Parks Commission Minutes 06-20-2002
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MINUTES
REGULAR MEETING - PARKS COMMISSION
Thursday, June 20, 2002 - 4:30 p.m.
"To enhance community pride through developing IInd
maintaining ci(V park\' with a high standard of quulity. '.'
Members Present:
Larry Nolan. Nancy McCaffrey, Earl Smith and Rick Traver.
Members Absent:
fran fair and Council Liaison, Roger Carlson.
Staff:
Parks Superintendent. Adam Hawkinson
Public Works Director, Johns Simola
I. Call to Order.
Chairman Larry Nolan called the meeting to order at 4:30 p.m. and declared a quorum present.
2. Approve Minutes of May 16,2002 regular Parks Commission meeting.
EARL SMITH MOVED TO APPROVE THE MINUTES OF MAY 16,2002 AS PRESENTED.
RICK 'TRAVER SECONDED THE MOTION. MOTION CARRIED UNANIMOUSI,y'
3.
Consideration of addint;! items to the aeenda.
Earl Smith added a discussion of priorities for projects and a discussion of parks. particularly the
parks in the area of the Shultz property. Larry Nolan added a discussion of the budget for 2003.
Adam Hawkinson added a discussion of requiring a damage deposit for organizations who reserve the
fields.
4. Citizens comments:
None.
5. Monticello Youth Football Association - Gene Emanuel
Gene Emanuel and Gregg Engle representing the Monticello Youth Football Association came before
the Parks Commission to request the continued use of the ballfields for the youth f()()tballleague.
Gene Emanuel gave a brier presentation on the youth football league and their use of the fields. The
league has experienced considerable growth going from 90 participants initially to over
150participants last year and they expect the growth to continue. They are planning on doing fund
raisers to supplement their fees which are set at $75/person. The football league is geared for
students in grades 4-6 and the league consists of teams from Monticello, Becker, Big Lake. Milaca
and Princeton. John Simola asked if the program has insurance coverage. Mr. Emanuel indicated it
did.
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The Monticello Youth Football Association was requesting to use the three lighted softballlields again
this season. The league plays on 'fuesday and Thursday nights with two games each night and on
Saturdays. Last year the league used two softball fields and the baseball field. The fields arc used for
games only and not for practiees. The leagues starts in September shortly after Labor Day and runs
through the first week of October with playoffs following. Gene Emanuel indicated that were times
when there were games on all three fields but there were also many times when only two fields were
used. Gene Emanuel stated that the Monticello facility was nice because they have three lighted fields
in one location. The Monticello Youth Football also runs the conccssion stand during the season.
Because of the size of children and numher of children playing Gene Emanuel didn't feel there would
be much damage to the fields. The Monticello Youth Football Association was requesting the use or
the three fields and the lights and access to the concession stand. The Association did not want to
start the games earlier because with a starting time of 6:30 there is already a lot of pressure on ramilies
to make it to the games.
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A subcommittee made up of Earl Smith, Rick Traver and Adam Hawkinson examined the lields to
determine whether they should continue to be used for multiple purposes. Gene Emanuel stated that
since the players use rubber cleats he didn't feel there would be damage to the fields. Rick Traver
noted the biggest concern was the baseballfield where the turf was rather thin. He was okay with the
use of the softball fields. The use of the lights was discussed and whi Ie the association had not yet
received a bill fronl the City, their cost fiJr lights in the past ran about $200. The subcommittee was
not aware that all three fields including the baseball field were used. Because Becker's f~lCilities
were under construction last year, they ended up using the city's l~lcilities. Earl Smith asked about
their schedule for this year. Gene Emanuel felt they would need to use all three fields. The
association was asked if there were any school fields that could be used. Gene Emanuel replied that
the junior varsity uses the field at the middle school and the youth rootballleague practices at
Pinewood Elementary so they felt the school was providing adequate support f()f the program. In
addition only the main fl10tball field at the school has lights. Adam Hawkins stated that thcrc was
some miscommunication as he was ofthc understanding that only one ballfield was bcing used hut
they now indicate that three fields are uscd. I Ie was told that the fields didn't have to be I ined but
now it was being indicated that the City would have to do that. He was also told that the schedule
was already set but the association is now saying that it won't be set until July. Greg Emanucl stated
again that in his opinion the fields would not be damaged by this activity since the number of times the
fields are used are limited and the activity is not that extensive.
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Adam Hawkinson felt that the City should establish some kind of fee for use of the ficlds and he
questioned whether the Parks Department statT would have time to stripe the fields. The
subcommittee felt that the football league should not be using the baseballlield. They would prcfer
that the Icague usc the two softball fields and the City would put eff()ft into constructing another field
that would be available for usc next year. Earl Smith has contacted Xccll:':nergy regarding additional
land for ficld usc. John Simola asked what level of quality the field should be constructed to and
what their lighting needs would be. Gene Emanuel stated lighting one side of the field with lights of
the right wattage would be sufficient. As far as field quality Greg Engle noted the field at 4th Street
was adequate and that could be used as a design standard. Earl Smith noted that it may take some
time beforc Xccl rcsponds on the land use request since it involves some paperwork. However, the
Parks Commission was comrnitted to having an additional field.
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John Simola stated that the softball and baseball associations and youth hockey association have
signed agreements of understanding that spell out responsibilities for the facilities being used. He felt
there should be something similar for the football association and the soccer association. 'I'his would
cover items like who pays for the lights, supplies and what maintenance would be done on the fields.
John Simola also mentioned that the City is eonsidering taking over operation of the concession stand
and any revenue gcncrated from that would go back to the parks.
The field usc was again discusscd and Earl Smith asked how often the other eommunities used our
fields. Gene Emanuel stated that most Tuesday and Thursdays the Monticello fields were used
bccausc of the lights. Although most games involvcd a Monticello team there were instances where
neithcr of thc teams using the field wcre from Monticello. Gcne Emanuel stated if different
procedures or processes are going to be implemented, it should be presented to the entire association.
Thcre was discussion on the numhcr of fields that would be used. The Parks Commission felt
Monticcllo Youth Football should limit play to two fields and not use the baseball field. The football
association wantcd three fields and would, when they meet to set their schcdule, try to limit the
number of games schcduled on those fields.
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EARL SMlTI I MOVED TI IAT FOR TillS YEAR ONLY TI-IE PARKS COMMISSION
GRANT' 'fHE USE OF TI IREE SOF'fBALL FIELDS TO MONTICELLO YOUTH FOOTBALL
LEAOUI': WITH THE ASSOCIATION DOING TilE STRIPING AND THE CITY WILL
PURSUE THE DEVELOPMENT OF AN ADDITIONAL PLAY FIELD. RICK TRA VER
SECONDED THE MOTION.
In further discussion Adam I lawkinson felt there should a fee charged to the association. In additional
discussion it was dctcrmincd that a fee policy for facilities should be prepared to go into effcct as of
1/1/03 governing all activitics on city facilities. There was also a discussion ofrcquiring a damage
deposit to ensure that all groups using thc facilities kept them cleaned up.
UPON VOTE BEING TAKEN, TIlE MOTION CARRIED UNANIMOUSLY.
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Gene Emanuel will submit a certificate of insurance to John Simola. As far as an agreement of
understanding for youth fi:)()tball, Gene Emanuel asked that the City prepare a document that they can
present to the association. Also they would like a plan of aetion from the City regarding the
development of the fields which they would also present to thc association. The association can then
determine what assistance they can providc. It was suggested that Gene Emanuel, Adam Hawkinson
and a representativc from youth soccer meet regarding field needs. Adam Ilawkinson pointed out
that the associations are requesting help from thc City but city funds and staff are limited and the
associations nced to hclp out. I Ie added that Monticello Youth Hockey and Monticello Youth
Softball are fairly self-sufficient. It was gencrally felt that the development of the fields will bc an on
going effort. Earl Smith felt prcssure should be placed on the Council to budget appropriately. There
was additional discussion on area needcd for fields with Rick Travcr asking if there was any chancc of
getting sufficicnt land area to accommodate more than one field. If additional land was acquired, it
would not mean that all the area would have to bc dcvelopcd immediately. Rick Traver askcd Adam
Hawkinson to go out and look at the area to see if 3-4 fields could be laid out including room for light
standards.
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Earl Smith noted the fee schedule should be established and that they necd to work with Community
Education and MCC on ballfield scheduling. Prescntly all the scheduling is being donc through Public
Works. Earl Smith and Rick Traver will be the Parks Commission representatives on the ballficld
subcommittcc.
Before leaving for a previous commitment, John Simola provided an update on the ATV
subcOlnmittce. There arc many obstacles to getting a routc established for A TV's that would allow
them to get out of the City limits. The only place you can ride is in thc ditch. If an A TV is on the
road, it must be a licensed motorized vehicle. Evcn the DNR is working to find places for ATV use
that would not damage the environment. John Simola indicated the city could designate a portion of
the street as an A TV trail and mark it accordngly then the A TV's could travel on city streets. John
Simola didn't feel striping would be feasible. He notcd that he was informed that AI"V's can cross
the freeway at bridges which was new information from previously. John Simola felt the ordinance
should stand as it is.
John Simola also added as an update to the entrance the signs, that there were discussions on
providing electric service to the sign at the west entrance to the city. Xcel Energy will submit a cost
estimate to the city.
6.
Shawn Weinand - Townhome Development Review (Autumn Rid!!e).
The Parks Commission reviewed a preliminary sketch of Autumn. Ridge. No representative from the
devcloper and no City staff was present to discuss the preliminary sketch. The Parks Commission
noted that the drawing submitted to them was an undatcd preliminary landscape plan. The Parks
Commission noted thc following objections to the plan as submitted: 1) There is no parking near the
play area; 2) The play area is too small in size; 3) Proximity of the play area to the Amoco casement;
4) Concerns about drainage and 5) No street access to the play area. The Comprehensive Parks
and Pathway Plan requires access from two streets. The Parks Commission felt that cash in lieu of
land was desirable f(n this development. The Parks Commission noted that since this development is
self-contained, including private streets, they qucstioned why the City would want to place a public
park there and especially one that did not meet the requirements of the comprehensive plan. Adam
llawkinson felt the trails should be constructed to an 8' width in case thc City ends LIP having to
maintain them.
7.
Discussion of Rollin!! Woods Area Park Plans.
The Parks Commission discussed having an inknmational meeting for the residents in the area. Adam
lIawkinson indicated that he would like the Parks Commission to meet every other week during the
summer and that way hopefully within the next couple of wceks they could schedulc a meeting with
the Rolling Woods residents. The Parks Commission discussed development plans including the
playstructure liJr the area which would run approximately $8,000. Adam Hawkinson will be getting a
spec sheet for the structure. He also noted that the manuf~lcturer' s inspcetor was out to check thc
playstructure at West Bridge Park but he has not heard back with what the inspector found. He
reported on an incident that occurred on the structure and whether the child was of an appropriate
age to be on it. Adam Hawkinson stated that if there was an age restriction for LIse of the structure
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the mal1UhlCturer should be providing signage so noting that. There was also discussion on looking at
development of the Groveland area park and exerting pressure on the City to take the necessary
action to acquire the land. Earl Smith felt the Parks Commission was not ready yet f()r a meeting
with the Rolling Woods residents. lie felt the Parks Commission should be presenting their plans f(n
development and not having the residents tell the Parks Commission how the park should be
developed. Rick Traver concurred with that. Adam llawkinson stated that in his layout there would
be one unit housing all the equipment rather than multiple units. This would allow for ease in
maintenance as f~lr as mowing. Earl Smith thought the purpose in separating the units was to separate
users of different ages. Nancy McCaffrey, Fran Fair and Adam Hawkinson willlneet on July ]'d to
work on the layout of the park and thc informational meeting will be scheduled as part ofthc regular
Parks Commission meeting on July 18, 2002.
8.
Discussion of chan!!inl! date for regular Parks Commission meetin!!s and scheduling
additional meetin!!s during the summer months.
T'hc Parks Commission set a subcommittee meeting fur July 3rd and kept the July 181h rcgular meeting
date. The balance of the summer meeting schedule will be reviewed at the July 111ceting.
9.
Pathway and steps at East Bridl!e Park.. Pathway Ali!!nment.
Because of the abscnce of Fran Fair this item was tabled until the next meeting. Adam Ilawkinson is
proposing to move the flowers to where the steps will be removed. I Ie will have a sketch fl.1r the next
meeting.
10.
Diseussion of Planters on Walnut Street.
The Park Department with assistance from Edina Realty handlcd the plantings i(n the Walnut Street
project. There are some annuals that would require regular rnaintenance. The halance of the
plantings are perennials and shrubs.
II. Discussion of County Road 18 Trail.
Adam Hawkinson suggested that some of the $128,000 in park dedication/pathway funds be used to
make improvements to the pathways in the County Road 18/Meadow Oaks area. There was general
discussion of the condition of the trails in that area. Earl Smith suggested that the Parks Commission
looking a getting a list of trails to be developed as well as trails that need to be redonc and then
prioritize the work. 'fhe Parks Commission directed Earl Smith to work on this listing.
12.
Park Maintenance Items:
Adam Hawkinson submitted a list of work completed. There was some discussion on staffing level
and summer help. Adam Ilawkinson stated that they are discussing plans fl.)!' new equipment which
would include a four wheel drive pickup and maybe a skid loader. There was discussion on
development of future parks once Pioneer Park is completed. cfhe Parks Commission felt that
GroveJand would be the next park for developmcnt, provided the City had acquired title to the land at
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that time. Earl Smith asked why the City mows Hillside Cemetery and contracts out the mowing of
Riverside Cemetery. Why didn't they contract it all out? Adam Hawkinson will check with John
Simola on this matter. Adam Hawkinson reported the staff had sprayed the parks and athletic fields,
exccpt for those that werc newly seeded, which gcnerated a discussion on thc recently adoptcd
ordinance prohibiting the use of fertilizers containing phosphorus. Thc Parks Department also painted
and varnishcd all park signs and will be making a ncw sign for Par West park over thc winter.
^dam Hawkinson also submitted a list of priorities for the summer season. The Parks Commission
revicwed thc priorities. Earl Smith wanted the City's entrance sign for the wcst entrance to bc
included in III priority list. He felt there was adequate right of way ft1r placement of the sign but the
right of way area does nced to be staked and therc is some prep work that needs to be done. The
feeling was that they would like to get at least one sign done this year and the remaining signs could be
completed next year. 'fhe additional fc)()tballIield was also included in it I priority list and again therc
was a gcneral discussion of design standards for the field as well as discussion of expanding the
parking lot and corrccting the erosion problcm on the north side.
13. Updates/Reports if any:
A.
Entrance Signs - Nancy McCaffrey noted that there was still somc question on the location
of the north and south entrance signs. She reported on a meeting with John Simola and
Adam Ilawkinson regarding the west entrance sign location. The dcsign was reviewed and
it was felt that the river should be biggcr. The design for the sign needs to be submitted to
DAT and to the City Council. Adam Hawkinson will see that a mock up ofthc sign is done.
Added Items:
Earl Smith noted his conccrns with the park development plans on the Shultz property. He felt instead of land
the City should. take money to use in dcveloping the water tower park and only have trails in the Shultz
development. The Parks Commission discussed the neighborhood park concept and perhaps moving away
from that philosophy. Thc Parks Commission is concerned about getting too many small parks and the
amount of maintenance they rcquire.
It was also discussed. that budget preparation ttW 2003 will be taking placc soon and the Parks Commission
will nced to look at what improvements they anticipate being done in 2003.
The Parks Commission also discussed representation at the Planning and Counci I meetings. They are
concerned that the rccommendation ofthc Parks Commission are not bcing passed on to these entities.
14. Adjourn.
RICK TRA VER MOVED TO ADJOURN AT 8 P.M. NANCY MCC^FFREY SECONDED
THE MOTION. MOTION CARRIED UN^NIMOUSL Y.
D ~_~..Ao~~,A..-v--O. 5L:~
Recording Secretary <J