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5.10. SR 04-14-2003City MEMORANDUM Item 5.10. TO: FROM: DATE: SUBJECT: Mayor and City Co~ Michele McPhers~irector of Planning April 10, 2003 Park & Recreation Commission Update Attachments: · April 14, 2003 memo from the City Administrator regarding the Youth Athletic Complex · February 28, 2003 memo from the Street and Parks Superintendent regarding the 2003 Youth Athletic Complex Construction Schedule · April 9, 2003 memo from the Director of Planning regarding the Youth Athletic Complex Revenues & Expenditures · Park Policy Regarding Encroachments Youth Athletic Complex Update: As approved in the 2003 Capital Improvement Plan for Parks, the construction has started on the Youth Athletic Complex concession stand. Footings and foundation were started the week of April 7, 2003 and it is anticipated that the structure will be completed and winterized by the third week in May. Scott Breuer Homes is providing the labor for this project. As outlined in the attached memos, YAC Fields 5 and 6 are under construction and almost complete. The City Administrator is recommending approving an expenditure of $48,500 from the NSP fund to facilitate the completion of these two fields. Staf ~ that the City ~ appm~e the ~ of mo~ fitm the NSP fund to cortp~ YA C Fields 5 and 6. Memo to the Mayor and City Council Park and Recreation Update April 14, 2003 Page 2 APprove Policy Regarding Encroachments and Illegal Dumping in City Parks Staff, members of the Park & Recreation Commission, and volunteers continue to mark park boundaries per the City's adopted policy. Our most recent project included defining the boundary at Big Tooth Ridge Park (formerly Lafayette Woods). We have observed a number of encroachments into the park area including landscaping and miscellaneous structures. Prior to notification to the residents requiring the removal of these encroachments, staff and the Commission felt it appropriate to formalize the City's position regarding encroachments and illegal dumping in parks. The policy adopted by the Park and Recreation Commission and unanimously recommended to the council for approval is attached for your review. To summarize, the policy states that the City of Elk River is responsible for installing and maintaining landscaping and structures in all city parks and that residents shall not do the same without prior approval from the City. Residents will be given adequate time to remove the encroachments and restore the park to its original condition. However, there may be some encroachments that the City may deem beneficial to the park and would allow to remain. These encroachments would be reviewed by staff and approved by the Park and Recreation Commission. Relating to illegal dumping of materials such as grass clippings, compost and specifically dog feces, residents would be expected to immediately remove these items from city parks and if necessary, staff will notify residents when such encroachments and dumping have been observed. There is one particularly egregious example of dog feces in city parks along the railroad grade near Meadowvale School. If the Council approves the attached policy, City staff will notify residents of known encroachments regarding the policy and request that they remove them. Sta2f ~ that the City Courldl concur ~ the Park and Recreation ~sion's re~r~ra~4ation and approve the policy regarding ~ and illegal dump~g in City parks. At the April 9, 2003 meeting the Commission also heard updates from the BMX group, Eagle Scout Scott Dirks regarding his project at Camp Cozy Park, and reviewed a preliminary draft plan for the Riverwalk Development and development of the Rivers Edge Common greenspace in downtown. The Commission also continues to work on updating the overall park master plan. S:Planning/Michele/memo/041003 City MEMORANDUM TO: Mayor, City Council FROM: DATE: Pat Klaers, City Admi~t~t~tor April 14, 2003 SUBJECT: YAC Fields 5 and 6 On April 30, 2001, the City Council briefly discussed the development of YAC Fields 5 and 6, as it related to the area master plan for the Public Works garage site. (The Public Works garage area is likely going to be the headquarters for the Street and Park Departments for the long-term.) The intent of the city is to be financially responsible for the development of fields 5 and 6 with the knowledge that eventually an Oak I~noll field would have to be removed when the master plan for the Public Works garage area was completed. In this manner, the youth associations will be seeing a net gain of one field over the course of time. The NSP Reserve Fund fmanced approximately $14,300 worth of improvements in 2000-01. The work included grading and leveling, dirt work, and spreading of top soil. Also in 2001, park dedication monies and city manpower/equipment was used to further develop the fields. This work included such items as installation of storm sewer lines, irrigation equipment, more leveling, additional top soil, and seeding. In 2001-02 park dedication funds and money from youth baseball and girls softball was used for the development of the dugouts and installation of bleachers. In 2003 the Park Dedication Fund is scheduled to £mance the completion of the exterior of the concession stand. This will be done in conjunction with youth baseball and girls softball donations. Additionally, $48,500 from the NSP Reserve is needed for the backstops, fences, ag lime for the fields and warning paths, the storage shed, and miscellaneous supplies for Field 5 and 6. The Street Department will use city manpower/equipment for some of the development work. Attached for your information is a memo from Phil Hals, dated February 28, 2003, regarding YAC 5 and 6 construction, along with a memo from Michele McPherson, dated April 9, 2003, regarding the total expenditures at the YAC complex. It should be noted that additional expenditures at the Complex are anticipated for such things as blacktopping the parking lot. These additional expenditures will come to the City Council for approval at a later date. S/council/paffYAC 5 and 6 The NSP Reserve has been a major source of funds for the acquisition of the YAC property and for the development of the 6 YAC fields. The NSP Reserve has a cash balance in excess of $400,000; the most recent expenditure being a payment to the school for the small theater. Recommendation: It is recommended that an additional $48,500 be taken from the NSP Reserve for YAC Fields 5 and 6 improvements in 2003. S/council/pat/YAC 5 and 6 1Ziver MEMORANDUM TO: Mayor and City Council FROM: Phil Hals, Street/Park Superintendent DATE: February 28, 2003 SUBJECT: YAC fields 5 & 6, 2002 Construction In September of 2000, a local contractor graded, leveled, and spread topsoil- NSP Funds $11,650.00 In May of 2001, final dirt work was contracted- NSP Funds $ 2,650.00 In 2002, Street/Park employees leveled, rom-tilled and fine graded the two ball fields. They also installed a storm sewer line, irrigation equipment, and seeded the grass. The 2002 Park Dedication expenditures to date have been: · Irrigation Equipment $8,581.32 · Grass Seed 1,491.00 · Fertilizer 225.00 · Storm Sewer Pipe 3,861.00 · Storm Sewer Install by Big Jon's 624.00 · Equipment: Un/ted Rental 743.00 · Equipment: Greenberg's Rental 320.'00 $15,845.36 2002 City Donations to date: · Labor - storm sewer and irrigation install - 266 hrs. ~ $25/hr · Tractor - rotorilllng, leveling, dragging & seeding - 180 hfs ~ $40/hr · Grader - leveling - 63 hrs. ~ $75/hr · Loader - Additional topsoil - 90 hrs. ~ $90/hr · Tracks - additional topsoil - 64 hrs. ~ $32/hr · Surveying - 20 hrs. ~ $32/hr $ 6,650.00 7,200.00 4,725.00 8,100.00 $ 4,800.00 640.00 $32,115.00 Cost of YAC fields #5 & #6 to date $62,260.36 Page 2 Memorandum 2-28-03(cont'd) 2003 Items to Complete Fields #5 & #6 · Backstops, outfield and base line fences · Ag-lime infields and warning path · Bases, scoreboards and miscellaneous start up supplies · Storage shed Estimated City Equipment and Labor for 2003 · Loader- 36 hrs. ~ $90/hr · Skid Loader - 36 hrs ~ $40/hr · Track- 72 hrs. @ $65/hr · Labor- 72 hrs. ~ $25/hr $35,000.00 8,500.00 3,000.00 2,000.00 $48,500.00 $ 3,240.00 1,440.00 4,680.00 1,800.00 $11,160.00 PH:dll 2~27-03memo Mayor&City Council YAC Fields 5&6.doc City MEMORANDUM TO: FRO~: DATE: SUBJECT: Park and Recreation Commission Michele McPherson, Director of Planning April 9, 2003 Youth Athletic Complex Revenue and Expenditure Summary 1995-2003 Below is a summary of revenues and expenditures for the development of the Youth Athletic Complex. The 2003 expenditures are proposed Year Total Purpose NSP Fund Park Donations Other Expenditures Dedication Funds Fund 1995 $216,480.00' Land $100,000.00 $60,000.00 $56,480.00~ 1997 $178,563.99 Fields $98,563.99 $80,000.002 1-4 1998 $38,711.87 Fields $38,711.87 1-4 1999 $0 2000 $11,650.00 Fields $11,650.00 5&6 2001 $8,414.59 Fields $2,650.00 $10,926.563 5&6 Dugouts 2002 $66,760.46 Fields $34,645.46 $32,115.004 5&6 Bleachers 2003 $84,160.00 Fields $48,500.00 $24,500.00 $11,160.004 5&6 Concession Totals $604,744.45 $300,075.86 $119,145.56 $90,926.56 $99,755.00 *Land for Youth Athletic Complex only ~Lot Sale 2728 Baseball ($44,000), Adult Softball ($20,000), Girls Softball ($16,000) 3728 Baseball, Girls Softball 4City Labor & Equipment S:kPLANNINGXParks\YAC\Expenses 1995-2003.doc Park Policy: Encroachments and Illegal Dumping "The City of Elk River will be responsible for the installation and maintenance of landscaping and structures in city parks. Landscaping and structures will be appropriate to the use and type of park. Residents may only landscape city parks upon the approval of the Park and Recreation Commission and only if approval has been granted prior to the landscape installation or vegetation removal. For those landscapes that encroach into park areas, residents shall be notified in writing and given one year to restore the park to its original condition, including replanting vegetation that has been removed without prior approval. In instances where the landscaping includes items such as retaining walls, the encroachment will be evaluated to determine if there is benefit to the park system if it is allowed to remain. City staff shall make the evaluation of the encroachment and make a recommendation to the Park and Recreation Commission regarding a solution for the encroachment. Residents may not place structures within city parks, and structures on adjacent private property must comply with setback requirements. Trash, grass clippings, brush, woodpiles, dog feces, or other such similar materials illegally dumped, placed or deposited upon or within city parks shall be removed immediately by the responsible resident."