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HomeMy WebLinkAbout11-17-25 Parks Commission Meeting PacketParks Commission Meeting 3880 Laverne Avenue North November 17, 2025 6:30 p.m. AGENDA Call To Order Pledge Of Allegiance Approve Agenda Approval Of Minutes Public Comment Parks Reservations PARK RESERVATION POLICY CHANGES 2ND EDITION.PDF DRAFT RESERVATION FORM.PDF 2026 Parks Work Plan STAFF REPORT AND 2026 WORK PLAN.PDF Communications/Updates Adjourn Our Mission is to Provide Quality Public Services in a Fiscally Responsible Manner in Partnership with our Community. 1. 2. 3. 4. 5. 6. Documents: 7. Documents: 8. 9. STAFF REPORT DATE: 11/17/2025 Regular TO: PARKS COMMISSION FROM: Assistant Public Works Director – Adam Swanepoel AGENDA ITEM: Park Use Policy CORE STRATEGIES: ☐ Vibrant, inclusive, connected community ☐ Efficient, reliable, innovative services ☐ Responsive, transparent, adaptive governance ☒ Balanced Finances now and future ☒ Managed Growth ☐ Resilient Infrastructure BACKGROUND: In June 2025, the Parks Commission reviewed and recommended updates to the Park Use Policy, focusing on the rental of courts, ballfields, and shelters. A motion was made to forward the recommended changes to City Council. Before presentation to Council, staff reopened discussion with the Parks Commission in August regarding noise complaints related to the courts. Subsequently, City Council approved measures to reduce the hours of play, remove the rebound wall, and restrict lighting for the courts at Pebble Park. ISSUE BEFORE PARKS COMMISSION: Would the Parks Commission like to recommend changes to the reservation policy? PROPOSAL DETAILS/ANALYSIS: The current use policy serves fields, courts and shelters. Prices vary on each reservation for residents and non-residents. All deposits are refundable if property is cleaned up after the event and have no damage. Ball Fields $50/day $500 per season. *Refundable Shelter $50/day $100/day non-resident *Refundable Lions Park Shelter $25/day $75 non-resident $500 per season in conjunction with fields. *Refundable Courts $50/day $500 per season. *Refundable Field Lights are subject to a non-refundable fee of $20 per reservation or $150 for the season. A penalty of $30 is changed if the lights are not turned off within 20 minutes of the end of an event. Lights for our courts and ice rink have no fee for their use. Staff is recommending the following changes while continuing to follow the reservation priority ranking: Priority 1 – City of Lake Elmo Priority 2 – Affiliated School Districts Priority 3 – Affiliated Youth and Adult Athletic / Civic Organizations Priority 4 – Non-Resident / Non-Resident Groups Ballfield Rental VFW and Lions rental be split between into Summer (April - July) and Fall (Aug - Oct) seasons. Reservation costs will be $50 per day or $500 per season (non-refundable). Field Lights are subject to a non-refundable fee of $20 per reservation or $250 for the season. All other ball field rentals would be $50 per day or $250 per season (non-refundable). Reservations would continue to follow the scheduling priority with preference in the following order: Lions Park Shelter: A $25/ day reservation fee with a $50 deposit. Events in conjunction with the fields or a special event application would be $50/day with a $50 deposit. Use of the parks shelter would include bathroom use, hot water and electricity. Park Shelter or Pavilion All Lake Elmo’s city park shelters may be reserved for exclusive use to accommodate small events requiring additional space beyond field use which would host less than 100 attendees. Parks can be reserved for a “Full or Half Day” (6 or 12 hours). Cost of a shelter reservation would be $50 for half and $100 for a full day. A $50 security deposit would be submitted with the reservation. Cleaning of the area will be required and include cleaning up facilities after use including picking up all refuse on and around grounds and shelter, wiping off tables, and sweeping the hard surface of area. Failure to do so will result in the loss of the $50 security deposit. Courts Lake Elmo has reservable pickleball courts at Lions, Pebble, and Tablyn park. Staff recommends limiting reservable courts to 50% at each site. (ex; Lions-2, Pebble-3 and Tablyn -2). With the remaining courts being for open play. Individual Courts can be reserved for up to 3 hours for $20. Groups looking to reserve multiple courts can reserve all the reservable courts at one site. Cost would be $100 per week for up to 3 hours. Reservations can be made one month at a time. FISCAL IMPACT: Park reservation revenue in 2024 was $300, all of which was from a non-refundable lighting fee. Lighting of the courts and fields was $6685.08 in 2024. Lawn care costs for 1 ball field averages $4,424 per year which includes mowing weed control. Irrigation O&M costs average $16,000 per year. Court resurfacing is suggested every 5 years costs approximately $7000 per legal size tennis court. Considering our current courts $14,000 would be needed for both Lions and Tablyn Park $20,000 is needed to resurface Pebble. Staff’s recommendations would increase the parks revenue for both field and court use and help offset regular maintenance. RECOMMENDATION: “Motion to recommend to City Council the changes to the Lake Elmo Reservation Policy as presented by staff” Name: ___________________________________ Phone: ___________________ Email: ___________________ Organization (if applicable): ___________________________________ Date Submitted: ____ / ____ / ______ Purpose of Use: _____________________________________________ Expected Attendance: __________ Special Requests (lighting, equipment, etc.): ________________________ Facility Requested ☐ Court(s) ☐ Lions ☐ Pebble ☐ Tablyn ☐ Ballfield(s) ☐ VFW ☐ Lions ☐ Reid ☐ Pebble ☐ Tablyn ☐ Pavilion(s) Location: __________________ Month(s) Requested ☐ January ☐ February ☐ March ☐ April ☐ May ☐ June ☐ July ☐ August ☐ September ☐ October ☐ November ☐ December DATE: _____________________ Time(s) Requested (Courts 3 HR Blocks) Morning ( __:00 AM – ___:00 PM) ☐ Monday ☐ Tuesday ☐ Wednesday ☐ Thursday ☐ Friday ☐ Saturday ☐ Sunday Afternoon (___:00 PM – ___:00 PM) ☐ Monday ☐ Tuesday ☐ Wednesday ☐ Thursday ☐ Friday ☐ Saturday ☐ Sunday Evening (___:00 PM – ___:00 PM) ☐ Monday ☐ Tuesday ☐ Wednesday ☐ Thursday ☐ Friday ☐ Saturday ☐ Sunday Courts: Individual: $20/ 3-hour block. Groups: $100 per week for up to 3-hour blocks Ballfields: VFW/ Lions - $50 per day or $500 per season - Other: $20 per reservation or $250 for the season Pavilions: Full ($100) or Half Day ($50) (6 or 12 hours, with $50 Security Deposit). Office Use Only Approved Facility: ___________________________ Date(s): ___________________________ Time: ___________________________ Staff Initials: _________ Approval Date: ____ / ____ / ______ Staff Report DATE: 11/17/2025 MOTION AGENDA ITEM: Parks Commission 2026 Work Plan SUBMITTED BY: Adam Swanepoel, Assistant Public Works Director REVIEWED BY: Marty Powers, Public Works Director BACKGROUND: Per Section 3.12.540 of the Lake Elmo City Code, the Parks Commission is responsible for creating an annual work plan, which encompasses a list of projects, maintenance tasks, programs, and objectives for the year. Staff has developed the 2026 work plan based on the previous year's plan and the suggested capital improvement plan. This work plan aims to evaluate and subsequently execute the overarching goals of the parks division while detailing the projects that the Commission and staff will undertake in the forthcoming year, allowing for adaptability to emerging priorities. The projects are categorized as follows: •Planning / Project and Development– This section addresses the larger long term park projects and funding opportunities. Projects that will be carried out in the upcoming year. o This would include projects approved through CIP. o Preparation and planning for larger projects for the following year. •Maintenance & Refurbishing – Projects in this category are carried out by public works staff and does not necessarily rely on the Park Dedication money for funding and is based off the 2026 parks annual budget. Much of the maintenance by public works staff is daily operations along with weekly and monthly inspections. •Additional Park Initiatives - Establishes goals and ways in which staff and the commission can increase the use of city parks and promote community engagement. Launch new and creative ways to reach park users, gain insight on future needs. •Finance – How, specifically, does the Parks Commission want to spend and budget Parks and Recreation funds? o This will of course go hand-in-hand with planning and audit but this specifically should focus on next tasks to be carried out in terms of budget. ISSUE BEFORE THE PARKS COMMISSION: Would the Park Commission like to accept the 2026 work plan as proposed? DETAILS AND ANALYSIS: Planning / Project and Development – Items in this section have been listed as a CIP item or have been identified as an item of consideration by the Parks Commission. -Connar from Washington County will present future CIP projects the county is working on that may affect the City of Lake Elmo in years to come. He will also provide an updated scope on the Greenway Trail and its potential development throughout the city. -Review the upcoming neighborhood playground replacements and prioritize those based off city councils recommendation to reduce playgrounds in neighborhood parks. 2 - Staff will work with city engineers in preparation and design for the reconstruction of the parking lot and trails in Elmo’s Dog Park. - Work with Flagship Recreation on the replacement of the Lions Park Playground. - Obtain and select bids for the resurfacing of the hard surface courts in Demontreville, Carriage and Tablyn Park. - Begin planning for and placement of a park pavillion. Make a priority list for future replacements and their location. - Provide concepts and a plan for the Ridge Park Playground Replacement - Review Tablyn Park Playground with priority list and identify need or removal. - Provide options and implement a sound barrier for pickleball noise at Pebble Park - Develop a master plan for the future of Lions Park. Maintenance & Refurbishing – This section primarily emphasizes the preservation of existing park amenities and resources. The public works team is responsible for carrying out most of the maintenance and necessary upgrades to park facilities. They perform daily operations across city parks, which include conducting weekly and monthly safety inspections and garbage cleanup. In addition to annual inspections of the trails and bituminous areas. Over the past year, the public works team has been dedicated to enhancing parks to provide a better experience for all users. The staff will continue planting trees throughout the city parks to create more varied shaded areas. Additional Park Initiatives Items in this section focus on additional efforts by the commission and staff to continue the upkeep of our community parks to make them enjoyable for all users. A collaborative workshop with the city council is scheduled to evaluate the 2026 work plan, which will aid in ensuring that the objectives are in line with other divisions within the city, providing direction for future decisions or our parks. Staff will continue supporting the initiatives of conservation programs offered at the Sally Manzara Nature Center, including the buckthorn removal project, and will present any forthcoming grant opportunities. There has been continuous suggestions from users for tree planting in our parks for the purposes of shade and aesthetic improvements. Each year, the staff will continue to add or replace trees in our parks. Additionally, the staff will collaborate with volunteers from adopted parks to assist in planting more trees throughout the year. Efforts will also be made to promote the city’s parks webpage with new information and photographs of the city parks. Finance In June 2025, the Parks Commission recommended the current CIP to City Council. Council will review the CIP in its December meeting and provide any needed changes. Staff along with the Parks Commission will again review the CIP in June 2026 and make appropriate adjustments for the upcoming year. Staff will provide commissioners updates of the Park Dedication Fund balance at scheduled meetings when funds may be considered. OPTIONS: 1. Approve the Parks Commission 2026 Work Plan as presented. 2. Amend the Parks Commission 2026 Work Plan as presented. FISCAL IMPACT: 3 Fiscal impacts are outlined and confirmed in the Capital Improvement Plan (CIP). CIP items are funded through the Park Dedication Fund while Maintenance & Refurbishing items are funded through the Public Works Operating Budget. RECOMMENDATION: Staff recommends the following motion: “Motion to recommend the 2026 Parks Commission Work Plan to City Council.” ATTACHMENTS: 1. 2026 Parks Commission Work Plan Draft 1 2026 Parks Commission Strategic Work Plan The City of Lake Elmo Park Commission has affirmed their overall goals to be: 1) Ensure that our parks and trail system are constructed / maintained. 2) Provide recreational amenities that will attract more users of public lands as well as property taxpayers to the City. 3) Create a safe environment in all our parks. 4) Serve as a reviewing body to make sure the “open space” character development is preserved in new developments. With the broader priorities defined, the 2026 Park Commission Strategic Work Plan has been broken down into three segments: Project and Description; Maintenance & Refurbishing and other Park Initiatives. Status and Timeline (projected months in which project will be brought to Parks Commission meeting) are also indicated in order to better manage goals and objectives. Priority Levels are determined on a 1-5 scale with 1 being the highest priority and 5 being the lowest. This will serve as a guide to what tasks serve as a higher priority to staff and work allocation. Key Planning / Project and Development PL Status Planning and Policy • Review Washington County Central Greenway Trail Plan and other County CIP projects near Lake Elmo 1 Feb • Review future Neighborhood playground replacement and schedule priority 1 IP • Pave dog park parking lot and trails 2 IP • Lions Park Playground Equipment Replacement 2 IP • Court resurfacing in Demontreville, Carriage and Tablyn 2 IP • Select location and installation for Park Pavillion 2 IP • Ridge Park playground replacement 2 IP Status C – Complete IP – In Progress PL Priority Level (1-5 with 1 being the highest priority) 2 • Tablyn Park Playground Equipment replacement 3 IP • Review and address Pickleball Noise at Pebble Park 2 IP • Develop a Lions Park Mater Plan 2 IP Maintenance & Refurbishing • Parks Needs Assessment 3 Annual • Asphalt trail Maintenance - Inspections, crack filling and inspections 3 IP • Playground and Park Inspections 3 IP Additional Park Initiatives • Hold a joint Parks Commission / City Council work session 2 IP • Plan for Multisport complex and park land use 1 IP • Park Tree Planting 2 IP • Oversee efforts of buckthorn removal and Sally Manzara Nature Center 2 IP • Add Schiltgen’s Park to Ski Grant Application 3 IP Finance • Update Capital Improvement Plan 1 IP • Provide Budget Updates as needed 4 IP