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HomeMy WebLinkAboutCOMMISSION_MINUTES_2003-11-20Park and Recreation Commission Meeting Minutes November 20, 2003 fMeeting Called to order: 1. Roll Call: Present: Kroeger, Kunz, Mandoza, Edmond, Long, Silvis, Kunza, McIntyre, Steeves, Lee Absent: Dazenski 2. Approval of October 23, 2003 Meeting Minutes: Motion to approve as drafted: Silvis 2"d: Edmond No discussion Motion passed unanimously 3. Unfinished Business: a.) Parks Needs Analysis — The final version of the Parks Needs Analysis has been incorporated into the City's draft Capital Improvement Program (CIP). The proposed 2004 Budget has also been revised to include the recommendations from the Parks and Recreation Commissioners pertain to the Parks Needs Analysis. There are three major Parks related items that were identified as being financed by the Park Dedication Fund: Groveland Park Building Design ($20,000), Skate Park ($55,000), and the items associated with the 2004 Park Rehabilitation Program ($34,633). • No action needed at this time. Staff wanted to point out the two major items for 2004; Groveland Park Building Design and Skate Park. • The City Council did question $20,00 for the building design. It may be substantially less than that if the same design as Hillview is used. • Money is in the 2004 budget, the Commission could make revisions prior to making any recommendations to the City Council on expenditure of fiords. b.) No Smoking in City Parks — The City's legal counsel stated that some cities are restricting smoking in their parks, however the authority to do so is unclear. Marta McIntyre the City of New Brighton's smoking ban in City Parks. Attached is a copy of their Tobacco Free Park Policy. Also attached is an article from Allen Powell of the Pioneer Press regarding New Brighton's Tobacco Ban Policy. • Commissioner Mandoza summarized New Brighton's policy. Cards are handed out and signs were erected. They have not received any legal challenges. • New Brighton is willing to talk to the Commission if they wish to. • Commissioner Edmond question why this is an issue the Commission is pursuing. • The Commission was requested by a resident to look into this issue. c • Commissioner Kunza stated that the reason New Brighton pursued this issue was because of health reasons- second hand smoke, and controlling litter. { • Commissioner Edmond thought there are a lot of other health issues; car exhaust... Edmond stated that smokers are tax payers and questioned how the Commission can tell them how to recreate. • No further action will be taken at this time. c.) Facility Guide Update- The park trail / sidewalk map has been updated. The Golf Course data is currently being developed to be included in the brochure. It is anticipated that this will be presented to the Parks and Recreation Commission for review and comment at their January meeting. • The park trail / sidewalk map has both current AND existing trails and sidewalk. d.) YMCA Executive Committee Meeting • A meeting has been scheduled for Monday, December 8, 2003 at 2:30 PM • Commissioner Kunz who is assigned to this committee will not be able to attend. • Commissioner Kunza will fill in. e.) Park Usage Survey / Data Collection - Review collection form. Develop a data collection process. • Commissioner Mandoza developed the form • Add time recorded, remove time frames (10 to noon, noon to 2, 2 to 4) • Have three observation times per sheet. Each with its own time and date. • "People at the Park" add pre-school, K-6, and teens. • Add a section to the bottom for "Notes". • Add to check park facility: BBQ's, Rinks, Sliding • Change the check off to recording the number of individuals. • Get rink usage data from the YMCA. • Add "Day". • Add name of observer. • Commissioners to observe / record • What parks to observe? No exact plan was set. • Observe for about one year. f) Community Survey - This has been placed on the November 3, 2003 City Council Work Session agenda for discussion. It was tabled at that meeting to be discussed at the December 1, 2003 Work Session. At this time the City Council is considering a fifty (50) -question survey. Given that, the Parks and Recreation Commission may want to consider prioritizing the eleven questions previously recommended and submitted to be included in the survey. Attached is a copy of those eleven questions. • Council is looking at the eleven questions submitted by the Commission as well as the 112 questions from the original survey from 1988. • Commissioner Kunza asked what type of data are we looking for: Data on what we have now and what we may want to have in the future. • Commissioners when through the list and noted their top four questions; Silvis #2, 3, 4, 8 Long #2, 4, 8, 9 Kroeger #1, 3, 4, 10 Kunz #5, 7, 9, 11 Edmond #1, 4, 8, 10 Kunza #3, 6, 9, 10 Mandoza #1, 3, 4, 5 • The data collection sheets may answer some of these questions. • Use the survey to find out what amenities residents want in their parks. • The survey company that will be hired by the City will re -organize and re- phrase the questions. • These questions will be asked over the telephone; They need to be as simple as possible. • Are we leading with these questions? Should there be an open-ended question? • Commissioner Kroeger Summarized: We want to know what people think about what we have now and what they think we could do better. • Commissioner's assignment is to review the survey questions again. g.) Garbage Collection Fund Commissioner Mandoza contacted City Administrator, Knit Ulrich. Mr. Ulrich is checking into this issue. Lee will invite Mr. Ulrich to the next meeting. h.) Field Use Fees - Attached is the Park building and field usage permit. Also attached is the Park Amenity List. The former YMCA Coordinator informed the City that the $5 user fee for Greenfield Baseball field was being collected, however, it was not added to the 2003 Fee Schedule. It will be officially added for the 2004 Fee Schedule. • Originally started with Green field Park baseball field. • Commissioner Mandoza discussed including the soccer field. • The YMCA contacted other cities to discuss charging field use fees; Arden Hills $30 per day, Shoreview $12 per hour, Spring Lake Park $50 per use, New Brighton is looking into this issue. • Leagues, and YMCA activities do not pay currently. This fee would be for additional use or use by non -leagues, non -YMCA activities. • The funds collected from this fee structure will benefit these facilities. Motion to recommend adding a $10 field use fee to the 2004 fee schedule: Mandoza 2" d: Edmond I Discussion: Teams may want to negotiate. It should be cash payment only. This will be applied to all fields where a reservation is being made. YMCA activities and school district 4621 are exempt. Notify all organizations about the fee change. Motioned amended to exclude any schools in Independent School District #621 and the YMCA. It will be applied to all fields that a reservation is sought. The will YMCA send out letters to all organizations who have historically used these fields. Revised Motion passed unanimously There was a discussion about reserving fields in advance — contrary to current policy. This would be in addition to regularly scheduled practices. The Commissioners reviewed the Park Building and Field Usage Permit. The YMCA just wanted support from the Commission for conducting this policy. The Commission agreed with the YMCA. i.) Grant Information - At this time, Staff is only aware of the Department of Natural Resources Local Grant Program. Attached is a copy of 2004 Grant Application Letter. • DNR offer several types of grant. • Staff will be attending an open house on December 3, 2003 to get more information on these grants. • No action needed at this time. j.) Purple Loostrife - Insect treatment status • Insects (beetles) will be available in the spring of 2004. • Staff will harvest mature beetles in May or June of 2004 and relocate them in problem areas. • Boy scouts / girl scouts may get involved 4. New Business: a) County Road H Sidewalk Project Update — The City is re -bidding the portion from Silver Lake Road to the west City limits on January 8, 2004. • Staff will be bringing this to the City Council at the second meeting in January (January 26, 2003) for action. 5. Commissioner/Staff Reports • Commissioner Silvas attended the Lakeside Lions Park Meeting on / November 19, 2003. At the meeting, they discussed the possibility of y adding on a fishing pier. The DNR has offered a grant of $12,200. The total cost is $22,000. The remaining may come from other sources, donation, etc. The Commission discussed City funding sources; Park dedication. Motion to recommend expenditure of $6,000 from Park Dedication Fund as matching funds for a fishing pier: Motion: Silvas 2°d: Kunza Motion passed unanimously The Lions have already funded a 39 -foot diameter gazebo to be constructed within the Lakeside Lions Park in 2004. It will be located to the west of the existing shelter. There is a possibility of adding the reconstruction of the parking lot to the City's street project in 2004. Staff will add it to the bids as a bid alternate. Once the bids are received the two cities can decide if they want to proceed. • YMCA had their Halloween Party on October 30, 2003. About 300 people were in attendance. • Commissioner Kroeger recognized a person attending the meeting. It was Commissioner Edmonds son. • The City's web site might be vulnerable to having email addresses being taken off and added to junk email lists. Staff will investigate. 6. Request for future agenda items/other business Possible Items for December 18`x' Agenda • Facility Guide • Community Survey • Garbage Collection Fund • Grant Information • Motions to Council • Ice Rink update Next regular scheduled meeting will be December 18, 2003. Motion to adjourn: Motion: Long 2" d: Mandoza Motion passed unanimously Respectfully submitted by: Greg Lee