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05-14-2003 PR MIN e MEETING OF THE ELK RIVER PARK AND RECREATION COMMISSION HELD AT THE ELK RIVER CITY HALL WEDNESDAY, MAY 14, 2003 Members Present: Chair Peterson, Commissioners Anderson, Nystrom, Kuester, Jackett, Polston-Hork, and Paige Members Absent: None Staff Present: Michele McPherson, Director of Planning; Chris Leeseberg, Planner/Park Planner; Phil Hals, Park/Street Superintendent; Michele Bergh, Recreation Manager; T eny Bye, Park Foreman; 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 7:04 p.m. by Chair Peterson. 2. Consider May 14. 2003. Park & Recreation Commission Agenda COMMISSIONER PAIGE MOVED TO APPROVE THE MAY 14, 2003, PARK & RECREATION COMMISSION AGENDA. COMMISSIONER KUESTER SECONDED THE MOTION. THE MOTION CARRIED 7-0. e 3. Consider Minutes of April 9. 2003. Park & Recreation Commission Meeting COMMISSIONER}ACKETT MOVED TO APPROVE THE APRIL 9, 2003, PARK AND RECREATION COMMISSION MEETING MINUTES. COMMISSIONER POLSTON-HORK SECONDED THE MOTION. THE MOTION CARRIED 7-0. 4. Park & Recreation Commissioner to Attend May Planning Commission and City Council Meetings a. May 19. 2003. City Council Meeting Chair Peterson will attend the May 19, 2003, City Council Meeting if necessary. b. May 27.2003. Planning Commission Meeting Commissioner Jackett will attend the May 27,2003, Planning Commission Meeting. 5. Open Mike No one appeared for this item. 6A. Neighborhood Meetings/Discussions: Royal Valley Park Concepts e Park Planner Chris Leeseberg presented the Commission and those present with the three concept plans for Royal Valley Park. Ms. McPherson stated that all the adjacent neighbors were invited to the meeting. The three concept plans were included in the meeting invitation. Park & Recreation Commission Minutes May 14, 2003 Page 2 e Chair Peterson opened the public hearing. Dave Burandt, 19118 Tyler Street, stated that his property is adjacent to the proposed park and he is concerned about what type of fence, if any, will be constructed around the park because he has cows. He also questioned what type of water table the city will maintain in the park. Chair Peterson stated that the city does not normally construct fences around city parks. Ms. McPherson explained that Mr. Burandt's situation is unique in that his property is used for agricultural purposes and that the city does not normally construct fences around city parks; but in this case the Commission may want to consider either constructing a fence or completing a joint fencing project with Mr. Burandt. Ms. McPherson also stated that it is not the intention of the city to disrupt the current water table on Mr. Burandt's property. Jack Ellis, 11094 190th Avenue NW, stated that he would like the playground to be positioned in a central location in the park. Mr. Ellis also stated that he believed that this park would be part of the larger city trail system. Commissioner Anderson stated that it will be part of a larger trail system in the future. Commissioner Anderson requested that the concept plan map reflect the future connection. e Barb Burandt, 19118 Tyler Street, stated that she likes the idea of the walking trail so people can enjoy the wildlife and the beautiful scenery. Ms. Burandt also stated that some sort of fence would need to be constructed between her property and the park because of the agricultural uses of the adjacent property. Chair Peterson closed the public hearing. Ms. McPherson indicated that she will add this park to the June or July park tour schedule so all of the Commissioners have a chance to view the location. It was the consensus of the Commission that they liked a combination of options B and C. It was discussed that the playground should be left out of the concept plan at this time and be discussed at a later date. Staff will put together a final plan and bring it back before the Commission. 6.B. Approve Highlands EastlWest Park Plan Michele McPherson stated that per the Commission and Council direction, staff met with neighborhood representatives on Friday, Apri118, 2003, to discuss the overall park concept plan for Highlands EastlW est Parks. The group walked the west half of the East Park area and the east half of the West Park area to determine the best location for an active play area. It was agreed that the best location for an active play area is the easterly portion of Highlands West. Staff has met with a representative from Earl F. Anderson to determine components for the playground. e Ms. McPherson indicated that the Council is concerned with the location of the playground structure in relation to the overhead power line corridors. Ms. McPherson stated that staff believes the distance from the playground equipment to the power line corridor is sufficient. Chair Peterson opened the public hearing. Patk & Recreation Commission Minutes May 14, 2003 Page 3 e David Badger, 19495 Auburn Street, thanked the Commission for bringing this item back into consideration and for letting neighbors be a part of the planning process. Mr. Badger stated that he believes that some people are against parks because of the negative information they hear about parks (ie:, crime). Mr. Badger suggested that the Commission provide statistics or information supporting the benefits of parks in neighborhoods to cltIZens. Chair Peterson closed the public hearing. COMMISSIONER KUESTER MOVED TO RECOMMEND APPROVAL TO THE CITY COUNCIL OF THE HIGHLANDS EAST/WEST PARKAS PRESENTED WITH THE REFLECTION OF A TRAIL CONNECTION TO 195TII CIRCLE ON THE PLAN. COMMISSIONER POLSTON-HORK SECONDED THE MOTION. THE MOTION CARRIED 6-0-1. Commissioner Jackett abstained. 7. Park Development Progress Report Park Foreman Teny Bye stated that Public Works has been working on the skate area at Lions Park. The soil corrections will be started after Memorial Day. e Public Works is working with Elk River Youth Baseball to construct batting cages at Y AC. Mr. Bye stated that Youth Baseball got quotes on the fence and it should be started soon. The Commission viewed a short video on the construction of the concession stand at Y AC. S. Gty Recreation Update Recreation Manager Michele Bergh stated that the final summer program guide is currendy at the printer and will be delivered to the schools at the end of May to go home with the students. The program will be delivered to Elk River residents the first Wednesday of June. Ms. Bergh stated that Recreation is offering many new programs this summer and is also working on many new partnerships with several organizations for summer activities. Ms. Bergh also pointed out the many partnerships currendy in place for recreation programs. Recreation received about 30 applications for summer employment and they have about 15 new positions. Many of the applicants have excellent skills and references. Interviews will take a few weeks and Ms. Bergh stated they will be making decisions by May 20. 9A.1. Community Events: SkSER Update Recreation Manager Michele Bergh presented the skate park plan to the Commission. Members of the SkSER group were in attendance and explained the history of skateboarding and rollerblading, the different phases of the project, and how the current design came about. e Ms. Bergh explained that the total cost for phase 1 of the skatepark is approximately $35,000.00 and the SkSER group is working on the fundraising for this project. A Park & Recreation Commission Minutes May 14, 2003 Page 4 e representative from the SkSER group stated that the group has held concerts at the Emporium, gone to businesses, and sent letters out to raise money for this project. The group has received a $1000 grant from TCF bank towards the project. The group thanked the Commission for taking care of the soil corrections at the proposed skatepark at Lions Park. Ms. Bergh stated that the group will be applying for the Tony Hawk grant. It was questioned why the highest piece of equipment is only 3 feet high. Ms. Bergh stated that those rules are set forth by the League of Minnesota Cities Insurance Trust (IMCIT).LMCIT requires that a Phase 1 skatepark's maximum height is 3 feet. No fence or additional insurance is required. She stated that a Phase 2 skatepark would have higher equipment but it would have to be enclosed and supervised and additional insurance is required; therefore, a small fee would be charged to cover costs. Ms. McPherson stated that the group will come back in a few months to update the Commission on fundraising. The Commission thanked the SkSER group for their hard work and effort in this project. 9 A.2. Lions Park Community Memorial Service e Ms. McPherson stated that the Elk River American Legion, the Elk River-Rogers V.F .W., and the Elk River community are requesting formal approval for the use of Lions Park for Monday, May 26, 2003, (Memorial Day). Ms. McPherson explained that they are requesting use of the park for a Community Memorial Service, which has been held annually for many years. Due to the recent changes in the Park Use Policy, a major park use must be reviewed by the Commission for fees and deposits. She explained that since this event has been held at Lions Park for many years, staff does not believe that a fee or deposit is required. This is a community-wide memorial service and is not used for fundraising or other such purposes. Staff also recommends that the group not need approval for this event in the future. COMMISSIONER]ACKETT MOVED TO APPROVE THE USE OF LIONS PARK ON MONDAY, MAY 26,2003, (MEMORIAL DAY) BY THE ELK RIVER AMERICAN LEGION, ELK RIVER-ROGERS V.F.W., AND THE ELK RIVER COMMUNITY FORA COMMUNITY-WIDE MEMORIAL SERVICE WITH THE CONDITION THAT THE GROUP NOT NEED APPROVAL IN THE FUTURE FOR THIS EVENT. COMMISSIONER NYSTROM SECONDED THE MOTION. THE MOTION CARRIED 6-0. Commissioner Anderson was absent during this vote. 9.A.3. Request for Use of Lions Park by ERHS e Michele McPherson stated that the Elk River High School has submitted a request for the use of Lions Park on June 3, 2003, for a choral program. Over 400 people are expected to attend this event. The City and the School District have an agreement that rental fees or deposits will not be charged to each organization but actual costs can be charged for use of the facility. Staff recommends that the Commission approve the request for the use of Lions Park with no fee or deposit required and with the understanding that attendees will park at Park & Recreation Commission Minutes May 14, 2003 Page 5 e the Elk River High School parking lot and Police Reserves will direct traffic. The School District will be responsible for actual costs for the Police Reserves. COMM:ISSIONER KUESTER MOVED TO APPROVE USE OF LIONS PARK ON JUNE 3, 2003, FOR AN ELK RIVER HIGH SCHOOL CHORAL PROGRAM WITH THE FOLLOWING CONDITIONS: . NO FEE OR DEPOSIT WILL BE REQUIRED . ATTENDEES WILL PARK IN THE ELK RIVER HIGH SCHOOL PARKING LOT AND POLICE RESERVES WILL DIRECT TRAFFIC. THE SCHOOL DISTRICT WILL BE RESPONSIBLE FOR ACTUAL COSTS OF THE POLICE RESERVES. COMMISSIONER POLSTON-HORK SECONDED THE MOTION. THE MOTION CARRIED 7-0. 9.AA. Request for Use of Lions Park by Rivers Christian Academy e Ms. McPherson stated that the Rivers Christian Academy's 9th grade leadership class has requested use of Lions Park on Saturday, May 24, 2003, for a community picnic. The group expects approximately 100 people. The group has already reserved and paid for the band shell and pavilion. The class is also requesting to place a moonwalk in the grass area next to the band shell. Staff believes this qualifies as a major park use and is recommending that the use be approved and no additional fees or deposits be required of this group. COMMISSIONER POLSTON-HORKMOVED TO APPROVE USE OF LIONS PARK ON SATURDAY, MAY 24,2003, BY THE RIVERS CHRISTIAN ACADEMY'S 9TH GRADE LEADERSHIP ClASS FORA PICNIC WITH NO ADDITIONAL FEES OR DEPOSITS REQUIRED. COMMISSIONER JACKETT SECONDED THE MOTION. THE MOTION CARRIED 7-0. 9.A.5. Adopt-a- Park Program Michele McPherson indicated that Darlene Nickols, an Elk River resident, has approached Gty staff regarding the establishment of an Adopt-a-Park program. The program is intended to provide an opportunity for individuals and groups to contribute to the community by making park areas cleaner, safer, and more attractive. Ms. McPherson stated that Ms. Nickols, with staff assistance, is willing to organize, recruit, and meet with prospective volunteers. Ms. McPherson stated that the primary responsibility initially would be for groups to monitor the park on a weekly basis (weather permitting) and to inform staff of park needs, such as vandalism or equipment that needs to be replaced. If volunteers were to elect to propose more intensive projects, staff would bring those to the Commission for formal approval, especially since it is likely that these types of projects would require additional expenditures of City funds. e Ms. McPherson indicated that signage would be placed in the park telling residents to call Gty Hall if they are interested in adopting a park and inquiries would be directed to Ms. Park & Recreation Commission Minutes May 14, 2003 Page 6 e Nickols. Once the park is adopted the sign would be changed to name the group or individual that adopted the park and express thanks to them. Fourteen parks have been identified as ready to be adopted and that number could be 25-30 in the future. Staff recommends that the Commission recommend that the City Conncll approve the Adopt-a-Park program and allow Ms. Nickols to coordinate volnnteers. COMMISSIONER POLSTON-HORKMOVED TO RECOMMEND TO THE CITY COUNCIL THE APPROVAL OF THE ADOPT-A-PARK PROGRAM ALLOWING MS. DARLENE NICKOLS TO COORDINATE VOLUNTEERS FOR THE PROGRAM. COMMISSIONER JACKETT SECONDED THE MOTION. THE MOTION CARRIED 7-0. 9.B.1. Land Use Cases: West Oaks Preliminary Plat. Case No. P 03-04 Ms. McPherson reviewed the preliminary plat of West Oaks. The subject parcel is located west of Waco Street and north of and adjacent to Pinewood Golf Course. The property total is 38.15 acres and of that, 34.17 acres are proposed to be developed with a mix of standard single-family dwellings and attached townhomes. The remaining 3.68 acres will remain vacant nntU the property to the north develops. A wetland complex traverses the site approximately at mid-point, east to west. e The preliminary plat is comprised of 122 attached townhome units and 15 single-family units. The preliminary plat proposes a 2.27 -acre park, of which .36 acres is wetland, in the southwesterly comer of the plat, providing a buffer between the large lot single-family development in Big Lake Township and the proposed West Oaks Development. The City requires 10 percent land dedication, 100% cash dedication, or a combination thereof. Ten percent of the area proposed to be developed is 3.45 acres. The developer is proposing 2.27 acres land dedication and since the City gives no credit for wetlands, the total area eligible for dedication would be 1.91 acres. This is 55% of the possible land dedication. The total cash dedication for the remaining 45% would be $99,551.25. George Sanford from S&Z Development, applicant, was in attendance. Mr. Sanford requested that the cash dedication be used for immediate improvements to the park. Ms. McPherson stated that this would be a similar situation to how the cash dedication was used at Trott Brook Park and this can be discussed by the Commission at a later date. Staff will work with Mr. Sanford on the details of the cash dedication and come back before the Commission in a few months with a plan for the park. Commissioner Paige requested that the developer provide the grading for the park area. Mr. Sanford indicated that grading the park was part of the developer's original plan. e COMMISSIONER ANDERSON MOVED TO ACCEPT LAND DEDICATION OF 2.27 ACRES WITH .36 ACRES DEDUCTED FOR WETLAND AREA, LEAVING A TOTAL LAND AREA ELIGIBLE FOR CREDIT AT 1.91 ACRES AND THE REMAINING IN CASH DEDICATION TOTALED AT $99,551.25. THE DEVELOPER WILL ALSO COORDINATE THE GRADING OF THE PARK PROPERTY. COMMISSIONER KUESTER SECONDED THE MOTION. THE MOTION CARRIED 7-0. Park & Recreation Commission Minutes May 14, 2003 Page 7 e 9.C.1. Park/Trail Development Issues: Consider Revised Maintenance Plan - Oak Savannah Park Ms. McPherson stated that on Monday, Apri114, Councilmember Dietz, Mayor Klinzing and Park and Recreation Commissioners Anderson, Nystrom, and Peterson met with several representatives of the Country Crossing neighborhood regarding the maintenance of Oak Savannah Park. The neighbors were concerned about the overall appearance of the park, the lack of bituminous walking trails, and the habitat for mosquitoes created by the detention ponds. There was no consensus for a solution regarding the park. Ms. McPherson indicated that staff has since met on site to discuss an alternative maintenance plan. Staff is proposing prairie restoration, woodland restoration, and areas to be mowed and maintained as in other parks. The plan includes maintaining the woodchip trails with a 5 foot mowed area on either side and a 3 foot mowed area along the back of the sidewalks adjacent to Orono Parkway. In addition, staff is proposing to establish woodland restoration area adjacent to the residential homes, which would be comprised of native shrubs such as gray dogwood, hazelwood, chokecherry, and other similar species and the introduction of native flowering woodland plants such as mayapple, bloodroot, trilliums, etc. Ms. McPherson also indicated that there is an Eagle Scout that is interested in working with staff to develop a planting plan, budget, and installation schedule for the woodland restoration areas. e Staff requested Commission direction regarding the revised maintenance plan for Oak Savannah Park. The plan should meet the desires of most of the adjacent residents. Once approved, the maintenance plan would be sent to the adjacent neighborhood and work would begin immediately on refurbishing the trails and establishing the mowed areas. Chair Peterson questioned why the plan calls for 5 feet to be mowed on each side of the trail and only 3 feet by the sidewalk. Street/Park Superintendent Phil Hals stated that the idea was that the prairie plants would grow over the path if an ample amount was not mowed. It was the consensus of the Commission to mow 3 feet on each side of the trail and to implement the revised maintenance program. 10. Information/Update items (No discussion or presentation unless requested) A. Land Use Cases - None B. Park/Trail Developments: 1. Park Dedication Fund Balance 2. Elk River B:MX 2003 Race Schedule 3. YMCA Information 4. Woodland Trails Park Dedications 11. Update on Apri121. 2003. City Council Meeting Commissioner Nystrom provided an update on the Apri121, 2003, City Council meeting. 12. Update on Apri122. 2003. Planning Commission Meeting e Commissioner Peterson was not in attendance at the Apri122, 2003, meeting because there was nothing that pertained to the Park and Recreation Commission on the agenda. Park & Recreation Commission Minutes May 14, 2003 Page 8 e 13. Other Business Ms. McPherson provided the Commission with a handout on the Renaissance Fair that is proposed to be held at the Sherburne County Fairgrounds. 14. Adiournment 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 9: 13 p.m. Respectfully submitted, &M1~ Jessica Miller Recording Secretary e e