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HomeMy WebLinkAbout2002-03-11 MINUTESCity of Cottage Grove Parks, Recreation & Natural Resources Commission March 11, 2002 Pursuant to due call and notice thereof, a regular meeting of the Parks, Recreation, and Natural Resources Commission was duly held at City Hall, 7516 — 80th Street South, Cottage Grove, Minnesota, on the 11th day of March, 2002. Acting Chair Steve Morse called the meeting to order at 7;00 p.m. MEMBERS PRESENT: Steve Morse, Al Boche, Eddy Wuorenma, Tammy Schwartz, Allan Dubois and new member Paul Barthol MEMBERS ABSENT: Jon Cheney OTHERS PRESENT: Associate Planner John Burbank Ice Arena/Recreation Manager Zachary Dockter APPROVAL OF AGENDA The agenda was approved as submitted. APPROVAL OF MINUTES`` Minutes accepted as mailed. NEW BUSINESS A. New Member Discussions Burbank stated that two seats have been vacated and these two seats need to be filled for the Parks Commission. Two applications were received for these positions; one from Kathleen Kullman and one from Paul Barthol. Both applications are included in the Commission packet. Staff recommends that these two applicants be added to the membership of the Parks Commission. The Commission members agreed and welcomed the new members. Kathleen Kullman, who was not present at the meeting, will begin her term in April. B. Commission Rules 2 nd Review Burbank stated that in order to approve the rules, they need to be reviewed twice during the year. This is the second review so, if there are any changes that need to be made we can address that now or at the following meeting. Boche stated that there were no immediate changes he foresaw, but there may be some additions coming up soon that he would like to Parks Commission Minutes March 11, 2002 2 see evolved into the rules. As for now, there are no immediate changes and we'll address those other concerns as we continue throughout the year. Commission agreed that the rules looked good and Burbank stated that he would put them on the agenda in a couple of months to review one more time for changes. C. Elections Burbank stated that we are looking to elect a Chair, Vice -chair and Secretary and we are looking for recommendations followed by a vote to fill these positions. Boche nominated Steve Morse for Chair, seconded by Wuorenma. Motion carried. Steve Morse is Chair. Morse nominated Boche as Vice - chair, seconded by Dubois. Motion carried. Al Boche is Vice - chair. Wuorenma nominated by Morse for Secretary, seconded by Dubois. Motion carried. Eddy Wuorenma is Secretary. D. 2002 Goals Burbank would like the Commission to review the goals and objectives for 2002. Burbank is looking for some assistance on these goals in order to plan the agendas for upcoming meetings. So, we are looking to strike things that don't seem applicable anymore, cross out things that have been completed and move on to the next year's goals and objectives. Morse stated that he would like to go down the list and discuss each item as has been done in the past. Then decide whether it should be struck from the list, or moved on to the next year and decide what to do with it. He feels Commission members may not have had enough time to review it so this will just be a start for discussion and perhaps by next meeting they will get a more formal feel for 2002 Goals and Objectives. Schwartz pointed out #11 — Investigate alternative funding sources for park development, maintenance and enhancement under 2001 goals and objectives. She would like to change that wording to: Have alternative funding sources for park development, maintenance and enhancement. She wants to take out the word investigate and replace it with another word such as have or find. 1. Develop management plan for City owned Excel Energy Corridor properties located in the City of Cottage Grove. Dubois mentioned that there was an issue with the Hidden Valley Park about this type of land and he doesn't want to see that issue rise again. Dubois stated that he doesn't like to see parks under those power lines and that's his personal feeling. He'd like to see some sort of plan set up for that so that when people move in and a park is set up in one of those areas, it is not a surprise. This would avoid any miscommunication like we had last time. He further stated if it was a matter of no park at all or a park under the power lines, it is better to have a park than nothing at all. Morse stated that most of the land under the power lines is City land and maybe there should be some sort of a management plan set up. Whether that management plan says to do nothing with them, just so there is some sort of policy for that land. Burbank stated that the emphasis in that goal and objective is the word management, being that some have ponds, some have trails, some are mowed and some are not mowed. Not so much Parks Commission Minutes March 11, 2002 building parks there, but the management of it. Whether that be mowing it or not mowing it or developing trails there. Burbank also commented that he is not looking for the development of this for parkland. The goal is to develop that management plan so that if a resident moves in near this open Excel Energy corridor, there is something to see how it will be maintained. Wuorenma asked if these properties to be discussed are just around the power lines and underneath the power lines. Burbank responded "yes," but he would like to expand that objective to also include open spaces which would be ponds and other open spaces throughout the City. Morse stated that goal #1 looks good and he thinks that we should continue to do that. He thinks it's a reachable goal and we should continue to develop some sort of management plan for these areas and also incorporate open space and wet land properties as well. 2. Monitor development in the West Draw to ensure creation and implementation of park master plans for public park and open space properties in line with residential development timing and needs. Burbank doesn't really feel that this may be a goal in the next year. That it's just an integral part of the planning process and it's not so much a goal of the Commission anymore. Burbank suggested striking this one from the 2002 Goals and Objectives. Morse agreed with Burbank that we should strike this from the list of goals and objectives, it's just part of the process. When we start getting too many goals and objectives, it just gets watered down and things don't get attacked like they should at the meetings. Dubois also agreed. 3. Continue to monitor implementation of the park and open space element of the City's Comprehensive Plan. Burbank mentioned that this could be combined with some of the other goals and objectives to narrow the scope of these goals and objectives as Morse had mentioned. So, maybe staff can go through and combine some of these issues that seem to coincide together. Commission members agreed. 4. Periodically meet with representatives of the Cottage Grove Athletic Association to discuss their organizational needs and develop strategies to assist them in meeting those needs. Boche mentioned that this is something he feels is well in the works. Zac has been meeting with the CGAA frequently and setting up meetings such as the spring meeting with fields usage that went very well with smooth communication. It attacks issues before they become a problem. Burbank would like to suggest that we include representatives from other associations such as Lions, not just the CGAA, but broaden the representatives in goal #4. Morse agreed that we should change the goal to include other user groups. Morse felt that things are going very well with the communication as well. His only concern was how do we keep this on the list so it doesn't phase out in future Commissions. Can we develop some kind of ongoing goals and objective list so it doesn't get struck from the list at some point. Burbank said the criteria in the Parks Commission Minutes March 11, 2002 El Commission rules kind of states that part of the job is to communicate with other associations in the City. Those are the duties that are assigned by Council and maybe it should be left as is and goals and objectives should consist of things that can be accomplished in the short term; one to two years and maybe not these long -term goals that are currently on the list. Boche suggested some sort of language that the Commission regularly communicates with all civic groups. It was discussed whether that should be a goal or one of the rules. How to keep it on the Commission agendas? Dockter suggested possibly having two different sets of goals, maybe short-term 2002 goals that could be accomplished within a year or two. Then also having long term withstanding set of goals with items such as communication with civic groups that would be ongoing throughout the years. Wuorenma stated that he believes the CGAA should be recognized because they use the parks everyday. Since they use it year round they should definitely be involved with the Commission as much as possible and it should be a high priority to keep this goal somewhere, whether it's in the rules or goals and objectives. 5. Continue to participate in local and national park and recreation programs that promote healthy lifestyles. Develop strategies to better market the values and benefits of recreation. Burbank mentioned that this certainly could be one of the long -term goals. No comments by the Commission. 6. Work with staff to coordinate the preparation of an inventory handbook that would Include aerial photos, locations, park facilities, field layouts, significant land features, and other pertinent data. Burbank mentioned that this would be a difficult process being that our parks change so often. To get all the information into a book such as aerial photos then to have it change a year later would be very labor intensive. Boche asked whether we had any type of brochure in the City that would show parks, their locations, and field layouts. Burbank replied that the Recreation Department does have this. They do have it available to the public. It shows where each park is on a City map, what each park contains as far as shelters, picnic areas, fields and so on. Boche also asked if this was something that we could put on line. Such as field layouts for the public especially for teams coming in from out of town. Where they can find out where it is very easily just by accessing the website. Staff said we could discuss this, it may already be on the website. We're not sure, but we will investigate it further. Boche asked if the City had someone on staff who does the web management. Burbank replied that we have a Technical Review Committee. The Technical Review Committee reviews all the different possibilities for the internet applications such as this. It will be brought up to the Committee at the next meeting. Commission members agreed that it would be something they would like to see on the internet. Parks Commission Minutes March 11, 2002 7. Develop leisure picnic and resting areas along city trail systems and throughout park and open space areas. Burbank mentioned that #7 could also tie into the management program that we had discussed earlier along with others related to open space areas, Xcel Energy Corridor and trail systems. 8. Develop and implement a shade tree planting plan and shelter installation plan at athletic field areas to provide shade for players and spectators. Burbank mentioned this is similar to #7 and can be wrapped in with that maintenance plan. 9. Continue implementation of the established playground equipment replacement plan. Burbank mentioned that he'd like to see some sort of maintenance and replacement program. We do have somewhat of a replacement program now, but no maintenance plan. That is what this goal is looking to accomplish. 10. Develop trails and sidewalk plan for the community. Morse mentioned that we have been working on that pretty heavily every meeting. It has been on the agenda every meeting so it is in the process. He also asked if we're nearing a completion of that at all. Burbank mentioned that we still need to do quite a bit of work on it. So, it will be part of the 2002 Goals and Objectives. Burbank hopes to see it on the list for next year and hopefully it will be completed by then. 11. Investigate alternate funding sources for park development, maintenance, and enhancement. Morse had mentioned that Schwartz suggested the wording change and Burbank also commented that this would be incorporated into the long -term maintenance goal that we could combine with the others. 12. Review long -range park plans in East Ravine Area, in light of future MUSA expansion. Burbank mentioned that this is on the Planning agenda for the next year. So this will be coming to them in the future. 13. Assist the City Council in research and investigation into development of a community center. Boche asked how long this item has been on the list of goals and objectives. Dubois replied that it has only been on there about a year. Morse reiterated that this is Parks Commission Minutes March 11, 2002 0 something we have been working on and will continue to work on. He mentioned that slowly, but surely, we're making things happen. We're collecting data and what not, but it is still a long -term plan. Burbank mentioned that he's been getting some phone calls from the article in the Bulletin last week. It is positive feedback on the progress. Morse asked if any Commission members had anything they would like to see added to the 2002 Goals and Objectives. Dubois mentioned that he would like to see the Grey Cloud public water access project added on. That should be a goal in the short-term or in the next year or two for the Commission. Morse agreed and said we need to make an effort to use our greatest natural resource, the Mississippi River. Commission members agreed. E. Minutes CITY /C.G.A.A. Summer Fields Usage Burbank made mention that he attended these meetings last year and again this year. They are well attended and it is a good opportunity for all parties to talk about issues that may be at hand for the upcoming seasons. He believes this is a very good communication tool between the City and the CGAA and their members. Boche said he believes a lot of members of the Association don't realize how much time is spent on other than just on athletics, by the City and its Recreation Department and that is a good time to show Association members. Morse also mentioned it's a good example of the increase in communication between the Association and the City. F. Park Field Signage Burbank reviewed the attached item and also added that the City may be interested in adding entrance park signs with possibly a map on them. Having a schematic at the front entrance to enable people to easily maneuver in the parks, find the appropriate fields, get to where they need to without a burden. Burbank wanted to run it by the Commission to see if they are accepting of that idea and that it would be put before City Council. Boche said he spoke to the Soccer Association last night about the memo and they are in full support of these signs. Boche made a motion to accept the park field signage proposal and send it on to Council. Wuorenma seconded it. Motion carried. OLD BUSINESS A. Update Public River Access — Grey Cloud Island Burbank mentioned that this item has gone to Council. Council has directed staff to pursue the public access on Grey Cloud Island. Burbank reviewed the memo submitted to Council and the two applications for a grant that would assist in the funding of this project for review by the Commission. Boche asked when these application deadlines are. Burbank responded that one was due in the spring and the other was due later in October. Also that these grants are 50/50 grants which means the City of Cottage Grove would have to match the amount of the grant with in kind funds. So, the process may take a little bit longer than Parks Commission Minutes March 11, 2002 originally expected, but the plans are still going ahead. Burbank mentioned that there are other grants out there by the DNR, but it requests that the applicant owns the land, which we do not. The county owns the land. So, Burbank has submitted a memo to the county asking for that authorization. We are still researching these grants, but we may not be able to apply for them until next year. TRAILWAY PLANNING WORKSHOP A. ADA Requirements Burbank reviewed a local trail connections program application for a grant which went over ADA issues. Issues such as what is needed to meet ADA requirements and what is acceptable due to different terrains trails provide. He reviewed this memo, that was included in the packet, and asked for Commission comments. No comments from the Commission. REPORTS A. Golf Division Steve Morse mentioned that he visited the golf course at one point and was surprised to see how many people are showing up throughout the winter for the dinners. He was pleasantly surprised at the turnout. Boche mentioned the Youth Activities Expo was held at the golf course which went extremely well and was well received by all the children, parents and local business sponsors. B. Ice Arena Dockter reviewed the memo for the Ice Arena. Council Member Rice had asked about the maintenance plans for the two months that the arena will be down in the summer. Dockter responded that the most important issue is to replace the current rubber matting. Morse asked which areas would be replaced. Dockter responded that hopefully all areas would be replaced with the exception of locker rooms five and six and the meeting room which were just put in three years ago. Dockter also mentioned that the amount of money allotted in the budget is not going to be enough to cover all the expenses so the arena is looking for different ways to make the purchase. At which Boche responded he was aware that the arena is working with the Cottage Grove Hockey Association to coordinate their efforts to dig up the funds to purchase the matting for the whole arena downstairs. C. Parks Division Commission reviewed the memo from Greg Niles. No comments were made. Parks Commission Minutes 8 March 11, 2002 D. Recreation Programming Division Commission reviewed the memo from the Recreation Department. Morse asked for an update with the recent resignation of Diane Evans the Recreation Supervisor. Dockter responded that an internal job posting went out last week. There is an interview being held on Tuesday, March 12, 2002 and we expect to fill the position by the next Council meeting. Once that position is filled, we will work with the new Recreation Supervisor to hire or reorganize as needed for the rest of the Department. Morse also asked how the operation is temporarily being run. Dockter responded that Jason West, the former Programmer is the Acting Recreation Supervisor and the former halt -time employee Molly Root is now working full -time hours and helping out with the programming needs. E. Planning Commission Technical Packet Review Burbank reviewed the Planning Commission packet and noted that in item 7.2 Council Member Rod Hale has applied for a subdivision to his property down on Lower Grey Cloud Island. If that subdivision is approved, there will be park plan dedication requirements included in that. Burbank also pointed out that under items 7.3, 7.4. and 7.5 due to the restructuring of Walgreens and Rose of Sharon, a few other businesses such as TCF have applied for some of the open space there and park land dedication will be required of them as well. He wanted to point out that bringing these businesses into the community is helping the Park Land Trust Fund which helps out Recreation, trail planning and all other items we discuss on our agendas. Burbank also pointed out item 7.7, Newland Communities has applied for a preliminary plat on the Peter Thompson estate. Included in this development would be a park. The planners are hoping the plan will include a building structure for Recreation Programs and warming house, a small baseball field, possibly a soccer field or a football field in the outfield of that baseball field, an outdoor ice rink and possibly a half court basketball court. He also mentioned in lieu of cash for the Park Dedication Fund the contractors would construct or purchase the playground structure, the warming house building, hockey boards and the half court. They have budgeted $350,000 to $450,000 to construct this park. Burbank mentioned that this offers a unique opportunity for staff to work with the contractors in the preliminary stages so we can attack some of the issues and problems we have in our current parks such as storage needs, the running of our Recreation Programs and so on. Schwartz asked if it was true that we had closed down a couple of hockey rinks this winter. Burbank responded, "yes we did ". It was free skate rinks, not the actual hockey rinks. Schwartz asked if we would be better off utilizing this space for something else other than hockey. Burbank responded the contractors are pretty set on building a hockey rink in this area. They feel it is an integral part of the community they're building. Barthol asked if there would be lighting at the hockey rink provided. Burbank responded that we have been discussing it and it is a possibility. It's dependent on what kinds of funds are available and how that will affect the neighboring homes. This is a concern for the contractors, because the front of the houses will be facing the park. Whereas, most of our parks currently have Parks Commission Minutes March 11, 2002 the backs of the homes facing the parks. This is more of a unique situation for us. Morse asked when the park would be built and if there's a contract on the terms. Burbank responded that "yes there is a contract on the terms that will all be written up prior to the development beginning and also that the plans appear that developers will build the park right away as a selling point for their homes as opposed to putting a park in after the homes have been built ". This will help to avoid the controversy we had with the Hidden Valley neighborhood F. Council Agendas Burbank pointed out that the Public Access discussion was on there, other than that the agenda was just for review by the Commission. G. C.G.A.A. None COMMISSION COMMENTS Morse commented that currently we have a communication line with CGAA with Al Boche being on the Board acting as a liaison between the Commission and the CGAA. Morse is concerned once Al or himself are gone this communication line could be cut off. He's wondering if there is a way we can make this an official part of the Commission to have someone assigned as a liaison between the CGAA and the Commission. His main concern is that communication continues. He said we could do something similar to what we do with having a person as a liaison for the Historic Preservation Committee, that way we make sure it continues into the future. Boche agreed and mentioned that he and John Burbank had discussed having a CGAA report included in the Commission packet. Boche said they would work on getting that into the next packet. Boche did, however, mention that the problem he has with getting the report in time is that they meet the Sundays before the Monday Park and Recreation Commission. So, he'd probably be better doing a verbal rather than a written update for the packet. Boche briefly reviewed last night's CGAA Board meeting and mentioned that they approved some major expenditures for the renovation of their building. They had some water problems and water damage, so they needed to fix up the building. Also the Hockey Board is in the process of electing their new board. Softball and Baseball registrations have just taken place. Soccer is up and running already. STAFF COMMENTS Burbank reviewed and submitted an article out of the Pioneer Press for Commission members to look over. The article talked about community planning as a key to healthy living, establishing parks, trails and recreational opportunities for the citizens of their community. Parks Commission Minutes March 11, 2002 i6] Burbank also mentioned that he is looking for a representative to be the liaison for the Historic Preservation Committee. Morse asked if anyone was interested in volunteering. Schwartz said she may be, but she wanted to ask a couple of questions before she committed to being the liaison. ADJOURNMENT Boche moved to adjourn. Wuorenma seconded it. The meeting was adjourned at 8:21 p.m.