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HomeMy WebLinkAbout03-07-1994 Park Commission Minutes MINUTES OF THE PARK COMMISSION MEETING OF MARCH 7, 1994 ATTENDANCE The Park Commission met on the above date with the following members present: Chair Richard N. Flint, Alex Vongries, Robert Howells, Sherokee Ilse, Lili McMillan and James White. Susan Wilson was absent. John Gerhardson, Public Works Director and Carole Haseman, Recorder represented City staff. Mayor Edward J. Callahan and Councilmember J. Diann Goetten were present. John Shardlow and Wally Case were present from Dahlgren, Shardlow and Uban. Randy Bosma represented the Orono Baseball Association. Tim Pattrin, a neighbor of Old Crystal Bay site, also was present. Chair Flint called the meeting to order at 7:15 p.m. (#1) OLD CRYSTAL BAY SITE Chair Flint explained this item was continued from the last meeting to allow people who could not attend an opportunity to voice their concerns. No residents from the Old Crystal Bay site were in attendance except Tim Pattrin who was present as an observer. (#2) APPROVAL OF MINUTES McMillan asked for corrections to be made on the last paragraph of page 1 as follows: the first sentence should read "stated her children", the second to the last sentence should read "road", and the last sentence should read "farther to the west". It was moved by Ilse, seconded by McMillan to approve the amended minutes of the February 7, 1994 Park Commission meeting. Ayes 6, nays 0. (#3) PARK PLANNING John Shardlow and Wally Case, consulting planners with Dahlgren, Shardlow and Uban, outlined a proposal regarding Orono's park planning needs. Shardlow noted costs could be kept to a minimum by using City staff time and resources. He suggested a four stage process involving a series of steps. The first phase would consist of community participation to solicit needs and support for park planning and development. Historically in Orono, there has not been a strong on-going commitment to build a park system because of large residential lots. Every community is unique and an assessment needs to be made for the right fit. He suggested three methods to obtain input from residents - community survey, newspaper articles and an issues and need forum. A scientifically prepared community survey could be done by a telephone survey company. He recommended Decision Resources Inc. The results of a survey identify what people are thinking and project future needs. Newspaper articles build support and are important as they relate to an issues and needs forum specifically if there would be a bond issue. 1 MINUTES OF THE PARK COMMISSION MEETING OF MARCH 7, 1994 (#3) PARK PLANNING - CONT. The issues and needs forum gives people an opportunity to discuss park concerns and provides a way for the community to work together. After that is done, the next phase is the "Inventory and Analysis" which would provide an overall picture of peoples' thoughts and support. The third phase would enable adoption of specific goals and objectives. This would lead to the preparation of a working set of park standards. During the final phase, a master park system program would be developed with suggestions for possible alternative ways to reach the desired goals. Chair Flint asked for an explanation of Shardlow's statement regarding the City's need to take action on this issue soon. Shardlow said he felt there was pressure for development and a number of options could be closed off to the City if the matter is delayed. It is always most cost effective to acquire land before it is developed. Condemnation after development increases costs and is disruptive socially. He reiterated his statement that there is no need to commit to the whole process and the process can be done in stages. Chair Flint inquired as to the cost and amount of time involved for the whole process. Shardlow estimated the cost would be approximately $19,000 to $27,000. Maorse explained the cost of a telephone survey by Decision Resources would be approximately $7,000. About 400 residents would be canvassed with a questionnaire of 60 or 70 questions. McMillan asked the length of time per call. Moorse said it would be 20 to 40 minutes. Vongries commented that a scientifically statistically valid survey could be achieved with a written form sent to every household. Shardlow stated he did not disagree with this approach but pointed out that it would take time to administer. White added that a survey could be done in three ways - house-to-house (most expensive but accurate), telephone survey or mail. He stressed the need and importance of a survey. Isle said both the season and time of day would be important factors to consider in doing a survey. 2 MINUTES OF THE PARK COMMISSION MEETING OF MARCH 7, 1994 (#3) PARK PLANNING - CONT. Moorse indicated because of the methods used by Decision Resources, there are no "hang ups" on the phone and people are willing to talk. A problem with written surveys is usually the responses are received from people with special interests rather than general interests. Howells asked when the last survey was taken in Orono. Chair Flint replied he did not know the date but 381 responses had been received. Flint questioned the amount of time and money that would be involved on the first phase of the process. Shardlow estimated the cost at $3,000 to $5,000 plus the amount of the survey. Moorse interjected there would be no need to continue if the survey results indicate a lack of interest in pursuing a park development plan. Decision Resources said it would be best to complete the survey before school is out. It would actually take less than a week to complete the phone survey but 3 to 4 weeks would be needed to prepare a report. At that point if the City decides to go ahead, a public information forum would be set up which process could take a couple of months. Vongries wondered where the sense of urgency is coming from. He favored the use of written surveys. Answers received over the phone could be interpreted differently. White said he is familiar with the services of survey companies and know they are trained professionals. The results would be valuable to the City and money well spent. Chair Flint agreed and said, "We sit here sometimes with pooled ignorance." He is concerned that future park development in the City be done with everybody's best interest. McMillan inquired as to the end product? Case responded it would a detailed published document basically showing a general concept plan with maps, graphics and concepts. It could have master plans that would serve as a guide for future park development. Chair Flint commented the total price of the proposal including the survey would amount to $26,000 to $34,000 and asked where the funding would come from. Moorse responded it could come from park dedication funds. Mayor Callahan explained funds could be received from bonds. 3 MINUTES OF THE PARK COMMISSION MEETING OF MARCH 7, 1994 (#3) PARK PLANNING - CONT. Moorse said a twenty year plan could be established for parks with funding to be spent only from park dedication funds. Although the process might take longer, the need for a bond issue could be eliminated. Howells asked if Golf Course funds could be used to support the project. Goetten answered the funds remain within the Golf Course and are needed for maintenance. Howells requested to see a budget for the Golf Course. Mayor Callahan explained money would not be taken from Golf Course funds for this purpose. Park dedication funds could be used to purchase park lands but because there are ongoing charges in relation to the operation of a park facility, Council would need time to consider future financing. Chair Flint questioned whether park dedication funds could be used for that purpose. The ordinances are a mystery to interpret and quoted the 1981 ordinance that created the park dedication fund which stated ". . . shall be used only for the acquisition, development or maintenance of public parks, playgrounds, surface water holding areas and like." Part of that language comes from the State statute that allows creation of park dedication fees. There must be some interpretation under that saying what you can or cannot use park dedication fees for. Before the matter goes to the City Council, we need to know this information. Mayor Callahan responded that he has received different answers when the question arises. He does not know what the statutes are or to what extent it is a matter of statute as opposed to rule or regulation adopted by Orono. Chair Flint reminded members that CDBG funds in the amount of$10,000 had been requested from Council at one time but only $2,700 was appropriated. Because the amount was inadequate, it was not used and use of the funds expired at the end of the year. Gerhardson explained that the amount of $2,700 is again being requested from Council at the March 14, 1993 meeting. Case explained the timeframe for each of the phases. The total minimum amount of time would be 11 months. Chair Flint inquired what the involvement would be for the Park Commission. 4 MINUTES OF THE PARK COMMISSION MEETING OF MARCH 7, 1994 (#3) PARK PLANNING - CONT. Case said the proposal is structured for additional involvement to be through City staff except that workshops could involve special interest groups. Ilse asked if bids would be received from other survey companies. Moorse responded that it would be possible to get estimates from other companies. Decision Resources are used by many cities and school districts and he feels their cost is reasonable. Chair Flint asked reasons a phone survey would be favored rather than a written survey. Case answered a phone survey is both cost and time effective. Chair Flint asked for opinions from other members. White expressed that he was comfortable with the proposal and cost. McMillan felt there should be a recommendation made to Council to move ahead with Phase 1 to hire Decision Resources to complete a telephone survey. Chair Flint favored waiting a month to give Decision Resources an opportunity to attend the next Park Commission meeting. Isle said she is arvcious for the park planning but needs to have a better understanding of monies. She does not have a preference for the type of survey but wants community involvement. Vongries felt a written mailed survey would give everyone an opportunity to voice an opinion and there would be no point to have Decision Resources present their views at an upcoming meeting. He suggested contacting an impartial statistician group perhaps from the University to show the pros and cons of various surveys. He added, "We should be taught by somebody who teaches not by somebody who is selling something." Howells favored the survey by Decision Resources. McMillan moved, White seconded, that a recommendation be made to Council to go ahead with Phase 1 for a telephone survey to be completed by Decision Resources. Ayes 4, Nays 1, Abstention 1. Vongries voted no and Isle abstained. Moorse said the Park Commission's recommendation would be placed on the March 14, 1994 Council agenda. Chair Flint noted he would be in China from March lOth to 20th, suggested that McMillan attend the Council meeting, and reminded Moorse a clarification was needed regarding the expenditure of park dedication fees. 5 MINUTES OF THE PARK COMMISSION MEETING OF MARCH 7, 1994 (#6) PARK BUDGETING PROCESS Chair Flint stated the City Administer had been invited to explain the process of park budgeting. A reason for this was precipitated by the monitoring of the skating rinks by the Park Commission. The ice condition of the rinks are not satisfactory due to the low priority given to them by the City. Moorse explained that up to a year ago there were no park dedication funds because of lack of development. There is a budget for park maintenance that includes salaries for regular and seasonal maintenance people. The money that is set aside for park maintenance comes from tax levies which is part of the general fund. Presently we are in the process of examining the skating rink issue to determine the level of service needed to satisfy residents and the Park Commission. Some things to consider are scheduling and possible increases of money for the program. Perhaps there is something internally we can do to solve the problem rather than spend more dollars. We plan to have this information ready to include in the 1995 budget process. Chair Flint referred to McMillan's suggestion that it would be better to have only two skating rinks and do a good job maintaining them rather than four rinks and do a lousy job with them. Moorse suggested examining the total hours needed to do a good job of maintaining the skating rinks. Often snowfalls are the cause for rinks not getting plowed, etc. If it snows on a Monday, it gives the City more time to get them ready for the weekend when they are used more often. We need to find a way to improve. Also it should be determined what really is the need within the City regarding the number of rinks and suggested using the survey method to find out what residents would prefer. Howells added the recent Park monitoring reflected a dissatisfaction with the present level of service. There is a need for better maintenance and suggested more be done on the weekends. Gerhardson added there had been several Thursday snowfalls this past winter which caused problems. McMillan asked that an annual or semi-annual summary of park funds be distributed to the Park Commission. Moorse said it would not be a problem. Ilse commented the information would be helpful to the Park Commission in making future spending recommendations. Also it would be a good idea to open the club house during the winter when the golf course is used for cross country skiing. 6 MINUTES OF THE PARK COMMISSION MEETING OF MARCH 7, 1994 (#6) PARK BUDGETING PROCESS - CONT. Chair Flint noted the Park Commission would like to become familiar with the park operating budget to enable them to get more involved. Moorse stated a copy of the annual budget which identifies projected park expenditures would be given to them. If you want more things to happen in parks, those objectives need to be discussed at the Park Commission level. Your recommendations can then be prioritized and presented to John and myself for consideration and possible inclusion into the annual budgeting process. After that Council takes a look at those requests. White asked for an explanation of the budget cycle. Moorse explained the process begins in April and May with the information presented to Council in early July. Mayor Callahan said the budget is a reflection of what has been done in the past and what is estimated for next year. The budget for park activities is included in the Public Works Department. Yaur inquiry is reasonable but I think you want to consider what is actually being done in the parks and what you would like to have done. The overall plan for park activity has been quite passive. McMillan noted there is not a separate park staff but parks is a subsidiary of Public Works. Moorse said a record of peoples' time is kept throughout the year and programs can be identified. McMillan asked how funds are allocated for the creation of more parks or the addition of facilities to existing parks. Moorse responded that it would be necessary to raise taxes. We need to realize that there is not only the initial funds needed to purchase park land but also there would be ongoing expenditures. Howells asked if there are any employees on flex time to be available on weekends. Gerhardson explained there is enough work for everyone to do five days a week. Chair Flint said the nature of government is to expand work to fill the time available. He related a story of a mail man who made sure he didn't finish his route by 2:00 because more work would be added. The purpose of management is to figure out a way to manage so things are done better. He suggested that Ron Steffenhagen be utilized in off season. 7 MINUTES OF THE PARK COMMISSION MEETING OF MARCH 7, 1994 (#6) PARK BUDGETING PROCESS - CONT. Moorse said we need to determine priorities. White suggested more thought be given to the park budget and also ways in which the park system can operate more than half a season. Mayor Callahan said it is not hard to prioritize winter work when a decision needs to be made whether to plow roads or clear ice rinks. Chair Flint requested members receive an updated statement of the park fund for the April Park Commission meeting. (#5) UPDATE ON OBA Gerhardson reported the lease has been drafted, submitted to the School and returned with their corrections. The City Attorney has reviewed the lease and there are only a couple of points that need to be discussed. A sublease between the City and OBA has been drafted by the City Attorney and will be delivered soon. A public information meeting will be held on the 16th to allow for comments. Notice was published in the paper and sent to neighboring property owners. Moorse suggested a representative from OBA be present to discuss the project and also a Park Commission member to introduce and offer a brief explanation and take comments. Chair Flint inquired about the projected completion date. Bosma reported that OBA plans to have a survey completed the first of April. At this time they are negotiating with excavators. To-date OBA has raised $29,675 in cash for the project and commitments have been received in the amount of$44,461 for a total of$74,136. Bruce Bren has offered to build the concession stand and Kraus-Anderson will build two dug outs. Chair Flint asked if the fields will be ready for use this year. Bosma responded they would like to schedule a post season tournament at the site July 23 and 24. For this season, the same fields are being used as last year. Chair Flint inquired if Bederwood will be used the same as in the past. Bosma responded that Bederwood will have the same usage - Monday through Thursday nights and some Saturdays. 8 MINUTES OF THE PARK COMMISSION MEETING OF MARCH 7, 1994 (#5) UPDATE ON OBA - CONT. Chair Flint asked if Bosma would be present at the public information meeting scheduled for March 16th. Bosma said he would be in attendance and was planning to bring a profile from Mark Gronberg describing the layout of the site. Chair Flint inquired where the concession stand would be located. Bosma explained the stand would have a home plate design and was specifically designed to allow scoring for both fields. McMillan asked if it would be necessary to get into the handicap accessible matters. Bosma said it has been discussed. The parking lot will have a handicap stall. Negotiations are still in the process to see if a well could be donated for watering the fields and perhaps a drinking fountain. Chair Flint questioned the need for two stories on the concession stand. Bosma explained the electronic score boards require electricity and an elevated site. The concession stand will be 20' in height. The upper area would be used for meetings. The building will also provide storage space. Isle asked about bleachers. Bosma explained there would be four five tier bleachers holding 40 to 50 people (two on each field). McMillan inquired if a security light was necessary. Bosma said there would be a security light on the side of the concession stand that would point down to avoid a glare to neighboring houses. White questioned if the area would be chained off at night. Bosma noted Bederwood is not chained off. A problem in chaining the area would require someone to chain and unchain it. Perhaps we need to check with the Police Department regarding possible drive through. Chair Flint suggested the Police Department be contacted to assist in chaining the area. 9 � MINUTES OF THE PARK COMMISSION MEETING OF MARCH 7, 1994 (#5) UPDATE ON OBA - CONT. White congratulated Bosma on all his efforts. Chair Flint said he would not be able to attend the public information meeting on the 16th and requested Vongries to chair the meeting. (#10) JOINT MEETING - P��RK COMMISSIONS/SCHOOL DISTRICT Chair Flint asked for input regarding discussion items to be covered at the breakfast meeting scheduled for March 19th between the School District and Park Commissions from surrounding communities. It was decided White would address the trails issue, Ilse would be responsible for the ballfields and McMillan would speak on the park planning process. (#6) APPROVAL OF 1994 AGENDA Chair Flint postponed discussion because of lack of time. (#11) OTHER BUSINESS McMillan said she was unable to attend the "Rails to Trails" meeting on March 22nd. Chair Flint volunteered to attend. Discussion was held regarding the Old Crystal Bay site. It was moved by McMillan, seconded by Vongries to recommend to Council the following: 1) Combine Parcels A and B to make one large green space. Begin the process of vacating Prospect Avenue; 2) Parcel C is not recommended for use as park land (because of its location and size) The Park Commission is not interested in the Council Chambers building for any use; 3) Initiate Crystal Bay Park plan with a consultant using CDBG money; 4) Coordinate post office parking with the Park Commission to insure parking does not interfere with park plans on Parcel A. Ayes 6, nays 0. ADJOURNMENT Chair Flint adjourned the meeting of the Park Commission at 10:42 p.m. A public information meeting regardin� OBA is scheduled for Wednesdav, March 16, 1994 at 7•00 p m and the next re�ular meetin� will be Monda �,�April 4, 1993 at 7:15 p.m. ,' % . % � �� �z � � « ichard N. Flint, Chair 10