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Parks Commission Agenda Packet 08-15-1996Agenda Regular Meeting - Parke Commission Thursday, August 15, 1996 - 4:80 p.m. Members: Bruce Thielen, Larry Nolan, Fran Fair, Earl Smith, Robbie Smith 1. Call meeting to order. 4 1( 0 2. Consideration of approving minutes for the regular meeting July 18, 1996 and the special meeting August 5, 1996. 3. Consideration of adding items. - 4. Tree Ordinance: A. Explanation of Joint Trench -John Simola " B. Discussion on placement of trees in boulevards -� C. Planting responsibility: City, Developer, Builder - 5. Discussion of 1996 Budget and Capital Improvement Items. 6. Discussion of Lion's park. 7. Discussion of NSP Social Club donating trash containers along pathway. 8. Update on joint meeting -August 20, 1996. 9. Added items. 10. Adjourn. R MINUTES SPECIAL MEETING • PARKS COMMISSION Monday, August 5, 1996 - 4:30 p.m. Members Present: Bruce Thielen, Larry Nolan, Fran Fair, Earl Smith, Robbie Smith Staff Present: Jeff O'Neill, Roger Mack, Wanda Kraemer 1. Call m eting_ to ord r. Acting Chairman Nolan called the meeting to order and welcomed Robbie Smith to the commission. . - .. a . . . . • .• :. . Due to the discussion on budget items, there was not enough time to tour the two park areas. The Commissioners would tour the park areas on their own before the meeting on August 15. 3. Discu-sion of 1997 budLpt items. Jeff O'Neill, Assistant Administrator, had complied a preliminary budget and work plan which outlined the goals and objectives for park development and maintenance for the remainder of 1996 through 1999. O'Neill based the preliminary plan on the review and discussion from previous meetings and the 1995 budget. Each item in the plan was discussed and comments were noted for the final copy. FRAN FAIR MADE A MOTION TO ADJOURN THE MEETING, SECONDED 13Y EARL SMITH. Respectfully submitted, Wanda Kraemer Development Services Technician Pago 1 PARRS REGULAR MEETING - PARKS COMMISSION Thursday, July 18, 1996 - 4:30 p.m. Members Present: Larry Nolan, Fran Fair, Earl Smith Members Absent: Bruce Thielen Staff Present: Jeff OWeill, Roger Mack, Wanda Kraemer 1. Call meeting to order. Acting Chairman Nolan called the meeting to order. 2. Consideration of aonrnving minutes for the regular meeting June 20. 1996_ and the Special Mecting Minutes of 1 ly 11. 1996, COMMISSIONER SMITH MADE A MOTION, SECONDED BY FAIR TO APPROVE THE MINUTES OF THE JUNE '20, 1996 MEETING. Motion carried unanimously. The Commissioners discussed the minutes of the July 11, 1996 meeting. A clarification on item number five, a joint project of paved pathways at Montissippi Park, was changed to a paved pathway through Hillcrest Addition to the entrance of Montissippi Park. There was also the question of the pathway system being a transportation cost not a parks budget item. This would be discussed further during the budget discussions. COMMISSIONER SMITH MADE A MOTION, SECONDED BY FRAN FAIR TO APPROVE THE JULY 11, 1996 MINUTES WITH CHANGES. Motion carried unanimously. 3. Interviews for Pnrks Comnissio memhershio' Morin Malone and Robbie Smith were interviewed for the Park Commission vacancy created when Steve Andrews was appointed to the HRA. The candidates were interviewed with a series of questions from the Commissioners. Both applicants seemed qunlified and very interested in community involvement. The Commissioners discussed expanding the commission from five to seven members but because this change would need to be discussed in more detail one was chosen. Robbie Smith was chosen with the suggestion to keep Morie Malone's application for future use. The City Council will approve the applicant at the July 22, 1996 meeting. AFTER DISCUSSION, A MOTION WAS MADE. BY FRAN FAIR AND SECONDED BY EARL SMITH TO RECOMMEND ROBBIE SMITH TO THE POSITION OF PARKS COMMISSION MEMBER AND TO INFORM MORI MALONE THAT THE Page 1 Parks Commission Minutes - 07/18/96 COMMISSION WILL BE LOOKING AT EXPANDING THE NUMBER OF PARKS COMMISSION MEMBERS TO 7 AND TO THANK HER FOR HER PARTICIPATION AND EXPRESS THE HOPE THAT IN THE EVENT THE PARKS COMMISSION MEMBERSHIP IS EXPANDED THAT SHE WOULD APPLY FOR THE POSITION. Motion carried unanimously. Working with the Rotary on community projects - 011ie Koropchak. RoL-uWPresident 011ie Koropchak, Rotary President, reported to the Parks Commission the Rotary club would be very interested in working with them on future projects. In particular was the Prairie West Addition Park next to Otter Creek. This is an area that will need extensive clean up and the developer, John Komarek, is seeking community help. Koropchak added once the park design is complete the Rotary Club might be interested in helping with the funds to add benches, shelter, or playground equipment in the park. This will depend on the type of park that is chosen by the Commission and consensus by the Rotary club. The Commissioners were very enthusiastic about working with the Rotary Club and told Koropchak to report back when the Rotary had voted on the project. Koropchak also asked the Parks Commission's opinion on the City having a Yard of the Week award. This type of contest tins been done in other communities and has helped to promote yard maintenance and cleanup. Each week an award for (lowers, gnrdens, manicured laws, and possibility porches would be presented. The Commissioners commented on this being a good idea for positive cleanup. When more of the details have been decided the Parks Commission would like Koropchnk to keep them informed. Re in M ' Vi tc aa��ev Prim Campbell- MCP Design rnrn niL h irpyr,�-&n Pam Campbell, MCP Design Committee Chairperson, reported to the Parks Commission the preliminary results of a photo survey taken in Monticello. The object of the survey was to find out what the people liked or would like to see changed in Monticello. 'There were 320 pictures taken by a variety of people and 25% of the pictures were complimentary to the park system. Campbell did not include the pathway pictures in this total. She estimated another 25 pictures in favor of the pathway system. The Commissioners asked Campbell if tiny pictures or comments indicated a need to improve tiny areas in the existing parks. Page 2 Parks Commission Minutes - 07/18/96 Campbell stated the improvements were as follows: trim trees in Ellision Park and Bridge Park to allow for a better view to the river. 6. Park on 7th Street (Lions) - The Commission discussed the area by 7th Street, owned by the City, as a possiblity for the Lions Club to adopt. There will also be a 16 acre park in the Klein Farms Development in the near future. (See item 1110) The Commission would be willing to work with the Lions once there was a site established. Wanda Kraemer lett the meeting early; JetTO'Neill completed the minutes. 7. Bridge Park report. After discussion on potential methods for maintaining the river bank, it was determined that a decision with regard to stabilization of the bank would wait until the Hoisington-Koegler group finished their downtown/riverfront planning effort. 8. Fu i ure park 1 anima-- comp plan, Jeff O'Neill, Assistant Administrator, reported that he would be summarizing the items listed in a narrative report, which would include budget information. The narrative would he describing the underlying reasons for the budget items listed to date. The idea of development of a canoe shuttle was discussed. It was determined that the idea of a canoe shuttle made sense because ii s one of the relatively few activities that can be done on the river. It was suggested that perhaps ratting and innertube shuttles could also be developed. A plan for determining what organization would provide the shuttle and how the service would be provided, etc., was not discussed. However, it was determined that the idea should be included in the future park planning document. The group also discussed frustration it has had in completing various projects and noted that the community is very open and willing to engage in current and future projects, but projects have languished due to insufficient City staff support. O'Neill noted that as part of the park planning process, he will outline a request for additional staff support in the area of park development. 9. Continued iUdgel-&CUAfiian, This item was discussed under item 08. Page 3 10. Klein Farms York. Parks Commission Minutes - 07/18/96 O'Neill noted that Tony Emmerich is interested in developing the Klein Farms project under a different concept utilizing the area that has the old oak trees and the pond as a park area that would be shared by the entire community. Emmerich noted, however, that he did not want to pursue this avenue if the Parks Commission was interested in the 16 -acre site on the northwest quadrant of the property. After discussion, the Parks Commission recognized the unique character of the pond and oak tree area and determined that its value could be realized if it would be allowed to be developed as common space versus private space. O'Neill noted that Emmerich is willing to develop an active ballfield area at a nearby location on the 220 acres he owns south of Kjellbergs East Mobile Home Park. AFTER DISCUSSION, A MOTION WAS MADE BY EARL SMITH AND SECONDED BY FRAN FAIR TO SUPPORT DEVELOPMENT OF A PLAT OF THE KLEIN FARMS SOUTH PROPERTY THAT WOULD INCLUDE, PARK DEVELOPMENT IN THE AREA OF THE OLD OAK TREE AND POND AREA. Motion carried unanimously. 11. A special meeting of the Parks Commission was called for August 5 at 4:30 p.m. for the purpose of final review of the budget, along with a tour of the parks. One goal of the meeting would be to try to determine where the Lions Park should be located. 15. Earl Smith noted that the Canadian Cherry trees on the city hall grounds obscure the nice architecture of the building and are relatively old and beginning to die off. It was his view that the appearance of the city hall grounds would be enhanced if the trees were trimmed back or removed. AFTER DISCUSSION, A MOTION WAS MADE 13Y EARL SMITH AND SECONDED BY FRAN FAIR TO REMOVE. THE CANADIAN CHERRY TREES AT CITY HALL OR TO TRIM THEM BACK. Motion carried unanimously. 16. COMMISSION FAIR MADE A MOTION TO ADJOURN THE MEETING. SECONDED BY COMMISSIONER SMITH. Respectfully submitted, Wanda Kraemer l Development Services Technician Page 4 PARKS COMMISSION IMPLEMENTATION PLAN - COMPREIIENSIVE PLAN The following is a budget and work pian prepared by the Parks Commission which outlines goals and objectives for park development for the remainder of 1996 through 1999. The projects identified in the work plan were selected based on review of the existing park system and analysis of the needs of our growing community. In developing this list. Parks Commission looked at the demographics of the community and attempted to focus park improvements to satisfy the needs of the fastest growing segments of the community. The Commission also examined the geographic areas of the community and has worked towards spreading park investments evenly throughout the community. Site Commission also looked at the various park activities such as ballfrelds. tennis courts, and playgrounds and determined what activity areas needed to be increased based on usage and based on guidelines provided by the National Park and Rec Association. The report also includes budget items pertaining to maintenance and operation of various parks and calls for reinvestment of dollars into existing parks in order to maintain the high quality that the local citizens have come to enjoy. In summary, it is evident by the recently conducted picture survey that parks area very important component of quality of life in Monticello. The goal of the Parks Commission, through completion of the items below, is to develop a park system that meets the needs of a growing population and is in step with a tradition of providing a wc!I-maintained park system. PARK DEVELOPMENT PROJECI'S L Meadow Oak Outlot A/Freeway Park Parking Lot - S39,000 - Construction in 1997 - Funding 96. 97.98.": Meadow Oak Outlot A is the site of 2 ballftelds and the soccer field. As noted in previous budgets, money has been allocated for development ofa parking lot at this location. The 1496 budget included SI 30Ht toward this project. The plan calls for construction in 1997 using reserve funds to be paid hack in 1999 and 1999. StoragetConeession/Restrtwms - $12,000 - Construction In 1997 - Funding 97.: Small storage building with concession are. 2 ,Meadow Oak Pnth Basketball Court - $2,000 - Construction in 1997: A basketball court is proposed to be added it) 1947 which will serve to reduce the deficiency in courts and provide one on the cast side of town. PARKPLAN.SUM: 8/9196 Parks Commission Implementation Plan Page 2 y. 714 in=01 Cleanup and Development - $2,500 - 1997. Prairie West development area will result in the city acquiring .6 acres of park land adjacent to and immediately west of Otter Creek. According to the development agreement with John Komarek, he is responsible for general cleanup of the park arca. However, additional funds will be necessary for some level of park restoration and development. Although a specific plan for development is not in place for this project, Parks Commission would like to budget $2,500 for park development. It is likely that the city will be able to obtain some level of in-kind contribution of time and manpower from the general public to help develop this park area. General - $20,000, Budget Year - 1997. It is expected that recommendations for park development that will enhance the River as an amenity for the downtown will emerge from the City/A1CP planning c0'ort. The Parks Commission would Wee to set aside $20,000 for Downto%&TdRiver related improvements or for debt service. EitR[•Ti�`n, STAr-7tilkITMM l Development Date: unknown. Budget Impact: unknown. As you know, the city owns 16 acres of land known as Outlot A of Country Club Manor which is located between the freeway and 7th Street West at the intersection of 7th Street and West Co Rd 39. The Lions Club is aware that the city owns this land and is interested in developing a portion of the site as a Lions Park. The Parks Commission in conjunction with the Lions Club would like to investigate the possibility of development of a park on a portion of Outlot A. 'this particular portion of the community does not have good access to a city park; therefore, from a geographic standpoint, it would make sense to have a park at this location. As you know, the city has a sizable amount of money tied up of this land in unpaid assessments. City Council will need to determine to what extent it wants to forego revenue front the sale of this property for the sake of park development. Perhaps the next step in the process of development of this area is for the Lions Club to make a presentation to the Parks Commission and City Council outlining a program for development of the park area. PARKPLAN.SUM: 8/9/96 Parks Commission Implementation Plan Page 3 Klein Farms Park and trail General Development - Playground/Picnic area trail - $40,000 - Budget Year - 1999. Tony Emmerich has indicated that in the fag of 1996 he wants to begin development of the 80 acre section of the Klein Farms south of School Boulevard initial park plans called for development of a 16 acre park on the northwest corner of the property. The original intent of this park was to be a ballfield and recreation complex. At the previous meeting of the Parks Commission, it was agreed that Parks Commission would look at modifying the park plan to enable use of the oak grove and pond area as the core of the park dedication for the Klein Farms south. Parks Commission felt that this change was appropriate because it would allow public enjoyment of the oak grove and pond area. Parks Commission felt that the active park area originally contemplated could be placed at other locations in the southern region of the community. The city has a history of developing parks at a point in time where development is nearly complete. It is expected that, based on current trends, the Klein Fantts south development area will be completely full by 1999. This is the single city park serving the area 160 acre development. Improvements in the park will he selected based on the recreation needs of young families. 6 Rlyef Milt Parking, trall, playground and athletic Beal $50,000 - Budget Year- 1998. The River Mill project includes a 5 to 7 acre park which is in need of a small parking area, trail, playground equipment, backstops, and soccer goals, Rased on development trends, it appears that the subdivision will be developed within 2 years: therefore, funds need to be placed in the 1998 budget for this project. This is the single major park serving the Northeast section of the city. Three BaWflelds - Construction In 1997 - $50,000. The NSP Ballfteld site has become a very popular location for local and regional baseball and softball play. The existing site is served by three fields which arc in constant use during the summer. NSP property is available for development of three additional fields. Currently, there arc 15 city and sch000l hallfields serving the Monticello area. According to NRPA standards, there is a field deficiency when the township population is used to determine the population to field ratio. Construction of the three fields would serve to reduce the deficiency. Consideration should be given toward long term development of a paved parking area. PARKPLAN.SUM: 8/9/96 C Parks Commission Implementation Plan Page 4 PATHWAY DEVELOPMENT The pathway plan calls for development of a number of pathways throughout the community that are difficult to fund through development revenue alone. Such areas need to be funded either through additional ISTEA funding or through general finds provided by the city or perhaps through some other source such as liquor funds. The budget calls for completion of the three trail segments below as pan of a single project. PARKPLAN.SUM: 8/9/96 c Parks Commission Implementation Plan Page 5 Construction 1997 - $30,000. Grading (SI 5.000) was not completed as budgeted in 1996. It is proposed to complete grading and paving in 1997 which requires an additional $15,000 as expected. A significant portion of the pathway expense will be shared by the Briar Oakes and Eastwood Knoll development. This project would be combined with other pathway projects proposed for 1997. Construction 1997. 560,000. $15.000 was placed in the budget in 1996 to help fund this project. Total cost is projected at . This important segment connects the existing pathway at River Road Plaza along County Road I 18 to the Middle School. Pathway development will require installation of jersey barriers on the freeway bridge deck. Budget War - 1997. $60,000 According to the pathway plan, a pathway should he installed connecting Ellison Park/Community Ilosphal/Mississippi Shores area to Mississippi (hive. As you may know, the city has control over the right-of-way or owns most of the land along the shoreline between the nursing home and Mississippi Drive. A huge opportunity exists to develop a riverwalk that would serve as a wonderful amenity and transportation route. Avery small segment of the proposed route is owned by John Bondhus. It is hoped that the city can acquire easement rights from Bondhus to enable completion of this segment of pathway. This project is planned for completion is 1997 at an estimated cost of $ . It is the view of the Parks Commission that development of this pathway is consistent with the goal of the comprehensive plan and MCP to improve public access and enjoyment of Monticello's river setting. PARKPLAN.SUM: 9/9/96 Parks Commission Implementation Plan Page 6 5. Pathway Maintenance By resolution, when the City Council applied for ISTEA funds, it allocated $26.000 a year for pathway maintenance. The fund is to be used both maintenance of the pathway system and a sinking fund for future replacement of the pathway as is needed in years to come. Parks Commission wants to keep track of these funds and make sure that they are used for pathway maintenance and upkeep and suggest that it be used as follows. Snow removal equipment - 1996 purchase. Parks Commission recommends that the public works department purchase equipment necessary to remove snow from the sections of the pathway and to install snowmobile direction sips. A portion of the $26.000 could be used towards payment of the cost to purchase the equipment necessary to remove the snow. B. General Maintenance. The balance of the funds could be used for general maintenance of the grass along the pathway and for development of a pathway �- replacement fund. It should be noted that the snow removal equipment necessary to keep the pathway clear could be used in many other applications throughout the community including maintenance of the sidewalk system. There should be sonic labor savings experienced through purchase of a piece of equipment because it can remove snow at a high rate of speed. The Parks Commission believes that the pathway will be used in the winter time and that it is important to discourage snowmobile use of the pathway due to the damage resulting from snowmobiles driving on the pathway. Budget Vear- 1997 and beyond. Following are items that need to be included in the budget involving general maintenance of city parks: playground equipment, safety. existing parks system needs to be updated in terms of the playground equipment now in place. Parks Commission would like to earmark $40,000 for systematic updating of park equipment. The, goat would be to make park equipment in compliance with ADA requirements and to make sure that all equipment is up to safety codes. PARKPLAMSUM. 819196 r Parks Commission Implementation Plan Page 7 7 Dandelions. Weeds. Weed Control A number of residents and Parks Commission members have complained about the condition of the turf at a number of the parks. The Parks Director has indicated that he does not have the staff necessary to complete systematic spraying of weeds and dandelions: therefore, the Parks Commission recommends that 55,000 be allocated towards spraying for dandelions, weeds, etc. f REWRTI � u ,�� w7m The Parks Commission will be examining the possibility of reducing maintenance at certain parks. There arc areas that are mowed such as the water tower she and the stomtwater basin/park at the Meadows subdivision. Parks Commission would like to look at other areas where they can find a cost savings by altering maintenance activities. Such strategy might include establishment of native grasses in suitable areas. Such strategies have been used effectively by other parks departments to reduce maintenance expense. The information contained in this repon outlines short term goals based on a faely in- depth analysis by the Parks Commission of what is needed in terms of the geographic areas of each community, population characteristics of the town, and other factors. IPin— Ihe �j�tivoLthe!'ark duet reauest reg2SL,; n fnir amounruf— platwing. However, specific pluming relating to park design and the types of activities developed in various parks requires additional planning. Parks Commission is also concerned about the long-term cost of park development and maintenance and would like to put together a plan that uses city resources as efficiently as possible. Given the staff time available today, it is impossible to prepare a plan with the level of detail necessary to ensure the city that the money used for park development and maintenance is being used effectively. Parks Commission would like to allocate S10,000 for additional park planning support either front a consultant or front city staff. $10,000 for city staff time could be used to supplement pay nailed to support a new employee. With the list of park projects listed above, it is necessary to maintain a park system that citizens of Monticello have conte to enjoy. In order to accomplish the goals of the comprehensive plan, park facility development needs to coincide with city growth just as wastewater treatment plant and water systems develop with population growth, The list of items noted above is quite industrious and will require additional stafl'support in order for these items to be completed. If it is the goal of the city to maintain and develop a park system, it is important that city staff be provided with the resources necessary to complete these projects on a timely basis. It is therefore proposed by PARKPI.AN.SIIM: 919196 l Parks Commission Implementation Plan Page 8 the Parks Commission that city allocate funds necessary to support the salary of an employee spending at least one-half time in the area of parks development and programming. The Parks Commission requests that the City Council work with the City Administrator and Assistant Administrator to determine the organizational structure necessary to provide the staff time to adequately support the Parks Commission's eflbrts. It is estimated that the cost to provide the staff necessary to provide adequate support of the Parks Commission would amount to $25.000 per year. Parks Commission requests that the City Council allocate an additional $15.000 for shade tree planting. This is the same amount that was budgeted in 1996. It should be noted that the shade tree program has faltered somewhat due to inadequate staff support of the program. Funds allocated for 1996 have not been spent to date. However, it is hoped that by the end of the summer, the tree planting will be completed. Parks Commission has been working with Roger Mack on this matter and has identified School Boulevard as a prime location for tree planting and has identified areas within the older part of the community. Roger Mack will have a more complete report for you on this topic. PARKPLAN.SUM: 8/9196