01-08-2000 PR MIN - SPECIAL
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ELK RIVER PARK AND RECREATION
COMMISSION RETREAT MEETING NOTES
HELD AT COUNTRY INN AND SUITES
SATURDAY, JANUARY 8,2000
Members Present:
Chair Lana Huberty; Commissioners Dana Anderson, Dave
Anderson, Kuester, Peterson, Westrum and Reitsma
Members Absent:
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 . Settinq 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?)
2. Develop a Five-Year Capital Improvements Budqet
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Tasks:
A. Consider expenditures for Cass/Youth Athletic Fields Development
3. Look for Reqional Park Opportunities
4. Develop Resource Manaqement Strateqies
Tasks:
A. Establish tree preservation standards for public lands.
B. Develop a long-term prairie restoration plan.
C. Establish low maintenance vegetation management strategies.
D. Work with Shiely Companies to preserve additional land east of the
railroad trail.
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January 8, 2000
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5.
Imorove 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.
6. Look for Grant Opportunities to Enhance Trail Development
7. Continue and expand Park of the Month for both existina and new parks
and involve the Public
Tasks:
A. Review Windsor Park and Meadowvale 40 acre Park.
8. Improve Park Siqnaqe, including park boundary and identification sians
Tasks:
A. Develop park identification signs.
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9.
Continue Partnerships with Community Organizations
Tasks:
A. Encourage more Commissioner involvement on specialized projects
and in specific project 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 majority of the Commission's time during 2000.
2. 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:
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1 . Does every park need every facility?
2. Would it be better to identify 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 between neighborhood parks? What
should be considered the barriers to walking?
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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 (Le., 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. Identify 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 historic Elk River
events and what would be the development policy for those parks?
7. Consider population density, both existing and proposed and identify park
needs for those 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.
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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.
3.
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 $480,000 is in park
development and $146,000 is in trail development; $120,000 to be used in Trott
Brook Farm. $164,000 will be dedicated solely to the development of amenities in
Trott Brook Park in 2000.
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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
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a large playground structure in some park to be identified through the Master
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:
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1.
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5.
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8.
Playground - Country Crossings 3rd
Undeveloped park improvements
Amenities in Country Crossings 3rd
Country Crossing 1 sl improvements
Meadow Park play structure
Landscaping Mississippi Oaks
Improvements to the open field at 191s1 1f2 Av.
Design work for youth athletic complex
$30,000
10,000
1,750
9,000
1,000
2,800
3,000
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.
4. Discuss Commission's Role in Proqramminq
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 that the Commission may
want to take a more proactive role in suggesting programs for community
recreation.
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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 Council member on the Community Recreation Board that could bring
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back information to the City Council and to encourage expenditures on behalf
of Community Recreation. To facilitate Council member 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 Council member
Motin. 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:
1 . The Commission would like to see a recap of the 1999 park events that
occurred in parks and the attendance levels.
2. 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
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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:
1 . Adopt-A-Park Program
2. Regular park development features in the City's quarterly newsletter,
The Current
3. Elk River Star News coverage at park openings or dedications
4. Monthly column by staff or Commissioners in the Elk River Star News
5. Continuation of the volunteer appreciation picnic
6. Videotape footage of park development activities for broadcasting on
the City's cable channel.
7. 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 the 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.
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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,
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but large numbers of volunteers will require coordination and management by
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 9th (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:
1.
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.
2. The Commission would like to share the proposed capital improvements/
budget and discuss the Commission's proposed spending philosophy with
the Council.
3. 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,
/l/LrlAdi yJ;t~4/t; otIkA-
Michele McPherson
Director of Planning