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09-08-2021 PR MIN City of Elk Meeting of the Elk River Parks and Recreation Commission River Held at the Elk River City Hall Wednesday, September 8, 2021 Members Present: Chair Williams,Commission members Anderson, Holmgren,Loidolt, Niziolek, and Soltvedt Members Absent: Commission member Rathbun Council Liaison: Ms. Wagner Staff Present: Parks and Recreation Director, Michael Hecker, Street and Park Superintendent,Tim Sevcik,Recreation Coordinator,Tonya Love 1. Call Meeting to Order Pursuant to due call and notice thereof, the meeting of the Elk River Parks and Recreation Commission was called to order at 6:30 p.m. by Chair Williams. 2. Pledge of Allegiance 3. Consider 09/08/2021 Agenda Mr. Hecker added Pickleball Plan Revisions as Item 7.1 and changing Flagpole Donation Park Location to be Item 7.2 and changing Park Improvement Fund to be Item 7.3. Moved by Commissioner Loidolt and seconded by Commissioner Soltvedt to approve the September 8, 2021, Parks and Recreation Commission meeting agenda with the addition of Pickleball Plan Revisions at Item 7.1 and shifting the other items down. Motion carried 6-0. 4.1 Consider 08/1 1/2021 Regular PRC Minutes Moved by Commissioner Soltvedt and seconded by Commissioner Loidolt to approve the following August 11, 2021, Parks and Recreation Commission Minutes. Motion carried 6-0. 4.2 Consider 08/25/2021 Special PRC Minutes Moved by Commissioner Anderson and seconded by Commissioner Soltvedt to approve the following August 25, 2021, Parks and Recreation Commission Minutes. Motion carried 6-0. 5. Open Forum - None Parks&Recreation Commission Minutes Page 2 September 8,2021 6. Presentations - None 7.1 Pickleball Plan Revisions Mr. Hecker shared that the pickleball courts were not poured to the USA Pickleball Specifications and are sloped too high. The Contractor and SRF said they would rebuild the courts to plan revision one. Mr. Hecker stated that there have been requests from local citizens to build the courts the same as the City of Otsego,which would require all the bituminous to be removed; shown in plan revision two and the city will need to pay for those changes. Council member Wagner shared that the council would like the commission to decide which plan to use to rebuild the pickleball courts. It will be around$12,000 to regrade for revision plan two and no extra cost to the city to build to revision plan one. Commissioner Anderson shared he spoke at the council meeting representing the pickleball user group.The pickleball group want the slope to be .9 from end to end of the courts. Council member Wagner stated that it is frustrating that we are at the end of the Active Elk River project and to have the pickleball courts wrong. Commissioner Anderson asked what was the cost increase on the skate park? Mr. Hecker shared the cost increase for the skate park was $28,000 and will come out of a Covid-19 related fund because the costs rose due to Covid-19. Commissioner Anderson shared that it is important that the slope is end to end. Commissioner Niziolek supports revision plan two and shared that commission come up with an amount like $10,000 and the rest be picked up by the contractor. Commissioner Niziolek stated that revision plan one meets the standards and it's second rate and we will need to come up with a little bit of cash to make sure we have a first rate pickleball court. Council member Wagner shared the contractor and consultant have agreed to pay for revision plan one and would not cost anything to the city. Revision plan two reflects more of what the community has requested, each plan is acceptable and POWERED BY NATURE Parks&Recreation Commission Minutes Page 3 September 8,2021 meets pickleball standards. Commissioner Soltvedt asked if there are any other funds available? Mr. Hecker stated Park Improvement Fund and Park Dedication Fund. Chair Williams asked if the council has any funds? Council member Wagner shared that there are funds however they are tax levies and not interested in adding it to the tax levy. Commissioner Soltvedt stated it is hard for us to tell the consultant to build to a pickleball standard and did they design it to the proper standard. Revision plan one meets their contract of industry standards. Commissioner Anderson stated it was obvious the consultant didn't know the standards. Chair Williams shared that the turf in the field house was not fixed,the batting cages were installed upside down and told they couldn't be fixed due to it costing the city money and would like to hear from the consultant to decide tonight. Commissioner Niziolek stated we should do revision plan two and vote on it to move on. Commissioner Soltvedt asked if we can ask council to increase future fund allocations to cover the amount of the fix. Council member Wagner tax levy comment, shared frustration of items not done correctly and that the contractors need to be held accountable. Commissioner Niziolek stated we should not pay over$12,000. Council member Wagner,$12,000 is grading cost only and is an assumption of how much it will cost. Commissioner Anderson commits to $12,000 as a commission. Commissioner Niziolek would like the contractor to step up and figure it out and pay. Chair Williams stated that his vote is based on not having enough information. POWEREB BY NATURE Parks&Recreation Commission Minutes Page 4 September 8,2021 Moved by Commissioner Niziolek and seconded by Commissioner Anderson to recommend to City Council to we accept revision plan two with the understanding that the city only pays up to $12,000 of total cost. Motion carried 5-1. Chair Williams opposed. 7.2 Flagpole Donation Park Location Chair Williams shared that the Flag Runners group stated they do not want the flag at any athletic complex and would like it at Orono Park. Stating his idea that the money they raised would be a contribution towards next year's park improvement fund. Mr. Hecker shared that the cost will be approx. $10,000-$12,000. Mr. Sevcik stated that we should consider the current amount of concrete and bituminous areas going in now and plan where it would go now to plan the location within the next two weeks due laying the electrical. Mr. Sevcik shared that a flag will be flying 24/7 and solar may not meet that standard to run the light during the winter hours and from a maintenance standpoint a hardwire is preferred. Commissioner Niziolek asked if we can have subcommittee work with staff to figure out the location. Moved by Commissioner Niziolek and seconded by Commissioner Loidolt to have a sub-committee work with staff and approve the placement of the flagpole at Orono Park using the funding from the Flag Runners group and to have the funding cover a plaque. Motion carried 6-0. 7.3 Park Improvement Fund and Park Dedication Mr. Hecker shared the 2022 Park Dedication Fund that was discussed at the August 25 Special meeting, noting the increase due to adding a 40-yard dash to the ninja course along with netting at YAC. Mr. Hecker shared references from HKGi for field needs assessments. Mr. Sevcik shared that the soils at Lions Park, the current playground was built up about 4 feet on top of the existing soil. There are some suitable fill materials from other city projects and staff would do the work over the winter so it would be ready in the spring. POVEHEI IT NATURE Parks&Recreation Commission Minutes Page 5 September 8,2021 Moved by Commissioner Soltvedt and seconded by Commissioner Holmgren to recommend to City Council accept the 2022-2026 Park Improvement Fund projects. Motion carried 6-0. Chair Williams would like to table the motion of Park Improvement Fund projects for 2022. Mr. Sevcik stated that with a combination of staff, contractors, and volunteers that we would be able to do the suggested projects. Council member Wagner asked to see additional labor and maintenance costs it will take. Mr. Sevcik stated that Lion John Weicht Park is labeled as a signature park in the master park plan and needing a feature like ninja course. Believes the maintenance costs will be the same due to having different surface. Moved by Commissioner Soltvedt and seconded by Commissioner Holmgren to recommend to City Council to adopt the 2022 Park Dedication Fund projects, as presented with delaying the Lion John Weicht Park Ninja Course until further discussion at a later meeting date. Motion carried 6-0. 8.I City Comprehensive Plan Mr. Hecker shared his staff report. Chair Williams shared it was a structured process to go through the plan along with having a stand at the farmers market for a few weeks and then an open house to get input from residents. Commissioners shared their detailed edits regarding formatting and spelling errors. Commissioner Soltvedt stated that the focus on resources, and sustainable funding and replacement strategies Chair Williams stated that each representative from each group took care of the details. 9. Parks and Recreation Director Update • Mr. Hecker shared his staff report along with Active Elk River pictures. Pointed out P-IIEREI IT NATURE Parks&Recreation Commission Minutes Page 6 September 8,2021 ,.../ Open House/Ribbon Cutting event. Mr. Hecker recommended to cancel the October meeting due to the MRPA Annual Conference unless there are objections. Mr. Hecker stated that the Lacrosse Board does not have a new president and wondering if commission wants to follow up. I0. Announcements Commissioner Niziolek invited everyone to the Elk River Golf Club to see this year's conference meet. Council member Wagner clarified that Item 7.2 will not exceed$12,000 and asked where the funding source will come from. Chair Williams stated either of our funding sources could cover the$12,000. I I. Adjournment There being no further business,Chair Williams adjourned the work session meeting of the Elk River Parks and Recreation Commission work session at 8:29 p.m. Minutes prepared by Tonya Love. ,e David Willia s, Chair Tina Allard, City Clerk POWERED 61 NATURE -