Parks Commission Agenda Packet 03-26-2008AGENDA
PARKS COMIVIISSION
March 27 2008 - 4:30 p.m.
`Tn enhance community pride through developing and
maintaining city parks with a high standard a/quality"
Call to Order.
2. Approve minutes of March 6, 200$ Parks Commission meeting.
Consideration of adding items to the agenda.
4. Citizens comments and requests.
Review and public input on development of Sunset Ponds Park.
b. Park Maintenance
7. Adjourn
Park Commission Minutes: 3/6/08
MINUTES
PARKS COMMISSION
Thursday,
March 6, 2008 ~- 4:30 p.m.
"To enhance community pride through developing maiutaining
City parks with a standard of quality."
Members Fresent: Gene Emanuel, Larry Nolan, Rick Traver and Council Liaison, Brian Stumpf.
Members Absent: Nancy McCaffrey
Others Present: Tom Pawelk, Park Superintendent and Mark Larson
Call to Order.
Chair Larry Nolan called. the meeting to order at 4:30 p.m. and declared a quorum
present.
7. Consideration of advertising on the Ballfield fencing.
Because of a scheduling conflict the Parks Commission moved this item up to allow Michelle
Hertwig an opportunity to address the Parks Commission about a proposal to sell advertising on
banners placed. on the Ballfield fences.
Michelle Hertwig explained that the banners are 50% mesh so you can see through them.
The size of the banner will be determined by the height of the fence. A 9' x 7' banner is
$400/year for a three year contract period. There is a ] 0% discount if the full three year contract
amount is paid up front. A 14' x 7' banner would be $600/year. Michelle Hertwig's charge for a
9' x 7' banner would be $349 which includes banner and design time. At the end of a three year
contract the City would receive a net of $S50/per banner.
Tom Pawelk explained that the Community Center has established a Monticello Park and
Recreation and they now handle the scheduling of the fields for softball and handle the
concessions for all Ballfield uses. At the present time all monies received are going into the
MCC budget. Torn Pawelk indicated that the Forks Department will be tracking all hours spent
on field preparation and cleaning/repair of concession areas in order to come up with a basis for
claiming a portion of the revenue generated by the ballfields for the parks budget.
Tom Pawelk also informed the Parks Commission that the Monticello baseball team will not be
hosting the state tournament this year. In the past the tournament which runs over two weekends
drew a good crowd and was a good revenue producer.
Rick Traver asked how much of the revenue from the banners would actually go to the park fund.
Torn Pawelk felt that it should all go to the park fund. There was discussion on how the funds
from the ballfeld concessions were being handled. Larry Nolan stated there are two issues to be
considered with this item. One is whether the City wants to go ahead with sell advertising on
banners for the balliields and secondly how to divide funds generated from the Ballfield use.
Park Commission Minutes: 3/6/08
If the City decides to go with banners, they would only be used on fields #1 and #2. At this time
it is not known how many banners could be placed on a fence. Tam Fawelk will get the
information an the ballfield dimensions to Michelle Hertwig.
Torn Pawelk stated that the baseball association pays a flat fee for ballfield maintenance. When
the softball association ran the concessions a portion of the revenue was suppose to be paid to the
City for field maintenance. He added that there are four softball tournaments a year at the fields.
The softball leagues use the fields Mondays and Tuesdays and the baseball league uses the fields
on Wednesdays and Thursdays.
Gene Emanuel felt the banner idea had merit and if Michelle Hertwig would be doing the
soliciting for advertising the only question he would have is what funds are coming back to the
parks. The Parks Commission felt this proposal should come before the City Council. Michelle
Hertwig pointed out that this price is the same as the banners far the schools. At the school the
funds from the banners were used for the facilities and not programming costs.
RICK TRAVER MOVED TO PROCEED FORWARD WITH THE SALE OF ADVERTISING
ON BANNERS TO BE PLACED ON BALLFIELDS #1 AND #2 WITH THE APPROVAL OF
THE PROPOSAL AND PRICING BY THE CITY COUNCIL.
Gene Emanuel stated he would like language added specifying how much of the funds from this
proposal would ga the park.
RICK TRAVER AMENDED HIS MOTION ADDING THAT THE REVENUE SPLIT WOULD
BE DETERMINED ONCE DATA IS OBTAINED. GENE EMANUEL SECONDED THE
MOTION. MOTION CARRIED UNANIMOUSLY. 3-0.
2. A rove minutes of Janua 24 2008 re ular Parks Commission rneetin .
RICK TRAVER MOVED TO APPROVE THE MINUTES OF JANUARY 24, 200$
REGULAR PARKS COMMISSION MEETING. GENE EMANUEL SECONDED "THE
MOT"ION. MOTION CARRIED UNANIMOUSLY. 3-0.
3. Consideration of adding items to the a eg nda.
Larry Nolan added an update on the YMCA park.
4. Citizens comments and requests.
There was no one who spoke under citizens comments or requests. Tom Pawelk submitted a
letter he had sent to the VFW regarding the flagpole at Hillside Cemetery which resulted in a
donation of $S00 from the VFW. Any additional funds to replace the flagpole will need to come
from the park budget. Gene Emanuel suggested contacting the auxiliary to see if they could
provide any assistance. The Parks Commission commended Torn Pawelk on his efforts to obtain
the funding.
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Park Commission Minutes: 3/6/08
5. Tree Replacement Pro r~ am.
Tom Pawelk explained this program is for City residents only and submitted a copy of the
information that will be going out in the newsletter. As in the past the City will be picking up %z
the cost of the tree. The staff will. be doing same boulevard tree planting along 7`" Street and the
planting proposed for the Chelsea Raad boulevard will be delayed until the street lighting is
installed. The City will pay far the boulevard trees. Gene Emanuel asked about planting
boulevard trees along Schaal Baulevard.
The Parks Commission felt the handout information looked good. Tam Pawelk noted that there
was no tree planting seminar that would be conducted but planting information will be distributed
with the trees.
6. Consideration of ballfield Agreement.
The ballfield agreement was being brought up because staff is considering an increase in price
from $1,500 to $1,750. Tom Pawelk stated there is a special charge for tournaments which is
$110 per field. Other than the price increase the agreement is similar to that of other years. The
agreement needs to be signed by March 15t". Gene Emanuel asked if the hockey association
had signed the agreement with the City on the use of the rinks. Tom Pawelk reported that the
hockey association which uses the rinks on. Tuesday and Thursday nights has not signed the
agreement.
$. Landsca~in~ for the roundabout area.
Tom Pawelk submitted a landscape plan that was prepared by the engineer showing proposed
plantings for the roundabout located at CSAH 18 and Meadow Oak Avenue. The landscaping
will be a joint project between the Parks Department and the Lions Club. The project is proposed
to be completed by Memorial Day with the Lions Club handling maintenance of the plantings.
Tom Pawelk felt a skyline locust would be a better choice for the trees rather than the burr oak
proposed. Gene Emanuel felt there were pros and. cans to be considered in landscaping the
roundabout. Tom Pawelk felt the landscaping would result in more drifting of snow in the winter
and trash and debris would. get caught in the landscaped area. Rick Traver suggested that perhaps
the number of plantings proposed could be thinned out. The initial expense of the landscaping
would be covered by funds from the project but thereafter the City would have to annually
budget for maintenance cost. Tom Pawelk will work with the Lions Club on the maintenance of
the area.
9. Consideration of a shelter/storage shed far East Bridge__Park.
When the East Bridge Park gardeners started working in East Bridge Park they stored their tools
and supplies in Fran Fair's garage. Later another resident in the area allowed the tools to be
stored in his garage. Last year the resident indicated his garage would no longer be available for
that use so the tools and supplies were stored. in one of the gardeners car. The gardeners would
like to have some kind of shelter provided for their tools, fertilizer and other supplies. Larry
Nolan thought an 8' x 8' shed would be sufficient to house their 6' x 4' cart and their other
supplies. A possible location for the structure would be in the area of the Link property. Tom
Pawelk informed the Parks Commission that $3,000 was budgeted For East Bridge Park and he
3
Park Commission Minutes: 3/6/08
felt supplies to construct the storage shed could be taken from there. Parks Department staff
would be constructing the storage shed.
10. Consideration of a ointin are resentative from the Parks Commission to serve an an ad
hoc committee to review the res oases to the RFP's far a Natural Resources Invento
Brian Stumpf stated he was serving as Council representative on that committee. It was proposed
that the committee would be meeting 3-4 times to review the proposals that are submitted by
firms proposing to do the Natural Resources Inventory for the City. Rick Traver volunteered to
be the Parks Commission representative with Larry Nolan serving as the backup.
11. Introduction of Mark Larson.
At this time the Parks Commission took some time to talk with Mark Larson, who has expressed
interest in serving on the Parks Cammission and would fill the vacancy left by the resignation of
Ben Hitter. "The Parks Comrrtissian explained the role of the Parks Cammission and the type of
activities they were involved in. Mr. Larson has been in the construction business for 2S years
and he would like to get involved with things for the family such as parks and recreation.
RICK TRAVER MOVED TO RECOMMEND T1-1E APPOINTMENT OF MARK CARSON TO
THE PARKS COMMISSION TO FILL THE VACANCY CREATED BY THE RESIGNATION
OF BEN HITTER. GENE EMANUEL SECONDED THE MOTION. MOTION CARRIED
UNANIMOUSLY. 3-0.
12. Consideration of quotes for the nlav structure at Sunset Ponds.
Tom Pawelk reported he had received quotes from five vendors for the playground equipment at
Sunset Ponds and these proposals had been reviewed by the entire Parks Department staff. With
a budget of $52,000 as a parameter, Fark Department staff felt two of the five vendors truly met
the budget requirement. The five vendors were: Flanagan Sales; Clearwater Recreation; Midwest
Playscapes, Webber Recreation and Landscape Structures. Amain consideration for the Parks
Department is whether the vendor would allow a supervised installation. The Parks Department
had done a supervised installation at Hillcrest Park where a community group such as the scouts
would do the work under the supervision of the vendor's representative. The Forks Department
felt strongly this was the way to go for two reasons: 1) Community involvement and 2) Saving of
installation costs could be applied. towards additional equipment.
Midwest Playscapes and Webber Recreation were the vendors that provide supervised
installation. Midwest Playscapes was the firm that did the supervised installation at the Hillcrest
Park. The Parks Department felt this was a very reputable ftrm that had good quality playground
equipment. Webber Recreation who handles the Miracle Recreation Equipment was the other
ftrm who did supervised. installation. Although the City has not had any experience with this
firm as far as the supervised installation, the Miracle Recreation Equipment was installed in
Ellison Park almost ten years ago and is still in excellent condition. Tom Pawelk indicated that
the scouts would be available to work on this project.
The Parks Commission reviewed the play structure layouts from the various vendors and agreed.
with the Parks Department that it made sense to go with a firm that provided a supervised
4
Park Commission Minutes: 3/6/08
installation. Larry Nolan and Rick Traver favored Webber Recreation based on the quality of
their product. Tom Pawelk painted out that both Midwest Playscapes and Webber Recreation
had their equipment in Monticello parks but the only supervised installation experience the City
had was with Midwest Playscapes. Gene Emanuel suggested getting some references from other
communities as far as their experience with the supervised installation done by Webber
Recreation. The consensus of the Farks Commission was to go with the proposal from. Webber
Recreation.
The Parks Commission then discussed scheduling the meeting with the Sunset Ponds residents to
let them review the park. development plan and provide comment on it. It is proposed to have
this part of the next regular Parks Commissian meeting on March 27, 2008. Tom Pawelk
informed the Parks Commission that he had applied for a grant on another piece of park
equipment but has not yet heard back on it.
13. Park Maintenance.
The park maintenance information was submitted in a new format which provided a daily list of
what was worked on. Tom Pawelk stated that he is requesting the Council at their March l Ocn
meeting to consider the purchase of a used 1999 MT 5 Trackless which will be used for removing
snow on the sidewalks anal pathways. The 1985 MT 3 Trackless is in poor condition and to bring
up to operating candition would. cost aver $21,000. The used 1999 MT 5 Trackless would cast
$30,000 not including sales tax. Tom Pawelk explained haw the equipment was used and the
number of hours used.
This was a good year for the skating facilities since the weather was more conducive for it. Tam
Pawelk stated that he will probably be changing the hours somewhat for next year with the hours
the attendants are on duty starting a little later since skaters were not corning until later.
Update:
Larry Nolan reported that bonding bill which includes the $8,000,000 for the YMCA purchase is in
committee and is being moved through the legislative process. Brian Stumpf indicated that he
contacted his uncle who is a representative to let him know the significance of this bill for the City of
Monticello. Tom Pawelk and Marc Mattice, Wright County Park Superintendent testified. before an
Environmental Committee and a majority of the committee members had actually visited the YMCA
site.
14. Adjourn.
RICK TRAVER MOVED TO ADJOURN AT 6 P.M. LARRY NOLAN SECONDED THE
MOTION. MOTION CARRIED UNANIMOUSLY. 3-0.
Recording Secretary
^
~~^I~ Advertising
J a~aDesign <_
PO Box 681 • Monticello, MN 55362 • 763.295.4393 • www.majirs.com
Proposal/Estimate for City of Monticello Parks Department
763-Z71~3276 • • 3/6/08 • Attn: Tom Pawelk
Banner Description:
• 50% Mesh • full color • hemmed on all sides
• grommets every 12", 18" or 24" (whatever you prefer)
• Size determined by height of fence. (MHS field offers 9'w x 7'h and 14'w x 7'h)
Height of fence:
Banner Width(s) to offer:
Advertiser Pricing:
9' x 7' (MHS has contract for $400/yr - $6.35/sq.ft.): $
14' x 7' (MHS has contract for $600/yr - $6.12/sq. ft.) $
Advertiser contract:
• Sell as a 3-year contract. Option to pay total up front (offer 10% discount)
or pay at designated time every year
• 3 year contract includes one banner
(They would not get to change out the banner every year)
MA]TRS!!: design and offer banners to Experience Monticello advertisers
City will pay MAJIRS! A one time fee of $349 for 9'x7' banner or $454 for 14'x7'
banner. (This will include the cost of printing and designing the banner.)
The City will be responsible for billing advertisers & for storing and attaching
banners to fence with plastic cable ties
NOTES:
Thank you!
Michele Hertwig, MAJIRS! Advertising & Design
3/b/2008 SIDEWALKS,RINKS, EXEL NEW HOLLAND TRACKTOR REPAIR
3/7f2ti0$ CHAMBE~~FLA~RINK5, EB SH>~D
3/10/2008 EB SHED CHECK RINKS
3f I 1 F2008 SHED WORK, FIX GATE,ON TRUCK
3 / 12/200$
3f 13/x008
3/ 14/2008
3/17/2008
3/ 18/?008
3i f 9!2008
3/20/?008
3n ~ /zoa$
3/2?/2008
324/2x0$
3/25/2008
3lZb/2DD8
3/27'/2008
JOHN LUKACH
SHED WORK, PATHWAY GATES
EB SHED
EB SHED
sNbwi~aY
SNOWpAY
~intisr~t FAN 5`1`RagE oN htl`
WORK ON TRACKTOR
5N~vvagY
SAT SNOWFALL 6AM TO IPM
l=INISH SHAKES
TREE SCHOOL
TttEE SCHOOL ,
ORDER CORNER POST FOR WB SHELTER, INFO BOARDS, LEFT AT 2:30PM
Thursday: h'1a.reh 2;~. 2Q0$
°'a ~ ~ 1 ~:
3!20/2008 ABSENT
3/2I/2008 ABSENT
3/22/2008 ABSENT
32~+r1008 AB5EN1"
3/25/2008 ABSENT
3/26!200$ ABSENT
3/27/2008 ABSENT
JOSH BERTHIUME
3/6/2008 RUN W/DEREK, RINKS, EXEL CLEAN UP
3/7,0200$ RINKS, BATH TRASH, TORO fJ[L CHANGE
3/10/2008 SHOVEL SNOW UNDER BRIDGE, WORK ON EASE FOR SHED
3/l t/200$ WORK ON MT
3/ 12/2008 TEST FOR CDL. CEMETERY
3113!200$ SANp SIDEWAI~KS
3/ 1412008 BATW TP,ASH, CLEAN UP 4TH ST FOR THE YEAP,,PUT WOOD AWAY IN SH
3f17/2008 SNOWDAY
3/18.2008 SNOWDAY
3! 1912008 SAND 5fDEYVALKS..REPLACE BOARDS E3ACK SHOP
./20/2008 HELP LEO WITH BLADE CEMETERY IN AM
3/21/2008 SNdWdAY
3/22/2008 SAT SNOWFALL 6AM TO IPM
3/2/200$ 'BATH TRASf-t, PLACE TRUCK 4N MATTS BU1LC31NG F'4CK TRASi-t
3125/2008 MT RUST PROOFING, TAPE AND PAINT INSIDE WALL IN SHOP
3/2b/2008 PICKUP STAIN FROM LUMBER YARd, PICKUP PARTS FROM MOONS, FINISH
3/27/2008 EXEL SECURITY LIGHTS REPLACE, SAND UNDER BRIDGE
LEO SCHRODEN
3/6/2008 PLAYGROUND SPECS, PATHWAYS,CEMETERY RUN, SIGN WORK
3/712008' Sign Work, Wcxk on projector
3/10/2008 SIGN WORK, MOVE SNOW AT WB RINK. BATH TRASH
3/1 1/200$ SIGN WDRI
3/12/2008 CEMETERY FULL DAY
f
/~~~~ SICK
3/ 14/2008
3/ 17/20Q8
3/ 18/2008
3/19/2008
3!20/2008
3/21120x8
CEMETERY PROBLEMS AM, SIGN WORK
SNOW DAY
SNOWDAY
SIGF~ V'~CD}iKI ,
WORK ON PLOW BLADE RE=PALCEMENT, CEMETERY AM
SNQWD'AY
3/22/2008 SAT SNOWFALL 6AM TO IPM
3124I2Q08 CEMETERY SNOW REMOVAL GRAVE 663
3;25/2008 TREE SCHOOL
32bf2008 TiEE SCF-{40L
„;~~.
3/27/2008 FINISH SWAN SIGN, GROVELAND, SCOUT SIGN
TOM GROSSNICKLE
3/6/2008 CLEAN UP DOWN TOWN PARKING AREAS, RINKS, EXEL CLEAN UP
3!7!2008
3/ 10/2008
3/! I/2W8
3/ 12/200$
n~
31 f 3/2008
3/ 14/2008
- 3It7F2008
3/ 18/2008
3/19f2008
3/20/2008
321 /2008
3/22/2008
3t14f2008
3/25/2008
3/26/2008
3/27/2008
Chamber Flag repia~ement,~inks, go goer EB shed
VACATION
I~~~ B+~~t[as, sH~D vva;~K, PlCrcuP s~a1N
~,
SHED INFO BOARDS
~B SHED
WB SECURITY, EB SHED
SIVC?WDAY
SNOWDAY
EB SHEC] BACK SHOP
INFORMATIONAL BOARDS, EB SHED
SNOWDAY
SAT SNOWFALL bAM TO ! PM
BO~G~T PIN Rf;PLACEMENT, WB WATER TANK
TREE SCHOOL
TREE SCHOOL
SICK
Tt~u~°sct,:xy q`°~:ar r,;t~ ~7 2(7t~t~ P~t~e 3 cif 3