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2019-05-28 Council Work Session PacketCITY OF MENDOTA HEIGHTS CITY COUNCIL WORK SESSION AGENDA May 28, 2019 12:45 pm Mendota Heights City Hall 1. Call to Order 2. Discussion Items 1. Athletic Field and Facility Use Policy and Fees Update 2. Pay Plan Adjustments 3. Old Sibley Memorial Highway 3. Adjourn DATE: May 28, 2019 TO: Mayor, City Council, and City Administrator FROM: Cheryl Jacobson, Assistant City Administrator SUBJECT: Field and Facility Use Policy and Fees Review and Update INTRODUCTION Staff will provide the City Council with a review and update on the implementation of the 2019 Field and Facility Use policy and fees. BACKGROUND The City coordinates and issues permits for the use of city fields and facilities. A policy has been in place since the early 1990’s. The 2019 Field and Facility Use Policy was approved by the City Council at the November 20, 2018 council meeting. City field and facility use fees are approved under the City’s Fees Schedule each year. The 2019 facility use fees were approved by the City Council at the December 4, 2018 meeting. Fees were also included and approved as part of the city fee schedule at the February 5, 2019 meeting. Attachments: • Council Memo Approving the Revised Field and Facility Use Policy and Special Event Policy (11/20/2018) • Council Memo Approving Facility/Field Use Fees for 2019 (12/4/2018) ACTION REQUIRED Discussion only. Request for City Council Action DATE: November 20, 2018 TO: Mayor and City Council, City Administrator FROM: Meredith Lawrence, Recreation Program Coordinator Cheryl Jacobson, Assistant City Administrator SUBJECT: Approval of the Revised Field and Facility Use Policy and Special Event Policy COMMENT: INTRODUCTION The City Council is asked to approve the revised Field and Facility Use Policy and revised Special Event Policy. BACKGROUND The City coordinates and issues permits for the use of city fields and facilities. City fields and facilities are often used in a multi-purpose manner and are requested by a variety of sports providers and users each year. The Field Use and Allocation policy has been in place since the early 1990’s, and has evolved as the City became more experienced and the sports environment changed. The Field and Facility Use policy was last amended in May of this year. Based on 2018 reservations and use, staff is recommending revisions to the Field and Facility Use Policy. Field and Facility Use Policy Staff is proposing a re-write of the policy which includes a general update and clarifying language to address current issues and questions. The policy was reviewed by the City Council and Parks and Recreation Commission at a joint meeting on November 13, 2018. The highlighted changes include: • Providing for the issuance of permits two times per year. Permit requests for use January through July would be accepted beginning the first business day in January. Permit requests for August through December would be due the first business day in May. • Priority group categories were clarified in response to staff experience with the number of groups and individuals requesting use of City fields. Additionally, selection criteria was clarified for user groups 3-7 in the event of competing requests. • City field and facility use fees are approved under the City’s Fee Schedule each year. The application and collection of fees over a number of past seasons and across users has been inconsistent and unclear. Language regarding the collection of use fees was added. Use fee rates will be presented for consideration at the first council meeting in December. Staff was unable to get data from user groups in time for consideration along with the proposed policy changes. • The policy addresses the non-use of city permitted fields by a user. When permits are issued, a specific field is reserved for the user, to the exclusion of others. Recognizing this exclusivity, clarifying language regarding the reissuance of permits in non-use situations was added. • Insurance coverage requirements were added. • Athletic special event requirements were added to the policy including the user’s responsibility for facility capacity including parking, traffic and conduct of participants and spectators. Special Event Policy From time to time, the City receives requests for events which rise to a higher usage level than what would be covered under the Field and Facility Use policy. The Special Event Policy was last reviewed in February of this year. In addition to a general update, staff is recommending the following changes: • Language was added regarding multiple day events, limiting the duration of the event to not more than 14 days in length. A user may submit a request for a second 14 day event, which may run consecutively to the original application. A minimum of ninety (90) days must elapse before any additional (third or more) similar event from the same applicant will be considered. • Insurance coverage requirements were added. Attachments: Field and Facility Use Policy, Special Events Policy BUDGET IMPACT The proposed policy changes do not have a direct budget impact. However, included in the 2019 preliminary budget is $71,832 for the addition of one Public Works Maintenance Worker beginning in April, 2019. The implementation of use fees, across all user types would be used to offset the costs of the additional position as well as administrative costs. Use fees will be considered at the first meeting in December. RECOMMENDATION Staff recommends that the City Council approve the revised Field and Facility Use Policy and revised Special Event Policy. ACTION REQUIRED If Council concurs, it should, by motion, approve the revised Field and Facility Use Policy and revised Special Event Policy. Request for City Council Action DATE: December 4, 2018 TO: Mayor and City Council, City Administrator FROM: Meredith Lawrence, Recreation Program Coordinator Cheryl Jacobson, Assistant City Administrator SUBJECT: Approval of the Facility/Field Use Fees for 2019 COMMENT: INTRODUCTION The City Council is asked to approve the facility/field use fees for 2019. BACKGROUND The City coordinates and issues permits for the use of city fields and facilities. City fields and facilities are requested by a variety of sports providers and users each year. Fees for use are charged to residents and non-residents, but not to associations, clubs or leagues. City field and facility use fees are approved under the City’s Fee Schedule each year. 2018 fees are as follows: Application Fee: $25.00 Use Fee: Soccer Field/Ball Field: $35.00 for two hour block of time Ice Rink: $35.00 for two hour block of time Tournament Fee: $200.00/day Field Prep Fee: Weekend: Actual Cost Incurred Weekday: $35.00 per field Throughout the last year staff researched best practices in allocating fields to athletic associations, clubs/leagues, residents, and non-residents. Staff has also contacted local cities to review their field and facility reservation process and fees assessed. Additionally, area athletic associations, clubs and leagues were notified early in the year that the collection of use fees for 2019 was being considered. The council and staff reviewed the need to assess use fees to users of city fields and facilities during 2019 budget drafting sessions. At that time staff discussed with the City Council the need to offset field and facility maintenance and administrative costs through the implementation of use fees across all user types. The intent for charging use fees is not to “make money” for the City; but rather to recover public costs to operate, maintain, improve, and administer the use of city fields and facilities. During a November 28 council work session, the city council recommended that use fees for associations, clubs and leagues be based on a per player per season rate and resident, non-resident, and commercial group use fees be based on a per hour rate. All user types would be charged an application fee per request. The proposed 2019 rates are as follows: • Application Fee: $25.00 per permit request • Field Fees (Soccer, Baseball, Softball, Football, Lacrosse): User Group Soccer, Baseball, Softball, Football, Lacrosse Priority Level 3 $7 per player/season Priority Level 4 $10 per player/season Priority Level 5 $10 per hour/per field Priority Level 6 $15 per hour/per field Priority Level 7 $15 per hour/per field • Rink Fees: User Group Rinks Priority Level 3 $3 per player/season Priority Level 4 $5 per player/season Priority Level 5 $4/hour/per rink Priority Level 6 and 7 $8/hour/per rink • Tournament Fees: All Sports/All Locations User Group Use Fee Field Prep Fee Priority Level 3 and 4 $50 per day/per field $35 per field/per day (required) Priority Level 5, 6 and 7 $50 per day/per field $35 per field/per day (optional) Attachment: Proposed 2019 Field and Facility Use Fee BUDGET IMPACT Use fees will be used to offset field and facility maintenance and administrative costs, including the proposed addition of one Public Works Maintenance Worker in 2019. The 2019 preliminary budget includes $71,832 for the additional position. The anticipated fees will cover about one-half of the total cost of the additional Public Works maintenance position (on a 12-month basis). The position is budgeted to begin April 1, 2019. ACTION REQUIRED If the City Council concurs, it should, by motion, approve the facility/field use fees for 2019. City of Mendota Heights Field and Facility Use Fees Proposed – 2019 Priority Level 3: Youth Athletic Associations Priority Level 4: Youth Sports Clubs and Leagues Priority Level 5: Mendota Heights Residents (Personal Use) Priority Level 6: Mendota Heights Businesses/Commercial Organizations Priority Level 7: Non-Mendota Heights Residents, Organizations, Businesses APPLICATION FEE $25.00 per Permit Request due at the time the request is submitted-non-refundable FIELDS User Group Soccer, Baseball, Softball, Football, Lacrosse Priority Level 3 $7 per player/season Priority Level 4 $10 per player/season Priority Level 5 $10 per hour/per field Priority Level 6 $15 per hour/per field Priority Level 7 $15 per hour/per field TOURNAMENTS All Sports/All Locations User Group Use Fee Field Prep Fee Priority Level 3 and 4 $50 per day/per field $35 per field/per day (required) Priority Level 5, 6 and 7 $50 per day/per field $35 per field/per day (optional) ICE RINKS User Group Rinks Priority Level 3 $3 per player/season Priority Level 4 $5 per player/season Priority Level 5 $4/hour/per rink Priority Level 6 and 7 $8/hour/per rink DATE: May 28, 2019 TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: City Compensation Plan Adjustments Introduction Staff will provide information on proposed compensation plan and wage adjustments impacting four positions. Background The annual salaries and hourly rates for employees are provided for under the City’s Compensation Plan. As part of the compensation study completed in December, 2017, each staff position was re-evaluated and adjusted both in position grade and salary range beginning in 2018. Position pay grades and salaries are primarily based on two factors—job evaluation points and pay of similar positions within cities comparable in size and scope to Mendota Heights. As a result of the compensation study and pay matrix implemented in January, 2018, four positions were found to be over step seven of the (new) salary matrix and therefore have not received a cost of living increase for 2019. Those positions are: Receptionist, Utility Billing Clerk, Senior Engineering Technician, and Assistant City Administrator. To recognize the valuable work provided by staff as well as the importance of retaining a qualified workforce, staff will provide information at the council work session regarding recommended compensation plan and wage adjustments for those impacted positions. Budget Impact All positions are included in the 2019 budget and annual increases were accounted for in the budget process and can be accommodated. Action Requested Discussion only. To: Mayor and City Council From: Ryan Ruzek, Public Works Director Mark McNeill, City Administrator Subject: Old Sibley Memorial Highway Date: May 28, 2019 Comment: Introduction: At its workshop on May 28th, staff will provide information regarding a proposal by MNDOT to potentially turn back Old Sibley Memorial Highway, to the City. Background: Old Sibley Memorial Highway was at one time TH 13. It is approximately 1.3 miles in length. Following a reconstruction several years ago, it now serves primarily as a by-pass from the intersection with Mendota Heights Road on the west, to where it rejoins TH 13 near St. Peter’s Cemetery in Mendota in the east. It remains on MNDOT’s system. It directly serves two Mendota Heights businesses—Hudson Trucking, and LCS Metal Stamping. The pavement has been deteriorating, and sections are in need of work. City staff has met with MNDOT and both the Dakota County Highway, and Parks Departments about the road. MNDOT would like to get it off its system. From a parks standpoint, Dakota County is interested in upgrading the scenic overlook at the west end of the section of road, but Highways is not interested in taking ownership of the road. MNDOT would like to turn back that section of road to the City. To do that, it would consider one of these things: 1. MNDOT could complete maintenance activities (mill and overlay the surface; install ribbon curb; and make drainage repairs). 2. MnDOT could alternatively pay the City the value of the improvements in lieu of completing maintenance activities; the city could then make the improvements on its own in the future. 3. Some combination of work and funds The segment could remain as is, or it could turn into a cul-de-sac to the east of Hudson Trucking, which would eliminate approximately one mile of pavement from future maintenance. MNDOT has prepared an Origination and Destination Study, which shows that the majority of the traffic which use that section of the highway “passes through” to locations to the east. There is an Average Daily Traffic count of approximately 2200 vehicles which use that segment. If the alternative is chosen to close it and construct a cul-de-sac, it would mean that those vehicles would be diverted to other streets. Staff has been in contact with the two businesses to make them aware of these most recent discussions, but also advised them that discussions are very preliminary at this point—MNDOT has been seeking to relinquish this section of road for many years. Recommendation: Staff recommends that the Council give direction as to what other information or actions is needed in order that a more full consideration could be made at a future regular City Council meeting. Action Required Consider and give direction. HIGH WAY 55 H IG H W AY 13PILOT KNOB RDSIBLEY MEMORIAL HWYH IG H W A Y 6 2 LE M AY LAKE R D MENDOTA HEIGHTS RDWA T E R S D R D S T ENTERPRISE DR VICTORIA CURV ACACIA DRLEMAY AVE ACACIA BLVD C O M M E R C E D R KENDON LNPICNIC ISLAND RDVALENCOUR CI RLEMAY LAKE DR LAKEVIEW AVE FURLONG AVE VICTORY AVE HIGHWAY 55 HIGHWAY 62 City Base Map 2018Utilities Date: 5/23/2019 City ofMendotaHeights01,000 SCALE IN FEET GIS Map Disclaimer:This data is for informational purposes only and should not be substituted for a true title search, property appraisal, plat,survey, or for zoning verification. The City of Mendota Heights assumes no legal responsibility for the information containedin this data. The City of Mendota Heights, or any other entity from which data was obtained, assumes no liability for any errorsor omissions herein. If discrepancies are found, please contact the City of Mendota Heights. Contact "Gopher State One Call" at 651-454-0002 for utility locations, 48 hours prior to any excavation. HIGH WAY 55 H IG H W AY 13PILOT KNOB RDSIBLEY MEMORIAL HWYH IG H W A Y 6 2 LE M AY LAKE R D MENDOTA HEIGHTS RDWA T E R S D R D S T ENTERPRISE DR VICTORIA CURV ACACIA DRLEMAY AVE ACACIA BLVD C O M M E R C E D R KENDON LNPICNIC ISLAND RDVALENCOUR CI RLEMAY LAKE DR LAKEVIEW AVE FURLONG AVE VICTORY AVE HIGHWAY 55 HIGHWAY 62 City Base Map 2018Utilities Date: 5/23/2019 City ofMendotaHeights01,000 SCALE IN FEET GIS Map Disclaimer:This data is for informational purposes only and should not be substituted for a true title search, property appraisal, plat,survey, or for zoning verification. The City of Mendota Heights assumes no legal responsibility for the information containedin this data. The City of Mendota Heights, or any other entity from which data was obtained, assumes no liability for any errorsor omissions herein. If discrepancies are found, please contact the City of Mendota Heights. Contact "Gopher State One Call" at 651-454-0002 for utility locations, 48 hours prior to any excavation. Old Sibley Memorial Highway Streetlight OD Analysis  Old Sibley Memorial Highway NB Origin    Midway along Old Sibley Memorial Highway,  85% of NB trips are destined to non‐local  locations (beyond approximately 1 mile from  Old Sibley Memorial Highway).  6% of local trips are internal. Using the above  percentages entering and exiting the Midway  Old Sibley zone, 61.5% of NB traffic is non‐ local, with the remaining 38.5% local/local, non‐ local/local, or local/non‐local trips.  Old Sibley Memorial Highway NB Destination    Midway along Old Sibley Memorial Highway,  75% of NB trips are coming from non‐local  locations (beyond approximately 1 mile from  Old Sibley Memorial Highway).     Old Sibley Memorial Highway NB Origin (going to)    Old Sibley Memorial Highway NB Destination (coming from)    Removed <1.0% outlier zones. To the north, traffic coming from Old Sibley NB is more spread out. To the  south, traffic going to Old Sibley NB is coming from along TH 13/US 169 corridors. Roughly the 40%  local/60% non‐local holds true.    Old Sibley Memorial Highway SB Origin    Midway along Old Sibley Memorial Highway,  70% of SB trips are destined to non‐local  locations (beyond approximately 1 mile from  Old Sibley Memorial Highway).  Again, 6% of local trips are internal. Using the  above percentages entering and exiting the  Midway Old Sibley zone, 60.5% of SB traffic is  non‐local, with the remaining 39.5% local/local,  non‐local/local, or local/non‐local trips. Speed  limit is 50 mph.  According to Streetlight, the average weekday  daily speed is 38 mph.    Old Sibley Memorial Highway SB Destination    Midway along Old Sibley Memorial Highway,  90% of SB trips are coming from non‐local  locations (beyond approximately 1 mile from  Old Sibley Memorial Highway).       Old Sibley Memorial Highway SB Origin (going to)        Old Sibley Memorial Highway SB Destination (coming from)    Removed <1.0% outlier zones. To the north, traffic going to Old Sibley SB is more spread out. To the  south, traffic coming from Old Sibley is going to locations along TH 13/US 169 corridors. Roughly the  40% local/60% non‐local holds true.