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HomeMy WebLinkAbout01-27-00 PTRC Minutes AGENDA PARKS & RECREATION COMMITTEE Tuesday,June 27, 2000, 7:00 P.M. ARDEN HILLS CITY HALL 4364 W. ROUND LAKE ROAD CALL TO ORDER Chairperson, Jim Johnson, called the June 27, 2000 meeting of the Parks and Recreation Committee to order at 7:03 p.m. MEMBERS PRESENT Members present were Jim Johnson; Don Tix; Jim Crassweller; Rich Straumann; and Steve Zilmer. MEMBERS ABSENT Members absent were Don Messerly and Louis Speggen, who had called to notify the committee of their absence; and Patrick Krenn. OTHERS PRESENT • Others present were David Grant, Council Liaison; Tom Moore, Parks and Recreation Director; Michelle Olson, Recreation Program Supervisor; and Sheila Stowell, Recording Secretary. APPROVAL OF AGENDA The Agenda was approved by consensus, with the addition of Council Liaison Report. APPROVAL OF MINUTES MOTION: Committee member Crassweller moved and member Straumann seconded a motion to approve the May 23, 200 meeting minutes as amended. The motion carried unanimously. AGENDA ITEMS Day in the Park 2000 Review Director Moore summarized the event. The budgeted amount for the event was $1,750 within the Parks Maintenance budget, which will probably be reallocated during the 2001 budget process. Actual expenses for the enlarged event this year were approximately$5,100, as itemized in a staff memorandum presented at the meeting. Mr. Moore expressed appreciation to • the firm, Special Events America, for their professionalism in coordinating the event with staff. Mr. Moore stated that the most popular events appeared to be miniature golf, the inflatables, and the petting zoo, as well as the strolling band. Discussion included the numerous favorable comments from residents, who had expressed their appreciation to committee members, the City Council, and staff members. The only constructive criticisms were lengthening hours of operation, or better public notice of hours; and allowing more time for and between events. COUNCIL LIAISON REPORT Council Liaison Grant arrived at 7:07 p.m. Councilmember Grant provided a summary of Council action from previous Council meetings since the committee had last met. Those items included approving expenditures of up to $60,000 for development of a Comprehensive Park Plan as previously recommended by the Parks and Recreation Committee; and approval of the Arden Manor Park land conveyance, furthering receipt of the Community Development Block Grant monies in the amount of$40,000, for remaining drainage improvements. • Park Director Moore expressed his appreciation to Councilmember Grant for his support of this prof ect. AGENDA ITEMS, CONTINUED Review of Summer Park Projects/Equipment purchases Director Moore presented the five-year Capital Improvement Plan (CIP)prepared by staff for the 20001 Budget process. Mr. Moore reviewed some of the projects already completed, as they related to capital improvements, including installation of the fence at Perry Park, Field#2; state- mandated bleacher replacements; Ingerson Park playstructure replacement, which is scheduled to arrive mid-July and will be professionally installed by the company so warranties remain in force; and replacement of the Ford 4 x 4 pickup, which will be presented to the City Council at their July 10, 2000 meeting (actually a 2001 vehicle expense,but will it be ordered now). Mr. Moore further expanded on the plan for bleacher replacement. If a park currently contains a three-tiered unit, it will be removed, allowing residents to bring lawn chairs to more family- oriented events. However, at Hazelnut and Perry Parks respectively, which contain five tiered bleacher units, they will be replaced, and installed on the state-mandated installation of concrete or bituminous pads for bleacher placement. Mr. Moore advised that the Hazelnut warming house was still on hold, due to its relocation. Mr. Moore also addressed the proposed Round Lake Trail expansion, Phase I,which was being • held up by easement negotiations with abutting property owners. Mr. Moore clarified that the funding allocated to the project would remain in the Park Fund for this project, or other projects. Other discussion items by the committee included deletion of the Ingerson soccer field, deemed by staff not to be feasible; and development of short and long-term planning and expenditures and the 2001 CIP "blank slate, with development of the Comprehensive Park Plan by 2002. Mr., Moore reviewed expenditure items slated for the General Fund, including bituminous paving for the Sampson Park trail connection(from the basketball pole to the trail) and the parking lot (on the right side); bituminous paving of the main entry gate at Freeway Park off County Road E, which will constitute a mini-extension of the parking lot, allowing truck and mower access,providing a hard surface during winter months for parking; and bituminous paving at Perry Park in front of the warming house from entrance road to the warming house, plus extension on south side to improve drainage and eliminate a high-maintenance area. Mr. Moore advised that Parks Maintenance employees had replaced the indoor water fountain at Perry Park,planned an outdoor water spigot(to the left of the main door), as staff determined that a water line is available to tap into. Mr. Moore reported that this should allow elimination of a paid attendant, allowing personnel cost-savings. Mr. Moore reported on minor vandalism at Freeway Park, apparently due to the location of the basketball pole, and other safety concerns. Parks Maintenance employees had relocated the basketball pole, thus improving safety issues for younger children and eliminating vandal opportunities. Mr. Moore further reported that, as time allowed, Parks Maintenance employees were more aggressively trimming trees on park lands, and around trails. Staff will be submitting a proposal to the City Council for hiring a professional tree trimmer for this maintenance in 2001. Mr. Moore reported that the controlled burn at Crepeau Park had been successful, and that committee member, Don Messerly,had volunteered his time and supplies to spray the area to prevent overgrowth of Sumac. Staff will be working with the Boy Scouts this fall (for several seeking their Eagle Award rank) in creating a more environmentally friendly Crepeau Park area. Mr. Moore advised committee members that the Parks Maintenance crew was up to full staff of three full-time, and included three part-time, seasonal employees. Mr. Moore alerted committee members to a potential safety issue and his proposed solution that he would be presenting to the City Council at their July 10, 2000 meeting. Mayor Probst had identified this safety issue at Perry Park, where a three-foot drop off existing due to drainage issues, located between Fields 1 and 2 (on the right side)between backstops. Mr. Moore advised that an existing handicapped ramp is located by the playstructure, then loops to softball fields, and it was currently not up to code. Staff intended to install a retaining wall; a bleacher pad; and grading to slope the area to address the drainage issues. The City's Consulting Engineer,BRW, estimated an approximate $25 —$27,000 project cost. Mr. Moore commended the Parks Maintenance staff for their continuing quality work. He stated • that he prepared an ongoing punchlist on a monthly basis for each park,provides the information to the maintenance staff, and they perform the functions as noted. Mr. Moore stated that the committee should see noticeable improvements (i.e., trimming; lighting, etc.) evident at all parks. Discussion of the Comprehensive Park and Recreation Plan Mr. Moore reported that he was informally interviewing potential consultants regarding the development of a Comprehensive Park and Recreation Plan. The two firms he had interviewed to-date included Ingram and Associates, and SEH. Mr. Moore advised that whichever firm was chosen, they would be coming to the committee for guidance; would seek historical input; perform a survey of residents (demographically— neighborhood by neighborhood); incorporate future planning already in place; existing and potential cooperation with the School District; and then formulate a ten-year plan. Mr. Moore anticipated substantial work required on the committee's part. Council Liaison Grant, and the committee, were of the consensus that the Parks and Recreation Committee discuss and identify their specific requested direction and guidance at the next schedule committee meeting. Mr. Moore stated that staff had reviewed a copy of the City of Long Lakes guidelines,which had been very informative. • On a related note, Committee member Straumann expressed concern with references being made to the Comprehensive"Parks Plan," and suggested that the Plan, and future reference to the Committee itself be known as the "Comprehensive Parks, Trails and Recreation Plan," and the "Parks, Trails and Recreation Committee respectively. The committee concurred. MOTION: Committee member Crassweller moved and member Zilmer seconded a motion to make a formal recommendation to the City Council that the Parks and Recreation Committee be renamed the "Parks, Trails and Recreation Committee," and the proposed Comprehensive Parks Plan be hereinafter referred to as the "Comprehensive Parks, Trails and Recreation Plan." The motion carried unanimously. Mr. Moore was asked to present both of these recommendations to the City Council at their July 10, 2000 meeting. Several safety issues were discussed by the committee, with emphasis on the County Road E-2 stretch of road, where access is not available to trails or off-road walkways. Discussion ensued as to the possibility of a trail from the City's pump house on the south side, and connect into the trail along Valentine Hills Elementary School. Committee members were of the opinion that Ramsey County owned a portion of this area, and other properties involved right-of-way along the south side for the Rice Creek Watershed District. • Committee members suggested staff include information in the City's publications to promote the City's trail system, and to remind residents that pedestrians walk against the traffic, not with the traffic, due to the numerous safety issues. It was the consensus of the committee that these safety issues be addressed as part of the Comprehensive Plan development. Review of Enclosed Handouts Mr. Moore reviewed the handouts provided at the meeting, including the proposal for Perry Park ballfield improvements in the amount of$27,500 for the area behind the backstops; referral to the Jeff Jensen letter, and the Parks Maintenance staff removal of the old rusty truck frame at Floral Park, as weather permits. Mr. Moore also stated that, due to the letters from these community youth, staff had measured out the baseball field at Floral Park, and believed that they could accommodate an 80' x 50' (regulation youth 10) underfield, and staff intended to install soccer goals for a practice field at the site. Mr. Moore stated that parking would be a problem, and would be addressed at all parks as part of the Comprehensive Plan. Councilmember Grant expressed interest in staff obtaining photos of the abandoned truck frame at Floral Park. Mr. Moore continued to review the handouts, including results of Park Tour II, which has also been forwarded to the City Council; and the administrative letter of appreciation to former Committee Chair, Don Messerly. • Committee member Crassweller asked if, during the park tour with potential consultants, they had explored the availability of water lines for outside fountains at other park areas that aren't so remote. Mr. Moore stated that Joe Ingram from Ingram and Associates had actually mentioned that issue during the tour of the City's park system, specifically at Arden Oaks, and that these amenities would be kept in mind. Committee Chair Johnson stated that he had received a complaint from a resident regarding lack of available water at Cummings Park. Committee member Crassweller responded that the terrain might be cost-prohibitive at Cummings. However, he stated cited Hazelnut Park as one park that must have a viable solution, even if negotiations with Trinity Lutheran Church were required to run an outside line, at a minimum. Update on the 50th Anniversary Celebration/Events Mr. Moore provided an update on activities,of the City Events Task Force to-date. Mr. Moore stated that the Task Force would be proceeding to the City Council with recommendations on the specific activities; date for the summer celebration,which is anticipated to be an extension of the grand opening of the reconstructed Tony Schmidt Park facilities. Mr. Moore stated that the Parks and Recreation Department staff organizing the event, with sub-committees carrying out specific responsibilities. Mr. Moore stated that he had spoken with representatives of Ramsey County, and preliminary approval for the City's use of Tony Schmidt Park had been given. Mr. Moore advised that, since we will be removing the County Park from circulation for that day, . there will probably be a fee involved,but that both the upper and lower parks would be available. Councilmember Grant stated that it might be possible to negotiate fees with Ramsey County. Mr. Moore mentioned that he had informed Ramsey County that the City would like a presence at the Tony Schmidt Park's grand opening. Committee member Crassweller asked,related to Day in the Park, if staff had considered any events that would pay for themselves, or generate funds (i.e., dunk tank, etc.). Mr. Moore stated that staff was considering several new activities that would do so, including an art fair; taste of Arden Hills; and other potential revenue streams. Mr. Crassweller suggested that School District and College professionals be contacted for possible involvement if a dunk tank were considered. Summer Meeting Schedule for July and August Mr. Moore reported on past practices with summer meetings. A number of committee members planned to be unavailable in July. MOTION: Committee member Crassweller moved and member Straumann seconded a motion to cancel the scheduled July committee meeting. The motion carried unanimously. • REECREATION UPDATE Recreation Program Supervisor, Michelle Olson, addressed the recreation-related handouts in the Agenda packet. Safety Camp Discussion ensued regarding a memorandum from City Administrator Lynch regarding the future of the Safety Camp program. Ms. Olson addressed the lack of cooperation experienced with the City of Shoreview; the controversial, yet essential need for a safety program; discontinuance of Arden Hills staff pursuing donations for a Shoreview-based program; staff time and funding; costs for vendors and speakers; cooperation of other agencies (i.e., Ramsey County; the Lake Johanna Volunteer Fire Department,National Guard helicopters, etc.) Mr. Moore and Ms. Olson updated the committee on results of various meetings held with those representing and participating in Safety Camp, and stated that it was determined by those parties to try the camp one more year; with little enthusiasm expressed by the City of Shoreview. It was the consensus of Mr. Moore and Ms. Olson that the City of Shoreview would probably not be an active participant in future camps. After extensive discussion, it was the consensus of the committee that Safety Camp was an essential safety program for kids, and if was eliminated, in the future we would be looking for ways to reinvent the program. The committee strongly suggested that staff continue to work on a solution to continuing the program, even if a cooperative venture with another city was required, rather than Shoreview, suggesting contact with the City of Roseville. • Chair Johnson sought a motion from the committee recommending to the City Council that staff continue to pursue alternative funding sources, rather than staff solicitations. Mr. Moore stated that many communities were in the process of dropping their safety programs. Ms. Olson stated that it had proven hard to get agencies to assist in coordination, but that Ramsey County currently had two representatives working on the program. Ms. Olson stated that she was willing to try contacting another community to determine their interest. Chair Johnson suggested that the committee table any action at this time; that staff continue to look at another funding sources and other options for 2001 with diligent speed; and present alternatives at a future meeting. After School Track Program Ms. Olson addressed another memorandum from City Administrator Lynch regarding the future of this program. Ms. Olson stated that most of the controversy stemmed from the status of coaches,whether they were regarded as contracted service providers, or employees of I.S.D No. 621. Staff had been attempting to convince I.S.D. No. 621 to be more of a participant in manpower required for the program, since the City of Arden Hills is the only one of four cities ticking fields. Mr. Moore stated that the program essentially ran itself, and the City needed to back out of it, . requiring I.S.D. No. 621 to run the program itself. Under current operations, the program was discriminatory, since the schools only offered it to those students within the public school system. Further discussion ensued as to the ramifications if the City pulled out of the program, and anticipated responses of Valentine Hills Elementary and Island Lake School. Ms. Olson stated that, with the exception of$8 from every registration that stays in City to cover administrative fees and maintenance of the fields, the remaining fees paid for the lucrative coach's salaries. No committee action was taken. Spring 2000 Recreation Program Summary Ms. Olson reviewed this handout, and specifically addressed program numbers 51 —62, which she did not plan to offer again, due to low usage. Ms. Olson provided her findings for the Skyhawks program, initiated this year, and expressed her approval of the quality of the program,with additional participants in the same class offerings as last year; the ease of depending on the staffing,public relations, information, and equipment provided by the Skyhawks program, since it is difficult for the City to staff these programs. Ms. Olson recommended that the City continue to use this program, with annual evaluations of the program. r. Recreation Guide/Brochure Ms. Olson distributed photocopies of the latest edition of the proposed newly formatted recreation guide. Ms. Olson stated that it was in final editing, and that categories had been changed, and should be noted by the committee. Additional comment would be sought by staff at the August committee meeting,when the final version should be available for evaluation by the committee. The committee expressed their favorable comments to staff on the improvements made to-date. Park Update Mr. Moore updated the committee on work being performed by the Parks Maintenance employees, including ongoing maintenance, as well as planned painting of the inside of hockey rinks at Hazelnut and Cummings; playgrounds spruce ups; and then trails maintenance to eliminate overhanging branches. Mr. Moore reported that the final major improvements planned for 2000 would be work at Crepeau Park with the Boy Scouts. Mr. Moore sought input— positive or negative - from committee members to pass on to staff on projects in process or needed. Mr. Moore reported on recent minor vandalism at Hazelnut Park, as well as vandalism to the portable restroom at Perry Park. Mr. Moore expressed his appreciation of the cooperative efforts of Officer Joe Paget from the Ramsey County Sheriff's Department. iCOMMITTEE COMMENTS Committee comments included: ■ Jim Johnson—observed tremendous increase in usage at Arden Manor Park since the improvements were made. ■ Councilmember Grant suggested a basketball hoop at Perry Park. ■ Councilmember Grant provided additional Council action items related to proposed City Hall construction and clean up efforts at the Twin Cities Army Ammunition Plant (TCAAP) at the Superfund Site. ■ Committee member Zilmer reported shingles needing replaced at the Perry Park warming house,by the electrical outlet. ■ Mr. Zilmer also reported on hearing shots fired(apparent target practice) at Perry Park while he was there last week,between 3:00 and 3:30 p.m. from what sounded like two different guns, and coming from somewhere between the railroad tracks and fields. Proposed August Agenda items included: ■ Comprehensive Parks, Trails and Recreation Plan ■ Staff results of Safety Camp review ■ Fiftieth Anniversary Discussion ■ Council Liaison Report ■ TCAAP Superfund Site Clean up Efforts ■ City Hall Construction Update ■ Schedule Park Tour III, followed by a review of trails DATE/TIME OF NEXT MEETING By consensus, the next meeting was scheduled for Tuesday, August 22, 2000 at 7:00 p.m. at City Hall. ADJOURNMENT MOTION: Committee member Crassweller moved and member Straumann seconded a motion to adjourn the meeting at 8:52 p.m. The motion carried unanimously. Respectfully Submitted Sheila Stowell Recording Secretary