HomeMy WebLinkAbout01-17-2024 Full PCMP
NOTICE OF MEETING
City of Lake Elmo Parks Commission
3880 Laverne Avenue North
January 17, 2024
6:30 p.m.
AGENDA
1. Call to Order
2. Pledge of Allegiance
3. Approve Agenda
4. Approve Minutes
a) December 18th, 2023
5. Public Comment
6. Appoint Chair and Vice-Chair
7. January 9, 2024 City Council Workshop review
8. Pebble & Demontreville Playground Replacement
9. Dog Park Name
10. Dog Park Construction
11. Communications
12. Adjourn
***Note: Every effort will be made to accommodate person or persons that need special considerations to attend this meeting
due to a health condition or disability. Please contact the Lake Elmo City Clerk if you are in need of special accommodations.
Our Mission is to Provide Quality Public Services in a Fiscally
Responsible Manner in Partnership with our Community.
City of Lake Elmo Parks Commission Minutes
December 18, 2023 Members Present: Commissioners Kastler, Hoelscher, Barrett, Elam, and Esch Absent: Commissioners Bloyer Staff Present: Assistant Public Works Director Swanepoel and Interim Administrator Clark Schroeder The meeting was called to order by Kastler at 6:30 PM. Approval of Agenda Kastler motioned to table agenda item #7 Playground Replacement to focus on the Work Plan, Hoelscher provided a second; discussion. All nay, motion fails 0-5. Barrett motioned to approve the agenda as presented, Kastler provided a second; no discussion. Unanimously approved 5-0.
Approval of Minutes Barrett motioned to approve the November 20, 2023 Parks Commission Minutes as presented, Hoelscher provided a second; discussion. Motion passed unanimously 5-0.
Public Comments Tony Manzara, located at 5050 Kirkwood Ave N., addressed concerns regarding Sunfish Lake Park’s parking lot and provided updates on park granting, buckthorn, and the tree trek. 2024 Work Plan Assistant Public Works Director Swanepoel presented. Commission had questions regarding items on the Work Plan. Esch moved to amend the 2024 Parks Commission Strategic Work Plan, Hoelscher provided a second; discussion. Esch moved to friendly amend the 2024 Parks Commission Strategic Work Plan
as presented to include the following: under Planning and Policy, rephrase the statement to
“Review, make recommendations, and update Parks Master Plan” with no change in priority, to rephrase the bullet point to read “Outline options for additional parking” with no change in
priority; under Park Awareness, add that category with the bullet point to “Improve resident
awareness of parks via new social media like Instagram, the fresh, and city website which highlight
park happenings and opportunities for visitor input and donations” with a priority of 4; under
Additional Park Initiatives, adjust the Park Tree Planting to a priority of 2, and add “Develop design standards document for parks” with a priority of 4; under the Finance heading, add the
bullet point “Review and make recommendations regarding resources for city park management” with a priority of 2. Barrett provided a second; discussion. Both motions passed unanimously 5-0. Playground Replacement Kastler motioned to table agenda item #7 to the January 2024 meeting, Hoelscher provided a second; no discussion. Motion passed unanimously 5-0. Communications a) Reminder that the January and February 2024 meetings are both on a Wednesday due to holidays.
b) Reminder about the Joint Workshop meeting on January 9th. Swanepoel will reach out a week
ahead for roll call.
c) Discussed where the process is at for finding a new commission member.
d) Questioned if it was possible to place a portable toilet by the old fire station, where the new dog
park is going.
e) Update from Interim Administrator Schroeder.
Kastler adjourned the meeting at 8:33 PM Respectfully Submitted Rebecca McGuire, Deputy Clerk
STAFF REPORT
DATE: 01/17/2024
Motion
AGENDA ITEM: Election of Officers
TO: Parks Commission
SUBMITTED BY: Adam Swanepoel, Assistant Public Works Director
Reviewed By: Marty Powers, Public Works Director
BACKGROUND:
Each year at the first scheduled meeting the commission shall elect a chairperson and a vice-chairperson
from among its appointed members at the beginning of the New Year, for a term of one year. The
chairperson shall preside at all meetings of the commission, if present, and shall perform all other duties
and functions assigned by the commission or the council. The vice-chairperson shall perform these duties
in the absence of the chairperson.
Nominations for these positions will be done from the floor. Current Chair will call the meeting to order
and, after roll call, he/she will open the floor for nominations.
ISSUE BEFORE COMMISSION:
Elect a chair and vice chairperson from among the current members.
RECOMMENDATION:
“Motion to recommend “______” as Chair of the Parks Commission.”
“Motion to recommend “_____” as Vice Chair of the Parks Commission.”
STAFF REPORT
DATE: 01/17/2024
Discussion
TO: Parks Commission
FROM: Adam Swanepoel Assistant Public Works Director
AGENDA ITEM: Playground Replacement
REVIEWED BY: Marty Powers, Public Works Director
BACKGROUND:
In October 2022, the Parks Commission made a motion to recommend a future replacement to
the Pebble and Demontreville playsets. Commissioners had previously completed walkthroughs
of each park and reviewed the survey results that were collected in June of 2022. Both playsets
are scheduled in the CIP for replacement in 2024.
Pebble Park play set was originally installed in 1992 and has exceeded its lifespan.
Commissioners were in favor of a future replacement to the playground. Survey results from the
POLCO survey showed 97% would like to see the playground updated. Additional comments
from the survey related to the play structure included; a rope tower play set and add more
benches. Currently two separate slides have been removed from the structure after being
damaged or determined unsafe to use. The current play set is geared for ages 5-12.
Pebble Parks has an updated Tot Lot and Zip Line which was installed in 2015.
Demontreville Park play set was installed in 1990 and has also exceeded its lifespan. Survey
results showed 91% would like the current play set updated. Staff has removed the slide from the
playset and replaced the walking bridge about six years ago. The current play set is geared for
younger aged kids ranging from 4-8. Comments from the survey suggested: adding a bike
pump/repair station, playground handicap accessible, equipment for elementary kids and
climbing structures.
ISSUE BEFORE PARKS COMMISSION:
Does the park commission agree with proposed outline and upgrades staff has presented?
PROPOSAL DETAILS/ANALYSIS
Pebble Park is in line for a number of possible upgrades in the upcoming year, which puts a new
playset in line to add another great amenity to this park. The current playset has exceeded its age
and has hindered users to use it according to survey comments. With the newer tot lot and zip line
already in place, staff suggests implementing a 5-12 year old age appropriate play set. Staff would
incorporate a concrete ribbon around the proposed play structure and use safety chips within this
area. Staff would suggest a climbing structure with slides and additional benches not to exceed
$120,000
Demontreville Park provides a wide open area to implement a new play structure. Staff suggest
moving the playset near the basketball court to make for ADA compliance. Staff would incorporate
a concrete ribbon around the proposed play structure and also use certified wood safety chips. Staff
would suggest an architectural design which would include a single level structure to encourage
active moving and a swing. The recommended target age for this area would be 5-12+. Staff
suggests a play structure not to exceed $90,000.
FISCAL IMPACT:
Fiscal impacts are outlined in the 2024-2033 Capital Improvement Plan (CIP). CIP items are
funded though the Parks Dedication Fund while Operations and Maintenance items are funded
through the Public Works Budget. The current CIP has $125,000 allotted to each playset.
RECOMMENDATION:
Staff is looking for the Parks Commission to support the above criteria set by staff and proceed
with obtaining proposals to upgrading both playsets at Pebble and Demontreville Park.
“Move to direct City staff to gather proposals to updating the playsets at Pebble and Demontreville
park using the recommendations provided.”
STAFF REPORT
DATE: 01/17/2024
Regular
TO: Parks Commission
AGENDA ITEM: Lake Elmo Dog Park Name
FROM: Adam Swanepoel, Assistant Public Works Director
REVIEWED BY: Marty Powers, Public Works Director
BACKGROUND: Staff has started doing work on the new city dog park located at 4259 Jamaca Ave. With the purposes of
opening the dog park in 2024, staff has offered up the opportunity for community members to present ideas for the name of the park. Two different opportunities were open for the community to offer suggestions. The Light up Lake Elmo event held on December 1st brought in about 40 name suggestions. In addition to the event a survey was posted on city’s web page and Fresh newsletter. An additional 20 suggestions were made by those viewers. Issue before the Parks Commission: What names(s) would the Parks Commission like recommend to City Council for the naming of the Dog Park? PROPOSAL DETAILS/ANALYSIS: Staff has put together the list of the names that were suggested by the community, all duplicate names were
only listed once. Commissioners should review the park naming policy that was created in 2019 for the purposes of naming the park.
FISCAL IMPACT: Financial cost of naming the park is minimal at this time. Staff will be purchasing a sign at a future date for the park which will include the name selected.
RECOMMENDATION: Staffs opinion is that no one name stood out more than others. Staff suggests providing 3-4 names to bring to City Council for consideration. “Motion to recommend to City Council the following names to be considered for naming the Dog Park;
Bones Throw Lucky Paws Lake Elmo Pup Park
Paws Park Sunfish Meadow
ATTACHMENTS:
• Dog Park Name List
• Naming Policy
A Bark Above
Bacon Park
Bark Park
Bluey
Bones Throw
Christmas Puppy’s
Dale and Doug’s Dog Park
Dash Dogs Ally
Diggady Dog Park
Dog City
Dog Fun Park
Dog King Gym
Dog World
DOGE
Dogs Place
Elmo's Tails
Fetch Bone Park
Fetch This
Fido’s Place
FishBone Park
Gentry’s Field
Green Meadows
Jamaca Dog Park
Lake Elmo Dog Park
Lake Jane Canine Park
Loto
Louie’s Place
Lucky Paws
Oak View Dog Park
Park & Bark
Park Side
Paw-rk
Paws and Pals
Paws Park
Paw-some Dog Park
Pawsome Park
Peppy Pooch Playground
Pooch Playground
Pretty Paw Place
Pup Meetup Park
Puppies at Play
Puppies Home Forever
Puppy Adventure
Puppy Park
Puppy Town
Ruff Park
Ruff Ruff Park
Sunfish Lake Bark Park
Sunfish Meadow Dog Park
Sunny's Bark Park
SunnySide
Teddie’s Park
The Lake Elmo Pup Park
The Plaza
The Puppy Place
The Puppy Place
Tri Lakes Dog Park
Woof Wonderland
Woofalicious
Wuff Park
City of Lake Elmo Policy and Procedure for Naming City Parks, Trails,
Recreational Areas, and Facilities
Purpose: The purpose of this policy is to establish a standard procedure for the naming and renaming of parks,
trails, recreational areas and facilities owned and/or operated by the City of Lake Elmo. This policy
will guide name recognition and establish a uniform process. The Parks Commission shall be responsible for providing a recommended name to the City Council. The City Council will have the final say for the approved name.
Objectives:
• To name City parks, trails, recreational areas and facilities with the intent of enhancing the community by provoking a sense of place.
• Ensure that parks and recreational areas are easily identified and located with names that are consistent with the values and characteristics of the City of Lake Elmo.
• Assure the quality of the title/name, so that it will serve the purpose of the City in a permanent manner.
• Encourage public participation and input in order to fully represent the best interest of the community.
Criteria for Submitting a Name: When a proposed name is presented for review, City Staff will first vet the name against the criteria listed below. If a name does not fall into one of the categories listed below or is deemed to be
derogatory or offensive in nature, the consideration will be thrown out. It should also be known that
the City will not consider names that are directly named after a specific neighborhood or subdivision. The Park name shall not:
• Park Names shall not be duplicated.
• The City will not name parks directly after a development. • For example, the park within Wildflower shall not be called Wildflower Park. However, rose park, fox glove park, etc. would be acceptable.
Categories for potential park Names:
• An outstanding feature of the area. (example: hill, river, vegetation)
• Geographical location of the park such as a street name.
• Naming after an individual (living or non-living) or organization. The City may require additional information to further enforce that the individual has significantly contributed to the improvement of the Lake Elmo Parks system. • A person (living or non-living) or group who significantly contributed to the acquisition or development of park/facilities, who provided an exceptional service
in the interest of the park system, or for the community as a whole. When naming after a person or persons, written documentation of approval by next of kin is required (if available/possible) as part of the proposal. • A standard for significant contribution shall consist of providing at least 50% of the cost to develop or acquire the land.
• The City understands there are other categories that a name could be pulled from and would not exclude its consideration.
Procedure: The City has created a process that will provide consistency for naming or re-naming City Parks. In general a submission will come in, go through staff review and approval, undergo a Parks Commission review, and end with final approval or denial from the City Council. The City would like to encourage residents to stay interested and voice their opinions during the meetings when the name is being considered.
Step 1) At the time that the City is ready to name or rename a park, notification will be put in the Fresh, City Facebook, and or use other measures as appropriate. The City will seek name suggestions from the City Council or Commissions, City residents, Community leaders or organizations interested in proposing a name for a park, trail,
recreational area or facility. The applicant should either request a Naming Policy form from the City Clerk or download the form from the City Website on the Parks page. After the form has been filled out it will need to be submitted to the City Planner to review against the criteria. Once the timeframe for receiving names has closed, Staff will begin the review process.
Step 2) Staff will notify the applicant if the proposed name has or has not met the requirements. After a proposed name has been approved by Staff, the applicant will be informed when the name is going to be discussed by the Parks Commission. After the Commission discussion, the recommendation(s) will move onto the City
Council for final approval or denial. Step 3) Once the City Council votes to approve a name, the name of the park shall be confirmed by passing a resolution.
Renaming:
The intent of naming is for permanent recognition, the renaming of parks and facilities is
discouraged. Though, the City understands that renaming a park, trail, or facility may be necessary to
create more cohesiveness throughout the City. It is recommended that efforts to change a name become subject to crucial examination so as not to diminish the original justification for the name or discount the value of the prior contributors. Renaming a park will follow the same procedure stated above.
STAFF REPORT
DATE: 01/17/2024
Motion
AGENDA ITEM: Construction of new Dog Park
TO: Parks Commission
SUBMITTED BY: Adam Swanepoel, Assistant Public Works Director Reviewed By: Marty Powers, Public Works Director
BACKGROUND: The construction of a city dog park has been reviewed by the city since 2013. In June 2022, the parks commission approved the 2023-2027 CIP which included $25,000 toward a city dog park. In March 2023, City Council approved the placement of a city dog park at the 4295 Jamaca Ave location. The location of the park is adjacent to Sunfish Lake Park and provides a fenced in 10 acre parcel which was previously
unused. Upon approval of the dog park, City Council recommended it contain an additional fenced in area for smaller dogs. Staff spent time throughout the summer cleaning up the area from over grown trees,
repairing fence and increasing the parking area near the park. Staff has gathered quotes and estimates for construction of the remaining items needed to furnish the park.
ISSUE BEFORE COMMISSION: Would the Parks Commission like to recommend to City Council staff’s recommendations and cost projections for the construction of the City Dog Park? PROPOSAL DETAILS/ANALYSIS Staff has collected quotes and researched items needed to construct a dog park at the proposed location. Although much of the work will be completed by city staff, additional contracted items are needed in order to complete the project. The following items are being proposed for the new dog park: Fencing: Fencing includes replacing the entrance gate to a larger ADA compliant gate. Upon entering, a newly constructed 15x15 leashing area will be constructed. An additional small dog fenced in area will be constructed on the North side. This 30x60 ft. area will be constructed with similar fencing at 4ft. in height
and include an entrance gate and eight foot service gate. Plumbing: Plumbing connection of a water line from the public works building to the dog park. This will
provide water to a dog watering station located within the fenced area. Signing: Purchase of a park sign, to be placed at the park entrance. This sign will be consistent with our
other park entrance signs. Installation of a new park sign near Jamaca Ave. will be done by staff. Additional smaller signs to include rules, parking and address will be installed within the park. Asphalt/Concrete: Staff is recommending the area in the leashing area be paved with a layer of asphalt. This will help minimize maintenance in the high traffic area. The dog watering station will be within this area and any runoff on this surface will minimize any muddy conditions users would have to cross. Concreate will be purchased to make footings and anchoring for the four proposed benches.
Page 2
Other: The consideration of additional park benches, garbage cans and shade trees have been considered for placement throughout the park. Staff suggests placement of four additional benches at this time at the cost of $600 each. Two additional garbage cans are being recommended, current cost of trash receptacles
are $600 apiece. Additional trees for the park cost $200 per tree, staff is suggesting the purchase of 5 mature shade trees.
Fencing $11,184
Plumbing $1,500 Dog Watering Station $3,495 Entrance Sign / Signs $7,400
Park Benches $2,200
Asphalt/Concrete $2000
Trees $1000
Garbage Receptacles $1200 TOTAL $29,979 FISCAL IMPACT: The building of a Dog Park has been outlined in the 2024 CIP. As part of the CIP $25,000 was budgeted for the Dog Park Project which would come directly from the Parks Dedication Funds. Additional funds are available in the Park Dedication Fund to cover the additional expenses or items would need to be cut
from the project to reduce spending. RECOMMENDATION: “Motion to recommend to city council the proposed purchases by city staff to construct a dog park at 4295 Jamaca Ave.”
SS40 Commercial Grade Pipe
Note:
Excludes posts driving through frost/snow, snow removal, and general winter condtions.
Fence Specs:
Line Posts: 2" O.D. - Driven
End, Corner, & Gate Posts: 2-1/2" O.D. - Driven
Top & Bottom Rail: 1-5/8" O.D.
Chain Link: 9 Gauge, 2" Mesh
4' High Galvanized Chain Link Fence - Top & Bottom Rail
4' Wide by 4' High Galvanized Chain Link Fence - Single Swing Gates (Entrance/Exit Gates)
8' Wide by 4' High Galvanized Chain Link Fence - Double Swing Gates (Maintenance Gates)
Total:
www.midwestfence.com
Customer Signature Date
Estimator:
Email:
Mobile:
Job Site:Lake Elmo Fire Station #2 Dog Park
4059 Jamaca Ace N
Lake Elmo, MN 55042
Cell #:
Job #:City: State:
Address: Office #:
PO #:Lake Elmo Zip:
Quantity
Date:
AmountDescription
Remove & Dispose of Existing 6' Galvanized Chain Link Fence
Furnish & Install:
55042
Company:
651-747-3946
Midwest Fence & Mfg.
South St. Paul, MN 55075
Phone: 651.451.2222 | Fax: 651.451.6939
525 E. Villaume Ave.
Contact:Adam SwanepoelCity of Lake Elmo 12/7/2023
15 L.F.
145 L.F.311,184.00$
TOTAL 11,184.00$
Nick Hatchett
NickH@Midwestfenceco.com
763-268-9026
MN
Fence lines, property lines and elevations to be provided by owner, construction manager or general contractor. ALL permits, fees and private utilities are the sole
responsibility of the customer. Unless otherwise stated, owner is responsible for obstruction removal of every nature which will interfere with the fence installation. This
proposal assumes normal ground conditions and excludes installation through rock, concrete and backfill. Unless otherwise stated, ALL hand digging is excluded.
Should rocky or excessive hard digging be encountered, this proposal is subject to additional labor costs. Midwest Fence shall furnish only the materials and labor
specified in this proposal. Any deviation from the above specifications will be subject to a change order.
A Service charge of 1.5% (18% annually) will be applied on all past due
balances. The purchaser shall be responsible for any and all collection and legal
costs incurred by Midwest Fence in the event of this bill becomming past due.
Midwest Fence reserves the right to lien the improved property if payment in full as
agreed to in this contract is not received.
Proposal is valid for 14 days.1
Quote
Century Fence Company
14839 Lake Dr NE
Forest Lake, MN 55025
Quote To:
ESTIMATING DEPARTMENT
,
Project Location:
Lake Elmo Dog Park
4509 JAMACA AVE
Lake Elmo, MN
Quote #: 20710
Quote Date: 12/14/2023
Description
Vestibule Area
Furnish and install 52 LF of 6 Foot high galvanized chain link fence. Line posts shall be 2 1/2" O.D. Galvanized steel pipe Driven 48" in
depth and spaced a maximum of 10' on centers. The fence shall consist of top/bottom rails which will be 1-5/8" O.D. Galvanized pipe.
Includes removal of small portion of existing.
• 4 - Corner post: 3" O.D. Galvanized pipe - Concrete Set
• 4 - Gate post: 3" O.D. Galvanized pipe - Concrete Set
• 2 - Single Swing Galvanized Gate: 4' Opening Width
Small Dog Area
Furnish and install 108 LF of 4 Foot high galvanized chain link fence. Line posts shall be 2" O.D. Galvanized steel pipe Driven 48" in
depth and spaced a maximum of 10' on centers. The fence shall consist of top/bottom rails which will be 1-5/8" O.D. Galvanized pipe.
• 2 - End post: 2-1/2" O.D. Galvanized pipe - Driven
• 2 - Corner post: 2-1/2" O.D. Galvanized pipe - Driven
• 4 - Gate post: 3" O.D. Galvanized pipe - Concrete Set
• 1 - Single Swing Galvanized Gate: 4' Opening Width
• 1 - Double Swing Galvanized Gate: 10' Opening Width
Notes:
Excludes Excavation through rock, Excavation through frost, Grubbing, Hydro-excavating, Permit, Private Utility Locate, Removal of
spoils from post holes offsite, Survey
Quote Total: $11,700.00
Quote Valid For 15 days
Buyer's Signature:Date:Submitted by:
Jason LarsonJason Larson
Jason LarsonJason Larson
Change
Acceptance:
This quote when accepted in writing by purchaser and by Century Fence Company includes the terms and conditions
set forth on www.centuryfence.com which are incorporated by reference and becomes a contract between two
parties. If the project is cancelled upon agreement and special materials were purchased, the customer agrees to pay
100% of the material cost
Terms of Payment: Net Cash upon receipt of invoice.
Jason Larson
Office: 651-464-7373
Cell:612-666-1680
Email:JLarson@centuryfence.com
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