HomeMy WebLinkAbout10-22-2009 Agenda and PacketPARKS AND RECREATION AND FORESTRY COMMISSION
6:30 P.M. | OCTOBER 22, 2009 | MOUNDS VIEW CITY HALL
MEETING AGENDA
1. CALL TO ORDER
2. ROLL CALL: Kunz, Palm, Kroeger, Arel, Long, Aukee, Peterson | Staff: Dazenski, DeBar
3. APPROVAL OF AGENDA
4. APPROVAL OF MINUTES
A. September 24, 2009 Meeting Minutes
5. PUBLIC INPUT
Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full
name and address. Please limit your comments to three minutes.
6. YMCA UPDATE
7. UNFINISHED BUSINESS
A. Field Reservation Policy and Rental Fee Schedule
1. Review Policy Establishing Priority for Use of City Athletic Facilities
2. Review Community Center and Recreation Fee Schedule for 2010
B. 2010 Music-in-the-Park Structure/Implementation Update (Verbal)
8. NEW BUSINESS
A. Discuss Lambert Park Building Replacement
B. Discuss Options for Warming House Attendant Hours for 2009/2010 Season
C. Review Financial Reports (Park Dedication Fund, BBC, Etc.)
D. Discuss Upcoming Commission Vacancies (Kroeger, Peterson)
9. REPORTS
A. Reports of Commission Members
1. Summary of Lakeside Lions Park Improvement Committee Meeting
B. Reports of City Staff
1. Project Updates
2. City Forestry Update
10. REQUESTS FOR FUTURE AGENDA ITEMS / OTHER BUSINESS
A. Next Commission Meeting: November 19, 2009 (1 week early due to Thanksgiving conflict)
1. Review Applications/Recommend Appointments for Vacant Commission Seats
2. Review/Update Park Improvement Program (PIP)
3.
11. ADJOURNMENT
PARKS AND RECREATION AND FORESTRY COMMISSION
6:30 P.M. | SEPTEMBER 24, 2009 | CITY HALL
MEETING MINUTES
1. CALL TO ORDER at 6:31 PM
2. ROLL CALL: Kunz, Palm, Kroeger, Arel, Long, Aukee Staff Present: DeBar and Dazenski
3. APPROVAL OF AGENDA. Motion to approve by Palm, 2nd by Aukee. Motion Passsed 6-0
4. APPROVAL OF MINUTES
A. August 27, 2009 Meeting Minutes. Motion to approve by Long, 2nd by Kunz. Motion
Passed 6-0
5. PUBLIC INPUT
Citizens may speak to issues not on tonight’s agenda. Before speaking, please give your full
name and address. Please limit your comments to three minutes. No residents present
6. YMCA UPDATE
Family Fun Day Oct. 10th. 12:30-2 featuring a germ center. $5 per family. New programs this
fall include Flag football, adult dance, Hip-Hop, and Science Giants. Swimming lessons are
filling up. Floor hockey starting up along with a basketball class at the end of October. Teen
Center will be open in one of the MVCC rooms soon.
How can we get programs advertised beyond MVMatters? Quarterly publication can hurt
programs. School drops occur about twice per month. Coordination with some apartment
complexes to have drops to residents. Bi-weekly emails to past participants. Residents can set
up an account with MVCC to get emails regarding upcoming programs.
7. UNFINISHED BUSINESS
A. Review Field Reservation and Fee Schedule Policies: Copies of Shoreview and
Roseville Policies for use of Athletic Facilities were available. Shoreview includes a
prioritized list of users. We need to draft a policy for prioritizing of field reservations as
opposed to a classification and fee schedule. Need to consider when payment for field
reservations are being paid. Do we need a deposit? Need to consider if a field is booked
and not used, how can we encourage relinguishment of the field to other organizations?
Kroeger. Arel and Aukee will draft a policy for October meeting.
We need to look at enforcement of field use as well.
B. Discuss Structure/Implementation for 2010 Music-in-the-Park: Discussed with City
Council at Sept. 8th Work Session. The Council was open for the Commission to establish a
committee to coordinate the Music-in-the-Park events. DeBar suggested to advertise with
Commission vacancies. We need to draft a charge/direction for the committee.
YMCA/MVCC can be involved, but then they would prefer to run it without other volunteers.
The PRF Commission would still need to establish parameters. YMCA/MVCC can solicit
funding for this project. Could have YMCA/MVCC run with the concert series in 2010 for 3-
4 events, and request volunteers at the events for 2011. Direct YMCA/MVCC to draft a
commitment.
C. Ball Field Fencing Improvements: Bids have been received and Staff will draft a
resolution for City Council meeting on Oct. 12th. Staff will send Commission a copy prior to
the meeting.
8. NEW BUSINESS
A. Parking Lot Lighting at Random Park: We need lights at the parking lot. Motion by
Palm, 2nd by Long to direct staff to pursue providing lights at Random Park Parking
Lot and bring to the City Council at the meeting on Oct. 12th using Park Dedication
Funds to provide the installation cost of no more than $2000. Motion Passed 6-0.
B. City Forestry Update / Recognition: City Forester, Rick Wriskey, is retiring. With the
Joint Powers Agreement with the City of New Brighton, the City of Mounds View and City of
New Brighton has postponed replacing this position until March of 2010. Calls will be sent
to Public Works. Public Works will work for Tree City USA application status and tree
trimming of boulevard trees. Consider providing a list of reputable companies that have a
certified arborist that can evaluate trees at resident request. City Council will present a
plaque to Rick at the meeting on Sept. 28th. Consider planting a tree in a city park in honor
of Rick. Motion by Kroeger, 2nd by Aukee to plant a tree of his choice in at city park in
honor of Rick Wriskey, with a plaque mounted at the site of the tree. Motion Passed
6-0.
9. REPORTS
A. Reports of Commission Members
1. Recap of Meeting with City Council (Sept. 8, 2009 Work Session): Discussed
Lambert Park building. Council wants a proposal to include need (with photos),
operational cost, maintenance, proposed layout and funding source. Music-in-the-Park-
discussed above. Eagle Scout recognition should be done as soon as possible at City
Council meetings. Requested 2 handicapped spots (one spot and one access vs. two
spots with one access).
2. Woodcrest Park getting cattail overgrowth. Nothing we can do.
3. Silverview Park disc golf getting tons of use.
4. Irondale Youth Hockey Association sponsoring a 5K run on Sept. 26th beginning at
8:00 a.m.
B. Reports of City Staff
1. Project Updates (Ball Field Fencing Improvements, Parking Lot Lighting at Silverview
Park, Hillview Park Building Water Supply Replacement, County Road 10 Trail,
Street/Utilities) Concerns by Commission about County Rd. 10 trail ways crossing
streets and traffic coming into trail way crossings.
10. REQUESTS FOR FUTURE AGENDA ITEMS / OTHER BUSINESS
A. Next Commission Meeting: October 22, 2009
1. Lambert Park Building Replacement
2. Hours of Ice Rink Attendants
3. Financial Reports (Park Dedication, BBC, Etc.)
4. Park Improvement Plan
11. ADJOURNMENT: Motion to adjourn at 8:35 pm. by Long, 2nd by Kunz. Motion Passed
6-0
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M E M O R A N D U M
TO: PARKS AND RECREATION AND FORESTRY COMMISSION
FROM: NICK DEBAR | PUBLIC WORKS DIRECTOR
DATE: OCTOBER 22, 2009
RE: FIELD RESERVATION POLICY AND RENTAL FEE SCHEDULE
Review Policy Establishing Priority for Use of City Athletic Facilities:
The Commission has been discussing reservation policies for City-owned field use the past few
meetings. In September, the Commission reviewed the policies of a couple nearby
communities and thought it may be beneficial for Mounds View to have a similar policy.
Commissioner Kroeger volunteered to draft a policy and Commissioners Arel, and Aukee
offered to assist.
Attached for review is the policy drafted by Commissioner Kroeger. Also attached for reference
is Shoreview’s policy and Mounds View’s fee schedule which contains the classifications
schedule for reservation and pricing (page 22).
Review Community Center and Recreation Fee Schedule for 2010:
The City is currently performing their annual review of the Citywide Fee Schedule for updates
and revisions beginning in 2010. One of the Commission’s responsibilities is to advise the City
Council on establishing fees and charges for use of park and recreation facilities and programs.
City staff is seeking input from the Commission for any proposed changes in the attached fee
schedule for 2010, including any revisions to the classification schedule for priority reservation
and fee charges.
Attachments:
• Draft “Policy Establishing Priority for Use of City Athletic Facilities”
• City of Shoreview’s “Policy Establishing Priority for Use of City Athletic Facilities”
• 2009 Fee Schedule for MVCC and Recreation Usage
ITEM NO. 7A
MOUNDS VIEW PARKS, RECREATION AND FORESTRY
POLICY ESTABLISHING PRIORITY FOR USE
OF CITY ATHLETIC FACILITIES
GENERAL STATEMENT
The City of Mounds View encourages the use of City owned and operated athletic facilities by
athletic associations, community groups and other organizations that provide recreational
opportunities for residents of Mounds View. In general, the City makes every effort to provide the
number of athletic facilities relative to the number of Mounds View residents served by a program,
and relative to the number of residents served compared to the overall size of the program.
PRIORITY FOR SCHEDULING FACILITIES
A. Purpose Statement – Due to the large number of requests for the City’s athletic facilities, it is
necessary to establish a priority system to insure that the City’s facilities are made available in
an equitable manner to best meet community needs.
B. Priorities – Listed below are the priorities for use of City athletic facilities:
1. All City activities or recreation programs
2. School District #621 activities and programs
3. Recognized community athletic associations. To be recognized, the association will meet
the following:
a. Generally serve the Mounds View geographic area;
b. Be a registered non-profit organization;
(Maybe we should reference a defined class)
c. Fifty (50) percent of the organization is comprised of Mounds View residents (based on
the previous year registrations);
d. Accept all eligible Mounds View residents into the program;
e. Publicly announce registration procedures in local newspapers;
(Include MV Matters, District 621 communications?)
f. Provide recognized training program for coaches; and
(Need to review practice with all local sports organizations – Soccer, Baseball, Football,
etc.)
g. Provide a certificate of insurance naming the City of Mounds View as co-insured.
(Need to review practice with all local sports organizations. Do we need this?)
Recognized athletic associations will be required to submit an annual application form to
the City to maintain their status. (Will need to plagiarize or create a form)
The City of Mounds View Parks, Recreation and Forestry Commission will make the
determination on whether an athletic association is recognized. The Commission will
consider the athletic association’s historical use of scheduled times in the determination.
Decisions of the Commission may be appealed to the City Council.
4. Other community groups including athletic associations, churches, or civic
organizations that provide recreational opportunities to Mounds View residents.
5. All other individuals or groups including non-resident, commercial and private
membership groups.
C. Athletic Facility Scheduling
1. Annual scheduling dates will be defined by the Commission ( YMCA?).
2. Facility scheduling requests will not be accepted without the association application, if
required per above.
D. Permits
In order to receive exclusive use of any City athletic facility, any group or organization
must follow the guidelines and policies established by the City’s Parks, Recreation and
Forestry Commission and receive an appropriate permit. Permits are issued only by the
Mounds View Parks and Recreation Department (This is probably the YMCA).
E. Disclaimer
The City of Mounds View reserves the right to schedule athletic facilities in a manner that
best serves the City.
SHOREVIEW PARKS AND RECREATION
POLICY ESTABLISHING PRIORITY FOR USE
OF CITY ATHLETIC FACILITIES
GENERAL STATEMENT
The City of Shoreview encourages the use of City owned and operated athletic facilities by athletic
associations, community groups and other organizations that provide recreational opportunities for
residents of Shoreview. In general, the City makes every effort to provide the number of athletic
facilities relative to the number of Shoreview residents served by a program, and relative to the
number of residents served compared to the overall size of the program.
PRIORITY FOR SCHEDULING FACILITIES
A. Purpose Statement – Due to the large number of requests for the City’s athletic facilities, it is
necessary to establish a priority system to insure that the City’s facilities are made available in an
equitable manner to best meet community needs.
B. Priorities – Listed below are the priorities for use of City athletic facilities:
1. All City activities or recreation programs
2. School District #621 or #623 activities and programs
3. Recognized community athletic associations – to be recognized, the association must meet
the following requirements:
a. generally serve the Shoreview geographic area;
b. be a registered non-profit organization;
c. serve a minimum of 40 Shoreview residents;
d. accept all eligible Shoreview residents into the program;
e. publicly announce registration procedures in local newspapers; and
f. provide recognized training program for coaches.
g. Provide a certificate of insurance naming the City of Shoreview as co-insured.
Recognized athletic associations will be required to submit an annual application form to the
City to maintain their status. The City of Shoreview Parks and Recreation Commission will
make the determination on whether an athletic association is recognized. Decisions of the
Commission may be appealed to the City Council.
4. Other community groups including athletic associations, churches, or civic organizations that
provide recreational opportunities to Shoreview residents.
5. All other individuals or groups including non-resident, commercial and private membership
groups.
C. Permits
In order to receive exclusive use of any City athletic facility, any group or organization must
follow the guidelines and policies established by the City’s Parks and Recreation Department
and receive an appropriate permit. Permits are issued only the Shoreview Parks and Recreation
Department.
D. Disclaimer
The City of Shoreview reserves the right to schedule athletic facilities in a manner that best
serves the City.
22
V. COMMUNITY CENTER & RECREATION FEES
Mounds View Banquet and Conference Center - Basic Services
Class I: School District 621, Mounds View Scouts, Lions and 4-H, Mounds View Area Athletic Associations (w/10%
roster MV residents)
Class II: Mounds View Residents, Mounds View Religious Groups (w/Mounds View Address), Local Political
Groups and Mounds View Non-Profits (w/Mounds View Address)
Class III: Mounds View City Employees, Non-local School Districts, Non-local Non-profit Groups.
Class IV: All For-Profit Groups, Non-local Religious Groups, Non-resident individuals/private agencies,
businesses/vendors, and Colleges and Universities.
**The City Clerk/Administrator may waive the rental fees for charitable events held for the benefit of Mounds View
residents upon receiving a written request outlining the nature of such event.**
BANQUET AND CONFERENCE CENTER RENTALS
Event Center 1/6 (Seats 50)
*Class I excludes set up services
in Event Center or additional set-
up in multi-purpose rooms and
gymnasium.
Class I 2009 2010
1 hour: Exempt*
4 hour block over 1 hour: $ $15.50 $16.00
Hourly over 1 or 4 hours: $ $10.25 $11.00
Class II
Hourly: $20.50 $21.00
4 hour block: $72.00 $74.00
Class III
Hourly: $27.00 $28.00
4 hour block $91.00 $132.00
Class IV
Hourly: $38.00 $39.00
4 hour block $128.00 $132.00
Event Center 1/3 (Seats 100)
*Class I excludes set up services in
Event Center or additional set-up in
multi-purpose rooms and
gymnasium.
Class I 2009 2010
1 hour: Exempt*
4 hour block over 1 hour: $25.75 $27.00
Hourly over 1 or 4 hours: $15.50 $16.00
Class II
Hourly: $31.00 $32.00
4 hour block $103.00 $106.00
Class III
Hourly: $43.00 $45.00
4 hour block $139.00 $144.00
Class IV
Hourly: $64.00 $66.00
4 hour block $214.00 $221.00
23
Full Event Center (Seats 400)
*Class I excludes set up services
in Event Center or additional set-
up in multi-purpose rooms and
gymnasium.
Class I 2009 2010
1 hour: Exempt*
4 hour block over 1 hour: $77.25 $80.00
Hourly over 1 or 4 hours: $25.75 $27.00
Class II
Hourly: $82.50 $85.00
4 hour block: $268.00 $276.00
Class III
Hourly: $118.00 $122.00
4 hour block: $385.00 $397.00
Class IV
Hourly: $150.00 $155.00
4 hour block: $460.00 $492.00
Kitchen
(To be used by Licensed Caterer
Only)
*Class I excludes set up services
in Event Center or additional set-
up in multi-purpose rooms and
gymnasium.
Class I 2009 2010
1 hour: Exempt*
4 hour block over 1 hour: $25.75 $27.00
Hourly over 1 or 4 hours: $15.50 $16.00
Class II
Hourly: $31.00 $32.00
4 hour block $103.00 $106.00
Class III
Hourly: $43.00 $44.00
4 hour block $139.00 $143.00
Class IV
Hourly: $64.00 $66.00
4 hour block $214.00 $221.00
Multi-Purpose Rooms A and B
(Seating up to 10-20 )
For multi-purpose rooms and
gymnasium rentals, if the MVCC is not
otherwise open, the permit holder will be
charged an additional $15/hour for a
staff fee.
Class I 2009 2010
1 hour: Exempt*
4 hour block over 1 hour: $15.50 $16.00
Hourly over 1 or 4 hours: $10.25 $11.00
Class II
Hourly: $20.50 $21.004 hour
block $72.00 $74.00
Class III
Hourly: $27.00 $28.00
4 hour block $91.00 $94.00
Class IV
Hourly: $38.00 $39.00
4 hour block $128.00 $132.00
24
Multi-Purpose Room C and Youth
Room (Seating up to 30-40)
For multi-purpose rooms and
gymnasium rentals, if the MVCC is not
otherwise open, the permit holder will be
charged an additional $15/hour for a
staff fee.
Class I 2009 2010
Hourly Rate (2 hr min.): $36.00 $37.00
4 Hour block: $123.00 $127.00
Class II
Hourly Rate (2 hr min.): $46.50 $48.00
4 Hour block: $154.50 $159.00
Class III
Hourly Rate (2 hr min.): $54.00 $56.00
4 Hour block: $182.00 $188.00
Class IV
Hourly Rate (2 hr min.): $64.00 $66.00
4 Hour block: $214.00 $220.00
Other Charges Overhead Projectors: $10/day
TV & VCR: $15/day
Microphone (single): $15/day
Microphone (multiple): $45/day
Screen: $35/day
LCD Projector $100/day
$25/hour
Gym Rental
Full Gym (Up to 4 hours – hourly rate)
Full Gym (Hourly Rate Exceeding 4
Hours)
Half Gym (Up to 4 Hours – hourly rate)
Half Gym (Hourly Rate Exceeding 4
hours)
Class I: $35
Class II: $40
Class III: $45
Class IV: $60
Class I: $70
Class II: $80
Class III: $90
Class IV: $120
Class I: $25
Class II: $30
Class III: $35
Class IV: $50
Class I: $50
Class II: $60
Class III: $70
Class IV: $120
25
Mounds View Athletic Fields
Fees Based Upon an Individual Event/Game/Practice. Reservations for Classes II, III,
IV will begin on March 1st. Field Reservations may be limited depending upon the
number of teams and fields available. The MV YMCA & Parks Maintenance Staff will
set a seasonal field use policy to determine field available, appropriate age groups,
dates, and times available and fields available. For purposes of the fees below, a
time block is considered 55 minutes.
Tournaments
Baseball & Softball Fields (Youth Only)
Hillview
Groveland
Oakwood
Greenfield
City Hall
Softball Fields (Adults or Youth)
City Hall
Silverview
Soccer Fields (Youth Only)
Silverview
Groveland
Oakwood
Lighting Fee for Softball Fields
$100 per Field per Day
(If Field Maintenance is required during
tournaments, an additional $30 per hour
with a two-hour minimum will be charged.
Class I: 1 time block free per/wk
$5 per add’l time block
Class II: $5 per time block
Class III: $10 per time block
Class IV: Not applicable
Class I: 1 time block free per/wk
$5 per add’l time block
Class II: $5 per time block
Class III: $15 per time block
Class IV: $30 per time block
Class I: 1 time block free per/wk
$5 per add’l time block
Class II: $5 per time block
Class III: $10 per time block
Class IV: Not Applicable
Class I: $20 per time block
Class II: $30 per time block
Class III: $40 per time block
Class IV: $40 per time block
26
Park Shelter Rental (see Page 21 for Classifications)
$100 Refundable Damage Deposit
Required
$50 Service Fee will be Charged to Groups
of 50 or more
Class I
4 hours: $15
Full day: $30
Class II
4 hours: $30
Full day: $60
Class III
4 hours: $45
Full day: $90
Class IV
4 hours: $60
Full day: $120
Silverview and City Hall Picnic Shelters (see Page 21 for Classifications)
$100 Refundable Damage Deposit
Required
$50 Service Fee will be Charged to Groups
of 50 or more
Class I
4 hours: $30
Full Day: $60
Class II
4 hours: $45
Full day: $90
Class III
4 hours: $60
Full day: $120
Class IV
4 hours: $75
Full day: $150
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M E M O R A N D U M
TO: PARKS AND RECREATION AND FORESTRY COMMISSION
FROM: NICK DEBAR | PUBLIC WORKS DIRECTOR
DATE: OCTOBER 22, 2009
RE: DISCUSS LAMBERT PARK BUILDING REPLACEMENT
The park building at Lambert Park is in need of replacement. The current building is not in any
sort of “rehabilitation” state due to it’s age, size, and degradation. The Capital Improvement
Program has the Lambert Park Building scheduled for preconstruction
(design/engineering/plans and specifications) in 2010 and demolition/construction in 2011. The
CIP has an estimated preconstruction cost of $30,000 and a demolition/construction cost of
$260,000. The CIP shows that funding is proposed to be split evenly between the Park
Dedication Fund and the Special Projects Fund. The cost estimate is based upon constructing
a building similar to the Groveland or Hillview Park buildings.
There has been some discussion that the new Lambert Park building should be built to
accommodate meetings better, without the feel of being a warming house. This idea arose
from the popularity of renting the Random Park building over Groveland and Hillview Park
buildings.
Staff is looking for recommendations from the Commission regarding project schedule, costs,
and type of building. It is anticipated that an architectural consulting will be hired to assist the
City in the preconstruction phase of the project next year.
ITEM NO. 8A
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M E M O R A N D U M
TO: PARKS AND RECREATION AND FORESTRY COMMISSION
FROM: NICK DEBAR | PUBLIC WORKS DIRECTOR
DATE: OCTOBER 22, 2009
RE: DISCUSS WARMING HOUSE ATTENDANT HOURS FOR 2009/2010 SEASON
The City is investigating all areas for reducing costs and justifying expenditure needs. Winter
recreation is one are being investigated, specifically, outdoor skating. City staff would like the
Commission’s input for options for operating the outdoor skating rinks. Some items for
discussion are:
• Which rinks will be used? (Groveland, Hillview, and Lambert Parks have outdoor skating);
• What days and times will rinks be opened? Holiday or weekend hours?
• What days and times will the buildings be staffed?
• Can some buildings at parks with outdoor ice be locked, or open but not staffed?
Pat Prindle prepared the attached document that summarizes park use during last season.
Also, four options were developed to assist Commissioners in determining the above questions.
Please note that there are many possibilities and combinations that can supplement these
options.
Attachments:
• YMCA attendance data and staffing options
ITEM NO. 8B
Building usage 2008 - 09DATELambertHillviewGroveland12/20/2008 33 33 15Rink Attendant pay rate is 9.00 / hr12/21/2008 9 15 012/22/2008 6 26 8Option AAll three rinks open 12/19/09 - 02/06/0912/23/2008 26 25 1512/24/2008 18 7 0DaysHoursWinter Break Hours12/25/2008 0 0 012/26/2008 37 22 001/04 - 02/06 12/19 - 01/0312/27/2008 5 39 4 M-F 4-8pm M-Sun 11-8pm12/28/2008 28 41 14 Sat. Sun. 11-8pm12/29/2008 12 66 1312/30/2008 21 20 3Cost12/31/2008 5 10 01/1/2009 6 46 2712/19 - 01/0332401/2/2009 8 24 1701/04 - 02/065,130 1/3/2009 12 30 16Total8,3701/4/2009 0 18 312% mng fee1004.41/5/2009 7 21 0Fica640.31/6/2009 9 20 19Grand Total10,014.701/7/2009 22 21 31/8/2009 20 26 0Option BLambert & Hillview Opened1/9/2009 0 18 31/10/2009 0 10 0DaysHoursWinter Break Hours1/11/2009 0 13 51/12/2009 2 10 801/04 - 02/06 12/19 - 01/031/15/2009 0 0 0 M-F 4-8pm M-Sun 11-8pm1/16/2009 4 4 0 Sat. Sun. 11-8pm1/17/2009 4 23 141/18/2009 20 17 15Cost1/19/2009 18 25 111/20/2009 2 16 2012/19 - 01/0321601/21/2009 12 18 001/04 - 02/063,420 1/22/2009 35 29 7Total5,5801/23/2009 5 17 012% mng fee669.51/24/2009 8 15 0Fica426.87
1/25/2009 17 25 0Grand Total6,676.371/26/2009 7 3 01/27/2009 22 35 01/28/2009 3 15 0Option CAll Rinks open during break then just Friday-Sunday1/29/2009 8 28 01/30/2009 10 11 7DaysHoursWinter Break Hours1/31/2009 16 48 02/1/2009 14 46 201/04 - 02/06 12/19 - 01/032/2/2009 5 3 0 Fri 4-8pm M-Sun 11-8pm2/3/2009 2 11 12 Sat & Sun 11-8pm2/4/2009 20 14 02/5/2009 12 15 11Cost2/6/2009 9 7 02/7/2009 14 55 812/19 - 01/0332402/8/2009 13 38 201/04 - 02/062,970 Total 566 1079 282 Total6,210Grand total 1927 12% mng fee745.2Fica475 Grand Total7,430.26Option DWeekends Only All RinksDaysHoursWinter Break Hours12/19 - 02/06 Fri 4-8pm Sat & Sun 11-8pmCost12/19 - 02/064752 Total4,75212% mng fee570.24Fica363.52Grand Total5,685.76
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M E M O R A N D U M
TO: PARKS AND RECREATION AND FORESTRY COMMISSION
FROM: NICK DEBAR | PUBLIC WORKS DIRECTOR
DATE: OCTOBER 22, 2009
RE: REVIEW FINANCIAL REPORTS
Detailed information for this item will be distributed before the meeting.
ITEM NO. 8C
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M E M O R A N D U M
TO: PARKS AND RECREATION AND FORESTRY COMMISSION
FROM: NICK DEBAR | PUBLIC WORKS DIRECTOR
DATE: OCTOBER 22, 2009
RE: UPCOMING COMMISSION VACANCIES
Terms of two members of the current Parks and Recreation and Forestry Commission are set
to expire at the end of this year. The current status of Commission memberships are as
follows:
Committee Member Term Expiration
John Kroeger 12-31-2009
Darren Peterson 12-31-2009
Jerry Kunz 12-31-2010
Cindy Palm 12-31-2010
Gerald Arel 12-31-2011
Dale Aukee 12-31-2011
Dave Long 12-31-2011
The City is currently soliciting applications from residents interested in serving on the
Commission. The application deadline is October 30, 2009. Commission members whose
terms expire this year who wish to continue to serve on the Commission are required to
complete and submit an application by this deadline.
The Commission will review submitted applications at their November 19, 2009 meeting. It is
anticipated that appointment recommendations for vacant Commission memberships and a
Chair for 2010 will be made from the pool of applicants during this meeting. The
recommendations will be forwarded to the City Council for consideration. The City Council is
anticipated to make appointments at their December 14, 2009 regular meeting.
Attachments:
• City Application for Advisory Commissions and Committees
• Parks and Recreation and Forestry Information Sheet
• Chapter 405 from the Mounds View Municipal Code
ITEM NO. 8D
City of Mounds View
2401 County Highway 10
Mounds View, MN 55112
763-717-4000
Application for Advisory Commissions and Committees
Group(s) applied for: _____________________________________________________
Full Name (Please Print): __________________________________________________
Work Phone: _____________________ Work/Cell Phone: ______________________
Address: _______________________________________________________________
Years at this address: __________ Years you have lived in Mounds View: _______
E-mail Address: _________________________________________________________
Experience and Qualifications
Skills and Interests:
Employment, Occupation or Other Relevant Experience:
Memberships, Accomplishments or Other Qualifications:
Please state your reason for wanting to serve with this group:
Signature: _________________________________ Date: _______________________
(Your response to any of the above inquiries may be continued on the back of this form and you
may attach other information that you would like the City Council to consider.)
The City of Mounds View is committed to the policy that all persons shall have access to its programs,
facilities and employment without regard for race, ethnicity, sex, age or physical abilities.
PARKS AND RECREATION AND FORESTRY
COMMISSION
Background and Purpose:
The Parks and Recreation and Forestry Commission was established by the Mounds View City
Council in 1988 for the purpose of advising the Council on the operation of public recreation, parks,
and playgrounds (MV Chapter 405). The Commission consists of seven (7) members appointed by
the City Council (based on the recommendation of the Commission) from applications submitted by
interested Mounds View citizens.
Terms and Vacancies:
Appointed members of the Commission will serve three (3) year staggered terms with terms expiring
December 31 of each year. Appointments to a term of less than three (3) years are permissible in
order to establish appropriate staggering of member terms. Both original and successive appointees
shall hold their offices until their successors are appointed and qualified. Any vacancies during the
term shall be filled by the Mayor with the approval of the majority of the Council for the unexpired
portion of the term. Commission members serve without compensation take an oath of office.
Organization:
Commission officers include a Chair, Vice Chair, and Secretary. The City Council appoints a
chairperson based upon the recommendation of the Commission. The Commission selects a Vice
Chairman from its membership for a term of one year. The Secretary may be selected from the
Commission membership or from City staff. The Director of Public Works/City Engineer and Parks
Supervisor are City staff liaisons to the Commission.
Meeting Dates and Frequency:
The Commission regularly meets on the fourth Thursday of each month at 6:30 pm in the Council
Chambers at the Mounds View City Hall. The meeting dates may be changed or tweaked as needed
by the Commission (due to holidays, etc.), but the Commission is required to conduct at least twelve
(12) regular meetings each calendar year. The Commission may occasionally have joint meetings
with the City Council and/or the Planning and Zoning Commission on an as-needed basis. A
quorum, or the majority of appointed members, is required for the Commission to meet. The City
Council could remove an appointed Commission member who fails to attend at least nine (9)
regularly scheduled Commission meetings per year. All Commission meetings are recorded and
televised on local cable television.
Primary Duties of the Commission:
1. Operation of City Parks and Playgrounds: Under the direction of the City Council, advise City
staff to operate a program of public recreation and playgrounds upon City-owned property or
other property made available to the City for such public recreation purpose.
2. Lease and Acquisition of Property: Recommend to the City Council the leasing or acquisition of
land or personal property for public recreational use as the Commission deems desirable.
3. Maintenance and Care of Public Recreation Property: Maintain and care for all property that the
Commission has acquired and which has been assigned to the Commission for public recreation
purposes.
4. Inventories of Services: Make periodic inventories of recreation and park services that exist or
may be needed, and interpret the needs of the public to the City Council.
5. Cooperation with Other Agencies: Cooperate with other park and recreation departments,
schools, and private agencies for establishment of a joint powers agreement to provide parks and
recreation services to the City residents.
6. Policies and Functions of Department: Interpret the policies and functions of the Park and
Recreation Department to the public.
PARKS AND RECREATION AND FORESTRY COMMISSION
PAGE 2
7. Capital Improvement Plans and Budgets: Advise the City Council and City Administrator in the
preparation of the annual budget and long-range capital improvement programs.
8. Rules and Regulations: Formulate and prescribe reasonable rules and regulations for the use of
the general public of any facilities in any park area.
9. Construction of Improvements: Advise the Council on maintaining and constructing roadways,
paths, buildings, fountains, docks, boat houses, bath houses, refreshment booths, community
center, pavilions and other necessary structures and improvements in parks.
10. Communication: Communicate regularly with the City Council and Planning and Zoning
Commission through joint meetings and meeting minutes.
11. Athletic Awareness: Be aware of the role and services provided by athletic organizations within
the community.
12. Sanitation and Reforestation Programs: Advise the City Council regarding sanitation and
reforestation programs within the City.
13. Other Duties: Do whatever other acts are reasonable, necessary, and proper to carry out its
prescribed powers and functions as set forth.
Budget and Finances:
1. Annual Presentation of Proposed Budget: The Commission, through the City Parks and
Recreation Division staff, should present, no later than August 1 of each year, a proposed
budget, in such details as the Council shall require, of the financial needs for the ensuing fiscal
year to operate and maintain the parks and open spaces, as well as provide recreation programs.
2. Fees and Charges: The Commission shall advise the Council to establish charges or fees for the
restricted use of any facilities or to make any phase of the recreation program wholly or partially
self-sustaining.
3. Rules and Regulations: The Council may establish such rules and regulations for the
administration of the Parks and Recreation and Forestry Commission as it may deem necessary
and may delegate such rule-making authority to the Commission, and the Commission shall have
power to make such rules and regulations pursuant to delegated authority as it deems necessary
for the purpose of performing its duties.
City of Mounds View
405.01 405.02 (Rev. 6/04)
CHAPTER 405
PARKS AND RECREATION AND FORESTRY COMMISSION1
(Ord. 714, 5/12/03)
SECTION:
405.01: Commission Established; Purpose
405.02: Membership; Oath; Compensation
405.03: Terms and Vacancies
405.04: Conflicts of Interest
405.05: Removal from Office
405.06: Organization and Meetings
405.07: Powers and Duties
405.08: Budget and Finances
405.09: Rules and Regulations
405.01: COMMISSION ESTABLISHED; PURPOSE: There is hereby established a
Parks and Recreation and Forestry Commission for the purpose of advising the Council on the
operation of public recreation, parks, and playgrounds, pursuant to the authority of this Chapter.
The Parks and Recreation and Forestry Commission is referred to herein as "the Commission".
(1988 Code §34.01; Ord. 714, 5-12-03)
405.02: MEMBERSHIP; OATH; COMPENSATION:
Subd. 1. Appointment of Members: The Commission shall consist of seven (7) members
appointed by the City Council and based on the recommendation of the Parks and
Recreation Commission, from the applications submitted. Based upon the recommendation
of the Parks and Recreation Commission, the City Council shall appoint a chairperson.
(1988 Code §34.02; Ord. 627, 2-8-99; Ord. 707, 10-28-02; Ord. 714, 5-12-03; Ord. 741, 6-
28-04)
Subd. 2. Oath of Office: Every appointed member shall, before entering upon the discharge of
their duties, take an oath that they will faithfully discharge the duties of their office. (1988
Code §34.03)
1 See Chapter 905 of this Code for parks, playgrounds and recreation.
City of Mounds View
405.02 405.06 (Rev. 5/03)
Subd. 3. Compensation: Members of the Commission shall serve without compensation. (1988
Code §34.04)
405.03: TERMS AND VACANCIES:
Subd. 1. Terms: Members of the Commission shall serve three (3) year staggered terms, with
terms expiring December 31 of each year. In order to establish appropriate staggering of
terms for the commission members, appointments to a term of less than three (3) years are
permissible. Both original and successive appointees shall hold their offices until their
successors are appointed and qualified. (Ord. 456, 2-27-89; Ord. 646, 1-10-00)
Subd. 2. Vacancies: Vacancies during the term shall be filled by the Mayor with the approval of
the majority of the Council for the unexpired portion of the term. (1988 Code §34.03)
405.04: CONFLICTS OF INTEREST: No member shall be personally interested in any
contracts in which the Commission may enter. (1988 Code §34.03)
405.05: REMOVAL FROM OFFICE:
Subd. 1. Removal for Just Cause: An appointed member of the Commission may be removed
from office for just cause and on written charges by at least four-fifths (4/5) of the entire
City Council. Such member may be entitled to a public hearing before such vote is taken.
Subd. 2. Removal for Nonattendance: In addition, an appointed member may be removed by the
City Council for nonattendance at Parks and Recreation Commission meetings if a
Commission member does not attend (9) nine regularly scheduled meetings per year.
Subd. 3. Vacancies Filled: It shall be the duty of the Chairman of the Commission to notify the
City Council promptly of any vacancies occurring in membership. The Mayor, with
approval of the City Council, shall fill such vacancies, for the unexpired term of the original
appointment. (1988 Code §34.05)
405.06: ORGANIZATION AND MEETINGS:
Subd. 1. Officers: The Commission shall select a Vice Chairman and Secretary. The Vice
Chairman shall be selected from its membership and shall serve for a term of one (1) year.
The Secretary may be selected from the Commission or City staff. (Amended, Ord. 714, 5-
12-03)
Subd. 2. Attorney and Engineer: The Municipal Attorney shall act as attorney for the
Commission and the Director of Public Works/City Engineer shall act as its engineer.
City of Mounds View
405.06 405.07 (Rev. 5/03)
Subd. 3. Rules of Procedure: At its first meeting, the Commission shall adopt rules of procedure
and elect the two (2) officers. It shall amend the rules, from time to time, as is necessary.
(1988 Code §34.06)
Subd 4. Meetings: The Commission shall establish regular meeting dates, but special meetings
may be called by any officer of the Commission upon seven (7) days' notice to all members.
The Commission shall hold at least twelve (12) regular meetings each calendar year.
(Amended, Ord. 714, 5-12-03)
Subd. 5. Quorum: A majority of the appointed members shall constitute a quorum. (1988 Code
§34.07)
405.07: POWERS AND DUTIES: In order to carry on the recreation provided herein, the
duties of the Commission shall include: (Amended, Ord. 714, 5-12-03)
Subd. 1. Operation of City Parks and Playgrounds: Under the direction of the City Council,
advise City staff to operate a program of public recreation and playgrounds upon property
which is owned or otherwise made available to the Municipality for such public recreation
purpose.
Subd. 2. Lease and Acquisition of Property:
a. Recommend to the Council the leasing or acquisition of real or personal property for
public recreational use as it deems desirable but shall not have the authority to acquire land
or construct buildings in its own name. Any equipment or recreational facilities shall belong
to the Municipality.
b. Advise the Council of leasing real or personal property or both for public recreation use
for periods of not longer than one (1) year.
Subd. 3. Maintenance and Care of Public Recreation Property: Maintain and care for all property
which it has acquired and which has been assigned to it for public recreation purposes.
(Amended, Ord. 714, 5-12-03)
Subd. 4. Inventories of Services: Make periodic inventories of recreation and park services which
exist or may be needed and to interpret the needs of the public to the Council.
Subd. 5. Cooperation with Other Agencies: Cooperate with other park and recreation
departments, schools and private agencies for establishment of a joint powers agreement to
provide parks and recreation services to the City residents.
City of Mounds View
405.07 405.08 (Rev. 5/03)
Subd. 6. Policies and Functions of Department: Interpret the policies and functions of the Park and
Recreation Department to the public.
Subd. 7. Capital Improvement Plans and Budgets: Advise the Council and administrator in the
preparation of the annual budget and long range capital improvement programs.
Subd. 8. Rules and Regulations: Formulate and prescribe reasonable rules and regulations for the
use of the general public of any facilities in any park area.
Subd. 9. Construction of Improvements: Advise the Council on maintaining and constructing
roadways, paths, buildings, fountains, docks, boat houses, bath houses, refreshment booths,
community center, pavilions and other necessary structures and improvements in parks. The
Commission may advise the Council on making contracts and leases for the construction
and operation of these facilities for terms not exceeding ten (10) years. Every such contract
and lease shall provide that the structure shall be operated for the public use and
convenience, and that the charges shall be reasonable, and it shall reserve to the Commission
power to prescribe reasonable rules and regulations, from time to time, for the conduct of
the privilege. (Amended, Ord. 714, 5-12-03)
Subd. 10. Communication: Communicate regularly with the City Council and Planning and
Zoning Commission through joint meetings and meeting minutes.
Subd. 11. Athletic Awareness: Be aware of the role and services provided by athletic
organizations within the community.
Subd. 12. Sanitation and Reforestation Programs: Advise the City Council regarding sanitation
and reforestation programs within the City.
Subd. 13. Other Duties: Do whatever other acts are reasonable, necessary and proper to carry out
its prescribed powers and functions as set forth herein. (1988 Code §34.09)
405.08: BUDGET AND FINANCES:
Subd. 1. Annual Presentation of Proposed Budget: The Commission, through the City Parks and
Recreation Division staff, should present, no later than August 1 of each year, a proposed
budget, in such details as the Council shall require, of the financial needs for the ensuing
fiscal year to operate and maintain the parks and open spaces, as well as provide recreation
programs. (Amended, Ord. 714, 5-12-03)
Subd. 2. Fees and Charges: The Commission shall advise the Council to establish charges or fees
for the restricted use of any facilities or to make any phase of the recreation program wholly
or partially self-sustaining. (1988 Code §34.08)
City of Mounds View
405.09 405.09 (Rev. 5/03)
405.09: RULES AND REGULATIONS: The Council may establish such rules and
regulations for the administration of this Chapter as it may deem necessary and may delegate such
rule-making authority to the Commission, and the Commission shall have power to make such rules
and regulations pursuant to delegated authority as it deems necessary for the purpose of performing
its duties as herein set forth. (1988 Code §34.10)
M E M O R A N D U M
TO: PARKS AND RECREATION AND FORESTRY COMMISSION
FROM: NICK DEBAR | PUBLIC WORKS DIRECTOR
DATE: OCTOBER 22, 2009
RE: PROJECT UPDATES & CITY FORESTRY UPDATE
Project Updates:
Backstop Fencing Improvements for Ball Fields at Groveland, Hillview, Silver View, and CH Parks:
Fencing improvements as recommended by the Commission were approved and authorized for
construction. Century Fence Company of Forest Lake was the successful bidder on the project
in the amount of $19,648. The City Council approved a 5% contingency beyond this amount
for unknowns that might come up during the course of the work. In no event will the price for
these improvements exceed $20,630. Bethlehem Baptist Church earmarked $1,800 from their
April 2009 disbursement for fencing improvements at Silver View Park ball fields, and the
remaining balance will be supplied from the Park Dedication Fund.
A copy of Resolution is attached to this memo.
Parking Lot Lighting Improvements at Silver View Park:
The construction of two additional parking lot light fixtures at Silver View Park is currently being
coordinated with Xcel Energy. Xcel will furnish, install, and maintain the light fixtures and in
return, the City pays for energy usage associated with those lights (estimated around $66 per
month). Most street lights in Mounds View are operating under these agreements with Xcel.
The City is required to cover any costs associated with supplying power to those light fixtures,
which totals $2,064 for the pair of lights being installed at Silver View Park. These costs will be
covered by Bethlehem Baptist Church from their donation in August 2009 tagged for this use.
Parking Lot Lighting Improvements at Random Park:
Public Works staff is evaluating the best way to provide lighting for the parking lot at Random
Park. Staff is scheduled to meet with an electrician to investigate adding a fixture on the
building to address the lighting needs of the parking lot. If lighting from the building is
inadequate, staff will pursue a pole mounted light fixture in the lot (by Xcel or City-owned). The
construction for this lighting will not exceed $2,000 and will be funded by the Park Dedication
Fund.
County Road 10 Trail Segments 1-5:
Work for the bike trail along the north boulevard of County Road 10 has also been hampered
by lousy weather the last couple weeks. Currently, most utility work and pavement excavation
and base construction is complete. Work for lighting is advancing and should be operational
before winter kicks in if Xcel can supply electrical power to the fixtures. Paving operations will
depend upon weather, however, the contractors (and City) are hopeful that the trail will be
paved by early November.
Water Supply Replacement at Hillview Park:
The Public Works Department performed construction to replace the 1-inch water supply line
with a 2-inch line. The upgrade was necessary to accommodate requirements associated with
irrigating the park. This work occurred during September 2009 and final turf restoration will be
performed next spring after the ice skating season is done.
Other notable project updates are as follows:
2009/2010 Street and Utility Improvement Project – Area A:
Although the weather the last couple weeks has deterred any meaningful construction, the
summer of 2009 will be remembered as a tremendously good year for weather, and good
ITEM NO. 9B
Project Updates and City Forestry Update
2/2
weather is a catalyst for road construction. Work in all phased areas is mostly complete with
exception to Red Oak Drive and Sherwood Road. These are the last remaining roads in the
project that need a final wearing course of asphalt. Restoration is substantially complete on all
streets (except Red Oak Drive north of Sherwood) including resuming of mail service. Overall,
the work is approximately 90% complete. Keep in mind that Area A was planned to have major
construction over two summers. There will be some miscellaneous restoration and repair on
Area A next year, and the City has a 2-year warranty/guarantee on all work. Hillview Park has
a new angled parking lot and a new concrete sidewalk leading up to the park building.
2010 Street and Utility Improvement Project – Area B/C:
Final design and preparation of plans/specifications for streets in Area B and C are currently in
high gear. The City’s engineering consultant, Bonestroo, expects to have bidding documents
(plans/specs) ready in the next couple months and we are still on track for a February bid
opening. The City Council approved a 6-1/2 foot concrete sidewalk on the east side of
Edgewood Drive from County Road H to H2. Several crosswalks are being proposed to safely
accommodate pedestrian crossing of Edgewood Drive and County Roads H and H2.
City staff is coordinating Edgewood Drive design elements with Edgewood Middle School
(EWMS), including the possibility of including their bus turnaround/visitor parking improvements
as part of our project. This would be similar to the agreement with Silver Lake Woods in Area A
and EWMS would be responsible for all costs associated with their improvements. EWMS has
also asked the City to assist them with several rain gardens. City staff will be meeting with
EWMS staff in the next couple weeks to coordinate.
Street and Utility Improvement Project – Area D:
The City Council authorized Bonestroo to perform the preliminary survey in Area D. Bonestroo
is anticipating beginning the survey work the week of October 19, 2009. Notices were sent to
property owners in Area D to notify them of the activities that will be taking place in their
neighborhoods with the survey. Construction for Area D is anticipated to occur in 2011.
City Forestry Update:
Rick Wriskey’s last day as City Forester was September 30, 2009. This position was a shared
expense between New Brighton and Mounds View through a Joint Powers Agreement
established in 1981. Staff from both cities have expressed interest in continuing the agreement
and have placed the agreement “on-hold” until a new City Forester is hired or six months from
Rick’s departure, whichever occurs first. Under the current agreement, the City Forester
spends 1-1/2 days, or 30% of his time, on Mounds View’s forestry needs. Mounds View’s cost
for this position is pro-rated to this amount.
If the City Forester is to be rehired by New Brighton, it’s expected that this position will be filled
by April 2010. In the interim, each city has been on their own with any forestry needs. The
Public Works Department has taken on the city forestry services on behalf of Mounds View
during this time. Some of these tasks have/will include the following:
• Re-inspecting diseased oaks marked for removal (deadline is November 1);
• Trimming trees in parks and right-of-way;
• Contracting for trimming services (bucket truck and chipper);
• Applying for Tree City USA Recertification;
• Coordination for the spring tree sale; and
• Initiating plans to deal with Emerald Ash Borer.
The Commission will be kept informed of the status for rehiring the City Forester and activities
taking place during the vacancy.
RESOLUTION 7512
CITY OF MOUNDS VIEW
COUNTY OF RAMSEY
STATE OF MINNESOTA
AUTHORIZING FENCING IMPROVEMENTS TO BALL FIELD BACKSTOPS AT
SILVER VIEW PARK, CITY HALL PARK, GROVELAND PARK, AND HILLVIEW PARK
WHEREAS, backstop fencing fabric on various ball fields in City parks have aged
and deteriorated due to heavy use over time and are in need of replacement; and
WHEREAS, some ball fields backstops have inadequate protection for players,
spectators, and vehicles from foul balls; and
WHEREAS, City staff has evaluated and proposed fencing improvements to ball
fields backstops at Silver View, City Hall, Groveland, and Hillview Parks; and
WHEREAS, City staff have obtained price quotes from three contractors for
proposed fencing improvements to ball field backstops, with the low price quote
submitted by Century Fence Company of Forest Lake, Minnesota; and
WHEREAS, the Parks, Recreation, and Forestry Commission recommends the
proposed fencing improvements as determined by City staff; and
WHEREAS, monies have been budgeted for fencing improvements to ball field
backstops in the adopted 2009 Budget under the Parks Dedication Fund.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Mounds View, Ramsey County, Minnesota as follows:
1. Backstop fencing improvements will include the following:
• Replace existing 9-gauge chain-link fencing fabric with heavier 6-gauge
fabric on backstops at Groveland, Hillview, Silver View, and City Hall
(adult field only) Parks.
• Install/add an additional horizontal middle rail post to backstops at
Groveland, Hillview, Silver View, and City Hall (adult field only) Parks to
deter indentations from ball impacts.
• Replace existing 11-gauge chain-link fencing fabric with heavier 9-gauge
fabric on backstop “hoods” at Silver View and City Hall (adult field only)
Parks.
• Install/add a 6-foot angled “hood” (9-guage) to backstops at Groveland
and Hillview Parks.
• Install/add 8-foot high chain-link fencing (6-guage) from backstop to
player’s bench with a 2-foot opening for players entrance/exit to home
plate area at Silver View Park.
• Replace existing chain-link fence fabric along first base line and straighten
a line post at Groveland Park.
2. The City will accept the price quote for backstop fencing improvements from
Century Fence Company of Forest Lake, Minnesota and enter into an
agreement for construction contract in the amount of $19,648 with Century
Fence Company for the above improvements.
3. A budget amount not to exceed $20,630 is hereby approved for backstop
fencing improvements with funding from the Park Dedication Fund.
Adopted this 12th day of October, 2009.
____________________________________
Joe Flaherty, Mayor
ATTEST:
____________________________________
James Ericson, Clerk-Administrator
(SEAL)