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Parks Commission Minutes 01-22-2009Park Commission Minutes: January 22, 2009 MINUTES PARKS COMMISSION Thursday, January 22, 2009 - 4:30 p.m. "To enhance community pride through developing maintaining City parks with a high standard of quality." Members Present: Gene Emanuel, Nancy McCaffrey, Larry Nolan and Rick Traver and Council Liaison Brian Stumpf Members Absent: Mark Larson Others Present: Tom Pawelk, Park Superintendent, Christopher Hadfield. 1. Call to Order. Chair Larry Nolan called the meeting to order at 4:30 p.m. and declared a quorum present. Christopher Hadfield an applicant for the vacant position on the Parks Commission was introduced to the commission members. 2. Update on YMCA Acquisition. Park Superintendent Tom Pawelk supplied the Park Commission with a summary of the latest meeting of the Bertram Chain of Lakes Task Force. Larry Nolan felt the Parks Commission has to be actively involved in the planning for the YMCA Park. It was explained that the Task Force will be establishing and defining the role of the governing body for this joint venture between the City and Wright County. As the park plans move forward the Wright County Parks Department and the Monticello Parks Commission will then become more involved in the planning process. Tom Pawelk indicated that there would be at least two members from the Parks Commission and two members from Wright County Parks in the planning group along with Council representatives, County officials and citizens. Tom Pawelk explained that while long term planning for the area has not commenced there are some items that they intend to do this year which include constructing a bridge, trail maintenance and signing. The bridge will be located just off 90t1i Street and will be either an iron structure or constructed from segments of concrete pipe that the Public Works Department currently has. The signing will be yellow signs identifying the area as the Bertram Chain of Lakes and specifying that Wright County ordinances will be enforced. Tom Pawelk informed the Parks Commission that the agreement with the YMCA would still allow the motorcycle club to have their annual race on the site in May. Since this is a money making event there is a possibility that there maybe some kind of arrangement to allow this event to continue beyond this year. Eventually the public access to Bertram Lake will be located on the north side of Bertram Lake. At the present time the access is on the southerly end of the lake. The Bertram Chain of Lakes Task Force has requested that Jeff O'Neill meet with Brian Kirk of the YMCA regarding opening of the access on the side of the lake where the chalet is located on a temporary basis for 1 Park Commission Minutes: January 22, 2009 weekend use. If this happens the hours of use would be the hours allowed by Wright County park ordinances. The goal of the Task Force is to get public access to Bertram Lake as soon as possible. Gene Emanuel spoke to the need to start early planning for the ballfield development. Tom Pawelk responded that much of 2009 will be spent on planning for the ballfields. Jeff O'Neill stated that the Task Force wants to be frugal with the planning effort and thus limit the use of outside consultants. This means those working in the planning effort will be doing much of the research and study work. The Task Force wants the park development to be community driven rather than planned based on recommendations of consultants. Jeff O'Neill updated the Parks Commission on funding for the land acquisition. The City's share of $565,000 will come from park dedication funds that have been accumulating over the years. The park dedication fund will not be depleted by this acquisition as there is approximately $1,000,000 in park dedication monies. The City will be making an annual payment to Wright County who will upfront the cost of the acquisition. Another funding option, in addition to park dedication funds, could include the sale of city owned land. Further City and County contributions require that the state comes up with their 1/3 of the purchase price. Jeff O'Neill brought up the possibility of receiving funds through the recently adopted Clean Water Land and Legacy Amendment. Angela Schumann stated that the Council at their January 26, 2009 meeting will be acting on a position statement which would support that outstate Minnesota gets an equitable share of these funds. Brian Stumpf felt that even if the funding from the state didn't come through, the City and County are committed to this project and would work diligently to come up with the funding sources needed for the acquisition. He didn't see them just abandoning this unique opportunity because of reduced or lack of state funding. Natural Resources Inventory: The Parks Commission received a copy of the completed Natural Resources Inventory and Assessment. Larry Nolan asked how this document was to be used to help them in their planning. Angela Schumann noted it was tool to help in planning and is not a set of ordinances or regulations to be followed. The Parks Commission would use the information in the document when a development is proposed to help ascertain what natural feature should be preserved. The City had received a grant from the Department of Natural Resources to conduct this inventory and there is approximately $5,000 of the grant funds remaining. It is anticipated that these funds will be used in developing ordinances relating natural resources preservation. 8. Annual review of the Parks Chapter of the Comprehensive Plan. Angela Schumann was present for the review so that she could relay comments and recommendations by the Parks Commission to the Planning Commission. The Parks Commission did a page by page review of specific sections of Chapter 3 as well as Chapter 5 dealing specifically with parks. The Park Commission noted a number of changes in the list of facilities at existing parks (pages 5-2 through 5-5). The question was raised whether these type of corrections require an amendment to the Comprehensive Plan or does the Comprehensive Plan merely reflect what was in place at the time it was adopted (2007). Larry Nolan suggested that these changes are noted and be incorporated when the next update to the ordinance takes place. Rick Traver suggested that in listing the parks it should be designated which facilities are ADA 2 Park Commission Minutes: January 22, 2009 (Americans with Disability Act) compliant. Some of the changes in park facilities that were noted include: 1) Removal of the play facilities at Balboul Park; 2) The addition of the fishing pier and flower garden for East/West Bridge Park; 3) Addition of basketball court at Groveland Park; 4) Change of disc golf area at Park West from 3 hole to 9 hole and 5) Addition of playground area at Sunset Ponds Park. A grammatical correction was also noted in #3 on page 5-6 and on page 5-11 under trails. There was also some discussion about clarifying that YMCA is not a City park. The Commission talked about what would constitute an amendment to the Comprehensive Plan. Angela Schumann stated a shift in policy such as moving away from regional parks or changing the standards for neighborhood parks would be an example of an amendment. She also addressed the notion that park dedication funds received from a development are to be utilized in the area of the development. Although this was the understanding of the Parks Commission state statutes do not require that park dedication funds are used in the area that generated the funds. She did note that there have been some changes in park dedication requirements which will be coming back to the Park Commission at some future date for review. One of the changes in the statute says the City can require the developer to pay at the time of platting the value of the land but not the value of improvements. 9. Review of Park and Trail portion of the Draft Transportation Plan. The Parks Commission was being asked specifically to focus their review on the portion of the draft Transportation Plan dealing with non-motorized activity such as trails and pedestrian activities although any other comments they had on the plan would be passed on to the City Engineer. The Park Commission comments will be given to the Planning Commission who will be conducting a public hearing on the Transportation Plan at their February meeting. Larry Nolan asked what some specific "traffic calming measures" would be. Angela Schumann cited narrow streets, winding roads and bumpouts as some examples. Nancy McCaffrey and Gene Emanuel both noted that on Page 38 the figure referenced under Potential Motorized/Non- Motorized Conflict Points should be 5.2 and not 5.3. Brian Stumpf stated on Page 37 when they discuss the CSAH 75/CSAH 39 intersection whether they were talking about the intersection on the east side or west side of town. Staff indicated that they believe the comments made were to apply to both intersections but they will get verification of that. Brian Stumpf didn't feel the CSAH 75/CSAH 39 intersection at the west end of town was as much of a problem since the traffic volumes were less. Larry Nolan stated it has always been a problem for pedestrians to cross CSAH 75 at the west end of town. Brian Stumpf stated that the east end of town had higher traffic volumes and wider streets. Gene Emanuel asked if they would want to designate this as a pedestrian crossing study area. Brian Stumpf questioned where the money would come from to the study. Brian Stumpf asked how much pedestrian traffic should be in the area of the CSAH 18 pedestrian bridge. It was noted there are a number of residential developments in the area. Larry Nolan suggesting adding another bullet point in Section 5.5 that would include "Pedestrian Crossing Study area and then list the areas for further study such CSAH 75/CSAH 39. There was some discussion on the wording that should be used. Rick Traver felt just adding "Pedestrian Crossing Study" would be sufficient. Brian Stumpf suggested taking out CSAH 75/CSAH 39 and leaving it more generic rather than citing specific intersections. Park Commission Minutes: January 22, 2009 Tom Pawelk asked about the meeting with Big Lake as far as the Transportation Plan since the river crossing would be a connection. Larry Nolan stated Figure 5-2 did not show the trails correctly and felt the map should be changed to reflect what is there now. Nancy McCaffrey asked about using demographic information from 2000. Staff informed the Parks Commission that the information from the last census (2000) was what was used and when the 2010 census is completed, the plan would reflect that information. RICK TRAVER MOVED TO APPROVE SECTION 5.5 OF THE DRAFT MONTICELLO TRANSPORTATION PLAN WITH A CORRECTION TO IDENTIFY THE FIGURE UNDER POTENTIAL MOTORIZED/NON-MOTORIZED CONFLICT POINTS AS FIGURE 5-2. Larry Nolan asked about the triangular piece of land and was informed that it was part of the Schulender property. Since this land is not developed this parcel should be removed. The Parks Commission noted that the Bertram Chain of Lakes was not shown. Tom Pawelk believed that it was not shown because the property was not in the City limits. It was suggested that since the property is owned by the City and County is should be shown even if it is not in the city limits. Tom Pawelk will check into this. RICK TRAVER AMENDED HIS MOTION TO INCLUDE ADDING THE BERTRAM CHAIN OF LAKES AREA AND TO UPDATE THE TRAILS AT MONTISSIPPI PARK TO REFLECT WHAT IS THERE NOW. NANCY MCCAFFREY SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 13. Discussion with Christopher Hadfield regarding his interest in serving on the Parks Commission. Christopher Hadfield and the Parks Commission discussed his background and interest in serving on the Parks Commission. Mr. Hadfield had attended high school in Monticello and had recently moved back to the area. As well as being a regular user of the City's parks and trails, Mr. Hadfield had considerable volunteer experience relating to the outdoors. This included work done in the Forest Reserve in Illinois and the Citizen Lake Monitoring Program through the Minnesota Pollution Control Agency. As part of the Citizen Lake Monitoring Program Mr. Hadfield works with the lakes in the Monticello area including Bertram Lake, Long Lake and Mud Lake. The Parks Commission was impressed with his knowledge of the YMCA property and the natural features it contained. It was noted that Mr. Hadfield resides in the township and is not a resident of the City. The ordinance establishing the Parks Commission states that members must be residents of the City. The Parks Commission expressed their concern about the difficulty in attracting good candidates to serve on the board. They also mentioned that at some point properties in the orderly annexation area will be coming into the city and it maybe beneficial to have board representation from that area. It was suggested that the ordinance be amended to read something to the effect that up to one member of the board may be anon-resident but must reside within the orderly annexation area. Brian Stumpf suggested that the proposed amendment come before the Council at the first meeting in February so that if it is approved the Parks Commission will be at full force for their February meeting. 4 Park Commission Minutes: January 22, 2009 Christopher Hadfield said he appreciated the support the Parks Commission is demonstrating to have him on the Parks Commission. He realizes the difficulty not being a resident creates for the Park Commission. GENE EMANUAL MOVED TO HAVE THE COUNCIL CONSIDER AN AMENDMENT TO THE ORDINANCE THAT WOULD ALLOW FOR UP TO ONE NON-RESIDENT TO SERVE ON THE PARKS COMMISSION PROVIDING THE INIVIDUAL RESIDED IN THE ORDERLY ANNEXATION AREA. NANCY MCCAFFREY SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. RICK TRAVER MOVED THAT IF THE ORDINANCE AMENDMENT IS APPROVED THAT THE COUNCIL APPROVE THE APPOINTMENT OF CHRISTOPHER HADFIELD TO FILL THE VACANCY CREATED ON THE PARKS COMMISSION BY THE RESIGNATION OF RICK TRAVER. NANCY MCCAFFREY SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 3. Approve the minutes of the November Z0, 2008 Parks Commission meeting. Larry Nolan indicated on Page 2, #7 the language should clarify that the lights that were removed from the bridge dated back to 1926 and not removed in 1926. RICK TRAVER MOVED TO APPROVE THE MINUTES OF NOVEMBER 20, 2008 PARKS COMISSION MEETING WITH THE CLARIFICATION NOTED. NANCY MCCAFFREY SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 4. Consideration of adding items. None. 5. Citizens comments and requests. Tom Pawelk stated they have received a number of comments about the good condition of the sliding hills and rinks. 6. Discussion of 2009 Budget. Tom Pawelk felt that the Park budget was not in too bad of a shape considering the amount of cuts the City had to make. At this time the approved budget has not been issued by the Finance Department and when that information is made available, Tom Pawelk will bring it back to the Parks Commission. He did note that he has $75,000 in the budget for improvements. Nancy McCaffrey asked if there were any funds to do something with the Monte Hill area. She noted an article in the paper about buckthorn removal from a metro area park and grant availability. Since this is a unique area she was hoping something could be done in the way of nature trails and educational opportunities. Rick Traver asked if the City had made any determination on what will be done with this property. Brian Stumpf said the Council at this time does not have a specific plan for how the property will be used. He added that with the 5 Park Commission Minutes: January 22, 2009 current economic situation he would not be in favor of doing much in that area. Gene Emanuel said if the City does not allow access to the property would it pay to apply for grant funds. Nancy McCaffrey felt there was a need to preserve the property and consider this area for future planning. The question was raised whether the City would consider the sale of this property to help fund the YMCA property acquisition. Brian Stumpf noted that the City does have commercial land that could be sold to help fund the YMCA acquisition. The Parks Commission briefly talked about the Water Tower Park and asked that this item be placed on the February agenda. 7. Proiect /plans for 2009. Tom Pawelk explained some of the projects proposed for 2009 which include: 1) Replacing the roof at the Xcel Ballfield concession stand; 2) Replace the roof at the Ellison Park log shelter; 3) Construction of sidewalk entrance from pedestrian crossing at the hospital into the park; 4) Irrigation, backstop and other amenities to Sunset Ponds Park; 5) Patio by seating area at Hillcrest Park; 6) Pioneer Park -Construction of rock wall; 7) Purchase of recreational equipment; 8) Possibly climbing wall for Pioneer Park or Groveland (net materials) and 9) Landscaping work at Front Street Park and irrigation work; landscape the area around the gazebo at East Bridge Park; and 10) Set up for Community Gardens. The budget also includes some funds for purchase of equipment and for painting and staining of various park facilities and some security surveillance improvements. 10. Approval of resident tree sale. Tom Pawelk indicated that there are monies in the Shade Tree Fund for the resident tree sale. The price for the trees should be close to what it was in 2008 but there is some difference in the variety of species being offered. The tree pickup is proposed to take place on April 18th Tom Pawelk informed the Parks Commission that the Council would be looking at proposed amendment to the Shade Tree Ordinance that would expand the scope of trees covered and not limit it to just the Dutch Elm diseased trees. NANCY MCCAFFREY MOVED TO APPROVE THE MONTICELLO TREE PROGRAM FOR 2009. GENE EMANUEL SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. 11. Park Maintenance. Tom Pawelk indicated that most of the department time was spent on snow removal and maintenance of the skating rinks. The equipment purchased for snow removal from the sidewalks is working well. Tom Pawelk reported a recent change to the ordinance on snow removal which increases the length of time property owners have to remove snow from the sidewalk. The Park Department is responsible for removing snow from the parking lots and sidewalks and maintaining the rinks. This change in the ordinance came to the Council because of the situation in Sunset Ponds where there are a number of foreclosures and the City had to do the snow removal. 6 Park Commission Minutes: January 22, 2009 Tom Pawelk also noted that they have had a number of burials which took staff time. Some of the cemetery records date from 1909 and are not always accurate. The addition of the GPS equipment will help with locating the marker pins but they have determined that not all the grave sites have pins. Gene Emanuel asked if there was any additional information on the financial report for the concessions operation at the ballfield especially anything that would shed some light on the negative cash flow that was shown. Tom Pawelk indicated that additional work was done at the concessions building in order for it to meet state standards and this cost was included in the report. Gene Emanuel clarified that the report did include capital improvements as well as operations. There was discussion on the financial reports that the Parks Commission would like to see. Tom Pawelk noted that last year was the first year that the City operated the concessions at the ballfields and hopefully with a new financial system and one year under the belt the financial reports will be clearer and more accurate. The Parks Commission also talked about a capital improvements program so that they could see for the long term what kind of purchases and projects would be needed. Tom Pawelk showed the Parks Commission some of the financial tracking forms he used and indicated he would try to bring something back to the Parks Commission on the financial reports at the next meeting. The Parks Commission stated that past reports were not clear or easily understandable by the non-accountant so they would like to see a report that was more user friendly. 14. Adiourn. The Parks Commission thanked Rick Traver for his time (12 years) on the Parks Commission, his dedication in helping the development of parks and trails in the City and also his work on the Cemetery Committee. RICK TRAVER MOVED TO ADJOURN AT 6:25 P.M. GENE EMANUEL SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Recording Secretary 7