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HomeMy WebLinkAbout2012-12-10 PACKET 04.A.City of Cottage Grove Parks and Recreation Commission Meeting November 12, 2012 Pursuant to due call and notice thereof, a Cottage Grove Parks and Recreation Commission Meeting was held on November 12, 2012. I. CALL TO ORDER Meeting called to order at 7:00 p.m. II. ROLL CALL Members Present: Mark Nelson, Bill Schumal, Doug Butler, Erich Knollan, Paul Poncin, Ron Kath, Members Absent: Cristina Marcino Others Present: Zac Dockter, Parks and Recreation Director Molly Pietruszewski, Recreation Coordinator Dave Thiede, Councilmember III. Approval of Agenda Approved as delivered IV. Approval of Minutes Approved September 10, 2012 Minutes V. Open Forum None VI. Presentations None VII. Action Items A. Facility Use Rental Rates Pietruszewski explained in 2008 the Parks Commission and the City Council adopted a five -year Park Facility Rental Fee plan to ensure that we have appropriate revenue to fund the maintenance and improvement on park projects. At that time the fees were approved to increase by 10% every other year. The current fee plan will expire at the end of 2012 and needs to be updated. Pietruszewski presented a spreadsheet explaining the pricing and showing one proposed change to the rental policy. The change would require a minimum two hour Parks Department staff fee in the cost of the facility rental for large events and tournaments. This would guarantee the facilities are properly staffed for these events. This change would increase the fee from $110 to $200 which would include the 2 hours of Park Maintenance staff. Pietruszewski presented a comparison of surrounding communities pointing out Woodbury only rents their facilities for the entire day not in 4 hour blocks like Cottage Grove. The conclusion of the comparisons presented was that Cottage Grove is very competitive with the fee schedule. A question was asked why the City of Cottage Grove Parks and Recreation Commission 11 P a g e Recreation Department doesn't round the prices up. Pietruszewski explained if the fee was rounded up it would skew the pricing from year to year. Pietruszewski continued the presentation with a proposed disk golf fee for 2013. The City has been approached by groups regarding event rentals for the Oakwood Disk Golf Course. Currently the City does not charge for the disk golf course and any group wanting to run a tournament may do so as long as they understand the public may continue to play through during their tournament. Pietruszewski stated this hasn't been an issue due to the fact it is common in the disk golf culture to allow people to play through. However, the Recreation Department has been contacted by local disk golfers regarding making improvements to the Oakwood Course. These changes include additional tee pads, upgraded targets and general improvements to the course. Adding rental fees would help pay for the work that needs to be done to keep this facility nice for users. The proposed rate would be $120 a day. This would include the rental of the Oakwood shelter and 2 hours staff time for the event. Kath asked if the Recreation Department currently hosts disk golf tournaments. Pietruszewski responded that the City rents the Oakwood shelter and disk golfers host their own tournaments. Pietruszewski added if the Recreation Department had a more specific form that included the additional services and fees it may encourage more tournaments. This also allows an opportunity for the City to staff the event. Dockter stated currently there is minimal communication. A person may rent the shelter at Oakwood Park and hold a tournament but the City has no way of knowing this unless the tournament manager tells us. Dockter pointed out that disk golf tournaments are no different than a softball or soccer tournament. Allowing the course to be rented accordingly will allow for the staff to build relationships with the disc golfers. It will allow the opportunity to meet the golf managers and make sure we have the staff on hand to ensure a great tournament and leave the visitors with a good impression of our community. Poncin asked what the repercussions would be for someone not renting the facility, showing up and making a mess. Dockter responded with the example that someone could try to run a soccer tournament at a CG park and not rent the field but any family or person could show up and must be granted the field to play. But if the field is reserved they would be guaranteed no one else could use the field. It is in the best interest of the tournament managers to reserve the fields so this will not happen. Pietruszewski added the permit would allow for the use of the bathrooms, shelter, and disk golf course for the day. Good quality tournament managers want a clean and efficient tournament because they want people to sign up and come back and play again. If this course was rented on Saturday morning for a tournament it would guarantee park staff has checked to make sure the baskets are in, garbage's are clean, and the shelter is ready to house the tournament guests. Nelson asked if the City would consider running our own tournaments. Pietruszewski stated the Recreation Department is open to discussion and they will watch and see how things progress and if there is a demand for disk golf in the community they would certainly consider it. Poncin asked if we could see a drop in use if we implement fees. Pietruszewski agreed there is a possibility but didn't foresee that happening. Pietruszewski added she felt there would be a better chance of people not renting the shelter for a family reunion because they would know the disk course is busy than the other way around. Dockter stated in 2014 there is a World Amateur Disk Golf Tournament coming to the Twin Cities and they have called and requested information on the Cottage Grove course. Dockter explained the rates and the tournament director completely expected to be charged for the event. Dockter reiterated the renting of the course would give control to the staff to properly have the area prepared for the visitors and make sure there was not another large event planned at the same time like a family reunion. Our goal is to ensure the best experience we can for the people using our disk golf course. Poncin made a motion to adopt the fees for the disk golf with City of Cottage Grove Parks and Recreation Commission 2 1 P a g e the stipulation that only one tournament per weekend is scheduled with the exception of the National Tournament. Kath stated he is struggling with the one tournament per weekend stipulation and requested this not be a part of the motion. Poncin clarified it would be one event per weekend and this would allow the public to still use the disk golf facility. Poncin motioned to establish facility use fees for the Oakwood Disk Golf Course with the limit of only one tournament per weekend to be booked without prior authorization from the Parks and Recreation Commission. Kath expressed his concern stating the Commission should approve the motion without the stipulations and let administration take care of the details. Kath made a motion establishing facility use fees for the Oakwood Disk Golf Course with no limit to the number of tournaments per weekend. Motion is seconded. Pietruszewski added the recommendation was to accept only credit cards for facility rentals, a 10% increase every other year for 5 years and adding staff fee's on the event forms. Kath made a motion establishing facility use fees for the Oakwood Disk Golf Course with no limit to the number of tournaments per weekend, to only accept credit cards for rental deposits, a 10% increase every other year for 5 years and adding staff fee's to the event forms. Motion is seconded and is carried. B. River Oaks Scenic Overlook Natural Resources Management Plan Dockter presented the final draft of the River Oaks Park Natural Resource Management Plan to the Commission. The City has been working with the Friends of the Mississippi organization to develop a natural resources management plan for the City owned property entitled "River Oaks Scenic Overlook ". This plan was largely funded through grant funding available from FMR. Dockter stated the final draft includes information on the site geology, soils and topography, vegetation, and rare species. Dockter added there are three areas of diversity that include the dry prairie bedrock bluff, mixed woodland, and oak woodland. This area includes some rare prairie species and an oak savannah which there is less than 2% left in the world. Dockter encouraged the Commission to go look at the 2 acre site stating it has breathtaking views of the Mississippi River. Dockter added the most important part of the document is the portion that talks about restoration and preservation of this site. This would include the removal of buckthorn and other invasive species of plants. The most important part of the project will be to engage the neighbors and get them involved in the removal of the invasive species on their own land to stop encroachment. Nelson asked if CP Rail would possibly like to participate in this restoration. Kath asked if the fees were yearly. Dockter stated the fees were project fees and included a maintenance fee at the end. Dockter added in a restoration process you must always re -visit the item. Approving this motion does not approve any expenditure for this project. Kath motioned to accept and place on file the River Oaks Scenic Overlook Natural Resources Management Plan. The motion was seconded. VIII. Presentation Of Information A. Handicap Accessible Playground Concept Dockter stated the Commission requested more information at the last meeting regarding the handicap accessible playground concept. Staff has reviewed the many different grant and design options for such a playground facility. At the MN Park and Recreation Association conference Dockter attended a seminar by Landscapes Structures out of Delano. Dockter shared the power point presented by Landscapes Structures at the conference with the Commission. Dockter presented some different materials for the floor of the play structure. Poncin asked if water would flow through the rubber matting presented. Dockter responded the rubber matting sits tightly on a concrete base with a bead of silicone to prevent water from entering. Dockter added because of the cold City of Cottage Grove Parks and Recreation Commission 3 1 P a g e weather the matting will expand and contract so you must re- adjust the pieces as needed. Pieces can be cut out and replaced as needed. Schumal asked if the track at Park High School is made out of the same material. Dockter responded the track is made out of a pebble flex and is a poured material. Dockter added you can combine different material together to form the floor of the play structure. Dockter stated one of the requests the Commission had at the last meeting was to clarify the difference between a regular playground and an inclusive playground. Dockter added an inclusive playground includes the following play elements: • Cognitive • Physical • Sensory • Social and Emotional Dockter presented different components that include these elements. Dockter presented some designs that are currently being constructed in the Twin Cities with pricing. Dockter added the next steps in this project would include: • Bring in a consultant from the playground manufacturer early in the process. • Form an advisory committee of design and disability experts, including parents. • Conduct a needs assessment of your community. • Perform a complete site analysis. Poncin stated there was a roller slide at the Lake Elmo Park that was stainless steel. He added it was used so much it was polished to a shine. Pocin asked if Dockter has seen hard plastic sun screens versus the fabric variety. Dockter responded there are many varieties of sun screens his concern would be to allow shade on the play structure as well as on the area's for spectators and it can be made out of any material the commission chooses. Nelson complimented the City on the Splash Pad and Disk Golf Course pointing out both projects are great assets to the community. Nelson added a Handicap accessible playground would also be a draw to our community. Dockter added he has put thought into what part of the community this park would be a good fit in. He used Kingston as an example pointing out Strawberry Fest is held there but he also felt it might do well in a commercial district which would benefit the surrounding local businesses. Nelson requested Zac take this idea to the Chamber of Commerce and get information about having the location in a commercial district. Dockter stated the first step would be to start a marketing campaign in search of a task force to help move this vision forward. A motion was made to accept the report and start forming a task force. Motion carried. Poncin requested City staff not talk about pricing until they have an outlined proposal that includes location and all the elements that will be included in the design. Dockter agreed. IX. Action Updates A. Parks and Recreation Referendum Dockter stated on November 6, 2012 the residents were asked to vote on improvements to parks and recreation facilities. Question one: Authorize the City to bond $6.5 million for a family aquatic center. Question two: Authorize the City to bond $7 million for expansion and renovations to Hamlet Park and an indoor /outdoor play center. City of Cottage Grove Parks and Recreation Commission 4 1 P a g e The result of both questions was a "NO ". Opposition to question one was 63.6% and question two at 61.5 %. Dockter added the residents have spoken and the City will respect their decision. Poncin added he heard from the community that too much focus was put on the renovation of the old pool building and they did not understand all the ball fields and lights they would also be getting if they voted yes for the referendum. Poncin requested next time more emphasis be placed on the ball field lights which is what the community seems to be asking for. B. Park Recycling Program Dockter stated the City Council authorized the development of a park recycling program based on recommendations from the Parks and Environmental Commissions. Dockter presented a report that reflected the findings of that program over the past spring /summer seasons. The City used grant money to purchase the recycling containers. Containers are clearly labeled to assure park users were able to identify the opportunities to recycle. Based on the findings, staff recommends continuing efforts to recycle in community parks but does not feel the program should be expanded at this time. The plan is to move forward as is and continue to monitor the program. X. Park Planning Management Education Material A. Inclusive Play Systems Article Dockter stated he provided the additional information for the Commission to review. XI. Commission Comments None XII. Council Comments Thiede stated the Council has not had any Parks related topics discussed at the Council meetings. XIII. Staff Comments Dockter stated the City did not receive the grant for the entire Pine tree valley trail. The trail will be from 80 street next to fire station 2 and go along the west side of the park with a connection to the archery range and playground area. Residents in this area will be connected to 80 street however the trail will not be paved at this time. XIV. ADJOURNMENT Motion to adjourn by Schumal, seconded by Butler, motion carried at 8:21 pm. City of Cottage Grove Parks and Recreation Commission 5 1 P a 9 e