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04-12-1993 CC MIN - JOINT . . . JOINT MEETING OF THE ELK RIVER CITY COUNCIL AND PARK AND RECREATION COMMISSION HELD AT THE ELK RIVER CITY HALL MONDAY, APRIL 12, 1993 Councilmembers Present: Mayor Duitsman, Councilmember Scheel, Farber, Dietz and Holmgren Commission members Present: Chair Dave Anderson, Dana Anderson, Sue Daleiden, Rolfe Anderson, Joe st. Dennis and Clair Olson Commissioner members Absent: Mike O'Brien and Clete Lipetzky Also Present: Jeff Asfahl, 728 Area Rec Coordinator; Bill Birrenkott, Elk River Municipal Utilities; Pat Klaers, City Administrator; Sandra Thackeray, City Clerk 1. Call Meeting to Order Pursuant to due call and notice thereof the joint meeting of the Elk River City Council and the Park and Recreation Commission was called to order by Mayor Duitsman following the EDA meeting. 2. Consider 4/12/93 Joint City Council/Park & Rec Commission Agenda COUNCILMEMBER DIETZ MOVED TO APPROVE THE COUNCIL/PARK & RECREATION COMMISSION AGENDA. SECONDED THE MOTION. THE MOTION CARRIED 5-0. 4/12/93 JOINT CITY COUNCILMEMBER HOLMGREN 3. Discussion on Well #4 Backwash Pond The City Administrator indicated that the City Council briefly reviewed this issue at its 4/5/93 City Council meeting. He stated that at that meeting, the City Council voted against building a backwash pond. The City Administrator informed the Council that Utilities Superintendent, Bill Birrenkott, was present tonight to further discuss the issue. Bill Birrenkott informed the Council that there were three options to consider. The options consisted of a 100,000 gallon holding tank which could be built underneath the building, a 100 square foot area backwash pond which would be fenced, or the water could be pumped into Lake Orono. Bill Birrenkott informed the Council that the water that would be pumped into Lake Orono would be very rusty and indicated he would not recommend that the Council consider this option. He further stated that Option #1, which consists of a 100,000 gallon holding tank under the well building is about $63,000 more than the construction of a backwash pond. This holding tank was the original plan and the original project estimate included this expense. The pond concept would result in a project savings. . . . Joint City Council/Park & Recreation Commission April 12, 1993 Page 2 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 presenting the 728 Area 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 April 12, 1993 Page 3 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 THE PARK DEDICATION FUND FOR PARK IMPROVEMENTS THROUGHOUT AS RECOMMENDED BY THE PARK AND RECREATION COMMISSION. FARBER SECONDED THE MOTION. THE MOTION CARRIED 5-0. $27,880 FROM THE COMMUNITY COUNCILMEMBER 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 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 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 April 12, 1993 Page 4 City begins this park possibility to layout its entrance and driveway and parking lot area. A brief discussion took place regarding of sharing an entrance into the Golf Course and park. into the 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 tremendous successful years. Commission and the Council agreed that this would be a benefit to the community if the grant application was and if the improvements could take place in the next couple 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 Co~~ission 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 (10%), but the City only desires only 2 acres (50% of the maximum requirement); then the $400 per lot cash contribution requirement be reduced by 50% or to $200 per lot. acres land would The City Council the cases when developer. concurred with this policy the City obtains part as land being appropriate for and part cash from the 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. Councilmember 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 April 12, 1993 Page 5 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, Phil Hals. Dave indicated that this program would not be a cost savings to the City and would not relate to use of equipment or 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 There being no further business, COUNCILMEMBER ADJOURN THE MEETING. COUNCILMEMBER FARBER SECONDED MOTION CARRIED 5-0. HOLMGREN MOVED THE MOTION. TO THE . . . Joint City Council/Park & Recreation Commission April 12, 1993 Page 6 The joint meeting of the Elk River City Council and Park and Recreation Commission adjourned at approximately 10:15 p.m. Respectfully submitted, J?p /(t~ Pat Klaers City Administrator