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HomeMy WebLinkAbout09-08-2015 Park Commission MinutesMINUTES OF THE ORONO PARKS COMMISSION Monday, September S, 2015 6:30 o'clock p.m. ROLL CALL The Orono Parks Commission met on the above-mentioned date with the following members present: Chair Rick Meyers, Commissioners Jan Berg, Brenda Johnson, C. 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. Bryce Johnson arrived at 6:36 p.m. Chair Meyers called the meeting to order at 6:30 p.m. APPROVAL OF MINUTES 1. Approval of July 6, 2015, Parks Commission minutes Meyers noted on Page 12 the word good should read food in relation to the concession stand. Berg moved, Brenda Johnson seconded, to approve the minutes of the Orono Parks Commission meeting of July 6, 2015, as corrected. VOTE: Ayes 5, Nays 0. PUBLIC COMMENT None CHAIRMAN'S REPORT 2. Livingston Park Improvement Plan Meyers stated Norling's bid for the improvements at the Livingston Park amount to $43,100. Meyers stated in his view the Parks Commission does not have to go with the cedar pergola for the picnic area but that the pergolas at the entrances would be very visually appealing and should stay in the bid. Meyers stated the Public Works Department could also perform some of the grading work but that he would leave it in the bid since it is not sure whether the Publics Work Department would have time to complete the work. Pesek commented the pavers seem to be quite expensive. Meyers noted the pavers are pasaius which is why they are more expensive. Pesek asked where the money would come from. Meyers indicated it would come out of the Capital improvement Fund and that in his view the Parks Commission would basically be asking for the interest on the Park Dedication money that has been received over the years. Brenda Johnson asked if the City has looked at competitive bids on the pavers. Meyers indicated this is merely a proposal and that the Parks Commission will need to decide what work should be completed. Once that is determined, the City will go out for bids. Brenda Johnson asked if the park dedication funds should be used in the area for which they were paid. Page 1 of 11 MINUTES OF THE ORONO PARKS COMMISSION Monday, September 8, 2015 6:30 o'clock p.m. Meyers noted some of the money was given a number of years ago but that it does not hurt to look for some kind of nexus with the developments. Levang stated the City does not typically allocate the funds to the development that pays the fees but that the City does look for some kind of nexus. Levang stated in the Oliver Hill development, there was no need to build a park so the City collected the fees instead. Levang stated if a park is needed in a new development, then that is a determination the Parks Commission makes. Brenda Johnson stated to her understanding there is a state law regarding the park dedication fees and that the intent is to replace land that is lost in that area as a result of a new development. Johnson stated she would encourage the Parks Commission to consider that. Levang stated the City gets audited every year and not using park dedication fees appropriately has never been raised as an issue. Levang stated those monies were taken with the intent that they would go into the fund and be used appropriately. Levang stated if the Parks Commission would like to draw on that money, they should make that argument to the City Council. Meyers stated they are asking for capital improvement money from the Park Dedication Fund. Pesek stated he has a concern with the price of the pavers but that in his view it looks better with pavers. Meyers stated he would like to make this park a little nicer than what the City has typically done in the past and that he would rather do it right the first time rather than going a little cheaper. Meyers stated crushed granite would be cheaper but that it would require periodic weeding. Meyers noted the City Council can either follow the recommendation of the Parks Commission or elect to do something else. Berg stated in her view this is a beginning point and that the Parks Commission does not have to do everything that is included in the proposal. Berg stated the bids could be tweaked after they are received. Meyers stated the bid could be divided into an option for permeable pavers and an option for no pavers but that the Parks Commission should do what the City would like the citizens to do on their private properties. Ruegemer stated the bid looks good and that she has no questions about it. Bryce Johnson stated it might be possible to get some donations for a few of the items. Meyers stated donations are definitely a possibility but that the items should be included in the bid unless the Parks Commission is aware of a definite donation. Meyers stated he would definitely like to have a drinking fountain, which is not included in the proposal. In addition, the planting of the pollinator garden is not included in the proposal, which could be something that volunteers could do. Meyers noted the benches and installation are not included and could be donated as well as the picnic tables and bike rack. Meyers stated there are some benches already there that could perhaps be incorporated into the design. Edwards suggested installing the pads where the benches or tables would go. Edwards stated the City could also purchase the benches. Page 2 of 11 MINUTES OF THE ORONO PARKS COMMISSION Monday, September 8, 2015 6:30 o'clock p.m. Meyers stated he would also like to do that for the drinking fountain. Meyers stated there could be a sign located on the trail notifying people where the drinking fountain is. Brenda Johnson stated she would include the drinking fountain as part of the bid. Meyers noted Norling's does not do that type of work but that the Public Works Department would be able to perform the work. Brenda Johnson stated she would like the City Council to approve the drinking fountain. Edwards stated the first step would be to have the City Council authorize the money for the improvements and then go out for bids. Meyers stated without the pergolas, it would be less than $40,000, and that the worst case scenario would be $45,000 with the drinking fountain and a pad for the porta-potty. Edwards recommended the Parks Commission ask for what they want right upright rather than going back later and asking for more. Berg stated benches are necessary, the pollinator garden is a wish, and signage is necessary. Berg stated the Parks Commission should ask for what they want. Ruegemer stated a pollinator garden is environmentally friendly and something the City should be promoting. Levang stated as a council member, she would like to see the whole package rather than have the Parks Commission come back in a few months asking for additional money. Levang stated the project could be broken out into phases for what should be done in 2016 and then in 2017. Meyers requested Edwards determine the costs for the signage, the benches, and the picnic tables. The Public Works Department will also be performing the tree trimming and tree removal, so those can be taken out of the bid. Meyers stated he would still like to ask for the whole amount so that the Public Works Department would not have to be on the hook for it. Levang stated as far as the benches, picnic tables and bike rack go, a reference to the City's donation policy could be highlighted in the newsletter. Meyers stated he would be willing to donate the picnic table. Berg stated the pollinator garden could be done in 2017 and perhaps through volunteers or donations. Meyers stated for priority items, he would like to see the hardscape items completed, such as the entryway pergolas and the pavers. Meyers stated he would also like to get the flower. gardens established and the trees planted this fall. Meyers asked how much the water fountain would cost. Edwards indicated it will probably be between $3,000 to $5,000 for the water fountain. Page 3 of 11 MINUTES OF THE ORONO PARKS COMMISSION Monday, September 8, 2015 6:30 o'clock p.m. Pesek concurred the Parks Commission should, ask for as much up front as necessary to complete the improvements rather than doing it piecemeal. Meyers stated the staining of the pergolas, irrigation, landscape lighting, and debris removal could be done by the City. Meyers suggested removing the pergola, removing the picnic table, and then adding the drinking fountain and port -a -potty pad into the bid. Edwards stated they typically add 10 to 20 percent to the estimate to cover any contingencies. The Parks Commission discussed the amount of money that would be necessary to complete the improvements. Edwards stated he will write up an action item for the City Council and that he will incorporate the changes discussed tonight. Brenda Johnson moved, Jan Berg seconded, to recommend to the City Council to authorize up to $50,000 to complete the proposed improvements at Livingston Tower Park in order to realize the design proposed by Norling's Landscape, with a drinking fountain and porta-potty pad being included in the project, and removal of the other options as discussed this evening. VOTE: Ayes 6, Nays 0. 3. Navarre Event, September 20 Meyers noted there is a'community festival scheduled for the Navane Park on Sunday, September 20 and that a number of events are planned for the day. Meyers stated the purpose of the festival is to promote biking and walking in the Navarre area. The Navarre Community Initiative is coordinating the event and that he would encourage the Park Commissioners to attend and help out if possible. Meyers stated once he receives Council approval, the plan is to have a display case to put pictures in set up at Livingston Tower Park. The bikers/pedestrians will go from Navarre Park up to Lyric, to Blaine, to the trail, and then to the Fire Department. On the way back, they will go by the Livingston Tower Park where there will be some refreshments available. Meyers stated he would like to put the display case up at different parks where improvements are planned highlighting some of the improvements. Currently there are12 to 15 volunteers but more are needed. Levang stated the event will start at 11 a.m. and go until 3 p.m. There will be a number of different events, including a bouncy house, bike rodeo, free food, vendors, an open house at the fire department, face painting, jazz music in the park from 12:00 to 1:00 as well as demonstrations of bikes and other things. Levang stated each child will receive a little gift bag. Meyers stated in his view it is a good way to build community spirit, and that if anyone would like to volunteer, to please let him know. Levang noted Julie Ruegemer is assigned to Livingston Tower Park for a two-hour shift to greet the public and speak to them about the proposed improvements. Edwards stated he will try to have the Council action item. regarding the proposed improvements ready for Monday's meeting. Page 4 of 11 NIINUTES OF IHE ORONO PARKS COMMISSION Monday, September S, 2015 6:30 o'clock p.m. Meyers stated the event has been heavily advertised, with two articles already published in the paper as well as signs and bikes up around town. STAFF REPORTS 4. Lydiard Beach Fence Edwards noted Lydiard Beach was categorized as a priority for this year, with one of the improvements being replacement of the bollards that demark the beach area from the parking area. It was also recommended that a barrier be created to mark the edge of the City property to dexter people from inadvertently wandering near the steep channel wall on the east side of the park. The Parks Commission had recommended a split rail fence be constructed along the boundary to delineate that. The fence requires a variance since it is within 75 feet of the shoreline. The Planning Commission recommended approval of the variance and then the application went before the City Council. At the Council meeting, some of the local residents spoke and raised some concerns regarding the fence and fishing. The City Council then referred the matter back to the Parks Commission. Edwards stated there are three main items: One, what is the purpose of the fence; two, the fence material type; and three, fence location. Edwards stated during the Council meeting, there was a debate over who owned what and Staff was directed to obtain a survey of the property. Edwards indicated that survey has been completed and it was determined that the little strip of land is actually owned by.the homeowner and the metal wall belongs to the homeowners association. The City would be responsible for the wooden wall. Levang stated the homeowner did indicate that a number of people frequently fish off the wall, which raises a concern with liability. Meyers noted the City's rules for swim beaches say no fishing or boats and that it would be up to the individual land owner to erect no trespassing signs or a fence to keep people out of there. Edwards noted there is a chain link fence on the west side. Berg stated if a chain link fence is put up on the east side, it will not be very visually appealing. Meyers stated aesthetically a split rail fence would be better and help demark the two areas. Brenda Johnson asked if this would be considered a'capital improvement. Edwards stated in his view the project will not reach $5,000 and would not be considered a capital improvement. The money would come out of the Parks budget for 2015. Meyers stated the Parks Commission will be reviewing their budget later in the meeting to see how much money is available. Meyers stated he is hopeful there is enough money available for the fence at Lydiard and the signs for French Creek. Berg asked how much the fence at Summit Beach cost. Page 5 of 11 NIINUTES OF THE ORONO PARKS COMMISSION Monday, September 8, 2015 6:30 o'clock p.m. Edwards stated to his recollection is was approximately $100 per 10 -foot section and it came out of the Parks budget. Ruegemer asked why fishing is not allowed. Meyers stated if people want to fish, there are other areas available, and that for the safety of the swimmers, fishing or boats should not be allowed since they are conflicting uses and someone could get hurt. Levang noted the City did receive complaints in the past from swimmers regarding fishing and boating. Edwards stated the original idea was to place the fence six inches inside the property line straight down. The other option would be to move it in five feet. The advantage of doing that is it gives more room to maintain both sides of the fence and allow the adjoining property owner to mow his property easier. Edwards indicated he did meet with the neighboring property owners who raised concerns with the fence and they seemed to be amenable to it after it was explained to them. If the Parks Commission decides not to go with the fence, bollards could be placed there or nothing at all, The Parks Commission reviewed Options I and 2. Edwards noted Option 2 moves the fence in five feet. Levang stated the fence would help delineate what is park land. Levang stated currently it is a little ambiguous. Berg stated she would run the fence up to the cattails, but if the City feels strongly about running it down to the shoreline, she would be fine with that. Brenda Johnson stated in her view additional no fishing signs should be added. Edwards stated there is a parks rule sign that says no fishing, but it is probably ignored. Brenda Johnson moved, Bryce Johnson seconded, to recommend Option 2, constructing a split rail fence five feet in from the property line. VOTE: Ayes 6, Nays 0. Brenda Johnson stated showing a demarcation of the property lines also sets a good model for the rest of the parks. Berg asked if the metal gates would remain. Edwards stated they would, and if a vehicle or snowmobilers require access, Public Works would simply open one of the gates. Brenda Johnson asked how many vehicles will be able to park with the change. Berg stated no one parks there because it is all grass. Edwards indicated there is room for two cars and that they will not be losing any parking. 5. Public Works Director/City Engineer Update Page 6 of 11 AHNUTES OF THE ORONO PARKS COMMISSION Monday, September 8, 2015 6:30 o'clock p.m. Edwards stated the graphic on the overhead shows the work that has been completed by the Public Works Department. The majority of the park signs have been painted and the recycling cans have been placed at Bederwood, Navarre, and Summit Beach. Some buckthorn spraying remains to be done. The Lydiard Beach buoys were installed for the second time since the first buoys were stolen. The Public Works Department also performed a bunch of tree trimming following the storm. Invasive species spraying has been done of the prairie at Lurton Park and will be seeded in the new future. In addition, mowing was performed at Big Island and the docks will be removed in the fall. Ruegemer asked if the Parks Commission will be touring Big Island. Meyers indicated he will call Gabriel 3abbour to see whether he would be willing to take the Parks Commission out there. A. Park Budget Update The Parks Commission reviewed the 2015 budget update included in their packets. To date the Parks Commission has spent slightly over $59,000, with $105,100 being budgeted. Edwards noted approximately 60 percent, or $7,197, has been spent out of the $10,000 that the Council allocated for miscellaneous park supplies. Brenda Johnson noted Mayor McMillan requested the Parks Commission submit a line item budget for 2016. Edwards stated the second graph shows a preliminary park budget for 2016. The Parks Commission reviewed the park budget proposal for 2016. Edwards stated the direction he received from the City Council was not to have an increase. Edwards stated he would also propose to change miscellaneous supplies to minor park improvements. Other changes include an increase for building/grounds maintenance supplies, decreased professional services and put additional funds under supplies and repairs. Edwards indicated the line for repairslmaintenance- buildingslgrounds was included to better reflect the types of services required rather than the professional services line, which consists mainly of the recorder fees. Brenda Johnson asked if the capital improvement project for Livingston Tower Park is included. Edwards stated it is not since this is merely -the parks budget for 2016 and that the capital improvement funds would come from the City's General Fund. Bryce noted the City is spending approximately $15 per citizen for parks and that he would be curious to know what it is in other cities. b.. Boy Scouts Edwards stated the City has two Boy Scouts who have approached the City about doing an Eagle Scout project. Thaddeus Steele has proposed to construct two to three benches in French Creek, with the City to provide materials and he would do the installation and labor. Weed fabric and mulch would also be added. Edwards indicated Thaddeus is going to try to do the project here in October. Page 7 of 11 MINUTES OF THE ORONO PARKS COMNIISSION Monday, September 8, 2015 6:30 o'clock p.m. Will Hutton proposes to design and install some butterfly gardens at Antoine Park, with the project to occur in the spring of 2016. Meyers stated Will Hutton could perhaps piggyback on the pollinator garden idea for Livingston Tower Park. Ruegemer stated to her understanding Will Hutton's mother is a master gardener. Brenda Johnson asked who would be maintaining the garden and ensuring that it is bee friendly. Edwards stated one option for the long-term maintenance is to have the neighbors maintain it. Otherwise the City will need to do it. Brenda Johnson asked where the benches will be located. Edwards stated they will be located where the blinds used to be. Meyers stated it would be important to site the butterfly garden near a water source. SPECIAL COMMITTEE REPORTS 6. Review of the August 14 Workshop Proposal to Purchase Three Signs Brenda Johnson distributed the minutes from the August 13 work session. Johnson noted at the work session the Parks Commission agreed with the recommendations made for the signs. Johnson stated at the July 6, 2015, Parks Commission meeting, Bryce Johnson agreed to lead a sign committee. Julie Ruegemer, Rick Meyers and Paul Pesek volunteered to be on the committee. The sign committee has developed a prototype sign for consideration at French Creek Preserve and as an example for other parks in Orono's system. Johnson stated following the work session, Bryce Johnson and Rick Meyers visited the Wayzata Depot to look at the signs provided by the Wayzata community. Bryce Johnson displayed the prototype and the type of materials that are available for the finish. The Committee also looked at a standard format and felt that the sign should include the history and features of the park, the typea of waterfowl at the park, hints for visitors, the preserve boundaries, and the walking path. The cost of the sign would be approximately $800. Meyers noted the Parks Commission was in agreement at the work session on the size of the font, the color and size of the sign, a metal frame, and the type of materials to be used for the sign. Bryce Johnson stated the sign could be located by the entrance gate. Johnson noted he was out at French Creek today looking at the,park and that in his view there should be an additional sign highlighting the park entrance. Johnson stated after the curve, the paved road turns into dirt and all that is visible is a sign that says no parking. Page 8 of 11 NIINUTES OF THE ORONO PARKS COADUSSION Monday, September 8, 2015 6:30 o'clock p.m. Meyers suggested a small sign that says park with an arrow. Edwards stated the biggest issue would be the location of the sign. Meyers suggested some of the trees that are growing over the road also be trimmed back. Meyers reported he trimmed all the trees approximately five feet up and then had the sign repainted. Meyers stated he would place the new sign in the same location as the current sign since it is now very visible. Meyers stated in his view it is worth spending the money to relocate the sign since it is now more visible. Levang asked if the verbiage on the sign is set in stone. Bryce Johnson indicated it is not and that the language was suggested by Mayor McMillan. Levang stated the first line under history and features is confusing where it says French Creek Preserve encompasses a 14 -acre pond and 4 -acre restored prairie which are part of a larger wetland complex that includes an adjacent 11 acres. Bryce Johnson indicated that came from the City's current description of the park. Levang stated it is confusing about who owns it. Levang stated under hints for visitors, she would put a period after birders and start visitors as a new sentence. Levang stated in her view the font is also hard to read. Meyers noted the sign will be a lot bigger than the example in the packet and that the Committee felt it was attractive. Meyers stated in his view it will be easier to read on the actual sign versus the example in the packet. Meyers stated the Parks Commission will need to make a recommendation to the City Council to allocate the money for three of the signs. Edwards stated it is a budgeted item under $5,000 so they do not need to approach the Council. Meyers stated the Committee can work on the language under history and features and that Council Member Levang can submit her ideas to him. Meyers suggested Mr. Edwards bring the matter to the City Council to inform them that the Parks Commission has directed Staff to purchase the three signs as discussed in the work session. Bryce Johnson moved, Paul Pesek seconded, to authorize the purchase of three signs for placement at Lurton Park, Saga Hill Park, and French Creek Preserve as discussed in the work session, with the construction consisting of a two -post metal pedestal sign with a 30 -degree angle and a high UV resistance TUFF resin. VOTE: Ayes 6, Nays 0. 7. Commissioner's Park Reports a. Bederwood Park Page 9 of 11 MINUTES OF THE ORONO PARKS COMMISSION Monday, September 8, 2015 6:30 o'clock p.m. Bryce Johnson reported he did have a meeting with the Orono Baseball Association at Bederwood. The Association will be approaching the City with some suggestions for repairs. Johnson noted the concession building is owned by the City but it has a nice base of block that could potentially be used for something else. Edwards stated it could be used for bleachers. Meyers stated in his view the building is an invitation to vandalism, and that if there is no objection from the Orono Baseball Association, he would recommend authorizing the removal of the building but leaving the concrete pad. Bryce Johnson stated it would be good to consult with the Baseball Association since they might want to use it for storage. Meyers asked Bryce to discuss the structure with the Orono Baseball Association but inform them that the Parks Commission would prefer not to have any permanent structures at the park. Edwards recommended the Parks Commission look at the park comprehensively before making a final decision on the building. NEW BUSINESS The Parks Commission reviewed the minutes from the August 13 work session and directed that those minutes be attached to the minutes from tonight's meeting. Meyers stated he would like to set up a work session to discuss 2016 priorities and a Hennepin County grant program for park improvements and equipment. Meyers stated the Parks Commission could possibly purchase some soccer nets or construct a sand volleyball court on Sandy Beach, both of which are very inexpensive. S %4*K,% `'� Meyers asked whether the Park Commissioners felt there is a desire to have a volleyball court &&and3L- Beach. Meyers stated in his view they have a pretty good chance of getting grants for the items and asked whether the Parks Commission is interested in pursuing the grants. Ruegemer stated in her view pursuing the grants is a big idea. Brenda Johnson asked if a dog park would qualify for a grant. Meyers stated his understanding of the grants is that they are more for sports -related items. Brenda Johnson stated the Parks Commission should review the City's trail plan yearly since one of their responsibilities is to decide where trails are needed. Johnson stated the Parks Commission should also develop a trails policy. Meyers noted at the last meeting the Parks Commission requested a copy of the trail plan from Mike Gaffron and that they will need to obtain that. Page 10 of 12 MINUTES OF THE ORONO PARKS COMMMSION Monday, September 8, 2015 6:30 o'clock p.m. Meyers stated at this time the items being considered for the grant money should be something that is easily attainable. Meyers stated grant money could also be available for the Orono Baseball Association. The Parks Commission was in agreement to pursue the grant money for a sand volleyball court and soccer nets at Crystal Bay and Bederwood. Meyers stated the Parks Commission could also pursue putting an epoxy coating on the basketball court to make it nonskid. &. %- d�t% VCWV-Q.. IPc4r- K Brenda Johnson noted the Parks Commission was thinking about a small dog park at Bederwood and that perhaps the park should remain unencumbered for the time being. Meyers stated he will need to find out when the deadline for the grants is. Berg volunteered to help with the grants. Pesek recommended a time table also be set for the projects decided upon for 2016. Meyers indicated he will be in attendance at the Council meeting to discuss the improvements at Livingston Tower Park. Meyers stated Mayor McMillan also gave him a plan for Crystal Bay Park that never carne to fruition and that the Parks Commission could review it and determine the costs. The Parks Commission scheduled a workshop for Thursday, October 15, from 1 to 3 p.m. ADJOURNMENT Meyers moved, Berg seconded, to adjourn the Orono Parrs Commission meeting at 8:38 p.m. VOTE: Ayes 6, Nays 0. ATTEST: r G� 1i Rick Meyer , Ch Page 11 of 11 M