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Parks Commission Agenda Packet 01-25-2007 AGENDA PARKS COMMISSION January 25, 2007 - 4:30 p.m. 'To enhance community pride through developing and maintaining city parks with a high standard of quality" 1. Call to Order 2. Approve minutes of December 21,2006 regular Parks Commission meeting. (At the December meeting I mistakenly indicated that the terms of Fran Fair, Rick Traver and Ben Hitter were up. Only Fran Fair's term was up) 3. Consideration of adding items to the agenda. 4. Citizens comments and requests. 5. Park Maintenance 6. Consideration of designating East Bridge Park as a rental facility and establishing fees and conditions for rental. ~ 7. .., Discussion of applications, if any, for vacancy on Parks Commission. 8. 2006 Budget (If report is submitted by Finance Department) 9. Adjourn Parks Commission Minutes: 12/21/06 MINUTES PARKS COMMISSION Thursday, December 21, 2006 - 4:30 p.m. "To enhance community pride through developing maintaining City parks with a standard of quality." Mem l)ers Present: Fran Fair, Ben Hitter, Nancy l\.IIcCaffrey, Larry Nolan, Rick Traver and Council Liaison Tom Perrault. Members Absent: None Others Present: Seth Nelson, Park Superintendent, Kitty Baltos MCC Director. 1. Call to Order. Chair Nolan called the meeting to order at 4:30 p.m. and declared a quorum present. 2. Approve minutes ofthe November 16. 2006 ret!ular Parks Commission meetint!. Seth Nelson provided a breakdown of the cost of the work for the Mississippi Drive Park noting that the drainage improvements portion was $16,000. He added that the water is still running over the parking lot. Fran Fair noted a correction on page #1 under item #5 stating it should be West Bridge Park not East Bridge Park. RICK TRAVER MOVED TO APPROVE THE MINUTES OF THE NOVEMBER 16, 2006 REGULAR PARKS COMMISSION MEETING WITH THE CORRECTION NOTED. FRAN FAIR SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 3. Consideration of addiu,! items to the at!enda. Fran Fair asked Seth Nelson ifhe was aware that in previous years the City had made snow at the park. Seth Nelson indicated he was not aware of that. In previous years when snowfalls were light the Parks Department had rigged up equipment so that they could make snow. Parks Commission felt the snow making equipment may have to be utilized this year. 4. Citizens comments and requests. None. 9. Discussion of a concession buildint! located at Freewav Fields. Because Kitty Baltos was present, this item was moved up on the agenda. Kitty Baltos and Seth Nelson had discussed having the MCC take over the concessions at Freeway Fields since they will also be doing the concessions at the Xcel Fields. When the matter was first brought up it was discussed using a concession trailer rather than constructing a building for economic reasons. The MCC Advisory Board had discussed this item as well and felt that the concession trailer would be a more labor intensive project in that it would have to be hauled to 1 Parks Commission Minutes: 12/21/06 the site and might be more subject to vandalism. The MCC Advisory Board would prefer to have structure on site to be used for concessions. Kitty Baltos obtained price quotes from a number of vendors for a structure that could be used for concessions. She felt something similar to the structure at Xcel Fields should be considered. At the present time there is an open air shelter at Freeway Fields and it is proposed that the concession structure would be placed close to the open air shelter. The least expensive of the price quotes was $75,000 which did not include the building pad or utilities. The model that they were considering Lorn the bidder (Murdock) would be the Fairway 2 with Concessions. At the high end ofthe price range was CXT at $160,000. The Murdock would be ADA compliant. Kitty Baltos stated this is preliminary information and the MCC is continuing to pursue this to see if it could be done in a less expensive fashion. She stated that the concession sales could be handled by the MCC, Parks or civic organizations. She did feel that the MCC should be responsible for stocking the concessions and handling the financial aspects such as making deposits, tracking inventory, etc. The MCC Advisory Board felt that because Freeway Fields has a lot of activity this would be a good venture. Fran Fair agreed that the MCC or Parks be in charge of the concessions as she felt there was less accountability when private organizations conducted the concessions. She also suggested that the structure not include restrooms since she felt they tended to be hangouts. She recommended having portable toilets placed nearby noting that people don't usually hangout around portable toilet units. Kitty Baltos will keep the Parks Commission updated on this matter. Rick Traver asked if there was an irrigation system at Freeway Fields. Seth Nelson explained where the water lines were located for this facility. 5. Park Maintenance. Seth Nelson submitted a list of the work completed by the Parks Department which included adding the swings and placing wood chips at the Pioneer Park playstructure. He noted the sidewalk was complete at Riverside Cemetery except for one spot. The contractor will be back in the spring to complete the work. The Parks Department will be refurbishing the old fence and will use it on the east side of the cemetery. It is also proposed to move the fence on the west side of the cemetery since it is 15' off the property line. The Parks Department installed a pole railing at the swan viewing area of the Mississippi Drive Park. Some items that were salvaged from the Monte Club building will be used at the various park facilities. After the holidays, the Parks Department will be flooding again. Fran Fair asked if straw mulch had been placed around the perennials at East Bridge Park. Seth Nelson indicated it had not but the Parks Department would try to get to that. 6. Consideration of addinl! l!eneral skatinl! rink at Country Club Park. Seth Nelson indicated he had gotten some calls about the City having a skating area in this location. He stated that a rink in this area would be tough as far as maintenance. The Parks Commission discussed that there were some drainage concerns with this area and the felt there was enough problem getting the rinks they have established. In addition there is poor 2 Parks Commission Minutes: 12/21/06 access to the park and no lighting so it was not the idea110cation for a rink. The Parks Commission did not feel a rink at this location was a priority at this time. 7. Recommendation on appointment to Parks Commission. The tenn of Fran Fair expires at the end of December. Fran Fair announced that this would be her last meeting and she would not serve another term. Fran Fair has served on the Parks Commission since its inception in 1991. Larry Nolan on behalf of the Parks Commission recognized Fran Fair's work over the years she served on the Parks Commission and thanked her for the expertise, energy and passion she brought to the Parks Commission. The City will advertise the vacancy. 8. Discussion of the budl!et. The Parks Commission discussed the 2006 budget and reviewed expenditures to see how closely the Parks Department stayed within the budget. It was noted that although money was budgeted for certain projects, staffing constraints did not allow for all the projects to be completed. The Parks Commission would like to receive a monthly summary that included more detail information. In.T anuary they would like to have a year summary and after that they would review the budget and expenditures on a quarterly basis. 9. Other items. Seminar: Nancy McCaffrey and Seth Nelson reported on a conservation corridor seminar they attended. The meeting dealt with connecting parks with open spaces, such as the YMCA site. Connecting the conservation/open areas makes for a travel corridor for wildlife to other open areas. Groveland Park: Larry Nolan asked ifthey are still planning to get a skating rink in at this location. Seth Nelson said they are waiting for snow so that can be used to build up the area around the rink. Hillcrest Park: Larry Nolan stated that at an informational meeting he attended regarding the 2007 Core Street Reconstruction Project a resident asked about putting a skating rink at Hillcrest Park. There was a rink there at one time but had been discontinued because it was not being used. Larry Nolan stated that there are a number of young families in the area so there is a demand for a skating area. 10. Adjourn. RICK TRAVER MOVED TO ADJOURN AT 5 :30 P.M. NANCY MCCAFFREY SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Recording Secretary 3 NOTES TO PARKS AGENDA 6. East Bridge Park: The City has a number of requests to rent East Bridge Park. At this time the park facilities that are listed for rental uses are those parks that actually have structures such as Ellison, West Bridge and Pioneer. East Bridge Park does not have any structures but because it is a very scenic spot, people have been requesting to rent it for wedding ceremonies, etc. Does the Parks Commission want to include East Bridge Park as a rental facility and if so, a rental fee should be determined as well as any other conditions the Parks Commission feels should be in place. In the past the City has received some requests to use Otter Creek Park, which is also a very scenic spot for events like weddings. With Otter Creek Park it was determined that because there was very limited parking, the facility should not be rented out and if somebody wanted to use the park for an event it should be approved by the Park Superintendent and/or Parks Commission. Does the Parks Commission feel the rental of East Bridge Park should be handled in a fashion similar to Otter Creek Park. Attached is a copy of the park reservation form that is used. If it is determined that East Bridge Park be listed as a rental facility, the Parks Commission may want to review this form to see which provisions should be applied to East Bridge Park. 7. Park Commission Vacancy: The City has placed an advertisement in the Monticello paper and on the City's web site for the vacancy on the Parks Commission. The closing date for applications is January 19, 2007. To date, the City has not received any applications. If any applications are received between now and the meeting date, they will be presented at the meeting. The Council has indicated that they will act on the recommendation of the Parks Commission. CITY OF MONTICELLO 505 Walnut Street Suite 1 Monticello, MN 55362 763-295-2711 PARK RESERVATION PERMIT ALL RESERV A nONS ARE SUBJECT TO THE RESERVATION POLICY CONCERNING MONTICELLO'S PARKS. PLEASE REVIEW THE CONDITIONS BEFORE PROCEEDING FURTHER. ~---------------------~-----------------------------------------------------------------------~------------~ Name: Resident:_ Non.resident:_ None Profit ID# Organization: Address: City: State: Zip Code: Phone: Desired Date: From: (a.m/p.m.) To: (a.m/p.m.) Cheek Facility Desired: ( ) Ellison-Gazebo ($SO for 1ooms, non-residcnt..$-lOO-saks tax included) It 1 Ellison Log Shelter ($75 for 4 hours, non-rcsident.$lOO sales tax included) ! ( ) West Bridge Shelter Building/Warming House ($75 for 4 hours, non-residcnt-$IOO sales tax included) Enclosed building l with sink and small fridge) : ( ) West Bridge Picnic Shelter ($50 for 4 hours, non-resident-$100 sales tax included) ! ( J Pioneer ($75 for 4 hours, non-resident-$l 00 sales tax included) I I Reservation Payment: Check#: Cash:_ Credit Card:_ Amount: (Make checks payable to the City of Monticello) A $200 deposit or clean-up fee is due upon key pickup. This fee will be returned to you provided the raeillty is cleaned per the park Instructions. $200.00 Deposit Fee Retained Fee RetwnedlShredded (Date) (Date) (Date) Key for shelter building/warming house, restrooms, electricity: Key#: Date returned The clean-up fee can be picked up no earlier then three days after the event and no later than seven days. After seven days, we will be shred the check if the park is cleaned to satisfactory conditions. A8reement: I have received, read, and agree to abide by all park ordinances, rules and regulation, as well as all conditions on tbis application. Signature of applicant: Date: Issued by: FOR PARK DEPARTMENT USE The above organization has been approved for use of the specified facility /park without paying a fee. YES NO SIGNED: Seth Nelson, Park Superintendent L_____________________________~____________________________________________________________________________ f CITY OF MONTICELLO 505 Walnut Street, Suite 1 Monticello, MN 55362 763-295-2711 , PARK RESERVATION POLICIES 1. City residents and non-City residents may make reservations for the shelters beginning January 1 of each year. 2. Reservations can be made only in person, telenhone reservations will not be accented. 3. A fee of $50-$75/4 hrs.-(residents) and $100/4 hrs.- (non-resident) will be charged. For Cancellations, a 30 day notice is required for refund of fee. 4. A $200 clean-up fee will be due upon key pickup. The fee will be returned to you upon inspection of the facility and finding it in satisfactory condition. Note: The parks are not manned on weekends, therefore, you may want to inspect the park a few minutes before your event to make sure it is in satisfactory condition for your event. 5. A copy of the permit must be brought to the facility as proof of reservation. If other parties are already using the facility without reservations. Please ask them to leave. If they do not comply call the Wright County Sheriff's none emergency munber. (763) 682-1162. 6. No alcohol is permitted at the City parks. 7. You must be 18 years of age to reserve a facility and responsible adult supervision must be provided at all times to insure that the pavilion and surrounding grounds are utilized in a safe and orderly manner. 8. Law enforcement officials have the authority to ask uncooperative offenders to leave the park. Any violation of park rules or other City Ordinances may result in loss of reservation and future access to park facilities. 9. All motorized vehicles must be left in designated parking areas. 10. The park opens at 8:30 a.m. and closes at 10:00 p.m., unless otherwise authorized. 11. It is necessary to pick up a kev for the Shelter Building/Warming House/ Storage Room@ West Bridge, and Pioneer, a key for Ellison Park electrical power. Water is always available at both parks. 12. If you do not pick up a key and someone is needed to open the facility or turn on the electricity, you will be charged $55 to have a city employee come in to assist you. At that time, the check is to be made out to the City of Monticello. Another separate check for $200 for a clean up fee is also due at that time. 13. You are responsible for keeping the park clean by leaving facilities and grounds free of litter. Patrons can help by wiping their picnic tables & cleaning spills on shelter floors. (This may include excessive litter, messes/spills left on shelter floor or picnic tables, damage to pavilion or picnic tables, or other damage directly related to the rental use). 14. A key to the locked electrical box and restrooms may be checked out on the last business day prior to the event. The key must be returned to City Hall on the fIrst business day after the event, or put in the utilities drop box in the Community Center foyer. 15. The City tries to keep the park and its facilities in good condition. Other users sometimes vandalize facilities or litter the grounds. Please report such conditions so that you are not held accountable. [ have read and agree to all of the above park policies. Signature Date F:\common\parks\ParksRes5 _2_06 2 *Monticello community non-profit organizations that are using the park for an event to benefit the community or a qualified charitable organization will not be charged a facility fee. This must be cleared by the Parks department Supervisor or you will be charged to reserve a facility/park. Please turn in your permit application at least I month in advance of the date(s) and it will be sent to the parks department for approval. You will be notified as to whether or not you have been approved. PLEASE TAKE PRIDE IN MONTICELLO PARKS CLEAN-UP CHECK LIST ~ LITTER z EMPTY SMALL GARBAGE CANS IN DUMPSTER w CLEAN OFF PICNIC TABLES w CLEAN OFF COUNTER TOP ~ REMOVE ALL PARTY DECORATIONS ~ TURN OFF ELECTRICITY Z DROP CHECK LIST IN DROP BOX PLEASE LEAVE THE PARK AND SHELTERS IN AS GOOD OF CONDITION AS WHEN YOU AR- RIVED, IF NOT BETTER THANK YOU, CITY OF MONTICELLO Page 3 Parks Commission -01125/2007 Resident Tree Proe:ram. (S.N..) The City of Monticello will be providing trees that residents can purchase at cost of $15.00 per tree with a limit of 2 trees. There will be a variety of types of trees to choose from. They range in height from 4 to 10 feet. In order to take advantage of this tree offer, residents are required to attend a tree planting workshop. There will be two seminars held. The first will be Wednesday, April 4, 2007 at 7:00 p.m. in the Monticello City Hall Council Chambers. The second seminar will be Saturday, April 7,2007 at 10:00 a.m. in the Monticello City Hall Council Chambers. Residents must attend one of the seminars. The seminars will provide information on the types of trees being offered and how to plant and care for them. At the conclusion of the seminar, residents will have the opportunity to sit down with a tree specialist and go over a sketch of their lot and ask questions to help determine where and what types of trees would be best in their location. Those who wish to purchase trees will need to sign an "Adopt-a-Tree" agreement which states that the purchaser agrees to plant the trees according to the guidelines provided at the seminar and to water and maintain the trees. Residents would order and pre-pay ($15.00) for their trees at the conclusion of the seminar. The trees will be distributed on a first-come, first-served basis. Trees will be available for pickup in the City Hall parking lot on Saturday, April 28, 2007, from 9:00 a.m. to 12:00noon. If you have any questions regarding this program, please call the Parks Department at 763-271-3276. Thank you. Seth Nelson Parks Superintendent Professional Letter Page 1 of 1 Dawn Grossinger From: Cathy Kasper Sent: Thursday, January 25, 2007 3:04 PM To: Dawn Grossinger; Seth Nelson Subject: ParksCommission.doc Park Reservation for Sunday Services City of Monticello Parks Commission January 25, 2007 505 Walnut Street Monticello MN 55362 Parks Commission: Today I got a request from the Alive! Lutheran Church's pastor to reserve a park (Ellison Log Shelter or Pioneer Park) for every Sunday morning this summer from 8:00 am to noon for a service in the park. They want to start the week after Memorial Day to Labor Day. At this time we do not charge groups with a non profit 10 a reservation charge. However, we do not have any groups that use the facility for more than one day except the school district, but they use it during the week which is hardly ever booked. As of today both parks are not reserved (except for RiverFest), but it is only January and no one can book any park before January 1st of the current year. Please let me know if I can book all these dates and at what charge. The pastor may come to your meeting tonight. Sincerely, Cathy Kasper City of Monticello Receptionist 1/25/2007 Monticello Parks Monthly Completed Tasks December 21 st - January 25th, 2007 - Garbage and Bathroom Run every Monday and Friday - Trimmed and pruned trees within parks - Chipping requests completed - Serviced Sprayer, replaced nozzles and re tefloned fittings - Refurbished signs throughout parks - Began work on new signs for Par West and Groveland Parks - Plowed sidewalks, pathways, and parking lots during snow events - Prepared bleacher supports for installation - Fixed bathroom doors at West Bridge Park - Packed snow on rinks for a good base - Began flooding rinks - Placed sand and salt along pathways as needed - Fixed heater and cable for door in New Holland TC33 - Sledding Hill inspections completed every week - Jumps and safety hazards removed from sledding hills - More bales added along north side fence at E Bridge sledding hill - Changes light fixtures at Ellison log shelter and replaced bulbs at Ellison, Hillside cemetery, Pioneer and Meadow Oak Parks. - Placed no snowmobiling signs at Hillcrest Park - Fixed wiring in Ellison Log shelter - Trimmed up brush and trees along plow routes - Secured picnic tables at East Bridge Park - Scraping, Brooming and flooding rinks daily - Removed dock from Front Street - Began work on tree order and spring planting - Rubber matts added to 4th street bathrooms - Resecured bales at East Bridge sledding hill - Began repair of trailer, rewiring, replacing deck boards and welding fenders - All rink attendants hired on and working 1/13/07 - Sanding and salting sidewalks and pathways as needed