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7.0.PRSR 12-12-2018 1i Item: 7 ElkMemorandum River To: Parks and Recreation Commission From: Michael Hecker,Parks and Recreation Director Date: December 12, 2018 Subject: Director's Report This report is a monthly highlight of department activities related to collaborations, strategic planning, staff changes/developments, and park operations. Sales Tax Referendum Plan—ActiveElkRiver.com The ActiveElkRiver site will remain in place with updates on the projects. The Council is expected to provide staff direcion on December 17. The sales tax implementation requires legislative approval,which is expected late in the session,May. Woodland Trails Shelter and Nature Play Design Services We sought park design firm proposals to prepare plans, specifications and coordinate bidding for the construction of a new picnic shelter and the design of nature play area within Woodland Trails Regional Park. The firm will work closely with staff and the recently-formed Woodland Trails Regional Park Committee. Proposals were received from three design firms—WSB, SFR and HKGi. WSB was selected. Their proposal had the best project understanding and a demonstrated team experience for all aspects of the scope of work,including landscape architecture,mechanical, and electrical engineering. The WSB proposal also outlined the connection trails required to establish ADA accessibility to the new play features. The goal is to have construction documents ready in time for bidding by late March. The consultant fees for this project were budgeted in the Park Improvement Fund. Woodland Trails Regional Park Committee Site Visit The Woodland Trails Regional Park Committee had a site visit to Woodland Trails on November 29. The location of the play features incorporated in the grant were reviewed. The regional park status required a master plan,which was approved by the city council, and the grant application cited the master plan for our grant award. FOIEHEO HY N:\Departments\Parks and Recreation\Commission\Packets\2018\12-12-18 PRC Packet\Director's Report 12-12-18.docx NATURE Wayfinding A wayfinding project update was presented by Superintendant Sevcik to the Commission in November. At the meeting, Chair Anderson recalled a recommendation for horizontal park signs by the Commission.Attached are the 11-17-15 meeting minutes that do not specify a preference for vertical or horizontal signs. The bid documents were approved by the Council in June of 2017 and design changes were made by Council in July of 2017. The wayfinding project took over five years to complete with many Commission and City Council meetings and updates. Elk River-Opoly The department recently decided to engage in a new advertising approach brought to our attention by the Elk River Star News. The Star News created and is selling a limited edition game called Elk River-Opoly,based on the game Monoply O. The Railroad properties represent 4 major parks in our city,Rivers Edge Commons,Woodland Trails,Hillside,and Orono. The playing cards feature a picture of each park,along with the city logo,park address,website and phone number.As an added bonus, the Star News created a customized fate/destiny card. Sample is attached.The intent of this project is to capture the attention of current and potential park users,taking them from being curious/unaware to engaging in the parks system or eventually with programs. The Star News also asked if we had any pictures "that show the beauty of the city and our community", so the majority of the photographs on the outside of the box were submitted by the department. The Star News is selling the customized board game with an Elk River twist for only$26.99 plus tax at their location or online at their website. Merry Christmas and Happy New Year!! N:\Departments\Parks and Recreation\Commission\Packets\2018\12-12-18 PRC Packet\Director's Report 12-12-18.docx F, Elk - Request for Action River To Item Number Parks and Recreation Commission 4.1 Agenda Section Meeting Date Prepared by Discussion August 8, 2018 Michael Hecker, Parks and Recreation Director Item Description Reviewed by Woodland Trails Regional Park Grant Committee Cal Portner, City Administrator Reviewed by Tim Sevcik, Street and Park Superintendent Action Requested Discussion of the Woodland Trails Regional Park Grant Committee Background/Discussion The parameters and duties of the Woodland Trauils Regional Park Grant Committee were discussed at the City Council Work Session on April 2, 2018. City Council directed the Commission and staff that the Committee be made up of 10-12 people representing specific interests, that a staff person take minutes and the Committee should report directly to the Commission. It is expected that the Commission will identify the specific stakeholders or groups to be on the committee and who specifically should represent these groups. The representatives are to give specific feedback to the Commission during the dates outlined in the below timeline. The Committee should meet prior to the Regular or Specific Meetings that are identified in the timeline. It is possible that additional meetings may be scheduled. On December 13, 2017, the Commission was informed the Greater Minnesota Regional Parks and Trails Commission (GMRPTC) approved full funding of$362,000 for phase I development of Woodland Trails Regional Park (WTRP). In addition to the grant funds, $125,000 was allocated by the city as matching funds for this grant. The specific duties outlined for the Committee based on the grant are the following: • Projects to be discussed (these are the only projects approved in the grant) • Nature-based play area • Medium size picnic shelter (50 person capacity) • Upgrade biathlon range to include archery • Entrance sign, kiosk,wayfinding signage • Buckthorn removal • The Committee and Commission should make decisions based on the WTRP Master Plan as adopted by City Council July of 2016. • Discussion on budgets should match the amounts already approved in the grant. Budgets are set for this project and cannot be changed for any specific area to shift to another area within the grant, additional funds for any individual project would be city funds allocated from the Park Improvement Fund or other city funding source P I w E I E I IT NATURE • Final location for the nature-based play area and picnic shelter should be based on the recommendations in the WTRP Master Plan • All designs must be consistent with the concepts outlined in the WTRP Master Plan • The nature-based play area must meet requirements set forth in Public Playground Safety Standards and Guidelines Field Guide to include impact material specifications, fall zone requirements,ADA requirements, etc. • All constructed facilities must meet state and local building code requirements • Wayfinding signage must be in accordance with the City Council-approved Wayfinding Program and the kiosk and park monument sign must be the type submitted in the grant application The Commission may develop additional duties and parameters for the Committee. Once all of the duties and paramaeters have been discussed, they should be be reviewed and developed for a final list of recommendstions. We hope that the grant contarct will be signed by the DNR by October 1,2018. Staff recommends the following timeline for this project: • September,2018—P&R Commission Special Meeting to review proposed projects • October, 2018—P&R Commission facility tour of nature play areas and picnic shelters • November,2018—Commission Work Session to review nature play areas and picnic shelters • November,2018-February 2019—Buckthorn removal • December,2018—Publish RFP for Design Services • January,2019—Commission Work Session to discuss concept ideas • February, 2019—Public Open House (Commission Special Meeting) to solicit design ideas • March,2019—Review and finalize designs • April,2019—Approve final design • April,2019—Publish RFQ for construction services • May,2019—City Council Approval of construction contract • July-October, 2019—Construction • September-October,2019—Buckthorn seedling treatments Financial Impact None Attachments N/A N:\Departments\Parks and Recreation\Commission\Packets\2018\12-12-18 PRC Packet\Director Report at 1 Woodland Trails Regional Park Grant Committee Duties.docx 1 114*., ik Special Meeting of the Elk River 0 City Parks and Recreation Commission Held at the Elk River City Hall River Tuesday, November 17, 2015 Members Present Chair Anderson,Commission members Ahlness,Holmgren, Kallemeyn,Nystrom,Niziolek,and Sagan Council Liaison: Ms.Wagner Staff Present Parks and Recreation Director,Michael Hecker,Parks and Recreation Manager,Steve Benoit,Recreation Coordinator,Tonya Love,and Communications Coordinator,Rae Ann Gardner I. Call Meeting to Order Pursuant to due call and notice thereof,the meeting of the FA River Parks and Recreation Commission was called to order at 6:30 p.m. by Chair Anderson. 2. Eagle Scout Projects Presentation Mr.Benoit introduced the F2gle Scouts presenting their projects. • Nick Sink, created a 0.16 mile long trail extension at Bailey Point Nature Preserve. Trent Modem,created a stairway and side access trail to access the Great Northern Trail. The side access trail is for bicyclists and handicap access at the Vernon cul-de- sac. David Waldron,created and built the Rice Lake Scenic Overlook deck. Zachary Johnson,restored the Bailey Point Nature Preserve maintenance shed. Conner Armstrong,restored part of the Handke Stadium wall to prevent further erosion. Charlie Blesener,acknowledged Conner's work at Handke Stadium,stating that it is a remarkable transformation. Dillon Earl,restored a partial area of riverbank at Bailey Point Nature Preserve. Eric Toth,Bailey Point Nature Preserve Park Steward,recognized and thanked all the Boy Scouts tonight for their work. Mr. Hecker acknowledged and thanked the Boy Scouts for their hard work on all the • different projects. Parks&Recreation Commission Minutes Page 2 November 17,2015 3. Discuss City Wayfinding Master Plan • Ms.Gardner presented her staff report Stating that the Wayfinding Master Plan is a long term,all-encompassing plan,which fits within the 2014 City Council beautification goals. Sharing examples of the signage created by Visual Connections. Council member Wagner stated the City Council is looking for design direction to then go out get pricing through the RFP process.Asking for commission's recommendation as to what type of signs are preferred for the parks. Commissioner Anderson shared that he sent drawings to a sign company to get an idea of cost The park entrance signs were around$22,000. Mr. Hecker reminded the Commission that there may be other funding sources besides the park improvement fund. Council member Wagner shared that the parks signs benefit the whole community, and the signs would be covered by other budget line options. Commissioner Niziolek expressed caution to not install too many directional signs, due to the technology people have access to on their smartphones. Commissioner Anderson stated he thought the public would be better served by an electronic app to get to the parks. • Commissioner Niziolek stated he was nervous about a huge investments into signs and wants to keep the cost to a minimum. Commissioner Anderson expressed that no matter where the money comes from it is still$22,000 and makes it not available for something else. Strive for quality,but what it costs should be part of the decision making process. Commissioner members discussed field stone options. Council member Wagner shared that staff is looking for design direction to get rfp's. Mr.Hecker shared that the new Parks Superintendent,Tim Sevalr is excited about the wayfinding plan as it will help bring more people into the parks. The signs are an effort to make things easier for community and visitors in finding our parks. Ms.Gardner explained that the wayfinding plan builds on the branding the city did many years ago and that the signs are cohesive design. Commissioner Anderson asked for what commission members want in the signs. Commissioner Niziolek expressed they should be field stone,Handke Stadium is a • beautiful place with the field stone. INATLEI 1 Parks&Recreation Commission Minutes Page 3 November 17,2015 IIICommission agreed to wanting Field Stone Commission members discussed vertical versus horizontal type signs,durability, aesthetics,and landscaping around the sings. Holmgren has an issue with no"City of Elk River"on the sign. It only has the river lines. Commissioner Anderson stated he was in favor of wayfinding,not sure about the powered by nature logo. Will it last as long as the parks last?The international symbols are needed. Commissioners agreed that they would like to have city logo or City of Elk River on sign,people may not realize they are in city when at YAC and not to use the Powered by Nature logo.They also prefer to have the word"park"in sign tide. Commission members prefer horizontal signs and shared concern over the use of aluminum. Commissioner Anderson stated he would like a rustic looking sign when he sees park,sharing that he doesn't want a shopping center style sign. • Commissioner Niziolek expressed that there could be a different sign for conservation areas and encouraged a common element within the signs but have a rustic element for William H. Houlton Conservation Area. Commissioner Anderson stated that if the commission wants a$10,000 sign versus a $20,000 sign then having Visual Connections doing a redesign for$10,000 than we have saved on the first sign. Commissioners agreed to recommend the following for the primary park sign • Remove Powered by Nature language • Include city logo or"City of Elk River"on the main body of the sign • Remove the aluminum base. Support the sign with two field stone columns, two concrete posts or one of each. • Move international symbols to the main body of the sign • Remove the blue waves element • When not in a mowed landscape,the elevation of the main body of the sign should be a minimum of 42 inches. Native landscaping is preferred for most park settings. • Add park address to the main body of the park sign • Preference is to use natural field stone as opposed to cultured stone or cut field stone. III Commissioner Anderson stated that the secondary sign would be better served with "City of Elk River"or logo instead of waves. i ® iEAEI I , NATURE • Parks&Recreation Commission Minutes Page 4 November 17,2015 Sue Seeger,Hillside City Park Trail Steward expressed appreciation that Hillside City • Park is a Signature park in the Master Park Plan. Stating that the sign may be too large for the entrance of Hillside City Park. Users tend to find the park by their phones so the sign is not used to locate the park as much as a marker. The kiosk design would not work with the location of trail head and parking lot Ms.Seeger stated the she would like the sign to say"Hillside Mountain Bike Park or TraiF'. Commissioner Anderson expressed his concern about vandalism of the aluminum and the graphics would need to be made of a sturdier material,such as high pressure laminate. Commissioners discussed sign material used and options. Commissioner Anderson stated that the trail map signs could be made with the high pressure laminate that he looked at during NRPA Conference. 13. Adjournment There being no further business,Chair Anderson adjourned the meeting of the Elk River Parks and Recreation Commission at 8:49 p.m. 1,,,, � T � �• '� by Tonya Love. Dave Anderson,Chair Tina Allard,City Clerk S PIiEiE1 11 NAME