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HomeMy WebLinkAbout01-07-2019 Park Commission PacketAGENDA City of Orono Park Commission Meeting for Monday, January 711, 2019, 6:30 PM Orono Council Chambers, 2780 Kelley Parkway, Orono, MN 55356 952-249-4600 / www.ci.orono.mn.us Audience Members: Please sign in for the public record if you wish to address the Park Commission. The sign in sheet is in the lobby. The Park Commission is an advisory body to the City Council. If action is taken on any items on this agenda, it will be scheduled for an upcoming City Council meeting. AGENDA CALL TO ORDER. APPROVAL OF MINUTES. 1. November 5"', 2018 Park Commission Meeting Minutes PUBLIC COMMENT. CHAIRMAN's REPORT. 2. 2019 Park Commission Goals and Sub -Committee Assignments STAFF REPORTS. 3, Public Works Parks Update SPECIAL COMMITTEE REPORTS. COMMISSIONERS RE, PORT. 4. Commissioner's Updates ADJOURNMENT. MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, November 5, 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 Jan Berg, Rick Carter, Brian Roath, 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. Chair Meyers called the meeting to order at 6:30 p.m., followed by the Pledge of Allegiance. APPROVAL OF MINUTES 1. SEPTEMBER 4, 2018, PARK COMMISSION MEETING MINUTES Berg moved, Carter seconded, to approve the minutes of the September 4, 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 winterization of the parks has been underway for the last month or so • The docks and buoys have been pulled out of the various city -owned lake accesses • Big Island has been winterized • Signs/directional markers have been installed at Saga Hills and the trails have been cleared • The markers that were vandalized/stolen at the Carman Bay access point have been replaced with metal posts stuck in concrete Pending work: • Holiday decorating at the Orono Golf Course with a tree lighting ceremony on November 30 • Placement of a sitting boulder and tree removal at Saga Hills • Removal of old wooden benches and new basketball backboards at Hackberry Park • Repair of Stubbs Bay dock • Casco Point access sign replacement • Ice rink construction at Crystal Bay and stump removal 3. PARK FEE SCHEDULE FOR 2019 Edwards stated each year the City Council updates the fee schedule for various city services. Staff is recommending a couple of changes for 2019. The fust recommendation is to raise the senior nonresident season pass at the golf course to $400 from $383. The area average is $500. The second recommended Page 1 of 9 MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, November 5, 2018 6:30 o'clock p.m. change is to raise the golf cart fee to $18. The area average cart rate is $18. Edwards noted the City currently rents the golf carts from another entity. Meyers asked how much the City receives from each rental. Edwards indicated the City pays approximately $1,400 to $1,500 per month for the rentals and that he does not know how much the City makes over and above that but that the City does make some money from the golf cart rentals. Roath asked why the City has to lock in the rates for the entire year. Edwards stated any increase in fees would need to go before the City Council for the year, which typically occurs in November and takes effect in January. The Park Commission, however, is not precluded from raising the fees during the year but it would take City Council approval. Carter asked if the canoe racks get used. Edwards indicated to his knowledge they are approximately half full. Meyers suggested including the canoe rack rental in the newsletter. Roath noted the Park Commission has previously discussed proration of fees for the dog park and asked if that is still the case. Meyers stated the Park Commission discussed that and decided that the fee would be prorated as of August 1. Meyers stated in his view it is a fair fee. Edwards noted on August 1 the pass decreases by 50 percent and then commencing on November 1 the City starts selling passes for the following year. Meyers asked how much money the dog park has raised. Edwards stated to his knowledge it was around $32,000. Edwards indicated he will take the proposed changes to the fee schedule to the City Council for their approval. It was the consensus of the Park Commission that the recommended changes are acceptable. 4. CRYSTAL BAY PARK ICE RINK Meyers noted this ite►n was discussed at a City Council work session and that they felt the Crystal Bay park could use an ice rink. Meyers noted this proposal has not had a public hearing prior to tonight. Edwards reported at the October 22 City Council work session, the City Council provided guidance for the installation of an ice rink at Crystal Bay Park. "file intent was for an ice rink to be installed in time for the 2018-2019 winter season. An ice rink has been shown on a previous park plan for the past ten years. Page 2 of 9 MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, November 5, 2018 6:30 o'clock p.m. The Council also indicated a desire to see additional improvements made to the rink for the following winter, which would include lighting. Due to the time constraints with completing an ice rink before the winter freeze, Staff went ahead and initiated certain elements of the plan that fall below the Staff approval threshold. Those improvements will be taken before the City Council for approval later in November. Items 1 and 2 have been completed. Edwards noted he divided up the items into work to be completed in 2018 and then work to be completed in 2019 if the City elects to go forward with the project. Edwards indicated for this year he ordered essentially a backyard ice rink kit and that the area will need some ground preparation work before a more permanent ice rink can be constructed. The well on the site was decommissioned in 2004 and the pump was pulled. That work will need to be delayed until 2019. In the meantime, because this is not an area where there is easy access to city water, the Public Works Department will be working with the Long Lake Fire Department to provide water. In addition to creating the ice rink, the City will also need to maintain the ice. Edwards indicated he included in the costs some equipment that will hook on the 3 -point hitch of one of the City's tractors. Edwards noted the City's ice rinks do not have a liner under them and that they end up with a lot of pressure ridges and cracks. If the City is interested in having ice rinks, it would be Staff's recommendation that the City acquire some equipment, so they would have a way to maintain it. Edwards noted one of the reasons the ice rinks have not been used regularly during the week is the lack of lighting and that they typically only get used on the weekends. Edwards stated he adjusted the Park Capital Improvement Plan to reflect some of the work. The total cost of the project is anticipated to be around $35,200. The project and equipment will be funded from the Parks Fund and the maintenance of the ice rinks from the Parks Operating budget. Roath commented at this point it does not make sense to regrade Casco since it does not have a liner. Roath noted the Public Works Department cannot use a re -surfacer if there are a lot of bumps. Edwards stated they will likely just reflood the rink as has been done in the past. Roath stated the plan assumes a working well. Roath asked whether that means the fire department has to come out more often. Edwards stated the Public Works Department should be able to perform the resurfacing but that it results in additional Staff time. Roath noted the cost for this year will not change that much except for moving the $5,000 for the well to next year. Roath asked if the well work will be more than $5,000. Edwards noted the electrical will also need to be done in 2019. Edwards indicated he has not received a new estimate based on the review the contractor performed today but that lie will be providing a new quote. Berg asked what prompted this and whether there has been an increased demand for ice time. Mayor Walsh stated this has been on the radar for ten years and that Council Member Printup's idea was just to try to flood an area and see if people use it. If it gets used, then the City can plan next year to make some improvements and buy some equipment to maintain it. Walsh stated it was more of an experimental Page 3 of 9 MINUTES OF THE ORONO PARI{ COMMISSION MEETING Monday, November 5, 2018 6:30 o'clock p.m. thing, with the City looking at it next year to see if a permanent plan should be put in place. Walsh stated the City Council is looking for input from the Park Commission and that the outline of costs is helpful. Roath noted the proposal is not to purchase the equipment this year but instead to spend $6,000 to $7,000 on site preparation and the kit. Mayor Walsh stated right now they are looking to get by as simple as possible to see if there is a demand. Ruegemer commented seeing an ice rink there would be nice but that she is not sure about spending the $35,000. Ruegemer asked what is wrong with flooding it every year with the help from the fire department rather than putting in a new well. Edwards stated for the initial flooding they will need to utilize the fire department and that they Evill need something that will provide water to the area rather quickly to reflood the area. Edwards stated currently the City maintains the rinks by reflooding them throughout the winter. Ruegemer asked how the Casco Park rink is flooded. Edwards indicated there is a hydrant there but that the Crystal Bay neighborhood is not on city water. Edwards stated the cost of the water to flood it initially is not that significant. Meyers asked if the hydrant could be placed and used in the Crystal Bay neighborhood in the event of a fire. Edwards indicated based on the size of the hydrant, it would be the equivalent to what they have in a residential home, which is why it is not sufficient for the initial flooding. In order to get enough water to fill the rink, the hydrant would have to run for 48 hours, and if the temperatures are really cold, the rink would end up with a bunch of ripples. Carter commented it sounds like Items 1, 2, and 5 would be done this year, which is a great idea. Meyers asked if it would be possible to reflect a light from the post office. Edwards stated he does not believe that would be feasible. If something is set up at the post office, it would likely reflect towards the neighbor's property and that Staff would like to do it in a way that is as least impactful as possible. Staff would recommend putting in a system that has a timer on it so the lights go off at a set time before the park's normal closing time. Roath stated it appears all of the costs except for Item 1 I would come from the park budget. Edwards indicated they would be eligible to come out of the Park Fund and that the Public Works labor would come from the park maintenance fund. Meyers stated while there has been discussion about this, lie would prefer that notices be sent out to the local residents to get their input on it, especially if there is going to be lighting. Meyers noted the Park Commission also has not budgeted for this either and that this would result in a pretty big hole in the budget. Meyers commented it would be nice to have some lead time and discussion time on this and that Page 4 of 9 MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, November 5, 2018 6:30 o'clock p.m. he has spoken with the Mayor and Council Member Seals about his concerns. Meyers stated everyone needs to be on the sane page and that it should go through the normal process. Roath stated he likes to think the Park Commission represents the residents of the City, and when things are brought up, the Park Commission likes to prioritize items since there are a number of other items the Park Commission has been looking at. Currently the Park Commission is talking about $6,500, which is for Items 1, 2, and 5. Roath stated if Staff is looking for him to recommend something, he would be fine with that. Roath stated they could try it for one year but that the City really does not have a good way to measure the success or use of it before determining whether additional money should be spent. Also not listed on here is Casco, which is another set of costs. Meyers noted the man hours spent by the Public Works Department is also not included. Ruegemer commented it would be a good project for a grant application. Meyers stated his suggestion is to have different options that the City Council can pick from. Meyers stated the Park Commission is trying to make the City's park system a gem and doing trial balloons rather than following established procedure may not be the best way to proceed. Edwards stated the purpose of the item was to inform the Park Commission about the proposal and then to obtain feedback. Roath moved, Carter seconded, to move forward with a trial of an ice rink at Crystal Bay Park, which would include purchasing an ice rink kit, preparing the site, delivering water for 2018, and then reassessing after the winter season before committing to anything for 2019. VOTE: Ayes 5, Nays 0. Berg stated she would like to see a more definitive demand for an ice rink before moving forward with more improvements. Ruegemer commented Crystal Bay would be a nice spot for an ice rink and would be more visible. Roath asked what the costs would be for Casco. Edwards stated he does not know that at this time. Council Member Seals asked whether the kit could be used at Casco Point if it does not work at Crystal Bay. Edwards stated it could but that it would only cover a portion of the area. Edwards indicated Staff went ahead and purchased a kit this year since they do not have time to do all the earth work this year. The liner may or may not last more than one season but that it allows the City to create an ice rink fairly quickly. Council Member Seals stated the intention was to mimic a backyard rink. Seals stated they could perhaps put Christmas lights around it so it would not be real obstructive. Edwards stated if it is in a city park, they need to limit the liability and not run extension cords. Page 5 of 9 MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, November 5, 2018 6:30 o'clock p.m. Meyers recommended a public meeting with the neighbors be held if something more permanent is desired. Meyers stated another option would be to pave the area, which would allow them to have summer sports as well, but that there could be issues with the neighbors. SPECIAL COMMITTEE REPORTS 5. EAST LONG LAKE TRAIL MASTER PLAN CONCEPT APPROVAL Edwards provided an update on the East Long Lake Trail. Earlier this year the City did temporarily close the northern section of the road to traffic and the City Council subsequently made a determination to make it a permanent closure and to convert the road to a multi -use trail. Since that time Staff has reached out to interested agencies regarding the trail and has engaged a landscape architect from Bolton & Menk to create a preliminary design. Once the preliminary plan is completed, the City will have a document and a set of costs that can then be used to seek grants and other funding. Edwards indicated he is looking to get the Park Commission endorsement of the plan, \vhich will then be taken to the City Council. Grants can be applied for in 2019, and if the City receives a positive response to the grants, Staff will then go back to the City Council for funds and authorization to complete a detailed design, with construction starting in 2020. The estimated cost of the project is $468,000. The plan at this time is to basically remove half of the asphalt and to replace the other half. One of the primary grants the City can apply for is the Hennepin County Bike Way Grant, which is a 50/50 grant. Edwards stated the good news regarding this particular length of road is that it is on a designated regional corridor for the bike way, which opens up a number of opportunities for grants. Preliminary discussions have also been held with Three Rivers, with a request that they place this trail on their 2020 CIP. Also available is a DNR trail grant and a federal grant that can be applied for. Edwards stated the only grant that is not available at the present time is a shoreline restoration grant but that the Minnehaha Creek Watershed District is looking at reinstituting it. Edwards stated one other item that has recently come to light is that the Dayton parcel is actually located at 900 Old Long Lake Road. Edwards indicated he did reach out to the trust manager for that piece of land, who informed him that the trust reverts to the DNR in 2020. Edwards stated there probably will be some unique opportunities associated with that, such as a wilderness access trail. Roath noted there were some comments provided about the northern entry and some sensitivity around that road and what happens with the northern portion. Roath stated he does not totally understand it since there are no homes in that area and that the City is not expecting a big demand for parking on that end. Edwards stated most of those comments came from residents of Spring Hill Road. There is parking identified on the plan and what is being envisioned is one or two parking spots to help eliminate parking on the road. Roath stated there was an interesting comment about harnmocks, which lie somewhat agrees with, but that he is not sure whether hammocks are really needed. Ruegemer noted anyone interested in hammocking would bring their own. Page 6 of 9 MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, November 5, 2018 6:30 o'clock p.m. Roath noted lie is on the trail subcommittee and lie is in support of a lot of the stuff that has already been put together. Edwards stated his reading of the comments is that a lot of it was stuff that was already being contemplated or involved more detail, which will be looked at when the plans are being finalized. Roath stated there was also a theme about partnering with other organizations, including Long Lake, and that he is not sure if that is something the City should be pursuing. Edwards noted a number of those comments came from the Long Lake Water Association and that they have been busy trying to put together partnerships in the Long Lake Subwatershed. Berg stated the subcommittee did go over this project and felt there needs to be some parking spaces. Berg commented the City has to be cognizant of the neighbors but that in her view parking is an important part of the plan. Ruegemer stated people want the City to make sure this is environmentally friendly, \vhich is what the Park Commission is striving towards. Carter asked why it has to be a paved trail. Carter noted he did not see any comments asking for it to be paved and that the Luce Line is not paved. Carter indicated he would lean towards not paving it. Edwards stated the biggest comment from the City's partners is to have a 10 -foot wide paved trail. Meyers stated a paved trail is easier for roller blades, baby strollers, et cetera, and it also makes it more usable for a longer period of time. Ruegemer stated she would be in favor of doing something more permeable and that she would encourage Staff to find out what the different costs are. Carter stated a gravel trail likely would cost less and that he would suggest Staff obtain additional information from Hennepin County on the two trails. Carter noted people tend to go slower on the Luce Line because it is not paved. Edwards noted since this is a regional trail, Three Rivers and Hennepin County have indicated the City would likely get some money if it is built to regional trail standards, which is a 10 -foot wide paved trail. Meyers stated lie is in agreement with Commissioner Berg and that there needs to be some parking, particularly since it would help with obtaining grant money. If there is no formal parking area, people will create their own. Berg stated there should also be an information kiosk and some signage even though there was one resident comment against that. Roath asked what the next step is. Edwards indicated he is looking for Park Commission endorsement of the plan so it can be brought to the City Council for their approval. The plan can then be used to start applying for grants in the spring. Page 7 of 9 MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, November 5, 2018 6:30 o'clock p.m. Carter moved, Ruegemer seconded, to approve the East Long Lake Trail Master Plan Concept, with the caveat that one option to be explored is whether to have the trail be unpaved. VOTE: Ayes 5, Nays 0. 6. BEDERWOOD PARK PLANNING AND GRANT APPROVAL Edwards reported the grant application in hard copy for Bederwood Park was submitted today to Hennepin County and an electronic version was submitted last week. The deadline was today at 4 p.m., and the City should hear back sometime in early December. Meyers thanked Staff and Commissioners Roath and Williams for putting the grant application together. Roath noted the Park Commission had discussed about reaching out to Commissioner Callison. Meyers noted a meeting has been set up with Commissioner Jan Callison on Wednesday, November 7, at 8 a.m. at the Long Lake Caribou, to discuss the Bederwood plan and then to tour the park. Meyers stated attending the meeting besides himself will be Adam Edwards and Council Member Seals. CHAIR AND COMMISSIONERS' REPORTS 7. COMMISSIONERS' UPDATES Meyers noted Public Works has been doing some cleaning up of the parks and that there probably will be some more tree trimming at some of the parks. Meyers noted lie will be out of state fi•om December to May. Carter reported lie and Commissioner Johnson went to the Long Lake Museum and basically came up with a strategy for the visitor center on Big Island as well as a series of potential themes, such as preglacier up to the master plan. Carter stated they do not have a lot of information on the Veterans camp. Meyers stated Commissioner Johnson was able to obtain some photographs and other information on the camp. Meyers noted ring neck pheasants were introduced to the state on Big Island and that he has some information on that. Roath asked about the golf course tree lighting. Meyers noted there will be a tree lighting ceremony on November 30. A number of local businesses will be participating in the event, including Lunds, Country Cupboard, Otten Brothers, the Long Lake Fire Department, and the Orono Police Department. Various activities are planned, including photos with Santa. Meyers commented he hopes this is the first of many tree lightings at the golf course and that this is a good community building project. Meyers thanked Council Member Seals for spearheading it. Page 8 of 9 MINUTES OF THE ORONO PARK COMMISSION MEETING Monday, November 5, 2018 6:30 o'clock p.m. Roath noted the Park Commission had previously talked about possibly using the remaining funds in the Park budget and that he would like some clarity on whether that is still the case. Roath stated the fiords could possibly be used for the skating rink. Edwards stated the Park Commission is close to hitting their budget for the year and that there is not a lot of excess end -of -year funding. Most of the money for the ice rink would come from the Park Fund as opposed to the maintenance budget. Meyers stated he and Adam Edwards will be attending meetings of the Boy Scouts and Girl Scouts to present the Eagle Scout and Girl Scout candidates with their certificates of appreciation so they would not be required to come to City Hall. ADJOURNMENT Berg moved, Ruegemer seconded, to adjourn the Orono Park Commission meeting at 7:43 p.m. VOTE: Ayes 5, Nays 0. ATTEST: Rick Meyers, Chair Page 9 of 9 SONO PARK COMMISSION AGENDA ITEM Item No.: 2 Date: January 7, 2019 Item Description: 2019 Park Commission Goals and Subcommittee Assignments Presenter: Adam T. Edwards,P.E. Agenda Section: Chairman's Report Dir, Public Works/City Engineer 1. Purpose. The purpose of this item is to provide an opportunity for commission members to provide updates and discuss the 2019 Goals. 2 2019 Park Commission Goals # Park / Activity Goal 1 Bederwood Sports field Design and construct sports field and other improvements at Bederwood Park. 2 East Long Lake Trail Secure grants for trail project Begin design and engineering work 3 Ice Rinks*Directed by City Council Establish master plan policy for city park ice rinks. Design, engineering and construction of Crystal Bay ice rink _ 4 Big Island Secure grants for ADA Trail and Park improvements 5 Holiday Tree Lighting Ceremony Establish plan, coordinate participants (community organizations), procure supplies 6 Seven Nations Develop a plan for park improvements / refinements 3. Suh-committees/ working groups for 2019. Sub -committees/ Purpose Committee Work Group Members Bederwood Sports Special steering committee to improve Bederwood parl< with a Brian Roath field sports field and associated amenities. Natalie Williams East Long Lake Trail Special steering committee for masterplan development and Jan Berg design guidance. Julie Ruegemer Brian Roath Ice Rink Special steering committee to determine policy and plan for the Rick Meyers provision of ice rinks within city Parks. Big Island Standing committee for planning and executing improvements at Rick Carter the park as well as liaising with other interested groups. Julie Ruegemer Jan Berg Holiday Tree Special steering committee to develop a plan for an annual holiday Brian Roath Lighting Ceremony tree lighting ceremony. Rick Meyers Trails Standing Committee to explore opportunities for improvements Rick Carter and additions to trials throughout the community Beth Davis Seven Nations Standing Committee to explore the park's cultural history 2019 -develop an improvement plan for the park _ Increase Community Standing Committee to improve park communication with the Julie Ruegemer Outreach public and involve volunteers within the parks Natalie Williams Opportunities for Standing Committee to identify and apply for outside funding to Brian Roath Outside Funding support city parks and wails. Julie Ruegemer Golf Course Standing committee for planning and executing improvements at Brian Roath the park as well as liaising with other interested groups. Rick Meyers Prepared By: IReviewed By: Approved By: 4. Park Assignments for 2019. Park Lead Commissioner Antoine Park Brian Roath Bederwood Park Natalie Williams Casco Point Park Julie Ruegemer Casco Point Rink Brian Roath Casco Point Beach Jan Berg Crystal Bay Playground Julie Ruegemer French Creek Preserve Rick Meyers Hackberry Natalie Williams Highwood Nature Trail Julie Ruegemer Livingston Tower Rick Meyers COMMISION ACTION REQUESTED Establish Parks Commission goals for 2019. Park Lead Commissioner Lowry Woods Lurton Park Rick Meyers Lydiard Beach Jan Berg Navarre Playground Julie Ruegemer Saga Hill Bryce Johnson Sandy Beach Jan Berg Seven Nations Park Summit Beach Jan Berg Golf Course Golf Course Committee Big Island Big Island Committee