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HomeMy WebLinkAbout2003-11-10 MINUTESREQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM #� DATE 05/05/04 PREPARED BY Community Development Howard Blin ORIGINATING DEPARTMENT STAFF AUTHOR . * * * * * . * * * * * * . . . * . * . * . * . * * * * * * . * . . * * * * * . * * * * * * . COUNCIL ACTION REQUEST Accept and place on file the minutes of the November 10, 2003 Parks, Recreation and Natural Resources Commission meeting. STAFF RECOMMENDATION Accept and place on file the minutes of the November 10, 2003 Parks, Recreation and Natural Resources Commission meeting. BUDGET IMPLICATION $ BUDGETED AMOUNT ADVISORY COMMISSION ACTION DATE ❑ PLANNING ❑ PUBLIC SAFETY ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES /RIGHTS ❑❑ ECONOMIC DEV. AUTHORITY SUPPORTING DOCUMENTS ❑ MEMO /LETTER: ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ® OTHER: Minutes Attached. ADMINISTRATORS COMMENTS ACTUAL AMOUNT FUNDING SOURCE REVIEWED APPROVED DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ El El EJ ❑ ❑ ❑ DI Z41 - V � City Administrator ' �. llf ***************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** COUNCIL ACTION TAKEN: [APPROVED ❑ DENIED ❑ OTHER City of Cottage Grove Parks, Recreation & Natural Resources Commission November 10, 2003 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 10th day of November 2003. Acting Chair Allan Dubois called the meeting to order at 7:00 p.m. MEMBERS PRESENT: Allan Dubois, Eddy Wuorenma (7:30 p.m.), Tim Sirianni, Barry Hamilton, Jon Mortrud, MEMBERS ABSENT: Amanda Totino, Steve Morse, Bob Davy OTHERS PRESENT: Associate Planner John Burbank Ice Arena /Recreation Manager Zac Dockter Council Member Mark Grossklaus APPROVAL OF AGENDA Agenda approved as submitted. APPROVAL OF MINUTES Minutes approved as mailed. OPEN FORUM None OLD BUSINESS A. Adopt -a -Park - Update Dockter reviewed the Adopt -a -Park memo stating that local organizations and groups participate in this program to help keep our parks presentable. Essentially, each group is in charge of doing a trash pickup one to two times per year; typically in the spring or fall. This presentation was simply an effort to recognize the Adopt a Park program and the local organizations, businesses and groups who make it happen. Parks Commission Minutes November 10, 2003 B. C.I.P. Update K Burbank submitted the proposed C.I.P. for 2004 through 2008 as related to the Park Trust Fund. John highlighted some of the trail work that is being constructed with Park Trust Funds over the next five to six years. John also emphasized that these Park Trust Funds are typically used for new parks, new open spaces and new trail development and not towards existing parks and open spaces. John explained that these Park Trust Funds come from assessments to each new unit in a development. This item was for review by the Commission and to solicit any input as to the scheduled items for Capital Improvements up to 2008. No comments made. NEW BUSINESS A. Recreation Prociramming Dockter reviewed a memo sent by Ryan Schroeder to Mayor and City Council. This was a memo and plan that was approved by Council in October. This memo was in discussion to the recent L.G.A. reductions from the state and the City's reaction to those cuts. One of the items was to reduce Recreation programming subsidy from $414,000 to $260,000 by 2004. Some of the effects this has had on Recreation programming: 1. Summer Playground Programs — this is a program that in the past years was a free but in 2003 was developed into a pay for program. It was a success in its first year. It reduced the programs subsidy from $36,700 in 2002 to $10,250 in 2003. This was done on extremely short notice, making it difficult to market the programs to their best potential. It was also noted that attendance was virtually non- existent at the following parks; Old Cottage Grove, Woodridge, and Pinetree Valley with an average decline between the three locations of 89 %. So, the proposal in 2004 is to operate the four successful sites; Hamlet, Hearthside, Highlands, and Kingston and to eliminate the three unsuccessful sites. The Parkside program will also continue to be operated. 2. There was a similar profile and operating strategy related to the staffing of warming houses for the 2003 -2004 season. The most successful rinks in 2002 -2003 were Highlands, Pinetree Valley, and Woodridge. If one adds the performance data from 2001 -2002, Hearthside and Hamlet would also be considered successful sites. The final two sites Armstrong and Old Cottage Grove did not have sufficient participation to warrant staffing of the warming houses for 2003 -2004. So, Armstrong and Old Cottage Grove will no longer have warming houses open, but the rinks will still be flooded. 3. In May of 2002 the pool entered into a lease with the Y.M.C.A. for the operations of the pool. The expected savings was not as great as originally anticipated due to $15,000 in unexpected expenses. The YMCA also realized a $30,000 to $33,000 loss of which $15,000 was the expectation. However, the Y.M.C.A. and the City of Cottage Grove wish to renew the lease for 2004 in hopes that with more time and a year under the Y.M.C.A.'s belt, things will improve in 2004. Parks Commission Minutes 3 November 10, 2003 4. It was also noted that the Ice Arena increased fees and revenues, and decreased expenses to reduce the subsidy by approximately $62,000 in 2003 and $82,000 by 2004. B. C.G.A.A. Donations Dockter reviewed a memo stating that the C.G.A.A. donated several items to the City park system over the past year and a half. The goal was to highlight some of these items and give visual reference and acknowledgement that the Cottage Grove Athletic Association donated over $55,000 to the City in the last year and a half. C. Great Grove Get Together Dockter explained this was an informational item only. The Great Grove Get Together Committee, with guidance from Council, has decided it must look into different options for the location and events at future festivals. Some of the items that have been discussed were moving the location to the Rodeo and Park and Ride lot, offering a carnival, having the Rodeo provide entertainment. The reason this was brought to the Parks Commission was that past Great Grove Get Together festivals have been held at Kingston Park and that may no longer be the situation. Dockter stated that the committee is still looking for a name, and has been seeking advice via the Bulletin and Pioneer Press. They are also looking for volunteers or organizations that are willing to sponsor an event or sponsor any time towards the event. PARK MASTER PLANNING WORKSHOP A. Hamlet Park Improvement Modifications Dockter stated that the need for additional parking at Hamlet Park has been a long- standing concern for both City staff and park users. With the Pavement Management taking place on the Grove side of town, the Hamlet Park parking lot was to be resurfaced and expanded over existing gravel for a temporary parking lot. After further review by staff, it was suggested that the t -ball field on the north side be removed and add an additional 122 parking stalls. The original proposal offered no additional parking, just the resurfacing of the current gravel parking lot. Currently patrons are parking on the streets located near the park, and parking on the grass within the park due to insufficient parking. It is a concern for not only park users, but also the safety of the public throughout the streets and residential areas. Allan Dubois asked if there was a parking lot in the plans for the expansion of Hamlet Park on the south end. Dockter replied that there is a parking lot that is scheduled for pavement at the south end when the park is expanded. However, that parking lot will primarily be used for the four ball fields over in that area. Users would typically not park over park at the south end and walk all the way across the park when the option of parking on the residential streets and have a much shorter walk to the ball fields exists. Dockter also stated that the Public Safety Commission will be taking a look at the topic this week. If the plans continue to move further ahead, residents would be contacted in that the new Parks Commission Minutes November 10, 2003 9 parking lot would impede near their property line. Allan Dubois suggested the option 2 parking lot with an additional 122 stalls be looked at more closely and his initial reaction is to lean towards providing those additional stalls. Jon Mortrud agreed that the paving of the gravel parking lot doesn't solve any problems, it just paves an existing parking lot. It doesn't add any parking to resolve the real problem. So, he suggests adding additional stalls as well, and moving the t -ball field. B. Neighborhood Basketball Courts Dockter stated that there are a couple stand -alone basketball courts that are in disrepair and must be completely removed and reconstructed. Those two being at Pinetree Pond Park and Ideal South Park. The cost to replace all these would be approximately $2,500 to $3,000 each. Dockter stated that as part of the Park Master Planning process the goal of the Commission has been to create a sense of consistency within neighborhood or community parks. Most neighborhood parks do not have stand -alone basketball courts with the exception to these two parks. Staff recommends that these two courts be removed and not replaced to save on expenses and to provide consistency within neighborhood parks. After reviewing the pictures of the courts the Commission agreed that something needs to be done whether it is replacement or removal permanently. Barry Hamilton asked about the level of use of the basketball courts. Dockter replied, as far as staff can tell they get used minimally. However, the use may be low because of the condition of the courts. Dockter also stated that there are basketball courts within one half mile at Hearthside Park, and most users would tend to travel the extra distance to use the nicer courts. Jon Mortrud suggested replacing the courts, because the cost per court was not real expensive. He would suggest monitoring the use from there out to decide if the courts should be replaced the next time around. Jon Mortrud motioned to replace the courts and basketball standards and monitor future use. Seconded by Barry Hamilton. Motion Carried. Nay by Tim Sirianni. COMMUNITY CENTER WORKSHOP A. East Draw Planning Process - Update John Burbank updated the Commission on the East Draw Planning Process which involves the potential plot of land set aside for a community center. Currently the task force is in the initial stages of planning. However, as time progresses, this is an item that will require detailed discussion. He wanted to make the Commission aware of the current discussions and that the Commission members are always invited to attend and submit their input. The input would be especially helpful in the discussion of parks and a community center. Parks Commission Minutes November 10, 2003 TRAIL WAY PLAN A. Trail Way Maintenance Burbank stated with the City expanding the sidewalk and trail way system, the residents become accustomed to using the trails and also maintenance expectations will develop from those users. Currently trail maintenance is handled on a case -by -case basis. As part of the Trail Way Master Plan, staff would like to have a policy section on maintenance to clarify City trail way maintenance procedures to residents, staff and future councils. Burbank stated that all trails require a variety of manual maintenance that must be planned and budgeted for. Maintenance includes such items as sweeping, spreading woodchips, and possibly projects to enable handicap accessibility corrections. Burbank also stated that the decision should also be made as to what trails should be opened during the winter, and which trails should be maintained during the winter. Burbank also stated that the policy that is envisioned would have clear criteria related to these items and other identified items. The policy would also be coordinated through the Public Works Department and the Public Works Commission. Burbank said this item will be discussed in future meetings and he will look for input to assist in the preparation of the policy. B. Trail Way Road Junctions Burbank stated that one of the common policies practiced by the City is to have trail way connections only at intersections, especially controlled ones. There are some exceptions to this rule. In the case of the new trail by Hinton Avenue the two trailheads do not end at the intersection there and are actually offset. The existing connection on the west side of the road has a link to 72 down to 74 Street and the east side trail can be extended to the 72 Street intersection. This of course, adds additional costs to the project. The worry has been about people crossing at the end of a path through the middle of the street such as off of Hinton and where the City's liability stands with that. Currently Les Burshten, the Director of Public Works, is investigating the City's liability on such issues. The City will be looking for input as to whether signs should be posted, should all trails link up to an intersection, should crosswalks be painted on the roads, should flashing lights be installed and other such ideas to make drivers and patrons aware of the dangers at those intersections. C. County Trail Way Installation Burbank stated that during the relocation of the 3M water main in Washington County Ravine Park, they required that 3M also install a paved trail on the disturbed areas. The new trail now runs from the center of the park to 85 Street. Staff believes the trail would have more use with the local linkages from go and 80 Street. In February it was proposed to the Parks Commission, and a grant was applied for and received from the DNR. Since the trail was installed with regional dollars, the DNR grant was not applicable. However, staff is working with the DNR to see if the site location can be modified and still qualify for that grant. The connection between 80 and go Streets would provide a connection between other existing City and County trails and will improve the pedestrian Parks Commission Minutes November 10, 2003 rf L access and safety in this quadrant of the City. Burbank indicated that updates on the status of this trail will be provided in the future. REPORTS A. Golf Division Jon Mortrud asked if in future memos from the golf course, expenses could be included to compare to the revenues. B. Ice Arena Division No comments. C. Parks Division No comments. D. Recreation Programming Division No comments. E. Planning Commission No comments. F. Historic Preservation No comments. G. Council Agendas No comments. H. Monday News No comments. I. CGAA No comments. PARK PLANNING /MANAGEMENT EDUCATION MATERIALS None Parks Commission Minutes November 10, 2003 COMMISSION COMMENTS Jon Mortrud made the comment that there was a control burn held at River Oaks and he suggested that the City should contact the neighboring residents of the golf course to assure that they're notified. He stated that he is a neighbor and woke up to flames outside of his home and called the Fire Department not realizing that this was a controlled fire. Staff said they woulc relay the message to the golf course. COUNCIL COMMENTS None STAFF COMMENTS None ADJOURNMENT Motion made by Tim Sirianni. Seconded by Jon Mortrud. Motion to adjourn carried at 8:17 p.m.