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HomeMy WebLinkAbout09-04-2018 Park Commission Minutes MINUTES OF THE ORONO PARK COMMISSION MEETING Tuesday, September 4,2018 6:30 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 Rick Carter, Beth Davis, Bryce Johnson, and Julie Ruegemer. Representing Staff were Public Works Director/City Engineer Adam Edwards and Recorder Jackie Young. Mayor Dennis Walsh and Council Member Victoria Seals were present. Commissioner Natalie Williams arrived at 6:35 p.m. Chair Meyers called the meeting to order at 6:30 p.m., followed by the Pledge of Allegiance. APPROVAL OF MINUTES 1. JULY 2,2018,PARK COMMISSION MEETING MINUTES Carter moved,Johnson seconded,to approve the minutes of the July 2,2018,Park Commission meeting as submitted.VOTE: Ayes 5,Nays 0. PUBLIC COMMENT None STAFF REPORTS 2. PUBLIC WORKS PARKS UPDATE—ADAM EDWARDS Edwards provided the following Public Works update: • The Willow Trail rehab was completed • Mowing,trail maintenance and sign replacements have been completed at Big Island • Deck installation and irrigation repairs were made at the Orono Golf Course • Brush removal was completed at Saga Hills • Trail upgrades were made at Lurton Off-Leash Park • Aquatic weed removal, beach cleaning and repair of buoy was completed at the city-owned beaches • Drainage repairs were made at Navarre Playground • The Park Lane access and Loma Linda access points were repaired • New basketball backboards were installed at Crystal Bay Park Pending work includes the following: • Installation of motor vehicle access barriers • Cart parking and fest tent area at the golf course • Installation of signs, sitting boulder tree removal and mowing of trails at Saga Hills • Removal of old wooden benches and new basketball backboards at Hackberry and Crystal Bay • Repair of vandalism at Carman and Casco accesses • Tree trimming and removal of old bench at Highwood Page 1 of 6 MINUTES OF THE ORONO PARK COMMISSION MEETING Tuesday, September 4,2018 6:30 o'clock p.m. 3. 2019 BUDGET AND CAPITAL IMPROVEMENT PLAN PROPOSALS Edwards reviewed the draft 2019 Parks Operating Budget and Capital Improvement Plan. The Park Operating Budget is for the routine maintenance and minor improvements at city-owned parks. The current operating budget as presented represents a 26 percent increase and the golf course operating budget as presents represents a 23 percent increase. A large majority of the increases reflects an error that has been corrected from last year's budget. As it relates to the Parks Operating Budget, Edwards indicated he moved some items around in the budget to see whether the seasonal employee could be employed for a longer period of time. Johnson asked what the Park Commission would gain and/or lose from the changes. Edwards stated the benefit would be that the seasonal employee would be around longer to perform work but the Park Commission would lose around $5,000 for some miscellaneous improvements, such as a park bench. Edwards noted he gathered input from the City Council,the Park Commission and residents that indicated they would like additional attention paid to the parks,which was the reason for the changes. Meyer asked if the City has someone who is in charge of checking on the parks every day. Edwards indicated they do not and that they attempt to check on the parks once a week. Johnson noted all of the money set aside for the 2018 initiatives has not been spent and asked whether that money could be rolled over into 2019. Edwards stated generally the money from the General Fund is rolled over as a lump sum and not as individual line items and that any money left over in 2018 could be rolled over into 2019 at the discretion of the City Council. Johnson asked whether the Park Commission has spent$5,000 of the $15,000. Edwards indicated that is correct. Johnson asked whether the Park Commission can still spend that money. Edwards stated they can, and as they get to the end of each fiscal year, Staff makes some recommendations on what can be purchased with the money. Johnson suggested the Park Commissioners come to the next meeting with some suggestions for items that could be purchased. Mayor Walsh stated if the Park Commission has money left over at the end of the year, he would encourage them to just make a note to the City Council to let them know that the Park Commission would like to carry the extra money over to the next year rather than making any rushed decisions on spending the money. Edwards noted the City Council will do a preliminary approval this month on the overall budget and the final budget approval will be in December. Page 2 of 6 MINUTES OF THE ORONO PARK COMMISSION MEETING Tuesday, September 4,2018 6:30 o'clock p.m. The Park Commission took no formal action on this item. SPECIAL COMMITTEE REPORTS 4. AUGUST WORK SESSION SITE VISIT TO BIG ISLAND SUMMARY— RICK CARTER/RICK MEYERS Carter reported a number of members of the Park Commission recently toured Big Island. The visitor center looks good since the exterior has been painted and the interior cleaned up. Commissioner Johnson will be assisting with drafting some language for the historical and interpretive signs to be located inside the visitor center. Meyers noted they also looked at the fish house, which could use some repairs. Carter stated the master plan contemplates moving it to one of the concrete pads. Meyers stated he has heard that the City is possibly getting some funds for an archeological project. Carter stated to his understanding that is true. Council Member Seals reported the City received a grant for$9,995 to conduct an archeological survey on Big Island. The City has already reached out to the Maritime association to be placed on their schedule for either this fall or next spring. Seals commented this is just another great example of all the resources that are available. Carter stated he was out at the Island this weekend and that the trails were nicely mowed and weed whipped. Carter commented he has noticed more people are using the park and that a lot of the traffic comes from the beach. Meyers noted the Commons in Excelsior are going to be undergoing renovations and that perhaps they could be asked to have some type of service going back and forth from the Commons to Big Island so people who do not have access of a boat could utilize it. Edwards reported he and the city's landscape architect met with Three Rivers recently regarding the Big Island Legacy Fund. While Three Rivers was not interested in contributing to the Legacy Fund,they will be contributing funding towards the East Long Lake trail project. In addition, Staff is looking at applying for a DNR grant for Big Island which could be used to help develop the trails. That grant application is due in March. 5. BEDERWOOD PARK PLANNING AND GRANT UPDATE—NATALIE WILLIAMS Williams reported she and Brian Roath have been meeting with the various potential partners over the past six weeks to get their input on what other needs there may be for Bederwood as well as possible financial assistance they might be able to provide. The grant application is due November 5. Meyers recommended a letter of approval be obtained from each partner to include with the grant application. Page 3 of 6 MINUTES OF THE ORONO PARK COMMISSION MEETING Tuesday, September 4,2018 6:30 o'clock p.m. Williams stated they do have a draft of what the project would look like but that they are also looking to see whether any of the potential partners would be willing to contribute some money towards improvements at Bederwood. The meetings have been designed to educate the potential partners on the proposal and to get some excitement going for the project. Edwards noted as it relates to grant scoring, partnerships comprise 20 points out of 100 and that they look for financial support or whether the partners are willing to enter into a joint powers agreement. The other major category is community support,which comprises 30 points, and is a nonmonetary commitment to the project. Williams stated an example of financial support would be with the Orono Baseball Association where they could perhaps put money towards the batting cage or perhaps help maintain it. Williams stated if someone expresses an interest in maintaining something,they pursue that with the group. Meyers commented the score board is not in the best shape and that the Lions could perhaps be approached to see whether they would be willing to help repair the sign. Edwards indicated Staff has the landscape architect working on the plan and Bolton and Menk are putting together the necessary paperwork. Meyers asked when a new application can be submitted if they are not successful with the grant application in November. Edwards indicated it would not be until the following November. Meyers stated his next question would be whether the City goes ahead with the project even if they do not get the grant. Edwards stated the Capital Improvement Plan contains a cost for the Bederwood improvements, which is approximately half of the anticipated costs of the projected improvements. Edwards noted most of the grants have a matching fund component, and if the City is not successful in getting the grant, another option would be to downsize the project. Williams noted it typically takes about a month to hear back. Edwards stated they can apply for an equipment grant in March from Hennepin County but that is limited to $10,000. Williams stated a true partnership under the grant criteria consists of active partners that are involved in contributing funds or a formal agreement to manage and maintain the park. CHAIR AND COMMISSIONERS' REPORTS 6. COMMISSIONERS' UPDATES Eagle Scout/Girl Scout Projects Page 4 of 6 MINUTES OF THE ORONO PARK COMMISSION MEETING Tuesday, September 4,2018 6:30 o'clock p.m. Meyers asked whether it would be a good idea to get all the Boy Scouts and Girl Scouts that have done projects together before the City Council for recognition. Edwards stated it could be part of the November Park Commission meeting and that they could invite the City Council to attend. Meyers stated photographs could be taken and given to the various local newspapers. Johnson agreed that getting the Boy Scouts and Girls Scouts together for recognition is a good idea. Saga Hill Johnson displayed a number of pictures of Boy Scout Gavin Miller completing the walkway near the entrance of Saga Hill. Johnson stated it is his understanding they will be installing either a ramp or steps on either end of the walkway. Johnson stated there was also a field of daisies in the park,which looked great, and that they need the company to come back and monitor it for weeds each year. Johnson displayed a picture of the garden court entrance. Johnson commented the entrance looks much more welcoming than it has in the past. Highwood Johnson displayed a picture of Highwood. Johnson stated as he came around the corner,there was a bench located there, and that he did not realize it was going to be pulled. Johnson stated in his view there should be a bench there and that they could probably use one or two more wooden walkways. Beth Davis asked whether people are allowed to ride mountain bikes on the trails. Edwards stated the only park he is aware of where it is prohibited is on Big Island. Lurton Park Meyers reported he and Commissioner Johnson replanted some items since they did not make it given the high temperatures. Meyers stated if another part-time person can be hired to do the weeding and watering and other necessary maintenance items,that would be great. If that is not possible, perhaps Norlings could take over maintenance of that area. Edwards noted Norlings currently maintains Navarre, City Hall and Livingston Park in the spring and fall. Johnson stated Lurton Park needs some professional attention given the number of people that visit that park. Edwards indicated the City has a standing contract for Lurton Park with Prairie Restorations to maintain the prairie, perform annual maintenance of the prairie,and then annually treat the woods for buckthorn and invasive species. Page 5 of 6 MINUTES OF THE ORONO PARK COMMISSION MEETING Tuesday,September 4,2018 6:30 o'clock p.m. Meyers commented he would like to also see the areas around the trees and signs weed whipped. In addition, some of the trees have offshoots coming out of them that should be trimmed off. Mayor Walsh stated now that all these improvements have been done,the City wants to make sure the parks are maintained on a regular basis and that he would recommend the Park Commission work with Staff to compile a list of all the weekly and monthly things that need to be done at each park during the summer. Walsh stated that would be a nice checklist that would be available moving forward. Meyers stated they could perhaps get together with Jason to get that accomplished. Meyers stated he would like to keep improving Lurton Park every year so the people buying the permits can see the park being enhanced. Meyers stated he would like to erect a bathroom at some point. Johnson stated the suggestion by the Mayor is a good one, and that one of the duties of the commissioner assigned to an individual park should be to compile a list of tasks over the winter,which can then be given to the new commissioners. Casco Park Meyers asked whether the wild flowers ever got planted at Casco Park. Ruegemer indicated they did not but that she hopes it will get done this fall. Hackberry Edwards stated once they are done with Bederwood,the Park Commission talked about putting together a master plan for Hackberry. Edwards stated some significant changes will need to be made to fix the drainage issue at that park. Miscellaneous Ruegemer noted the East Long Lake Trail Committee will be meeting mid-September. Meyers stated at the next work session they can discuss East Long Lake Road and plans for an outhouse at Lurton Park. ADJOURNMENT Johnson moved, Carter seconded,to adjourn the Orono Park Commission meeting at 7:23 p.m. VOTE: Ayes 6,Nays 0. ATTEST: a t/ , V Rick Meyers, Chai Page 6 of 6