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04-09-2003 PR MIN . MEETING OF THE ELK RIVER PARK AND RECREATION COMMISSION HELD AT THE ELK RIVER CITY HALL WEDNESDAY, APRIL 9, 2003 Members Present: Chair Peterson, Commissioners Anderson, Nystrom, Kuester, Polston-Hork, Jackett, and Paige Members Absent: None Staff Present: Michele McPherson, Director of Planning; Chris Leeseberg, Planner/Park Planner; Phil Hals, Park/Street Superintendent; T eny Bye, Park Foreman; Michele Bergh, Recreation Manager; Jessica Miller, Recording Secretary 1. Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk River Park and Recreation Commission was called to order at 7:06 p.m. by Chair Peterson. 2. Consider April 9. 2003 Park & Recreation Commission Agenda Ms. McPherson added 9A.3., Presentation by Eagle Scout Scott Dirks. . COMMISSIONER]ACKETT MOVED TO APPROVE THE APRIL 9,2003 PARK & RECREATION COMMISSION AGENDA AS AMENDED. COMMISSIONER NYSTROM SECONDED THE MOTION. THE MOTION CARRIED 7-0. 3. Consider Minutes of March 12. 2003 Park & Recreation Commission Meeting COMMISSIONER KUESTER MOVED TO APPROVE THE MARCH 12, 2003 PARK AND RECREATION COMMISSION MEETING MINUTES. COMMISSIONER ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 7-0. 4. Park & Recreation Commissioner to Attend April Planning Commission and City Council Meetings a. April 21. 2003 City Council Meeting Commissioner Nystrom will attend the April 21, 2003 City Council Meeting. b. April 22. 2003 Planning Commission Meeting Chair Peterson will attend the April 22, 2003 Planning Commission Meeting. . 5. Open Mike No one was present for open mike. PaIk & Recreation Commission Minutes April 9, 2003 Page 2 . 6. Neighborhood Meetings/Discussions: None 7. Park Development Progress Report Park Foreman T eny Bye stated that the picnic tables for Lions Park Center are almost complete. He also stated that staff is working on preparing the mowers and other equipment for the summer season. He stated that the footings have been dug for the concession stand at Y AC. Construction will continue as weather permits. Mr. Bye provided the Commission with a memo highlighting staff projects for spring and summer 2003. 8. aty Recreation Update Recreation Manager Michele Bergh stated that the Recreation swnmer program guide for May - August was delivered with the Star News to residents on Apri12. The program guide was delivered to some of the schools to be sent home with students. This was the largest Recreation program guide with 20 pages. . Ms. Bergh informed the Commission that packets have been sent to current employees regarding available summer hours. An ad will be placed in the Star News and all staff should be on line by the first part of May. Ms. Bergh stated that the Facilities Subcommittee has met monthly since September 2002 and that the Committee's objectives have been met. She stated that it was decided by the Subcommittee that no changes were necessary for the Youth Association Policy or the Lions Park Center Policy. Ms. Bergh presented the following policies to the Commission for recommendation for acceptance and implementation: MSF TOURNAMENTS The aty will continue to use host groups for tournaments. For returning host groups - Fees: Host groups would be responsible for the following items prior to the event: . Concession Stand Rental: $50/ day/stand . Complex Rental: $SO/day/complex . Inventory/Stocking Fee: $100 . MSF JO Fees (if applicable): $100 . Deposit: $500 . Host groups will be responsible for the following items during the event: Any items requested by MSF such as ice cream donations, selling of t-shirts, etc. Host groups will be responsible for the following items after the event: . Percentage of gate fees collected Park & Recreation Commission Minutes April 9, 2003 Page 3 . Amount Collected Amount Due $0-1,000 0% $1,001-1,500 10% $1501-2,000 15% $2,001-2,500 20% $2,501 + 25% . Cost + 10%+6.5%(sales tax) of inventory sold/missing . Replacement cost of any additional items missing/damaged/broken Ms. Bergh reviewed the other responsibilities for host groups operating tournaments. Ms. Bergh stated that as existing host groups decide they no longer are interested in running a tournament or if the Gty gains more tournament for the season, tournaments will open up for new groups. The process for selecting groups will be a lottery system and staff will attempt to notify all groups that might be interested in advance. These new groups would have the option of running the concession stand only as a fundraiser. The policies would be the same with some fewer fees as the Gty will be responsible for running the gate and completing the maintenance during the tournament. . Commissioner Anderson suggested that staff take a look at the cost for the concession stand and that this policy be reviewed again in 2004 to see if groups should get more of the proceeds from the gate fees. Ms. Bergh stated that the Facilities Subcommittee will continue to meet periodically to review policies. COMMISSIONER KUESTER MOVED TO RECOMMEND TO THE CITY COUNCIL THE ACCEPTANCE AND IMPLEMENTATION OF THE MSF TOURNAMENT POLICY AS PRESENTED. COMMISSIONER POLSTON-HORK SECONDED THE MOTION. THE MOTION CARRIED 7-0. Ms. Bergh reviewed the policies and fees for field, park, and shelter use: FIELDS. PARKS. AND SHELTER USE Types of Uses: Shelters Minor Park Use Fields Major Park Use Reservations: All uses require a reservation . Deposits: Only major park uses require a deposit, which will be determined by the Park and Recreation Commission. If paying by check, it will be cashed 2 weeks prior to the event. Park & Recreation Commission Minutes April 9, 2003 Page 4 . Fees: Shelters - Minor Park Use- Major Park Use- $20 resident, $40 non-resident Service option will be available for local non-profit organizations If reserving along with a shelter, there will be no additional fee All other uses: $20 resident, $40 non-resident $0 resident, $40 non-resident Maximum of $500 as determined by the Park and Recreation Commission Fields - Park and Recreation Commission Review: Only Major Park Uses require Commission review COMMISSIONER KUESTER MOVED TO RECOMMEND TO THE CITY COUNCIL THE ACCEPTANCE AND IMPLEMENTATION OF THE FIELDS, PARKS, AND SHELTER USE POLICY AS PRESENTED. COMMISSIONER POLSTON-HORK SECONDED THE MOTION. THE MOTION CARRIED 7-0. . Ms. Bergh stated that the City was approached by the BLAST (Build Land Access Share the Trail) mountain biking group to consider implementing a seasonal pass for non-resident users of Hillside Park. They have, through approval of the Park and Recreation Commission, developed between five and six miles of mountain biking trails within Hillside City Park. A fee of $4 per day or $25 annually was suggested. These are per person fees. The group has volunteered to assist the City in educating users, and if necessary-, policing those that are using the facility without payment. Residents would not be charged a fee, nor would the core group of volunteers within BLAST who are providing trail maintenance and construction. Passes would be available for purchase at the Recreation Department office and a drop box would be available onsite for daily payments. COMMISSIONER POLSTON-HORKMOVED TO RECOMMEND TO THE CITY COUNCIL THE ACCEPTANCE AND IMPLEMENTATION OF THE NON-RESIDENT USER FEES FOR HILLSIDE PARKAS PRESENTED. COMMISSIONER}ACKETT SECONDED THE MOTION. THE MOTION CARRIED 7-0. 9A.1. Community Events: Big Tooth Sweet Tooth 5K Race - Woodland Trails Park Ms. McPherson stated that a letter was received from Bradley Wick requesting use of Woodland Trails Park on Saturday, July 26, 2003 for the Big Tooth Sweet Tooth 5K Cross Countty Race. Ms. McPherson stated that since there have been no issues in the past regarding the conduct of the race participants, staff recommends that permission be granted for the Big Tooth Sweet Tooth Race with the condition that the organizer complete the required paperwork with City Recreation and comply with all conditions regarding signage and fees. . COMMISSIONER NYSTROM MOVED TO APPROVE THE USE OF WOODlAND TRAILS PARK ON SATURDAY,]ULY 26, 2003 BY Park & Recreation Conunission Minutes April 9, 2003 Page 5 . BRADLEY WICK FOR THE BIG TOOTH SWEET TOOTH 5K CROSS COUNTRY RACE WITH THE CONDITION THAT MR. WICK COMPLETE THE REQUIRED PAPERWORK WITH CITY RECREATION AND COMPLY WITH ALL CONDITIONS REGARDING SIGN AGE AND FEES. COMMISSIONER ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 7-0. Commissioner Anderson requested information regarding the use of any funds raised by the event. 9A.2. BMX Update Joe Walters, Treasurer of the Elk River BMX group, provided an update to the Commission regarding the BMX track. He stated that there will be no major track changes this year. Mr. Walters noted that rider count has doubled and the organization has about 40 new members this year. In previous years, the racing schedule has gone through September but this year, weather permitting, the schedule goes until October. . Mr. Walters stated that Zimmerman Hockey donated lights and the BMX organization would like to know if they can put them up at the track. He explained that the organization is not requesting the City's help, only approval to install the lights. It was questioned who will pay the electric bill. Ms. McPherson will check into who currently pays the bill and report back to the Commission. It was the consensus of the Commission to allow the BMX organization to install the lights. Mr. Walters questioned if the organization could have the old bleachers that the Public Works department took down last year. Ms. McPherson stated that the bleachers did not comply with the building code and were discarded because it was not feasible to bring them to code. Mr. Walters also inquired about how he could get promotional items out in the City. Ms. McPherson stated that he could contact Michele Bergh to see about getting included in the brochure. She stated that he could also contact Government Access Cable Producer Kristin Thomas to see about having a bulletin board page or video air on ERtY. Mr. Walters stated that in previous years, City staff has taken care of the mowing and lawncare. He stated that this year he spoke to Phil Hals and he was unsure if staff will have the time to take care of the lawn maintenance this year. Ms. McPherson informed Mr. Walters that he would need to contact Mr. Hals regarding this issue. 9A.3. Presentation by Eagle Scout Scott Dirks . Eagle Scout Scott Dirks Troop 90 provided the Commission with an update on his Camp Cozy project. He stated that Arrow Building Center donated the material for 10 bluebird houses which were built and put up at Camp Cozy. He explained that City assistance is needed to move a wood chip pile and to move some rocks before a spring burn is completed. Mr. Dirks thanked the City for helping with the project. Park & Recreation Commission Minutes Apri19,2003 Page 6 . Commissioner Anderson complimented Mr. Dirks on his work. He stated that the north prairie looks very nice. 9.B.1. Land Use Cases: None 9.C.1. Park/Trail Development Issues: Discuss Riverwalk Concepts Planner Chris Leeseberg presented a conceptual design for a downtown park. Mr. Leeseberg stated that there is approximately 35-40 feet of grade separation from Main Street to the Mississippi River and this will be a challenge in trying to incorporate different uses/features within different areas of the park. Mr. Leeseberg's design included a public gathering area level to the parking behind the existing buildings and heavy natural landscaping between the public space and the river to create a noise buffer. The area would require a vast amount of ramping to provide ADA compliance to a fishing pier, if one were to be constructed. It was questioned who the current property owner of the proposed park area is. Ms. McPherson stated that the property was deeded to the City from the Economic Development Authority for park purposes. . A few suggestions were made but overall, the Commission was pleased with Mr. Leeseberg's concept plan. Ms. McPherson stated that staff will continue to work on the plan and come back to the Commission at future meetings with further details. 9.C.2. Landscaping in Parks - Policy Approval Ms. McPherson stated that the southern boundary for Big Tooth Ridge Park (formerly Lafayette Woods) has been surveyed and Commissioner Dave Anderson has organized a group of volunteers to install the park boundary signs. She stated that a number of property owners have encroached into the park area with sod, shrubs, structures, and retaining walls. Prior to informing the neighbors of the encroachment, staff felt is appropriate for the Commission and the City Council to adopt a formal policy regarding landscape encroachments in City parks. Ms. McPherson presented the following policy for the Commission's consideration: . "The City of Elk River will be responsible for the installation and maintenance of the landscaping in City parks. Landscaping will be appropriate to the use and type of park. Residents may only landscape City parks upon the approval of the Park and Recreation Commission and only if approval has been granted prior to the landscape installation. For those landscapes that encroach into park areas, residents shall be notified in writing and given one year to restore the park to its original condition. In instances where the landscaping includes items such as retaining walls, the encroachment will be evaluated to determine if there is benefit to the park system if it is allowed to remain. The evaluation of the encroachment shall be made by City staff and a recommendation made to the Park and Recreation Commission." Park & Recreation Commission Minutes April 9, 2003 Page 7 . The Commission would like the following statements, or similar statements, added to the above policy: "Encroachments may include vegetative removal without approval on park property." "Trash, dog feces, grass clippings/compost, dumped by residents on City park property shall be removed immediately upon receipt of notification by the City to do so." Commissioner Kuester recommended the Commission approve the concept policy and have staff add the above amendments and have it come before the Commission in May. Ms. McPherson informed the Commission that staff would like this policy to go before the City Council on Monday, April 14, 2003 for approval. Ms. McPherson will revise the policy and send it to the Commissions via email for their approval prior to the Council meetmg. COMMISSIONER ANDERSON MOVED TO RECOMMEND APPROVAL TO THE CITY COUNCIL OF THE ENCROACHMENT IN PARKS POLICY AS AMENDED. COMMISSIONER PAIGE SECONDED THE MOTION. THE MOTION CARRIED 7-0. . 9.C.3. YAC Development Update Ms. McPherson provided the Commission with a development update on YAC. In her update she stated that the contract with Breuer Homes has been signed for construction of the concession stand and footing and foundation work should begin by April 11, 2003. She also stated that staff is working with Girls Softball to find contractors for completion of the interior of the concession stand, including plumbing, electrical, and sheetrock. This work is not included in the 2003 budget so staff hopes to obtain as many donations of labor and materials as possible. 10. InformationlUpdate items (No discussion or presentation unless requested) A. Land Use Cases - None B. Park/Trail Developments: . 1. Park Dedication Fund Balance 2. March Recreation Department Report 3. YMCA Information 4. E-mail; Dan&Colene Verdick 5. Article - Mounds View Skate Park 6. Woodland Trails Donations to Date . Commissioner Anderson asked Ms. McPherson to update the Commission on the Woodland Trails donations. Ms. McPherson Park & Recreation Commission Minutes April 9, 2003 Page 8 . stated that to date, $799.00 has been donated via the donation box at Woodland Trails Park. The money has been placed in the Park Equipment Reserve Fund and will be used for improvements of Woodland Trails Park. 7. 8. Article - Wheelchair User's Suite Memo; Request to Amend CIP Budget 11. Update on March 17.2003 City Council Meeting Commissioner Anderson provided an update on the March 17, 2003 City Council meeting. 12. Update on March 25. 2003 Planning Commission Meeting Commissioner Nystrom provided an update on the March 25, 2003 Planning Commission meeting. 13. Other Business Commissioner Jackett provided an update on the April 1, 2003 Ice Arena Commission meeting. . 14. Adjournment There being no further business, COMMISSIONER KUESTER MOVED TO ADJOURN THE MEETING. COMMISSIONER POLSTON-HORK SECONDED THE MOTION. THE MOTION CARRIED 7-0. The meeting of the Elk River Park and Recreation Commission adjourned at 8:53 p.m. Respectfully Submitted, ~1~ Recording Secretary .