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04-05-1989 PR MIN . . . MEETING OF THE ELK RIVER RECREATION BOARD HELD AT THE ELK RIVER CITY HALL CONFERENCE ROOM WEDNESDAY, APRIL 5, 1989 Members Present: Mike O'Brien, Chair; Dave Anderson, Rolfe Anderson, Barb Northway, and Byron Houghtelin Members Absent: Clete Lipetzky, Marilyn VanPatten, and Todd Mixer Staff Present: Pat Klaers, City Administrator; Phil Hals, Park Superintendent (8:30); Lori Johnson, Finance Director Also Present: Mayor, James Tralle; Councilmembers Holmgren, Dobel, Kropuenske, and Schuldt 1. Pursuant to Recreation due Board call was and notice thereof, the meeting of the Elk River called to order at 7:13 p.m. by Chairman O'Brien. 2. Consider 4/5/89 Recreation Board Agenda It was the consensus of the Recreation Board that the 4/5/89 Agenda was acceptable as presented. 3. Consideration of 3/1/89 Recreation Board Minutes IT RON ROUCUITELIN MOWD TO APPROVE THE 3/1/89 RECREATION BOARD MINUTES AS SUBMITTED. THE MOTION WAS SECONDED BY DAVE ANDERSON. THE MOTION CARRIED 5-0. 4. Open Mike There was nobody present for this agenda item. Councilmember Schuldt and Kropuenske briefly discussed with the Recreation Board an Orono Lake Association Dinner that they were requested to attend. The property owners around Orono Lake are getting increasingly concerned about the activities on Orono Lake. The new Ordinance from the City of Big Lake that regulated the speed and direction of boats on Lake Mitchell and Big Lake was discussed by the Orono Lake Association as a possible solution to some of their concerns. Recreation Board members requested the Staff to obtain a copy of this Ordinance and if possible have Big Lake City Councilmember. Tom Tyler. who is also a City of Elk River employee. attend a future Recreation Board meeting to discuss the pros and cons of this new Big Lake Ordinance. 5. Discussion of Priorities/Wish List Chairman O'Brien thanked the City Council for attending this Recreation Board to discuss with them Park and Recreation Goals and Work Priorities. Mike discussed how the list of priorities that are shown on the 3/1/89 minutes were put together by the Recreation Board. It was the consensus of the group that each item listed in the 3/1/89 minutes would be discussed individually. Page 2 . Recreation Board Minutes April 5, 1989 ------------------------ Chairman O'Brien stated that the Recreation Board has determined acquisition of land to be the most important consideration in providing park and recreation opportunities to a fully developed community. The most immediate concern of the Recreation Board is additional flat open land, which may include flood plain property, for the future development of an athletic area. Currently there is a demand for open athletic fields and this demand will only increase in the future. Additionally, the softball complex may have to be relocated when sewer and water is extended to this site. The City Council concurred that obtaining additional land is a high priority and that the Recreation Board should explore all available sites for such an athletic area. However, the City Council stated that contact has been made with Mr. Bud Houlton and that the Houlton Farm located in the flood plain of the Mississippi River is not available at this time. Therefore, the Recreation Board should not concentrate its efforts on the purchase of this property but should look at other sites. . Chairman O'Brien stated that the Recreation Board desired to be consulted when new plats are being considered by the City. The Recreation Board is requesting input into this process so that appropriately located parkland can be obtained through the platting process rather than an outright purchase by the City. The City Administrator reviewed with the City Council and the Recreation Board the development process for approval of a plat. It was noted that between Planning Commission action on a preliminary plat and Council action on a preliminary plat, the Recreation Board holds its monthly meeting. Therefore, no delay in the development process is required in order for the Recreation Board to provide input to the City Council on park related needs associated with various plats. It was the consensus of the City Council that the Recreation Board should review all preliminary plats so that it can provide input to the City Council on park and recreation needs associated with development projects. . The City Council stated that the Recreation Board should concentrate some of its efforts on the development of Hillside Park and Woodland Trails Park. The Recreation Board agreed that the development of these two parks are a high priority but that they have limited funds to work with in terms of development activities at these two parks. The Recreation Board restated its position that the highest priority should be the purchase of additional land and specifically the purchase of flat properties that could accommodate an athletic area. Regarding finances for the purchase of property and development of parks, the City Council indicated that it would be willing to accept donations from non profit organizations such as the Legion Club for these type of expenditures. . . . Page 3 Recreation Board Minutes April 5. 1989 Mayor Tralle expressed his concern regarding the City financing recreation activities for non Elk River residents. It was noted by the City Administrator that this is an issue that needs to be discussed when a City/School Joint Powers Agreement is put together. The City Council emphasized the need for financial contributions to the recreation programs from other units of government within the School District as the recreation programs are generally offered to all youth within the School District. Regarding an additional staff person to work in the recreation area. Mayor Tralle stated that this type of staff person may be the issue needed in order to obtain contributions from other units of government. Such a staff person working in the recreation area appears to be most suitably hired. supervised. and located within the Community Education Department. The Recreation Board discussed with the City Council its recommendation to hire a park planning consultant to develop a comprehensive park and recreation plan for the City. The City Council indicated its support for such a proposal and stated that some funds had been put into the approved 1989 City budget for such an expenditure. COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE THE STAFF WORKING WITH THE RECREATION BOARD IN PUTTING TOGETHER A PARK MASTER PLAN REQUEST 'OR PROPOSAL (RFP) AND TO SOLICIT PROPOSALS FROM CONSULTANTS FOR THE DEVELOPMENT OF AN ELK RIVER PARK AND RECREATION MASTER PLAN. COUNCILMEMBER DOBEL SECONDED THE MOTION. THE MOTION CA1UUiW .5=0, A general discussion took place on the use of park dedication funds for the improvement of existing parks. The Recreation Board stated its strong desire to become more involved in the recommendation to the City Council on how these funds should be used in area parks. The City Council encouraged this involvement and requested the staff to work closely with the Recreation Board in determining a recommendation on the use of park dedication funds. A general discussion took place on the need for a park/recreation director to be added to the City staff. The City Council agreed with the Recreation Board that such a position may be required at some time in the future. An analogy was made by the City Council to the hiring of the City Economic Development Coordinator and that there would have to be a more clearly defined need for such a position prior to the actual hiring of such an employee. City Council indicated its long term financial concerns over such a position. It was generally accepted by the City Council that a cooperative agreement with the School District for the hiring of an additional employee in the Community Education Department who could be devoted to recreation activities. would be the best short term solution to address the growing need for a staff person to concentrate in recreation activities. Page 4 . Recreation Board Minutes April 5, 1989 Regarding park and recreation finances, for current and future projects, the City Council indicated that garbage tipping fees are not available or feasible at the present time. The Council encouraged the Recreation Board to utilize the availability of community revenues from such non profit organizations as the Legion Club. The City Council indicated the unlikelihood of a park and recreation referendum being successful until the community got larger and its tax burdens were reduced. The Recreation Board was encouraged by the Council to apply for LAW CON Grants for appropriate park development and land purchases. It was noted by the City Administrator that the Recreation Board has limited input in the Annual General Fund City Budget but has significant input in the Annual Capital Outlay Budget (use of Park Dedication Fees). Regarding projects for 1989, the City Council indicated that no LAWCON Grants should be submitted in 1989 for the purchase of the Houlton Farm as this is not a feasible economic purchase at this time and Mr. Houlton will not consider such a sale at this time. The City Council indicated its support for the construction of a new warming house in Handke Pit through City funds in spite of this expenditure not being included within the City General Fund Budget. It was noted that Park Dedication Fees could finance this expenditure and that the 1988 estimate for this item was $7,000. . COUNCILMEMBER HOLMGREN MOVED TO AUTHORIZE THE EXPENDITURE OF APPROXIMATELY $7,000 or PARK DEDICATION FEES FOR THE CONSTRUCTION OF A NEW WARMING HOUSE AT HANDKE PIT. COUNCIL MEMBER DOBEL SECONDED THE MOTION. THE MOTION CARRIED 5-0. The City Council acknowledged that this was the first expenditure of municipal funds on school property for City recreational purposes. It was acknowledged that in order to increase park and recreation opportunities in the future, these type of expenditures and cooperation with the School District will be needed. The City Council stated its support for the recommended refinement of the cross country skiing trail system, developing the access/parking for Woodland Trails Park, and the development/control access and parking for the railroad trail. The City Council declined to speculate on 1990 and beyond park projects. The City Council discussed with the Recreation Board the Park and Recreation Advisory Commission Ordinance. The City Council indicated that it was their desire to have the park and recreation group function in a similar manner to the Planning Commission, which is strictly advisory to the City Council. 6. Athletic Association Task Force . This agenda item was tabled until the next meeting. 7. Ohter Business Nothing was introduced under this agenda item. . . . Page 5 Recreation Board Minutes April 5. 1989 8. Adjournment BOARD MEMBER BYRON HOUGHTELIN MOVED TO ADJOURN THE 4/5/89 RECREATIN BOARD MEETING. BARB NORTHWAY SECONDED THE MEETING. THE MOTION CARRIED 5-0. The meeting of the Elk River Recreation Board was adjourned at approximately 10:45 p.m. Respectfully submitted. Pi) !:Ia~~~ Pat Klaers City Administrator