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6.0. SR 02-28-2000~ity of River TO: FROM: DATE: Mayor and City Council Michele McPherson, Director of Planning February 23, 2000 SUBJECT: Agenda for Joint City Council/Park and Recreation Commission Meeting of February 28, 2000 ITEM ;6 The Park and Recreation Commission has assembled the following agenda items for discussion during the joint City Council/Park and Recreation Commission meeting of February 28, 2000: 1. Review the purpose and mission of the Park & Recreation Commission. 2. Discuss with the City Council their expectations of the Commission's role in the city wide planning and park development process. 3. Review 1999 accomplishments and 2000 goals. 4. Review Commission's proposed budget policies and ideas, and have the Council provide input on the budgeting process to the Commission. 5. Discussion potential regional park locations (Charest, Bailey's Point). 6. Discuss revisions to the snowmobile policy. 7. Community Recreation Update and other items as time permits. Attachments January 8, 2000, Park and Recreation Commission retreat meeting notes 1999 Goals 2000 Goals · Proposed Park & Recreation Budget Location Maps; Charest & Bailey's Point Properties S:\PLANNING\MICHMC\CCREPRTS\JOINTMTG.DOC 13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425 Memo to Mayor and City Council February 23, 2000 Page 2 Purpose and Mission of the Park and Recreation Commission The Park & Recreation Commission would like to review with the City Council their purpose and their mission statement developed in 1999. Section 216.04 defines the purpose of the Commission as: "the Park and Recreation Commission is established to review and to make recommendations to the City Council on the development and organization of the city parks and city recreation programs. The scope of the Commission shall consist of advising the City Council regarding matters relevant to the parks and recreation functions of the city. The Commission shall participate in the planning for development and acquisition of parks and recreation programs." The Commission's mission statement is as follows: "To be advocates for the people of Elk River in the stewardship of the city-owned parks and trails and to advise the Elk River City Council concerning the acquisition, management and development of the city parks, trails and recreational facilities." The purpose of reviewing these two governing statements for the Commission is to establish a foundation for discussion of the Council's expectations of the Commission's role in the larger planning and park development process. City Council Expectations The Park and Recreation Commission is looking for clear direction from the City Council regarding the Council's expectation of the Commission's role in land acquisition and park development requirements. The Commission feels that they are receiving mixed messages from the City Council. The goal of the Commission is to provide recommendations with regard to land acquisition requirements from developers to the City Council that will be accepted without extensive debate or negotiation on the part of the City Council. The Commission hopes that the Council will provide this clear direction for future land acquisition and park development issues. In general, the Commission would like to increase the City Council's "comfort lever' with the Commission's recommendations to the Council. Review 1999 Accomplishments and 2000 Goals Attached for the City Council's information are the 1999 Goals and the proposed 2000 Goals for the Commission. 1999 was a successful year in that S:\PLANNING\MICHMC\CCREPRTS\JOINTMTG.DOC Memo to Mayor and City Council February 23, 2000 Page 3 the Commission accomplished many of the goals it established in early 1999. They continued with Park of the Month, they toured a number of city parks in September of 1999, they conducted a volunteer recognition picnic to thank their partners in park development, and the Commissioners have increased their efforts to visit sites of plats as they are being developed. The proposed 2000 goals include updating the Master Park and Trail Plan, development of a five-year capital improvements budget, and investigating regional park opportunities. Work on the Master Park and Trail Plan update has already begun. The Commission reviewed a number of parks at their February meeting and a similar workload is proposed for the March meeting. At the January 8th retreat the Commission endorsed development of a five- year capital improvements budget which will be discussed later in this memo. Later on this agenda, the Commission would like to discuss with the City Council their ideas for regional park opportunities. Other 2000 goals include increasing overall communication of the Commission's goals and work to not only the City Council, but to the general public. Also, on the top of the Commission's list is improvement to park signage and to continue the partnerships and relationships with community organizations. Review Proposed Budget Staff and the Commission have developed a proposed five-year capital improvements budget in order to implement park improvements and to plan carefully the expenditures over time of the park dedication funds. As of January 31, 2000, there was $628,375.85 in the park dedication fund. Staff has identified a portion of the park dedication funds for trail improvements. Approximately $146,000 has been "set aside" to fund various trail improvements over the next five years. The remaining funds will be spent on park improvements such as playgrounds, landscaping, shelters, land acquisition, etc. For 2000, the Commission has agreed in concept to the following policies for the five-year capital improvements program: On an annual basis, the park dedication fund will be divided into five equal increments for planning purposes. o Of the amount available for 2000, ($65,000), approximately $30,000 will be dedicated to a large playground structure in parks to be identified through the Master Park and Trail update process. The Commission, however, is interested in identifying one or two parks for which up to $100,000 may be spent for a large playground structure. o Approximately $10,000 will be set aside each year for improvements in undeveloped parks such as Gagne. Activities in these parks may S:\PLANNING\MICHMC\CCREPRTS\jointmtg.doc Memo to Mayor and City Council February 23, 2000 Page 4 include general cleanup, tree clearing, locating property boundaries, installing boundary signage, etc. The remaining funds would then be used for specific park improvements such as modest additions to playgrounds, additional landscaping, seating, possible design work, etc. For 2000, the Commission has identified the following expenditures: A. Playground in Country Crossing 3ra B. Miscellaneous amenities for Country Country Crossing 3ra C. Improvements in Country Crossing 1st D. Meadow Park play structure E. Landscaping at Mississippi Oaks F. Grading, seeding and miscellaneous work For the open field at 191st ½ Avenue G. Design work for the Youth Athletic Complex (this is related directly to the proposed shelter) $30,000 1,750 9,000 1,000 2,8OO 3,000 5,000 Of the beginning balance of $65,000, there is approximately $2,450 remaining. Also proposed to be spent is approximately $165,000 in Trott Brook Park as negotiated in the park dedication. The Commission proposes to analyze and evaluate its five-year budget on an annual basis, since the amount expended and the amount obtained through the collection of park dedication fees will change the ending balance each year. The Commission has also discussed setting aside monies for annual payments for the potential acquisition of land for regional parks or other recreational facilities. The Commission welcomes the City Council's input regarding their proposed budgeting policies. Discuss Possible Regional Parks The Commission would like to discuss with the City Council possible regional parks. Specifically, the Commission is interested in the Charest property located along the Mississippi River north of 170tb Avenue, and the Bailey's Point property located at the confluence of the Elk and Mississippi Rivers (see attached maps). The Commission would like direction regarding contacting Mr. Bailey regarding acquiring his property for a passive park area which would include walking trails, picnic areas and possibly a canoe launch. It would not include any structures as most of the property is located within the floodplain. The Commission is aware that there is interest for a potential regional park on the east side of the city and they would like direction from the City Council regarding investigation and acquisition of S:\PLANNING\MICHMC\CCREPRTS\JOINTMTG.DOC Memo to Mayor and City Council February 23, 2000 Page 5 land for that goal. The Commission would like the City Council to share its expectations for a regional park and potential ideas for possible parcels for acquisition. Discuss Revisions to the Snowmobile Policy As the City Council is aware there has been a number of complaints and violations of the existing snowmobile policy during this season. Commission Dave Anderson will provide to the City Council evidence of damage to City's trails and private property caused by snowmobiles. The Commission would like to discuss with the City Council possible further restrictions to the snowmobile policy in regards to where snowmobilers may ride within the city limits. The snowmobile club has requested to be placed on the March Park and Recreation Commission agenda to discuss the possible construction of a bridge through Lions Park in order to complete the connecting trail through the city. In addition, the snowmobile club is concerned that they may not be welcome within the community based on the number of violations that have occurred during this snowmobile season. The Commission is concerned that the snowmobile club has not done a good job of education and enforcement for new snowmobilers and existing residents, as promised previously. The Commission is interested in the Council's view regarding snowmobiles. S:\PLANNING\MICHMC\CCREPRTS\jointmtg.doc ELK RIVER PARK AND RECREATION COMMISSION RETREAT MEETING NOTES HELD AT COUNTRY INN AND SUITES SATURDAY, JANUARY 8, 2000 Members Present: Members Absent: Chair Lana Huberty; Commissioners Dana Anderson, Dave Anderson, Kuester, Peterson, Westrum and Reitsma Commissioner Olson Staff Present: Michele McPherson, Director of Planning; Steve Wensman, Planner The meeting of the Elk River Park and Recreation Commission was called to order at 8:15 a.m. by Chair Huberty. 1. Settin,q of 2000 Goals The Commission was provided time to think individually regarding the goals that they would like to see accomplished for 2000. They shared 25 items for consideration. They then combined and prioritized those 25 items into 10 goals with subsequent tasks. In priority order, the 2000 goals are as follows: 1. Update Master Park and Trail Plan Tasks: A. Consider trail connections to the pedestrian bridge. B. Consider trail connections to and along Proctor Avenue and County Road 77. C. Examine what is needed in parks and how much of everything do we need. (Should we consider mountain bike trail development?) Develop a Five-Year Capital Improvements Budget Tasks: A. Consider expenditures for Cass/Youth Athletic Fields Development Look for Re.qional Park Opportunities 4. .Deve ap Resource Mana.qement Strate.qies Tasks: A. Establish tree preservation standards for public lands. B. Develop a long-term prairie restoration plan. C. Establish Iow maintenance vegetation management strategies. D. Work with Shiely Companies to preserve additiQnal land east of the railroad trail. Park & Recreation Commission Retreat January 8, 2000 Page 2 5. Improve communication of Commission's Goals to the City Council,. Commissions and the Public Tasks: A. Conduct a working session with the City Council every six months. B. Develop better neighborhood communication. C. Meet annually with the Sherburne County Park & Recreation Commission. Look for Grant Opportunities to Enhance Trail Development. Continue and expand Park of the Month for both existin,q and new parks and involve the Public. Tasks: o A. Review Windsor Park and Meadowvale 40 Park. Improve Park Sianac~e, includinc~ park boundary and identification sians Tasks: A. Develop park identification signs. Continue Padnerships with Community Or,qanizations, Tasks: A. Encourage more Commissioner involvement on specialized projects and in specific pro]ect areas. B. Consider a volunteer appreciation event in 2000. 10. Create a Separate Elk River Park & Recreation Department The consensus of the Commission was that Goals 1 through 3 would probably occupy a ma]ority of the Commission's time during 2000. Discuss Process for Review of Master Park Plan The Commission reviewed the information provided by staff regarding the process for reviewing the Master Park Plan. A series of questions were provided to the Commission for' consideration during review of the Master Park Plan components. They included: 1. Does every park need every facility? 2. Would it be better to identity larger neighborhood parks for large playgrounds, than have small playgrounds at every park? 3. What is needed in each park? 4. What is a realistic walking distance beNveen neighborhood parks? What should be considered the barriers to walking? Park & Recreation Commission Retreat January 8, 2000 Page 3 5. Are there parks which are too small to be realistically developed? If so, what are our options for these parks? (Open space - vest pocket park, etc.) 6. What projects could be completed by volunteers (i.e., Eagle Scouts, neighborhood groups) ? 7. Are there parcels of land that the Commission is interested in for area wide/regional parks that property owners should be approached to purchase on a contract? The Commission wanted the following questions added for consideration as the Master Park Plan is reviewed: 1. Identity trail connections to the pedestrian bridge. 2. Identify trail connections to and along Proctor Avenue. 3. Consider the need and location for mountain bike trail development. 4. Consider trail connections to the Northstar Corridor and its station. 5. Consider the historic significance to a park or potential park land. 6. Are there parks in the community that are connected to histodc Elk River events and what would be the development policy for those parks? 7. Consider population density, both existing and proposed and identity park needs for thase areas. Chair Huberty suggested that the parks be reviewed by quadrant or sectors of the city in order to better answer some of the questions that have been posed by staff and the Commission. The Commission reviewed the proposed work plan draft and suggested that the park tour be conducted in May, with the May parks review being moved to June. It is anticipated that the August meeting would be spent discussing potential trail connections and larger philosophies on park land in general. Discuss Development of Five-Year Capital Improvements Plan Staff presented information regarding the current park dedication budget to the Commission. As of year end 1999, there was approximately $626,000 in the park dedication fund; down approximately $8,000 from the $634,000 discussed in the staff memo. The reduction in revenues was to cover costs of hockey boards and rental of warming house trailers for the Gary Street and Lake Orono skating rinks. Staff proposed that the park dedication fund be divided into park development and trail development sections. With that, approximately $488,000 is in park development and $146,000 is in trail development. $164,000 will be dedicated solely to the development of amenities in Trott Brook Park in 2000. Staff proposes to, on an annual basis, divide the amount of available monies into five equal amounts. This would allow the Commission to have a specific pool of money each year for park development. For 2000, the lump sum amount for the annual expenditures is approximately $65,000. Of that, staff suggested spending $30,000 for the development of playground structures in neighborhood parks, $10,000 each year for work in undeveloped parks, and the remaining for specific park expenditures identified annually by the Commission. Commissioner Dave Anderson stated that he would like to see the city spend upwards of $100,000 on a large playground structure in some park to be identified through the Master Park & Recreation Commission Retreat January 8, 2000 Page 4 Park and Trail Plan review. The remaining Commissioners concurred with his suggestion. The Commission, however, did concur that for 2000, $30,000 could be spent in Country Crossings 3rd as suggested by staff for the creation of a large playground structure. The Commission discussed at length the additional revenues that may be realized by the City during 2000 and also discussed their disappointment that a number of items that were identified in 1999 had not been completed. The Commission encouraged staff to complete more park development activities in 2000. The Commission requested that detailed expenditure and revenue reports be submitted on a quarterly basis with the cash balance report being provided monthly to the Commission. Commissioner Dave Anderson requested $5,000 be added to the proposed expenditures for 2000, earmarked for the Youth Athletic Complex design for the proposed bleachers/shelter construction. The Commission's consensus was that the following expenditures would occur in 2000: 2. 3. 4. 5. 6. 7. 8. Playground - Country Crossings 3rd $30,000 Undeveloped park improvements 10,000 Amenities in Country Crossings 3rd 1,750 Country Crossing 1 ~' improvements 9,000 Meadow Park play structure 1,000 Landscaping Mississippi Oaks 2,800 Improvements to the open field at 191s' '/~ Av. 3,000 Design work for youth athletic complex 5,000 The total amount of expenditures is $62,550, leaving a remainder of $2,349 for projects that are currently unidentified, but may be approved by the Commission later in 2000. The remaining improvements for years 2-5 will be identified and prioritized, once the Master Park and Trail Plan has been completely reviewed. Discuss Commission's Role in Proarammin.q The Commission next discussed the Commission's role in programming. This agenda item was brought forward by Chair Huberty in response to recent changes in community recreation. Programming is a vital component to development of an overall park and recreation system in the community. To date, the Commission's focus has been primarily been on land acquisition and park development for the city. It has been suggested fha+ the Commission may want to take a more proactive role in suggesting programs for community recreation. The Commission at this time also discussed the membership on the Community Recreation Board. The Commission felt that it was very important to have a voting Councilmember on the Community Recreation Board that could bring back information to the City Council and to encourage expenditures on behalf Park. & Recreation Commission Retreat January 8, 2000 Page 5 of Community Recreation. To facilitate Councilmember Motin's role on the Community Recreation Board, it was suggested that perhaps a member of the Park and Recreation Commission could serve as an alternate to Councilmember MotJn. It was agreed that this item would be brought to the Council for discussion during the joint meeting that will be scheduled. After continued discussion regarding the issue of programming, the following items were identified as the Commission's level of interest: The Commission would like to see a recap of the 1999 park events that occurred in parks and the attendance levels. A subcommittee of two, Chair Huberty and Commissioner Peterson, would work individually and together with Michele Bergh, Director of Programming, to review and suggest additional programs for Community Recreation to offer in the parks. The Commission, however, agreed to review program offerings relating to parks on a quarterly basis, prior to publication of the brochure. 7. Discuss Procedure for Volunteer Projects The Commission reviewed a staff-drafted volunteer application for park projects. The Commission concurred that the simple application form and schedule would be helpful for reviewing volunteer projects and asking appropriate questions of the proposers as they reviewed these projects at their monthly meetings. The Commissioners requested several copies of the form and schedule for their use. 8. Discuss Community Involvement The Commission discussed community involvement and ways to increase community involvement and partnerships for park development and stewardship. Staff proposed a number of ideas for the Commission's consideration including: o 4. 5. 6. o Adopt-A-Park Program Regular park development features in the City's quarterly newsletter, The Current Eli( River Star News coverage at park openings or dedications Monthly column by staff or Commissioners in the Eli( River Star News Continuation of the volunteer appreciation picnic Videotape footage of park development activities for broadcasting on the City's cable channel. Advertise park development in the Community Recreation Brochure The Commission suggested a volunteer profile sheet similar to the volunteer application form to allow those in community to indicate their interest in volunteering for projects. The sheet could indicate specific interests, specific skills, and could also indicate if someone is interested in adopting a park. The Commission discussed at length the need for a volunteer coordinator and organized list of needs on the part of the Commission for development of specific projects. It was felt the volunteer coordinator could potentially be a volunteer, but large numbers of volunteers will require coordination and management by Park & Recreation Commission Retreat January 8, 2000 Page 6 someone other than staff or members of the Commission. It was agreed that staff would begin to work on Items 2, 3, 4 and 6 on a regular basis. The Commission then discussed the volunteer appreciation picnic. It was suggested that more volunteers would attend such an event if it could be made into a working project to actually "do something" in a park, as opposed to just being appreciated. Staff suggested that cleaning of Gagne park may be an appropriate volunteer activity and it was suggested that this event be scheduled for May prior to vegetation establishment and bugs. Staff will bring this item back for further discussion at the February Commission meeting. The Commission was then asked to identify a joint City Council meeting date. Three dates were provided to the Commission for their consideration including February 9~h (a regular Park & Recreation Commission meeting date), February 14th (a City Council meeting date), and February 28th (also a City Council meeting date). The Commission agreed to meet with the Council on February 28th, providing adequate time for the Commission to outline its issues to the City Council. Items that the Commission would like to discuss with the City Council include: A discussion of the overall philosophical differences between the Commission and the City Council in regards land acquisition and park development. The Commission would like the Council to share their needs with the Commission. The Commission would like to share the proposed capital improvements/ budget and discuss the Commission's proposed spending philosophy with the Council. Discuss the Council and Commission's roles in Community Recreation and the Community Recreation Board. 4. Discuss the creation of an Elk River Park and Recreation Department. Having no other items, the meeting adjourned at 11:50 a.m. Respectfully submitted, Michele McPherson Director of Planning 1, Continue with Park of the Honth as stated in 1998. Continue to investigate serving the needs of the £ad side of i-lighwaj~ 169 and update the I~lader Park Plan to reflect these finding#changes as thej~ Park and Recreation ¢ommJoJoners to tour parks and trails sjotem on an annual basis. Require developers of new plats to Jndall posts which identJfj~ park and trail boundaries, prior to selling lots. Signs will be installed bj~ the Street#Parks Department. Specific improvements to be made in parks which have the highed use. Additional commissioner visits to sites as plats are being developed. Invite communJtj~ partners to a recognition picnic Jn the i~all to saj~ thank j~ou and informallj~ d#cuo current issues. Groups invited would include such groups as Recreation Associations, Lions, Boj~ Scouts, Rotarj~, etc. Discuss the pooibilJtj~ of a future Parks Department separate from the Streets Department. ~000 Goals 1, Update I~faster Park and Trail Plan Develop a Five-Vear Capital Improvements Budget Look for Regional Park Opportunities 4o Develop Resource tdanagement Strategies Improve Communication of ¢ommJoJonJs Goals to the City Council, Commissions and the Public Look for Grant Opportunities to Enhance Trail Development Continue and expand Park of the klonth for both existing and new parks and involve the Public Improve Park SJgnage, including park boundary and identification signs Continue Partnerships with Community Organizations 10, Create a Separate Elk River Park & Recreation Department Draft Park Capital improvement Plan =2000-2004 Last update: January 12, 2000 Park Improvement Park Improvement 2000 Est. Cost* 200t Est. Cost Park Improvement 2002 Est. Cost Park Improvement 2003 Est. Cost Park Improvement 2004 Est. Cost Yrott Brook Farms $163,598.00 Other Projects Total $65,000.00 Other Projects Total $65,000.00 Other Projects Total $65,000.00 Other Proiects Total $65,000.00 Other Projects Total $65,000.00 Play[~mund, CC 3rd $30,000.00 Playground W'I' Park $30,000.00 Playground, Barfington $30,000.00 Playground, Hillside 8 $30,000.00 Playground, YAC $30,000.00 Amenities CC 3rd $1,750.00 Shelter VVT Park $20,000.00 Undeveloped Park Imp $10,000.00 Undeveloped Park Imp $10,000.00 Undeveloped Park Imp $10,000.00 Undeveloped Park Imp $10,000.00 Undeveloped Park Imp! $10,000.00 Country Crossing 1st $9,000.00 Trees, Bardngton $2,000.00 Meadow Park Play $1,000.00 Trees, Baldwin $2,000.00 Landscape, Miss Oaks $2,800.00 Open Field, 191 1/2 Ave $3,000.00 YAC Design Work $5,000.00 Subtotal $62,550.00 Subtotal $64,000.00 Subtotal $40,000.0(~ Subtotal $40,000.00 Subtotal $40,000.00 Remainder $2,450.00 Remainder $1,000.00 Remainder $25,000.0(] Remainder $25,000.0(] Remainder $25,000.0~, Improvements by Others Lions Park Tot Lot $5,000.00 Orono Ticket Booth Trail Improvements Trail Improvements Trail Improvements Trail Improvements Trail Improvements 2000 Est. Cost 2001 Est. Cost 2002 Est. Cost 2003 Est. Cost 2004 Est. Cost Move Trail CC 3rd $3,000.0(] x Location Map: Charest Property ORON0 Site 178~1 177TH 176'f1-1 LOCATION ~,~. o~ . MAP E, 1 ~] [ ,~.o;:o~x~w~;~.~.0~o~ ~o c^s~:Bailey's Point Country Crossing 3rd Park & Trail Highway 10 landscaping C~tys~ 193rd connector trail to R.R~ grade New paving R.R. grade So. of Co. Rd 1 New paving R.R. grade So. of Co. Rd 1 New trail at Public Works Building PAVED TRAIL DAMAGE M' ' 'pp'R d 1SS1SS1 1 Oa Highway 10 and Upland 193rd Trail Co. Rd. 1 Trail No place to ride along Co. Rd. 1 Trail New' paving R.R. Grade heading North No snowmobiling on side walks 49 +No snowmobiling on Blvd. +No snowmobiling on private property +No snow on the street = No legal place to snowmobile in the Urban Service Area SOME OF THE PROBLEMS: 1. Higher plowing costs due to packed snow on trails. 2. Cost of enforcement. 3. Stud damage to asphalt trails. 4. Trespass on private property. 5. Public danger due to snowmobiles on side walks and trails. 6. Damage to landscaping on city, school and private property. 7. Ski trail damage from ATV. 8. Hiking trail erosion from. ATV traffic. POSSIBLE ACTIONS 1. Tell snowmobilers and ATV users where they can ride rather than where they cannot. Local clubs could help sign routes. 2. Continue to work with local snowmobile group on Highway 10 & Highway 169 link. 3. Establish trailhead parking such as Orono Park parking lot. 4. Eliminate all snowmobiling in an area of town such as the Urban Service Area. Except on designated trails, private property with written landowners permission on parcels larger than __ acres and Lake Orono. This would be like the firearms and burning ordinance. Cities cannot accommodate all uses. 5. Stiffer 2nd offense penalties. 6. Ask the legislator to ban studs. This would solve most of the trail damage concerns. 7, Stop paving trails along roadways until the damage issued is resolved.