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08-08-2007 PR MIN• Members Present: Members Absent: Staff Present: MEETING OF THE ELK RIVER PARKS AND RECREATION COMMISSION HELD AT CITY HALL WEDNESDAY, AUGUST 8, 2007 Chair Nystrom, Commissioners Anderson, Polston-Hork and Scheldt Commissioners Boese, Larson and Paige Bill Maertz, Parks and Recreation Director; Chris Leeseberg, Planner/Park Planner; Tonya Love, Recording Secretary 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 Nystrom. 2. Consider August 8, 2007 Parks & Recreation Commission Agenda MOVED BY COMMISSIONER ANDERSON AND SECONDED BY COMMISSIONER POLSTON-HORK TO APPROVE THE AUGUST 8, • 2007 PARKS & RECREATION COMMISSION AGENDA. MOTION CARRIED 4-0. 3. Consider Minutes of July 11, 2007 Parks & Recreation Commission Meeting MOVED BY COMMISSIONER POLSTON-HORK AND SECONDED BY COMMISSIONER SCHULDT TO APPROVE THE JULY 11, 2007 PARKS AND RECREATION COMMISSION MEETING MINUTES. MOTION CARRIED 4-0. 4. Parks & Recreation Commissioner to Attend August 27.2007 City Council Meeting and August 14, 2007 Planning Commission Meetings 4.1. August 27, 2007 City Council Meeting Commissioner Paige to attend the August 27, 2007 City Council Meeting. 4.2. August 14, 2007 Planning Commission Meeting Commissioner Paige to attend the August 14, 2007 Planning Commission Meeting. • 5. Open Mike Park & Recreation Commission Minutes August 8, 2007 Page 2 Kyle Torfin, 1811 Main St. Elk River, wanted to comment on the draft plan that was • shared recently by the City of Elk River and shared that he would support any plan that would have trails included in it and would be willing to volunteer to help build them if needed. 6. Recreation Manager's Report - Tonya Love Recreation Administrative Coordinator, Tonya Love shared that summer softball playoffs have begun with 52 teams participating. Ms. Love shared that the new concerts series on Tuesdays at lunch have begun and will run through August 28s'. There have been an average of 25 people in attendance for each week and the evening concerts are still going strong with an average of 400 attending. Ms. Love shared that the Fallen Oak Duathlon was a success at Hillside with over 75 people participating. Ramsey Bicycle was the sponsor of all the prizes and t-shirts. Ms. Love shared facility use hours. Ms. Love shared that the senior center has found an instructor for the programs that are being collaborated with the YMCA. Ms. Love stated the senior newsletter will continue to be printed and mailed out • through the City, with August being the 2na month. Ms. Love stated that Sue Kostanshek is working with a volunteer to start an "Organized Scrabble Club" for the new Activity Center. This will be different from the "Scrabble for Fun" activity that is currently offered at Guardian Angels. 7. Director's Report -Bill Maertz Director of Parks and Recreation, Bill Maertz shared an update regarding the YMCA bid process and construction is anticipated to begin in September of 2007. Mr. Maertz shared an update regarding the Youth Athletic Complex project. Staff has been working with HKGi to develop phased in improvements at the Youth Athletic Complex. The project cost started out at $900,000. It appears there may be $50,000 available for a fall 2007 project. Mr. Maertz shared that this would be phase one of several phases to improve YAC. Improvements for fall of 2007 would include concrete edging to maintain aglime and keep from deteriorating, paver stones between the concession stand and bleachers, sod and irrigation in the first main entrance area of the facility and landscaping around the electrical and mechanical systems box. • Park & Recreation Commission Minutes. Page 3 August 8, 2007 • Commissioner Nystrom. asked if the new sod in the entrance area would be durable enough for the high amounts of people traffic. Mr. Maertz stated that there is a path that follows the current fence, which will be correctly aligned once the work begins. This is the first step in making it a more hospitable site for visitors. Commissioner Anderson asked if the planners anticipated the durability of sod in the entrance area with high traffic and that the sidewalk curb width should be 5 to 6 feet wide to focus the people onto the. paths. Mr. Maertz stated that the current curb width is 3 feet and that the dugouts are outside the fencing. Mr. Maertz shared that this first phase is based on what is available in the budget and is a huge step forward in updating the facility. Commissioner Anderson asked what the current projected fund balance is. Mr. Maertz shared $270,000 unencumbered amount, estimates $220,000 for 2007. An estimated revenue. of $100,000 range would bring the total to $320,000. Remaining payments or projects for 2007 are Alba Ridge Park payment, County • Road 77 property payment, Pinewood payment and this YAC project. Mr. Maertz shared that there would be a second phase in 2009 at $50,000. MOVED BY COMMISSIONER ANDERSON AND SECONDED BY COMMISSIONER SCHULDT TO RECOMMEND TO COUNCIL TO APPROVE FUNDING THE FIRST PHASE OF IMPROVEMENTS AT THE YOUTH ATHLETIC COMPLEX. MOTION CARRIED 4-0. Mr. Maertz shared that there have been 3 Tuesday lunchtime performances and that the hot weather may be affecting the low attendance. Mr. Maertz stated that since the Parks & Recreation Commission's recommendation to remove the band shell roof, staff has received many comments from the community. It is not a viable option to remove part of the sides of the roof. Mr. Maertz shared that staff is looking into improving the lighting and fencing off the seating area and posting no access signs. This would make it a crime to enter the band shell without a permit. Mr. Maertz stated that staff is getting quotes for having a structural engineer examine the ice arena "barn" roof. The roof structure is over 35 years old and has gone through several modifications in that period. Staff wants to make sure the roof is • capable of withstanding severe snow loads. Park & Recreation Commission Minutes August 8, 2007 Page 4 Mr. Maertz shared that Recreation Manager; Michele Bergh has given her resignation • after serving the City of Elk River residents for 15 years. We would like to thank her for all her dedication and wish her the best in her future endeavors. 8. Action/Discussion Items 8.1.A. Policy Issuces - Meadowvale Park Playground Planner/Parks Planner, Chris Leeseberg explained how families were invited to attend a workshop after the July 11~' Parks and Recreation Commission meeting. The children and parents who attended were given stickers to place on their favorite playground equipment and where the site should be located. The posters were sent back to the playground designers to come up with what type of structure could be built. Staff recommends building a playground in Meadowvale Heights Park in 2008 for $50,000, which would include playground equipment, benches, a picnic table, cement edging and wood fiber chips.. Director of Parks and Recreation, Bill Maertz stated that the desired site for the playground is very tight and there would not be enough room for swings but there would be a variety of equipment. Commissioner Nystrom asked what the diameter of the site was. Mr: Leeseberg stated that Meadowvale Heights Park would be 50-foot diameter, • which is similar to Kliever Pointe Park. Commissioner Nystrom asked if the site closest to 196' Avenue was a steep slope. Mr. Leeseberg shared that both sites will have elevation needs and that staff is trying to avoid encroaching the wetland buffer zone. Commissioner Anderson asked if there would be an opportunity to re-route the trail into Meadowvale Heights Park. Mr. Maertz stated that re-routing the trail would have a financial impact. Commissioner Anderson stated that he was in favor of constructing the new playground in Meadowvale Heights Park. Commissioner Poston-Hork also shared approval of the new play structure. 8.1.B. Major Park Use -River's Edge Commons Park Recreation Administrative Coordinator, Tonya Love shared information regarding the first major park use request for River's Edge Commons Park on Saturday, May 5, • 2008 for a wedding. The time of this request is 2-6pm with an expected attendance Park & Recreation Commission Minutes August 8, 2007 • Page 5 175 people. Staff researched area park rental policies and found pricing ranged from $90 to $350 for wedding park rentals along with a 1-3 hour time limit. Ms. Love stated that staff recommends keeping the street level plaza/splash park open to the general public, allowing the use for $100 rental fee and requiring renter to secure and pay for extra portable toilets if needed. "The final permit will include a reminder of park use rules, Commissioner Nystrom stated that what the Commission decides tonight will set a precedent for future rentals and that there should be a clean up deposit and prohibiting of throwing rice or any other materials. Commissioner Anderson agreed that we should limit or prohibit the throwing of rice. Because of the limited time, he shared that he was not opposed to closing the park to the public. Director of Parks and Recreation, Bill Maertz stated the main reason for not closing the street level plaza is that it is essentially part of the downtown scene and once you start closing it off for special events it will affect the publics desire to be able to go to the park during park hours. Commissioner Polston-Hock stated that bird seed is usually allowed at outdoor type • weddings, having the street level plaza would be fine in early May and would be in favor of a refundable clean-up deposit fee. Commissioner Anderson recommended a $250 refundable clean-up deposit fee. Mr. Maertz stated the $250 deposit fee would be adequate and would be returned after inspection of park. MOVED BY COMMISSIONER POLSTON-HORK AND SECONDED BY COMMISSIONER ANDERSON TO RECOMMEND APPROVAL OF MAJOR PARK USE OF RIVER'S EDGE COMMOMS PARK ON SATURDAY, MAY 5, 2008 WITH A $250 REFUNDABLE CLEAN-UP DEPOSIT FEE, A $100 PARK USE FEE. RENTER WOULD SECURE AND PAY FOR EXTRA TOILETS IF NEEDED. THROWING OF BIRD SEED, RICE OR ANY MATERIAL WOULD BE PROHIBITED AND THE STREET LEVEL PLAZA WILL REMAIN OPEN TO THE PUBLIC. MOTION CARRIED 4-0. 8.2. Land Use Cases -None 8.3. Policy Issues -None • 8.4. Discussion Items -None 9. Information Ugdate Items Park & Recreation Commission Minutes August 8, 2007 9.1. Land Use Cases -None 9.2. Park/Trail Development -None 10.1.. Update u1y 16.2007 City Council Meeting -None 10.1. Update u1y 10.2007 Planning Commission Meeting- None 11. Other Business -None 12. Adjournment There being no further business, the meeting adjourned at 7:22 pm. Res ectfiillya ,submitted, Tonya Love Recording Secretary Page 6 • • •