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HomeMy WebLinkAbout03-06-2017 Park Commission Minutes ZTg_ l I MINUTES OF THE ORONO PARK COMMISSION Monday,March 6,2017 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, Brenda Johnson,Bryce Johnson,Brian Roath,Julie Ruegemer, and Natalie Williams. Representing Staff were Public Works Director/City Engineer Adam Edwards,and Recorder Jackie Young. Mayor Dennis Walsh was present. Alternates Beth Meyers and Rick Carter were present. Chair Meyers called the meeting to order at 6:34 p.m. APPROVAL OF MINUTES 1. JANUARY 3,2017,PARK COMMISSION MEETING MINUTES Berg moved,Brenda Johnson seconded,to approve the January 3,2017,minutes of the Orono Park Commission as submitted. VOTE: Ayes 5,Nays 0,Roath and Wiliams Abstained. PUBLIC COMMENT None CHAIRMAN'S REPORT Chair Meyers welcomed the two new Commissioners and alternates to the Park Commission. Meyers stated Adam Edwards will be distributing to the new commissioners a book of information on the City's parks to assist them with their duties. Meyers requested the new commissioners contact him if they have any issues or questions. Meyers stated each commissioner is typically assigned a couple of parks to oversee and that the alternates would be able to serve on some committees if they would like. Meyers suggested the new commissioners and alternates visit the City's parks so they can become familiar with them and then e-mail or call him with their top three parks they are interested in. Meyers explained the duties of a park commissioner as it relates to their assigned park(s). 2. PARK COMMISSION ASSIGNMENTS Meyers requested the new commissioners look at which parks they would be interested in helping out on and to contact him with their top three choices of parks they would like to assist with. Meyers noted there are also a few special subcommittees and work groups the Park Commission has, with the Orono Golf Course and Big Island now being under the purview of the Park Commission. In addition,the Park Commission will be hosting a grand opening at Lurton Park. Meyers stated he would like to form a committee to oversee that. Meyers asked if Commissioner Williams would be interested in leading that committee. Williams indicated she would be. Page 1 of 11 MINUTES OF THE ORONO PARK COMMISSION Monday,March 6,2017 6:30 o'clock p.m. Meyers indicated he would like to invite the Lurton family to the April workshop and discuss with them the plans for the grand opening. Meyers stated he visited the park with Van Erickson today and updated him on the improvements. Williams asked if there is a target date for the grand opening. Meyers stated a definite date has not been set. Edwards suggested the Park Commission consider sometime in July after all the improvements have been completed. Ruegemer indicated she would also like to help out on the grand opening committee. Park Commissioner Commissioner Alternate Commissioner Antoine Park Julie Ruegemer Bederwood Park Bryce Johnson Casco Point Park Rick Meyers Casco Point Rink Rick Meyers Casco Point Beach Jan Berg Rick Meyers Crystal Bay Playground French Creek Preserve Paul Pesek Hackberry Park Bryce Johnson Highwood Nature Trail Julie Ruegemer Brenda Johnson Paul Pesek Livingston Tower Rick Meyers Bryce Johnson Lowry Woods Paul Pesek Lurton Park Bryce Johnson Brenda Johnson Lydiard Beach Jan Berg Navarre Playground Rick Meyers Julie Ruegemer Saga Hill Brenda Johnson Julie Ruegemer Paul Pesek Sandy Beach Jan Berg Julie Ruegemer Seven Nations Park Brenda Johnson Bryce Johnson Paul Pesek Summit Beach Jan Berg Rick Meyers Park Lead Committee Member 1 Committee Member 2 Bederwood Bryce Johnson Rick Meyers Saga Hills Julie Ruegemer Brenda Johnson Paul Pesek Highwood Julie Ruegemer Brenda Johnson Rick Meyers Trails Brenda Johnson Bryce Johnson Paul Pesek Seven Nations- Brenda Johnson Bryce Johnson Rick Meyers Cultural Community Outreach Julie Ruegemer Rick Meyers Paul Pesek Outside Funding Bryce Johnson Jan Berg Paul Pesek Meyers noted the City will be working on their Comprehensive Plan Update this year and that one member of the Park Commission will need to be appointed to serve on that committee. Page 2 of 11 MINUTES OF THE ORONO PARK COMMISSION Monday,March 6,2017 6:30 o'clock p.m. Meyers asked whether the Park Commission could appoint two commissioners to the committee. Walsh stated two is reasonable in the event someone cannot make it to a meeting. Meyers stated he and Commissioner Berg will be on the Comprehensive Plan committee. Edwards noted that would be the overarching Comprehensive Plan Update committee but that the Park Commission will be looking at the parks section of the Comprehensive Plan. Edwards stated the planning director will be attending the April workshop. Meyers stated a committee will be formed for Big Island. Meyers noted Commissioner Ruegemer and Commissioner Berg have expressed an interest in that committee and that Commissioner Roath and Rick Carter will be the alternates. Meyers noted these will be open meetings and that anyone can attend. 3. PARK COMMISSION COMMUNICATION AND COMMUNITY OUTREACH Letter to the Editor Meyers noted Bryce Johnson has drafted a letter to the editor. Bryce Johnson stated his letter to the editor came about following the last Council meeting. Johnson stated he was a little upset that people made comments at the meeting that the City spent$160,000 on a dog park and not the veterans or fixing the roads. Johnson stated in his view those comments were unfair and did not reflect all of the facts. Johnson noted the expenditures for the capital improvements done at the parks come from the Park Dedication Fund and that the City is not allowed to spend that money elsewhere per state statute. Johnson stated in his view it is unfair to be attacked for spending money on the parks when that is what the Park Commission is supposed to be doing. Ruegemer stated to her understanding the concern was that the City was not going to spend $8,000 on docks and not necessarily the fact that the City spend money on parks. Bryce Johnson stated the comment was specific that this amount of money was spent on the dog park. Johnson noted those funds came from the Park Dedication Fund and could not have been spent on roads and docks,which was the main reason for the letter. Meyers stated he agrees with the tenor of the letter and that he would like everyone on the Park Commission to sign it and send it in as a group. Meyers commented the letter might clear the air on certain items. Bryce Johnson stated another purpose of the letter was to let people know that this is an open process and that if people have suggestions for capital improvements in the parks,the Park Commission is open to hearing about it. Page 3 of 11 MINUTES OF THE ORONO PARK COMMISSION Monday,March 6,2017 6:30 o'clock p.m. Berg commented the letter could help generate some interest by residents who might also want to become involved and contribute. Bryce Johnson stated in his view there was some confusion at the meeting about how the funds are spent and that the letter helps clarify that. Brenda Johnson stated in her view the letter is informative and a good educational piece. Bryce Johnson moved,Brenda Johnson to submit the letter to the editor,with the letter being amended to include reference to the state statute regarding expenditures from the Park Dedication Fund. VOTE: Ayes 7,Nays 0. City Newsletter and City Website Edwards stated the City publishes a newsletter three times a year. In the past the Public Works Director and/or members of the city newsletter committee prepared articles related to parks. Edwards stated the deadline for the spring newsletter has already passed but there are opportunities in the future for the Park Commission to have a more direct role in preparing articles for the newsletter. Edwards stated he is looking to see if there is any interest from any of the commissioners to contribute articles to the newsletter. Meyers stated the Park Commission could put together something on Saga Hill since that is the park they are currently working on. Walsh stated the intent is to have an article from every department highlighting what is being done by the City. Berg suggested the newsletter highlight a park each issue and that they could also include an article on the Lurton grand opening. Meyers stated the grand opening can also be sent out over the City's listserv. Edwards stated the City is also looking at updating the City's website. Edwards noted there was a great effort from the Park Commission to update the parks section last year and that this is a new opportunity to get the parks section even more up to date. Meyers noted Commissioners Brenda Johnson and Julie Ruegemer were involved in that previously. Walsh stated the old website will be scraped and revamped. Walsh indicated they would like to have the same basic appearance for each of the City's social media sites and to make the website more user friendly. Walsh noted currently the website has over 180 different pages of content and that they would like to downsize it somewhat. Bryce Johnson noted the committee had previously compiled a list that was pretty comprehensive. Brenda Johnson stated the addresses of each park should be listed on the website. Johnson stated she would like the website to engage the public more and that they should make sure it is useful and accurate. Johnson stated different age groups use the parks but not everyone uses the website. Page 4 of 11 MINUTES OF THE ORONO PARK COMMISSION Monday,March 6,2017 6:30 o'clock p.m. Meyers requested Commissioners Ruegemer and Johnson stay on the committee unless someone else from the Park Commission volunteers. 4. SAGA HILLS PARK IMPROVEMENT PLAN Edwards noted the Park Commission identified Saga Hills as a focus park for 2016 and 2017. At the last work session,the Park Commission reviewed and discussed ideas on a number of improvements for the park. The main difference between the two scopes of work is the amount of tree clearing. Option 1 is for nine acres of hilltop clearing at a cost of$59,000,and Option 2 is approximately 4.5 acres of clearing at a cost of$38,000. Also included in both options is the planting of the hilltop area with native grasses,clearing the trail pathways and around the parking lot, installing trail and information signs, and installing trail gates. Williams asked what the existing condition of the park is. Edwards indicated it is a passive park and it has been left as a natural area. The land originally was pasture,with some nice stands of trees that will be preserved, and the middle of the park has become overgrown with scrubby,volunteer trees. The overarching idea is to restore the park to its original condition. Meyers stated the parking lot has become overgrown and there are no maps to orient people. Meyers stated the Park Commission would like to make the park more user-friendly. Bryce Johnson stated the signs will help re-enforce the historic perspective of the park. Johnson noted approximately two-thirds of the park is covered by a conservation easement that is administered by the DNR. Johnson stated by reading through the document it is pretty clear that there was to be vegetation management, which has not been done, and clearing out the invasive species along the trails keeps with the spirit of the conservation easement. Meyers noted there was a big involvement by the community to obtain this park originally and that the Park Commission would like to maintain it. Edwards stated the two biggest pieces of either proposal are the clearing and restoration of the vegetation. Both proposals attempt to create a 10-foot wide cleared area along the trail. That work would be done by STS,which stands for Sentence-To-Serve. Edwards stated the City has a contract with the County and the City receives so many days to use their STS crews. Edwards stated because the corridors will be cleared,gates will also be installed to prevent people from riding their four-wheelers into the park. Roath asked what the status is of the parking lot. Roath commented the parking lot seems to be a mud pit at times. Roath asked if there is anything in the plan to improve the parking lot. Edwards stated he has the parking lot listed as a regular maintenance item this year and that there are other parking lots the Park Commission would also like to see addressed. Edwards noted part of this project is to clear a 10-foot area around the parking lot. Page 5 of 11 MINUTES OF THE ORONO PARK COMMISSION Monday,March 6,2017 6:30 o'clock p.m. The estimated cost for the project is $59,000,with nine acres of hilltop clearing, or$38,000 with 4.5 acres of hilltop clearing. Both proposals contain ongoing maintenance of the prairie land. Edwards noted the City currently spends about$3,000 on Lurton Park for annual vegetative maintenance and management. Edwards stated the bigger ticket items of this project could be funded entirely from the Park Dedication Fund. Some of the smaller items, such as signs,trail clearing, and gates,could be funded from the Parks Operations and Maintenance budget,with the remaining portions coming from the Park Fund. The Park Commission should review the draft information signs as well as the improvement project plans and then make a motion recommending approval of one of the options to the City Council. Bryce Johnson stated the Park Commission needs to make sure they are not creating a fuzzy area between capital improvement and maintenance. Johnson stated in his view,to the extent the area is actually being cleared and redone, along with the signs and bench,the park could be called out as a capital improvement. Johnson stated in his view clearing the trail might be more maintenance but the signs and a bench would be a capital improvement. Meyers stated clearing around the parking lot and trails would be work that could be done by Sentence to Serve and that professionals will do the land clearing. Meyers stated the Public Works Director could determine if it is legitimate capital improvement. Bryce Johnson asked what the 20 percent contingency would be. Edwards indicated it is a standard engineering tool that is used in determining a price and that 10 percent is administrative and 10 percent is unexpected items, such as bids that come in higher than expected. Meyers noted the Park Commission discussed the two plans at their work session and at that time the commissioners felt that the$37,000 was a more reasonable approach. Meyers noted the Park Commission will also be taking on Big Island and the golf course so there might be other capital improvement items coming up. Brenda Johnson asked if the funds for those two parks used to come out of the Park Dedication Fund. Edwards stated maintenance of Big Island comes out of the regular park operation and budget. Edwards indicated he would need to see where some of those funds came from for projects such as the shoreland restoration. The annual maintenance, such as mowing and the putting in and taking out of the docks has been a budget item for the parks operational budget. Bryce Johnson stated the purchase of the docks came out of the Park Dedication Fund. Brenda Johnson stated given that Saga Hill is a big park, it seems that if the Park Commission is going to improve Saga Hill,they should do everything they want to do since coming back later is harder. Johnson stated if there really is so much interest in Big Island,there should be some donations coming in. Meyers suggested keeping Big Island as a separate piece from Saga Hill. Meyers stated to his understanding the Park Commission had agreed on Option 1,which was the $38,000 amount. Page 6 of 11 MINUTES OF THE ORONO PARK COMMISSION Monday,March 6,2017 6:30 o'clock p.m. Bryce Johnson stated the difference between the two options was the conservation protected area and not doing as much clearing in the non-easement property. Johnson stated in his view a lot of the growth is new growth and could be easily cleared. Meyers stated in this case the clearing could be done in phases. Meyers stated the Park Commission could also send both options to the Council and let them decide,but that he would recommend moving forward with Option 2. Roath asked if a different approach could be to approve a certain amount towards the clearing, and based on what is received in the bids, perhaps a larger area could be done. Roath stated the Park Commission could cap the clearing at $30,000 and get as much cleared as possible. Roath stated the Park Commission could decide on a number between the two bids and then the Public Works Director could work with the contractor to see how much can be cleared. Edwards stated the bid request could be worded that way. Meyers stated he would prefer a motion with a hard number on it rather than a range. Edwards stated the Park Commission could allocate $18,000 for clearing and another$8,000 for restoration,which is Option 2. Edwards stated they could propose that amount, and if the bids come in lower than expected,they could expand the footprint out into that nine acres. Roath stated they could also propose $25,000 or another amount for clearing,which will likely amount to more than the 4.5 acres. Roath stated he is hearing that the more clearing that is done, the better. Edwards indicated he used $4,000 an acre,which is based off of MN/DOT's numbers and is a conservative number. Edwards stated it is likely they could get more than an acre done for$4,000. Walsh stated what would be helpful is to know how the nine acres was arrived at. Walsh stated if the nine acres is important,he is not sure why they are proposing 4.5 acres. Ruegemer stated to her understanding the nine acres is the original pasture land but that she is not sure how important it is to go back to that footprint. Meyers stated the area to the left on the map is more pasture land and is connected to the woods. Meyers stated the Park Commission thought it would be better to clear the areas that offers more of an interest to visitors to the park. Bryce Johnson noted a portion of the land was tax forfeited farm land and the portion on the right is the historic pasture land. Johnson stated that is also where there is the biggest contrast with the Big Woods. Johnson stated they could make the path wider to the Big Woods but that he is not sure it is that critical to do since it is over a mile of trails. Johnson stated he would rather have three benches in the proposal than all the extra clearing since the clearing could be done in later years. Meyers stated the City could simply ask the contractor to clear as much as they can for$18,000 but that they want a minimum of 4.5 acres done. Page 7 of 11 MINUTES OF THE ORONO PARK COMMISSION Monday,March 6,2017 6:30 o'clock p.m. Edwards stated they could simply tell the contractor they would like 4.5 acres cleared with the understanding that if bids come in lower than anticipated or there are a bunch of volunteers,they could keep expanding out to the east. Edwards stated the 9-acre parcel came from walk-throughs with the subcommittee and Staff after identifying good stands of trees and areas of scrub. Brenda Johnson noted what they are calling scrub trees is really buckthorn,which is invasive, but that there are some significant trees in different areas. Johnson stated a path with a bench would make the park more interesting. Edwards stated when they say they want to clear the whole area depicted in green,that does not mean every tree will be removed, and that the decent, smaller stands of trees will remain. Meyers stated he would recommend the Park Commission go with Option 2. Meyers stated the Park Commission can work towards clearing the total nine acres. Bryce Johnson asked if a couple of benches could be included in place of the trail clearing. Johnson stated the benches would be capital improvements. Berg noted there is a contingency that can be used for other smaller items if it is not needed for anything else. Bryce Johnson moved,Brenda Johnson seconded,to recommend Option 2,with removal of the two Sentence to Serve aspects and adding two benches. VOTE: Ayes 7,Nays 0. Information Signs Bryce Johnson requested the commissioners review the draft signs after the meeting to see whether they would like to see any changes made to the signs. Johnson stated regardless of what option the Council votes on,he would like to complete the signs since they are minimal expense. 5. LURTON PARK Edwards provided an update on the status of Lurton Park. The following items have been completed to date: - Installation of the perimeter fence and wood post fence -Installation of fence with top rails - Installation of pedestrian and vehicular gates -Parking lot expansion - Installation of the dog waste station - Installation of the information sign Edwards stated the base for the porta-potty will be installed in year two after it is determined that is the appropriate spot. Ruegemer suggested some trees be planted around the porta-potty as well. Edwards noted the following work still remains to be completed: Page 8 of 11 MINUTES OF THE ORONO PARK COMMISSION Monday,March 6,2017 6:30 o'clock p.m. - Installation of history sign, trail signs,and road sign - Installation of well sometime next week -The bench,picnic table, and shade sails are to be installed in the spring once the weather improves - The improvements to the trails will be done in April/May of 2017 Edwards reported 39 resident park passes have been purchased and 59 nonresident passes has been purchased. Meyers stated they will be erecting a sign on the gate saying permit required along with a phone number for the City. In addition, a little box will be installed that will contain applications. Meyers noted he invited the Lurton family to the April workshop and that he will contact them again prior to the work session. Meyers stated the special dog bone bench is$2,500. The bench is made from Minnesota limestone that was salvaged from the Rock Island Swing Bridge that was built in 1895. Meyers asked if there is still money available in the budget for different items. Edwards reported there is money still remaining in the budget but that he is not sure of the exact amount. Ruegemer commented people could donate money towards the bench in exchange for a little plaque. Meyers stated information on the City's donation program could be made available at the grand opening. Bryce Johnson asked what furniture was included in the proposal for the park. Edwards stated an additional bench and an additional picnic table. Edwards stated to his recollection it was$600 for a bench and$1,000 for the picnic table and installation. Bryce Johnson stated they could perhaps take the money for the additional bench and table and use it for the dog bone bench. Meyers stated they will find a way to purchase the bench and that perhaps they could negotiate a lower price with the company. Edwards asked if the Park Commission would like Staff to try to purchase the dog bone bench. Meyers stated he and Commissioner Johnson will speak with the company. Williams stated sometimes the company will reduce the price if they are allowed to have their name displayed. Bryce Johnson indicated he would be fine with a small plaque saying where the dog bone bench came from. Brenda Johnson commented she likes taking the money from one of the other benches to purchase the bone bench. Page 9 of 11 MINUTES OF THE ORONO PARK COMMISSION Monday,March 6,2017 6:30 o'clock p.m. Bryce Johnson moved,Roath seconded,to purchase the dog bone shaped bench for installation at Lurton Park at a cost to be determined but not to exceed $2,500,with the dog bone bench replacing one regular park bench. STAFF REPORTS 6. PUBLIC WORKS UPDATE Edwards reported the following work is pending by the Public Works Department: Playground border and chip replacement at Antoine Electrical repair and regrading of the parking lot at Bederwood Creation of a planting plan with MCES at French Creek Regrade the parking lot at Highwood Rut repairs at Livingston Reinstall swim buoys at Lydiard Beach Regrade parking lot at Saga Hill Install buoys at Summit Beach Bathroom floor replacement and pond dredging at golf course The following work has been completed by the Public Works Department: Maintenance of the ice rink at Casco Point Plowed parking lots at Bederwood, Crystal Bay playground, French Creek,Lurton, Saga Hill, and Summit Beach Snow and ice removal at Old Crystal Bay Road, CSAH 6, Willow,and the Kelley loop Pond testing,tree trimming,tree removal and annual equipment maintenance at the golf course Meyers noted he and Adam had a meeting with the golf course manager about possible capital improvements. Meyers asked whether Commissioner Roath would be willing to serve on the golf course committee. Roath indicated he would be. Meyers stated they are attempting to set up a meeting with the various stakeholders in the golf course to discuss possible improvements. Berg asked why the road is not plowed leading down to Lydiard Beach. Edwards indicated he has never been asked to plow there. Berg stated a number of people get stuck down there as they attempt to access the lake to go ice fishing. Edwards stated Public Works could add it to their schedule but that the road was likely not plowed to discourage people from going down there in the winter. Berg indicated there is a group of fishermen who go down there on a fairly regular basis. Page 10 of 11 MINUTES OF THE ORONO PARK COMMISSION Monday,March 6,2017 6:30 o'clock p.m. Berg asked whether there will be any buoys on Sandy Beach anymore. Edwards indicated they did not place buoys at Sandy Beach last year. Meyers noted one of the buoys was stolen and the other buoy was moved. Edwards indicated they place buoys at Lydiard and Summit but that they can add Sandy Beach. Edwards stated the downside of putting buoys out is that they get moved periodically. SPECIAL COMMITTEE REPORTS 7. COMMISSIONERS' UPDATES Meyers noted the next Park Commission workshop is scheduled for April 3 from 1:00 to 3:00. Meyers stated he would like to finalize the park assignments at that work session. ADJOURNMENT Berg moved,Brenda Johnson seconded,to adjourn the Orono Park Commission meeting at 7:47 p.m. VOTE: Ayes 7,Nays 0. ATTEST: cU\ \‘(\/\ Q-A e Rick Meyers, Chair Page 11 of 11