Parks Commission Agenda Packet 03-24-2005
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AGENDA
PARKS COMMISSION
March 24, 2005 - 4:30 p.m.
W cst Prairie Room
"To enhance commufli(v pride through developing and
maillfaining ci(~' parks with a high standard of quality"
Call to Order
Approve minutes of February 24, 2005 regular Parks Commission meeting.
Consideration of adding items to the agenda.
Citizens comments and requests.
Review development plan - Hidden Forest/Sunset Ridge
Jefferson Concept Plan Review
YMCA Development
Poplar Hills
Park Maintenance
Other updates/items, if any.
A. Tree Planting Event
B. Ellison Parks Restrooms
C. Mission Statement for Parks Commission
D. Finalized Verison of Park Dedication Handout
E. Playground Inspection/Inventory
F. Signs - Bring up for Council consideration
8. Adjourn
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Parks Commission Minutes - 2/24/05
MINUTES
P ARKS COMMISSION
February 24, 2005 - 4:30 p.m.
"Tu enhance cummunity pride thruugh developing and
maintaining city parks with a high standard of quality"
Members Present:
Ben Hitter, Nancy McCaffrey, Rick Traver and Council Liaison, Tom Perrault.
Members Absent:
Fran Fair and Larry Nolan.
Others Present:
Adam Hawkinson, Park Superintendent; Couneilmember Wayne Mayer.
1. Call to Order.
Acting Chair Rick Traver called the meeting to order at 4:30 p.m. and declared a quorum
present.
2. Approve minutes of .January 27, 2005 re2ular Parks Commission meetin2.
NANCY MCCAFFREY MOVED TO APPROVE THE MINUTES OF THE JANUARY
27,2005 REGULAR PARKS COMMISSION MEETING. BEN HITTER SECONDED
THE MOTION. MOTION CARRIED UNANIMOUSLY.
3.
Consideration of addin2 items to the a2enda.
Discussion of sidewalk from 1-94 to Chelsea Road on the west side of TH 25 and planting
guide were added to the agenda. Also added to the agenda was a discussion with
Councilmember Mayer relating to a number of park concerns.
4. Citizens comments and requests.
None
5. Review of Hidden Forest/Sunset Rid2e Revised Park Plan.
Tabled until March meeting.
6.
Fence Selection Riverside Cemetery.
Park Superintendent, Adam Hawkinson brought samples of the fencing for the Parks
Commission to view. Some time ago a cemetery committee had been set up to deal with
issues relating to Riverside Cemetery and to set forth policies and regulations for the
cemetery. When the committee disbanded the functions relating to cemetery issues and
improvements b~mne the jurisdiction of the Parks Commission. Jo Havel who had been
on the Cemetery Committee had expressed her concern that nothing was heing done on the
list of improvements that the Cemetery Committee had recommended for Riverside
Cemetery and noted in patiieular the fencing and landscaping.
Parks Commission Minutes - 2/24/05
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With the Core Street Reconstruction Project being proposed for this in area in 2005, it was
felt that this might be an appropriate time to look at including some improvements for the
cemetery. Although it has not been determined at this time whether the Core Street Project
will proceed as planned, be revised in scope or be delayed, it was felt that replacing the
cemetery fencing should still be considered even though it may have to be done in smaller
increments if the Core Street Project is delayed. With that intent in mind different types of
fencing were looked and prices were obtained.
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The samples the Parks Commission reviewed were of black painted aluminum fencing
which was guaranteed not to fade. The price is similar to the price of vinyl fencing. One
sample had gold caps on the interior posts and black balls on the end of the fence section.
The other sample was simpler in design with no caps on the interior posts and no balls on
the ends. The consensus of the Parks Commission was that the design with the gold caps
was the preferred design. Adam Hawkinson stated that any of the existing fencing that
could be salvaged would be used delineate the property line on the east side of the
cemetery. The fence can be purchased in 4', 6' and 8' heights. The current fence is 4' .
Ben Hitter asked about the frequency of replacement. Adam Hawkinson stated that this
sample is similar to fencing material used at Hillside Cemetery and that fencing has stood
up well and maintenance was not a problem. Nancy McCaffrey asked ifthere was going
to be an arch at the entrance. Adam Hawkinson stated there are pi Ilars there now that the
new fencing would be attached to. Rick Traver asked about who would do the installation
and Adam Hawkinson said it could be done either by park staff or by the contractor. The
Parks Commission was being asked to select a design so that this item could be brought to
the City Council for action. There was some discussion how installation costs would be
impacted if the fence was replaced in increments rather than all at one time. Wayne Mayer
asked if the ornmnental tops on the fence could be fastened in any other way other than
with a Phillips screw like possibly a pop rivet. Adam Hawkinson will check into that.
The colors that were available were considered and the Parks Commission determined to go
with the black fencing with the gold caps. Wayne Mayer asked if they knew the number of
sections of fencing that would be required and the estimated cost. Adam llawkinson stated
he had that information, although not with him, but he believed the cost estimate to be
around $15,000.
Wayne Mayer asked if the fencing was installed now and the Core Street Project was
delayed for two years how would the construction project impact the newly installed fence.
Would the fence need to be relocated? Rick Traver felt the fence would be far enough back
so that it would not be affected by the street reconstruction. Adam Hawkinson stated that
there are burial sites within two feet of the fence so the contractor would have to be careful
in how close to the fence he would be working. He added that it could be included in the
contract that if the fence needed to be removed the contractor would be responsible for
replacing it. Wayne Mayer and Rick Traver felt that this language should be noted in the
file so that if the project is done in the future this concern is on record. It was suggested
that the City Engineer also be made aware or this concern so that he can incorporate it into
any contract documents.
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Parks Commission Minutes - 2/24/05
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7.
Park Sil!ns.
Adam Ilawkinson provided information he had received for a 4' x 8' sign that would
indicate "Future Park Site". He had contacted three different companies for price quotes
but had only received one response.
The quote received is $508 f()[ the 4' x 8' nylon sign with the lettering. Adam Hawkinson
stated that when the development is 50% occupied the residents in the development will be
notified of a meeting outlining the development plans for the park. Tom Perrault asked
when the sign would be installed and Adam Hawkinson stated it would be installed when
the first home is built in the development. After the park is developed the sign can be used
to designate a future park in another development. Ben I-litter suggested that there be a
telephone number on the sign for residents to contact to get inf()rmation on what is
proposed for that park.
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Adam Hawkinson noted this was a mock up sign so the Parks Commission should make
any changes they felt necessary at this time. The Parks Commission felt having the sign up
prior to the development being built up would eliminate some problems as far residents
encroaching into the park land or not being aware their lot was adjacent to a park. There
was some concern about listing amenities. Although the sign say these amenities may be in
the park, it was felt that residents might take it literally that what is listed is what is going to
be there. Wayne Mayer asked if the sign was going to be installed by the Parks Department
or by the developer. lIe felt the developer should be paying for the sign. However if the
sign was to be used multiple times in different developments it may not be feasible to
charge a developer for it. Rick Traver suggested that Adam Hawkinson discuss this item
with Jeff O'Neill, Community Development Director to see how it could best be handled.
It was also suggested that since there arc usually a number of developments going on at one
time, they would need to consider having more than one sign.
The Parks Commission then reviewed the signs proposed for East and West Bridge Park,
Par West Park and Swan Park (Mississippi Park). Adam Hawkinson received two quotes;
one from Nick's Signs for $650 for a 4' x 3'vinyl sign and one from Sign City for $780.
He had another quote from Great Lake Signs but that sign was on Y/' thick vinyl instead of
2" thick vinyl as the other signs were. The price was $650 not including shipping costs
which were estimated at $300.
8. Park Maintenance.
Adam Hawkinson submitted a list of the work completed. There was some discussion on
the time frame for snow removal from sidewalks and whether it was 36 hours or 24 hours.
Wayne Mayer felt the property owner should be allowed as much time as the City was
allowed to remove snow from the sidewalks.
Nancy McCaffrey commended Adam Hawkinson on his time and effort on the grant
applications.
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Parks Commission Minutes - 2/24/05
9.
Update on Park Dedication Review Committee.
The Committee met and discussed the information that is needed to get out to developers to
ensure that they arc aware of the requirements for park land dedication. Adam Ilawkinson
stated that because the park dedications requirements are scattered in the zoning ordinance,
city ordinance and comprehensive plan, it may he difficult for developers to track them
down. Having them all listed in a handout that is given to the developers as part of their
application packet should give them the information they need before they get into their
design process.
Tom Perrault asked about the requirement of having streets on two sides of the park land.
Rick Traver said the Country Club Park was a good example of why this requirement was
important. The Country Cluh Park does not ahut two streets which makes the park too
private. It becomes more like a park for the adjacent property owners than it is a public
park and without the two streets for access parking can also be a problem.. Without good
access a park loses its usability. Rick Traver noted in the past the City has ended up with
park land that was not very desirable for park use. Wayne Mayer asked about the Country
Club Park as far as maintenance. Adam Hawkinson noted that because of access only
iTom Fairway Drive parking is an issue so that limits use of this park somewhat. He added
that the Parks Department has removed the ballfield fence that was located there and did
minimum maintenance on the ballfield surface. Wayne Mayer stated he did not want to see
a lot of maintenance time spent on what is hasically a park used by the adjacent property
owncrs.
Wayne Mayer asked the Parks Commission to review for him the process the Parks
Commission follows from thc time park land is dedicated through its development and he
asked who determined what amenities arc included in a spccific park. Rick Travcr outlined
the process noting that the Parks Commission and staff develop a park development plan
and at the neighborhood meeting the Parks Commission receives input from the residents.
While the ultimate development is set hy the Parks Commission the neighborhood meeting
gives insight into what the residents believe are facilities that will he used. The Parks
Commission also weighs in other factors such as cost, type of park and facility needs.
Wayne Mayer asked particularly ahout the process with the Insignia Development. Rick
Traver responded that the long range plan for the area included a ballfield complex. When
Insignia came before the Parks Commission thc park land had been laid out in the area of
the powerline casement. The land in the casement area was not suitable for field use.
Adam Hawkinson had submitted alternative drawings that showed how the area could be
laid out so that it still could be used for a hallfield complex but the developer didn't follow
up on that. After discussion of the process, Wayne Mayer stated he felt the process gave
the Parks Commission the flexibility to determine what is going into an area.
Going back to the signs identifying the parks, Wayne Mayer agreed with Nancy McCaffrey
that the listing of amenities should be generic since the primary purpose of the sign is to
identify as early as possible the area that is proposed for park land. Rick Traver suggested
the language on the sign read "park land development will begin when the area is 50% built
Up. Adam Hawkinson listed the colors available fC)f the signs. It was felt that that
background should be either white or green (green is suggestive of parks) with black
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Parks Commission Minutes - 2/24/05
lettering. Adam Hawkinson stated that if the Council has concerns about the park land
dedication, they have the authority by amending ordinances to make changes.
Added Items:
Sidewalk: John Simola, Public Works Director, requested the Parks Commission to make a
recommendation on the proposed installation of as' sidewalk extending from 1-94 past the Ford
dealership to Chelsea Road. The Parks Commission discussed pedestrian traffic in the area and safety
concerns. Noting that there is continuing development along TH 25, the Parks Commission felt this
segment of sidewalk should be installed for safety reasons.
BEN HITTER MOVED TO RECOMMEND TO THE COUNCIL THE fNST ALL A TION OF A FIVE
FOOT SEGMENT OF SIDEWALK FROM 1-94 TO CHELSEA ROAD. NANCY MCCAFFREY
SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY.
John Deere Tractor: Wayne Mayer asked about the tractor purchase and whether the Parks
Commission was aware of the purchase. Rick Traver indicated that the Parks Commission reviews
capital outlays when they look at the Parks Department budget but the detailed analysis of what model
is best suited for the work to be done is left to the discretion of the Parks Superintendent. Wayne
Mayer stated he was trying to get information on the purchase and whether this was the appropriate
equipment. I-Ie questioned whether the tractor would be out at the ballfields or whether it would be
used elsewhere. Adam Hawkinson explained the equipment would be used outside the ballfields for
aerating, fertilizing and grading work especially fine grading around playground equipment in parks
and along trail edges. In the winter the unit would also be llsed for blowing and brooming snow from
the sidewalk. Wayne Mayer stated that when presenting this purchase to the Council it needed to be
presented that it was multi-use equipment and not just a mower. Rick Traver stated that you have to
have the equipment to provide the proper level of maintenance and YOll also need to have backup
equipment so that quality of maintenance can be continued ifthere is a breakdown of the equipment.
Rick Traver said that he trusts the judgment of the staff to determine what is needed in the way of
equipment but he also understands that the Council has the ultimate authority over city purchases.
Wayne Mayer stated that if this equipment was only going to be for ballfield use he felt it would be
appropriate to ask the various associations to contribute to it. If it was a multi-use piece of equipment
he is not sure whether requesting contributions from the various associations using the fields would
still be appropriate.
Adam Hawkinson stated that an item similar to the tractor is the restrooms for Ellison Park. It is an
improvement that has been discussed and budgeted fl)f. The Council needs to authorize proceeding
with the improvement so it is important that information on the need for this improvement and the
options available is communicated to the Council. It is also important that the various groups who
utilize the city's facilities have some accountability for the upcoming improvements. Some of the cost
of improvements such as lights, equipment or other improvemcnts should be defrayed by the groups
using the facility. It was questioned whethcr a request for the Council to reconsider the purchase of
thc John Deere tractor be brought up at the February 28, 2005 Council meeting.
Planting Guide: Adam Hawkinson also updated the Parks Commission on the spring tree planting
event and the planning that has taken place thus far. He has contacted the high school about getting
40-45 students volunteers for this evcnt. However, the liability issues relating to voluntecrs working
at this type of event or
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Parks Commission Minutes - 2/24/05
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using city equipment will be checked out with the insurance company. Adam Hawkinson also noted
that they are planning to use a color coding systcm for the planting. Each specie of tree will be tagged
with a certain color ribbon and each stake marking the location for the tree will also be color coded. In
that way the individuals just has to match the color of the ribbon on the tree to the color of the stake.
He anticipates using 3-4 crews; one for planting, one for watering and one for mulching. He felt most
of the planting could be completed in one day. The date for this event has tentatively been set for
April 21 st.
10. Adiourn:
NANCY MCCAfFREY MOVED TO ADJOURN AT 6 P.M. BEN HITTER
SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY
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Recording Secretary
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B.
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Council Agenda - 3/28/05
12.
Consideration of letter to YMCA expressim! City interest in collaboratinl! with the
YMCA. County. State and others to preserve the natural character of land in the Long
Lake/Lake Bertram area. 10
A. REFERENCE AND BACKGROUND:
The YMCA is asking that the City of Monticello compose a letter identifying the city's
interest in participating in the process that could include city or governmental acquisition of
portions of the 1,200 acre property. Following is background information leading up to this
request.
A few weeks ago, YMCA representatives met with Mayor Herbst to discuss the future of the
YMCA property in Monticello. The YMCA officials reported that the current programs
offered at Camp Manitou are important and could be continued, however the programs are
relatively small in terms of attendance and only a small portion of the 1,200 acre site is needed
for the programming. Therefore, the organization might be better served if the high value of
the land be converted to cash which then can be used to satisfy other growing needs.
Mayor Herbst noted the City is interested in working with the YMCA in preserving major
portions of the site for preservation while setting aside areas appropriate for high end
housing. At the meeting it was agreed that the YMCA could benefit from city cooperation via
access to city utility systems and annexation, the City, County and State could benefit through
preservation/public enjoyment of the lakes and natural areas. The next step in the process
includes identification of public areas for park and natural areas, identification of developable
areas and associated cost to extend services. It also includes bringing in other agencies and
individuals that have an interest in the long term use of the property including State, County
and Township representatives.
AL TERNA TIVE ACTIONS:
1. Motion directing Staff to prepare a letter to the YMCA identifying the City's interest
in participation in a process that will result in setting aside major portions of the
YMCA property for public enjoyment. City participation could include but not
limited to the following.
· Provide support for the organization of a task force comprised of agencies and
individuals interested in the long term use of thc property. This group could
include and not limited to the YMCA, City, (Parks Commission) State,
County, 'I'ownship, Three Rivers Park District and others.
· Extension of roads and utilities and necessary to serve potential residential
portions of the site.
.
Assistance with development of a funding program for acquisition of portions
of the site. Such a funding program could include a combination of sources
including City funds, Federal and State grant funds, park dedication funds, "in
kind" extension of sewer and water service.
. ,C
: ). _ ,{ t
Council Agenda - 3/28/05
2.
Motion to deny this initiative.
Under this alternative the YMCA would be likely to attempt to develop the property as
a private development.
C. STAFF RECOMMENDATION:
Staffrecommends that the City provide input to the YMCA regarding City interest in playing
a role resulting in setting aside a portion of the property for public enjoyment while allowing
some areas to be developed for residential uses. It is also recommended that two
Councilmembers be authorized to help lead a task force for the purpose of identifying set-
aside areas and for developing a funding and management plan.
D. SUPPORTING DATA:.
Arial Photo, Pictures and site map.
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Attachment XX: Property Photos
YMCA Camp Manitou
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#5: Creek flowing into Long Lake
#6: North shore of Long Lake
First Lake
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Page 2 of 4
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Attachment XX: Property Photos
YMCA Camp Manitou
Pipeline easement
#9: Creek flowing into
First Lake
Page 3 of 4
Attachment XX: Property Photos
YMCA Camp Manitou
.
Photo Map Key
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MONTICELLO PARKS DEPARTMENT \-.~
Work list March 24t\ 2005
Ji'ebruary 24th thru March 24111, 2005
.
· Pruning of trees in the park system - one park left and partial trail
systems
· Snow removal along walkways and paths
· Safety training and schools
· Private removal of snow as requested by inspectors
· Basketball hoops up dated / painted
· Sliding hill inspections
· Removal of winter boards at Ellison restrooms
· 2005 spring planting meetings
· Riverside Cemetery - grave locates and headstone locates
· General park and building maintenance
· Security lighting at park shop added
· Chipping orders
· Equipment maintenance and repair
· 2005 tree planting preparations
· Beginning playground inspections
· Shop maintenance and cleaning
F:\AdamH\My Documents\MONTlCELLO PARKS OEP ARTMENT.doc
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