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08-02-1988 PR MIN . . . MEETING OF THE ELK RIVER RECREATION BOARD HELD AT THE ELK RIVER CITY HALL AUGUST 2, 1988 MEMBERS PRESENT: Mike O'Brien, Chair; C1ete Lipetzky (7:35 p.m.); Todd Mixer; Marilyn VanPatten; Rolfe Anderson (7:38 p.m.) and Byron Houghtelin MEMBERS AB SENT: Dave Anderson, Vice Chair. OTHERS PRESENT: Pat Klaers, City Administrator and Phil Hals, Street/Park Superintendent Prior to the regularly scheduled 8/2/88 Recreation Board Meeting at City Hall, a park tour was planned for the Woodland Trails Park. The only Recreation Board Member that showed up for this tour was Todd Mixer. Todd, Phil Hals, and Pat Klaers took a 15 minute tour of part of this 160 acre park. 1. Pursuant to due call an notice thereof, the meeting of the Elk River Recreation Board was called to order by Chairman O'Brien at 7:25 p.m. (a quorum was not achieved until this time). 2. Consideration of 8/2/88 Recreation Board Agenda It was the consensus of the Recreation Board that the agenda was acceptable as presented. 3. Consideration of 7/19/88 Recreation Board Minutes It was the consensus of the Recreation Board that the minutes as submitted were accurate and acceptable. 4. Public Mike There was nobody present for this item. 5. Update on Recent City Council Action 5.1. Railroad Depot Site Beautification Proposal The City Administrator informed the Recreation Board that the City Council endorsed the beautification program as presented by the 2001 Green Space Committee and as recommended by the Recreation Board. Regarding a question about the City Dutch Elm Program, which will finance the trees for this project, the City Administrator indicated that this program developed in the 1970's during the high point of the Dutch Elm disease throughout the State. This program previously offered matching State funds for the removal and replanting of trees. In practice, this fund is now a simple budget line item but is kept separate for a variety of administrative reasons. Funds are obtained through general taxation for this program. Regarding a question about the possibility of a sprinkling system for this project, Phil Hals indicated that this will have to be further evaluated as the project approaches. Additionally, it was indicated that the Staff would be working as rapidly as possible in obtaining Railroad approval to do the project in its right-of-way. . . . Page 2 Recreation Board Minutes August 2. 1988 5.2. Park Names The City Administrator informed the Recreation Board that the City Council unanimously approved the proposed names for two City parks. These names are Woodland Trails Park for the area north of the golf course and Hillside Park for the former City dump property. Recreation Board members discussed possible ways of awardi~g the gift certificates to the individuals that submitted the winning names. It was the consensus of the Recreation Board that the Chairman would attend the 8/15/88 City Council meeting at the Public Library to present the individuals submitting the winning entries with their gift certificates. This. of course. is contingent upon the winning individuals being available for this 8/15/88 City Council meeting. Staff was requested to contact the press and inform them of this resentation in an effort to receive an additional article on this topic and possibly a picture being included in an upcoming Star Newspaper. 5.3. Handke Pit Warming House The City Administrator informed the Recreation Board that the City Council decided to not spend City funds at this time for a new warming house at the pit near Handke School. The Council's decision was based on the lack of budgeted monies for this project; a desire to determine how skating in the Lion's Park is received by the public; and concern over whether the City should be embarking in the new endeavor of financing and constructing a structure on school property. The City Council did indicate that they would give consideration to this proposal when the 1989 City budget is put together. The City Council also concurred that if the City were to embark on such a project. that School Board approval must be obtained. Discussion took place regarding the possibility of the School or City or Recreation Board receiving donations from nonprofit organizations for a Handke Pit warming house. The City Administrator indicated that the City currently attempts to refrain from soliciting these type of donations but is not opposed to receiving them on a voluntary basis where the organization approaches the City versus the City approaching the organization. In response to a question regarding additional supervisors for the new warming house at Lions Park. the City Administrator indicated that supervisors would be required and that these positions would be financed through the City Recreation budget and administered by the Community Education Department. 6. Softball Complex Lighting Dave Anderson was anticipated to lead the discussion on this issue but was absent from the meeting. Rolfe Anderson is actively involved in the softball organization and presented the Softball Complex lighting proposal. The information discussed was the same information and data that had been presented to the Recreation Board in May. 1988. It was noted that softball lighting has been discussed at every Recreation Board meeting held in 1988. and that in June. 1988. the Recreation Board passed a motion recommending the lighting purchase and installation. . . . Page 3 Recreation Board Minutes August 2. 1988 The total cost for the project is the same as previously discussed. This cost includes approximately $39.500.00 for the lights or five payments of $9.650.00 per year. The poles would cost $12.000.00 and the installation of the system would cost approximately $10.000.00. Since the last meeting on July 19. 1988. the Staff and Dave Anderson have met to discuss possible financing options for having lights installed before the 1989 softball season. The most realistic financial option was for the City to take the lead in this improvement project. The City would stop receiving field maintenance money from the Softball organization (approximately $5.100.00 per year) and absorb this cost. The City would then receive $10.500.00 per year from the Softball organization until such a time as the lights were totally paid off. At that time. the Softball organization would again start paying the City for maintenance of the Softball Complex. Additionally. the Softball organization would pay the City $125.00 per team for any team above 45 in number that participated in organized softball activities. This money would be used for field maintenance. The Softball organization would also be looking for assistance in having the installing cost for the lights reduced (maybe UPA) and assistance in the purchase of the light poles from the Legion organization. City Administrator indicated that lighting in general had been endorsed by the Recreation Board and that there was no great urgency for the Recreation Board to endorse this specific proposal at this time. Additional City issues with this proposed project include the amount of money that had been put into the Softball Complex. plus the fact that this project will be committing future recreation funds towards softball that may be needed in other areas. Additionally. the Administrator brought up the issue of the cost of the project versus the benefit in terms of the amount of additional teams that could play in the organized leagues. The City Administrator indicated that the City Council supports softball. understands the need for additional fields and/or lights to accommodate more league teams. but question whether or not this should be undertaken and be installed prior to the 1989 season. The City Administrator also indicated that extension of municipal sewer and water into this area was possible in the future and that the City may consider relocating the Softball Complex within five years. The City Administrator stressed the need to look at this improvement in relationship to the overall long term plans of the Recreation Board for City-wide recreational opportunities. It was the consensus of the Recreation Board that Staff and Dave Anderson should again meet in an effort to reach a consensus on this issue and that the topic of Softball Complex lighting should be placed on the 9/6/88 Recreation Board agenda. 7. Lion's Park and Winter Skating Update Street/Park Superintendent. Phil Ha1s. updated the Recreation Board on the Lion's Park winter skating plans. It is anticipated that both open skating and hockey skating will be taking place in Lion's Park this upcoming winter. The long term plan is for the hockey boards to remain in place permanently. The cost of the boards is in the $3.000.00 to $4.000.00 range. Mr. Ha1s indicated that the Lion's Club has offered to donate labor for installation of the hockey boards. Since the cost for . . . Page 4 Recreation Board Minutes August 2. 1988 the boards is not a budgeted expenditure. the issue facing the City is how to finance these boards. If Youth Hockey organization is approached to help finance this expenditure. then it would be difficult to not allow organized hockey practices on the Lion's Park Hockey rink. Mr. Hals indicated that it was possible to use Park Dedication Funds for this type of Park Improvement purchase or that it may be possible to simply use General Fund monies if they are available within the 1988 budget. 8. Telephone Proposal at Salk Athletic Field Since Community Education Director. Charlie Blesener. was not in attendance a this meeting this item was tabled till a future Recreation Board meeting. 9. Discussion on Recent Park Tours and on City-wide Comprehensive Park and Recreation Plan The Recreation Board briefly discussed the Hillside Park tour and possible future activity at the Woodland Trails Park. Most of the general discussion by the Recreation Board centered on the desire of the City to obtain the abandoned Burlington Northern Railroad bed running north and south through the community. This railroad bed runs along the eastern side of the Woodland Trails park. The City is attempting to purchase this abandoned railroad bed and utilize the area as a walking or cross country skiing trail. The Staff indicated that the City has experienced a great deal of frustration in dealing with the Railroad because of how slow the Railroad is to respond to the City's proposal. The City has received verbal confirmation that the offer for this property (approxiamtely $40.000.00) is "in the neighborhood" of what the railroad would find acceptable. However. in spite of repeated attempts by Phil Rals to obtain a written response from the Railroad on the City's proposal. none has been received at this point in time. The City has indicated to the Railroad that if this abandoned bed was not sold to the City in its entirety. that the City would not be interested in this purchase. Since in order for any of this trail to be sold to individual property owners an administrative subdivision must be received by the City. and no such administrative subdivision application has been received by the City. that this trail remains intact from the core village to the northern City limits. Overall. the City feels confident that it will be able to obtain this abondoned railroad bed. but the City has no clear sense as to when actual ownership will take place. 10. Discussion on September Agenda It was the consensus of the Recreation Board that a tour of some of the parks within the core village area take place prior to the next Recreation Board meeting. This tour would take place at 6:30 p.m. and the regular Recreation Board meeting would begin at 7:30 p.m. at City RaIl. Items to discussed during the Recreation Board meeting include the 1989 Budget. the Softball Lighting Complex. continued discussion on the Comprehensive Plan for Park and Recreation within Elk River and the Community Education Update from Director Charlie Blesener. . . . Page 5 Recreation Board Minutes August 2. 1988 ----------------------------- 11. Other Business City Administrator indicated to the Recreation Board that no progress has been made on the drafting of a Park and Recreation Advisory Board Ordinance but that this should not be a concern to the Recreation Board as it will take place within the next few months. Additionally. the Recreation Board is functioning in an appropriate manner. and the approval of such an ordinance would not have a dramatic effect on how the City and Recreation Board are preceding with future plans for Park and Recreation development in Elk River. 11.1 Recreation Program Supervisors Vice Chair. Dave Anderson. requested that this item be added to the agenda at the July. 1988 Recreation Board meeting. Since Mr. Anderson was not in attendance at this August Recreation Board meeting. this agenda item was briefly discussed but tabled until a future meeting. In general terms the issue was on this August agenda because of a concern about the need for an adequate number of qualified and interested superintendents in the future to assist in the offering of adequate recreational opportunities to the area youth. ROLrlll ANDERSON MOVID TO ADJOURN THE AUGUST 2. 1988 RECREATION BOARD MEETING. 'nUl MOTION WAR RIIlCONDIIlJ) 'BY BYRON HOUGHTlLIN. THE MOTION CARRIED 6-0. The meeting of the Elk River Recreation Board adjourned at approximately 9:30 p.m. Respectfu~ll~ sujmitted .-....7." '?) " I.'" /-/ l''l I?' //j/ ~. Patrick Klaers Recording Secretary