Parks Commission Agenda Packet 03-01-2007
AGENDA
PARKS COMMISSION
March 1,2007 - 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 January 25, 2007 regular Parks Commission meeting.
3. Consideration of adding items to the agenda.
4. Citizens comments and requests.
5. Park Maintenance
6. Discussion on filling vacancy on Parks Commission.
7. Review of rental language use of facilities by non-profit groups.
8. Discussion of parking lot at Hillcrest Park.
9. Update on meeting with MCC on skateibike park.
10. Discussion of upcoming park projects.
11. Adjourn.
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Parks Commission Minutes: 10/26/06
MINUTES
PARKS COMMISSION
Thursday, January 25, 2007 - 4:30 p.m.
"To enhance community pride through developing maintaining
City parks with a standard of quality."
Members Present:
Nancy McCaffrey, Larry Nolan, Rick Traver and Council Liaison, Tom
Perrault.
Members Absent:
Ben Hitter
Others Present:
Seth Nelson, Park Superintendent, and Tom Pawelk, Parks Department.
1. Call to Order.
Chair Nolan called the meeting to order at 4:30 p.m. and declared a quorum present.
2. ADDrove minutes of December 21. 2006 re2Ular Parks Commission meetin2.
Seth Nelson noted that he had talked to Park Department staff about the city-owned snow
making equipment referenced in the minutes. Staff indicated the equipment produced a more
slush like substance rather than snow.
RICK TRAVER MOVED TO APPROVE THE MINUTES OF THE DECEMBER 21,2006
PARKS COMMISSION MEETING. NANCY MCCAFFREY SECONDED THE MOTION.
MOTION CARRIED UNANIMOUSLY.
3. Consideration of addin2 items to the a2enda.
The following items were added to the agenda: 1) Tree planting program for 2007; 2) Use of
Ellison Park by a non-profit group; 3) Use of golf carts on pathway and 4) A joint meeting with
the MCC Advisory Board regarding the skatelbike park at the Community Center.
4. Citizens comments and reauests.
The youth hockey association thanked the Parks Department for the flooding and maintenance
work park staff has done on the city's rinks. Larry Nolan noted that there was snowmobile
activity in the park. Signs have been placed in the parks and Seth Nelson will monitor the
situation.
5. Park Maintenance.
Park Superintendent, Seth Nelson submitted a list of the work completed by staff which
included work on the skating rinks, safety improvements to the sliding hill at East Bridge Park,
snow removal work and repairs and maintenance work on equipment. The sliding hill gets
considerable use so there is concern about potential injury with people walking up the hill as
sleds are coming down. Tom Pawelk from the Parks Department suggested that perhaps one of
the skating rink attendants could be used to monitor activity at the sliding hill.
Parks Commission Minutes: 10/26/06
6. Rental of East Bridee Park.
The City has received a number of requests to rent East Bridge Park for weddings. East
Bridge Park although scenic does not have any structures like the other parks that are rented
out. Parks Commission and staff discussed possibly putting a gazebo in East Bridge Park
but noted that the presence of the sliding hill would impact where a gazebo could be placed.
Tom Pawelk felt a gazebo could possibly be sited towards the river down from the hosta
garden. He recommended a gazebo similar to the one at Otter Creek Park. Larry Nolan
suggested that for 2007 East Bridge Park should be rented on a trial basis. Parties renting the
park will be informed that their event does not exclude others from using the park. Rick
Traver felt a fee and damage deposit should be charged as well since it will require staff to
adjust the irrigation system for those times the park is being rented and making sure clean up
is done.
NANCY MCCAFFREY MOVED TO RENT EAST BRIDGE PARK ON A TRIAL BASIS
FOR 2007 WITH A RENTAL FEE OF $50 AND REQUIRE A DAMAGE DEPOSIT FOR
THE RENTAL OF THE PARK WITH THE INTENT THAT THE RENTAL OF THE PARK
WILL BE EVALUATED AT THE END OF THE YEAR. RICK TRAVER SECONDED
THE MOTION. MOTION CARRIED UNANIMOUSLY.
The Parks Commission brought up that the fees charged for park use should be reviewed and
possibly adjusted. This item will be placed on the next agenda.
7. Discussion of applications to fill vacancv on Parks Commission.
The vacancy on the Parks Commission has been advertised and listed on the City's website. To
date no applications have been received. The Parks Commission indicated that the vacancy
should continue to be listed on the website and that Commission members should talk to
individuals that they feel would be good candidates to see if a new member could be recruited
in that manner. Previous applications to the Parks Commission will also be reviewed.
8. 2006 Budeet Discussion.
Seth Nelson stated that there are unused funds from the 2006 budget and noted that on some
accounts they were over budget and on others unused funds remained. He indicated the 2006
budget contained $75,000 for the Ellison Park restrooms which had not been used. The
improvements made at the Mississippi Park for the swan viewing was taken out of the park
budget. Seth Nelson reported on improvements park staff made to the Mississippi Park site to
make it safer for those who came to the swan viewing overlook.
Added Items:
Rental offacilities by non-profit groups: The City has received a request from a church group to use
Ellison Park from 8 a.m. to noon every Sunday from Memorial Day through Labor Day. Under the
current policy non-profit groups do not pay for use of park facilities. The Parks Commission
expressed serious concern about allowing such an extended rental as they felt it would exclude others
from being able to use the park. They felt a policy should be implemented that would set out
Parks Commission Minutes: 10/26/06
parameters of how often any group could rent the facility in a given time frame. It is believed that
the Community Center has a policy dealing with this issue. A copy of the policy will be presented at
the next meeting for the Parks Commission review.
Change in meeting date: With the current vacancy on the Parks Commission and the absence of two
other commission members, the February Parks Commission meeting will be re-scheduled to March
1,2007 at 4:30 p.m.
Tree Planting Program 2007: Seth Nelson and Tom Pawelk met with Park staff and came up with
the proposal for 2007 for a tree planting program. This program will allow residents to purchase a
limit of two trees at cost of$15.00/each. The resident must attend a tree planting workshop with
tentative dates for the workshops being listed. Under this proposal the residents would pay 50% of
the tree cost with the City picking up the balance. These will be bare root trees with a number of
varieties available for selection. $10,000 had been budgeted for 2007 for tree replacement. It is
proposed to get this information in the paper and on the website. Larry Nolan suggested that the
Parks Department makes sure they have adequate time between the seminars and the tree pick up date
so that tree order can be placed and delivered. Nancy McCaffrey felt the Groveland area would be
an area where there would be a lot of demand since there are so few trees. Seth Nelson said the Park
Department is planning on some intensive tree planting in the Groveland Park area to make the park
more aesthetically appealing.
RICK TRAVER MOVED TO PROCEED WITH THE TREE PLANTING PROGRAM FOR 2007
AS PROPOSED. NANCY MCCAFFREY SECONDED THE MOTION. MOTION CARRIED
UNANIMOUSLY.
Golf Cart Use on the Pathway: Rick Traver stated he had been approached about allowing the lots
in the Club West development to use golf carts on the pathway to access the golf course. The
consensus of the Parks Commission was that it was not a good idea. The pathway is heavily used by
bikers and pedestrians and they felt the use of motorized vehicles on the pathway, which is narrow,
could pose some safety issues. In addition there are curves and hills along the pathway which
makes it difficult to see what is coming and react to it.
Skate/Bike Park at MCC: Larry Nolan stated that Kitty Baltos, MCC Director talked to him about a
joint meeting with the MCC Advisory Board regarding the skate!bike park. The MCC is considering
removing the park and would like some discussion on what could replace it. It is proposed that the
park would be removed sometime this year. Larry Nolan will check with Kitty Baltos on possible
meeting dates.
9. Adjourn.
RICK TRAVER MOVED TO ADJOURN AT 5:35 P.M. NANCY MCCAFFREY
SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY.
Recording Secretary
It
"""""""
CITY OF MONTICELLO
505 Walnut Street
Suite 1
Monticello, MN 55362
763-295-2711
PARK RESERVATION PERMIT
Signature of applicant:
Date:
ALL RESERVATIONS ARE SUBJECT TO THE RESERY ATION POLICY CONCERNlNG MONTICELLO'S
PARKS. PLEASE REVIEW THE CONDITIONS BEFORE PROCEEDING FURTHER.
Name: Resiclent:_ Non-resident:_ None Profit ID#
Organization: Address:
City: Statc:_ Zip: Phone:
Desired Date: From; ( a.m./p.m. To: (a.mJp.m.)
Cheek Facility Desired:
( ] Bridge Parlc:East ($50 for4 hours, non-rcsiclent-$IOO sales tax inclUded) This park doesn't have a strnctnre on it
( ] Ellison Gazebo ($50 for 4 hours, non-resident-$l 00 sales tax included)
[ J Ellison Log Shelter ($75 for 4 hours, non-rcsident-$lOO sales tax included)
[ ) West Bridge Community Room/Warming House ($75 for 4 hours, non-rcsiclent-$lOO sales tllX included; Enclosed with sink
and smal1 fiidge)
[ 1 West Bridge Gazebo ($50 for 4 hours, non-resident-$l 00 sales tllX included)
( ) Pioneer ($75 for 4 hours, non-resident-$100 sales tax included)
Reservation Pa)llIlent: Check#: Cash: Credit Card:
(Make checks payable to the City ofMonticell~
Amount: $
A $200 clean-up feels due npon key piCkup. This fee will be returned to yon provided the facUlty Is cleaned per the park
instructions. $200.00 Deposit Fee Check # Date: Key #
Key Retmned Date:
Check returned/shredded Date:
Agreement: I have received, read, and agree to abide by aU park ordinance., rules and regulation, as well 88 aD condi-
tions on thi. appUcation including PoUeles on page 2.
Issued by:
Date:
FOR PARK DEPARTMENT USE
The above organization has been approved fur use of the specified facility /park without paying a fee.
YES
00_
SIGNED:
Seth Nelson, Park Superintendent
Page 1 F:\receplparks\ParkReservation fu~I_30_07
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CITY OF MONTICELLO PARK RESERVATION POLICIES
I. 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, teleobone reservations will not be accooted.
3. A fee of $50-$75/4 Ms.- (residents) and $100/4 Ms.- (non-resident) will be charged.
For Cancellations, a 30 day notice is required for refund offee.
4. A $200 clean-up fee will be due upon key pickup. After the key has been returned the fee will be returned
to you upon inspection of the facility and finding it in satisfactory condition. The check can be shredded or
picked up.
5. A copy of the pennit D1II8t be brought to the facility as proof of reservation.
6. No alcohol is pennitted 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 viola-
tion of park rules or other City Ordinances may result in loss of reservation and future access to park fadli-
ties.
9. All motorized vehicles D1II8t 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 West Bridge Community Room/Warming House, the
Kitchen and Rest Rooms at Pioneer Park, and a key for Ellison Park electrical power. Water is al-
ways available at the parks. Except for Pioneer Park the Rest Rooms are kept open during park
hours.
12. H yon 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 ofUtler. Pa-
trons can help by wiping their picnic tables & cleaning spills on shelter floors. (This may Include ex-
cessive 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 at Ellison and West Bridge may be checked out on the last business
day prior to the event. The key must be retwned to City Hall on the first business day after the event, or put
in the utilities drop box in the Community Center foyer or Community Center parking lot.
15. The City tries to keep the park and its facilities in good condition. However, sometimes users leave it a
mess so you may want to check it out a few minutes earlier than your event to be sure it is clean enough.
Other users sometimes vandalize facilities or litter the grounds. Please report such conditions so that you
are not held accountable.
Page 2
F:\receplpwlPark Reservation form _1_30_07
Page 3 F:\receplpari<BlPark Reservation fOIm_I_30 _07
'Monticello commucity non-profit organizations that are using the park for an event to benefit the commucity 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 approva1. You will be notified as to
whether or not you have been approved.
PLEASE TAKE PRIDE IN MONTICELLO
PARKS
CLEAN-UP CHECK LIST
.A. LITTER
.A. EMPTY SMALL GARBAGE CANS IN DUMPSTER
.A. CLEAN OFF PICNIC TABLES
.A. CLEAN OFF COUNTER TOP
.A. REMOVE ALL PARTY DECORATIONS
.A. TURN OFF ELECTRICITY
PLEASE LEAVE THE PARK AND SHELTERS IN
ASGOODACONDITIONAS~NYOU
ARRIVED, IF NOT BETTER
THANK YOU,
CITY OF MONTICELLO