Loading...
HomeMy WebLinkAbout03-02-2015 Park Commission MinutesMINUTES OF THE ORONO PARK COMMISSION MEETING Monday, March 2, 2015 7:00 o'clock p.m. ROLL CALL The Orono Park Commission met on the above-mentioned date with the following members present: Chair Rick Meyer, Commissioners Jan Berg, Brenda Johnson, Bryce Johnson, Paul Pesek, and Julie Ruegemer. Representing Staff were Public Works Director/City Engineer Adam Edwards and Recorder Jackie Young. Council Member Lizz Levang was present. Chair Meyer called the meeting to order at 7:00 p.m. APPROVAL OF MINUTES 1. APPROVAL OF JANUARY 5, 2015 PARK CONLMISSION MINUTES Ruegemer requested the minutes be corrected to read Ruegemer rather than Rueggemer. Pesek moved, Berg seconded, to approve the January 5, 2015, Park Commission minutes as corrected. VOTE: Ayes 6, Nays 0. 2. APPROVAL OF FEBRUARY 20, 2015 PARK COMMISSION WORK SESSION MINUTES Brenda Johnson stated on Attachment 4 under the brainstorming category, three of the Park Commissioners had mentioned specific links from neighbors to trails was a priority but it is not included in that attachment. Johnson indicated she would like to have that included. Meyer stated it would likely be covered under Item No. 11, which includes sidewalks from neighborhoods to Orono trails or other connectors. Berg stated she could add another number and specifically list it under No. 12. Brenda Johnson stated the Park Commission was not talking specifically about sidewalks but links or connections between trails. Meyer noted the Park Commission talked about continuing the connection between Orono Orchard Road and the Luce Line and that the City has talked about continuing the connection along County Road 19. Meyer suggested the language "continued support for trail connections" be added at Item No. 9 under the 2015 final priorities and assignments list. Berg indicated she will also create Item No. 12 to specifically list that. Brenda Johnson moved, Berg seconded, to approve the February 20, 2015, Park Commission work session minutes as submitted, with Attachment No. 4 being amended to include under 2015 Final Priorities and Assignments the Ianguage "continued support for trail connections" as well as under No. 12 under Brainstorming. VOTE: Ayes 6, Nays 0. CHAIRMAN'S REPORT 3. REVIEW OF PARK ASSIGNMENTS Page 1 of 12 MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, March 2, 2015 7:00 o'clock p.m. Meyer stated on Attachment No. 3, the second column lists the primary commissioner on the assigned parks, which means they would report first at the meetings. Meyer stated starting with the next meeting, there will be a section on the agendas for reports on park assignments. Meyer stated the other names listed in the third column are people who have agreed to help with the parks when there are improvements or other items they are interested in. Meyer noted the Park Commission has discussed perhaps eliminating Chevy Chase and Cygnet from the City's list of city parks. Meyer stated those two parks are more like a right-of-way or drainage area, and that the Park Commission can make a motion recommending the City Council eliminate Cygnet and Chevy Chase from the City's list of parks. Brenda Johnson moved, Berg seconded, to recommend to the City Council that they eliminate the park designation for Cygnet Park and Chevy Chase Park and classify them as an outlot or whatever language the City Council deems appropriate and to remove them from the Park Commission's park assignments. Bryce Johnson stated there must have been a reason why they were included in the first place and that perhaps the Park Commission should look at that. Ruegemer indicated that is also her concern. Levang stated Cygnet is located off of Watertown Road, and her understanding is that when the adjoining land was developed, there was a drainage ditch between two lots. As a result, the developer could not develop that land and it was donated to the City. Levang stated it is also her understanding that Chevy Chase was a similar situation and was donated to the City. Levang stated if you drive by Cygnet, there is a sign that says City of Orono, but it is basically a little ditch. Levang stated there is nothing that could be developed in that area since it is not flat land. Meyer stated he has visited both sites and neither one of them are functional as a park. Ruegemer asked if they will still be maintained by the City if they are removed from the City's list of parks. Levang stated they are just natural drainage areas and that not much happens there. Edwards stated in a 1997 City document, it specifically says that Cygnet Park's permanent classification is undetermined and largely undeveloped. Edwards stated other language used says problematic conditions unidentified and unused park, sometimes used for leaf disposal. Meyer stated there is another park on Big Island called Pleasant View. Pesek asked if that is a road. Edwards indicated that is basically an undeveloped right-of-way and was set aside in the event a road is ever built in that area in the future. Page 2 of 12 MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, March 2, 2015 7:00 o'clock p.m. Brenda Johnson asked what the topography is like in that area. Edwards stated that area is not used much and basically runs behind some cabins. Ruegemer commented there will likely never be a road there. Meyer asked how many acres it consists of Edwards indicated he is not sure. Meyer stated until he can review the area, he would not recommend removing it. Levang noted the Park Commission has no jurisdiction over Big Island but that they could recommend to the City Council that it be removed from the City's list of parks. Berg noted Gabriel Jabbour is the custodian of Big Island. Meyer stated it is listed on the City's website under the Park Commission and that perhaps that should be changed. Ruegemer asked who the Big Island Park is run by. Levang indicated the City Council has jurisdiction over Big Island and that Gabriel Jabbour is custodian of the areas that are owned by the City. Meyer noted it is not currently on the Park Commission's list of assignments. Meyer stated if it is not a park and the Park Commission has nothing to do with it, then perhaps it should be removed. Edwards stated there are various designations for city -owned land and that the Park Commission could make a recommendation that it not be classified as a park. Levang stated she would concur with Edwards and that it clearly should not be under parks and not be called a park. Levang stated the Park Commission could make that recommendation to the City Council. Meyer moved, Pesek seconded to recommend to the City Council that they remove Pleasant View Park from the Park Commission's list of parks and to eliminate the designation of park. Brenda Johnson stated she has not seen the area but that she does not really agree with the way the parks are divided up into different territories, such as the golf course and Big Island. Johnson stated the Park Commission competes with them for money and that perhaps the City Council should look at the way those are divided up. Pesek asked if Pleasant View has some kind of designation. Edwards stated it is designated as a city park but that the Park Commission does not have jurisdiction over it. Pesek stated the Park Commission should find out why that is. Page 3 of 12 MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, March 2, 2015 7:00 o'clock p.m. Edwards stated his only knowledge relating to that is that the golf course and Big Island were left off the charter. Levang stated at the time the City Council elected to re-establish the Park Commission, they assigned what they thought was manageable. At the present time Big Island is being managed by Gabriel Jabbour and that the City Council did not see a need to change that. Levang stated the Orono Golf Course is under the management of the Public Works Department and is operated as a separate enterprise. Levang stated it is designated as open spaces but is not classified as a park since it operates as an enterprise. The golf course has its own accounting system, its own budget, and its own staff similar to the Planning Department. Levang stated from a supervisory and economic standpoint, it would not have made any sense to move it under the Park Commission's jurisdiction since it needs to operate as an enterprise and not as a park. Berg noted expenses associated with the golf course do not come out of the Park Commission's budget. Ruegemer stated she does not understand the need to take Big Island or the golf course off the City's list of parks since the Park Commission is not in chargee of it. Ruegemer stated Big Island is another place for families to explore and that she does not understand how taking it off the City's list would serve anything. Bryce Johnson suggested it be included under Big Island on the website. Meyer stated Big Island has its own web page and perhaps some information on Pleasant View could be included there. Meyer noted the Park Commission does not maintain it and that he is not aware of what kind of shape it is. Meyer stated the Park Commission does tour Big Island once a year and that the City is kept informed on what is going on out there by Gabriel Jabbour. Meyer moved, Brenda Johnson seconded, to rescind the previous motion relating to Pleasant View. VOTE: Ayes 6, Nays 0. Edwards displayed an overhead of Chevy Chase Park and Cygnet Park. Edwards stated both of those areas are pretty much drainageways. Pesek asked how big it is. Edwards stated it is long and narrow with a ditch in the middle of it but that he does not know the exact dimensions. VOTE ON THE FIRST MOTION REGARDING CHEVY CHASE AND CYGNET PARK. VOTE: Ayes 6, Nays 0. 4. 2015 PRIORITIES AND WORK SESSION ASSIGNMENTS Meyer noted the 2015 priorities were developed as part of the Park Commission's work shop. Meyer noted Commissioner Berg has created a spreadsheet for Lydiard Beach and that the goal is to have; spreadsheet for each park. Page 4 of 12 MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, March 2, 2015 7:00 o'clock p.m. Meyer stated for the projects that are contemplated for this year, the Park Commission should have some type of spreadsheet or punch list with pricing so the Public Works Director knows what needs to be done and the costs associated with those projects. Meyer stated the costs to the City should also be included. Meyer indicated he will work with Commissioner Berg on creating a spreadsheet for Livingston Tower Park. Meyer suggested the other Commissioners work with Commissioner Berg on creating a spreadsheet for their parks. Edwards recommended the spreadsheets just be done on the parks that the Park Commission has identified projects for this year. Edwards stated he does not need a spreadsheet for a park that just has routine mowing and maintenance done on it. Edwards stated if there are items the Park Commission notices need to be done at a specific park, they can simply contact him. Berg indicated one of the goals with the spreadsheets was to also track the dollars being spent at each park. Berg stated her understanding is that the mowing contract has to come out of Park Commission's budget. Meyer stated creating the spreadsheets for certain parks might be a good topic for a work session. Pesek stated he has noticed that Highwood Nature Park only has space for two vehicles and that he was wondering when the Park Commission would discuss something like that. Meyer stated the Park Commission would need to obtain cost estimates for something like that and then decide whether that is something that should be done. Meyer stated once the spreadsheets are created, a budget would need to be created, and then the Park Commission would vote as a whole on whether specific projects are worth pursuing. Ruegemer stated in her view there is ample parking at Highwood since it tends to be a more passive park. Pesek stated there are only two parking spaces there. Brenda Johnson noted Chair Meyer had asked her to create a list of the facilities and amenities at each park and that she has spoken with the Public Works Director and was provided the documentation that he has. Johnson stated on his spreadsheet there is a little column over on the right of what needs to be done and that there seems to be multiple uses for the spreadsheets. Meyer stated when it comes time to move forward on a project, he would like to move from the generalized list by creating a more definitive list. Berg stated it is a way to track how much items cost, and that once the Park Commission knows what is needed at a specific park, donations could perhaps be sought. Brenda Johnson stated the list of park facilities and amenities could be used on the website as well without all the maintenance and cost data. Edwards stated he provided to Brenda his own personal spreadsheet that he uses to track what needs to be done at the various parks for routine maintenance as well as the overall condition of the park and equipment at the park. Edwards stated if one of the Park Commissioners notices something needs to be Page 5 of 12 MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, March 2, 2015 7:00 o'clock p.m. done at the park as far as routine maintenance, he would suggest they simply call him and that he would not need a spreadsheet outlining everything in the park. Edwards suggested the spreadsheets focus on possible future improvements. Berg stated the spreadsheet is for planning purposes as it relates to improvements. Pesek stated the items should be prioritized. Meyer stated the Park Commission will have to identify different items as priorities but that they may change based on costs. Meyer stated the Park Commission will need to identify what improvements they feel should be made at a specific park and then the Park Commission can decide what can be done. Meyer noted the Park Commission has identified Items 1, 3, 5, and 7 as some of the priorities for this year that have costs associated with them. Brenda Johnson asked why the website is not one of those priorities. Berg noted it is listed as No. 6. Meyer stated the commissioners working on the website will need to come up with some costs and then present that to the Park Commission. Meyer stated if an assessment of a park was not done on the park tour, the commissioner assigned to that park will need to create a punch list of items that need to be done. SPECIAL COMMITTEE REPORTS 5. WEBSITE REVIEW — JULIE AND BRENDA Ruegemer stated her and Commissioner Brenda Johnson reviewed the City's website and have identified certain items that are confusing or need to be updated. Ruegemer stated the main goal is to have the parks easy to find on the website and easy to find on land, which in their view is not happening right now. Ruegemer and Johnson stated the current obstacles to the City's website are as follows: Generally first-time website guests do not know or care what entity manages any given park. On the current website, finding information about a specific park requires this knowledge. 2. It is difficult to discern "Parks -Orono" from parks managed by other entities but located in Orono. The website seems to be designed from an administrative perspective rather than an end user. 4. The functionality is cumbersome. Too many clicks are required, and when a piece of information automatically downloads, the user then is no longer interacting with the website but with a pdf file to be stored on their own computer. This process causes the user to get frustrated. 5. A user cannot find the geographical locations given the instructions currently on the website and key information needed for using a GPS is missing. Page 6 of 12 MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, March 2, 2015 7:00 o'clock p.m. 6. There are different filesAocations on the website for parks, trails, open space, beaches, boat launches. 7. Wailing routes in Orono does not work as intended. 8. Intended links to non -Orono sites are broken, such as Hennepin County and Baker Park. 9. The MAPS link lists three sub -links that when clicked, each downloads a PDF file. 10. The park history link is incomplete. 11. There are different terms used in the CMP and in various sections of the park -related website. 12. The Adopt -a -Park does not appear to be in use as it was updated in 2005. 13. The Park Commissioners should be easier to contact. There are too many steps and the e-mails are not in text as well as a link. Clicking on e-mail takes a user off Orono's site and onto your own e-mail system. It is also cumbersome to e-mail a joint e-mail to other commissioners. 14. There is not a link for "Leaving a Legacy." 15. There is no link to the donation policy. Meyer stated he would like to see the parks listed by category, such as natural, active, etc. Ruegemer stated the current website is complicated because it involves too much hunting to find what you are looking for and that they could simply have a full alphabetical listing of all the parks rather than organizing them by who manages them Ruegemer and Johnson presented the following suggestions for the City's website: 1. A quick link should be located in the column on the left where the Orono Golf Course is located. The link should bring up a park website just as the golf course link brings up a separate web page. 2. Group the parks under Parks and Recreation in Orono. 3. Listing all parks in another format may improve the usefulness of the information. Listing all the parks alphabetically with relevant information contained within the specific park would be an easier to use function. 4. Provide an overview of an Orono park map that visually shows where all parks in Orono are located. This map should be interactive with pop-up information, links to Google maps or other GPS systems. All parks should link to Google Maps from the park address so that the user can activate a map from their chosen location.. 5. The type of park and facilities should be included on the map as coded symbols and putting your ctuser over the park location or the list of text on the right should link to one another. 6. Also have a heading labeled parks in the horizontal header. Page 7 of 12 MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, March 2, 2015 7:00 o'clock p.m. 7. Minimize the number of clicks throughout the website. S. Make sure all links work as pop-up window and selectively if it makes sense offer downloading and printing as an option. Also have a printable brochure. 9. Make sure all links are current and function as intended allowing pop-up window, downloading and/or printing. The links should open up into the current window or give the viewer the option of opening it, downloading and/or printing. 10. Update and complete park history link. 11. Make the terms used in the CMP and in various sections of the park -related website consistent. 12. Include and update the Adopt -a -Park section. 13. Create an easy way to contact the Park Commissioners. Currently clicking on the e-mail tab takes someone off Orono's site and to your own e-mail system. It is also cumbersome to e-mail more than one commissioner. 14. Include a link for "Leaving a Legacy" and identify a contact person. 15. Include a link to the Donation Policy. Meyer stated the website needs to be easy for computer illiterate people. Brenda Johnson noted there are user standards for websites. Ruegemer displayed the Minneapolis Parks website on the overhead. Ruegemer stated in her view this website is easy to use, has a full alphabetical listing of the various parks, and includes each park's features and amenities. Also included are rentals, permits, and history tabs. Meyer stated he would like either a street map or a satellite map of Orono with the numbers assigned to the various parks. Meyer stated the user could then click on the number and expand the information about the park. Meyer stated these suggestions will need to be further refined and that perhaps the Park Commission could discuss it at a work session. Meyer noted the IT staff with the City will need to also get involved. Levang noted the Park Donation Policy is on the website currently. Bryce Johnson stated he likes the concept of grouping the parks by use. Brenda Johnson stated in her view it is important to identify the type of park. Johnson stated this presentation was intended as an introduction to the problems and difficulties they encountered when using the City's website. Johnson stated in their view including the GPS coordinates is critical to helping people locate the parks as well as being able to download a map. Page 8 of 12 MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, March 2, 2015 7:00 o'clock p.m. Bryce Johnson noted the Park Commission has identified the website as one of their top priorities for this year and that he would like to see them go to the next step, such as what investment is required. Berg stated in her view this is a key work session topic. Meyer stated the website is a way to let people know what is happening with the parks and that they should get the City's IT person involved. Edwards stated the City has a master contract for their website and that the local webmaster can make some minor changes and add some links at no extra cost. Edwards stated changing out text and adding or deleting photos is pretty routine and can be done by the administrative staff. Edwards stated he is not aware if the City has the capabilities in-house to do the interactive maps. Edwards indicated the City's IT person does not have anything to do with the City's website and that currently the website is updated by one of the administrative staff. Meyer suggested Commissioners Ruegemer and Johnson find out what can be accomplished in-house and what needs to be outsourced. Pesek asked how many visitors a month the website receives. Edwards stated that information can be provided. Ruegemer stated people will not routinely use the website if it is difficult to navigate. Meyer stated information in the City's newsletter can be included whenever any updates are made to the website as well as the parks and that he does not want to undertake projects to different parks if people are not aware of the improvements. Brenda Johnson indicated they will speak with Staff about what they are proposing and see what kind of approach should be taken. Levang suggested the Public Works Director speak with the City Administrator fust since she would be the one to make the decision and not the administrative staff. Meyer suggested a work session be scheduled, with the Public Works Director meeting with the City Administrator before to that. Edwards recommended a meeting with Brenda, Julie, and the webmaster be scheduled. Edwards stated he knows fixing some of the smaller items will be pretty easy to do, but the longer term goal is how to make the website better. Berg stated it sounds like the website is being redesigned and that it may be necessary to hire ; t professional. Levang stated as it relates to the golf course, the City set up a separate website, which would be an option for how some of the specifics could be handled. Levang stated to her understanding the website template Page 9 of 12 MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, March 2, 2015 7:00 o'clock p.m. restricts the number of pages that can be used and that she is not sure what the City's capabilities are. Levang suggested the Public Works Director determine the City's capabilities. Meyer stated creating a separate website for the parks might be one option, but that until the Public Works Director meets with the City Administrator, they will not know if that is the way to go. Bryce Johnson suggested the company who designed the website originally also be contacted. Johnson stated as more and more companies use apps, websites may someday become obsolete, and that the Park Commission should perhaps look at those as well. Berg stated Commissioners Ruegemer and Johnson could also speak with someone from Wayzata about their website. Berg concurred that the Park Commission should have a work session on this and that it is going to take time to get everything accomplished. Berg stated she was very impressed with what has been presented so far Meyer stated he is also intrigued with the app concept. Meyer suggested Commissioners Ruegemer and Johnson speak with the Public Works Director and then let him know when they are ready to hold a work session. 5a. APPOINTMENT OF VICE CHAIR TO THE PARK COMMISSION Meyer recommended Jan Berg be appointed vice chair to the Park Commission. Meyer stated in his view it is important to have a vice chair in the event he is unable to attend a meeting. Meyer noted Jan Berg has a lot of experience with the City. Brenda Johnson moved, Ruegemer seconded, to recommend to the City Council that Jan Berg be appointed Vice Chair of the Park Commission. VOTE: Ayes 5, Nays 0, Berg Abstained. STAFF REPORTS 6. PUBLIC WORKS DIRECTOR/CITY ENGINEER UPDATE Edwards stated the Public Works Department has continued to clean up the parks. Edwards noted the trees placed on the map represent the parks where tree trimming has been performed. The Public Works Department has also performed snow removal in the parking lots and trails over the past couple of months. Edwards indicated he is hopeful the City will be able to execute the contract tree trimming early next week as long as road restrictions do not go in place. Edwards stated they will be performing tree trimming within the right-of-ways as well. Berg asked what happened on Old Beach Road. Edwards indicated the Public Works Department installed a gate at the end of Uld beach .Koad where it used to connect to County Road 19. Edwards indicated pedestrians can still walk or bike in between the gate to access the trail but that someone will not be able to get a motorized vehicle through it. Edwards stated Old Beach Trail used to be a through road and then approximately 15 years ago it was changed to a cul-de-sac. Page 10 of 12 MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, March 2, 2015 7:00 o'clock p.m. Edwards stated he had received a number of complaints from residents about vehicles going through there so the gate was installed along with some boulders on the residential end. Edwards stated the problem with vehicles taking that route was likely due to certain GPS companies not updating their street files so it is still shown as a through street. Edwards reported the City received a check from a benefactor today who has taken advantage of the donation program. The benefactor donated a bike rack, a picnic bench, and a picnic table for the Crystal Bay Park. The new items will be installed once the weather improves. Berg asked if the Public Works Department still floods the Casco Point skating rink and whether people use it. Edwards stated people do use it and that the Public Works Department does periodically flood it and broom it. Berg asked if there are any benches there. Edwards indicated there are. Meyer asked if there is still sledding at the golf course. Edwards indicated there are still people who sled at the golf course. Meyer asked if that is listed on the website. Levang stated it is listed. Meyer indicated he will contact the local newspaper once the new items are installed at the Crystal Bay Park, Levang stated it can also be included in the next newsletter. Meyer stated he would like to see something on parks in every newsletter. NEW BUSINESS 7. FUTURE WORK SESSIONS Meyer noted Commissioners Ruegemer and Johnson will be meeting with the Public Works Director on the website and then come up with some suggested dates for a work session. 8. BUDGET SPREADSHEETS Meyer noted Commissioner Berg and himself will work with the Public Works Director on the spreadsheets. Page 11 of 12 MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, March 2, 2015 7:00 o'clock p.m. 9. COST FOR DONATION OF EQUIPMENT Meyer stated it is unlikely the cost of equipment has gone up since the last meeting so the Park Commission will not need to discuss this item further. 10. OTHER ITEMS FOR DISCUSSION Meyer indicated he recently drove by the Excelsior brewery and that they have some unique bike racks that take up very little space. Meyer encouraged the commissioners to take pictures of any unique items they might run into. Pesek noted Orono has the highest market value of anyone in the west metro area in 2005 but that Orono's property taxes are the lowest percentage. Pesek stated in his view the City has a lot of resources to tap into. Meyer stated he also took pictures of some unique informational signs or boards that the Park Commission could consider for their parks. Edwards displayed pictures of signs from Mound, Lake Minnetonka, and Wayzata. Meyer stated the signs are made with a type of plastic material so they are weatherproof. Meyer stated they are also easy to read and sharp looking. Meyer indicated he would prefer this type of sign rather than the box with the paper insert since the paper always shrivels and fades after a while. Meyer indicated he will call somebody at Wayzata Public Works and see if he can obtain the name of their vendor. ADJOURNMENT Brenda Johnson moved, Pesek seconded, to adjourn the Orono Park Commission meeting at 8:38 p.m. VOTE: Ayes 6, Nays 0. ATTEST: Page 12 of 12