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6.0. PRSR 04-13-1994 AGENDA ITEM 6 . ty of MEMORANDUM lk River TO: PARK & RECREATION COMMISSION FROM: PAT KLAERS, CITY ADMINISTRATOR DATE: APRIL 8, 1994 SUBJECT: JOINT MEETING The joint meeting between the City Council and the Park and Recreation Commission is scheduled on Monday, April 25, 1994, between 6:00 and 8:00 p.m. The Commission should put together a draft agenda for this meeting at its regular 4/13/94 Commission meeting. The main issue for the Commission to discuss is whether the emphasis of the joint meeting should be on the philosophy for park planning and development or whether the emphasis should be on more "day to day" and 1994 proposed activities. Attached for your review are some of the recent joint Commission and Council minutes. The April, 1992 and April, 1993 meetings centered on • current events and activities including an annual report presentation. The May 25, 1993, joint meeting related more to a philosophical discussion on the updating of the Master Park and Recreation Plan. This 5/25/93 meeting was held after some concerns surfaced regarding the park dedication requirements in a couple of new plats. Also, as the Commission may recall, some members of the Commission appeared before the City Council in August, 1993 when a proposed amendment to the Park and Recreation Commission ordinance was reviewed. • P.O. Box 490 • 13065 Orono Parkway • Elk River, MN 55330 • (612) 441-7420 • Fax: (612) 441-7425 Joint City Council/Park & Recreation Commission Page 2 April 12, 1993 411,,1 The recommendation from the Park & Recreation Commission was to build the holding tank under the well building as a holding pond in that area is not conducive to a park environment. After discussion regarding this item, it was the consensus of the City Council to not change their previous motion and to still choose Option #1, a holding tank underneath the well building. 4. Area 728 Recreation Annual Report Jeff Asfahl, 728 Area Recreation Coordinator presented the 728 Area Recreation 1992 Annual Report. Jeff Asfahl reviewed the program objectives of the 728 Area Recreation Program and achievements that have been accomplished in 1992. Councilmember Scheel questioned whether there is assistance available for those children that cannot afford the recreation fees for the programs. She further questioned whether the 728 Area Recreation program had programs available for handicapped children. Jeff Asfahl informed Councilmember Scheel that there were funds available for children who could not afford fees. He also informed the Council that there are not special handicapped programs available and that this is an area that needs to be worked on. He further stated that the ADA Law does not recommend special handicap programs, but encourages the inclusion of the handicap in existing programs. The City Administrator thanked Jeff Asfahl for resentin the 728 Area • P g Recreation Annual Report. 5. Community Education Fields Name The Commission and Council discussed the joint venture between the City and the School District for the development of the recreation fields that are directly north of the Community Education building. It was noted that the working name for this area has been Community Education fields and that these fields are anticipated to be used for recreation activity in 1993. Jeff Asfahl indicated that if a new name was going to be used to identify these fields, then such a name should be determined very shortly before schedules are developed and this area begins to be identified by a specific name. Additionally, as this is a joint venture between the City and the School, any recommendation from the City would have to go to the School Board for its approval. A number of names were discussed and it was the consensus of both the Commission and the City Council that the City suggest to the School Board the name of Oak Knoll Park for this area north of the Community Education building, west of Proctor Avenue, and south of the City public works garage. 6. 1993 Parks Capital Improvement Projects Joint City Council/Park & Recreation Commission Page 3 April 12, 1993 41/1 ! Park & Rec Commission Chair, Dave Anderson, reviewed with the City Council the Commission recommendation for use of Park Dedication funds in 1993. Dave indicated that the request is to spend $27,880 in 1993. The City Administrator indicated that the Park Dedication fund balance in January, 1993, exceeded $50,000. Additionally, more than $30,000 in revenue through the platting process is anticipated to be received in 1993. Therefore, expenditures as recommended would not reduce the Park Dedication fund balance. COUNCILMEMBER DIETZ MOVED TO APPROVE THE EXPENDITURE OF $27,880 FROM THE PARK DEDICATION FUND FOR PARK IMPROVEMENTS THROUGHOUT THE COMMUNITY AS RECOMMENDED BY THE PARK AND RECREATION COMMISSION. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. 13.1. Other Business Councilmember Dietz discussed with the Council and Commission the work load of the Street/Park crew for 1993. Related to this concern was the desire of the majority of the City Council to have the Street/Park crew do the sod work, irrigation work, and landscaping work around the new City Hall facility in the spring season. The work around City Hall was originally scheduled for fall, 1993, but since the City has occupied the building early, this work has now been moved forward to the spring season. John indicated his concern that other projects will suffer if 410 an extensive amount of Street/Park crew time is required for work around the new facility. The Council agreed to have Phil Hals come to a future City Council meeting to discuss options, an overall plan, and a recommendation for the landscaping of the City Hall facility and also how this work project will fit in to his overall summer schedule. 7. Update on Woodland Trails Park Grant The Commission discussed with the City Council its recommendation for work and expenses that could be deleted from the original park grant proposal in order for the City contribution to be approximately $50,000. The State will finance $50,000 and the City is obligated to match this amount. The original grant request was for $137,000. The Commission recommended that the picnic shelter and approximately 1/2 of the crushed rock trail be omitted from the work program. The Council had no problems with this approach and with completing a total of approximately $100,000 worth of improvements in the park over the next two years. It was noted by the City Administrator that most of the work is scheduled to take place in 1994, and only preliminary work would take place in 1993. The Commission, Council, and Administrator all agreed that contact must be made with the Golf Course to determine what they IMO desire in terms of expansion of the driving range and obtaining City park property to accomplish this expansion. It was noted that the Golf Course must submit a proposal to the City in order for the City to move forward with its plans and that this information is important as the Joint City Council/Park & Recreation Commission Page 4 April 12, 1993 • ) City begins to lay out its entrance and driveway and parking lot into this park area. A brief discussion took place regarding the possibility of sharing an entrance into the Golf Course and park. The City Administrator was directed to make contact with the Golf Course in order to obtain information on the Golf Course expansion plans. 8. Update on ISTEA Grant Application The City Administrator briefly reviewed the ISTEA Grant application as prepared by Phil Hals, Street/Park Superintendent. It was noted that this application is an elaboration of the previously submitted LAWCON Grant for improvements of the railroad trail. The City Council has approved the submission of this grant. It was noted that the match requirement of the City does not have to be entirely in cash and that the City's match requirement is projected to be 34% of the total project. Both the Commission and the Council agreed that this would be a tremendous benefit to the community if the grant application was successful and if the improvements could take place in the next couple years. 9. Park Dedication Fees and Land Requirement Formula • The Park & Rec Commission Chair, Dave Anderson, indicated that the Commission reviewed this issue at its 4/7/93 meeting. The Commission recommended the adoption of a policy as outlined by the City Administrator in his 4/1/93 memo to the Park & Rec Commission. This formula was based on a 10% land dedication requirement. The formula applied is that if the City is requesting less than 10% land dedication, then the park fee dedication requirement would be reduced according to the percent reduction in land being required. EXAMPLE: If a plat of 40 acres has a land dedication requirement of 4 acres (10%) , but the City only desires only 2 acres (50% of the maximum land requirement) ; then the $400 per lot cash contribution requirement would be reduced by 50% or to $200 per lot. The City Council concurred with this policy as being appropriate for the cases when the City obtains part land and part cash from the developer. COUNCILMEMBER HOLMGREN MOVED TO ACCEPT THE LAND AND CASH DEDICATION REQUIREMENT FORMULA AND DIRECTED STAFF TO PREPARE THE NECESSARY CODE AMENDMENTS TO IMPLEMENT THIS FORMULA. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. 410) Park Scheel expressed her frustration with the City obtaining Park Dedication Fees from only developers and landowners where a subdivision takes place. She indicated that she believed other Joint City Council/Park & Recreation Commission Page 5 April 12, 1993 • 1 property owners and new families coming into the community should be required to contribute to the park system. Mayor Duitsman indicated that this issue should be referred to the Planning Commission. The City Administrator indicated that during the Building and Zoning Administrator's Annual Report on Tuesday, 4/13/93, this issue could be discussed and direction could be given for this issue to be placed on a future Planning Commission agenda. 10. Discussion on Outdoor Ice Facilities Councilmember Farber expressed his concern that there was a need in the community for more outdoor ice facilities during the winter season. A number of alternatives were discussed including using Lake Orono, flooding existing parking lots, and locating ice facilities in neighborhood parks. The Commission and Council both agreed that this is a need that should be addressed and that this issue will be discussed at future Park & Rec Commission meetings. 11. Adopt a Park Program Chair Dave Anderson discussed with the Council the proposal as reviewed by the Commission at its 3/3/93 meeting. The Commission supported the concept of a "Adopt a Park" program and that details on such a program should be coming to the Commission from the Street/Park Superintendent, 41/0 Phil Hals. Dave indicated that this program would not be a cost savings to the City and would not relate to use of equipment o r maintenance of the parks, but would be modeled after the Adopt a Highway program and would relate mainly to clean up responsibilities. The City Council stated its support for such a program and concurred with the Commission that an "Adopt a Park" program would be beneficial to the Elk River community. 12. Terms of Office for Commission Members The Commission and Council briefly reviewed the problem of getting qualified applicants to apply for vacancies on the Park and Recreation Commission during the Christmas season. The Council and Commission both agreed that advertising for vacancies in the fall after Labor Day was a better time frame to get interested citizens involved on the Commission. In this regard, no change in the City ordinance is required and the City would simply advertise for Commission vacancies earlier in the year before winter. 13. Other Business/Staff Updates No items were presented at this time. 14. Adjournment •1 There being no further business, COUNCILMEMBER HOLMGREN MOVED TO ADJOURN THE MEETING. COUNCILMEMBER FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. • JOINT MEETING OF THE PARK AND RECREATION COMMISSION AND THE ELK RIVER CITY COUNCIL HELD AT THE ELK RIVER CITY HALL MONDAY, APRIL 13, 1992 • Park and Recreation Members Present: Clair Olson, Mike O'Brien, Joe St. Dennis, Byron Houghtelin, Dave Anderson, Rolfe Anderson and Dana Anderson Park and Recreation Members Absent: Clete Lipetzky Councilmembers Present: Vice Mayor Holmgren, Councilmembers Schuldt, Dietz and Kropuenske(8:35 p.m.) Councilmembers Absent: Mayor Tralle Also Present: Jeff Asfahl, Regional Recreation Director Staff Present: Phil Hals, Street/Park Superintendent; Pat Klaers, City ;Administrator; Sandy Thackeray, City Clerk 1. Call Meeting To Order Pursuant to due call and notice thereof, the joint meeting of the City Council and Park and Recreation Commission was called to order by Chairman Dave Anderson at 8:10 p.m. 2. Consider 4/13/92 Agenda for City Council/Park and Recreation Commission Meeting COMMISSIONER ROLFE ANDERSON MOVED TO APPROVE THE 4/13/92 AGENDA AS PRESENTED. COMMISSIONER O'BRIEN SECONDED THE MOTION. THE MOTION CARRIED 6-0. 3. Consider 3/11/92 Park and Recreation Commission Minutes COMMISSIONER OLSON MOVED TO APPROVE THE 3/11/92 PARK AND RECREATION COMMISSION MINUTES. COMMISSIONER HOUGHTELIN SECONDED THE MOTION. THE MOTION CARRIED 6-0. 4. Open Mike No one appeared for this item. 5. Joint Discussion on Park Improvements for New City Hall Site and Orono Park • Pat Klaers stated that the topic of park and recreation activities near City Hall/Orono Park site has been discussed at a number of Park and Recreation Commission meetings. He stated that it is anticipated that the only development on the site in 1992 will be a trail along Orono Lake which will connect Orono Park with the Parkway. The Commission Park and Recreation/City Council Minutes April 13, 1992 Page 2 and Council discussed the proposed parkway along the southern part of the City Hall site. Discussion was held regarding the possibility of replacing the 5 foot concrete curb the north side with a 10 foot bituminous path for the purpose of biking and rollerblading. It was indicated that if this were possible, this could possibly tie in with the proposed trail system. It was the consensus of the Park and Recreation Commission and the City Council to replace the 5 foot concrete sidewalk with a 10 foot bituminous sidewalk to be used for activities such as hiking, biking and rollerblading, and further, that the City Engineer review this request. Discussion was held regarding the shortage of softball fields in the City of Elk River. Councilmember Kropuenske arrived at this time (8:35 p.m.) Councilmember Holmgren stated that Orono Park could not hold any more softball fields and that the City should be looking elsewhere for softball fieldrlocations. Councilmember Schuldt indicated that Orono Park was more family oriented and that the City should consider using the city-owned sludge land property located east of town to serve the needs of the softball players for many years into the future. Clair Olson indicated that by adding to the current facility, the park would more family use by the softball player's families using the parks while the softball players are playing softball. Councilmember Kropuenske • commented that there are too many tournaments and the park is becoming overloaded. He stated he would not be in favor of adding more softball fields to the present location. The Council and Commission discussed the possibility of moving Kuss Field to the E & 0 Tool site. Commissioner St. Dennis indicated that this would only be a temporary measure and would not solve the problem because the City needs more than two additional softball fields. He indicated that by moving Kuss Field to the E & 0 Tool site, the City is not, in reality, gaining two fields. He suggested that the City look for new property for softball fields. Discussion was held by the Council and Commission regarding the purchase of property for softball fields. The City Administrator indicated that some discussion has been held regarding the possible purchase of 80 acres of land located east of the City to be used for youth fields and softball. Chairman Anderson stated that the current softball fields are in a perfect location. He felt that expansion of the present area from a softball standpoint would be the best possibility. Councilmember Schuldt indicated that there is a possibility of losing the fairgrounds and if this did happen, parking space would also be lost. It was the consensus that the need for more softball fields was a priority and that the Park and Recreation Commission should be talking about alternative sites and solutions at a future meeting. 6. 1992 Park Improvements Park and Recreation/City Council Minutes April 13, 1992 Page 3 • Phil Hals presented the Council and Commission with a park improvement list containing optional park improvements for various parks within the City and estimated costs for these improvements. Also included in the park improvement list was a proposal for playground equipment for the Deerfield IV Park. Phil discussed the different types of park equipment proposed for the park and also discussed the 56 foot hillside ,,p a1i which he is proposing for Deerfield IV Park. It was noted that �v $10.00 f the expenses would come from the Capital Projects fund and remaining expenses would be funded by the Park Dedication fund. Discussion was held by the Commission and Council as to whether some of the horseshoe pits at Orono Park should be removed and replaced with other types of entertainment such as volleyball courts. It was indicated that the horseshoe leagues have moved and are not using the horseshoe pits at Orono Park. It was further indicated that it would be nice to have a couple horseshoe pits available at the park for families using the park. Discussion was held regarding the possibility of relocating the horseshoe pits to Lion's Park or other locations. COUNCILMEMBER KROPUENSKE MOVED TO APPROVE THE PARK IMPROVEMENT OPTIONS PROVIDED BY PHIL HALS IN HIS MEMO TO THE MAYOR AND CITY COUNCIL DATED APRIL 9, 1992, AND AS RECOMMENDED BY THE PARK AND RECREATION COMMISSION. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 4-0. • 7. Discussion on Hillside Estates Plat Pat Klaers indicated that Rick Foster's Hillside Estates Plat was reviewed by the Commission at the March meeting. Pat Klaers stated that the Park Master Plan shows a neighborhood park in this area. He indicated that the recommendation for Phase I is to collect cash for park dedication fees and to use the dedicated right-of-way for the first part of the trail. He further indicated that the Commission should be looking at different types of park opportunities for this area. Discussion was held regarding a future 10 foot wide bike lane/trail on the north side of the east/west street corridor (193rd Avenue) . The City Administrator indicated that the developer must provide the right-of-way and will be required to grade the area. He further stated that the dedication of the right-of-way for a transportation collector street is not substitution for park dedication fees. Chairman Anderson suggested raising the $350 per acre park dedication fee. Pat Klaers, City Administrator, stated that this issue could be discussed at a future Park and Recreation Commission meeting. Commissioner St. Dennis suggested staying away from the power line easement suggested for the north/south section of the trail system as it may cause problems in the future and to use the street right-of-way in this area. COMMISSIONER ROLFE ANDERSON MOVED TO FOLLOW STAFF RECOMMENDATION THAT PARK DEDICATION FEES BE COLLECTED BASED ON COMMERCIAL AND RESIDENTIAL Park and Recreation/City Council Minutes April 13, 1992 Page 4 • LOTS AND THAT SUFFICIENT RIGHT-OF-WAY FOR THE EAST/WEST TRAIL DEVELOPMENT BE PROVIDED AND THAT THE ACTUAL TRAIL BE CONSTRUCTED BY THE CITY (A 10 FOOT WIDE DETACHED BITUMINOUS SURFACE) AND FURTHER THAT THE NORTH/SOUTH TRAIL BE LOCATED ALONG THE ROADWAY INSTEAD OF UNDER THE POWER LINE ON THE EAST SIDE. COMMISSIONER ST. DENNIS SECONDED THE MOTION. THE MOTION CARRIED 6-0. 8. Staff Update on Depot Site Phil Hals informed the Commission that Boelter's Service Station has leased an additional 300feet from the Burlington Northern Railroad west of their building. He indicated that the City's beautification project will start at his line and go westerly to Jackson Avenue between Highway 10 and the railroad tracks. Phil informed the Commission that the street department has developed a plan for irrigating the area and that grass will be seeded as soon as irrigation systems are operating. 9. Staff Update on Lake Orono Boat Regulation Sign Phil Hals reviewed the proposed Lake Orono Boat Regulation Sign which was requested by the Park and Recreation Commission and the City Council. It was the consensus of the Commission and the City Council to order the sign and have it posted at Lake Orono. • 10. Staff Updates/Other Business - Park and Recreation Pat Klaers introduced Jeff Asfahl, the newly hired Regional Recreation Coordinator. There being no further business for the Park and Recreation Commission, COMMISSIONER ROLFE ANDERSON MOVED TO ADJOURN THE PARK AND RECREATION COMMISSION PORTION OF THE MEETING. COMMISSIONER DANA ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 6-0. The Park and Recreation Commission meeting adjourned at 9:50 p.m. 11. Staff Updates/Other Business - City Council -- Councilmember Kropuenske indicated that he had recently attended a downtown redevelopment meeting and was informed that the Amoco Station would be taken down. He indicated that the Downtown Development group requested him to ask the City to consider the possibility of vacating the road that ran between the Amoco station and Jackson Square Park so as to provide more parking for the downtown area. The Council agreed that a complete evaluation of the parking areas was needed. -- Councilmember Holmgren indicated that there has been a recent car accident at 4th Street and Gates Avenue. He indicated that the speeds have been quite excessive on Freeport Avenue and requested a police patrol in the area. Phil Hals informed Councilmember Holmgren that the City will be putting in pedestrian crosswalks on Freeport Avenue near the mall.