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8.1. SR 05-20-2013 Elk REQUEST FOR ACTION River TO ITEM NUMBER Mayor and City Council 8.1. AGENDA SECTION MEETING DATE PREPARED BY General Business May 20, 2013 Michael Hecker, Parks and Recreation Director ITEM DESCRIPTION REVIEWED By Naming of City Park Property Known as Bailey Point Cal Portner, City Administrator REVIEWED BY ACTION REQUESTED Adopt by motion,the name Bailey Point Nature Preserve for the city park property commonly known as Bailey Point. BACKGROUND The Parks and Recreation Commission formally began the discussion of an appropriate name for the new park site at their April meeting. The Park's &Facilities Naming Policy was approved by the City Council last fall. In accordance with the policy, a public meeting notice was published on April 25 and the Commission discussed and recommended the name of Bailey Point Nature Preserve at the May 8 meeting. The recommendation of the name Bailey Point Park Preserve was not unanimous with a vote of four in favor, one against, and one abstention. One Commission member had an excused absence. A few of the Commission members expressed the desire to consider other historical names rather than Bailey. The name Bailey Point Park Preserve received positive comments from members of the audience at the April and May meetings. Staff initially recommended the name Bailey Point based on the public feedback but also supports the name Baily Point Nature Preserve. The name `Bailey Point"is the assumed name for the parcel and the portion of the name "Nature Preserve" describes the conservation values of the new park. ATTACHMENTS • Parks &Facilities Naming Policy • April 10, 2013,Parks and Recreation Meeting Minutes P O W E R E D BY NaA f RE] W/ City of Elk Parks & Facilities Naming Policy River Purpose: The purpose of this policy is to establish a systematic and consistent approach for the official naming of parks and recreation areas and facilities. Objectives: • Ensure that parks, recreational areas and facilities are easily identified&located. • Ensure that given names to parks,recreational area and facilities are consistent with the values and character of the area or neighborhood served. • Encourage public participation in the naming,renaming and dedication of parks,recreation areas and facilities. • Encourages the dedication of lands, facilities, or donations by individuals and/or groups. Definition: Parks,recreation areas and facilities—includes all property assets under the City's ownership and the Parks and Recreation Department control including buildings, structures, open spaces,public parks, natural areas,wetlands, environmental habitat and land. Naming Criteria Priorities to be considered in naming all city facilities,including parks and recreation facilities (in order of importance) shall be as follows: A. Historic Names. Names of historic events,groups organizations, or persons at the local, regional, or national level of major significance with special consideration given to Elk River's own history. B. Places and Feature Names. 1. Recognizable area or neighborhood. Names that aid in locating a facility are acceptable. If the facility is located on a park or school site,the facility need not share the name of the park or school site. 2. Assumed Names. Assumed names should be used only if the area has been known by that assumed name for an extended period of time. For example,the parcel of land known for decades as `Bailey Point,"located near downtown at the south end of Morton Avenue at the confluence of the Mississippi and Elk Rivers. 3. Natural Features. Natural features, such as rivers, creeks, and terrain. 4. Horticultural Features. Horticultural features characteristic of a particular area. C. Individual, Groups, or Organizations. The following criteria will be used in evaluating the use of names of persons (whether living or deceased),groups, and organizations. 1. General Criteria. Names of persons,groups, or organizations having a longstanding affiliation with the City of ten (10) or more years of significant community service,involvement, or contributions beyond the ordinary interest level whose efforts have: a. Enhanced the quality of life and well-being of city residents; b. Contributed to the preservation of the city's history or culture; c. Made exemplary or meritorious contributions to the city or its residents; or d. Contributed to the acquisition, development, or conveyance of land, buildings, structures, or other amenities to the city or community. 2. Deceased Persons. To be considered for a naming opportunity,the individual must have been deceased for at least two (2) years. Such individuals may include: a. Historic persons. b. National and/or local heroes. Those who have given outstanding service to mankind or who have worked over and above any ordinary interest level. An Elk River area resident,who has attained local, state, or national recognition for parks and recreation work or work in the areas of public safety or public health,as appropriate to the facility,would be highly acceptable. 3. Living Persons. Facilities may be named after living persons only after a study has been completed relative to the individual's background and qualifications pursuant to the criteria in this policy. 4. Groups and Organizations. Facilities may be named after groups or organizations pursuant to the criteria set forth in this policy. 2 Procedure: A. Naming of Parks, Recreation Areas and Facilities 1. A request for naming of a park, recreation area or facility shall be submitted in writing to the Parks and Recreation Commission,through the Parks and Recreation Department. 2. Those submitting a naming request should show how the proposed name is consistent with the criteria stated in this policy. When naming after a person or persons,the application will describe the contributions to the city. Written documentation of approval by next of kin to be honored (if available/possible) is required as part of the proposal. City staff will review the proposal for adherence to the stated criteria and authentication of statements relative to contributions in the case of an individual before forwarding to the Parks and Recreation Commission. If the request is incomplete, staff will contact the applicant,in writing, and provide them with the opportunity to resubmit a revised request. 3. The Parks and Recreation Commission will offer the opportunity for public input on the proposed naming. A notice requesting a public meeting for naming of a park, recreation area or facility shall be posted-and published in the city's official newspaper at least 10 days prior to the meeting. 4. The Parks and Recreation Commission shall forward their recommendation to City Council for final decision. 5. The Parks and Recreation Commission can initiate the naming process whenever deemed necessary and/or in the best interest of the city. 6. In the absence of any naming requests,the Parks Recreation and Commission shall adhere to criteria stated in this policy in recommendation of name. B. Renaming of Parks, Recreation Areas and Facilities Renaming of parks, recreation areas and facilities carries with it a much greater burden of process compared to initial naming. Tradition and continuity of name and community identification are important community values. Each application must meet the criteria in this policy, but meeting all criteria does not ensure renaming. 1. A request for renaming of a park,recreational area or facility shall be submitted in writing to the Parks and Recreation Commission,through the Parks and Recreation Department. 2. The request shall include the proposed name change, the purpose of the change, and how the proposed name change is consistent with the criteria established. When renaming after a person or persons,the application will describe the contributions to the city. Written documentation approval by next of kin to be 3 honored (if available/possible) is required as part of the proposal. City staff will review the proposal for adherence to the stated criteria and authentication of statements relative to contributions in the case of an individual before forwarding to the Parks and Recreation Commission. If the request is incomplete, staff will contact the applicant,in writing, and provide them with the opportunity to resubmit a revised request. 3. The recognized Neighborhood Association will be notified of the proposal when the Parks and Recreation Department receive a complete application. 4. The Parks and Recreation Commission will offer the opportunity for public input on the proposed naming. A notice requesting a public meeting for naming of a park, recreation area or facility shall be posted and published in the city's official newspaper at least 10-days prior to the meeting. 5. The Parks and Recreation Commission shall forward their recommendation to City Council for final decision. 4 POLICY REVIEW HISTORY PARKS AND FACILITY NAMING POLICY Approved by City Council November 99, 2092. 5 MEETING OF THE ELK RIVER PARKS AND RECREATION COMMISSION HELD AT CITY HALL WEDNESDAY, APRIL 10, 2013 Members Present: Chair Anderson, Commissioners Ahlness, Holmgren, Kallemeyn, Karlsen, Niziolek, and Sagan Members Absent: Commissioner Nystrom Council Liaison: Mayor Dietz Staff Present: Michael Hecker, Parks and Recreation Director; Chris Leeseberg, Planner/Park Planner; Steve Benoit,Recreation Manager;Tonya Love, Recreation Coordinator; Cal Portner, City Administrator 1. Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk River Parks and Recreation Commission was called to order at 6:30 p.m. by Chair Anderson. 2. Consider April 10, 2013 Parks & Recreation Commission Agenda MOVED BY COMMISSIONER AHLNESS AND SECONDED BY COMMISSIONER HOLMGRN TO APPROVE THE APRIL 20, 2013 PARKS & RECREATION COMMISSION AGENDA. MOTION CARRIED 6-0. 3. Consider Minutes of March 13, 2013 Parks & Recreation Commission Meeting MOVED BY COMMISSIONER SAGAN AND SECONDED BY COMMISSIONER AHLNESS TO APPROVE THE MARCH 13, 2013 PARKS AND RECREATION COMMISSION MEETING MINUTES. MOTION CARRIED 6-0. 4. Open Forum - None 5. Awards & Recognitions Recreation Manager, Steve Benoit presented Activity Center Quilters as the Parks and Recreation Spring quarter Volunteers. 6. Park/Program Highlight Park&Recreation Commission Minutes Page 2 April 10,2013 Recreation Manager, Steve Benoit shared highlights of the Activity Center Quilters program. 7. Action Items 7.A. Regulations Regarding use of Bailey Point Parks and Recreation Director,Michael Hecker shared staff recommendations for Bailey Point regulations. Fishing not be allowed on the parcel and be restricted along the river with fishing platforms.Access to the river is limited in the conservation easement. Staff is also recommending regulating river access to avoid erosion issues along the shoreline. Planner/Park Planner, Chris Leeseberg presented information regarding fishing access allowed by Minnesota State law, specifically referencing the ordinary high water level "OHWL" and that the public can access the river and fish as long as they are within the CCOIIWI_ Commissioner Holmgren questioned how this arbitrary line in the ground would be enforced. Mr. Leeseberg stated that it will be difficult. Commissioner Niziolek asked if people will be able to clean fish onsite within the park. Mr. Hecker stated that fish cleaning will be prohibited within the park. Neighborhood resident,Mary; 201 Norfolk Avenue asked if there will be fishing platforms and shared that the area residents do not want the platforms. Mr. Hecker stated that platforms are not in the budget at this time. Elk River Resident,Justin Femrite; 13119 Elgin Drive stated he would advocate for not putting in ordinances and self-imposing above the State Laws that are already in place for fishing in public properties. Believes Parks and Recreation Commission is considering a policy that doesn't need to be there based on a perceived problem that isn't there. This policy will prevent users from even going to the park. Commissioner Niziolek questioned if there was a strategy to invite people to the park to take care of the park instead of focusing on what park users cannot do. Commissioner Anderson expressed concern about the need to preserve the shoreline and to designate `areas' for landing a canoe or kayak instead of spending money on building platforms. Mr. Hecker explained this is a draft of the policy and staff is sharing the conservation easement restrictions in regards to canoeing/kayaking. Commission may recommend to use signage instead of platforms. Park&Recreation Commission Minutes Page 3 April 10,2013 Commissioner Niziolek asked how much the platforms cost. Mr. Hecker stated that the cost has not been figured out and that having platforms may not be feasible due to the flood plain. Commission Kallemeyn expressed concern that the platforms would be problematic and not practical. Flooding would cause possible loss. Also stating that it would be better to make it easier for those wanting to fish to create access points with signage as to where to enter and exit adding this would help in lessoning the erosion of the shoreline. Commissioner Anderson stated he would like to tour the park before deciding as to see the river bank and shorelines. MOVED BY COMMISSIONER AHLNESS AND SECONDED BY COMMISSIONER SAGAN TO TABLE ITEM 7.A. UNTIL AFTER DOING A PROPERTY TOUR. MOTION CARRIED 6-0. 7.13. Bailey Point Parking Lot Plan Planner/Park Planner, Chris Leeseberg explained that the parking lot,which was approved in the overall design of the park for the grant received,will consist of a Class 5 (gravel) driveway and a gravel parking surface. The parking area will be approximately 90' x 60'in size with the drive lane running north and south. Per the city code (Sec 30-895), the parking area will be setback at least 10 feet from all property lines. Due to topography, drainage, and construction costs the parking lot will be located in the Northeast portion of the property, near the end of Morton Avenue and will include curb and gutter due to city ordinance. Commissioner Anderson asked when the parking lot ordinance went into effect. Mr. Hecker explained that the city has not purchased a new park property since this ordinance was approved. Commissioner Niziolek explained it would be in the best interest of the bikers and walkers to have curb cut as early as possible to allow them to access the park trail before going through the parking lot with moving vehicles. MOVED BY COMMISSIONER NIZIOLEK AND SECONDED BY COMMISSIONER SAGAN TO ACCEPT STAFF RECOMMENDATION TO RECOMMEND TO THE CITY COUNCIL APPROVAL OF THE PARKING LOT LOCATION AND DESIGN ALONG WITH ADDING A CLEAR CUT ACCESS FOR PEDESTRIANS TO ENTER THE PARK BEFORE THE PARKING LOT AREA. MOTION CARRIED 6-0. 7.C. Youth Sports Resolution Parks and Recreation Director,Michael Hecker presented the Youth Sports Resolution by asking Recreation Manager, Steve Beniot to read the resolution. Park&Recreation Commission Minutes Page 4 April 10,2013 Mr. Hecker explained that the resolution is to inspire changes in youth sports to make the experience safe,positive and fun. A guiding principle aimed at enhancing the overall youth sports structure,as well as reinforces our community's commitment to ensure that every program is held to the highest standard and conducted in the appropriate manner. This resolution will become a preamble to the Field Use Allocation Policy. MOVED BY COMMISSIONER NIZIOLEK AND SECONDED BY COMMISSIONER HOLMGREN TO ACCEPT STAFF RECOMMENDATION TO APPROVE THE YOUTH SPORTS RESOLUTION. MOTION CARRIED 4-2. 7.D. Field Use Allocation Policv Parks and Recreation Director,Michael Hecker presented the updated Field Use Allocation Policy, outlining the allocation procedures for the permitted use of City of Elk River athletic fields. It is also to ensure that all youth organizations and city programs using city fields are following guidelines that will protect the safety of youth in our community. Commissioner Anderson expressed concern over number four on page 12 explaining it should say`anytime during the year'. Mr. Hecker stated it can be changed to state `anytime during the year'. Mr. Hecker shared a slide show to present and review the classifications of the groups and as a staff and department there are three priorities; first to maintain what we have, second to preserve open space and lastly to take of the youth. City Administrator, Cal Portner expressed his concern about having two groups being equal in the Priority 1 group. Recreation Manager, Steve Benoit explained how the field allocation process would work and that it would be keeping the community's youth best interest in mind and that there would be an opportunity for a grievance process. Commissioner Holmgren asked if the grievance process was in the policy. Mr. Hecker stated that it was not and staff would be adding it tonight. Mr. Portner explained that scheduling of fields is one issue and field needs are another issue. Use of fields is what policy covers; city tax dollars support the maintenance of the fields. City can coordinate to meet the needs of all, cannot leave anyone out as we need to meet the need to serve the underserved. Mayor Dietz asked if this policy will create big changes for the youth sports and if there are current city programs we offer that will compete for field usage. Mr. Hecker stated that current programs serve about 400 youth and are feeder type programs for the youth associations. Park&Recreation Commission Minutes Page 5 April 10,2013 Mayor Dietz wanted to clarify if it was the department's intentions to take away fields and wondered if the use of Lions Park could be increased. Mr. Hecker presented the Review Process staff would like to add to the Field Use Allocation Policy. Commissioner Hohngren stated the Review Process will be a good safety net. MOVED BY COMMISSIONER SAGAN AND SECONDED BY COMMISSIONER KALLEMEYN TO ACCEPT STAFF RECOMMENDATION TO RECOMMEND TO THE CITY COUNCIL APPROVAL OF THE FACILITY USE ALLOCATION POLICY AND TO ADD THE REVIEW PROCESS TO THE POLICY. MOTION CARRIED 6-0. 8. Discussion Items 8.A. Bailey Point Naming Parks and Recreation Director,Michael Hecker shared that with the Parks &Facilities Naming Policy it states there must be a 10 day Public Notice posted in the local paper. This will be completed for the May Parks and Recreation meeting when possible names for the property will be discussed. Commissioner Anderson shared that he assumed it would be named Bailey Point. Neighbors of the park property shared they feel strongly about naming Bailey Point. Commissioner Niziolek stated he was uncomfortable about the process because in the past when the City acquired new park property names of the former owners were not used or even considered. Commissioner Ahlness stated that the Parks &Facilities Naming Policy states that anyone can submit a request for renaming of a park,recreational area or facility. Commissioner Kallemeyn stated that the policy should be followed and the 10 day notice be submitted to the paper for the May meeting. 8.B. Skate Park Discussion Planner/Park Planner, Chris Leeseberg shared that staff had met with the members of the Skate Park Committee to discuss locations of the skate park and the members have no issues with the park being move to another location. Many feel it would actually be better to have it moved to a new location. An area of about an acre is needed and asked commissioners for their thoughts and ideas regarding a new location. Orono Park had been discussed in the past and there is concern with this location in reference to the new destination playground. Successful parks have two common qualities associated with them; one is ease of access and tow,high visibility. Park&Recreation Commission Minutes Page 6 April 10,2013 Commissioner Anderson asked where the skate park would be located in Orono Park once Gary Street is realigned and how close it is to other park amenities. 9. Parks &Recreation Director Report Parks and Recreation Director,Michael Hecker shared that there will be an opportunity for staff and commission members to tour Landscape Structures while they are making the Orono playground equipment. 10. Division Manager's Reports Recreation Manager, Steve Benoit reported that the new Summer Program Guide has been mailed out to past participants and delivered to area businesses. Mr. Benoit also shared that the Activity Center staff is researching a Code of Conduct for the Activity Center and will be presented at the May meeting. Mr. Benoit also presented the Ice Arena staff report. 11. Announcements Commissioner Niziolek shared that there will be a tree planting in Woodland Trails Park ski trails soon. 12. Adjournment There being no further business, the meeting adjourned at 9:20 p.m. Minutes prepared by Tonya Love. Dave Anderson Parks and Recreation Commission Chair Tina Allard, City Clerk