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Home My WebLink About05-17-11 PTRCChair: Steve Scott (exp. 2011) Committee Members: Cindy Garretson (exp. 2011) PhD Kramlinger (exp. 2012) Don Messerly (exp. 2012) Chuck Michaelson (exp. 2011) Nancy O'Malley (exp. 2011) John Peck (exp. 2013) Harold Petersen (exp. 2013) Rich Straumann (exp. 2013) Council Liaison: Ed Werner -A.RZEN HILLS Parks, Trails, and Recreation Committee May 17, 2011 6:30 p.m. Cummings Park Pavilion 1245 W. Highway 96 Arden Hills, MN 55112 651.792.7800 www.ci.arden - hills.mn.us City Vision A strong community that values our unique environment, our fiscal soundness, and our tradition as a desirable city in which to live, work, and play. Agenda Call to Order 1. APPROVAL OF THE AGENDA 2. MINUTES A. April 19, 2011 Regular Meeting 3. UNFINISHED BUSINESS A. B. C. Facility Fee Discussion 1. 2. 3. Adult Field Fees Youth Field Fees Park Rental Fees Newsletter Articles Other Unfinished Business 4. NEW BUSINESS A. Capital Improvement Program 2012 -2016 Discussion B. Other New Business 5. REPORTS A. City Council Report B. Public Works /Parks and Recreation Report 6. NEXT MEETING A. Tuesday, June 21, 2011 — 5:45 p.m. — PARK TOUR (starts at City Hall) A quorum of the City Council may be present at this meeting. Agenda Item 2A: Minutes for Approval: April 19, 2011 EN HILLS Draft CITY OF ARDEN HILLS PARKS, TRAILS AND RECREATION COMMITTEE MEETING TUESDAY, APRIL 19, 2011 ARDEN HILLS CITY HALL CALL MEETING TO ORDER Chair Scott called the March 19, 2011, meeting of the Parks, Trails, and Recreation Committee to order at 6:31 p.m. MEMBERS PRESENT: Chair Steve Scott (left early), Committee Members Cindy Garretson, Phil Kramlinger, Don Messerly, Chuck Michaelson, Nancy O'Malley, John Peck, and Harold Petersen. OTHERS PRESENT: Park and Recreation Manager Michelle Olson, Council Liaison Ed Werner, and Paul Paige from HKGi. ABSENT: Committee Member Rich Straumann. 1. APPROVAL OF AGENDA Chair Scott informed that a modification to the agenda had been requested to move 4.A. before 3.B MOTION: Committee Member Garretson motioned to approve the agenda as modified, seconded by Committee Member O'Malley. The motion carried unanimously (8 -0). 2. APPROVAL OF MINUTES — February 15, 2011 MOTION: Committee Member Petersen motioned to approve the February 15, 2011, minutes as presented seconded by Committee Member Peck. The motion carried unanimously (8-0). 3. UNFINISHED BUSINESS A. Valentine Park Improvement Discussion — Paul Paige (HKGI) Chair Scott and Mr. Paige indicated the Open House held on April 7 was a big success as well as the online survey. Mr. Paige stated that based on feedback from the survey and from the Open House the most popular elements seemed to be the swings, the playground structure, and the open fields. He indicated the least or never used elements were the basketball and baseball court, parking lot and the skating rink. Feedback on what residents wanted to see for future plans for the park were a playground structure, swings, an open field, a shelter, and trails. Discussion and feedback at the Open House tended towards Concept 2 which includes a small parking lot, basketball court, and a combination style playground structure. Mr. Paige indicated if they wanted to keep the skating rink an agri -line field would be needed. The consensus from the committee was that the rink is too small for skating and other parks are close by that provide skating. It was also agreed that better connectivity to the park was needed. Ms. Olson indicated, that even though it was not in the budget, a large number of residents indicated at the open house that the most viable option for connectivity was to have a trail on Lake Parks, Trails & Recreation Committee Meeting Minutes April 19, 2011 Page 2 Valentine Park from Glenview to the park and then to E2. She indicated the committee should indicate whether or not to include connecting trails. Ms. Olson suggested the committee could add this to the preliminary plans and then see where the budget comes in. Discussion ensued on the traffic on Old Snelling and possibly adding a stop sign or speed monitor. The committee members felt a drinking fountain should be added and that a high priority would be to have a trail connection to E2. Ms. Olson asked the committee what they felt about Item #6, the tree house concept and consensus was to keep this as a low priority. She stated at this point Council is looking for recommendations from the committee and the residents on what amenities and activities should be in the park and she would like to bring these recommendations to a May Council meeting. MOTION: Committee Member Peck moved seconded by Committee Member Petersen that the committee recommend to Council inclusion of all the elements on the draft concept plan and to include a drinking fountain and perimeter trails connecting north/south to County Road E2 and east /west to Glenview. The motion carried unanimously (8 -0). Al. Pulte Homes Development Park Dedication Requirement Discussion — Meagan Beekman, City Planner Ms. Beekman provided background regarding the Pulte Development and included a site plat (north and south half) in the packet. She informed the Pulte Group does have a purchase agreement contingent on City approval for a subdivision of the property located at 4500 Snelling Avenue North. Planner Beekman stated that the subdivision ordinance addresses a park dedication requirement which is triggered whenever there is a subdivision of land in the City. She indicated it is typical to bring park dedication options to a PTRC meeting to get recommendations to bring to Council on how best to utilize the requirement. She stated for the park dedication requirement the City can require up to 6 percent of the total land area for parks and trails, or 6 percent of the assessed value in cash which comes to approximately $133,000 or some combination of the two. If the City decided to take the cash dedication that money would need to be used for building new parks and recreation facilities and could not be used for maintaining existing facilities and the facilities would need to benefit the new property owners. Planner Beekman indicated she believes that because Arden Hills is fully developed and there is a park very nearby there would be some flexibility within state statute that would allow the City to use park dedication on building other amenities throughout the City provided that a comp plan and /or a priorities list had been formalized. Therefore, that money could be used to implement areas the City has already identified as priorities or facilities that they would like to build. Planner Beekman informed she has laid out a couple of options within the discussion section of the memo that talks about what some possibilities are. She pointed out the sketch done by the traffic engineer with suggestions on where some facilities might be useful for these residents. Suggestions were either for a north/south connection from Hwy 96 or an east /west connection for the trail that runs behind the townhomes. Planner Beekman indicated the developer did identify a location which is shown on page 8 which essentially would be like a boardwalk connection where the concept would be to connect Keithson Drive with the east /west trail. The other potential trail would be along Snelling Parks, Trails & Recreation Committee Meeting Minutes April 19, 2011 Page 3 Ave. North. Ms. Olson stated that the Committee recently reprioritized that for restriping in that area. Planner Beekman indicated this was something they could use the money for at a later date or something they could ask Pulte to do and they could just deduct that from the park dedication. Discussion ensued on the options. MOTION: Committee Member Petersen moved seconded by Committee Member Garretson to recommend that the City Council pursue park dedication from Pulte Development in a combination of cash, development of an east/west trail connecting the existing City trail, and creation of a north south pedestrian bike lane to the existing City trail (across from Royal Hills Park) by restriping Snelling Avenue North. The motion carried unanimously (8 -0). B. Joint Meeting Debrief Chair Scott indicated he felt the joint work session the committee had with the Council was very productive and that Council did stipulate they wanted to focus on using grants as much as possible. Mr. Scott felt that Mr. Messerly brought up some good points on projects the committee was involved with in the past and he feels they may want to look at revisiting some of those. Mr. Kramlinger indicated he would like a little more information about grants and asked if they applied for the grant for the connection from E2. Ms. Olson indicated that in the past they received three grants that totaled approximately $500,000. These were the Safe Routes to School Grant, the DNR Grant, and ARRA Grant. She indicated grants are very competitive and she will be working with Ramsey County and Bethel to find different grants that are available. She informed they did apply for a Legacy Grant for a trail from Lake Johanna Boulevard /E on Old Snelling through the underpass and to County Road E2 and will hear back on that in July. She indicated they did look at another grant from County Road E to Ingerson Park but since the trail came in at around $600,000 and the grant was only for $100,000, the Council chose not to proceed with it. However, they are looking for funding for the play structure at Valentine Park and are looking at transportation funds that will be used for pedestrian improvements. Mr. Peck asked if there was anything the committee could do to help. Ms. Olson indicated at one point they had talked about having a subcommittee to look at grant opportunities and if any members were interested they could go ahead with creating that group. C. Other Unfinished Business None 4. NEW BUSINESS B. Park Bench Location Discussion Ms. Olson informed that she has included a memo in the packet on Council's approval of eight park benches. She stated Council would like recommendation from the committee on where to place the benches and does not want to wait until the committee goes on their park tour. Ms. Olson indicated she included a map with some possible locations but ultimately it would be up to the committee to make the final decision. She stated the individual that donated a bench asked that it be placed at Cummings and the only Parks, Trails & Recreation Committee Meeting Minutes April 19, 2011 Page 4 recommendations she would have is to place a bench at the play structure at Freeway Park and possibly at Johanna Marsh. Mr. Petersen questioned if there was still a bench on the hill at Floral Park. The Committee made suggestions for bench placement. The committee was in consensus with the suggested locations. MOTION: Committee Member Petersen motioned to approve the locations (Johanna Marsh, the lower playground area in Freeway Park, the hill above grass field area in Floral Park, the County Road E2 trail between Valentine Hills and Old Snelling, south and north of the wetland on the Perry Park trail, near the play structure at Royal Hills and on the . Hamline Avenue trail) for the eight purchased park benches and as designated on the park bench map. The motion passed unanimously (8-0). C. Newsletter Articles from the PTRC Ms. Olson stated she received a message from the Communications Committee that the PTRC had agreed to write an article for the April newsletter. Ms. Olson indicated that Council had requested input from the PTRC for future articles. She informed the Chair that she has included a memo asking the committee to decide on what involvement they would like in the City newsletter. Ms. Olson will then bring that input back to the Communications Committee. Discussion ensued on how often and what information they should include. Ms. Olson indicated she will check with Chair Scott on how he would like to proceed. D. Other New Business None 5. REPORTS A. City Council Report Council Liaison Werner mentioned that Northwestern College would no longer be renting the Holiday Inn as a dorm and that Mr. Davidson, who is also on the Economic Development Commission, informed that they are now looking at senior /assisted living as the best use for the facility. Mr. Werner also indicated that the Appeals Board met today regarding I- 694 /Hwy 10. The vote was three to one to not allow Municipal Consent. Mr. Werner stated another issue that was brought up was the pollution on Round Lake and that US Fish and Wildlife is doing some testing and are trying to get more information from the PCA and DNR on history of the lake. This will be discussed at a future work session. Mr. Werner mentioned the City is purchasing a new dump truck for $160,000 and 2 zero- turn mowers not to exceed $29,000. Mr. Werner also stated Council approved and authorized Pavement Condition Index rerating of streets and trails. Parks, Trails & Recreation Committee Meeting Minutes April 19, 2011 Page 5 B. Public Works/Parks and Recreation Report Ms. Olson thanked all the PTRC members that attended the Earth Day Clean Up Event at Tony Schmidt Regional Park. It was a very cold, snowy morning but we managed to still clean up. The City Council approved a grant application through the State Legacy Grant Program for a trail on the west side of Old Snelling from Lake Johanna Blvd. to County Road E2. The City should hear back in July. The Planning Commission has approved the Hazelnut Park land purchase and it will be to Council for approval at their next meeting. 6. NEXT MEETING The next meeting is scheduled for Tuesday, May 17, 2011, at 6:30 p.m. 7. ADJOURNMENT Committee Member O'Malley moved to adjourn, seconded by Committee Member Peck. The meeting adjourned at 8:35 p.m. Agenda Item 3A: Facility Fee Discussion ARPEHthLS MEMORANDUM DATE: May 17, 2011 TO: Parks Trails and Recreation Committee FROM: Michelle Olson, Parks and Recreation Manager SUBJECT: Facility Fee Discussion Requested Action Staff is asking for the PTRC to review and analyze the impact of establishing a fee structure for field use in the City and a recommendation on whether to pursue charging fees beginning in 2012. In addition, staff is asking for a recommendation on if the current park rental fees are appropriate or if they should be changed beginning in 2012. Background At the joint City Council /PTRC meeting on March 21st, the City Council finalized our g oals and work plan for 2011. One of those goals listed was to review and analyze the impact of establishing a fee structure for field use in the City and bring a recommendation to Council. The Council indicated that they would like to expand this research to include our park rental fee structure. Therefore, staff researched three areas of fees for the Committee to review: youth, adult intramural and park rentals. Youth Fees Attached is the research that staff did regarding what the surrounding Cities /Organizations charge for youth and adult fees (Attachment A). The majority of the youth field use is by the Shoreview Babe Ruth Baseball Association (SAYB) and the North Suburban Soccer Association (NSSA). Staff provided information based on 2010 usage on the financial impact of charging various fees to these groups (Attachment B). If the City decided to charge at the low end of the scale, they could bring in an estimate of just under $3,000. If the City charged at the high end of the fee scale, they could bring in an estimate of just under $8,900. It is important to note that if we begin charging fees, the field use could decline as the associations will be scale back on their requests. Staff had a discussion with both associations regarding the potential of fees and asked for their input. The SAYB association acknowledged that they would prefer not to see fees but that they understand the maintenance associated with field use. They requested that the City give them notice in the summer of 2011 if fees are going to be introduced in order to adjust their budgets 05172011 Facility Fee Discussion.doc and fees. They acknowledged that all fees would be directly reflected in their registration fees to the participants. NSSA asked for a meeting to discuss potential fees and also to ask about potential capital improvements in our area. They had a similar response to the potential fees as SAYB association. They would ultimately pass on these fees in an increased registration fee to their participants. However, they inquired if the City had any potential capital improvement projects for Cummings Park, Hazelnut Park or the any possibilities of development of new fields? Staff mentioned the recent irrigation improvements to Cummings Park and the potential for irrigation improvements at Hazelnut Park. The NSSA board met shortly after our meeting and notified the City in March that they would like to commit $8,000 toward the installation of irrigation at Hazelnut Park. The irrigation project has been estimated to cost between $21,000 and $26,000 for Hazelnut Park. Factors to consider on charging youth fees for facilities: 1. Users inevitably will have higher expectations of field conditions when they are charged fees. 2. There will be administrative costs associated with charging fees. The per hour fee is more difficult to manage than a 3 or 4 hour time block. In most cases, groups will only book for an hour or two and use the fields for a longer period of time. 3. Practices for the associations are assigned in a block of time. For example, Perry #3 is assigned to SAYB Mondays and Tuesdays all spring /summer from 5 -dusk. They assign their own coaches. The associations would be reluctant to book time slots if they have to pay for each time slot, whether it is used or not. Therefore, they may send coaches to us to schedule and this would be very high maintenance for our staff. 4. The associations will scale back on field use in order to save costs. They will refrain from reserving blocks of time unless they are certain the field will be used. 5. If it is decided to not charge associations, the youth facility field fees would end up being minimal. The majority of field use comes from the associations. Adult Fees Currently, the City charges fees for ball field use (prepped field with bases) and Bethel broomball ($17.00 per hour). However, there is no charge for reserving a using a ball field for a practice. The Intramural Departments at Bethel University and Northwestern College both utilize our fields for Intramural Softball/Football at no charge. Staff reviewed how much revenue the City could bring in based on 2010 usage if we charged for adult intramural /club field use (Attachment C). Factors to consider on charging for adult ball field /soccer field use: 1. The adults tear up the field much more than youth use due to the type of activities: lacrosse, rugby, football, softball. 2. The City has struggled for years with Bethel University Lacrosse and Rugby using parks without a permit. Staff can enforce use of the fields easier with a fee base. 05172011 Facility Fee Discussion. doc 3. The colleges don't want the intramurals and club teams practicing on their facilities due to wear and tear. This will help communicate that they can use City facilities but with a cost. 4. There will be administrative costs associated with charging fees. The per hour fee is more difficult to manage than a 3 or 4 hour time block. In most cases, groups will only book for an hour or two and use the fields for a longer period of time. 5. The colleges may scale back on field use if fees are instituted. Park Rentals Staff researched the surrounding City /organization's park rental fees (Attachment D) and found they are variable based on the type of facility. It should be noted that every City that we researched charges. The rental fees cover the maintenance and preparation time, which can be high. The City currently has six picnic shelters and two picnic pavilions (Attachment E). Reservations are made regularly for Cummings and Perry Park, our two picnic pavilions. We have typically budgeted to bring in approximately $2,500 in rental fees each summer. The City currently has four fee categories: Resident, Non - Resident, Resident Non - Profit, Other Non - Profit. Factors to consider on evaluating our current park rental fee structure: 1. All Cities studied charge for park rentals. There is a high amount of maintenance costs due to preparation and clean up. 2. Most Cities have gone away from the non - profit category as it can be confusing. Nonprofit examples: associations, churches, scout groups, schools, etc... Many people will try to fit within this category by using a work address such as Bethel University or a church. This becomes hard to verify. The City used to allow resident non - profit groups to use the park at no charge. This became difficult to manage due to our staff time. Therefore, that was changed to help cover our costs. Many Cities have eliminated non- profit categories. 3. There are administrative fees associated with park rentals in addition to the maintenance. 05172011 Facility Fee Discussion.doc Attachment A: Facility Fees — Surrounding Cities z 0 -0 c a) -C CU 4.C5 b.0 ttO 03 C1) CL 73 = Q) 0 a) C txo 0 c 0.0 v fla -C 73 v -C 0 N. z Cl. 0 0 0 m 0 o r-I 0 z z V) 4-, (X1 C CD (1) 03 a) cr) (0 c a) (1) e- C 03 (L) (.1) $15.00 per game 0 m cu E (0 0 (0 0 0 0 00 >'• -4 -1 N -in in o_ 0 0 ij Included in base z 0 rfi CI. 0 C•71 N 0 Lfl m 0 z NonResident cn +-a rt3 C a) T:5 E co cu z Association 0 o 1I Z _c rn0 LA NonResident 1 = L.- -C -0 0 0 0 ‘-- Lfl 73,7) a) LC. 0 L... iJ = L.- ..0 E 00 LIGHTS - stadium Tournament maintenance — Attachment B: Youth Facility Fee Impact Examples YOUTH FACILITY FEE IMPACT EXAMPLES The majority of youth field use in Arden Hills comes from the Association Use. Below is an estimate of fees we would have collected from 2010 — if we had a youth field fee. If we charged $5.00 per 4 hour time block: Association: Shoreview Area Youth Baseball (SAYB) Games: $ 520.00 Practice: $2,120.00 TOTAL $2,640.00 North Suburban Soccer Association (NSSA) Games/Practice: $ 320.00 TOTAL: $2,960.00 If we charged $15.00 per 4 hour block: Association: Shoreview Area Youth Baseball (SAYB) Games: $ 1,560.00 Practice: $ 6,360.00 TOTAL $ 7,920.00 North Suburban Soccer Association (NSSA) Games /Practice: $ 960.00 TOTAL: $8,880.00 Attachment C: Adult Intramural /Club Field Use Fee Impact Examples ADULT FACILITY FEE IMPACT EXAMPLES If we charged for intramural flag football and softball AND for club teams, below are examples of the revenue impact: If we charged $5.00 per hour: Bethel University: Fall: $ 150.00 Spring: $ 440.00 TOTAL $ 590.00 Northwestern College: Fall: $ 100.00 Spring: $ 120.00 TOTAL $ 220.00 TOTAL: $810.00 If we charged $8.00 per hour: Bethel University: Fall: $ 240.00 Spring: $ 704.00 TOTAL $ 944.00 Northwestern University: Fall: $ 160.00 Spring: $ 192.00 TOTAL $ 352.00 TOTAL: $1,296.00 Attachment D: Surrounding City /Organizations Park Rental Fees Other 1 "Ia' s>) X (13 + CO Do They Charge for Tables, Etc. N 0 ut 4-, *----- in m Ta Lri c AA- 2 ai 4.' i5 X) co co 0 z 0 z .-12 ...Y C•1 - Tii To - c c E e 2 ts) a) Q. 7 E ' E c 005E50 ° LO CT a) CT 44- <7 0 z Corporate or Do They Charge For-Profit Use by Size/Shelter By Shelter or Pavilion Yes v) a >- v) a) >- IA a) >- Fee for Resident Fee for Non-Resident Resident Non-Profit Fee Other Non-Profit .7).1,././ 4. VI GU. $53.57 $69.64 $100 & $50 $100 & $50 deposit deposit $100 damage & $50 key deposit $100 damage & $50 key deposit 30 + tax 60 + tax $100 + tax (groups larger than 100) $44 (all days) N/A $25 deposit Pioneer $30 (full day) Colleges, Universities RENTALS Profits PICNIC SHELTER RENTALS $70 (4 hours) $50 (4 hours) $50 (4 hour) $35 (4 hours) $140 (full day) $100 (full day) $100 (full day) $70 (full day) PICNIC SHELTER RENTALS PICNIC SHELTER $100 (4 hours) RENTALS Mounds View Residents, Mounds View $200 (full day) $70 (4 hours) Large Pavilion - $100 Large Pavilion - $125 Large Pavilion - $100 Small Pavilion - $35 Small Pavilion - $55 Small Pavilion - $35 Large Pavilion w/Center Rental - $50 Large Pavilion w/Center Large Pavilion w/Center Small Pavilion w/Center Rental - $20 Rental - $50 Rental - $50 Small Pavilion w/Center Small Pavilion w/Center Rental - $20 Rental - $20 > .1 0 .-...... 1 C a) E < co Et 4 y, p , 5 1 0 . . . ) - a3 o a) c CO 0 ( 1 ) . . . . . z 3 0 5 0 -0 = 0 2 Brighton 0 z 0 z 0 z 0 z 0 z 0 G) >- 0 a) >- 0 01 >- 0 a) >- a) >- Beaver Lake - $37.49 Island Lake - $69.63 $133.91 McCarron's - $91.06 Lake Owasso - $37.49 Turtle Lake - $37.49 Bald Eagle - $102.84 Battle Creek - $187.47 ($175 deposit) $374.94 ($350 deposit) Keller - $91.06 Long Lake - $91.06 $374.94 ($350 deposit) Round Lake - $37.49 Tony Schmidt - $133.91 $246.92 (230.50 deposit) Vadnais Sucker - $133.91 Vadnais Snail Lake - $91.06 $294.59 ($275 deposit) $25 key deposit $121 (9:OOam- 3:OOpm or IA 4:OOpm- 10:OOpm) rboretum $445 (6 hours) $200 (9:OOam- 10:00om) Park Shelters - $25 Park Shelters - $25 Pavilion - $165 Pavilion - $190 Picnic Shelter - $25 Picnic Shelter - $25 No Charge At All No Charge At All Warming House - $50 Warming House - $50 ar g g $80 $135 $50 (restroom deposit) $50 (restroom deposit) $80 (facility deposit) $135 (facility deposit) 101+ People 101+ People ),‘ ..... tn C t IE t 8 Er 0 7-;:: ow o ct Shoreview Spring Lake Park 0 Z 0 a) >- ai .. . o _ mc 0 omalos- CO p: 0 Cu -c (,) wE.-. o cts c o no rY 2 ri. 8 a, Ce . 0 . o a ._ .8 .--;- oco-E-- te. a. c .0 w _ 0 --i ,-- ,a3 17i a) 06 ,_ '2 0 E 0 CO 06 :1--,'' g (i) -5 a ,--- a) _ ___ ......Ev -0 i.e., 8 a) ,_ c„_ .-- 0 69- a. :-r---, &:;) u) il- a -- (I) . —_,:i • 0 c„ ... 2 0 () Cl_ — .--- V 92 C\J 0 c ea 0- co c 2:3) :L.? al -- E u) ,4- (0 - = 0 i 0 P (.1 0 0 0 CO CO te -J 8 eL a) ..„ o 0 ---, (Y) .Y- as C•1 a W. 1$100 ($300 deposit) 1Podvin Park (full facility) Attachment E: City of Arden Hills Park Rental Information Agenda Item 3B: Newsletter Articles .2S1�DEN HILLS MEMORANDUM DATE: May 17, 2011 TO: Parks Trails and Recreation Committee FROM: Michelle Olson, Parks and Recreation Manager SUBJECT: Newsletter Articles Discussion The PTRC should decide what involvement they would like in the City newsletter and provide direction for staff to bring back to the Communications Committee. Background At the March 21, 2011 joint PTRC /City Council meeting, a City Council member suggested that the PTRC begin doing regular articles in the City newsletter. The committee sounded interested in providing occasional articles. Staff received a phone call from the Chair of the Communications Committee in March asking for the PTRC's article for the April issue. I indicated that the PTRC was receptive to providing input for articles but would not be meeting until April. The PTRC discussed this briefly at their April 19th meeting. However, because the Chair was absent, it was decided that this should be further discussed. Don Messerly worked with staff to write a garden club article for the next newsletter. The committee has an ongoing goal that indicates the committee will assist in providing potential articles for the City newsletter. How does the committee want to handle what is written and who provides it? Does the committee want to ask for volunteers to write articles, etc... Staff is willing to assist with providing information or potential topics. 05172011 City Newsletter Articles. doc Agenda Item 4A: Capital Improvement Program (2012 -2016) EN HILLS MEMORANDUM DATE: May 17, 2011 TO: Parks Trails and Recreation Committee FROM: Michelle Olson, Parks and Recreation Manager SUBJECT: Capital Improvement Program Requested Action Staff is asking for the PTRC to review the proposed Capital Improvement Program (CIP) Projects for 2012 -2016 and give feedback on any changes or potential additions. Background One of the ongoing goals for the PTRC is to recommend enhancements for the 5 year Capital Improvement Program. Staff has begun the process to identify projects for the 5 year CIP. Attached is the first draft of potential projects for 2012 -2016. Below is a summary year by year of projects. Detailed sheets for each project are attached for the committee to review. 2012 *Basketball- Tennis Court Rehabilitation - $15,000 Park Bench Implementation (3`d year of 4) - $5,000 Mounds View HS Trail Connection (Placed here for discussion) - $105,000 *Forestry Implementation Plan - $10,000 Park Amenities (trail signage or create separate project ?) - $5,000 *Trail Rehabilitation - $50,000 Hazelnut Irrigation - $18,000 Old Snelling Avenue Trail — Legacy Grant - $475,258 2013 *Basketball- Tennis Court Rehabilitation - $15,000 Park Bench Implementation (final year) - $5,000 *Forestry Implementation Plan - $10,000 Park Amenities - $5,000 *Trail Rehabilitation - $20,000 West Round Lake Trail - $120,000 (Has been in CIP, needs discussion) 05172011 Capital Improvement Program 12-16.doc 2014 *Basketball- Tennis Court Rehabilitation - $15,000 *Forestry Implementation Plan - $10,000 Park Amenities - $5,000 *Trail Rehabilitation - $50,000 Snelling Avenue Regional Trail - $2,284,149 (will have to find funding source) 2015 *Basketball- Tennis Court Rehabilitation - $15,000 *Forestry Implementation Plan - $10,000 Park Amenities - $5,000 *Trail Rehabilitation - $20,000 County Road E Trail - $28,100 (STP Grant application for $320,000) 2016 *Basketball- Tennis Court Rehabilitation - $15,000 *Forestry Implementation Plan - $10,000 Park Amenities - $5,000 *Trail Rehabilitation - $50,000 Playground Structure Replacement (Perry Park)- $50,000 *Indicates Maintenance The program is a 5 year plan. However, staff would like the PTRC to place more emphasis on the projects that should move forward for 2012. The Hazelnut Irrigation is listed under 2012 due to the donation opportunity we have currently from NSSA. 05172011 Capital Improvement Program 12-16.doc Capital Improvement Plan City of Arden Hills, Minnesota 2012 thru 2016 Project # 09 -Park -010 Project Name Basketball- Tennis Court Rehabilitation Type Operational Maintenance Useful Life Category Park Maintenance Description Department Parks Department Contact Park & Recreation Mgr Priority n/a Total Project Cost: $120,000 Floral Park $7,500 approx. and possibly Hazelnut Park resurface $7,500 Staff recommends resurface maintenance on tennis courts/basketball courts on a 5 -6 year schedule. In some instances, a complete reconstruct may be needed to resolve foundation cracks. Justification The City has a 5 -6 year resurface schedule. This is a tentative schedule. The courts that are scheduled for a resurface will be inspected the fall before the scheduled improvement to determine if the court truly needs to be resurfaced. Resurface projects for tennis /basketball courts and trails are considered maintenance and therefore cannot utilize the Special Revenue Park Funds. Prior 45,000 Total Prior 45,000 Total Expenditures 2012 2013 2014 2015 2016 Total Construction /Maintenance 15,000 15,000 15,000 15,000 15,000 75,000 Funding Sources Total 15,000 15,000 15,000 15,000 15,000 75,000 2012 2013 2014 2015 2016 Total General Fund 15,000 15,000 15,000 15,000 15,000 75,000 Budget Impact/Other Total 15,000 15,000 15,000 15,000 15,000 75,000 If these courts are not resurfaced, playing conditions for residents are poor. The cracks will continue to expand and the price to resurface will go up and a possible reconstruction would come into consideration which is five times the cost of rehabilitation. Crack sealing cost savings would be $500 a year. Produced Using the Plan -It Capital Planning Software Thursday, May 12, 2011 Capital Improvement Plan 2012 thru 2016 City of Arden Hills, Minnesota. Prior Budget Items 2012 2013 2014 2015 2016 Total -1,50 Maintenance of Parks and Trail Total -500 -500 -500 -500 -500 -2,500 Total -500 -500 -500 -500 -500 -2,500 Produced Using the Plan -It Capital Planning Software Thursday, May 12, 2011 Capital Improvement Plan City of Arden Hills, Minnesota 2012 thru 2016 Project # 10-Park-031 Project Name Park Bench Implementation Type Improvement Useful Life Category Park Capital Improvements Description Department Parks Department Contact Park & Recreation Mgr Priority n/a Total Project Cost: $25,000 The PTRC recommended and established a 4 year implementation schedule. $5,000 - 2010 $5,000 - 2011 $5,000 - 2012 $5,000 - 2013 $5,000 - 2014 The PTRC recommends locations each spring/summer and benches are installed in May /June. Benches will be durable benches (standard green, punched steel) that are resistent to vandalism. Each bench is typically $500 plus shipping and therefore, year one the City could add up to approximately 18 -20 benches, year two through four - 9 -10 each year. Justification The City Council directed the Parks, Trails and Recreation Committee to consider recommending additional benches in the parks and trail system to meet the aging population in Arden Hills and also families visiting our parks and using our play structures. Prior 10,000 Total Expenditures 2012 2013 2014 2015 2016 Total Construction /Maintenance 5,000 5,000 5,000 15,000 Total 5,000 5,000 5,000 15,000 Prior Funding Sources 2012 2013 2014 2015 2016 Total 10,000 j Special Revenue Park Fund Total 5,000 5,000 5,000 15,000 Budget Impact/Other Total 5,000 5,000 5,000 15,000 Produced Using the Plan -It Capital Planning Software Thursday, May 12, 2011 Capital Improvement Plan City of Arden Hills, Minnesota. 2012 thru 2016 Project # 12 -park -002 Project Name Trail Rehabilitation Type Maintenance Useful Life Category Park Maintenance Description Department Parks Department Contact Park & Recreation Mgr Priority n/a Total Project Cost: $190,000 The Public Works Department will be establishing a Trail Maintenance Program in 2011 for Council review. The trail system is being rated in 2011 and this data will help the staff put priorities on resurfacing and reconstructing of trails for the future. Justification The City has added multiple trails in the last few years. It will be crucial for the City to establish a Trail Maintenance Program and rehabilitate trails when needed. If trails are properly maintained, they will have an extended life. Expenditures 2012 2013 2014 2015 2016 Total Construction /Maintenance 50,000 20,000 50,000 20,000 50,000 190,000 Funding Sources Total 50,000 20,000 50,000 20,000 50,000 190,000 2012 2013 2014 2015 2016 Total Capital Improvement Funds (PI 50,000 20,000 50,000 20,000 50,000 190,000 Total 50,000 20,000 50,000 20,000 50,000 190,000 Budget Impact/Other Produced Using the Plan -It Capital Planning Software Thursday, May 12, 2011 Capital Improvement Plan City of Arden Hills, Minnesota. 2012 thru 2016 Project # 11 -park -005 Project Name Park Amenities Type Improvement Useful Life Category Park Capital Improvements Description Department Parks Department Contact Park & Recreation Mgr Priority n/a Total Project Cost: $30,000 Amenities such as picnic tables, benches, pavilion equipment needs. Justification Picnic tables, pavilion building needs and general park amenities. Picnic tables are always in need of replacement and as the pavilion buildings age, replacement needs will come up. Prior 5,000 Total Expenditures 2012 2013 2014 2015 2016 Total EquipNehicles /Furnishings 5,000 5,000 5,000 5,000 5,000 25,000 Total 5,000 5,000 5,000 5,000 5,000 25,000 Prior Funding Sources 2012 2013 2014 2015 2016 Total 5,000 Capital Improvement Funds (PI 5,000 5,000 5,000 5,000 5,000 25,000 Total Budget Impact/Other Total 5,000 5,000 5,000 5,000 5,000 25,000 Produced Using the Plan -It Capital Planning Software Thursday, May 12, 2011 Capital Improvement Plan City of Arden Hills, Minnesota 2012 thru 2016 Project # 11 -park -004 Project Name Forestry Implementation Plan Type Operational Maintenance Useful Life Category Park Maintenance Description Department Parks Department Contact Park & Recreation Mgr Priority n/a Total Project Cost: $70,000 With the Emerald Ash Borer identified in St. Paul in the spring of 2009, the studies show that the beetles will move out at a rate of one to two miles per year. At that rate, the City could be completely infested in approximately 8 -10 years. Staff budgeted for a complete City inventory in 2011 and now will need to have extra removal /replacement funds for the diseased trees. Justification The City will have impacts to the Forestry with the Emerald Ash Borer Treatment, Removal and Replacement on the horizon. Prior 30,000 Total Expenditures 2012 2013 2014 2015 2016 Total Construction /Maintenance 10,000 10,000 10,000 10,000 40,000 Total 10,000 10,000 10,000 10,000 40,000 Prior Funding Sources 2012 2013 2014 2015 2016 Total 30,000 Capital Improvement Funds (PI 10,000 10,000 10,000 10,000 40,000 Total Budget Impact/Other Total 10,000 10,000 10,000 10,000 40,000 Removal and Replacement will be a large impact. An inventory of the City was budgeted for in 2011 to help determine the exact impacts. Produced Using the Plan -It Capital Planning Software Thursday, May 12, 2011 Capital Improvement Plan City of Arden Hills, Minnesota. 2012 thru 2016 Project # 12 -park -005 Project Name Hazelnut Irrigation Type Improvement Useful Life Category Park Capital Improvements Description Department Parks Department Contact Park & Recreation Mgr Priority n/a Total Project Cost: $26,000 Hazelnut Park has a soccer field and a ball field. In the past. improvements to the soccer field have not been done because the property belonged to Trinity Lutheran. The City Council agreed to purchase property from the church. The field is in poor condition due to the lack of irrigation. The surrounding landscaping is in poor shape as well. Staff estimates the addition of irrigation to the ballfield, soccer fields and the landscaping around entrance of park to cost between $23.000- $26.000. Justification The PTRC tours our parks and have indicated that irrigation for our main sport fields and landscaping would be beneficial to users and aesthetically pleasing. In addition. the PTRC recommends a drinking fountain when this work is done. The new approved Maintenance Plan has a fertilizing schedule for our sport fields that would benefit greatly from irrigation. Staff discussed this project with NSSA - North Suburban Soccer Association and they have sent a letter to the City indicating that they would like to donate $5.000 toward this project in 2012. Expenditures 2012 2013 2014 2015 2016 Total Construction /Maintenance 26.000 26,000 Total 26,000 26,000 Funding Sources 2012 2013 2014 2015 2016 Total Capital improvement Funds (P1 18,000 18,000 Donations 8,000 8,000 Total Budget Impact/Other 26,000 26,000 Improvement of this field will decrease the amount of labor devoted for maintenance and field repair costs. This field will be better quality and able to be used more often with less impact on the grass. Estimated savings is $1.500 per year. Budget Items 2012 2013 2014 2015 2016 Total Maintenance of Parks and Trail -1,500 -1,500 -1,500 -1,500 -1,500 -7,500 Total -1,500 -1,500 -1,500 - 1,500 -1,500 -7,500 Produced Using the Plan -It Capital Planning Software Wednesday. May 1 I. 2011 Capital Improvement Plan City of Arden Hills, Minnesota 2012 thru 2016 Project # 11- Park -001 Project Name Mounds View HS Trail Connection Type Improvement Useful Life Category Park Capital Improvements Description Department Parks Department Contact Park & Recreation Mgr Priority n/a Total Project Cost: $105,000 A petition was submitted for a sidewalk on the south side of Lake Valentine Road from the 35W bridge to a sidewalk in front of Mounds View High School. This section is 1,250 feet (0.24 miles). There is an existing guard rail for approximately half of this section, 625 feet, that will need to be relocated in order to construct a 6 -foot concrete sidewalk. Stormwater will also need to be considered and adressed at any portions of the sidewalk where drainage patterns would change due to an elevated sidewalk. Estimated costs: 1250 feet of 6' concrete sidewalk: $50,000 Relocation of guard rail: $25,000 Stormwater issues: $15,000 Project costs do not include cost of retaining walls, which may be needed in some sections. Justification This is a busy road and is utilized daily by students from Mounds View High School. A petitition was brought to the City Council asking for consideration of a trail in this area. Expenditures Planning /Design Construction /Maintenance 2012 2013 2014 2015 2016 Total 15,000 15,000 90,000 90,000 Total 105,000 105,000 Funding Sources 2012 2013 2014 2015 2016 Total Capital Improvement Funds (PI 90,000 90,000 Surface Water Mgmt Utility Fu 15,000 15,000 Total 105,000 105,000 Budget Impact/Other Plowing and maintaining this sidewalk will add labor cost. Produced Using the Plan -It Capital Planning Software Thursday, May 12, 2011 Capital Improvement Plan 2012 thru 2016 City of Arden Hills, Minnesota Budget Items 2012 2013 2014 2015 2016 Total Maintenance of Parks and Trail 200 200 Total 200 200 Produced Using the Plan -It Capital Planning Software Thursday, May 12, 2011 Capital Improvement Plan City of Arden Hills, Minnesota 2012 thru 2016 Project # 12 -park -003 Project Name Old Snelling Avenue Trail - Legacy Type Improvement Useful Life Category Park Capital Improvements Description Department Parks Department Contact Park & Recreation Mgr Priority n/a Total Project Cost: $975,258 ��a� max' >::�.:••;<.;f.,,«<r: Segment I - identified in the 2008 CP Rail Feasibility Report would extend from Trunk Highway 51 to County Road E. The City applied for a portion of funding from the State Legacy Grant for segments Il and I2 from County Road E2 to Lake Johanna Boulevard (which connects to and from the CP Rail bridge pathway). The CP Rail Bridge improvements were completed in 2011. The estimated square footage is 3,060 feet or .58 miles. Therefore, it made the most sense to pursue the trail on the west side for these segments. To complete the rest of the segments and the entire corridor from County Road E to Highway 96 (going with the west side), it could be over 2 million additional dollars. The City could potentially seek federal funding assistance for this corridor. Justification The PTRC has identified this trail in it's 2006 Strategies and 2030 Comp Plan as a priority. It is identified as a key north -south regional connection. The Snelling Avenue PMP reconstruction has currently no set date for reconstruction. That project may factor into when this trail is constructed. Staff needs to continue to research the various funding possibilities. If the City receives Legacy Funding, this segment could be constructed before the rest of this corridor. Expenditures 2012 2013 2014 2015 2016 Total Planning /Design 150,040 150,040 Construction /Maintenance 825,218 825,218 Total 975,258 975,258 Funding Sources 2012 2013 2014 2015 2016 Total Capital Improvement Funds (PI 475,258 475,258 Grant Revenue 500,000 500,000 Total 975,258 975,258 Budget Impact/Other Annual maintenance for the proposed rail is estimated at approximately $2.00 per square foot at 3,060 feet. The estimate for this segment includes wetland dilineation, permitting, wetland credit purchase, board walking in flood plain areas and retaining walls. Produced Using the Plan -It Capital Planning Software Thursday, May 12, 2011 Capital Improvement Plan 2012 thru 2016 City of Arden Hills, Minnesota. Budget Items 2012 2013 2014 2015 2016 Total Maintenance of Parks and Trail 6,000 6,000 6,000 6,000 24,000 Total 6,000 6,000 6,000 6,000 24,000 Produced Using the Plan -It Capital Planning Software Thursday, May 12, 2011 Capital Improvement Plan City of Arden Hills, Minnesota 2012 thru 2016 Project # 13 -Park -001 Project Name West Round Lake Trail Type Improvement Useful Life Category Park Capital Improvements Description Department Parks Department Contact Engineer Priority n/a Total Project Cost: $120,000 This is a proposed trail to link two sections of trail that exist behind the businesses along Round Lake. The missing trail is .46 mile or 2,421 feet. Justification If this trail is not completed, it will not be used due to the gap. An easement needs to be worked out with Deluxe Corporation (Formerly Scholls), in order to move forward. With a new tenant at this location, we could possibly make progress. Expenditures 2012 2013 2014 2015 2016 Total Construction /Maintenance 120,000 120,000 Total Funding Sources 120,000 120,000 2012 2013 2014 2015 2016 Total Special Revenue Park Fund 120,000 120,000 Total Budget Impact/Other 120,000 120,000 Staff estimates that this pathway would cost approximately $2 per foot to maintain which equals $4,842 per year. Produced Using the Plan -It Capital Planning Software Thursday, May 12, 2011 Capital Improvement Plan City of Arden Hills, Minnesota. 2012 thru 2016 Project # 13-Park-011 Project Name County Road E Sidewalk Improvements (Bridge) Type Improvement Useful Life Category Park Capital Improvements Description Department Parks Department Contact Engineer Priority n/a Total Project Cost: $2,520,000 Mn /DOT has begun the process of identifying projects to be included in their 2015 Bridge Improvement Program (BIP). Driven in part by the city's previous funding applications, an improvement project for the County Road E Bridge over Trunk Highway 51 (Snelling Avenue) has been included in the initial list of projects. If this remains in the program, the City could decide to advance construct the bridge as early as 2013. Ramsey County has indicated they may be willing to cooperate with the City on this advance construct. The cost - participation on this project between Mn /DOT, Ramsey County and the City is currently unknown. If the project is advance constructed, Mn/DOT would reimburse costs in the year Mn/DOT scheduled the project. Justification The bridge along County Road E is very narrow and pedestrian travel on this stretch is very dangerous. The Parks, Trails, and Recreation Committee identified this project as a priority in the 2002 Comprehensive Park Plan, 2006 Strategies and 2030 Comp Plan. Prior Expenditures 2012 2013 2014 2015 2016 Total 20,000 I Construction /Maintenance Total Prior 20,000 Total 2,500,000 2,500,000 Total Funding Sources 2,500,000 2,500,000 Capital Improvement Funds (PI Ramsey County- Street Improv Total Budget Impact/Other 2012 2013 2014 2015 2016 Total 1,250,000 1,250,000 1,250,000 1,250,000 2,500,000 2,500,000 This project would add approximately 925 linear feet of trail on the bridge to be maintained at $2 per linear foot per year. Produced Using the Plan -It Capital Planning Software Thursday, May 12, 2011 Capital Improvement Plan 2012 thru 2016 City of Arden Hills, Minnesota. Budget Items 2012 2013 2014 2015 2016 Total Maintenance of Parks and Trail 1,850 1,850 1,850 1,850 7,400 Total 1,850 1,850 1,850 1,850 7,400 Produced Using the Plan -It Capital Planning Software Thursday, May 12, 2011 Capital Improvement Plan City of Arden Hills, Minnesota 2012 thru 2016 Project # 14 -Park -008 Project Name Snelling Avenue Regional Trail Type Improvement Useful Life Category Park Capital Improvements Description Department Parks Department Contact Park & Recreation Mgr Priority n/a Total Project Cost: $2,284,149 Segment I - identified in the 2008 CP Rail Feasibility Report would extend from Trunk Highway 51 to County Road E. A feasibility study for the needed improvements along Snelling Avenue from TH 51 to County Road E is programmed for 2010; the actual construction year is to be determined based on the results of the feasibility report. The CP Rail Bridge improvements are planned for the west side in 2010. Therefore, it may make the most sense to pursue the trail on the west side for this segment. To complete the rest of the segments and the entire corridor from County Road E to Highway 96 (going with the west side), it is proposed to be an additional $1,975,149.00. The City could potentially seek federal funding assistance for this corridor. Justification The PTRC has identified this trail in it's 2006 Strategies as a priority. It is identified as a key north -south regional connection. The Snelling Avenue PMP reconstruction has currently no set date for reconstruction. That project may factor into when this trail is constructed. Staff needs to continue to research the various funding possibilities. Expenditures Planning /Design Construction /Maintenance Total Funding Sources 2012 2013 2014 2015 2016 Total 445,030 445,030 1,839,119 1,839,119 2,284,149 2,284,149 2012 2013 2014 2015 2016 Total Capital Improvement Funds (P1 2,284,149 2,284,149 Total Budget Impact/Other 2,284,149 2,284,149 As a result of segment I trail, maintenance costs are estimated to be $8,464.00 per year. (16,579 linear feet times $2 a foot for the entire corridor = $33,158.) Produced Using the Plan -It Capital Planning Software Thursday, May 12, 2011 Capital Improvement Plan 2012 thru 2016 City of Arden Hills, Minnesota Budget Items 2012 2013 2014 2015 2016 Total Maintenance of Parks and Trail 8,464 24,694 33,158 Total 8,464 24,694 33,158 Produced Using the Plan -It Capital Planning Software Thursday, May 12, 2011 Capital Improvement Plan City of Arden Hills, Minnesota. 2012 thru 2016 Project # 13-Park-010 Project Name County Road E Trail Type Improvement Useful Life Category Park Capital Improvements Description Department Parks Department Contact Engineer Priority n/a Total Project Cost: $348,100 The project calls for construction of an 8 foot trail extending from the potential pedestrian bridge to Old Highway 10. The City Council selected the north side for this trail when it was brought in for discussion. This trail has no identified funding at this time. Justification The Parks, Trails, and Recreation Committee identified this trail as a priority in the 2030 Comprehensive Plan. If the bridge is put into the 2015 maintenace program, the City may choose to advance construct the bridge in 2013. Staff and the PTRC would want to look for a funding source to build a connecting trail from Old Snelling to the bridge. Expenditures Planning /Design Construction /Maintenance Total 2012 2013 2014 2015 2016 Total 28,100 28,100 320,000 320,000 348,100 348,100 Funding Sources 2012 2013 2014 2015 2016 Total Grant Revenue 256,000 256,000 Special Revenue Park Fund 28,100 28,100 State Aid Funds 64,000 64,000 Total 348,100 348,100 Budget Impact/Other Yearly maintenance on this sidewalk is estimated at $2 a linear foot. The sidewalk is 1,600 feet = $3,200 per year. Budget Items 2012 2013 2014 2015 2016 Total Future Annual Maintenance Charge Total 3,200 3,200 6,400 3,200 3,200 3,200 6,400 Total Produced Using the Plan -It Capital Planning Software Thursday, May 12, 2011 Capital Improvement Plan City of Arden Hills, Minnesota 2012 thru 2016 Project # 11 -park -003 Project Name Playground Structure Replacement Type Unassigned Useful Life Category Park Capital Improvements Description Department Parks Department Contact Park & Recreation Mgr Priority n/a Total Project Cost: $50,000 Play Structures are placed on a 20 year replacement pattern. Justification Perry Park is up for replacement in 2016. This structure was last replaced in 1996. The decisions on the overall park improvement will be important as to how to proceed on this. Expenditures 2012 2013 2014 2015 2016 Total Construction /Maintenance 50,000 50,000 Total Funding Sources 50,000 50,000 2012 2013 2014 2015 2016 Total Capital Improvement Funds (PI 50,000 50,000 Budget Impact/Other Replacement Part Costs Total 50,000 50,000 Budget Items 2012 2013 2014 2015 2016 Total Maintenance of Parks and Trail -200 -200 -200 -200 -200 -1,000 Total -200 -200 -200 -200 -200 -1,000 Produced Using the Plan -It Capital Planning Software Thursday, May 12, 2011