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04-11-2001 PR MIN . . . MEETING OF THE ELK RIVER PARK AND RECREATION COMMISSION HELD AT THE ELK RIVER CITY HALL WEDNESDAY, APRIL 11, 2000 Members Present: Chair Kuester; Commissioners Dana Anderson, Dave Anderson, Huberty, Peterson, Reitsma, and Sladek Members Absent: None Staff Present: Michele McPherson, Director of Planning; Terry Bye, Park Foreman; Chris 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. 1.a. Election of Chair and Vice-Chair Commissioner John Kuester was unanimously voted Chair of the Park and Recreation Commission for the term of April 2001 to March 2002. Commissioner Tim Sladek was voted Vice-Chair of the Park and Recreation Commission for the term of April 2001 to March 2002, with 4 votes for Commissioner Sladek and 3 votes for Commissioner Duane Peterson. 2. Consider 4/11 /01 Park & Recreation Commission Aaenda COMMISSIONER DANA ANDERSON MOVED TO APPROVE THE APRIL 11,2001, PARK & RECREATION AGENDA WITH THE FOLLOWING ADDITIONS: ITEM 5. -INTRODUCE NEW PARK PLANNER ITEM 6. - COMMISSIONER DAVE ANDERSON REQUEST ITEM 7. - LONG-TERM YOUTH ATHLETIC COMPLEX DEVELOPMENT PLAN ITEM 8. - GAGNE PARK LETTER TO HOMEOWNERS COMMISSIONER PETERSON SECONDED THE MOTION. THE MOTION CARRIED 7-0. 3. Consider Minutes of 3/14/01 Park & Recreation Commission Meetina COMMISSIONER SLADEK MOVED APPROVAL OF THE MARCH 14,2001, PARK AND RECREATION COMMISSION MEETING MINUTES WITH THE FOLLOWING CORRECTION: ITEM 2. CONSIDER AGENDA - STRIKE THE LANGUAGE "WHY THE TRAIL ON TWIN LAKES ROAD WAS CONSTRUCTED" COMMISSIONER DANA ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 7-0. Park & Recreation Commission Minutes April 11. 2001 Page 2 . 4. Park & Recreation Commissioner to Attend April Plannina Commission and City Council Meetinqs a. Commissioner Dana Anderson will attend the April 16, 2001 City Council meeting. b. Commissioner Reitsma will attend the April 24, 2001 Planning Commission meeting. Director of Planning Michele McPherson introduced the new park planner/planner. Chris Leeseberg, at this time. 7. Area Recreation Update Michele Bergh was unable to attend the meeting and will present a report at the May 9th meeting. Ms. McPherson stated that Ms. Bergh and her staff are working on the summer brochure which will be delivered April 25th. She noted that the Community Recreation Annual Report is included in the Commission's packet. . Commissioner Dave Anderson stated that he met with Michele Bergh and the Director of the Boys and Girls Club to discuss a project to plant wildflowers and grasses in Woodland Trails Park. 8. Park Development Proqress Report . Terry Bye stated that his crew was able to utilize the County's bucket truck and an operator to trim trees in Country Crossings 1 st Addition Park. including two large dead oak trees. He stated that they were not able to finish because of the frost leaving the ground. . A photo of the serving counters constructed by the streets/parks employees was provided. The counters are approximately 5 feet long three feet high and are made of decking material. The Commissioners felt the serving counters would be an asset to the shelters and recommended they be installed. Mr. Bye also displayed a photo of the benches built by the street crew over the winter. He stated that the 20 benches will be placed on a concrete slab and will likely be installed the end of May. . Mr. Bye displayed a sample sign made by his department to be placed in Gagne Park. The Commission suggested that a phone number be included for people to report any illegal activities in the park. Commissioner Dave Anderson asked if the boulders which were placed in the park could be spread out more. Mr. Bye stated that they could when time permits. . Commissioner Dave Anderson asked if Phil Hals was able to contact the mountain bikers' group to post signs for opening of the trails. Mr. Bye stated that he was not aware if Phil had talked with them. Ms. McPherson stated that she will contact them bye-mail. Commissioner Reitsma stated that dirt bikers are using the mountain bike trails and are tearing them up. Terry Bye stated that he will be putting up "no motorized vehicles" signs and park boundary signs. . . . Park & Recreation Commission Minutes April 11. 2001 Page 3 Commissioner Dave Anderson asked if there was any way to increase security at the park. Ms. McPherson stated that she will discuss this issue with staff. 9.B.1. Concept Plan - Holzem Property Director of Planning Michele McPherson explained that staff has been working with Gold Nugget Development regarding park and trail requirements for the Holzem property. The property is approximately 75 acres in size and is located at the southwest corner of Fillmore street and County Road No. 12. The developer is proposing a total of 198 units of residential; Y2 town homes and Y2 single family homes. Based on previous comments from the Commission, a ten percent land dedication (7-1/2 acres) was desired. The developer has indicated a trail connection between the multi-family and the park. Staff has suggested a sidewalk or trail connection from County Road 12 to Fillmore Street. Discussion followed regarding a trail along County Road 12. Ms. McPherson stated that Sherburne County has determined this area to be a rural section and is not interested in a detached trail. She felt that a trail on the shoulder may be possible. Commissioner Reitsma asked if the County was aware of how many homes are proposed for this development. Ms. McPherson stated that they have been advised of the developer's plans. Discussion followed regarding providing additional trail connections to the park. Commissioner Peterson expressed his concern that there were a significant number of homes which would abut the park. He stated that in other parks where this occurs, there have been issues with park boundaries and location of playground equipment or other park improvements. Ms. McPherson stated that the park boundaries would be staked when the lots are staked and the boundary signs should be in place so that potential buyers are aware of the park. Commissioner Sladek questioned if there was any concern with the locating the park near the power lines. The Commissioners were in agreement that the park should be shifted slighted to the north and bounded on two sides by public streets. COMMISSIONER DAVE ANDERSON MOVED TO APPROVE THE PARK CONCEPT FOR THE HOLZEM PROPERTY TO REQUEST A TEN PERCENT LAND DEDICATION (APPROXIMATELY 7 V2 ACRES), WITH A TRAIL EASEMENT ALONG FILLMORE STREET, COUNTY ROAD 12, AND TO THE SOUTH OF THE PLAT FOR A POSSIBLE FUTURE TRAIL CONNECTION. COMMISSIONER DANA ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 7-0. 9.C.1. Update on Phones in Park Terry Bye stated that staff has located a vendor in Florida who provides refurbished pay phones at a cost of $321 per phone, which includes shipping. The phones can be set up to prohibit incoming calls and to allow free 911 calls. Two phones are suggested; one for Orono Park and one for ERY AC. . . . Park & Recreation Commission Minutes April 1], 2001 Page 4 Commissioner Reitsma stated he did not feel the pay phones were necessary, since so many people today have cell phones. COMMISSIONER DANA ANDERSON MOVED TO RECOMMEND PURCHASE OF TWO REFURBISHED PAY TELEPHONES; ONE FOR ORONO PARK AND ONE FOR ERYAC AT A COST OF $321 PER PHONE. COMMISSIONER PETERSON SECONDED THE MOTION. THE MOTION CARRIED 6-1. Commissioner Reitsma opposed. 9.C.2. Park Brochure Work Plan Michele McPherson reviewed park brochures from other communities. Commissioner Peterson stated that the cost for 5,000 of the smaller maps would be approximately $1 ,300 and 15,000 would be $2,000 plus. 5,000 of the large maps would cost approximately $1 ,900 and $3,300 for 15,000 maps. Ms. McPherson stated that any renaming of parks should be done before the maps are printed. Commissioner Reitsma stated that he felt 5,000 maps would be adequate to start with. Commissioner Huberty stated that she is in favor of the larger size map. She suggested that a "blow-up" of Woodland Trails be featured on the back of the map. Commissioner Dave Anderson stated that he liked the Minnetonka map which included a legend. He agreed with the idea to have Woodland Trails Park on the back. Commissioner Dana Anderson liked the smaller size map, since it could be folded up easily and placed in a pocket. Commissioner Pederson suggested including future designated park areas. Commissioner Dave Anderson felt that anyone interested in future parks should be looking at the Master Park Plan. Commissioner Pederson suggested that all streets and trails be highlighted or color-coded, showing routes through the city. Ms. McPherson suggested highlighting Orono Park on the back of the map, as well, and to include park regulations, a legend, information on how to rent shelters, etc. Staff will continue to work on this project and update the Commission at a future meeting. 9.C.3. Snowmobile Trail Damaae ReDort Terry Bye, Park Foreman, stated that there are many areas of the city's trails which have been damaged by snowmobiles. Most of the damage has occurred because snowmobilers failed to use the designed snowmobile crossings. He displayed photos of damage, noting that a wide area approximately 100 feet long was ripped up on the trail located near the bowling alley. Mr. Bye stated . . . Park & Recreation Commission Minutes April 1], 2001 Page 5 that wherever snowmobiles had to stop there was damage: everywhere there was an intersection or where they had to cross a road. Any where studs were used, there was damage. He stated that all the city trails have been damaged, except where there was little use. Chair Kuester stated that the Commissioners previously decided to review the trail damage and then to form a subcommittee to review options for dealing with the issue. It was the consensus that representatives of the Police Department, Planning and the Streets/Parks Department, Park and Recreation Commission, and Snowmobile Club would serve on this subcommittee. Commissioners Dave Anderson and Peterson volunteered to serve on the subcommittee. Ms. McPherson stated that this issue is scheduled for August in the Park and Recreation Commission work plan. Lori Collins of the River City Snow Riders asked Terry Bye how the areas held up where the club placed the belting and wood chips. Terry Bye stated that the two methods seemed to work well but these areas were not used very heavily. He felt there were other areas where they would work well. Ms. Collins thanked the street department for removing the wood chips off the trails for them. 9.CA. Status Reoort - Park Deoartment Subcommittee Ms. McPherson explained that the Park Department Subcommittee prepared the a list of questions for consideration. The Commissioners reviewed the questions and revised them as follows: 1. Why are we suggesting a change? If we stay the same, what is missing? (Positive and negative) 2. What will be different when a change is complete? Define the role of: a. Park Director b. Park & Recreation Director c. Recreation Director 3. How will the new department be organized? (What components and staff that we already have will be utilized in this new structure?) 4. What is the cost of making these changes? (what monies are available to aid in the transition?) a. b. What is the cost benefit of making these changes? (what monies will be saved in planning staff time, grants, etc.) 5. Implementation schedule? The Subcommittee will come up with answers to these questions and the information will be presented to the Park and Recreation Commission for their input, possibly at the July meeting. Ms. McPherson explained that the goal is to present a proposal to the City Council in September and ask for a Park & Recreation Commission Minutes April I!, 2001 Page 6 . recommendation in October. She noted that the Subcommittee will be touring the City's current operation in May. 10. Information/Update Items This information was presented to the Commissioners in their packets. No action was required. 1. Park Dedication Fund Balance 2. River City Snow Riders Newsletter 3. Article - Woodbury Land Acquisition 4. School Board Minutes March 13,2001 5. Ski Trail Groomer 5. Commissioner Dave Anderson Items Commissioner Dave Anderson reviewed the following requests for action by the Commission: a. Request to purchase seed at a cost of $220.00 in order to complete a volunteer project to seed Maple Hill, starting at the Biathlon range, in Woodland Trails Park. b. Request to approve a volunteer project to burn prairie areas in Woodland Trails and Gagne Parks. . c. Request to approve gopher trapping in Woodland Trails as an on-going project, paying $5.00 per gopher, for up to 30 gophers per year. d. Request to approve crack-filling on city trails by STS (sentence-to-serve) juveniles as a on-going project. Ms. McPherson noted that the property owners adjacent to Gagne Park should be notified of the burns. Commissioner Dave Anderson stated that notification is required as part of the variance granted by the DNR to conduct the burns. COMMISSIONER HUBERTY MOVED TO RECOMMEND APPROVAL OF THE FOUR PROJECTS PRESENTED BY COMMISSIONER DAVE ANDERSON AS LISTED IN THE MINUTES. COMMISSIONER PETERSON SECONDED THE MOTION. THE MOTION CARRIED 7-0. 7. Long-Term Youth Athletic Complex Development Plan Ms. McPherson explained that a meeting will be scheduled with the representatives of the youth athletic associations to discuss issues associated with the Youth Athletic Complex, including future improvements and identify a time line for completion of improvements. Commissioner Dave Anderson felt it would be important to have input from the Minnesota Sports Federation. . . . . Park & Recreation Commission Minutes April 1 L 2001 Page 7 Ms. McPherson explained that Michele Bergh will be meeting with the youth athletic association representatives on April 19th at 7 p.m. It was the consensus to schedule the meeting for May. Commissioners Dana Anderson, Dave Anderson, and Commissioner Sladek will attend this meeting. Staff who will plan to attend include Pat Klaers, Phil Hals, and Terry Bye. 8. Gaane Park The Commission reviewed a draft letter from Phil Hals, Street/Park Superintendent, to the homeowners adjacent to Gagne Park. The letter asks the residents to help preserve the native grasses and wildflowers by notifying the City of dumping or use of motor vehicles in the park. The Commissioners made two minor changes in the letter and unanimously recommended approval to send the letter out. 11. Update on 3/19/01 City Council Meetina Commissioner Sladek reported on park issues discussed at the March 19,2001 City Council meeting. 12. Update on 3/27/01 Planning Commission Meetina Commissioner Dana Anderson stated that there were no park issues on the March 27th Planning Commission agenda. 13. Other Business a. Special Meeting - The Park and Recreation Commission will meet on April 17, 2001, at 7:00 a.m. to discuss the joint meeting with the City Council on April 24th. b. Rails and Trails Committee - Commissioner Peterson noted that the Rails and Trails Committee is looking for additional representatives to serve on the committee. 14. Adiournment There being no further business, COMMISSIONER REITSMA MOVED TO ADJOURN THE MEETING. COMMISSIONER DANA ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 7-0. The meeting of the Elk River Park & Recreation Commission adjourned at 9:30 p.m. Respectfully submitted, D/J/f{e dudJ~~ Debbie Huebner Recording Secretary