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08-09-2000 PR MIN . MEETING OF THE ELK RIVER PARK AND RECREATION COMMISSION HELD AT THE ELK RIVER CITY HALL WEDNESDAY, AUGUST 9, 2000 Members Present: Chair Kuester; Commissioners Dana Anderson, Dave Anderson, Huberty. Reitsma, Sladek and Westrum. Commissioner Peterson arrived at 7: 10 p.m. Members Absent: None Staff Present: Michele McPherson, Director of Planning; Phil Hals, Street/Park Superintendent; Debbie Huebner. Recording Secretary 1. Call Meetina To Order Pursuant to due call and notice thereof. the meeting of the Elk River Park and Recreation Commission was called to order at 7:00 p.m. by Chair Kuester. 2. Consider 8/9/00 Park & Recreation Commission Agenda COMMISSIONER DANA ANDERSON MOVED TO APPROVE THE AUGUST 9,2000, PARK & RECREATION AGENDA WITH THE FOLLOWING CHANGE: . - 9.A.1. - BIATHLON FALL FESTIVAL - POSTPONED TO THE SEPTEMBER 13, 2000 PARK AND RECREATION COMMISSION MEETING COMMISSIONER DAVE ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 7-0. 3.a. Consider Minutes of 7/12/00 Park & Recreation Commission Meeting COMMISSIONER DANA ANDERSON MOVED APPROVAL OF THE JULY 12,2000, PARK AND RECREATION COMMISSION MEETING MINUTES WITH THE FOLLOWING CORRECTION: - LIST COMMISSIONER REITSMA AS PRESENT COMMISSIONER REITSMA SECONDED THE MOTION. THE MOTION CARRIED 7-0. 3.b. Consider Minutes of Soecial Joint Meetina with the Plannina Commission on 7/12/00 COMMISSIONER DAVE ANDERSON MOVED APPROVAL OF THE JULY 12,2000, SPECIAL JOINT MEETING MINUTES. COMMISSIONER REITSMA SECONDED THE MOTION. THE MOTION CARRIED 7-0. 4. Park & Recreation Commissioner to Attend Auaust Plannina Commission and City Council Meetings . Park & Recreation Commission Minutes August 9, 2000 Page 2 . a. 8/21/00 City Council Meetina Commissioner Sladek will attend the August 21,2000, City Council meeting. b. 8/22/00 Plannina Commission Meetina Commissioner Dave Anderson will attend the August 22, 2000, Planning Commission meeting. Commissioner Westrum will attend the November 28th Planning Commission in place of Commissioner Dave Anderson, and the December 18th City Council meeting. 5. Open Mike No one appeared for this item. 6. Hearinas/Neiahborhood Discussions - None 7. Area Recreation Update Michele McPherson briefly reviewed the Area Recreation update provided by Michele Bergh, who was attending the Otsego Park and Recreation Commission meeting. Items included summer programs/registrations, Entertainment in the Park, staffing, community festivals and fall programming. Commissioner Peterson arrived at this time (7:10 p.m.) . 8. Park Development Progress Update Phil Hals provided photographs of the playground equipment being installed at Lions Park, Country Crossings Third Park and Deerfield 4th Park. Mr. Hals noted that the concrete will be filled in and a bench will be added at Country Crossing 3rd. Also, there are Red Oaks in Deerfield 4th that will have to be removed. A video of the barn moving, Lions Park playground equipment installation, and Korean War Memorial by Jerry Palmer was shown at this time. Mr. Hals discussed plans for the barn at Trout Brook Farms Park. He noted that the carpenter will be working on the joists and knee wall next week. Commissioner Dana Anderson asked if some type of publicity was planned for the new playground equipment in the three parks. The Commissioners discussed having some type of ribbon-cutting celebration. COMMISSIONER HUBERTY MOVED TO ASSIGN CHAIR KUESTER AND COMMISSIONER PETERSON THE TASK OF ORGANIZING SOME TYPE OF CELEBRATION IN LIONS PARK, COUNTRY CROSSINGS 3RD PARK, AND TROUT BROOK FARMS PARK. COMMISSIONER WESTRUM SECONDED THE MOTION. THE MOTION CARRIED 8-0. 9.B.l. Administrative Subdivision Reauest by City of Elk River. Case No. AS 00-5 . Michele McPherson explained that the City of Elk River proposes to subdivide Lot 1, Block 1, Country Crossing Business Center 2nd Addition into two parcels; one lot Park & Recreation Commission Minutes August 9, 2000 Page 3 . for a proposed multi-tenant building for investment purposes. and the other lot for a single tenant building proposed to be the new home of Track of the Wolf. Track of the Wolf is currently located in Osseo and is owned by an Elk River couple. Since park dedication fees were not collected at the time the property was originally plat. park dedication fees will be collected for the 4.3 acre parcel at the rate of $2.000 per acre. These fees will be paid by the Economic Development Authority. COMMISSIONER WESTRUM MOVED TO RECOMMEND THAT PARK DEDICATION FEES FOR THE REQUEST BY THE CITY OF ELK RIVER FOR AN ADMINISTRATIVE SUBDIVISION BE IN THE FORM OF CASH ($8.600.00) COMMISSIONER PETERSON SECONDED THE MOTION. THE MOTION CARRIED 8-0. 9.B.2. Conceot Review - Meadowwoods Michele McPherson reviewed the concept proposed by Lyman Construction for a 41 lot cluster subdivision to be located south of Windsor Park and west of County Road 1 (Meadowwoods Village). She discussed street and trail connections to Windsor Park and County Road 1. She noted that staff has proposed the developers work together to pave the trail connection between Windsor Park and Meadowwoods. as opposed to a woodchip trail. Staff recommends a cash dedication at the rate of $33.600 (27 lots x $1.400). . The Commissioners discussed the possibility of continuing the trail along County Road 1. through the Windsor Park community gardens and septic area. Ms. McPherson explained that the City would need to obtain an easement from the developer and pay for it with trail funds. It was suggested that the trail easement be obtained but the trail would not be constructed until additional easements were obtained along County Road 1. The Commissioners also discussed obtaining park land for this development. rather than accepting cash dedication. Commissioner Huberty suggested that the Windsor Park property would have a more passive use. and park land in Meadowwoods Village could have a more active use. The Commissioners supported the connection between the two developments. The consensus of the Commissioners was try to obtain a trail easement along County Road 1 and to request 5 acres be dedicated for park land. Ms. McPherson stated that she will inform the developer of the Commission 's discussion and they will have an opportunity to review the plat when formal application has been made. 9.C.1. Discuss Formation of a Park & Recreation Deoartment . Chair Kuester explained that this topic was scheduled as a result of some discussion at the February joint meeting with the City Council. as well as by the Park and Recreation Commission at their July meeting. Chair Kuester suggested that other communities of similar size to Elk River be surveyed. asking such questions as whether or not they have a separate parks department. why they are separate. whether or not they are responsible for programming. infrastructure. planning and land acquisition. number of employees. level of supervisory support Park & Recreation Commission Minutes August 9. 2000 Page 4 . and size of budget. Chair Kuester noted that Vice Chair Pederson has offered to draft the survey when questions have been determined. Commissioner Westrum felt it was important to distinguish "built-out" cities versus "growth" communities when determining which cities to survey. Commissioner Peterson felt it was important to find out from the communities which have separate departments, at what point they made the separation, and what benefits have been gained through the process. Commissioner Westrum suggested that the survey also ask how the separation of the two departments was funded and at what cost. Commissioner Huberty suggested that Mr. John Guebar be contacted. She explained that she met Mr. Guebar at an MRP Conference. Mr. Guebar helps cities structure park and park/recreation departments. Commissioner Peterson stated he would like to know what was the driving force in creating separate departments. Ms. McPherson felt that Mr. Guebar would have this type of information in his data base. . Chair Kuester asked if Phil Hals was comfortable with the Commission pursuing this issue. Mr. Hals questioned what the Commission hoped to gain from creating separate departments. Chair Kuester stated that he felt that at some point the size and rate of growth in Elk River. separation of the departments would be warranted. He stated that he was unsure at what point that change would need to be made; if the city should wait until the street/park department and recreation department became so overloaded they could not keep up, or a crisis situation arose. He questioned how far Mr. Hals felt his department could be stretched to keep up with the demands. Commissioner Huberty stated that the Commission needs to determine if they are considering a "parks" only department or if it would be "park and recreation" which would include programming. Commissioner Dana Anderson noted that he was aware the City Council discussed the possibility of a park and recreation department when the changes were happening in the community recreation joint powers structure. He stated that making this type of change in structure would need to be planned into the City's budget well in advance. He did not feel it was fair to the Planning Department nor Mr. Hal's department to stretch them in so many different directions. Commissioner Sladek indicated that in the City he works for, the parks department works with community recreation, and does its own planning, grants and maintenance. He felt it is more appropriate for a parks department to do their own planning, rather than imposing park planning on the City's planning department. . Commissioner Peterson felt that a full-time parks director would be able to oversee work being done, and to pursue grants. Phil Hals stated that there are very few grant opportunities available at this time. Park & Recreation Commission Minutes August 9. 2000 Page 5 . Discussion followed regarding requesting Mr. John Guebar's assistance. It was the consensus of the Commissioners that staff contact Mr. Guebar to see if he would be available to attend the next Park and Recreation Commission meeting, and if a fee would be charged. Ms. McPherson will advise the Chair and Vice Chair of Mr. Guebar's response. Ms. McPherson felt that funding could be found if a fee was required. 9.C.2. Reaional Park Coalition Ms. McPherson explained that the City Council has directed staff to encourage the Park and Recreation Commission to facilitate a meeting with neighboring commissions to discuss a possible partnership to complete a regional park plan for Eastern Sherburne County. The Commissioners discussed a plan of action. The consensus of the Commissioners was to send a letter to the surrounding communities to find out if there was interest in establishing a coalition. Chair Kuester felt the proposal would have a moderately low priority at this time, since the project would require much planning, work and staff time. Staff will place this item on the October or November agenda. 9.C.3. Aporove Woodchip Trail Standard Phil Hals stated that an eight foot wide trail is more economical to construct. He felt that the eight feet width is necessary to allow trail users to pass comfortably. . Commissioner Sladek stated that he is aware of other cities requiring 8 foot wide trails so that they can be used for emergency vehicles. Commissioner Reitsma stated that his idea of a woodchip path is placing woodchips no more than 4 inches deep, directly on the existing soils without any excavating. Discussion followed regarding a six foot trail versus an eight foot trail standard. Commissioner Dave Anderson felt the sides should be restored with prairie grass. He stated that there are two different types of prairie which can be used; 8"-12" woodland prairie or 3"-6" prairie plantings. Phil Hals stated that the vegetation on the sides of any trail will grow toward the sunlight and could end up covering quite a bit of the trail edges. He stated that he would prefer to mow the sides of the trail to keep the edges more defined. COMMISSIONER DAVE ANDERSON MOVED TO APPROVE THE STANDARDS FOR WOODCHIP TRAILS AS ATTACHED TO THE MEMO DATED AUGUST 9, 2000, WITH THE FOLLOWING CHANGES: MAXIMUM 6 FOOT WIDE PATH WITH NO EXCAVATION; WOOD CHIPS PLACE ON TOP OF EXISTING SOILS; 2' TRAIL EDGE RESTORED WITH SHORT GRASS PRAIRIE SEED. COMMISSIONER DANA ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 8-0. 9.CA. Draft lO-Year CIP Budaet . An update will be provided each month on this item. Park & Recreation Commission Minutes August 9, 2000 Page 6 . 10. Information/Update Items (No discussion or presentation unless reauestedl 1. Charest Property 2. Meadowvale Townhomes Trail 3. Devine Barn 4. Shoreview Trails 5. Letter from Tim Edgeton, County Forester 6. East Metro Trailblazer 7. Park Dedication Fund Balance 11. Update on 7/17/00 Citv Council Meeting Commissioner Huberty provided an update on the July 17,2000, City Council meeting. 12. Update on 7/25/00 Planning Commission Meetina Commissioner Sladek provided an update on the July 25, 2000, Planning Commission meeting. 13. Other Business Commissioner Westrum asked if the Hillside trail will be connected to the new plat. Woods at Hillside. Ms. McPherson stated that it will be connected. . Commissioner Dana Anderson asked if the signs have been installed in Lafayette Woods. Phil Hals stated that the signs have been installed up to the trail. Commissioner Dave Anderson asked that the Commission discussion having two- sided park boundary signs which designate both park property and private property. 14. Adjournment There being no further business, COMMISSIONER REITSMA MOVED TO ADJOURN THE MEETING. COMMISSIONER DAVE ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 8-0. The meeting of the Elk River Park & Recreation Commission adjourned at 8:55 p.m. Respectfully submitted, ~~ Debbie Huebner Recording Secretary .