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Home My WebLink About01-22-25 Parks Commission Meeting Packet NOTICE OF MEETING City of Lake Elmo Parks Commission 3880 Laverne Avenue North January 22, 2025 6:30 p.m. AGENDA 1. Call to Order 2. Pledge of Allegiance 3. Elect Chair and Vice Chair 4. Approve Agenda 5. Approve Minutes a) December 16th, 2024 6. Public Comment 7. Klies Playground Replacement 8. Pebble Park Parking Lot Extension 9. Communications 10. 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 16, 2024 Members Present: Commissioners Kastler, Barret, Elam, Hoelscher, Sturtz and Esch Absent: None Staff Present: Assistant Public Works Director Swanepoel The meeting was called to order by Kastler at 6:30 PM. Approval of Agenda Barret motioned to approve the agenda as presented, Elam provided a second; no discussion. Motion approved 6-0. Approval of Minutes Esch motioned to approve the October 21, 2024 Parks Commission Minutes, Barrett provided a second; no discussion. Motion passed 6-0. Public Comments None Kleis Playground Assistant Public Works Director Swanepoel presented survey results regarding replacement of the playground equipment at Kleis Park, noting it was installed in 1993 and has exceeded it lifespan. Swanepoel also presented proposed park improvements to relocate the playground set to the east of its current location, provide benches, a shade structure, and an asphalt trail to provide accessibility to the play area. Discussion held regarding location of the amenities, accessible play equipment, and ball field usage. Swanepoel requested Commission input on the age range the play structure should be designed for and budget for the improvements. Consensus reached to request quotes for a play structure designed for children 5-12 years old and a budget of $65,000 with optional add-ons. Goal Setting Representative Assistant Public Works Director Swanepoel requested the Commission select a representative to attend the City Council goal setting meeting on January 15, 2025. Discussion was held regarding goals and challenges the Commission has identified. Hoelscher motioned to nominate Commissioner Esch as the Parks Commission representative for the City Council goal setting session; Elam provided a second. Motion passed 6-0. Communications a) Joint meeting with City Council in February b) January meeting moved to Wednesday, January 22nd due to the holiday c) Ice rink is open in Lion’s Park d) Demontreville Park is complete Esch motioned to adjourn the meeting; Barrett provided a second. Motion passed 6-0. Kastler adjourned the meeting at 7:16 PM Respectfully Submitted Julie Johnson, City Clerk STAFF REPORT DATE: 01/22/2025 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: 01/22/2025 Discussion TO: PARKS COMMISSION AGENDA ITEM: Kleis Park Playground Replacement FROM: Adam Swanepoel, Assistant Public Works Director SUBMITTED BY: Marty Powers, Public Works Director BACKGROUND: The Kleis Park play set was originally installed in 1993 and has exceeded its lifespan. Parks Commissioners reviewed the park and playground set in 2022 and made recommendations for replacement of the structure. Staff presented an outline of the playground project at the December 16, 2024 meeting. Commissions recommended a playground structure that suited ages 5-12 which would include swings, additional seating options and a rope structure. Commissioners agreed to consider an additional structure that would attract teens if one is availiable. ISSUE BEFORE THE PARKS COMMISSION: Would the Parks Commission like to recommend one of the following playset options, asphalt trail and trees to City Council? PROPOSAL DETAILS/ANALYSIS: Flagship Recreation has provided two options for a playset which incorporate the recommendations made by the Park Commission. Option 1: Offers a double structure, connected with a climbing net and three slides. In addition, a swing with placement for three users. This area is approximately 55 x 53 and includes seating. Total equipment cost for this project is $79,995. Option 2: Offers a single climbing structure with three slides. A swing is incorporated with 2 swings and two additional chair spinners. This area is approximately 55 x 53 and includes seating. Total equipment cost for this option is $79, 927. Both options will include a concrete border around the playset and swing and use safety chips within the constructed area. Staff is recommending the construction of an asphalt trail from 53rd St. N to the play structure to meet ADA compliance. The base of the trail would be constructed by staff with a contractor providing the bituminous. Expected cost of the extended trail is $15,000. With the removal of several large oak trees over the past several years, staff recommends planting four mature trees in the park near the new playset. Expected cost of the trees is $1000. Public works staff will remove the existing playset, boarder and pebble rock. The old area will be covered with black dirt and seeded. Additional installation expenses includes a dumpster, seed and blanket which is expected to be about $900. FISCAL IMPACT: Fiscal impacts are outlined in the 2025-2034 Capital Improvement Plan (CIP). CIP items are funded though the Parks Dedication Fund while future Operations and Maintenance items are funded through the Public Works Budget. The outlined project will not exceed $100,00 but will exceed the 2025 CIP of $65,000 . RECOMMENDATION: Staff recommends the following motion: “Move to recommend to City Council the request to purchase and install option “ ___ “ playset, asphalt trail, trees and installation expenses not to exceed $100,000.” ATTACHMENT: • Kleis Park Map • Playground Options 109 Kleis ParkOption 15285 Jamaca Blvd NLake Elmo, MN 55042SALES REPRESENTATIVE: Emily Maloney DESIGNED BY: JLZT 12/2/24 1/4" = 1'-0" FLAGSHIP RECREATION 11123 UPPER 33RD ST N LAKE ELMO, MN 55082 763-550-7860 FLAGSHIPPLAY.COM @FLAGSHIPPLAY THIS PLAY AREA & PLAY EQUIPMENT IS DESIGNED FOR AGE RANGES AS NOTED ON PLAN. SHEET LS101 C:\Users\JaquiThunberg\Flagship Recreation\Flagship Recreation - Documents\2025 Planning\Emily\Lake Elmo - Kleis Park\2024.12.02 Preliminary Designs\Kleis Opt1\LakeElmo_Kleis OPT1 120224.dwgCONTAINER DETAILS TOTAL CONTAINER AREA 2912 SF ASTM SAFETY SURFACING TYPE ENGINEERED WOOD FIBER TOTAL EWF AREA 2912 SF TOTAL PERIMETER 220 LF EDGING TYPE 6"X12" CONCRETE CURB FINISH GRADE TOP OF CURB **SITE PREPARATION REQUIREMENTS: ·MAXIMUM OF 1% GRADE CHANGE ACROSS CONTAINER ·NO PRE-INSTALLED DRAIN TILE OUTSIDE OF 4 FEET OF PERIMETER ·DRAIN TILE STUB TO BE PROVIDED IF DRAIN TILE IS REQUIRED ·NO DRAINAGE AGGREGATE PRE-INSTALLED ·NO FABRIC PRE-INSTALLED ·MINIMUM CONTAINER SIZE NEEDED DENOTES THE INSIDE OF CURB DIMENSION 12/12/2024 Preliminary Budget Possible Additions Possible Reductions QTY Notes Play Equipment Kleis Park - Opt 1,EM706 53,428.00 2025 State Contract Price State Contract #218091 (3,205.68)6%(6% discount under $80,000 & 8% discount $80,000 & above) Sales Tax - if applicable 0.00 ST3 Certificate of Exemption must be provided by owner. Delivery of Play equipment 600.00 Estimated / Final quote will be provided upon final design. Mobilization 750.00 Mobilization of Installation Crew to Job Site (Trailer Skid Steer Augur, Tools, Mixer, Etc.) Dumpster(s) - 30 Yard 750.00 Disposal of packaging material Site work Demo of Existing Equipment & Excavation (existing container) 0.00 0 BY OWNER - OWNER TO SET DESIRED FINISH GRADE BY EXCAVATING 12" BELOW IT Border Options Concrete Border Straight (LF)9,970.51 220 Standard 6" W x 12" D. Equipment Installation (Labor & Concrete for Footings)12,032.35 23.96%Full professional installation by Landscape Structures Certified Installers. Standard labor rate unless otherwise noted Special Equipment (Lull, Lift, Compactor, etc.)0.00 Rental - Req'd for Shade Fabric, Roofs, etc. Concrete Flatwork Concrete Flatwork (Sq. Ft.)0.00 0 NOT INCLUDED Subgrade Prep & Engineered Wood Fiber Surfacing (EWF) Drain Tile (LF)0.00 0 NOT INCLUDED - No preinstalled draintile outside of 4 feet of perimeter border EWF - Playground Safety Surfacing (CY)5,670.00 126 IPEMA Certified Meets ASTM, ADA & CPSC Site Restoration (Sq.Ft.)0.00 0 NOT INCLUDED Budget Total Total Additions Total Reductions Total w/ Additions & Reductions 79,995.18 0.00 0.00 79,995.18 PRELIMINARY BUDGET - THIS IS AN ESTIMATE & NOT A FORMAL QUOTE City of Lake Elmo 3800 Laverne Avenue North Lake Elmo, Minnesota 55042 Adam Swanepoel, Assistant Public Works Director Kleis ParkOption 25285 Jamaca Blvd NLake Elmo, MN 55042SALES REPRESENTATIVE: Emily Maloney DESIGNED BY: JLZT 12/3/24 1/4" = 1'-0" FLAGSHIP RECREATION 11123 UPPER 33RD ST N LAKE ELMO, MN 55082 763-550-7860 FLAGSHIPPLAY.COM @FLAGSHIPPLAY THIS PLAY AREA & PLAY EQUIPMENT IS DESIGNED FOR AGE RANGES AS NOTED ON PLAN. SHEET LS101 C:\Users\JaquiThunberg\Flagship Recreation\Flagship Recreation - Documents\2025 Planning\Emily\Lake Elmo - Kleis Park\2024.12.02 Preliminary Designs\Kleis Opt2\LakeElmo_Kleis OPT2 120224.dwgCONTAINER DETAILS TOTAL CONTAINER AREA 2912 SF ASTM SAFETY SURFACING TYPE ENGINEERED WOOD FIBER TOTAL EWF AREA 2912 SF TOTAL PERIMETER 220 LF EDGING TYPE 6"X12" CONCRETE CURB FINISH GRADE TOP OF CURB **SITE PREPARATION REQUIREMENTS: ·MAXIMUM OF 1% GRADE CHANGE ACROSS CONTAINER ·NO PRE-INSTALLED DRAIN TILE OUTSIDE OF 4 FEET OF PERIMETER ·DRAIN TILE STUB TO BE PROVIDED IF DRAIN TILE IS REQUIRED ·NO DRAINAGE AGGREGATE PRE-INSTALLED ·NO FABRIC PRE-INSTALLED ·MINIMUM CONTAINER SIZE NEEDED DENOTES THE INSIDE OF CURB DIMENSION 12/12/2024 Preliminary Budget Possible Additions Possible Reductions QTY Notes Play Equipment Kleis Park - Opt 2,EM706 56,184.00 2025 State Contract Price State Contract #218091 (3,371.04)6%(6% discount under $80,000 & 8% discount $80,000 & above) Sales Tax - if applicable 0.00 ST3 Certificate of Exemption must be provided by owner. Delivery of Play equipment 600.00 Estimated / Final quote will be provided upon final design. Mobilization 750.00 Mobilization of Installation Crew to Job Site (Trailer Skid Steer Augur, Tools, Mixer, Etc.) Dumpster(s) - 30 Yard 750.00 Disposal of packaging material Site work Demo of Existing Equipment & Excavation (existing container) 0.00 0 BY OWNER - OWNER TO SET DESIRED FINISH GRADE BY EXCAVATING 12" BELOW IT Border Options Concrete Border Straight (LF)9,970.51 220 Standard 6" W x 12" D. Equipment Installation (Labor & Concrete for Footings)9,374.32 17.75%Full professional installation by Landscape Structures Certified Installers. Standard labor rate unless otherwise noted Special Equipment (Lull, Lift, Compactor, etc.)0.00 Rental - Req'd for Shade Fabric, Roofs, etc. Concrete Flatwork Concrete Flatwork (Sq. Ft.)0.00 0 NOT INCLUDED Subgrade Prep & Engineered Wood Fiber Surfacing (EWF) Drain Tile (LF)0.00 0 NOT INCLUDED - No preinstalled draintile outside of 4 feet of perimeter border EWF - Playground Safety Surfacing (CY)5,670.00 126 IPEMA Certified Meets ASTM, ADA & CPSC Site Restoration (Sq.Ft.)0.00 0 NOT INCLUDED Budget Total Total Additions Total Reductions Total w/ Additions & Reductions 79,927.79 0.00 0.00 79,927.79 PRELIMINARY BUDGET - THIS IS AN ESTIMATE & NOT A FORMAL QUOTE City of Lake Elmo 3800 Laverne Avenue North Lake Elmo, Minnesota 55042 Adam Swanepoel, Assistant Public Works Director STAFF REPORT DATE: 01/22/2025 Motion AGENDA ITEM: Pebble Park Parking Expansion TO: PARKS COMMISSION SUBMITTED BY: Adam Swanepoel, Assistant Public Works Director REVIEWED BY: Marty Powers, Public Works Director BACKGROUND: Due to the addition of new pickleball courts, playset and soccer field reservations in Pebble Park, parking has become more challenging, resulting in a disruption of the traffic flow in and out of the park because of the narrow drive aisle. With the pickleball courts located close to the park entrance, staff have observed that parking has spilled over into the drive aisle and along the west side of the parking lot resulting in users having minimal space to back up or turn around. ISSUE BEFORE PARKS COMMISSION: Would the Parks Commission like to expand the existing parking lot at Pebble Park and replaced the hillside with wildflowers and plant up to four mature trees. PROPOSAL DETAILS/ANALYSIS Pebble Park’s parking lot is a gravel lot that currently serves a number of attractive amenities within the park. Current users of the pickleball courts, pavilion, baseball field and soccer area find this area fills up quickly in the summer months. Expansion of the parking area is being considered to provide a larger parking area. The west side of the parking lot is a densely overgrown hill consisting mainly of buckthorn and Ash trees. In 2024 public works staff removed much of the infected Ash trees and trimmed several of the other low hanging tree branches into the park. With the removal of the dense vegetation this exposed the hillside and opened the area for additional parking. Staff is recommending the removal of the remaining vegetation and smaller trees in this area to expand the parking lot. Staff would remove dirt from an area of 30x150 feet from the current lot into the hillside to make it uniform and freed of roots/debris. Public works staff would remove the dirt and fill in the parking area with recycled asphalt. A series of boulders would be placed near the base of the hill to prevent runoff and serve as a retaining wall to minimize the slope and create a boarder for parking. Staff is recommending seeding the disturbed hill with perennial wildflowers. These flowers would grow back every year creating a colorful hillside. Staff would also recommend planting four mature trees for shade within the park since the removal of numerous ash trees and cotton wood trees in 2023. Trees $1000 Wildflower Seed Mix $500 Erosion Blanket $200 TOTAL $1700 Page 2 FISCAL IMPACT: The expansion of the Pebble Park Parking lot is currently on the 2025 work plan. Expenses from the project would come from the Parks Dedication Fund. RECOMMENDATION: “Motion to approve the proposed purchases by city staff and to expand the parking lot at Pebble Park. not to exceed $2000.”