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HomeMy WebLinkAbout12/02/2002 Park Board PacketLino Lakes Parks and Recreation Department 600 Town Center Parkway Lino Lakes, MN 55014 (651) 982 -2440 Fax (651) 982 -2439 CITY OF LINO LAKES PARK BOARD MEETING Monday, December 2, 2002 City Council Chambers (televised) ** *AGENDA * ** 1. Call to Order and Roll Call 6:30pm 2. Approval of Minutes from November 4, 2002 6:31pm 3. Setting Agenda 6:32pm 4. Open Mike 6:33pm • 5. Review Revised Preliminary Plat of Century Farm North 1 -7 Additions 6:35pm 6. Review Pheasant Hills Trail Proposal 6:55pm 7. Review Proposed Site Agreement with Centennial School District 7:15pm 8. Recreation Update 7:35pm 9. Park Updates 7:40pm 10. Project Updates 7:45pm 11. Next Park Board Meeting, Monday, January 6, 2003, 6:30p.m. 7:55pm 12. Adjourn 8:OOpm If you are unable to attend the meeting please call Sandie at 651 982 -2442. sw /parkbrd/12 -2 -02 Board Agenda.doc • Park Board Meeting - November 4, 2002 Minutes • The November 4, 2002 City of Lino Lakes Park Board meeting was called to order at 6:30pm, by Chair Lindy. • • Roll call was taken, members present were Bill Kusterman, Pam Taschuk, Katie Boyle, Michael O'Connor, Pat Huelman and George Lindy. Members absent were Paul Montain. Also present was Rick DeGardner, Public Services Director. APPROVAL OF August 5, 2002 MINUTES: Pam Taschuk made a motion, seconded by Katie Boyle, to approve the August 5, 2002 minutes. The minutes were approved. SETTING THE AGENDA: The Agenda was passed as presented. OPEN MIKE: No one was present for open mike. DISCUSS EXISTING JOINT POWERS AGREEMENTS WITH CENTENNIAL SCHOOL DISTRICT: Rick advised the City of Lino Lakes has a Joint Powers Agreement with the Centennial School District regarding the maintenance of outdoor facilities and use of indoor facilities at Rice Lake Elementary School and the Centennial Middle School. Rice Lake Elementary Site Agreement This agreement was executed in 1991. The City of Lino Lakes agreed to maintain all outdoor athletic facilities and open areas directly adjacent to the athletic fields, including the purchasing of all supplies necessary such as ag -lime, chalk, bases, etc. In return, the City of Lino Lakes will be given first preference by the School District for scheduling recreation programs. Centennial Middle School Site Agreement This agreement was executed in 1997. In exchange for maintaining all athletic facilities and open areas adjacent to the athletic facilities, including the purchase of all supplies, the School District shall make available to the City of Lino Lakes the use of one gym space at least five nights per week starting at 6 p.m. On September 10, 2002, the Centennial School Board adopted Policy 2060 - Community Use of School Facilities. This new policy prohibits the use of any indoor gym /cafeteria space for adult use prior to 8 p.m. This new policy greatly diminished the quality of the City's adult programs. Since the City received only five days advance notice of this new policy it has led to even more frustration and anger from the instructors and participants. This follows a culmination of several situations with the School 1 • • • Park Board Meeting - November 4, 2002 Minutes District on having our programs canceled with little or no notice. Rick referred to a letter that outlines several of the concerns on how the School District is fulfilling the site agreements. On September 23, 2002, the School District submitted a proposed site agreement that modifies the existing site agreements and also addresses Blue Heron Elementary School. Since the proposed agreement does not address any of the concerns previously communicated to the School District, staff is recommending that the City terminate the existing site agreements. It is staff's understanding that the School District is attempting to address the City's concerns by modifying the proposed agreements. He referred to a copy of a memo dated September 25, 2002 to Ms. Linda Waite Smith, City Administrator regarding this issue. Rick stated he is expecting a revised joint power agreement soon and this issue will be on the Park Board agenda next month. This issue is also being discussed at the next Council work session. He noted he would keep the Park Board posted as this dilemma progresses. Pat asked if there has been any discussion about the new policy of no use before 8:00 p.m. Rick advised the policy did pass and scheduled activities before that time have been rescheduled. The rescheduling of activities has interfered with the Centennial Basketball program. The situation has been very frustrating for City staff and participants in the program. It is not known how this issue will be resolved. The winter brochure is at the printers right now and it was printed under the assumption that the City can not use the facilities. Bill inquired about the implications of the field use if the joint agreement is canceled. Rick stated the School District will have to decide whether to charge for the use of the outdoor fields. The City has to determine at what point it is better for the City to pay a fee for the fields as opposed to maintaining the fields. Chair Lindy asked if the School District has maintenance equipment. Rick stated he believes they would need a significant amount of money to get the necessary equipment. Bill inquired about the scheduling of activities. Rick stated the City currently maintains and schedules all of the outdoor activities after regular school hours. Pam asked if the City would charge sport groups for the fields if the agreement was severed. Rick stated the City would not charge for the fields located on school district property but it is 2 • • • Park Board Meeting - November 4, 2002 Minutes unclear if the School District would charge a fee for the groups that use the fields. DETERMINE 2002 - 2003 SKATING RINK LOCATIONS AND WARMING HOUSE HOURS: Rick advised staff is recommending the following warming house shelters and hours of operation: PARK LOCATION WEEKDAY HOURS WEEKEND HOURS Sunrise 6918 Sunrise Drive 4 -9 p.m. Saturday 12 -9 p.m. Sunday 12 -6 p.m. Birch 6520 Pheasant Run S 4 -9 p.m. Saturday 12 -9 p.m. Sunday 12 -6 p.m. Lino 7850 Lake Drive 4 -8 p.m. Saturday 12 -8 p.m. Sunday 12 -6 p.m. Staff is also recommending the following ice rink locations that do not have shelters: *City Hall Park Marshan Park Sunset Oaks Park 1189 Main Street 7204 Lake Drive 7481 Leonard Avenue *City Hall Park will still have a hockey rink and general skating area but will not have a supervised warming house due to budget cuts. City staff is working with the youth hockey associations to make arrangements to provide access to the warming house during scheduled hockey practices. Rick noted he believes this whole issue needs to be addressed next year because the skating rinks are not being used that much. Chair Lindy stated the bad winters and the quality of ice have been huge factors in the low use. Rick stated there have been more and more requests from residents to maintain the trails in the winter. From a City staff perspective, it may be more beneficial to put the time and labor into other projects due to the low use. Pat asked if the City has a sense of whether the ice use is walk in participation or drive in participation. If it appears more of the use is drive in, closing one of the rinks would not have too much of an impact. 3 • Park Board Meeting - November 4, 2002 Minutes Rick reviewed the average attendance numbers for the rinks last year. He stated the Park Board should review the rinks after this next season. Chair Lindy asked if the programmed activities are included in the attendance numbers. Rick advised the programmed activities are included in the attendance numbers. Bill asked if the City could find out what activities are scheduled for when and where within the City. Rick stated the scheduled activities are posted at each warming house. Bill stated that information should be sent out to residents because it would be helpful if people knew when they can use the rinks. Pat suggested the scheduled activities also be posted in the newspaper. Pam suggested it could also be put on the City's website. Katie asked if there is more rink maintenance if the weather is good for rink use. Rick stated there is some correlation between maintenance and good weather but the City does regularly flood the rinks. Chair Lindy inquired about the warming house attendants. Rick stated the City only pays attendants when the rinks are open so the City can't guarantee a set number of hours per week. It is difficult to find people to work that type of schedule. The City does have 7 -8 people returning from last year. RECREATION DEPARTMENT UPDATE: Rick referred to the Program Highlights Flyer from October 2002. He noted the department had its first set of CLUB outings for the school year last month. Thirty -seven children participated in the "Fall Harvest Fun" trip on October 17. Twenty -six children participated in the "Cheapskate and Movie" trip on October 18. This season the City saw an increase in participation and teams across all divisions in Youth Football. The season concluded with a playoff and will have a championship game on November 7 (weather permitting). Fitness classes have been disrupted due to the new school district facility use policy. It is uncertain if the City will continue to offer these classes. • This year's Family Turkey Shoot will be held on Saturday, November 16, 2002, at Centennial Middle School. The Breakfast 4 • • Park Board Meeting - November 4, 2002 Minutes with Santa event reached its capacity of 200 individuals on September 30 - the earliest its ever filled. Due to this early fill date, the City added an additional 20 spots. As of September 29, 2002, only four of the newly added spots remained. Rick added the City is currently working on the winter brochure and is due in homes the last week of November. Pam asked where the Breakfast with Santa event will be held. Rick advised the event will be held at St. Joseph's Church. PARKS DEPARTMENT UPDATE: Rick reviewed a memo from Mike Hoffman, Parks Supervisor, which summarizes the maintenance highlights for October 2002. Rick noted maintenance activities have included mowing of all park areas, completed irrigation system blowouts, a chain saw safety training, and the ordering of plant material for spring 2003. Rick noted a number of young trees have been vandalized (snapped off) at several parks. Replacements have been ordered. Pat stated he frequently sees kids in parks swinging golf clubs at the trees. PROJECT UPDATES: Clearwater Creek Park - Rick advised in order to create better soils and to establish healthy turf, approximately 1500 cubic yards of peat was delivered to the park area. The peat was spread throughout the park and chisel plowed. As soon as the weather cooperates, a netavator will be used to till the peat and mix a couple inches of subsurface clay with the imported peat. The park area will then be surveyed and final graded. Depending upon the completion of the above work, the park area will either be dormant seeded yet this fall or seeded next spring. The trails and basketball court will be paved next spring. The remaining landscaping was recently completed. The gazebo roof panels, beams and rails have been painted and installed. Electrical service will be run to the gazebo next spring. Highland Meadows Park - Rick advised the development of Highland Meadows Park has seen tremendous progress the past few months. All onsite earthwork including stripping of the vegetative growth and grading work have been completed. One thousand cubic yards of topsoil was imported, spread, and graded throughout the entire park area. All asphalt work including the installation of trails and a half court basketball court, as well as concrete work including the play area curbing, picnic table pads, and park bench pads were also completed. 5 Park Board Meeting - November 4, 2002 Minutes • A limited amount of landscaping work may begin yet this fall. This may include seeding several of the naturalized areas around the perimeter of the park with various types of seed mixtures including mesic prairie, wet -mesic prairie, and savanna. An extensive landscaping plan including trees and planting beds are also planned. An irrigation system will also be installed this fall. • • Playground equipment proposals will be on display at City Hall 600 Town Center Parkway, in the library on the following dates and times. Monday, December 9 12p.m. - 8p.m. Tuesday, December 10 8a.m. - 8p.m. Wednesday, December 11 8a.m. - 8p.m. Thursday, December 12 8a.m. - 8p.m. Area residents are encouraged to review the playground equipment proposals and provide input. The playground equipment will be installed Spring, 2003. Timberwolf Trail - Rick advised this trail segment located in the Pheasant Hills Development is nearing completion. Final grading and paving are scheduled to begin the week of November 4. This trail connection will provide a direct link to the Rice Creek Chain of Lakes Regional Park Reserve Trail System. Birch Park Trail - Rick advised this project was temporarily delayed due to the Rice Creek Watershed Districts desire to obtain additional information on potential wetland impacts. It was expected that the project could continue forward by the first week of November. The project includes the installation of approximately 315 feet of timber boardwalk and a timber staircase, including planters and concrete pavers. This trail will provide a trail connection from the Trapper's Crossing Development to Birch Park. Pam asked if Birch Park will have to wait until spring if the weather does not cooperate. Rick advised the work will continue at Birch Park until it is completed. The boardwalk can be installed during the winter. NEW BUSINESS: 2003 Goal Setting Meeting Scheduled for Monday, January 6, 2003 Rick proposed that the Goal Setting Meeting be held immediately following the January 6, 2003 Park Board meeting. He asked Park Board Members to put some thought into the proposed goals for the upcoming year. He indicated he will be sending updated information regarding the park Dedication Fund in mid December. Assuming the goals can be determined in January, it is expected 6 • • • Park Board Meeting - November 4, 2002 Minutes that the Park Board will present the goals at the Wednesday, January 22, 2003 City Council Work Session. Chair Lindy asked for an estimate of undesignated dedicated funds. Rick advised there is more in that fund now than there has been since he has been with the City because of some large developments and an increase in the park dedication funds. The City is also getting reimbursed for Clearwater Creek. He stated he believes there is close to $200,000 in the fund. Chair Lindy stated that in some cases the City took cash in lieu of land for the park dedication. He suggested that maybe some of those funds should be put to parks that serve those areas. Pat suggested the Park Board look at purchasing park land somewhere that it is needed because of the additional funds. Determine 2003 Park Board Meeting Dates -Rick reviewed the proposed 2003 Park Board meeting dates noting the September meeting will be the annual park tour and bbq. SCHEDULE NEXT PARK BOARD MEETING: Rick advised the next Park Board meeting would be held on Monday, December 2, 2002, 6:30pm. ADJOURN: Pam Taschuk made a motion to adjourn, seconded by Pat Huelman. The meeting was adjourned at 7:08pm. Respectfully Submitted, Kim Points Recording Secretary 7 Lino Lakes Parks and Recreation Department 600 Town Center Parkway Lino Lakes, MN 55014 (651) 982 -2440 Fax (651) 982 -2439 November 27, 2002 TO: Park Board Members FROM: Rick DeGardner, Public Services Director SUBJECT: Review Amended Plat for Century Farm North 1 -7th Additions On November 26, 2002, I received an amended preliminary site plan for the Century Farm North 1 -7th Additions. The revised plat shows a significant amount of medium density housing. The proposed park area and trails have also been changed. I have included the following attachments: • 11 x 17 colored Preliminary Parks /Open Space Plan ♦ Narrative for Century Farm North received November 22, 2002 ♦ July 30, 2002 memo to Park Board • August 6, 2002 memo to City Planner The Preliminary Park Plan indicates a significant portion of wetland will be filled and be considered as useable parkland. The developer has agreed to grade the park area as indicated in the Preliminary Grading Plan. It will be imperative that we are assured that the end product will provide land suitable for development (turf, playground equipment, gazebo, etc). It would also be helpful to know what the groundwater elevations for the park area are estimated to be after full development of Century Farm North. Mr. John Johnson from Metro Land Surveying and Engineering will be present at the Park Board meeting to review the revised plan and answer questions. RD:sw sw /parkbrd/meeting info/ Review Amended Plat for Century Farm North 1 -7`h Additions.doc • • • QNYU*Y rUW NORTH 1ST ADD. 4MU 71N *00. OUTLOT 8 __I 1__ _ P O N . � � �r►•1�ua:aotoo�ao,a Y' YLY�10ea1�OssQYOma6�mr ,o�oo���o�-a °'°�•ess�! qpr9v, ,� +vo °o 0111.10 _==== ___.__.____ ---dam .� am. ll �/'YY��/��OO��OYYiO� �� TLOT 8 r6` ��tl ✓�"� �`, V_'i�■ �1�1� -; GRAPHIC SCALE ut [-err 1 1o.n • 00 rl Parks /Open Space Public Open Space Public Park Private Open Space Ponds OUTLOT E 14 7,[0:111. Cli i:1 1 lEfrirra „�` �' t [-RUNWAY SAFETY AREA (200'X2600') \I L STREET 13 1 —+ 12 z lJ RUNWAY OVERRUN/ DISPLACED THRESHOLD RUNWAY (122X2200') RUNWAY SAFETY AREA • N• k\ X LANDSCAPE SCREENING (SEE NOTE 1) L1 • • • NARRATIVE FOR CENTURY FARM NORTH LINO LAKES, MN COMPREHENSIVE PLAN/DENSITY RECF1VVF NOV 2 2 2002 Ci`0' Lias0 LAKES The CENTURY FARM NORTH project contains 95.122 acres and is located adjacent to and north of the existing Behms Century Farm subdivision and the Lino Air Park. The recently adopted land use plan resulted in the guiding of 78.222 acres as medium density (3 -6 unit/acre) with the balance of 16.900 acres guided low density (1 -3 units /acre). The net developable area (total area less existing wetlands) is 13.870 acres of low density and 71.390 acres of medium density. This results in an allowable density of 228 units to 469 units. The proposed project contains 250 units. The low density area contains 27 units at a net density of 1.95 units /acre and the medium density area contains 223 units at a net density of 3.12 units /acre. The overall net density is 2.93 units /acre. EXISTING SITE CONSTRAINTS The existing site offers several site design challenges. The southern portion is covered with wooded areas with wetlands and a county ditch. The southeast edge of the site abuts the existing Lino Air Park with a private grass runway. The west edge of the site abuts and accesses to Sunset Road (County Road 53). The northern portion of the site is open meadow with scattered brush and trees. The east side of the site abuts a private ditch. The site contains 9.845 acres of scattered wetlands. The county ditch effectively drains the site and connects to the ponding system designed into the Behm's Century Farm project. The land to the north and east of the site is currently being used as sod fields. PLANNED DEVELOPMENT CONCEPT In order to integrate the proposed residential uses with above constraints and meet the required density of the Comprehensive Plan, it is proposed to use the PDA overlay zone. It is proposed to incorporate four distinct housing types and a significant park and open space area. The southwest portion of the site uses traditional single family lots to transition from the existing single family areas of the Behms Century Farm project into the town home portions of the northern part of the site. 15 larger air park lots are used adjacent to the air park runway to provide both a physical buffer to the runway and to provide land use compatibility next to the Air Park. Single family detached town homes are used as a transition between the traditional single family lots and the attached town homes clustered around the major central amenity of the 22.6 acres of park and open space. PHASING PLAN The project is proposed to be developed in 6 phases starting in the southwest and progressing to the north and east and ultimately connecting to Sunset Road in the northwest corner of the project. The Phases range in size from 30 units to 61 units. The 1st addition contains the 1St phase of the park/ open space and three housing types: 34 traditional single family lots, 6 air park lots and 21 single family detached town home lots for a total of 6 lunits. The second addition provides the connection to existing Carl Street and includes 9 air park lots, 19 single family detached town homes and 12 attached town homes. Additions 3, 4, 5 and 6 continue the medium density plan and includes the rd phase of the park and the east -west minor collector road included in the Comprehensive Plan. • • • Grading will also be phased. The remaining pond excavation started as part of the Behms Century Farm 2nd project will be completed together with the ponds along the north edge of the Lino Air Park and the pond north of block 9. The central pond area will be constructed as part of the 3rd and 4`h Phases. TRAFFIC ANALYSIS SRF completed a traffic analysis on the project and the adjoining properties. The 250 units in the project together with the adjoining parcels located on the west side of the site were estimated to generate 1,952 trips per day with the A.M. peak hour generating 120 trips out and the P.M. peak hour generating 124 trips in. The report concluded that the existing road system will adequately handle this traffic. An important factor in the project design was to incorporate as many "traffic calming" features as possible. The curvilinear roads, offset intersections, private alleys and cul -de -sacs were the tools used to discourage through traffic. The Carl Street connection was designed as a "Tee" intersection to discourage traffic from going to the east from the project as requested by the existing Carl Street residents. Extensive street landscaping was used to further reduce vehicle speed. The following four road cross sections were used within the plan: 1. The Minor Collector road is a 66 foot right of way with 34 foot F -F paving. It is proposed to construct an 8 foot trail along the south side of the road. 2. Century Trail, which traverses most of the site has a 60 foot right of way with 32 foot F -F paving with a 6 foot concrete sidewalk along the south side from Sunset Road to Carl Street. The centerline of the paving has been offset to the north by 2 feet to provide additional boulevard space between the curb and the sidewalk. 3. The other public streets would have 60 feet of right of way and 32 feet F -F paving. 4. The attached town homes would have 16 to 18 foot wide private alleys for garage access, which would be owned and maintained by the home owners association. The front door of the attached town homes would be accessed from private sidewalks between the buildings. 5. Connections to the county road will be designed to meet Anoka County criteria and most likely have acceleration and deceleration lanes similar to those constrtucted along Lilac Street. At this time the county does not have any plans to upgrade Sunset Road. UTILITIES Trunk sanitary sewer and water main has been extended to the southwest portion of the site in Pinto Lane. The project will require installation of a lift station as part of the 1s` phase. This lift station will be designed to serve all of the property within the project and other adjacent parcels the as determined by City in its feasibility study. The feasibility study prepared as part of the Behms Century Farm project concluded that the trunk sanitary sewer and water main would serve all of the parcels within and adjacent to the project and lying south of Main Street. The water main will need to be looped. The feasibility study will determine the best location and the timing for the water main looping. Since the start of the Behms Century Farm project surface water management has been of utmost concern. The project contained a county ditch that effectively drained the entire area. The work to date has focused on creating significant enhancements to the drainage system and at the same time reduces the downstream impacts to the County Ditch system. The new system further reduces the long term maintenance needs of the county ditch system. The Century Farm North project continues this plan. Control manholes constructed as part of the 1s`, 2nd and 5th Additions of Behms Century Farm provide all of the rate control of the entire project. Numerous ponding areas provide for additional sediment control and allow additional infiltration opportunities. Whenever possible swales were used to convey runoff to • the pipe system. • PARKS /OPEN SPACE /TRAILS One of the key elements of the Century Farm North project is to provide significant park and open space amenities. The plan has over 22.5 acres of Public Park and open space (23.6 %) with another 4 — 5 acres of private open space for a total of over 27.8 % of park and open space areas. The plan includes over 1.7 miles of public trails and sidewalks. Outlot D in 1S` Addition and Outlot C in 6th Addition contain the public park area. These two outlots contain 16.45 acres, of which, 7.29 acres is contiguous upland in the middle of the outlots. LANDSCAPE PLAN & TREE PRESERVATION The project proposes to preserve a significant amount of the existing tree mass on the southern portion of the site. Street and home construction will require removal of a large number of trees. The Landscape plan proposes to provide over 500 trees spread throughout the site. These trees will be supplemented with additional ornamental trees and foundation plantings as part of the detached and attached town home construction. Two entrance monument signs will be installed at street connections to Sunset Road. These monument signs will be located off the right of way and will be similar the signs constructed as part of the Behms Century Farm along Lilac Street. PROTECTIVE COVENANTS & HOMEOWNERS ASSOCIATION The entire project will have protective covenants to regulate the building style, height and location. These covenants will also regulate building activities near the air park within the transition and approach zones. There will be three homeowners associations with in the project area. The air park lots will become part of the Lino Air Park property owners association. The detached and attached town homes will be part of a master homeowners association, which be responsible for maintenance of common areas and snow removal. The detached town homes will have a relatively low maintenance association and the attached town homes will have a high maintenance association. There will also be a neighborhood homeowners association that will handle structural, roof and other building maintenance requirements. Lino Lakes Parks and Recreation Department 600 Town Center Parkway Lino Lakes, MN 55014 (651) 982 -2440 Fax (651) 982 -2439 5, July 30, 2002 TO: Park Board Members FROM: Rick DeGardner, Public Services Director SUBJECT: Behm's Century Farm 6th — 10th Additions — Preliminary Plat This 95.12 -acre development consists of 156 single - family lots. The proposed parks and trail amenities are as follows: Park - Outlot B (13.5 acres). The proposed park area consists of a significant amount of wetland as well as a 90' power line easement. The park area does have road frontage at three different areas and will provide good access from different areas of the development. Given the ditch, the power line easement, and the wetlands, we need to insure there is a suitable area for development consisting of contiguous, usable upland. It appears there is possible room for park expansion near the northwest area of the park, perhaps up to the ditch line. Trail A - An 8' wide bituminous trail along the southern edge of Carl Street. Carl Street is classified as a collector street. Trail B - A trail that begins in the southeast corner of the proposed development that extends the platted trail in the Behm's Century Farm 5th Addition adjacent to the Lino Air Park. The trail continues through the proposed park area providing access to the proposed park from Carl Street and continues northward to the northern limits The trail would also provide direct park access from the northern most street. Trail C - A trail beginning at the eastern limits of proposed development and moves westward into the proposed park area. This would also provide an access to the park via the road directly east of the proposed park area. The proposed trail is located in close proximity to the existing power line. Mr. John Johnson from Metro Land Surveying and Engineering will be present at the Park Board Meeting to provide more detailed information and answer any questions the Park Board may have. sw /parkbrd/meeting information/Review Behm's Century Farm 6'h -10th Additions — Preliminary Plat.doc Lino Lakes Public Services Department 600 Town Center Parkway Lino Lakes, MN 55014 (651) 982 -2440 Fax (651) 982 -2439 August 6, 2002 TO: Jeff Smyser, City Planner FROM: Rick DeGardner, Public Services Director SUBJECT: Behm's Century Farm 6th - 10th Additions — Preliminary Plat The Park Board discussed the Behm's Century Farm 6th — 10th Additions Preliminary Plat (dated 7/9/02) at the August 5, 2002 Park Board Meeting. There was consensus from the Park Board Members to approve the plan as presented with the following caveat: Assurance that when the wetland area within the park is defined there is at least 4 1/2 acres of contiguous upland area suitable for park development. In addition there should be a minimum of eight acres of useable upland within the entire park area. There is a concern from the Park Board that the open space /green ways are reducing the size of active park areas. For example, the 150'x100' area east of the park is classified as upland but really can't be used for anything than a trail corridor and open space. If the open space areas are credited towards fulfillment of the park dedication requirements, this reduces the amount of active park land (or cash) derived from the developer. The open space areas proposed to be owned by the city need to be addressed. A determination must be made as to whether any enhancements will take place (i.e. natural prairie, native plantings) and any maintenance plan so all interested parties, including potential adjoining home owners, are aware of the plans for the open space areas. I think the development has done a good job incorporating several linear trail corridors. However, I question the necessity of having two trails branching out southward from Carl Street. The western most trail will result in a property owner having a trail on the front and the side of their home. Unless this is a pristine, natural area that residents will use for the aesthetic value, perhaps one trail access directly south of the proposed park area will suffice. Perhaps we can get together and discuss the proposed park area, trail corridors, and open space to determine what is reasonable in fulfilling the park dedication requirements. Any remaining balance should be fulfilled by cash or in -kind services such as grading. If you have any questions or need additional information please contact me at 651 982 -2444. 11/27/02 RD /Corr/City Staff /Behms 6 -10 additon comments Lino Lakes Parks and Recreation Department 600 Town Center Parkway Lino Lakes, MN 55014 (651) 982 -2440 Fax (651) 982 -2439 November 27, 2002 TO: Park Board Members FROM: Rick DeGardner, Public Services Director SUBJECT: Review Pheasant Hills Trail Proposal City Staff has attempted the past several years to provide a trail connection in the northeastern portion of the Pheasant Hills Development (identified in the Comprehensive Park Plan and Development Guide as Trail No. 43). This trail would provide an additional connection to the Regional Park Reserve Trail System. This trail would complement the trail recently completed off of Timberwolf Trail and provide a nice trail loop for residents in the Pheasant Hills Development. • Past attempts to make this trail connection a reality has not been successful. • Last month, I was approached by members of the Pheasant Hills Preserve Homeowners Association regarding providing a path in the northeastern area of Pheasant Hills. This trail is located in Outlot C of the Pheasant Hills 6th Addition. I have attached a map indicating the location of the proposed trail. The approximately 700 feet long trail has recently been constructed with base material to raise it to the proper elevation. Also, two culverts to provide drainage have been installed. Four inches of aggregate and two inches of bituminous still needs to be installed to complete the trail. Subsequent discussions have lead to the following recommendations for the Park Board to consider. The Pheasant Hills Home Owners Association will provide the following: 1. A commitment to remove trees damaged by the path construction and removal of any fill material that has strayed from the construction area. (DONE) 2. A letter from the Rice Creek Watershed District indicating their approval of the construction recently done. (DONE) 3. A signed quit -claim deed from Mr. Vaughan providing a 10' wide trail easement where the existing trail is located. 1 The City of Lino Lakes will be responsible for the following: • 1. Reimburse Mr. Vaughan $750 for the installation of the culverts. 2. Pay for the aggregate that will be installed by Mr. Vaughan. 3. Commit to asphalt the trail when funds become available. 4. Continue this trail to connect with the existing Regional Park Reserve Trail System when funds become available. • The estimated cost to complete the trail project, including material cost for the aggregate, installation of the bituminous, and extending the trail to the Regional Park Reserve Trail System is $35,000. I would recommend that the Park Board approve this important trail project. sw /parkbrd/meeting info/12 -2 -02 Review Pheasant Hills Trail Proposal.doc IEEE CENTERVILLE LAKE QL 1 so �II O� {t1z1J! �r ef FAlm IA � � h.1lit aulkit p a Im i oodillatt) f° %filo to natij ca IN Ai, . -'T-0FM r RAT Mal l IS .M«. CA.,TT MMCM RM.T ros OE pooireiteraing 0u .,, Qn I) • Ion aminaccaa 0 L 0 001.44 Imommi pm MEW • Lino Lakes Parks and Recreation Department 600 Town Center Parkway Lino Lakes, MN 55014 (651) 982 -2440 Fax (651) 982 -2439 • • November 27, 2002 TO: Park Board Members FROM: Rick DeGardner, Public Services Director SUBJECT: Review Proposed Site Agreement with the Centennial School District On November 26, 2002 Ms. Linda Waite -Smith (City Administrator) and I met with Dr. Christiansen and Ms. Wyland to discuss the proposed site agreement draft dated 11- 26 -02. In summary, the City of Lino Lakes will be responsible to maintain the outdoor recreation facilities at the Centennial Middle School, Rice Lake Elementary School, and Blue Heron Elementary School. In return the Parks and Recreation Department will be given first priority use of Middle School Gym 1 from 5:30 -10 p.m. on Monday, Wednesday, and Friday; and Rice Lake Gyms B/C on Tuesday and Thursday from 6 -10 p.m. The additional scheduling of the facilities will be governed by the District's Community Use of Facilities Policy No. 2060. I have included a copy of this policy for your information. As indicated in my September 25, 2002 memo to Ms. Linda Waite- Smith, the city has experienced a lot of frustration with the school district over the past several months. However, to provide the best possible programs and services for the residents of Lino Lakes, I am generally comfortable with the proposed site agreement with a few necessary corrections which have been communicated to the School District. I would be interested in hearing any comments the Park Board may have regarding this draft agreement. It is my intent to present this for City Council consideration at the December 16 City Council Meeting. sw /parkbrd/meeting information/Review Proposed Site Agreement with the Centennial School District.doc i: DRAFT 11 -26 -02 SITE AGREEMENT BETWEEN CITY OF LINO LAKES AND CENTENNIAL SCHOOL DISTRICT NO. 12 This Agreement made and entered into this — day of , by and between the City of Lino Lakes, State of Minnesota, a municipal corporation (hereinafter referred to as "City" and Centennial School District No. 12, a political subdivision (hereinafter referred to as "District "); WITNESSETH: WHEREAS, the District has certain park (and recreation) facilities at Centennial Middle School, Rice Lake Elementary, and Blue Heron Elementary located within the City of Lino Lakes; and WHEREAS, the City and the District wish to enter into an agreement concerning the joint use, improvement and construction of certain facilities located upon said District property. NOW, THEREFORE, IT IS MUTUALLY STIPULATED AND AGREED: 1 a. Rice Lake Elementary The District constructed the following improvements at Rice Lake Elementary at District expense: three (3) softball /baseball fields, two (2) soccer fields, irrigation for such fields, and grading and graveling of all trails located on District property. Costs for such facilities was paid by the District and was according to plans and specifications approved by the parties hereto and made a part hereof. lb. Centennial Middle School The District constructed the following improvements at the Middle School at District expense: three (3) softball fields, four (4) athletic fields, one (1) baseball field, one (1) hard surface running track, eight (8) tennis courts, an irrigation system for such fields and DRAFT 11 -26 -02 approximately two miles of hard surface walking trails. Costs for such facilities shall be paid by the District. lc. Blue Heron Elementary The District, in 2002 -03 will construct the following improvements at Blue Heron Elementary at District expense: one (1) softball field and one (1) youth soccer field. Costs for such facilities shall be paid by the District. 2. The District shall be responsible for the routine resurfacing of the tennis courts and track. 3. The City will construct and apply the bituminous surfacing to all walking /biking trails located and directly connected to Rice Lake Elementary School. 4. The District shall provide the maintenance and water for the irrigation system at the Middle School, Rice Lake and Blue Heron at no cost to the City. 5. Water for irrigation systems at Rice Lake Elementary will be supplied by the City, metered by the District. The District will be billed for this water at the same rate as the water billing to the City parks and recreation department. 6. The District shall carry liability insurance during all times the parks /recreation and gym spaces are used with individuals, other than activities under the direction, control and /or supervision of the City. The District shall name the City as an additional insured on such policy. (The liability coverage shall not be less $600,000 per occurrence. It is further agreed that if the statutory liability limitations for either the City or the District should change, the parties shall provide liability insurance in not less than the statutory limitations provided by statute.) 2 DRAFT 11 -26 -02 7. The City shall provide liability insurance covering claims which relate to activities that are under the direction, control and supervision of the City. The City of Lino Lakes also agrees to name the District as an additional insured on said policy. (The liability coverage shall not be less than $600,000 per occurrence. It is further agreed that if the statutory liability limitations for either the City or the District should change, the parties shall provide liability insurance in not less than the statutory limitations provided by statute.) 8. The City will be responsible for scheduling all outdoor facilities except the track. Such scheduling shall not apply to normal school hours and shall not interfere with the scheduling of District activities. The City is free to charge a user fee for outdoor facilities to help defray the cost of maintenance of school sites. 9. Scheduling of facilities will be governed by the District's Facility Use Policy #2060, except as outlined in this agreement. 10. The District shall give first priority to the City for use of Middle School gym 1 from 5:30 -10 p.m. on Monday, Wednesday and Friday; and Rice Lake gym B/C on Tuesday and Thursday from 6 -10 p.m. It is understood that the scheduling of this space shall be during the regular school year, shall not interfere with the scheduling of District activities, and shall be done in coordination with the District's Community Services Office. 11. The District, with input from the City, will set quarterly calendar dates that confirm use of District facilities and allow bumping of City activities only with the agreement of both parties. 3 DRAFT 11 -26 -02 Quarterly dates will be determined by July 15 of each year and generally follow a fall, winter, spring, summer timeline. 12. The City agrees to maintain all athletic facilities and open areas directly adjacent to the athletic facilities including, but not limited to: all trails located on/or directly connected to Rice Lake Elementary, Blue Heron Elementary, and Centennial Middle School, and all of the trees located within the aforementioned areas,excludiri_ 'ntern jl sn systernsj win irri tion 13. It is the responsibility of the City to resurface when necessary the trails located on the school sites. 14. It is the City's responsibility to purchase and provide all of the necessary supplies and equipment to perform the maintenance for the above mentioned facilities. 15. The District's Facility Use Policy #2060 and the City's park regulations shall govern use of the facilities by all groups. Both parties shall be responsible to see that such rules are adhered to during the time that they are using facilities. 16. The City shall enforce all District policies regarding the use of alcohol, drugs, and tobacco products and the prohibition of animals and motorized recreational vehicles on said premises. 17. This Agreement shall continue and be automatically renewed annually commencing on January 1, unless either party is served written notice at least thirty (30) days prior to January 1 of each year that it intends to terminate or modify this Agreement. 4 DRAFT 11 -26 -02 18. The City and the District agree to mutually indemnify and hold harmless each other from any claims, losses, costs, expenses or damages resulting from the acts or admissions of the respective officers, agents or employees relating to the activities conducted by either party under this Agreement. INDEPENDENT SCHOOL DISTRICT NO. 12 Subscribed and sworn to me this day of 2002. BY Its (Chair) Notary Subscribed and sworn to me this day of 2002. Notary BY Its (Clerk) CITY OF LINO LAKES BY Mayor BY Clerk - Treasurer 5 k. �TFNN/AL ' >Board Agenda . CENTENNIAL SCHOOL DISTRICT NO 12 BOARD AGENDA ITEM REQUEST Meeting Date: September 10, 2002 > Board Agenda Topic: Second Reading Policy 2060 — Facility Use >From: Community Services (office, function, department, person, etc.) >Background Information for Board: The board conducted the first reading of Policy #2060 — Community Use of School Facilities at their regular board meeting of August 26, 2002. The board should conduct the second reading and consider approval of the policy. The change to fee schedule for Group C — Fields for Secondary Schools has been made. (use additional pages if needed) >Recommendation for Board Consideration: The administration recommends approval of Policy 2060 — Community Use of School Facilities > Person(s) present at Board Meeting to present item or answer questions: Wyland August 28, 2002 Signature of person presenting topic Date 4 COMMUNITY USE OF SCHOOL FACILITIES Need, Question, Issue Are school facilities available for community group use? POLICY STATEMENT Community use of school facilities enhances school - community relations and makes better use of public facilities. The School Board encourages community group use of school facilities whenever possible. Community group activities should not interfere with school sponsored activities. Community groups may be asked to pay minimal user costs to cover building supervision, utility, custodial, food service and other direct expenses. Centennial Community Services, as the superintendent's designee, The Superintendent or a designate shall approve all such requests (except as outlined in this policy). Authorization for use of school facilities shall not be considered school district or School Board endorsement of the group or activity. Alcoholic beverages shall not be permitted on school property at any time. All Centennial facilities and grounds are a tobacco /drug /alcohol free environment. The regular scheduling (two or more times per month) of school facilities, by the same group or organization, at times other than the normal work week of the custodians shall normally not be allowed. Any exceptions to this policy must have the approval of the Director of Business Affairs and the Superintendent Community Services Director. All groups securing approval for school facility use shall sign an agreement which includes a "hold harmless" release clause available from the Community Services Depaent. Fundraising groups may be required to provide a minimum of $500,000 of comprehensive liability insurance covering the time of the event, with the district a named insured. The School Board wants to help ensure the health and safety of all groups using Centennial School District facilities. That health and safety includes the consumption of food and beverages on school district property. The board recognizes the prevalence of food borne illnesses and potential liability to the district, and will work with the Anoka County Health Department to enforce the Minnesota Food Code. 12060' Rules and Procedures PHILOSOPHY The Centennial School District and the Centennial School Board encourage the use of school facilities to promote educational, recreational, cultural and civic activities. The board is entrusted with the care and upkeep of school district facilities and believes the use of these facilities should not be a cost to the district. OBJECTIVE To schedule all use of district facilities beyond the traditional school day (7:30 a.m. -3:30 p.m.), ado 0 To provide for supervision and security of district facilities when scheduled beyond the traditional school day. CSI To permit reasonable community access to Centennial Schools while preserving the condition of buildings and grounds to the maximum extent possible. Q To collect a fee for facility use to help cover the cost of scheduling and supervision. FACILITIES USE PRIORITY LISTING This listing of groups from first to last priority will be used in situations where there is a conflict in scheduling. The listing will also be used to determine the fee charged for facility use. A -1 School activities (including co- curricular and extra curricular). A -2 Centennial Community Services and city sponsored recreation. A -3 Tax - supported public agencies operating within the district (would include public hearings, caucuses, elections, etc.) A -4 City- sponsored recreation B -1 School district community groups - non - profit. C -1 School district community groups - fundraising C -2 Non - school district groups C -3 Other Youth Activity Priority: Priority for Gym /Cafeteria use is given on school days to youth activities from 6:00 p.m.— 8:00 p.m. Group A: There is no charge for facility use by this group when facilities are typically open. However, a fee may be charged (see Schedule B - Exhibit A) to groups using facilities when they would normally be closed - for example on weekends, holidays, summer evenings, and during non - custodial building hours. Group B: There is a charge for these school district -based community groups including before /after school child care, non - profit community -based civic, youth, service, and religious organizations, non- profit community- sponsored athletic associations, non - profit community adult groups, and area colleges/ universities. See Schedule B - Exhibit A. Special fees may be negotiated as determined by the district's administration. Community Services Director. Group C: There is a charge for school district -based community groups charging admission or conducting fundraising activities, for businesses, for - profit groups, for non - profit groups not based in the school district community, and for all other groups not previously listed. See fees on Schedule C - Exhibit A. Special fees may be negotiated as determined by the district's administration. Community Services Director. 2 FEES FOR FACILITY USE Fees for facility use are listed on a separate schedule and are subject to change without notice. Fees for facility use should be paid in advance. The district reserves the right to negotiate to receive a percentage of gross admissions, sales, etc. Groups using the fields at the senior high school campus for summer softball/baseball will be assessed a fee for grooming and chalking of fields. and -for Rental of portable bathrooms must be handled between the group and vendor. Weekend field grooming will be an is not additional charge available. The Performing Arts Center, Middle School Auditorium, and secondary schools' track and fields are handled separately by either the Centennial Senior High School Activities Office or the Centennial Middle School Activities Office. Fees are as follows and are subject to change without notice: Facilityuse for 1/2 day (four hours) Group A Group B Group C Performing Arts Center * 0 $275 $302 $309 $550 Middle School Auditorium * 0 $27-5 $302 $300 $550 Track - secondary schools 0 $250 $302 $390 $550 Fields - secondary schools 0 $-59 $55 $200 $220 * There may be a nominal charge for use of the Performing Arts Center and Middle School Auditorium. Check with the activities office at the appropriate school. Notes related to fees: ► Tournaments - Centennial youth groups holding their own tournaments will be charged the $30 per non - Centennial team appropriate hourly fee on Schedule B, plus a potential charge for trash removal and any additional cleanup that may be necessary additional clean up that may be necessary. This additional charge will be determined by -the business manager- Community Services Director. The district reserves the right to limit the number of tournaments allowed each group. • Tournaments - Outside groups sponsoring tournaments or league games will be charged the appropriate hourly fee on Schedule C plus a potential charge for trash removal and any additional cleanup that may be necessary of current custodial rate for additional cl an up that may be necessary. This additional charge will be determined by the business -manager Community Services Director. The district reserves the right to limit the number of tournaments allowed each group. • Parent group use of buildings on weekends - school - affiliated parent groups connected with the K -12 program are charged for weekend facility use according to Schedule B or the fee will be waived (not the liability) if the group has a school employee who will assume responsibility for the building. This includes training with community services covering building entry and exit, alarm system, supervision, set up and clean up, etc. This option requires that an adult be stationed at or near the entrance to the building monitoring building access during the entire time the building is open. This adult cannot be involved in running the activity. A potential charge for trash removal and any additional cleanup that may be necessary of current custodial rate or additional clean up may be charged. This additional charge will be determined by the business manager Community Services Director. The district reserves the right to limit the number of tournaments allowed each group. • Youth service groups - youth groups such as 4 -H and Scouts can enter into an agreement to work off their rental costs by cleaning fences around a school, policing school grounds after outdoor 3 o o activities such as football games, or other service projects suggested by the youth group. The district's goal is to recover the costs of the facility use through the service projects. ■ Youth athletic groups - community- sponsored youth athletic groups will be charged 30 percent of the facility use fee for gym/wrestling room use during regularly scheduled custodial hours. Groups requesting practice facilities on weekends or days custodians are not on duty will be billed according to time and facility requested as listed on Schedule B. ■ Kid's Club - a fee :. .. - . - established between Kid's Club and the administration. Fee is not for direct supervision but for use of facilities. heat, lights, wear and tear. FOOD SAFETY 1. Coffee may be served only in the cafeteria or in other approved locations within the school buildings by district staff. Coffee is provided for a fee by nutrition services. 2. Functions requiring use of kitchen facilities /equipment may occur only with completion of a Facilities Use Application and advance approval by Centennial Nutrition Services. Use of kitchen facilities /equipment is allowed only under the supervision of school district food service employees who will assist, as needed, in the use of kitchen facilities. Additional work required by the food service staff will be discussed and negotiated when the application is made. 3. In accordance with the Minnesota Food Code adopted by Anoka County, the district prohibits service or sale of food items on district grounds that are not: • Commercially prepared in a licensed facility or are pre - packaged in individual (single) servings; • Prepared by the districts nutrition services staff; or • Prepared in an area that has obtained a Class 6 Food License from the Anoka County Health Department. NOTE: Groups needing to comply with current Anoka County Health Department requirements which include obtaining a temporary food license. a license to cover service or sale of food items. LIABILITY • The district may require a group to name Centennial School District 12 as an additional insured on a comprehensive general liability policy with limits of $2 million unless determined otherwise by the administration. W Any damages to district -owned property must be paid in full by the group using the facility. • If a group brings in its own equipment, the district assumes no liability in connection with the use, loss or damage of that equipment. PERFORMING ARTS CENTER (PAC) & MIDDLE SCHOOL AUDITORIUM (MSA) USAGE The PAC is reserved through the Centennial Senior High School Activities Office. The MSA is reserved through the Centennial Middle School Activities Office. Groups requesting the PAC /MSA may be asked to provide light and sound operators and one person at each of the two entries to the auditorium. Food and beverages are not allowed in either auditorium. The high school media center and other rooms are not available for use in conjunction with use of the PAC. If the PAC is not large enough to accommodate the group, the group is too large for the PAC. 4 Additional middle school rooms are not available for use in conjunction with use of the MSA. If the MSA is not large enough to accommodate the group, the group is too large for the MSA. Groups using the PAC are advised to schedule a meeting with the PAC technician to discuss and plan activities prior to use of the facility. Groups using the MSA are advised to schedule a meeting with the Middle School Activities Director to discuss and plan activities prior to use of the facility. Due to their profit- making status, dance studios will be charged for all facility use on Schedule C. Only Dance studios located within the district that are District 12 taxpayers and dance studios whose client base is 50% or more Centennial students will be allowed to rent the PAC or MSA (a property tax statement may be requested of the dance studio). ADMINISTRATION Centennial Community Services has the responsibility for administering the school board's facility use policy. This includes scheduling all district facilities (except those noted in this policy) beyond the traditional school day and during vacations and summer; • o = = • = during the academic day; approving user groups; communicating with building staff and the community; and managing the revenue and expenses generated by facility use. STEPS TO RENTING A SCHOOL FACILITY 1. Applications are available from Centennial Community Services, the District Office, and from any school office. 2. Applicant completes and returns the application. activities director. 4. The community services director confirms or denies the request. If confirmed, two a copies copy of the use permit will be sent to the group. Copies of the permit will also be sent to the building principal, the buildings' head custodian, the activities director, and other affected parties. 5. Applicant _ • - - - - - - -•- is billed and the fee is processed. Services. SCHEDULING, AVAILABILITY AND DURATION OF USE ❖ By June 30, principals and the activities directors must submit a yearly calendar of all programs and activities for the coming year to Centennial Community Services. ❖ Facilities should be requested at least two weeks in advance. ❖ Facilities are generally available from 3 5:30 -10 p.m. (depending on school dismissal time) on regularly scheduled school days. Buildings must be vacated at 10 p.m. unless special permission is obtained. Buildings are also available on non - school days, usually at an additional cost. ❖ A scheduled facility use may be canceled to accommodate school functions on eight working days notice to Centennial Community Services from the principal of the building involved. Upon notification of cancellation, community services will notify the organization and /or person involved and arrange alternate facilities if possible. ❖ Cancellations, additions or changes to a permit must be communicated through Centennial Community Services. A minimum of two day's notice is required. Full charges may be assessed to any group if notice of cancellation is not received before this time. 5 r ❖ Seasonal activities will be given priority in their season (i.e. soccer in the fall, basketball in the winter, softball/baseball in spring, etc.). Centennial will permit reasonable community access to district facilities while preserving the condition of buildings and grounds to the maximum extent possible. For this reason, use by non - school community organizations on days when school is not in session shall be carefully scrutinized and generally shall not be allowed on an on- going, long -term basis. Exceptions may be made for emergency situations where a non - profit organization has no facility due to fire damage or planned remodeling. In these cases, non- profit organizations may request use of a school on a temporary basis if a building plan is in place which has a life of one year or less. The plan shall be reviewed with the school district every three months. A written agreement between the district and the non - profit organization will be developed and approved by the - school --bead before the temporary use begins. See other parts of this policy for appropriate fees, insurance and other requirements. SUPERVISION • All activities must be supervised by a competent and responsible adult, with the organization using the facilities assuming full responsibility for any damage. • School personnel on duty (custodian or building site supervisor) fulfill a supervisory, safety, security and public relations function with groups whe -are permitted to use district facilities. They will supervise operation of the facilities, but are not required to supervise the group or its activities. • Meetings /activities must be confined to areas reserved in advance. • For safety reasons, children need to stay with the group and must be supervised at all times. • Groups are responsible for clean -up of the area they use and should leave it in an orderly condition. If additional hours are required for clean -up, an additional charge for del custodial costs will be added to the facility use fee. • Additional district staff are required for specific facilities. A PAC /MSA supervisor is required for all PAC /MSA use. A district Red Cross certified lifeguard is required for every 25 swimmers using the pool. A food service employee must be on duty when groups use kitchen facilities to supervise food preparation in conformance with recognized health department standards. Outdoor activities may require a district grounds staff to be in attendance. Facility use rates include personnel fees for these staff members. Rates are subject to change as employee contracts demand. • The building principal, community services director, in consultation with building principal, and other building personnel will determine adequacy of supervision and continuation of permits. • All accidents /incidents must be reported to Centennial Community Services within 24 hours. If emergency services are required, call 911 or the Anoka County Dispatcher 763 - 427 -1212. DUTIES OF SITE SUPERVISOR OR CUSTODIAL PERSONNEL • Is responsible for the security of the facility until all classes /activities are completed. • Will unlock all doors at established time and turn on lights in scheduled rooms. • Will check the facility use permit for special services requested, and assist the facility user in meeting those requests. • Will help groups with set up - but set -up is the main responsibility of the facility user. Will also make sure groups return facility to condition it was in prior to their use. This may include sweeping the floor, taking out the garbage, putting chairs and tables away, etc. • Will tell the facility user where a supervisor /custodian can be reached if not directly working in the area, and will also let them know where a telephone is located in case of emergency. • Will generally monitor group behavior in facility. The adult activity supervisor, who must be present in each group, is responsible for enforcing rights and responsibilities. • Will remind groups providing /selling beverages /food to participants /fans, that they should remind beverages /food are not allowed in the gym. 6 RIGHTS AND RESPONSIBILITIES 1. A district employee must be present at all times when school facilities are being used. That employee is likely to be a community services site supervisor or a custodian. 2. A district employee must supervise any relocation of district -owned equipment or materials. 3. Groups shall not assign or transfer the right to use buildings. 4. Groups that are permitted to use district facilities must comply with all rules and regulations regarding facilities as prescribed by school board policies. 5. When Centennial Schools are closed due to inclement weather or building emergencies, all facility use permits are canceled. 6. All permits for facility use are revocable and should not be considered a lease. Although every effort will be made to keep cancellations at a minimum, occasionally facility use permits for scheduled community events must be canceled to accommodate unforeseen events or changes in school functions. If a conflict occurs, every effort will be made to relocate the activity. 7. Permits are permitted for a specific area including only the nearest drinking fountain and lavatories restroom. 8. Only equipment specified on the permit will be made available to the permit holder. 9. School facilities shall not be used for commercial activities designed primarily for their advertising values, activities or sales for profit, public dances not sponsored by the schools or community education, private social gatherings such as parties or family gatherings. 10. All Centennial facilities and grounds are a tobacco /drug /alcohol free environment. 11. Non - payment or late payment may result in the denial of future requests for facility use. 12. All activities will be limited to the purposes for which the facility was designed. 13. Rooms and areas used shall be left in an orderly condition and restored to the same condition as prior to the community use. 14. Public pay phones are generally located in each secondary building near the front entrance, in the senior high white building by the gym, and in the senior high red building near the pool. Access to phones in the elementary buildings may be obtained by contacting the building custodian or site supervisor, and should be limited to emergency use only. 15. Groups using Centennial facilities shall observe local and state ordinances and laws of the police and fire departments. Exits, aisles and hallways must remain clear of any obstructions at all times. Weapons and firearms are not allowed on school property except for authorized instructional programs and/or law enforcement personnel. Flammable substances may not be used within school buildings unless they meet state fire marshal regulations. 16. Soft -soled shoes must be worn on gym floors. 17. If district food or supplies are to be consumed, there must be prior approval, in writing, from the district. Charges will include cost plus a 10 percent mark -up. 18. Permission to use the facilities by groups may be rejected or revoked by the district for any reason. 19. A deposit may be required by the district. 20. Food or drink must be served and consumed in lunchrooms or other designated areas and must appear on facility use form. Beverages /food are not allowed in gyms. Groups providing beverages /food to participants /fans should notify their customers that beverages /food are not allowed in gyms. Kitchen facilities, equipment and storage areas may be used only under the direct supervision of Centennial Food Services personnel. 21. The contract holder must report facility or equipment breakage or repair needs to the site supervisor or custodian and Centennial Community Services. Damage to district property must be paid for by the contract holder or their insurance carrier. 22. In the event of a power outage, the building must be evacuated. 23. If a group requests chairs or equipment, those items will be made available by the custodian if included on request. It is the renting organization's responsibility to help set up and leave the facility in the same condition in which they found it, returning all furniture, equipment, etc., to its 7 2060! original order. There will be additional charges for set up and take down for large groups or if the renting organization does not fulfill their obligations. 24. Group will be charged an additional amount based on custodial contract if bleachers need to be put in or pulled out. 8 EXHIBIT A Centennial School District Hourly Fee Facility Use Schedule SCHEDULE B (For group B. Also for A -2 and A -3 and A -4 groups that use facilities when they are not normally open or when they require specific staff) SCHEDULE C (For groups designated C) Elementary Schools $7 $9 Elementary Schools Cafeteria $15 $27 Cafeteria Cafeteria w /kitchen $37* $37* Cafeteria w /kitchen $12* $117* Computer lab $22 --*± $39* Computer lab $52 ** $117* Gym $8 $10 Gym $22 $30 Atrium - Rice Lake $7 $9 Atrium - Rice Lake $4-5 $27 Media center/ Conference Room $7 $9 Media center/ Conference Room $15 $27 Staff Lounge $14 Staff Lounge $42 Little Theatre - Centennial Elementa $8 $10 Little Theatre - Centennial Elementary $22 $30 Middle School and High School $14 $16 Middle School and High Cafeteria School $28 $48 Cafeteria Cafeteria w /kitchen $40* $42* Cafeteria w /kitchen $57* $126* Classrooms — Non School Days $12 Classrooms — Non School Days $36 Classrooms - School Days 0 Classrooms- School Days $12 Computer lab $27 ** $42* Computer lab $57 ** $126* Fields ** Fields ** Gym $44 $16 +BSF Gym $42 $48 +BSF Media center /Staff Lounge /Band Room/Conference Room $12 $14 Media center /Staff Lounge /Band Room/Conference Room $29 $42 Pool $70A Pool $SSA Performing Arts Center/ Middle School Auditorium # Performing Arts Center/ Middle School Auditorium # Track # Track # High school weight room $40 ^^ $42* High school weight room $57 ^^ $126* High school wrestling room/workout room $8 $10 High school wrestling room/workout room $22 $30 Middle school weight/ wrestling room Middle school weight/ wrestling room $57^^ 126* $40" $42* Learning Lab $14 Learning Lab $42 Special Access Fee $35 $40 Special Access Fee $35 $40 Custodial Fee Current Contract Hourly Rate Custodial Fee Current Contract Hourly Rate In addition to the rates above, a special access fee may be charged to groups using facilities when they would normally be closed - for example, weekends, holidays, summer evenings. Youth group meetings (approximately 15 participants) are charged $2 $3 per meeting (average 1.5 hours). * Includes food service staff, computer staff, or weight room staff ** Includes computer staff. ** Groups using the fields at the senior high school campus for summer softball/baseball will be assessed a fee for grooming and chalking of fields, . • - .. • - - .. • .. • . Weekend field grooming will be an additional charge is not available. ^ Includes lifeguards. Fee is set for $40/$55 is $45/$60 for up to 25 swimmers, $50/$65 $55/$70 for up to 50 swimmers, and $60/$75 $65/$80 for up to 75 swimmers, and $70/$85 $75/$90 for up to 104 swimmers. Pool maximum is 104. ^^ Includes weight room staff. # These facilities are handled separately. Please call the activities director at the appropriate school. 9 Note regarding gym use: Inside, Nerf or Softee soccer, baseball and softballs are allowed while regulation soccer balls, baseballs and softballs are not allowed. No beverages /food are allowed in gyms. BSF = Bleacher Services Fee Multiple Space: Community Services reserves the right to waive the cost of one or more spaces when several are used at the same time. 1. A district employee must be present at all times when school facilities are being used. That regarding facilities as prescribed by school board policies. facility use permits are canceled. 6. All permits for facility use are revocable and should not be considered a lease. Although every effort will be made to keep cancellations at a minimum, occasionally facility use permits for scheduled community events must be canceled to accommodate unforeseen events or changes in school functions. If a conflict occurs, every effort will be made to relocate the activity. 7. Permits are permitted for a specific area including only the nearest drinking fountain and lavatories. 8. Only equipment specified on the permit will be made available to the permit holder. 11. Non payment or late payment may result in the denial of future requests for facility use. 12. All activities will be limited to the purposes for which the facility was designed. 13. Rooms and areas used-shall be left in an orderly condition and restored to the same condition as prior to the community use. Senior high white building by the gym, and in the senior high red building near the pool. Access site supervisor, and should be limited to emergency use only. 15. Groups using Centennial facilities shall observe local and state ordinances and laws of the police school buildings unless they meet state fire marshal regulations. 16. Soft soled shoes must be worn on gym floors. district. Charges will include cost plus a 10 percent mark up. 18. Permission to use the facilities by groups may be rejected or revoked by the district for any reason. 19. A deposit may be required by the district. 20. Payment for facility use must be made in advance. 21. Food or drink must be served and consumed in lunchrooms or other designated areas and must 10 facilities, equipment and storage areas may be used only under the direct supervision of Centennial Food Services personnel. paid for by the contract holder or their insurance carrier. 23. If a group requests chairs or equipment, those items will be made available by the custodian if facility in the same c -endition in which they found it, returning all furniture, equipment, etc., to its original order. There will be additional charges for set up and take down for large groups or if the 11 EXHIBIT E B- Pg. 1 RULES AND REGULATIONS For the Centennial Performing Arts Center (PAC) and Middle School Auditorium (MSA) SCHOOL DISTRICT USE OF PAC /MSA 1. All PAC /MSA activities are scheduled by the activities director in the appropriate building. The sponsor must properly complete an APPLICATION FOR FACILITY USE form. A minimum of one month lead time is recommended. 2. The PAC technician/MSA staff shall be present for activities as follows: ❖ Elementary school plays, concerts and other events ❖ Elementary rehearsals (unless approved by technicians /staff ❖ Senior and middle school activities on a request basis 3. Senior high play advisors, music instructors, counselors and other authorized senior high employees may use the PAC without the PAC technician present. Any inappropriate use shall be documented by the PAC technician and may result in loss of authorization. 4. Middle School authorized employees may use the MSA without the MSA staff present. Any inappropriate use shall be documented by the MSA staff and may result in loss of authorization. FEES AND RENTAL RATES FOR SCHOOL USE OF PAC /MSA 1. $15 $16.50 per hour for PAC technician or MSA labor (as per time sheet detail) OR 2. Adults shall pay admission for elementary plays, concerts and other events. Elementary age students and less shall be admitted free if accompanied by a paying adult. Admission fee is typically $1. Admissions shall be receipted in the General Fund. NON - SCHOOL USE OF PAC /MSA 1. All PAC /MSA activities are scheduled by the activities director in the appropriate building. The sponsor must properly complete an Application for Facility Use form. A minimum of one month lead time is recommended. 2. The PAC technician /MSA staff shall be present for activities as follows: • all non - school performances and events • all non - school rehearsals (unless approved ahead of time by technician /MSA staff 3. Groups can not assign or transfer the right to use buildings. 4. Food and beverages are not allowed in the auditorium of the PAC /MSA. The sponsor is responsible for providing adequate ushers or other supervisory personnel to ensure that audience members observe this policy. It is suggested that the sponsor make the audience aware of this policy in verbal and /or printed announcements. 5. Food and beverages are allowed in the backstage areas. Clean -up of food and beverage in the backstage area is the responsibility of the sponsor. 6. Sponsors desiring to use the PAC /MSA concession stand facilities must make prior arrangements with the activities director. Clean -up of food and beverage in the lobby is the responsibility of the sponsor. 7. Clean -up of the stage, backstage hallways, and dressing rooms is the responsibility of the sponsor. The PAC technician/MSA staff will determine that such clean -up has been completed before releasing the sponsor from further responsibility. If necessary, the sponsor will be charged an hourly custodial fee for cleaning these areas. 12 EXHIBIT B -Pg. 2 8. A group shall obtain prior approval to bring in equipment and must remove this equipment immediately after the event. 9. All activities must be in compliance with laws. 10. Activities shall not be allowed after 11 p.m. unless special approval is granted by the district. 11. Permission to use the facilities by groups may be rejected or revoked by the district. 12. Fees and /or rental rates will be itemized on an invoice and forwarded to the sponsor by the district. A deposit may be required by the district. 13. The district may require comprehensive insurance coverage paid up by the sponsor with the district named as the insured. 14. Any damages to district -owned property must he paid in full by the sponsor. 15. Other rules as deemed necessary by the district. FEES AND RENTAL RATES FOR NON - SCHOOL USE OF PAC /MSA #1 Category Fee Rate School District community groups with civic, educational, religious, cultural, or charity sponsorship. There would be no charging of admission, selling, collecting, or anything of this nature. $31.25 $35.00 hour per day 4 hours $125 $137) (1/2 #2 School District community groups where admission, selling, or collecting takes place and the profits remain with the community. $68.75 $75.00 per hour day 4 hours $275 $302) (1/2 #3 Non - school District groups with or without admissions, selling or collecting. Examples: would include any group from another community. $4-5 $137 per hour day 4 hours $500 $550) (1/2 Adopted 4 -14 -77 Revised 2- 16 -82, 10- 15 -90, 12- 15 -97, 11 -22 -99 , Reviewed: 1 13 Baseball Throw - 2002 Family Turkey Shoot Lino Lakes Parks and Recreation Department Program Highlights November Park Board Update YOUTH Youth Instructional: Many of our fall youth instructional programs are beginning to come to a close for the season. All fall session programs will be done for the season by the middle of next month. Registration for winter instructional programs is cur- rently underway. Baskets "Have a Ball ": We have decided, after meeting with the President of the Centennial Basketball Association (CBA), that we will no longer offer this program. Although this program was very successful, the CBA also offers a similar program and we do not wish to duplicate programs. CLUB: Thirty-nine youth attended our Cosmic Bowling and Tropics trip on November 8. Our next set of trips will be over winter break and include Grand Slam and Cheapskate on December 26, History Museum and the Grove on December 27 and MN Zoo and Imax on December 30. ADULT Five - Player Basketball: The season will begin December 4. Nine teams are in the league this season. �en Basketball: With the new school policy in effect, this program will be starting at 8 p.m. I anticipate this may affect attendance. A report will be developed at the conclusion of the season. Fitness: The Slim Express program, that has been a without a permanent location this fall, will be returning to its original location at Rice Lake Elementary this winter. SPECIAL EVENTS Family Turkey Shoot: 167 adult/child teams participated in and 81 volunteers helped with this year's event which was held on Saturday, November 16, 2002 at Centennial Middle School - our highest turnout to date! We also collected four large bins of food for the Centennial Area Food Shelf. Breakfast with Santa: This event reached an all time high of 221 participants on November 6, at which time we officially closed registration. The event will take place on Saturday, December 14 at St. Joseph's Church banquet hall. OUTDOOR SKATING RINKS Weather permitting, the season is scheduled to begin December 14. This season the department will operate three shelters located at Sunrise, Birch and Lino Parks. The amount of unsupervised rinks will be increased with the additional City Hall Park. The hours are set and consistent with past hours of operation. Employee interviews are currently being conducted. MISCELLANEOUS Activities Guide: The winter brochure is scheduled to be delivered to homes the last week of •month. Web Page: The Parks and Recreation Department Web Page is located at www.ci.lino - lakes.mn.us. Please let us know what you think. Questions? Please call Liz Bursack or Barry Bernstein at 651- 982 -2440. Basketball Throw - 2002 Family Turkey Shoot Lino Lakes Parks and Recreation Department 600 Town Center Parkway Lino Lakes, MN 55014 (651) 982 -2440 Fax (651) 982 -2439 November 26, 2002 TO: Park Board Members FROM: Mike Hoffman, Park Supervisor SUBJECT: November Maintenance Update Maintenance activity during November has included: ♦ Equipment maintenance and change over (from mowers to snow blowers). ♦ Leveling all hockey and pleasure rinks. ♦ Board repair to hockey rinks. • Tree and Shrub pruning and removals at City Hall Park. ♦ Attended Pesticide Recertification Training. • Inventoried and winterized wood duck houses. (50 boxes in park areas, 23 successful hatches.) ♦ Over seeded athletic fields where needed. (Primarily soccer and football fields.) ♦ Assisted Recreation Department with Family Turkey Shoot. ♦ Assisted Environmental Coordinator with prairie burns at Clearwater Creek and Rice Lake Elementary School. ♦ Highland Meadows Park - Tilled imported topsoil into existing soil in maintained turf areas. - Installed irrigation system. (contracted) • Woods of Baldwin Lake Park - Vandalized play equipment replaced. (contracted) • Well abandonment at Sunrise and Lino Parks. Removed pumping equipment, grouted well. (contracted) ♦ Buckthorn removal in South Reshanau Lake Estates Park area. (Cut, chipped and chemically treated stumps.) In late October we were visited by an Ag Chemical Investigator from the Department of Agriculture. She conducted and inspection of our facility to see if we are compliant with current regulations. Overall, she said we do a good job with our pesticide program. There were a few areas that we needed to address. They are: 1. Provide a written pesticide release response plan. (This has been completed.) 2. Store chemicals in a fireproof locker capable of containing all chemicals stored inside it. (Storage locker has been ordered.) 3. Provide minimum double check valve when triple rinsing empty containers. (This has been ordered.) I expect to have numbers two and three completed by mid- December. Those are Novembers highlights. Have a Happy Thanksgiving! sw /parkbrd/mike/November 2002 Park Board Update.doc Lino Lakes Parks and Recreation Department 600 Town Center Parkway Lino Lakes, MN 55014 (651) 982 -2440 Fax (651) 982 -2439 0. • • November 27, 2002 TO: Park Board Members FROM: Rick DeGardner, Public Services Director SUBJECT: Project Updates Clearwater Creek Park The weather cooperated enough to allow a netavator to be used to till the peat with a couple inches of subsurface clay. The remaining earthwork will need to be done next spring. Highland Meadows Park The development of Highland Meadows Park has progressed pretty well. Staff has issues with the quality of the asphalt trails. We met with the general contractor and subcontractor to express our concerns. It was agreed that several areas will be redone next spring. Staff is very disappointed with the quality of the bituminous work and will be hesitant on using this particular subcontractor on any future work. All landscaping except the landscape bed adjacent to the playground area and the Oak Trees have been installed. The irrigation system has also been installed. Bid openings for the playground equipment proposals will be on December 2, 2002. The Park Board is welcome to review the proposal after the December 2 Park Board Meeting. The playground equipment proposals will be on display for residents the week of December 9. Timberwolf Trail This trail has been completed. There is still some restoration and cleanup work which will be done next spring. This trail turned out very well and will generate a lot of use. Birch Park Trail This trail is nearing completion. The timber staircase has been completed as well as the pier shafts have been installed. The remaining deck work should be completed by mid- December. Park Maintenance Staff will install the plant material for the timber staircase next spring. sw /parkbrd/meeting info /12 -2 -02 Project Updats.doc