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HomeMy WebLinkAbout01-02-2018 Park Commission Minutes MINUTES OF THE ORONO PARK COMMISSION Tuesday,January 2,2018 6:30 o'clock p.m. ROLL CALL The Orono Park Commission met on the above-mentioned date with the following members present: Acting Chair Jan Berg, Commissioners Beth Davis, 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 and City Council Member Victoria Seals were present. Commissioner Brenda Johnson arrived at 6:40 p.m. Acting Chair Berg called the meeting to order at 6:30 p.m., followed by the Pledge of Allegiance. APPROVAL OF MINUTES 1. NOVEMBER 6,2017,PARK COMMISSION MEETING MINUTES Ruegemer requested the minutes on Page 4 be corrected to reflect Ruegemer rather than Curtis and to change Roath to Carter on Pages 9 and 10. Johnson moved,Ruegemer seconded,to approve the November 6,2017,minutes of the Orono Park Commission meeting as submitted. VOTE: Ayes 6,Nays 0. PUBLIC COMMENTS None CHAIRMAN'S REPORT 2. 2018 PARK COMMISSION GOALS Edwards stated every year at this time the Park Commission establishes goals it would like to accomplish and that the following table reflects the goals discussed by the Park Commission for 2018. Park/Activity Goals for 2018 Lead Committee Members Bederwood Develop plan for improving and updating the park. Parks and Open Space Rewrite the parks and open space Rick Carter Julie Ruegemer, Comprehensive Plan Update chapter Jan Berg Park Acquisition Plan Establish a list of priorities for property acquisitions to improve the City's parks Roath asked if the goals align with the capital improvement plan. Edwards indicated it is more what the Park Commission would like to accomplish in the upcoming year. Page 1 of 10 MINUTES OF THE ORONO PARK COMMISSION Tuesday,January 2,2018 6:30 o'clock p.m. Berg noted Chair Meyers would like the Park Commission to focus a little more on the park acquisition plan and perhaps come up with some suggestions that can be discussed further with the City Council. Johnson noted the current Comprehensive Plan contains a list of recommended acquisitions and that some of them may be a little unrealistic. Johnson stated perhaps the Park Commission could discuss at the next work session whether they had any ideas for acquisitions that might be more realistic and more synergistic with the goals of the Park Commission. Johnson stated it would be necessary to obtain the list. Berg suggested input from the City Council also be sought. Ruegemer suggested the Park Commission develop their own list and then approach the City Council. Roath asked if that list would be part of the Comprehensive Plan update. Johnson stated it is but that Edwards stated one of the Park Commission goals is the Comprehensive Plan update and that Staff is looking to receive at least a rough draft by March. Edwards recommended the February work session be dedicated to discussing the Comprehensive Plan. Edwards stated Rick Carter has been working on the trails portion. Bryce Johnson stated trails and completion of Saga Hill should be added to the 2018 goals. Roath stated the golf course and Big Island should also be included in the goals. Council Member Seals noted Rick Carter would be the Big Island liaison. Berg stated the Big Island subcommittee is looking at creating a 501(c)3, which will be the driving force behind the improvements, and that the Park Commission will not play a very active role in that. 3. 2018 PARK AND SUBCOMMITTEE ASSIGNMENTS Edwards stated the following chart illustrates the Park Commissioners' assignments for 2018. Park Lead Commissioner Commissioners Antoine Park Brian Roath Bederwood Park Natalie Williams Casco Point Park Julie Ruegemer Beth Davis 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 Bryce Johnson, Brenda Johnson Livingston Tower Rick Meyers Lowry Woods Page 2 of 10 MINUTES OF THE ORONO PARK COMMISSION Tuesday,January 2,2018 6:30 o'clock p.m. Park Lead Commissioner Commissioners Lurton Park Rick Meyers Bryce Johnson Lydiard Beach Jan Berg Rick Carter Navarre Playground Julie Ruegemer Rick Meyers, Brian Roath Saga Hill Bryce Johnson Rick Meyers, Brenda Johnson, Brian Roath Sandy Beach Jan Berg Seven Nations Park Bryce Johnson Brenda Johnson Summit Beach Jan Berg Golf Course Brian Roath Rick Meyers,Natalie Williams Big Island Jan Berg Julie Ruegemer, Rick Carter Bryce Johnson pointed out the lead commissioner on Seven Nations Park should be Brenda Johnson. Berg noted Rick Carter is listed on Lydiard Beach and that she is the lead commissioner. Berg stated she would be able to oversee the parks and that it is not necessary to have other commissioners assigned to any of them. Bryce Johnson stated acquisition of a public access to Lowry Woods should perhaps be included since the only way to access that park currently is via the Luce Line Trail. Bryce Johnson stated Lowry Woods is important for the preservation of the Big Woods. Brenda Johnson stated Lowry Woods should be linked to the long-range plan. Brenda stated there has been a deer stand and a hunter in there in the past as well as grass clippings being dumped there. Berg stated they can discuss Lowry Woods further at the February work session. Berg stated the following chart illustrates the subcommittees and working groups for 2018. Work Group Lead Committee Member 1 Committee Member 2 Trails Brenda Johnson Bryce Johnson Rick Carter Seven Nations-Cultural History Brenda Johnson Increase Community Outreach Julie Ruegemer Opportunities for Outside Brian Roath Julie Ruegemer Beth Davis Funding Comprehensive Plan Jan Berg Rick Meyers Rick Carter Williams stated she will work with Julie on increasing community outreach. Davis stated she was previously listed on trails but that it now lists Bryce. Bryce Johnson requested that be changed. Brenda Johnson indicated she will stay on Seven Nations. Roath asked what the goal is for Seven Nations as far as the cultural history aspect. Page 3 of 10 MINUTES OF THE ORONO PARK COMMISSION Tuesday,January 2,2018 6:30 o'clock p.m. Brenda Johnson stated the cultural history will need to be determined but that she is looking at erecting signs as well as removal of noxious weeds and the banning of ATVs. Edwards stated when the working group was created for Seven Nations, it was to look into the cultural significance and history of the park. Edwards stated the intent of the first chart was that every park would have at least one commissioner who visits the park on a monthly basis and informs the Public Works Department if there are any items that need to be taken care of. The lead commissioner would also work with any person wishing to adopt a specific park. The second chart lists areas where there was a desire by the Park Commission to have more of a focus on a specific component. Roath suggested the golf course be included as a subcommittee. STAFF REPORTS 4. PUBLIC WORKS PARKS UPDATE Edwards reported on the following items: • Jason Goring started on December 27 • Most of the parks have been winterized • The Casco Point rink was flooded and there has been some skating activity out there • The docks were removed from Big Island and other areas • The open area in Saga Hills has been prepped and the wood chips gathered up. The wood chips will be hauled out there once the weather warms up. The area was also seeded. • The Public Works Department has also been focusing on maintaining and clearing the trails. • Work has started on the Comprehensive Plan update relating to Parks. Ruegemer asked when Saga Hills was seeded. Edwards indicated it was seeded in September through the use of a seed drill. Edwards indicated the original plan was to do a controlled burn but since everything was too wet in the fall,they went with Option B, which was to remove the debris and then do the seed drilling. The piles of wood chips will be removed once it warms up. 5. 2018 Parks Work Plan Edwards stated the following tables are a summary of the ongoing and new projects that the Public Works and Engineering Department will be focused on in 2018. Edwards noted some of the projects will need to be brought back before the Park Commission and City Council for further approval. Not included in the list is the routine maintenance of the parks. Page 4 of 10 MINUTES OF THE ORONO PARK COMMISSION Tuesday,January 2,2018 6:30 o'clock p.m. Ongoing Projects Park Project Scope of Work Saga Hills Saga Hills Restoration Project Place benches(aka sitting stones), complete tree trimming, remove debris piles, erect signs Lurton Park Lurton Park Establish permanent Porta-Potty location, vegetation restoration All Parks and Open Space Rewrite the parks and open space chapter Comprehensive Plan update 2018 Projects Park Project Scope of Work Bederwood Improvement/Planning Support Park Commission's preparation of a conceptual plan with cost estimates for improvements to the park and execute if approved and time permits Golf Course Porch/Patio Includes porch for clubhouse Golf Course Cart Parking Run concurrent with porch project as the porch project eliminates current cart parking. Includes retaining wall and pavement for cart parking. Golf Course Fest Tent Area Leveling and clearing a 40' x 60' area for placement of a fest tent to facilitate more events at the golf course Golf Course Clubhouse foundation sealing Evaluate the foundation and seal. This project should be completed prior to the deck project as the deck project is along the foundation wall. Golf Course Irrigation Pond Dredging The irrigation pond has approximately 1 foot of sediment built up. This project would remove the sediment and restore the capacity of the pond. Golf Course Fairway drainage project This is part 2 of a two-part project to improve fairway drainage. Part 1 has been completed. Big Island Big Island Planning Prepare a conceptual plan with cost estimates, including ADA accessible pathways and destinations throughout the park; dock area improvements; overlook/pavilion area; beach improvements; and restroom facilities. The Plan will include a site map, programming level estimates, and a report. Navarre Park Basketball court surfacing Removing the small half-court basketball court and replacing it with a multi-sport court. Edwards stated the majority of the 2018 projects relate to the golf course. Edwards noted the grant the City applied for the Navarre Park was not approved. Bryce Johnson noted Saga Hills is technically Saga Hill. Johnson suggested under Saga Hill they add erection of signs saying motorized traffic is prohibited. Page 5 of 10 MINUTES OF THE ORONO PARK COMMISSION Tuesday,January 2,2018 6:30 o'clock p.m. Edwards indicated the Public Works Department did move the gates before the weather turned cold and erected no motorized traffic signs at various spots on the trail. Edwards stated the gate is meant to keep trucks out of there and that the Public Works Department moved the gate further back so it would be in line with the trees. Roath stated as far as the placement of the gate, people can still get around the gate with an ATV and that they will need to keep an eye on it. Edwards indicated he walked the park with the police chief and that in their view people are more likely coming up on the spur trails from the neighborhood. Berg stated as it relates to Lydiard Beach, she would suggest the area be patrolled since there are a lot of people down there now than ever before. Berg noted someone has also removed the gate. Edwards indicated he will ask the police department to patrol the area periodically. Berg stated she has not observed any snowmobiles in the area but that there have been a lot of people in cars. Berg stated Lydiard Beach has never been a formal lake access point but that the number of people going there has been increasing and that the police should patrol down there periodically. Ruegemer asked if having it as a lake access would hurt anything. Berg stated it should stay as a beach and not an access point to the lake since driving over the area could damage the beach. Berg commented the City does not have that many beaches and that they do not want people driving over the beaches because it takes more time and money to get them ready in the spring. Edwards stated there are multiple access points maintained by the county and the surrounding cities. Currently Orono has over 30 access points but that he is not sure how many winter access points the City has. Berg stated she does not have a problem with people walking down there and walking out on the lake but that they should not be driving out there from the beach. Brenda Johnson asked if there is a map depicting the lake access points on the City's website. Edwards indicated there is not and that was one of the revisions he was going to propose for the Comprehensive Plan. Bryce Johnson noted they have also discussed doing some planting around the signs at Saga Hill. Edwards stated the Public Works Department currently mows Casco Point a couple times a year and that in 2018 they will be mowing a series of trails. Ruegemer noted there is a neighborhood couple that would also like to do some native planting and that she is waiting for them to come back with a plan. Page 6 of 10 MINUTES OF THE ORONO PARK COMMISSION Tuesday,January 2,2018 6:30 o'clock p.m. SPECIAL COMMITTEE REPORTS 6. LURTON PARK PAVER UPDATE—BRYCE JOHNSON Edwards reported the City has already sold 78 passes for 2018. The resident fee is $25 and nonresident is $40. Edwards stated the City did not change the amount of the fees for 2018 and that the passes will be prorated at 50 percent on August 1. The community service officer patrols there periodically and has issued several warnings but no tickets have been issued. Roath asked whether any mailing is going out reminding people to renew. Edwards stated there is not a system in place currently to do that but that Staff is attempting to gather email addresses at the time people purchase or renew a pass. Berg suggested a reminder be included in the newsletter about renewing. Bryce Johnson suggested an update on the pavers also be included. Bryce Johnson commented he is not really satisfied with the way the pavers turned out at this point and that they tend to settle and move. In the first year the installer will go back out and replace and fix the pavers where necessary but that he likes to do it after the frost is out of the ground. Johnson stated the other aspect they are experiencing is that there is a lot of mud on the pavers, and when there is dirt on the pavers, the engraving gets filled in and makes it difficult to see the logo or lettering. Johnson stated they are looking at an alternate way of engraving the pavers but that the mud still may be an issue. Johnson commented commemorative pavers tend not to be in high-traffic areas and before having the pavers engraved, it would be nice to have some sort of dedicated place where the pavers would not necessarily be walked on. Johnson stated the dedicated area could also be any shape. Johnson stated in his view a dedicated area would be a better place to put the City's logo and the commemorative engraved pavers. Johnson stated the area could serve as a nice welcome area to the park. Johnson reported the tables in the park appear to be getting some high use and that they could potentially use another gathering spot somewhere in the park. Johnson noted the overhead screen depicts two red triangles closer to the woods where another possible sitting area could be located. Currently there are two sitting areas in the large dog park. Johnson stated adding another sitting area would not be a huge expense given the amount of revenue being brought in from the passes. Another option would be to locate a sitting area near the pink triangle. Johnson noted the yellow triangles depict the current sitting areas. Edwards stated a table with concrete pad is approximately $1,500 and the shade for the table would cost between $4,500 and $5,000. Roath stated a natural gathering spot is right inside the gate. Roath asked whether there is an option to put something inside the gate. Bryce Johnson stated they could put a table there without a pad. Page 7 of 10 MINUTES OF THE ORONO PARK COMMISSION Tuesday,January 2,2018 6:30 o'clock p.m. Edwards stated one disadvantage with placing the table there is all the noise from the road. Edwards stated they are also looking at potentially graveling the trails. Given the amount of traffic, some of them have turned into a mud hole, and it is unlikely wood chips will work on those trails. Edwards noted in 2017 the City brought in $15,000 from the passes and that the gravel would cost around $6,000 to $7,000. Johnson commented purchasers of the pass tend to anticipate something will be done to improve the park, which is a different perspective from some of the other parks in the City. Edwards indicated he will bring an action item back before the Park Commission on the trails. Berg asked whether they should install a bench or a table. Bryce Johnson stated more people would be able to sit at a table than a bench and that given the price, a table would make more sense. Ruegemer commented a table tends to be more community oriented. Williams stated it would also be nice to have a place where someone could set a bag down while they are putting their dog in the car or getting ready to leave. Ruegemer noted the City currently does not have to pay for the wood chips and that they have a steady supply of them. Edwards stated the wood chips need to be redone every year and that the gravel trail would hold up better. Edwards noted he is not proposing that gravel be placed on all the trails in the park but simply those trails that receive more traffic. It was the consensus of the Park Commission to place another picnic table and concrete pad up the hill as well as a temporary table by the entrance. 7. BEDERWOOD PARK PLANNING Edwards noted the Park Commission has stated they would like to focus on Bederwood and that he is looking for direction on what items the Park Commission is looking to accomplish at the park and which commissioner will take the lead on it. Bryce Johnson commented this is one of the nicer parks in Orono, it is centrally located, and that it already has a lot of activities. Johnson stated the question is how it can be improved further. Johnson stated the park needs someone to champion it and that he and Rick would be happy to help. Williams indicated she can do it. Victoria Seals stated she can also help. Edwards noted the City partners with the Orono Baseball Association on the baseball fields and the DNR for access so they will need to be contacted as well. In addition, there is a well out at the park. Edwards noted the well has an electric pump but that it has not been used for almost a decade. As a result, some Page 8 of 10 MINUTES OF THE ORONO PARK COMMISSION Tuesday,January 2,2018 6:30 o'clock p.m. work will need to be done to make the water potable. Edwards stated he believes the original intent was to use the well for ice rink flooding and that it was left there for irrigation of the baseball fields. 8. NAVARRE PARK SPORTS COURT—BRIAN ROATH Roath reported the City did not receive the grant for the Navarre Park sports court and that the City's grant request was not scored very high. Roath stated overall there were 17 requests from various organizations and 14 of them received some money. Roath stated he has learned a lot from working with the program director about the City's score and how it can be improved. Roath stated the grant program has two components to it. One is a facility grant, which awards higher dollar amounts and is given once a year, and the other is for equipment grants, which is given twice a year. Roath suggested they reapply this spring for an equipment grant. The maximum amount that can be received on the equipment grant is $10,000. Roath stated he would propose the Park Commission move forward with the equipment grant, which could go towards the project for the basketball court. Roath noted at the last meeting there was discussion that if the City did not get the grant,they would reapply their efforts and focus from the sport court project in Navarre to Bederwood, which is another option. Roath indicated the equipment grant would be due at the beginning of March, with a decision being made by the end of March, which would allow them to still move forward this spring with the project if they receive the grant. Edwards stated another decision is whether the project should remain as is and that he would recommend keeping the project scope as currently proposed. Edwards stated the basic project consists of moving and expanding the sports court and that they could possibly cut $5,000 to $10,000 out of it by removing the extra benches and soliciting donations for other portions. The total project estimate is $47,245. Ruegemer asked if one of the reasons the City's grant did not score well was the fact that they did not have a partner in the project. Roath stated that was one of the reasons but that there was a more direct correlation between the project and youth participation. Roath noted approximately half of the grants were from school districts and that the others had baseball or football associations that backed them. Roath stated the neighborhood parks scored lower. Ruegemer stated they were attempting to cover the kids that cannot afford the big organized sports. Edwards stated the biggest score relates to partnership, and on the City's previous equipment grants, they partnered with the Orono Baseball Association. Edwards stated the City will still get scored on partnering on the equipment grant but it is not as crucial. Williams asked if there is an after-school program the City could partner with. Ruegemer indicated they did obtain letters from WeCan and other organizations but that the grant program was looking for more of an organized association. Roath noted they scored high on stewardship, which means they thought the project was a good idea. Page 9 of 10 MINUTES OF THE ORONO PARK COMMISSION Tuesday,January 2,2018 6:30 o'clock p.m. It was the consensus of the Park Commission to move forward with the equipment grant in the spring, with the grant application being spearheaded by Brian Roath. Edwards stated he will see whether approval of the City Council is necessary to go ahead with the grant application. Mayor Walsh suggested the Park Commission contact the school and perhaps ask them to write the grant letter or submit the application. Roath stated if a plan is developed for Bederwood in the next couple of months,they could perhaps apply for a grant for that park as well. 9. COMMISSIONERS UPDATES Berg stated a resident had indicated she was unable to access the park survey on the City's website. Edwards stated the old survey is not on the website and that he can send it to the commissioners if they are interested in seeing it. Edwards indicated he did sit down with the City Administrator and looked at what questions might be appropriate for a future survey. ADJOURNMENT Brenda Johnson moved,Ruegemer seconded,to adjourn the Orono Parks Commission meeting at 7:50 p.m. VOTE: Ayes 7,Nays 0. ATTEST ., 6 et 1 / Berg, Acting Ch. Page 10 of 10