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Parks Commission Minutes 11-21-2002 . . . MINUTES REGULAR MEETING - PARKS COMMISSION Thursday, November 21,2002 - 4:30 p.m. "To enhance community pride through developing and maintaining city parks with a high standard of quality" Members Present: Fran Fair, Nancy McCafTrey. Larry Nolan, Earl Smith. Rick Traver and Council Liaison, Roger Council. Members Absent: None Starr Present: Adam Hawkinson. Parks Superintendent; Jeff O'NeilL Deputy City Administrator. I. Call to Order. Chair Larry Nolan called the meeting to order at 4:30 p.m. and declared a quorum present. 2. Approve Minutes of October 17,2002 regular Parks Commission meeting. Nancy McCaffrey questioned the expiration date of the agreement with the baseball association. The minutes stated the expiration date was thought to be 2004 or 2005. Upon checking it was determined to be 2005. Larry Nolan noted that the location of the parks seminar was not Rochester as was stated in the minutes. NANCY MCCAFFREY MOVED TO APPROVE THE MINUTES Of TIlE OCTOBER 17,2002 REGULAR PARKS COMMISSION MEETING WITI-I TIlE CORRECTIONS NOTED. RICK TRAVER SECONDED TIlE MOTION. MOTION CARRIED UNANIMOUSLY. 3. Consideration of add in!! items to the a!!enda. None 4. Citizens Requests. None. 5. Garv Revenig - Ballfields at High School. Gary Revenig was unable to be present at the meeting. Mike Jacobsen spoke to the Parks . Parks Commission Minutes - 11/21/02 Commission rcgarding the ballfield at the high school on behalr of Gary Revenig. JefT O'Neill stated that Gary Revenig was suppose to be putting together a package of inrormation 1'01' the Parks Commission that outlined the plan for the use of the high school ballfield and the cost of lighting fl.)!' the field. Mike Jacobscn stated that the bascball association was approached by Gary Revcnig about using the field at the high school. At this time there arc no lights at the ballfield and it is the intent to borrow money rrom the City or have the City bond fi)r the cost of installing lights at the field. Once the lights are installed the Polecats, Legion, and high school varsity baseball team would use that field. Mike Jacobsen stated that at this time since everything is in preliminary stages, they are seeking the Parks Commission's blessing in going forward with this and ultimately presenting their request to the City Council. Mike Jacobsen stated that presently the baseball teams play at the city's ballfield complex. If the baseball teams would play at the high school it would frec up the ballfield complex to be used entirely for softball and little league play. It would also allow the fencing, which he understood was going to be replaced soon, to be extended. lie also indicated because it is an athletic complex, it is more difficult to control entrance to their games thus making it more difficult to collect admittance fees. . Larry Nolan asked about the cost or the lights and how they thought it could be funded. Mike Jacobsen indicated that the estimated cost is between $125,000 and $150,000 but this would include maintenance of the lights by the contractor. It is anticipated that the YFW and American Lcgion will make a financial commitlnent but it would bc the City who would be asked to uprront the costs either by bonding 1'01' the improvement or Icnding the funds to cover the cost of the lights. The various organizations involvcd would pay back thc funds over a 10 or 15 year period. Thcre was some question whether the City could rund improvements that were made on property not owned by the City. Earl Slnith pointed out that the association has an existing payback obligation covering the lights at the Xeel ballfield cOlllplex which runs through 2005 and would have to be honored. The Parks Conlmission felt there were a lot of items that had to be rcsolved before this could go before the City Council. Earl Smith felt that a committee should be set up to work on this but Rick Traver felt that until information was received about the lighting plan and the estimated cost, setting up a committee would be premature. Larry Nolan asked whether the school district would be making any financial commitmcnt. Mike Jacobsen stated that the revenue from the signs on thc ballfield.could be utilized. Ilowever at this time, there is no inf()rmation on the amount oftinancial contribution from any or the organizations that would be involved. It was pointed out that if the City would fund such an improvement, thcre would nced to be agreements in place to ensure that the public would be allowed use of the facility. It was . 2 . . . Parks Commission Minutes - 11/21/02 generally felt that not only did the group need to present cost information but there would also have to be an operating agreement in place fiJr the facility. Rick Traver stated that the baseball groups would want to make sure they have a firm commitment for use of the school field since it would be likely that the field used at Xcel complex would be converted for softball use. Jeff O'Neill asked about parking at the high school field. Mike Jacobsen stated this had been discussed and there was the possibility of parking in the area along the outfield fence. Mike Jacobsen stated that the time frame is to have the lights installed so that the teams eould be playing at the high school field in 2004. Once the lights are installed they would be requesting to host a regional or state baseball tournament. The consensus of the Parks Commission was that they needed to see more information on what is being proposed, cost of construction, funding by the various groups and also some type of agreement on use of the facility. 9. Review of pathway/sidewalk plan. Because Jeff O'Neill was committed to attend another meeting, this item was moved up on the agenda. Jeff O'Neill updated the Parks Commission on various commercial and residential developments that were either proposed or in the process of taking place within the City. A commercial development is being proposed in the area bordered by Cedar Street, Dundas Road, Oakwood Drive (CR 117) and Chelsea Road. Since there are a number of residential developments in fairly close proximity it was felt to be impOliant to get sidewalks constructed in this area. Since Dundas Road abuts an industrial area it was questioned whether sidewalk was needed on both sides of the road. Adam Ilawkinson felt that a pathway should be provided on Oakwood Drive to School13oulcvard. Since it was proposed to improve Oakwood Drive the pathway or sidewalk could be installed as part of the improvements. The general feeling of the Parks Commission was that they preferred pathway to sidewalk as t~lr a pedestrian use. Based on diseussion it was felt that Chelsea Road should have sidewalk, Oakwood Drive should have a pathway, and Cedar Street would have sidewalk on both sidcs. Jeff O'Neill updated the Parks Commission on the recent court ruling on the orderly annexation agreerncnt and the impact that would have on the development. lie noted the areas that the City has received annexation petitions for as well as other properties that are poised for develoPll1ent. It was felt that the pathway development should continue to extend along Oakwood Drive and I'll 25. It was noted that signals lights are proposed for School Boulevard and TII 25. The Parks COlllmission felt it was important for safety reasons to have pathway/sidewalks on both sides of major roads such as Cedar Street, School Boulevard, etc. The Parks Commission also discLlssed the pathway by the Monticello-Big Lake IIospital and ., -, . . . Parks Commission Minutes - 11/21/02 whether the drainage problems atTecting the River Forest/River Mill area had been corrected. There was also some discussion on how MnDot's plans for realigning the road would impact the placement of the trail in the River Mill area. The Parks Commission felt the trail should be completed and then if the realignment impacted the trail, it would be MnD<JI"s responsibility to repair or relocate the trail. 6. Development Plan for Groveland Addition - Seheduling Neighborhood Meetin!!. Park Superintendent, Adam lIawkinson, stated that this park is one that they are applying for an Outdoor Recreation grant to help fund the improvements. He will be preparing a plan for the play structure, which he feels will run about $60,000. Previously the Parks Commission had okayed a general development plan for the Groveland parle The Parks Commission set the neighborhood park meeting for January 16,2003 at 4:30 p.m. with the regular Parks Commission meeting to follow at 5:30 p.m. 7. Sports Association Policv - Discussion. The Parks Commission received copies ofthe current agreements with the various associations. Adam Hawkinson was going to verify that payment of monies due on the agreements had been made. I-Ie will also be meeting with the association to go over the financial report on the concession stand revenue. The City is looking at the possibility of having the Community Center oversee the financial reporting for the concession stands and the Parks Department will hire people to run the concession stand. Fran Fair felt like it was a lot more oversight to do it this way. Earl Smith asked how this would be handled as long as the associations are operating under an agreement. The City is trying to find a balance between getting the necessary funds from the associations that adequatcly cover maintenance costs but yet not totally dcpriving the associations of their source ofrevenuc. 8. Park Maintenance Items. Adam Hawkinson submitted a list ofthe maintenance work completed by park stall. He rcportcd that Rolling Woods park is operational but the basketball court has not yet been paved. This will be done in thc spring before the area is seeded or soddcd. Work on the Pioneer park shelter will continue over the winter. 10. Updates - Grant Applications. Adam r lawkinson reviewed with the Parks Commission a list of the grant application requests that are being submitted. Upon receipt of the grant applications forms, they will work to get 4 . . . Parks Commission Minutes - 11/21/02 the applications completed and submitted by Fehruary I. Added Items: A copy of the revised park reservation permit f()rm was reviewed hy the Parks Commission. The changes to the policy werc made to minimize if not eliminate problems encountercd with the park reservations. The problem arcas werc individuals not picking up the key for the Llcility and individuals not cleaning up the facility after the cvent. The Parks Commission also discussed music in the park and adding the Pioneer Park shelter to the list of rental facilities when it is eompleted. 11. Adjourn. EARL SMITH MOVED TO ADJOURN AT 6:30 P.M. RICK TRAVER SECONI)ED THE MOTION. MOTION CARRIED UNANIMOUSLY. \J~ ~ c~5L-- -"=--... ... j..'f......... ...."....A->::::>~ .""------cr.....- Recording Sccretary 5