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HomeMy WebLinkAbout2012-09-05 PACKET 04.A.i.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 9/5/12 ! . PREPARED BY Parks and Recreation Zac Dockter ORIGINATING DEPARTMENT STAFF AUTHOR COUNCIL ACTION REQUEST Consider accepting and placing on file the Minutes of the June 11, 2012 Parks, Recreation and Natural Resources Commission meeting. STAFF RECOMMENDATION Accept and place on file the Minutes of the June 11, 2012 Parks, Recreation and Natural Resources Commission meeting. ADVISORY COMMISSION ACTION DATE REVIEWED APPROVED DENIED ❑ PLANNING ❑ PUBLIC SAFETY D F1 El ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES /RIGHTS ❑❑ ECONOMIC DEV. AUTHORITY El � 0 SUPPORTING DOCUMENTS ❑ MEMO /LETTER: ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ® OTHER: Parks, Recreation and Natural Resources Commission Minutes ADMINISTRATORS COMMENTS i C � r� ft3 I y Administrator Date COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER HAtanderson \COUNCIL FORMS \COUNCIL 2012 \Council 9 -5 -12 \Council Action Form June Parks Minutes.doc City of Cottage Grove Parks and Recreation Commission Meeting June 11, 2012 Pursuant to due call and notice thereof, a Cottage Grove Parks and Recreation Commission Meeting was held on June 11, 2012. I. CALL TO ORDER Meeting called to order at 7:00 p.m. II. ROLL CALL Members Present: Paul Poncin, Ron Kath, Doug Butler, Cristina Marcino Members Absent: Mark Nelson, Bill Schumal Others Present: Dave Thiede, Councilmember Zac Dockter. Parks and Recreation Director Molly Pietruszewski, Recreation Coordinator John Burbank, Senior Planner III. Approval of Agenda Approved IV. Approval of Minutes Approved V. Open Forum None VI. Presentations None VII. Action Items A. Woodridge Park Baseball Fields Dockter stated the City has invested a large amount of time, money and resources into the large baseball field located at Woodridge Park. As a result, this facility has become the premier baseball field in Cottage Grove. There have been suggestions by both maintenance staff and user groups this field be considered for use by permit only to assure its long -term care and quality. Dockter described the multiple enhancements made to the Woodridge field. Dockter added the users are taking good care of the facility and this spring the City began locking the facility. The intent was to unlock it but now staff feels it should remain locked. Dockter presented examples of neighboring communities and their policies with similar fields. If the field remains locked the public would still be allowed to acquire a permit to use the field. There are over 55 baseball fields in Cottage Grove accessible to the public without a permit. There are 8 fields within a " / 2 mile radius of the Woodridge field and 10 within this particular park district. Dockter stated there are lots of baseball fields and in his opinion closing one would not City of Cottage Grove Parks and Recreation Commission 1 I P a g e make a huge impact on the baseball community. This would be a change in current policy and would require discussion by the Parks and Recreation Commission and a recommendation to staff. Kath asked if there was damage to this field that resulted in the locking of the facility. Kath referenced the fire that burned down the play structure at Woodridge in 2011 and asked if there was vandalism at the fields regularly. Dockter responded the area of concern is damage to the dugouts, residents using the field to run their dogs, and vandalism. Dockter added there was not a specific occurrence that warranted locking the facility. Kath questioned the facility rental fee. Dockter explained there would not be a deposit on athletic fields but there would be a fee that would be based on the current facility rental policy. Kath recommended a damage deposit be added to the field rental and questioned the fee of $100 adding his concern that $100 would not cover significant damage. Kath asked how Dockter came up with that amount. Dockter stated it was based on the current facility use policy. Bobick, 9004 Jereau Avenue, stated he moved to Cottage Grove because of the parks. Bobick added he is not opposed to the athletic association using the fields. Bobick asked if the fees were established for residents to reserve a particular field for parties. Dockter answered correct. Bobick asked if the association pays a fee. Dockter responded no, they fall under a classification that does not get charged a usage fee. Bobick asked what year the park was built. Dockter responded 1985. Bobick expressed his concern that local residents will be affected by the new policy and it does not bring a sense of community to have a locked field. Bobick would like to see everyone allowed to use this field not a select group of people. Bobick feels the association damages the fields with their cleats more than a family playing ball. Lane, 8507 Isle Ave, explained he is a member of the baseball association and would encourage the locking of the field. Lane added he would not like to provide vandals with easy access to a facility the Association and the City have worked so hard to build. Lane used the recent vandalism at Hearthside as an example. Lane explained vandals broke into the facility and sprayed paint all over the building. Lane added how nice it is to have a field where kids can play ball and not worry about stepping or sliding into dog feces. Lane stated the dugouts are closed on three sides providing a screen for mischief. This field is well maintained and considered Cottage Grove's premiere field. Kath asked how many nights this field is scheduled with the athletic association. Dockter answered approximately 4 nights a week and weekends. Dockter added it has been increasing with the addition of the B squad team and the VFW team. Kath stated he lives close to this field and has witnessed dogs running on the field and even gophers hitting balls. Poncin stated he is sorry the field may need to be closed. It looks like a few residents have ruined this for everyone. Kath stated it is important to remember there is another field located next to this field that would be available to residents without a permit. Poncin motioned to keep the Woodridge Baseball Field a locked field and require users to obtain a permit. Kath seconded the motion. Kath requested this issue be addressed in one year. Dockter agreed to keep a journal of any issues related to this field and bring it back to the Commission in one year. B. Tobacco Free Parks Policy Pietruszewski stated the proposed Tobacco Policy was presented to the Environmental, and Parks and Recreation Commission. Next, the Policy was presented to the City Council where it was not approved or denied but sent back to the Parks Commission with council questions and for the Parks Commission to further review. Derrick Larson, from the Tobacco Free Youth Recreation attended City of Cottage Grove Parks and Recreation Commission 2 1 P a g e the meeting to answer questions and help amend the policy if necessary. The proposed policy was to make all Cottage Grove parks tobacco free. Signs would be provided by Tobacco Free Youth Recreation Group free of charge and be posted at all City parks. The tobacco free policy would be added to all rental forms and facility use forms. One of the concerns the Council would like the Parks and Recreation Commission to discuss is how this policy would affect special events such as Strawberry Fest and larger adult tournaments. Poncin asked if Maplewood is 100 %e tobacco free in all their parks. Larson responded all parks in Maplewood are tobacco free with the exception of two designated areas at the community center that tobacco is allowed. Pietruszewski stated the Council questioned if the Parks Commission would consider a conditional use permit added to the policy. Poncin noted Oakwood Park would be an example of a park that people use for smoking. Poncin stated he observes people using the picnic shelter on their lunch breaks to smoke. Poncin added smoking is not bothersome at this particular park. Pietruszewski presented the City of Woodbury's Tobacco Policy as an example for the Commission pointing out they do not allow tobacco use within 100 feet of any beach, athletic field, playground, or the grounds of Ojibuwa Park, Central Park and Bielenberg Sports Center. Poncin expressed his concern the Woodbury Tobacco Policy at Bielenberg Sports Center is not enforced in the parking lot. Poncin asked for clarification to whether or not the parking lot is considered park property. Poncin asked what the CGAA policy is for smoking. Pietruszewski stated the CGAA bylaws only mention smoking and how it relates to players and coaches. It does not talk about fields or parents. Larson added CGAA policy states if a player or coach are caught smoking they would be given a two game suspension. Dockter explained this is a policy that is being requested not an ordinance. A policy just states you shouldn't do something. You should not smoke around children. This is not an ordinance so the police department would not be handing out tickets if the policy is violated. Thiede explained Council felt the policy was lacking exceptions. Council was requesting the Commission to look at other community policies and find times when it may be okay to smoke at the park with restrictions. Kath added his concern the policy is not enforceable and therefore how do you add exceptions to something that isn't enforceable. Kath stated he does not support this policy but may support a policy that states no smoking when children are present. Kath asked what the signage would look like and where the signs would be placed. Dockter stated the signage would be at the entrances of the parks and on park rule signs. Poncin asked why Strawberry Fest is an exception. Thiede added maybe it could be no smoking during the day. Dockter suggested tabling the policy until there are more commissioners present for the vote. Kath requested a sample of the signage. Pietruszewski stated the signage in not specific to each community they are standard signs. Larson demonstrated some of the choices of signage the City could choose from. Kath asked what stimulated the need to have a Tobacco Free policy. Pietruszewski replied it came from the Recreation Department and their contact with the community, from neighboring cities adopting similar policies, tobacco use at events and programs, and CGAA banning tobacco use. Poncin asked if the Tobacco Free policy could be moved to the August Parks and Commission meeting. City of Cottage Grove Parks and Recreation Commission 3 1 P a g e C. Referendum Project Dockter stated the City has spent two years and formed a task force to come to the 4 items considered to be a priority for the referendum project. 1. Hamlet Park Renovation /Expansion 2. Thompson Grove Community Hall Redevelopment 3. Land Acquisition for a Future Sports Complex 4. Construction of an Outdoor Aquatic Facility City Council wished to pursue a referendum during the November 2012 election to gain public support for funding of any or ail of these projects. In order to continue the research process, the City Council in April authorized staff to take the following actions. 1. Produce a feasibility study and an updated master plan of the Hamlet Park Project 2. Produce a community survey to better understand the community's desire for these projects with consideration associated costs. The feasibility report for Hamlet Park is being performed by the engineering firm of Bolton and Mink. Staff expects the budget figures to be ready prior to performing the community survey to assure accuracy in assessing community desires. The community survey process has been contracted to Decision Resources Inc. The goal of the survey is to gain understanding of what voters would desire in the suggested recreational improvements considering both project scope and tax impact. The survey is 39 questions long and should ask specific questions regarding the projects, budget, and tax impact. The survey will incorporate other hot topic issues as related to the City as well. The goal is to make sure we have the best research from the community so we can make sure we are satisfying the community's needs. Poncin asked if the questions are set in stone. Dockter replied after the Parks and Recreation meeting they would be. Poncin requested to have the numbers reversed with the explanation that number 5 should be excellent and work your way down from there to cause less confusion. Poncin requested changing the "don't knows" to 0's to cause less confusion. Dockter agreed and would look into the changes. Dockter stated they would be calling 400 participants that are demographically based. Kath added the company being used works with the school district. Kath suggested the questions needed clarity and they should list individual tax implications. Kath asked how will the City structure the survey to allow the residents to vote on all 4 projects or will they put one big bond question for all of the proposed projects. Poncin clarified the $12 tax increase would be monthly not annually. Dockter added the amounts listed show a spectrum of where the residents feel comfortable. The intent is to ask the residents early in the questionnaire if they first support a tax increase or not. If they do support the project, which project would they support and how much of a tax increase would they be comfortable with. Kath stated a question should be added to ask residents if they would support the tax increase even if another referendum from the school and /or county were on the ballet. Poncin explained he feels the questionnaire is too long. He requested questions 35 through 39 could be linked saving the resident time taking the survey. Dockter stated he would look into it. Poncin further explained his point by stating if you do not know the mayor or council then residents City of Cottage Grove Parks and Recreation Commission 4 1 P a g e could skip those proceeding questions and save time. Kath disagreed and stated the community should answer all the questions. Dockter stated he would present the idea to Administration. Pietruszewski offered to read the questionnaire together and see how much of a time commitment the survey really is. Kath motioned to approve the Parks and recreation Community survey questions. Motion was seconded and approved. D. Upper East Ravine Master Planning Review Dockter stated the City received a grant from the South Washington Watershed District to cooperatively work on the Upper East Ravine Master Plan. The East Ravine Plan is used to designate land use throughout the northern and eastern portions of Cottage Grove for future development. A major component of that plan included a broad visualization of park and greenway spaces. As development in Cottage Grove moves from the West Draw neighborhoods to the Upper East Ravine area the City has begun the process of master planning its park and trailway system. Over the past several months staff and the South Washington Watershed District have been working with Westwood Development consultants to create a master plan for the Upper East Ravine Neighborhood which includes the area of Ideal and Keats north of 70 street. The plan's goal is to strategically map the parks and recreation system in a manner that utilizes existing concepts while taking into consideration land use and economical changes. Dockter presented three maps for the Commission to review. The first map was of the recreational service areas and trails of the Upper East Ravine neighborhood as it relates to the current parks and recreational system. The second map was similar but focused on the Upper East Ravine Neighborhood and provided better visual understanding of the land use for parks, trails and connectivity. The third map is a conceptual design of the community park depicted on the site plans. This creates an understanding of park size and possible designs at this site. The park may change in the areas of designed usage depending on the community's usage. Poncin asked if there is a minimum size of a park before it can be called a community park. Dockter responded there is not a minimum size. Burbank added there is a recommended size in the comprehensive plan. Poncin asked if its possible there are neighborhood parks that may exceed the size of a community park? Burbank and Dockter responded in agreement. Burbank offered clarification regarding the area east of Highland Park stating that currently there is no public access and it is a private conservation easement. The property is held in trust with the Wilder Foundation. There is a private property owner that resides on the property. The conservation easement does allow for public access so the City would continue to work with the property owners for future public access. Dockter added the trail connections are a key component and used the connection with Woodbury as an example explaining Cottage Grove's trail system is moving to the north and Woodbury is moving to the south to eventually connect together. Washington County also has a small area of land being held for a trailhead on the Cottage Grove and Woodbury border. Burbank added the trail connection with Woodbury started with a grant application submitted years ago with Woodbury for Federal funding that would connect the trails all the way to Lake Elmo Park and some of the Regional trails in this area. This will increase access to many trails for the residents of Cottage Grove. Kath asked if these trails will be operational year round and will they be non - motorized. Dockter stated the trails will be plowed and maintained and City of Cottage Grove Parks and Recreation Commission 5 1 P a g e current policy would not authorize motorized use of these trails. Kath questioned the dotted white line on the East Ravine map. Burbank stated the line represents a stormwater and grading area. Burbank offered to share detailed maps with the commission in the future if they saw a need. Kath motioned to place on file the East Ravine Master Plan. Marcino seconded the motion. Motion approved. VIII. Presentation Of Information A. Tree Trimming Policy Dockter updated the Commission regarding the Tree Trimming Procedures in response to comments made at the June meeting, Dockter presented a memo from the City Forester explaining the procedures and asked for questions. The Parks Commission did not have questions regarding the memo. B. Handicap Accessible Playground Concept Dockter presented a design of a completely handicap accessible park structure based on the request from council and staff. Dockter stated he read an article about the City of Red Wing and their successful handicap accessible playground that was recently built. Red Wing made this handicap accessible playground a community event by working together to raise approximately $500,000.00 to build the structure. This rubber surfaced play structure has drawn people from hundreds of miles away to use it. Dockter pointed out the significance of the community working together to build this park and now it has become a huge draw to the area. Dockter presented a conceptual design of what a handicap accessible park may look like at Cottage Grove's Kingston. Dockter chose Kingston Park for this design because it is the most used park, it contains pea rock which the City is trying to phase out, and because Strawberry Fest is held at this park. This design eliminated the pea rock and modified some of the existing equipment. This design shows how City's can update existing play structure and make them completely handicap accessible. Dockter presented a quote from Little Tikes Commercial which stated it would cost $150,000 for the hypothetical updates to Kingston Park. Dockter asked if the Commission would be interested in pursuing a handicap accessible park in the future. Marcino responded that she would be thrilled to have the opportunity to help bring a handicap accessible park into our community. Marcino feels it is a great idea and our community would receive support to build this. Marcino wanted the conceptual design to include an area for wheelchairs to access the play structure on their wheelchairs. Poncin asked if the quote was to add to the existing structure. Dockter responded the quote was to add to the existing structure and would include excavating the pea gravel, adding concrete, rubber matting, a small handicap area and retrofitted swings. Pietruzewski pointed out the bridge is not wheelchair accessible and agreed with Marcino that it would be nice to incorporate that feature. Dockter stated he would like a task force or community group that would help design the structure. Kath offered his support toward the handicap play structure. Poncin questioned how the water runoff works on the rubber mat and concrete surface. Dockter responded there is a 1% pitch and the surface is sealed. Kath suggested working with the school district to complete the design. Burbank added the City has been working with the school district on the safe roads to school application and this could be an offshoot discussion with that group. City of Cottage Grove Parks and Recreation Commission 6 1 P a g e IX. Action Updates None X. Park Planning Management Education Material None X1. Commission Comments None XII. Council Comments The referendum passed to allow the Parks and Recreation community survey. Safe Routes to School passed and will allow an application to be created. Oak Cove addition has received a one year extension for the subdivision plot. X111. Staff Comments None XIV. ADJOURNMENT Motion to adjourn by Schumal, seconded by Marcino, motion carried at 8:25pm. City of Cottage Grove Parks and Recreation Commission 7 1 P a g e