $35.00 per field for non - residents $25.00 per field for weekend tournaments $20.00 per site per hour for non - residents $5.00 per rink per hour for lights. There will be no reservations between 12:00 -6:00 p.m. on weekends and School Holidays. D. Volleyball Courts First come, first served, except City sponsored programs E. Basketball Courts First come, first served F. Tennis Courts - Tennis courts are available on a first come, first served basis for Mendota Heights residents and are not to be reserved. The following community groups may reserve tennis courts with the permission of the Parks and Recreation Commission and the City Council - Mend -Eagan Athletic Association, the Mendota. Heights Senior Tennis Association, and all public and private schools in Mendota Heights. G. The following groups are exempted from the above described fees, excluding field preparations which will be determined and negotiated on a case by case basis: Mendota Heights Parks and Recreation Department, Mend - Eagan Athletic Association, Sibley Area Girls Fast - pitch, Sibley Sting Soccer and nonprofit* organizations within Mendota Heights city limits. *Proof of non - profit status is required. VI. FIELD/SITE RESERVATIONS (continued) H. The Parks and Recreation Commission, with City Council approval, reserves the right to waive fees or to limit or deny reservation requests at their discretion. ADOPTED by the City Council of the City of Mendota Heights this 19 day of October 1993. ATTEST: Kathleen M. Swanson, City Clerk CITY COUNCIL CITY OF MENDOTA HEIGHTS By eta. Charles E. Mertensotto, Mayor - EXHIBIT "A" RULES AND REGULATIONS FOR USE OF CITY PARKS 1. Rental groups will use only those areas designated for group picnics. Facilities such as the horseshoe pit, volleyball courts and softball fields will be available on a first come, first served basis unless specifically reserved. 2. Rental groups will be responsible for cleanup of trash and debris in the area reserved for their activity. 3. Facilities such as picnic tables, benches and other park facilities will remain in their present locations. The moving of any facilities will require permission. 4. A rental group will be responsible for controlling all members of said group. Any violations to City ordinances will result in immediate cancellation of the rental group contract and the group will be removed from City property. 5. Al]. motor vehicles will be parked in designated parking areas unless prior arrangements have been made. If an event is being catered, a group leader must make arrangements in advance with a member of the park staff for specific instructions on entering the park, parking, etc. 6. Only groups consisting of 200 people or less will be considered for rental of designated areas. 7. Gambling, excessive use of alcoholic beverages, or abusive, boisterous, profane or indecent language, or conduct, in arty public park is prohibited. 8. GLASS BEVERAGE CONTAINERS and /or AEG BEER are prohibited in City parks. 9. The City of Mendota Heights park hours are 6 :00 a.m. to 10 p.m. 10. Fires are allowed only in designated receptacles. Fires must be completely extinguished before leaving the area. 11. The City of Mendota Heights ordinances require all dogs in the City to be leashed. This also pertains to park property. Pet owners are also required to clean up any droppings left by their animals. EXHIBIT NBm RULES AND REGULATIONS FOR LEAGUE AND NON - LEAGUE SOFTBALL TOURNAMENTS 1. The City of Mendota Heights will provide four ball fields, bases, trash removal, chalking equipment and bathroom materials. 2. The sponsoring organization will be responsible for picking up all trash at the end of Saturday's and Sunday's games. Trash is to be placed in containers provided by the City. Failure to properly clean up will cause forfeit of deposit. 3. The sponsoring organization will be responsible for traffic and parking control. Only city vehicles used for maintenance will be allowed past the parking lot. All other vehicles will be restricted to the parking lot. 4. All park facilities such as picnic tables, playground equipment and bleachers shall remain in their present locations. The moving of any facilities will require additional permission. 5. It is required that the sponsoring organization purchase a ASA liability policy to properly protect themselves from possible suit as a result of the tournament. A certificate of insurance must be furnished to the City. 6. The sale of beer or any other alcoholic beverages is prohibited. Excessive use of alcoholic beverages in any public park is also prohibited. 7. A formal letter of request must be submitted to the Recreation Programmer, City of Mendota Heights that will include the following information: a. Name of sponsoring organization and contact person that is responsible for the tournament. b. Dates of the tournament. c. Number of fields and approximate times they will be used. EXHIBIT "C" PRIORITIES FOR SOFTBALL FIELD RESERVATIONS 1. First priority will be given to programs sponsored by the Mendota Heights Recreation Department. 2. Second priority will be given to organized youth programs of Mendota Heights. 3. Third priority will be given to organized adult programs of Mendota Heights. 4. Fourth priority will be given to non - resident youth or adult programs. To: From: Kevin Batchelder, Administrative Subject: Discussion of Park Trail Stencilling DISCUSSION CITY OF MENDOTA HEIGHTS MEMO November 3, 1994 Parks and Recreation Commission At the October Parks and Recreation Commission meeting, the Commission discussed a voluntary effort to stencil the Park Trails with mileage markers. They requested that staff place this item on the November agenda. Stencilling would involve the use of stencils, paint and a tape measure, or a wheel that measures distance. The stencils are designed for 1 /10th of a mile, which is 528 feet. Shawn Sanders, Civil Engineer, has done some stencilling in recent weeks and reports that Mendota Heights Road trail, the Huber Drive Trail and Roger's Lake trails have been stencilled. The equipment is available if Commissioner's desire to assist the City in this regard, the big question is whether the weather will cooperate at this point. ACTION REOUIRED Discuss the stencilling of City Park Trails.