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HomeMy WebLinkAbout05-05-2014 Park Commission Minutes MINUTES OF THE ORONO PARK COMMISSION Monday,May 5,2014 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 Meyers, Commissioners Jan Berg, Sarah Lindahl, and Jessica Warner. Representing Staff were Assistant City Administrator for Long-Term Strategy Michael Gaffron, Public Works Director/City Engineer Jesse Struve, and Recorder Jackie Young. Commissioner Dean Lundblad arrived at 7:11 p.m. City Council Member Lizz Levang was present. Chair Meyers called the meeting to order at 7:00 p.m. Meyers noted the Park Commission met a couple of months ago, with three commissioners present. OLD BUSINESS 1. UPDATE/RECAP—NAVARRE PLAYGROUND CLEANUP AND PLANTINGS Meyers stated approximately two weeks ago some members from the Navarre Community Initiative, himself, and Council Member Printup cleaned up the brush and buckthorn at the Navarre Park to get everything ready for the planting of the lilac bushes that were donated by Jeanne Englund. Meyers reported he appeared before the City Council at its April 28 meeting to discuss the donation by Ms. Englund in honor of her late husband. The donation consists of approximately 15 lilac bushes. The City Council agreed to accept the donation from Ms. Englund but they would like the donation to be formally approved by the Park Commission. Meyers moved,Berg seconded,to accept the donation by Ms.Jeanne Englund of the lilacs and to begin the planting of the bushes as soon as Norling Landscape can commence the work. VOTE: Ayes 4,Nays 0. 2. ENGLUND MEMORIAL PLANS Meyers stated as part of the plant donation, Ms. Englund has also requested that a memorial stone be installed. The Public Works Director and some members of the City Council had expressed some concerns about memorials in general in the city-owned parks. Meyers noted the City does not have a formal policy at this point concerning donations, but that the City Council would like the Park Commission to discuss what might be appropriate. Meyers stated originally proposed was a memorial stone but the City Council felt that something a little more nondescript should be considered. Meyers stated one option would be to have a smaller sized memorial stone. Meyers asked what the Commissioners felt about the memorial stone. Lindahl stated she could see how a park could become unsightly if people are donating items that may not be ideal and that it may also result in issues relating to vandalism or maintenance. Lindahl stated if someone wanted to donate funds, the City could perhaps have a plaque listing the people's names. The funds could then be used to maintain the parks. Page 1 of 10 MINUTES OF THE ORONO PARK COMMISSION Monday,May 5,2014 7:00 o'clock p.m. Warner asked where the plaque would be located. Meyers noted the original proposal dealt with a memorial stone being placed at the park. Meyers asked if Commissioner Lindahl was thinking about having the plaque listing the names located at City Hall. Lindahl indicated she was contemplating a plaque that would merely list the names of the donors. Warner stated if Ms. Englund was interested in having a memorial at the Navarre Park,they could perhaps have a little marker or name plate under the planting similar to what Noerenberg Park does. Meyers stated one option that he discussed with Ms. Englund was planting two of the Paul's Glory Hostas in front of the lilacs. Meyers stated a small plaque could be placed in front of the hostas that simply would say Paul's Glory, which would be very nondescript. Berg stated she would prefer to see the recognition in the park, but that her only concern is that plaques located in the ground could be removed. Struve concurred that that is one issue that would need to be considered. Struve stated in his role as the Public Works Director, he will look at all the negative aspects of an issues but he does that so the Park Commission will have all the facts before they make their decisions. Struve noted people need to drive to Noerenberg Park and that it is closed at night whereas Orono's city parks tend to be open all night long. Struve stated unless those types of things are fastened down, they do disappear or get vandalized. Berg asked if he has seen anything in other parks that could perhaps be used in Orono. Struve stated there is a bike rack in Navarre with a small placard fastened to it, which has not been removed or vandalized. Struve stated the more secure something is, the harder it is to remove. Meyers noted there is a wooden sign that says Navarre Playground at the entrance to the park and that perhaps a plaque within the sign could be an option. Meyers stated the sign is located on the ground and fastened down. Meyers stated in the past at the Navarre Park people have donated plants, park benches, and a drinking fountain. Meyers stated additional plaques could be added for any other donations, which may be a good option. Lundblad stated he is familiar with the signs at the parks and that he was thinking the plaque would either have to go on the post or the back side of the sign since there is not a lot of room given the lettering on the sign. Meyers indicated he is thinking of a small plaque. Lundblad stated the posts are either 6" x 6" or 6"x 8". Meyers stated it would have to be in scale with the sign and that having it consolidated in one place would make it easier for everyone. Meyers stated it would also be consistent throughout the city. Berg commented there will be people who will want to make a donation to a specific park and that they will likely want their name at that specific park. Page 2 of 10 MINUTES OF THE ORONO PARK COMMISSION Monday,May 5,2014 7:00 o'clock p.m. Meyers stated these are merely some ideas at this point and that no formal decision by the Park Commission will be made tonight. Meyers indicated he will let Ms. Englund know that there will be recognition of some sort that will be determined at a later date. 3. DISCUSSION ON PARK MAINTENANCE STANDARDS Meyers stated park maintenance will be an ongoing discussion item for the Park Commission but that he would first like to discuss the Adopt-A-Park program where each commissioner will be responsible for a certain number of parks. 4. COMMISSIONER 'ADOPT-A-PARK' ASSIGNMENTS Meyers stated Commissioner Berg had suggested the Park Commission go on a tour of the city parks, which would allow each commissioner to become familiar with the parks. Meyers stated following the tour each commissioner could choose which parks they would like to monitor. Meyers stated the City could possibly rent a van to drive the commissioners around. Gaffron noted the Park Commission has gone on tours previously and that it will likely cost a couple hundred dollars to rent a van for a few hours. Meyers stated that would likely be an item that would require City Council approval and that another option would be to take a couple of personal vehicles and carpool to the various parks. Meyers asked if the Commissioners have any interest in touring the parks. Warner stated she would be interested in doing that if it is outside of normal business hours. Lindahl and Lundblad both concurred that a tour would is a good idea. Meyers stated the Adopt-A-Park assignments could be done after the tour and that it would be beneficial to go as a group. Meyers stated any maintenance issues will come down to the question of whether it is a natural feature or negligence and that a number of the parks in the City are more natural, passive parks. Gaffron indicated he will check to see whether any funds are available for the vehicle rental. It was the consensus of the Park Commission to have the tour on a Saturday morning. Gaffron noted Staff would not be available on the weekends but that they could attend the tour if it is done during the evening hours. Gaffron stated to his recollection the previous Park Commission went on the tour during the time their regular meeting was held. Gaffron indicated he would be gone May 28, 29 and 30. Struve stated he would be unable to attend if it was held on a Thursday night. It was the consensus of the Park Commission to hold the tour on Thursday evening, May 29, at 5:00 p.m., with the group meeting at City Hall. Page 3 of 10 MINUTES OF THE ORONO PARK COMMISSION Monday,May 5,2014 7:00 o'clock p.m. 5. PARK COMMISSIONER RECRUITING Meyers noted he did ask one individual to attend tonight's meeting if they were interested but they are not in attendance. Meyers stated he would encourage everyone to try to recruit someone to be on the Park Commission and that it would be ideal if there could be seven commissioners. Gaffron noted the vacant positions are still listed on the City's website and that the advertisement in the newspaper did not result in anyone applying. Meyers asked if any interested candidates would need to be approved by the City Council. Gaffron indicated they would need to fill out an application and then be approved by the City Council. NEW BUSINESS 6. REVIEW PARK DEDICATION PROCESS,FEES AND USE OF FUNDS Meyers stated he would like the Park Commissioners to be aware of the City's park dedication process, fees and use of funds. Meyers stated the information is available online and that a working knowledge of the City's Comprehensive Plan and survey would be very helpful. Meyers noted some information was provided to the Park Commissioners as part of their packet for tonight's meeting. Meyers requested Gaffron explain how the park dedication fees are determined. Gaffron stated the City is able to collect park dedication fees at the time a property is subdivided, which is technically the only time the City can collect a fee. The fee is in lieu of dedication of land and is based on the fair market value of the land prior to the subdivision. If Council chooses to have the developer pay a fee rather than donating land, the park fee would be equivalent to eight percent of the value of the land. Gaffron noted the fee is established at a minimum of$3,250 per lot up to a maximum of$5,550 per lot. Gaffron indicated the City is able to use the park fees for acquisition of park land but not for maintenance per state statute. Gaffron stated the City has done an analysis of how the fee dollar amounts were arrived at per lot, and by statute the City has to demonstrate a connection between the amount that is being charged and the reasons that amount is being charged. The original analysis was done approximately 13 to 14 years ago and assumes that the new development will pay for future park needs because the past or existing development paid for what is already in place. Gaffron stated there are a number of properties listed on the City's wish list that may or may not ever become part of the city-owned park system, but that the list helps define what the needs are for the future. There is also a listing in the Park Commission's packet of all current city-owned park land, how much was paid for the land, and when the properties were acquired. Gaffron noted the City currently has approximately $33 million worth of park land based on current valuations and that a significant amount of that land was donated. Meyers asked if there is a process where people can contest the park dedication fee being charged by the City. Page 4 of 10 MINUTES OF THE ORONO PARK COMMISSION Monday,May 5,2014 7:00 o'clock p.m. Gaffron indicated there was, and stated in the past part of the subdivision application process was to have a review of the application completed by the Park Commission. The Park Commission would then make a recommendation on whether a fee should be charged or whether land should be donated. Gaffron stated in his view it would be appropriate to bring a subdivision application before the Park Commission. Meyers noted the Lakeview Golf Course application would come before the Park Commission. Gaffron indicated the golf course will likely be making preliminary plat application in June or July. Berg asked whether there would be a park dedication fee charged if a piece of land is divided into two lots. Gaffron indicated there would be, but that if there is an existing house on one of the lots, the City is only able to collect the park dedication fee on the newly created lot. The City would receive the money at the time final plat approval is requested. Gaffron stated in the 1970's and 1980s, the park dedication fee was approximately $200 and the City at times would choose not to collect the fee until the house was constructed on the lot. Gaffron stated oftentimes the fee was neglected to be collected and that it is more logical to collect the fee up front, which has been the current practice now for many years. Meyers asked if there has been any recent discussion about raising the fee. Meyers noted 2001 was the last time the fee was raised. Gaffron stated the park dedication fee was discussed two or three years ago and the Council at that time elected not to increase it. Gaffron noted Orono's park dedication fee has typically been higher than that of the surrounding cities. Berg noted most developers will know that park dedication fees are required. 7. REVIEW RESTRICTIVE COVENANTS AND AGREEMENTS FOR VARIOUS PARKS Meyers requested the Park Commissioners review the information attached to their packets on the various restrictive covenants and agreements in place for the City's various parks to familiarize themselves with them. 8 PAID PART-TIME PARK KEEPERS Meyers stated he would like to get an idea of what the Park Commission feels about this item. Meyers stated high school students could be hired part-time at$10 or$12 an hour to perform certain work in the city-owned parks. Berg stated it would probably be helpful in keeping the parks clean but that she is not sure what type of budget the City would have for that. Berg asked whose responsibility it is currently to keep the parks clean. Struve indicated currently all the parks are under the responsibility of the Public Works Department and that they do have the garbage cans picked up on a weekly basis and mowing performed by an independent Page 5 of 10 MINUTES OF THE ORONO PARK COMMISSION Monday,May 5,2014 7:00 o'clock p.m. contractor. At the present time the Public Works Department does not have a lot of money budgeted for the parks and that Staff does not walk the parks on a regular basis. Struve indicated currently any work outside of those items is usually complaint driven. Struve stated in terms of budget, currently there is no money budgeted for seasonal part-time help. Struve noted the City will be starting the 2015 budget process sometime this summer, and that if the Park Commission feels a part-time park keeper would be beneficial, he could make that request but that they would need to define what the part-time person would do. Struve noted the Public Works Department also does not have a lot of equipment available for the park keeper to utilize. Meyers commented they would probably need a truck, a blower and other equipment. Struve stated there would be some initial startup costs. The Public Works Department also performs some weed applications. Struve stated if the Park Commission is interested in hiring seasonal help,they would need to create a budget to acquire some of that equipment and outline the maintenance standards that should be followed and the costs associated with those items. Struve stated it may be too late to make the request for 2015 but that they could consider it for 2016. Meyers stated he brought up the subject to see whether it would be cost effective to hire someone part-time that would be dedicated to checking the parks on a regular basis. Berg asked if there is any way to start an internship program for people who might be interested in working for a public works department. Struve stated there are rules with PERA that would need to be complied with and that larger cities generally have a parks department that handles maintenance issues. Struve stated there are also liability issues that would need to be considered. Meyers stated maintenance issues are something that will be discussed on the park tour and that they could consider whether a part-time student could handle that. Meyers noted the contract mowing is more cost effective, which may also be the case with the part-time park keepers. Berg asked if the Park Commission has a budget to have sand hauled in. Berg noted in the past the City has done riprap work and had sand brought in and graded. Berg asked if the Public Works Department performed those tasks. Struve indicated they did but that there have been changes with the Watershed District and how riprap is viewed. Struve stated he does not know where the Watershed District stands on hauling in sand. Berg asked if the City has ever pursued creating neighborhood associations to maintain their local parks. Meyers stated the Navarre Community Initiative informally adopted the Navarre Park and has helped to maintain and improve that park. Meyers noted it has been difficult to fill the vacancies on the Park Commission and that it will likely be equally as difficult to create neighborhood park associations. Meyers stated the City will need to provide some information on where residents can go if they are interested in helping out with a specific park but that the Park Commission should probably come up with a maintenance list first. Page 6 of 10 MINUTES OF THE ORONO PARK COMMISSION Monday,May 5,2014 7:00 o'clock p.m. 9. EXPLORE INTEREST FOR MORE ACTIVE USES IN CRYSTAL BAY PARK Meyers noted the Park Commission discussed this item briefly at their last meeting and that some residents have expressed a desire for more active uses at the Crystal Bay Park. Lundblad stated they have discussed a possible ice arena at Crystal Bay Park at some point in the future and that it might be a possible project for 2015. Lundblad stated at the time Jim White was the mayor, there was a tree dedication ceremony and he had raised the issue that one of the Orono residents wanted to pay for a pavilion in that park. Lundblad stated he never heard anything about that again but that he was curious where that ended up. Meyers stated he vaguely remembers Jim White indicating that he had a benefactor who was interested in making a significant donation to the City parks but that he is not aware of who the person is. Meyers stated he is not sure whether the City is necessarily interested in a pavilion at Crystal Bay Park, but that if the Park Commission is going to have any discussions regarding changing the use of Crystal Bay Park, it will likely be necessary to hold some type of public meeting for the residents. Meyers noted Crystal Bay Park is not suitable for baseball fields and that hockey rinks tend to be costly since they often require lights and a warming house. Meyers stated the improvement could also change the character of the neighborhood. Meyers noted a number of cities are not maintaining their outdoor hockey rinks any longer since people prefer indoor rinks. Meyers stated in his view an outdoor hockey rink is very labor intensive and likely will require someone to keep a schedule of play times, which raises the question of who would be managing that. Berg asked how Wayzata manages their hockey rink. Berg noted they also have a warming house. Struve indicated he is not aware of how Wayzata manages that. Struve noted he has received a note asking if the Park Commission would consider a dog area within the Crystal Bay Park. Meyers stated the Park Commission could perhaps look at sending out a survey to see what the residents are interested in or holding a public hearing. Berg stated she is not sure what kind of return they would receive on a survey. Gaffron stated if it is more neighborhood oriented, the residents would be more likely to respond to it. Gaffron stated the last survey done by the City related to the street lights in Navarre in 2013 and that the last park survey was completed in 2008. Gaffron stated generally Orono residents have indicated they want open spaces preserved and that they are not anxious for new baseball fields to be constructed or other active uses. Gaffron stated he would recommend the Park Commission focus on individual neighborhoods. Warner noted the Crystal Bay Park is more of a neighborhood park and not necessarily a city-wide park. Gaffron stated the City does not have regional parks and that they are either run by Hennepin County or the Three Rivers Park District. Page 7 of 10 MINUTES OF THE ORONO PARK COMMISSION Monday,May 5,2014 7:00 o'clock p.m. 10. DONATION POLICY DISCUSSION Meyers stated the City currently has no formal policy in place to accept a donation. Meyers noted the Park Commission packet contains some information on what other cities do. Lindahl stated other than what she mentioned previously, she does not really have any input on it. Warner stated she likes the idea of using benches and other peripheral items for donations. Warner commented donations are a good way for the City to obtain some really nice equipment. Berg stated she concurs with Commissioner Warner and that a list of suggested items for donation should be created. Meyers stated it might be beneficial to have a list of items, but that he also feels that it might be better to have a policy that accepts any type of donation. Meyers stated donations of plants involve issues with replacement and upkeep. Meyers stated Orono is a very affluent community and donations can range from small to very large. Meyers stated he would like to work with individual donors on specific donations but that the City could also have a list of standard items that could be donated that require little to no maintenance. Meyers commented other individuals might like to leave a legacy by donating money to Orono parks. Meyers asked if the City currently has a separate donation fund for parks or whether it all goes into the City's General Fund. Gaffron stated the most recent dedicated fund that has been created was for donations for the golf course but to his knowledge the City does not have a separate fund for donations to the park. Meyers stated he likes the idea of a separate fund for park donations. Berg stated there needs to be a budget and that the Park Commission currently does not have one. Struve stated there is a budget for parks but it is currently allocated for garbage pickup and mowing, with additional funds for other items not currently available. Meyers stated if there are any pressing needs,the Park Commission could approach the City Council to obtain funds. Struve noted the Public Works Department has a storm water enterprise fund that could be used if there are pressing issues with storm water but that there is a limited amount of money available at the present time for the parks. Berg commented in her view it is important to have a separate park fund. Page 8 of 10 MINUTES OF THE ORONO PARK COMMISSION Monday,May 5,2014 7:00 o'clock p.m. Meyers stated the City could set up a park legacy fund that could be advertised for people who want to create a legacy. Meyers indicated he would like to keep it simple and inviting so people are not scared away from donating. Struve stated it is his belief that post cards were mailed out to all the Orono residents informing them about the opportunity to donate to the golf course. Meyers stated the Park Commission could decide on some items that would be more standardized and that the Public Works Department likely has some catalogues that could be reviewed by the Park Commission. Meyers stated some examples of recommended donation items could include park benches, drinking fountains, signs and trash cans, but that he would like to have a specific legacy fund created for the parks. Lindahl commented the tour would be very helpful to get an idea of what each park needs. Meyers stated the list will probably have to be prioritized by the number of people who use the different parks. Meyers requested the Public Works Director bring some suggested examples to the next Park Commission meeting. 11. GEAR WEST TREE PLANTING PROJECT Struve stated this item involves a promotion that Gear West has approached the City with. Gear West is going to be running a promotion where if someone purchases a pair of shoes, that person can get a tree or they will plant one for you. Gear West has asked if the City of Orono would be interested in allowing them to plant some trees in the parks if the people would like to donate their tree back. Staff felt that would be okay. Struve noted they will likely be small trees similar to what the DNR gives out so they may not survive unless they are watered on a regular basis. Struve stated at Lurton Park there are a couple of park benches that have a couple of donated trees planted next to them. Gaffron noted Lurton Park is intended to be a partial open field with a grove of trees. The field has been seeded with prairie grasses and the open areas likely only get mowed once a year. Gaffron stated the City may not want to plant a bunch of trees in those areas. Meyers asked who would plant the trees. Struve stated to his understanding it would be Gear West. Berg asked who would water them. Struve stated Staff does not have enough people to go around and water the trees and that at this point he does not know the scope of how many trees will be donated to the City. Meyers stated he would like to see the trees, where they will be planted, and find out who will water them. Meyers noted an issue that will need to be considered is whether the trees should be planted in parks that have access to water. Navarre Park has a well and a way to water the plants. Meyers stated lilacs tend not to require a lot of maintenance and that the Park Commission may want to develop a tree Page 9 of 10 MINUTES OF THE ORONO PARK COMMISSION Monday,May 5,2014 7:00 o'clock p.m. planting policy. Meyers stated if the tree dies, the policy should say that it will be the City's choice on whether to replace it, and if the person who donates it and would like to replace it if it dies,that can also be a discussion. Meyers stated the policy will have to lay out those types of issues. Warner asked if this is an actual project or whether it is just something that is being discussed. Struve stated it is an idea that Gear West brought to Staff. Warner stated her suggestion would be that Gear West donates a certain amount of money for each pair of shoes sold which could then be used for trails instead of the tree. Meyers stated it sounds like Gear West is giving away a tree with every pair of shoes that are sold and that most people will likely not want the tree. Lundblad stated in his view people will not go out to the park and water their tree. Lundblad stated drought resistant plants or grasses might be another option. Lundblad stated he is not sure whether that is something Gear West would consider but that he would concur the trees would have to be planted in the right park. Meyers commented other cities have developed a list of plants and grasses that could be donated that are very low maintenance. Meyers stated he does not know whether Gear West has other options available to them other than the trees. Berg asked when this project will occur. Struve indicated he does not have too many details on the project and that without routine maintenance; the trees likely will not live. Struve stated if the Park Commission agrees he will contact Gear West thanking them for offering the City the trees but that at this juncture the Park Commission is not interested in a donation of trees but would perhaps consider native grasses. Meyers stated he agrees with getting back to Gear West thanking them for their offer but that the City is not interested at this time. 12. OTHER None ADJOURNMENT Meyers moved,Berg seconded,to adjourn the Orono Park Commission meeting at 8:17 p.m. VOTE: Ayes 5,Nays 0. Rick Meyers, Chair Page 10 of 10