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HomeMy WebLinkAbout08/16/1990CITY OF MOUNDS VIEW PARKS AND RECREATION COMMISSION AGENDA August 16, 1990 City Council Chambers 6:30 p.m. v1. Call To Order r/ I. Approval of the July 26, 1990 minutes III. Councilmember's Report TV. Chairperson's Report X. Agenda Additions i -VI. Greenfield Park Improvements i�VII. Bond Referendum Status - Commissioner Silvis kffilII.Puppet Wagon Status 4IX. Silver View Park proposal issues review XParks maintenance options and discussion on accountabilitiy YXI. Second Quarters Department Report �II. "Gypsy" Review, Commissioner 'Silvis XIII.Adjournment Sometime before, during or after the meeting I would like the Commission to visit Greenfield Park to see the changes with the baseball field expansion. MINUTES OF THE PROCEEDINGS OF THE PARKS AND RECREATION COMMISSION CALL TO ORDER ROLL CALL MINUTES PARK BOND REFERENDUM CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA AUGUST 16, 1990 MOUNDS VIEW CITY HALL 6:30 P.M. The meeting was called to order at 6:34 p.m. by Chairperson Burmeister. Commissioners present: Burmeister, Long, Trettel, Silvis, and Stevenson. Councilmember present: Quick Staff present: Director Saarion A motion was made by Commissioner Stevenson, seconded by Commissioner Silvis to approve the July 26, 1990 minutes as written. Motion passed, 5 ayes, 0 nays. Director Saarion requested the thoughts of the Commission regarding a Park Bond Referendum as mentioned earlier in the year to council. The Commission confirmed interest in pursuing discussion on a bond referendum tying in with the City Police Department and City Hall renovation project. Director Saarion informed the Commission that dicussion regarding the bond referendum was an the agenda for the City Council agenda meeting on August 6th. Director Saarion requested the Commission to give specific information of their desires so that it could be communicated to the council on August 6th. After discussion, the Commission indicated that they would like to tie a park bond referendum to minimum total of $300,000) to the Police and City Hall referendum to include park improvements throughout the City, but to specifically highlight asphalt pathways . . . which is a facility request of the community indicated by the City survey. Pathways are GREENFIELD PARK SILVER VIEW PARK CITY HALL EXPANSION also multi-facited because they accommodate diverse interests for all ages, including hiking, biking, rollerblading, skate boarding, use by strollers and wheelchairs. Ideas for other park improvements included: Hard Surface Pathways - at Silver View, City Hall, Ardan, Groveland and Greenfield Parks. New Playground Equipment - at Silver View, Lambert and Random Parks. Decorative, Permanent Trash Receptacles - at all the parks. New Hockey Boards - at Woodcrest, Lambert and Hillview Parks. Glider Swings - at Silver View, Ardan, Random, Greenfield, and City Hall Parks. Drinking Fountain - at Oakwood Park Exercise Course - at City Hall Park Small Picnic Shelters - at Greenfield and Groveland Parks The main idea is to give everyone in the community something at their neighborhood park. Director Saarion updated the Commission on progress at Greenfield Park baseball field and informed the Commission regarding approval from council for the addition of a sprinkling system. Director Saarion and Commissioner Trettel reported on the Silver View Park visit by council and residents reviewing the improvement proposal. Director Saarion explained the options provided by The Alliance for an.expansion concept for City Hall. Commissioner Stevenson asked if a youth center area had been looked PROGRAM REVIEW UPDATES ADJOURNMENT Respectfully Submitted, Mary Saarion, Director Parks, Recreation & Forestry into. Councilmember Quick replied that a community roon area was provided in each option and that further thought was intiated on the possibility of adding a basement to the Police Department wing addition. Director Saarion reviewed the programs including summer playgrounds, aquatics, youth and adult athletics and Silver View p i c n i c s h 1 e t e r dedication/celebration. Director Saarion informed the Commission that a pop machine has been placed at the City Hall picnic shelter. A request for security lighting at Groveland Park picnic area is being looked into by staff. Director Saarion informed the Commission that she will be on vacation the week of August 20 - 24. The Parks and Recreation Commission suggested that they meet one week earlier than usual, on Thursday, August 16, 1990. Commissioner Trettel reminded the Commission of old business regarding Jerry Linke's design work on the Silver View picnic shelter. Commissioner Trettel's concern is that the Commission has not officially thanked Mr. Linke frr his work in the preparation of the design of the picnic shelter. After discussion it was suggested that the Commission send a letter of thanks to Mr. Linke for his services regarding the picnic shelter. A motion was made by Commissioner Stevenson and seconded by Commissioner Trettel to adjourn the meeting. The motion passed, 5 ayes and 0 nays. MEMO TO: MAYOR AND COUNTIL FROM: MARY SAARION, DIRECTOR PARKS, RECREATION AND FORESTRY DATE: AUGUST 1, 1990 SUBJECT: PLANTINGS AT GREENFIELD PARK Forester Wriskey has developed a planting scheme to compliment the improvements at Greenfield Park. This plan includes buff ereing the adjacent home with Amur Maples and planting for shade around the rear and sides of the bleachers as well as decorative plantings in the area of the leveled berms near the playground area. The funding for purchase of the shrubs and trees and the transplanting of four trees, a sum of $2,000 is not budgetted.If Council wishes to approve the plantings at Greenfield Park, Junds-could be used from the Parks Improvement Fund, contingency, appair and Betterment Fun or the undesignated funds. REQUEST: Council's consideration in approving plantings at Greenfield Park at a cost of about $2,000 to be funded from a source of funds as decided by the Council. aK (1-ce-n-C,e-Id ra, c i 5-7 A w%v r Ft -e. I d M,010 -6'41,p c --,%&d z Cal. AJQ.-wj j M c p ie or of o i've e, -2-J14 r ie� 3 7'a a- 9'v p -L r k 1 N m IN 5 I crcu+�� M.iL p to or EQ;JI V sj,'Je l ree �12-1 �F �('- SuM1tAAR %r22n�� plz Red. SPS. J630o.no 15 W1 g,sc . 5A,,V45- �30G,(, ,,, 'a, 000, " August 9, 1990 Dear Maurie; I f 0 OR gv�Qw RAMSEY COUNTY, MINNESOTA 2401 HIGHWAY10 MOUNDS VIEW, MINN. 55112 784-3055 The vehicle that has been used during the past years for the Mounds View/New Brighton puppet wagon has seen it's last days. The body of the vehicle is rusted out so badly that the fumes from the exhaust system penetrate through the holes in the floor and sides. Also, the roof leaked terribly. It was brought in for roof repair but the sheet metal worker suggested that the vehicle was not worth the cost of repair. The engine is also in need of repair. For these reasons our vehicle maintenance mechanic suggested that the vehicle should be junked. Needless to say this puts us in the position of re -thinking the joint puppet wagon program between our cities. There are three options that I see as considerations. 1.) Continue with the joint program. This means finding a new vehicle or puppet wagon trailer or some kind of a facility to accommodate performances. 2.) Discontinue the joint program. 3.) Each city continue a program separately. Perhaps we should discuss the options with our Commissions and Councils to get a feel for their committment and support of the Puppet Wagon to determine what avenue we should pursue for next year. Sincerely, Mary Saarion MEMO TO: MAYOR & COUNCILMEMBERS FROM: MARY SAARION, DIRECTOR PARKS, RECREATION & FORESTRY DATE: AUGUST 8, 1990 SUBJECT: SILVER VIEW PARK PROPOSAL REVIEW The Silver View Park proposal has been placed on the agenda for discussion and review during the Monday, August 20, 1990 council agenda session. I will be out of town on vacation this week and therefore unable to attend. However, members of the Parks and Recreation Commission and Forester Wriskey will be present. Here are questions and issues which you may wish to discuss further to determine whether changes should be made when considering adoption of the proposal. 1. South side of sliding hill. Should the south side of the hill remain unmowed or should it be mowed to 8-10 inches or are there other suggestions? A decision must be made to determine the level of maintenance. 2. Pond weeds. The proposal suggests that the weeds should be harvested twice a year using the cable and hook method suggested by Environmental Specialists. This is a great concern of residents and is listed as a priority in the Pond section of the proposal, page 14 and 18. 3. Pathway. The proposal suggests that the pathway should be completed around the entire pond with woodchips as a surface material. The northerly pathway should be replaced with a hard surface material from Long Lake Road to Silver Lake Road and leading to the picnic shelter. 4. Buffer Area of Pond. The proposal recommends that the grasses and brush should be allowed to grow up to the path (allowing one cut on the pond side of the trail.) The proposal suggests regulated control of the buffer area by means of selected pruning and trimming. The concept plan designates the pond and buffer area as a nature area. "Grooming" the nature area is contrary to the philosophy. is everyone in agreement with this fundamental concept? What policies and enforcement will support this conceptual philosophy? 5. Time line and priorities.? This question cannot be answered because funding has not been secured and funding determines when projects can be initiated. The priority and time line is simply a scenario that the Task Force developed in the event that all the suggested funding was granted or approved without delay. August 9, 1990 Mr. Cliff Ash 2664 Lake Court Drive NE Mounds View, MN 55112 Dear Mr. Ash: I Of RAMSEY COUNTY, MINNESOTA 2401 HIGHWAY10 MOUNDS VIEW, MINN. 55112 784-3055 FAX: 784-3462 As requested, the Mayor, Councilmembers and I will attend the Silver Lake Woods Homeowners Association meeting on Wednesday, September 5 at 7:00 p.m. at City Hall. For your information, the Council will be reviewing the Silver View Park proposal on Monday, August 20, 1990 at 7:00 p.m. agenda session at the City Hall in the council chambers. You are certainly invited to attend this meeting. Sincerely, Mary Saarion, Director Parks, Recreation and Forestry MS/SL printed on recycled paper 1 cit4 of RAMSEY COUNTY, MINNESOTA 2401 HIGHWAY 10 MOUNDS VIEW, MINN. 55112 784-3055 FAX: 784-3462 August 10, 1990 Dear Parks & Recreation Commissioner: Remember that the August meeting is one week earlier than usual and will be held Thursday. August 16 1990 same time and same place. I think it would be worth our while to take a visit to Greenfield Park so that you can see for yourself the changes that are taking place. Perhaps we can carpool as a group. If you are unable to attend the meeting please call or leave a message at the office at 784-3055. Sincerely, Mary Saar n, Director Parks, Recreation & Forestry printed on recycled paper MEMO TO: MAYOR AND COUNCILMEMBERS FROM: MARY SAARION, DIRECTOR PARKS, RECREATION & FORESTRY DATE: AUGUST 1, 1990 SUBJECT: REVIEW CURRENT SYSTEM OF ACCOUNTABILITY I wish to review the current system of implementing parks maintenance as defined in the organizational chart and job descriptions regarding parks maintenance. The Director of Parks, Recreation and Forestry is accountable to two elements of parks maintenance according to the Position Accountability Write Up which is attached. One area of accountability is communicating park need as stated thusly: "Participates with the Public Works Foreman in developing a comprehensive parks maintenance program to include mowing, care and grading of ballfields, parking lot maintenance, shelter building, flooding for ice rinks, etc. and follows through to ensure the program is effectively implemented as scheduled." Implementation of this task requires relaying parks maintenance needs as information is gathered through weekly park inspections and as communicated by residents and park users. Also special park preparation needs for special events, league activity, playcenters, etc. must be communicated to the Public Works Foreman. Weekly meeting and daily communication relays long term and short term park needs to the Public Works Department. To the shagrin of the Public Works Department, the spur- of -the -moment, immediate needs also occur as needs arise due to weather conditions, vandalism, circumstances, ie. broken locks, sign messages, damaged play equipment, etc. The opportunity to relay park needs is a vital necessity for implementing park recreational activities. In summary, the Director is currently accountable to communicating parks maintenance needs to the Public Works Foreman. The Public Works Foreman is accountable for implementation of parks maintenance needs. The other area of accountability of the Director is in the park budget as stated thusly in the job description: "Develops and submits a sound and documented recreational programming and parks department budget and controls expenditures accordingly within approved budgetary limitations including both the needs of the recreation programs equipment inventory and supplies, recreation activities and parks needs." The Director currently prepares six separate budgets. The council may wish to consider offering the Parks Operations budget preparation to the Public Works Foreman who would then be accountable for control of the parks operations budget. This is reasonable because generally supplies and equipment is ordered and purchased by the Public Works Department. However, bills are approved for payment by the Director. This is an inefficient procedure because in many instances the billings are vague and inquiries must be made to verify the appropriate accounts. The Public Works Foreman is the appropriate person to prepare the Parks Maintenance operations of the budget, to be accountable for control and sign payment vouchers. Because purchases of park supplies and equipment is made by the Public Works Department, control of this budget is our of the hands of the Director. On the contrary, Park Improvements and Parks Capital and Construction budgets are developed by the Director for these reasons: a) Parks Improvements require long and short term planning for needs perceived by statistical information, future forecasts, census and demographical data. b) The Director is the staff laiason of the Parks and Recreation Commission and therefore represents the Commissions advise to the City Council. c) Park Improvements are implemented generally as a result of leisure recreation needs of the community as communicated to the department by residents and parks users. Through a planning process the community park needs are assessed and administered through funding acquisition. d) Park improvememt funding is administered through grants writing, Park Dedications, budgettary planning, bond referendums and contributions. The Council may wish to consider who should be accountable to the parks operations budget considering that control usually is accountable to those that make purchases. MEMO TO: MAYOR AND COUNCILMEMBERS FROM: MARY SAARION, DIRCTOR PARKS, RECREATION & FORESTRY DATE: AUGUST 1, 1990 SUBJECT: OPTIONS FOR PARKS MAINTENANCE Listed below are three (3) options for consideration regarding re- structuring the parks maintenance division. Advantages and disadvantages are offered for each option. #1. HIRE AN ADDITIONAL PARKS MAINTENANCE EMPLOYEE. This would bring the parks maintenance division to three (3) employees. One employee could be designated as the Parks Lead Worker. The Parks Lead Worker would be under the supervision the Public Works Foreman. With this option it may be contemplated whether or not the Parks Maintenance Division would be responsible for both projects and general parks maintenance tasks. One scenario may be that during emergency situations such as sewer main breaks or snow storms, Parks Maintenance employees would be requested to assist the other departments as necessary. Likewise emergency situations in the parks would necessitate assistance from the other public works department divisions. Advantages: 1. This option would provide the consistency in parks personnel to provide the necessary daily general maintenance requirements of the parks. 2. A Lead Parks Maintenance worker could perhaps free up time of the Public Works Foreman. 3. An additional parks employee may provide the manpower necessary to accomplish the Parks Maintenance Standards assuming that duties are general parks maintenance, omitting special projects. Disadvantages: Hiring an additional parks maintenance employee requires additional funding. #2. HIRE AN ADDITIONAL PUBLIC WORKS EMPLOYEE AND CONTINUE WITH PUBLIC WORKS MAINTENANCE POOL. This system offers opportunity to pool the skills and abilities of employees and assign work tasks to those who possess the skills to best complete individual tasks or projects. Advantages: 1. Pooling -offers flexibility in assigning work tasks because a cross department assures that each employee can perform the necessary maintenance functions to run the city. 2. Employees develop skills in multi -divisions with Public Works. Disadvantages: 1. Lack of consistency in parks maintenance due to a routine task being performed by different employees over time. 2. In a pool system parks could be considered a lower priority resulting in a delay in routine maintenance tasks until other pooled projects are complete. #3. MAINTAIN THE PUBLIC WORKS FORCE AS CURRENTLY STRUCTURED Advantages: 1. The cost of the Public Works Department would remain basically the same. Disadvantages: 1. Increased expectations requires increased production and as timespent predictions will show, an increase in employee hours is necessary to accomplish the level of service maintenance requested in the parks. MEMO TO: MAYOR AND COUNCILMEMBERS FROM: MARY SAARION, DIRECTOR 0 PARKS, RECREATION & FORESTRY DATE: AUGUST 1, 1990 SUBJECT: ORGANIZATION OF CABLE TV At present the activity of Cable TV is not included in the organizational chart and therefore direction and supervision of Cable TV activities has not been assigned or given accountability to any person or department in the City of Mounds View organization. It has, in the past, been adopted by the position of Director of Parks, Recreation and Forestry because, especially in the infancy of cable tv, the initial programming began with recreational activities. Since that time Cable TV programming has expanded and covers many more topics and activities than simply recreation and parks activities. I have researched job descriptions and can find no one who is specifically assigned to supervising personnel or assigned as a Cable TV Committee laiason. The posititon of Director of Parks, Recreation & Forestry has assumed this role for the past six years. However, Cable activity is becoming an integral part of daily city business. Because of this fact, staff will be recommending a 1/2 time position for a Cable TV employee to be accountable for implementing special projects and regular programs as suggested by the Cable Committee. Also, this person could be responsible for implementing long and short term goals established by the Committee. Funding for this position would be from the Cable TV franchise fees fund. Perhaps Council wishes to discuss and consider who should be responsible for budgetting, staffing and supervising Cable TV activity and staff. MEMO TO: MAYOR AND COUNCIL FROM: MARY SAARION, DIRECTOR PARKS, RECREATION & FORESTRY DATE: AUGUST 1, 1990 SUBJECT: QUARTERLY DEPARTMENT HEAD REPORT (APRIL, MAY, JUNE) Recreation Activities: Spring programs concluded during this time Summer programs began during this time. Over 50 general programs were offered along with 14 aquatics programs, eight youth softball/ baseball leagues and six adult softball leagues. This time of year is very hectic with over 1796 registrations during these three months, or an average of 30 registrations per day. Recreation Administration: Summer aquatics staff was hired and trained Puppet wagon staff was hired Summer playground staff was hired and trained A grant request was submitted to the North Suburban Youth Association for NYSCA certification fees. (Grant was approved) Volunteer youth coaches were trained and certified with NYSCA. Forty-nine coaches were trained and certified. Transportation Vehicle grant application was submitted. (Grant was approved). May/June City Newsletter was published Lakeside Park Beachhouse dedication Hillview Park Open House Adult Softball league meeting. Sixty-seven teams, seven leagues twelve divisions. Parks: Park clean-up activities Silver View Park planning meetings Silver View picnic shelter sodding Woodcrest Park drainage remedy Oakwood ballfield seeded/infield/backstop, benches, bleachers installed Eagle Scout projects; VB courts at Silver View and Oakwood General parks maintenance, summer activity preparation including play equipment inspections, athletic field preparations, removal of rink walkways, seeding, fertilizing, spraying, mowing, sprinkling system maintenance, water fountain maintenance etc. Forestry: Finished woodpile inspections Performed tree trimming in the parks Began city diseased tree inspections Taped two segments of "A View From the Mound" Distributed tree sale purchases, 105 trees ordered Supervised Arbor Day planting project with students at Pinewood School Prepared flower beds throughout the city Planted tree and shrubs in parks Transplanted and removed trees in parks as circumstances required Responded to approximately 250 citizen calls and 125 citizen contacts regarding tree and landscape questions. Cable TV: Taped "View From the Mound" for May and June programs Taped a day trip for adults to Duluth Taped Special Olympics, Aquatics Taped "City Beat" Taped City Council meetings Taped Recreational Activities Review Taped T -Ball game The Cable Committe meets twice a month for production planning and monthly tapings of "View From the Mound".