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08-13-2003 PR MIN . . . MEETING OF THE ELK RIVER PARK AND RECREATION COMMISSION HELD AT THE ELK RIVER CITY HALL WEDNESDAY, AUGUST 13,2003 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; Michele Bergh, Recreation Manager; Phil Hals, Park/Street Superintendent; Rae Ann Gardner, 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 7:23 p.m. by Chair Peterson 2. Consider August 13. 2003 Agenda Item 9.AA, Camp Cozy Update was added. Item 15, Consider Use Agreement with Tiller Corporation was added. COMMISSIONER PAIGE MOVED TO APPROVE THE AUGUST 13,2003 PARK & RECREATION COMMISION AGENDA AS AMENDED. COMMISIONER ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 7-0 3. Consider Minutes of June 11. 2003 Park & Recreation Commission Meeting COMMISSIONER PETERSON MOVED TO APPROVE THE JUNE 11,2003 PARKAND RECREATION COMMISSION MEETING MINUTES. COMMISSIONER POLSTON-HORK SECONDED THE MOTION. THE MOTION CARRIED 7-0. 4. Park and Recreation Commissioner to Attend August Planning Commission and City Council Meetings a. August 18. 2003 City Council Meeting Commissioner Polston-Hork will attend the August 18, 2003 City Council Meeting. b. August 20. 2003 Planning Commission Meeting Commissioner Kuester is unable to attend the August 20, 2003 Planning Commission Meeting. Commissioner Paige offered to attend the meeting. . . . Park & Recreation Commission Minutes August 13,2003 Page 2 5. Open Mike No one appeared for this item. 6. Neighborhood Meetings/Discussions: None 7. Park Development Progress Report Streets/Parks Superintendent Phil Hals stated that the fencing quotes for Fields 5 and 6 at the Youth Athletic Complex have been submitted. Quotes will be going to the City Council Monday night for approval. Work is still being done on the Youth Athletic Complex concession stand. Mr. Hals stated that the BMX track at Baldwin Park is complete. Mr. Hals is waiting for quotes on Lions Park pathway lights. Two slabs of concrete have been poured for the Lions Park Skate Park and the patio outside the double back doors will be poured along with the other slabs for the skate park this week. Mr. Hals also stated that the Trott Brook Barn is sheet rocked and trimmed on the inside. 8. City Recreation Update Recreation Manager Michele Bergh stated that summer programs are winding down and will be complete August 22. The Recreation Department has been surveying participants to gather information on what they liked, didn't like, ideas they might have to help with next year's programming. Next year's Lions Den Summer Camp will have an added feature, making it more of an inclusive program, where participants will be able to choose between activities planned just for Lions Den or attending one of the sports camps during that time frame. Ms. Bergh stated that the Fall September/October 2003 program guide is out and they have already started to take registrations. Firearm Safety is the most popular offering at this point. Family Fright Night will be offered again and the Recreation Department is looking for groups who are interested in helping. Commissioner Anderson suggested more cleaning in the park after the Fright Night event this year. Mrs. Bergh also stated that the MRP A Conference has been moved to the end of September this year and will take place in Bemidji. 9.A.l Community Events: Habitat for Humanity Ice Cream Social Recreation Manager Michele Bergh stated that Vance Zehringer and Stephanie Klinzing requested to hold an ice cream social at Lions Park on September 14th from llam-3pm for Habitat for Humanity. They expect approximately 400 people coming and going during this event. They have requested the Bandshell, the main shelter and the Lions Park Center meetmg room. Park & Recreation Commission Minutes August 13, 2003 Page 3 . Vance Zehringer was in attendance at the meeting to review the request. The Commission questioned if this event will conflict with the Central Lutheran Church Rally Sunday event. Mr. Zehringer stated that he has been working with Central Lutheran Church and does not believe it will be a conflict with their event since their event is held in the morning and people for the Ice Cream Social will be coming and going from 11 a.m. to 3 p.m. COMMISSIONER NYSTROM MOVED TO APPROVE THE USE OF LIONS PARK CENTER MEETING ROOM, MAIN SHELTER AND THE BANDSHELL FOLLOWING THE STAFF RECOMMENDATIONS: 1. THAT THE GROUP MUST COORDINATE PARKING TO ENSURE THAT PARKING ONLY OCCURS WHERE ALLOWED AND THE TRAFFIC FLOWS THROUGH THE PARKING LOT AND ON LIONS PARK DRIVE. 2. NO FEE/DEPOSITS BE CHARGED OUTSIDE OF THE FEES OF $75 FOR BUILDING SUPERVISION, $20 FOR THE BANDSHELL, $20 FOR THE ATTACHED SHELTER AND $50 FOR THE MEETING ROOM. 3. FEES AND DEPOSITS LISTED ARE DUE 14 DAYS PRIOR TO THE EVENT. COMMISSIONER KUESTER SECONDED THE MOTION. THE MOTION CARRIED 7-0. . 9A.2. Community Events: NDSU Cycling Club Recreation Manager, Michele Bergh stated that Brandon Charboneau with the NDSU Cycling Club is requesting the use of Hillside Park for a Collegiate Race on Sunday, September 7 from 10 am - 3 pm. They would like to set up either the evening of September 6 or early Sunday morning before the race. They are expecting 30-50 people to attend. Brandon Charboneau was in attendance at the meeting. Commissioner Anderson requested to have a contact to know if the park is open due to any inclement weather. The Commission discussed the fees suggested by staff. Commissioner Anderson asked Mr. Charboneau what was budgeted for facility rental. Mr. Charboneau stated $350. COMMISSIONER ANDERSON MOVED TO APPROVE THE USE OF HILLSIDE PARK SUNDAY, SEPTEMBER 7, 200310AM-3PM FORA COLLEGIATE RACE BY THE NDSU CYCLING CLUB. THE GROUP WILL BE CHARGED A $350 DEPOSIT AS WELL AS A MINIMUM FEE OF $350 AND $4 PER PARTICIPANT FEE OVER 87. COMMISSIONER PAIGE SECONDED THE MOTION. THE MOTION CARRIED 7-0 9.A.3 Community Events: Big Tooth Sweet Tooth Race . Recreation Manager Michele Bergh stated that Brad Wick has requested use of Woodland Trails for his 6th Annual Big Tooth Sweet Tooth cross-countty race on July 31, 2004 from 7 - 11 a.ffi. There have been no problems with this event in the past; therefore, staff recommends no deposit. Mr. Wick prefers to pay the $50 facility use fee. . . . Park & Recreation Conunission Minutes August 13, 2003 Page 4 COMMISSIONER NYSTROM MOVED TO APPOVE USE OF WOODLAND TRAILS PARK FOR THE 6TH ANNUAL CROSS-COUNTRY RACE ON JULY 31, 2004 FROM 7-11AM. THE GROUP WILL BE RESPONSIBLE FOR SIGNAGE FOR THE EVENT AND WIL PAY A FEE OF $50 FOR USE OF THE PARK. COMMISSIONER ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 7-0. 9.A.4. Camp Cozy Update Scott Dierks, Scout Troop 90 reported that he has put up a total of 20 bluebird houses in the prairie and planted mixed length grass on the A TV trail along with flower mix rolled into the ground. Scott thanked Commissioner Anderson for all his help along with the Elk River Fire Department for their help with the prairie burn. The project is complete; Scott still needs to send the project into the Scout Board for review. The Commission thanked Scott for all his hard work. 9.B.1. Land Use Cases: Park Dedication. Case No. P 03-09 - Mississippi Highlands Staff report presented by Director of Planning Michele McPherson. The site of Houle's Oil is being replatted for commercial redevelopment. A trail easement on the west side of Highway 10 will provide a connection to the trail on Twin Lakes Road. Park dedication in cash is recommended along with a 30' trail easement outside of the 17151 right-of-way. COMMISSIONER POLSTON-HORK MOVED TO ACCEPT CASH DEDICATION FOR 2.44 ACRES OF COMMERCIAL LAND AND A 30-FooT TRAIL EASEMENT OUTSIDE OF THE RIGHT-OF-WAY ALONG 171sT AVENUE. COMMISIONER]ACKETT SECONDED THE MOTION. THE MOTION CARRIED 7-0 9.B.2. Concept Plan - Scott Breuer Homes Concept plan presented by Director of Planning Michele McPherson. Ms. McPherson reviewed the preliminary concept plan for a mixed use residential development located north of Nordic Woods and south of Elk River Countty Club. A portion of the site is adjacent to the railroad grade. In the concept plan, the developer proposes approximately 7 ~ acres of park providing a buffer along the railroad grade, with a large neighborhood park in the southeast comer of the site. The Commission discussed the need to maintain the green tunnel effect of the railroad grade trail, while still providing space for a neighborhood playground structure. The Commission provided preliminary direction that a long linear park, approximately 250 feet deep, parallel and adjacent the railroad grade is preferable. Several members of the Commission volunteered to walk the site in order to identify an appropriate for the neighborhood playground area. Staff will provide the Commission's direction to the developer for inclusion in the next concept plan. . . . Park & Recreation Commission Minutes August 13,2003 Page 5 9.C.l Park/Trail Development Issues: ISD #728 re: Resurfacing of Vanden Berge Tennis Courts John Barth, Athletic Director with ISD #728 along with Laura Brown, representing Elk River High School Tennis was present to request that the City enter into a partnership with ISD #728 to resurface the tennis courts at VandenBerge Middle School. The Elk River Tennis Association and the School District have made a pledge of monies towards this proJect. The Commission questioned Mr. Barth on the cost of the tennis court resurfacing and if they would lose the courts if the resurfacing is not done. Mr. Barth and Ms. Brown indicated that the courts would need to be resurfaced soon in order not to have to complete a reconstruction of the courts. The Commission also questioned if the courts are available to the public. It was noted that they are and that the City Recreation offers tennis lessons that are conducted on these courts. COMMISSIONER KUESTER MOVED TO RECOMMEND TO THE CITY COUNCIL TO AMEND THE CAPITAL IMPROVEMENTS BUDGET IN THE AMOUNT OF $35,000 AND THAT $17,500 BE RETURNED FROM THE SCHOOL DISTICT. COMMISSIONER ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 7-0. 10. Information/Update Items This information was presented to the Commissioners in their packets. No action was required. 1. Park Dedication Fund Balance 2. Letter from Mayor Klinzing 3. July Recreation Update 4. YMCA Update 5. Lions Park Use Follow up 6. Adopt-A-Park Update 11. Update on 6/16/03 City Council Meeting Commissioner Jackett was not in attendance as there were no park items on the Council agenda. 12. Update on 6/24/03 Planning Commission Meeting There were no park related items on this agenda. 13. Update on 7/21/03 City Council Meeting There were not park related items on this agenda. 14. Update on 7/22/03 Planning Commission Meeting There were no park related items on this agenda. . . . Park & Recreation Commission Minutes August 13, 2003 Page 6 15. Other Business: Consider Use Agreement with Tiller Corporation Request presented by Director of Planning Michele McPherson. Tiller Corporation has purchased land west of County Road 77 and south of County Road 33 from Shiely Corporation. A portion of this land has been utilized by the City and the Minnesota Biathlon for skiing and running trails in an informal agreement with Shiely Corporation. The new owner would like to formalize this relationship and has drafted an agreement for execution. The attorney has some minor changes to the agreement. Staff recommends that the Commission recommend to the City Council that they enter into the agreement. COMMISSIONER ANDERSON MOVED TO RECOMMEND TO THE CITY COUNCIL THAT THEY ENTER INTO THE RECREATIONAL ACCESS AND USE AGREEMENT WITH TILLER CORPORATION. COMMISSIONER KUESTER SECONDED THE MOTION. THE MOTION CARRIED 7-0. 16. Adjournment There being no further business, CHAIR PETERSON MOVED TO ADJOURN THE MEETING. COMMISSIONER ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 7-0. The meeting adjourned at 9:45 p.m. Respectfully submitted, Rae Ann GardnerSRecording Secretary-