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HomeMy WebLinkAboutmin-September 24, 08 City of Columbia Heights Park and Recreation Commission September 24, 2008 Eileen Evans called the meeting to order at 6:30 p.m. ROLL CALL Members present: Eileen Evans; Tom Greenhalgh; Stan Hoium; Kevin McDonald; David Payne; Marsha Stroik; Gary Peterson, Mayor; Keith Windschitl, Recreation Director; Lauren McClanahan, Public Works Superintendent Also present: Candace Amberg, RLA of Brauer & Associates, Ltd.; Residents from the Ramsdell Park neighborhood APPROVAL CONSENT AGENDA Motion by Payne, second by Greenhalgh, to approve consent agenda. Upon vote: All Motion carried. ayes. LETTERS AND REQUESTS A. Request for an extended rental time of one hour on October 17, 2008 for a non-alcohol traditional Somali wedding ceremony Windschitl informed the commission on the details of the request. During this celebration the men and women celebrate separately and there will be no alcohol at the event. Windschitl stated that in previous situations the rental time has been extended by one hour when there has not been any alcohol and recommends the one hour early entry fee of $60.00. Evans asked if the renters are residents of Columbia Heights. Windschitl replied yes. Motion by Hoium, second by Greenhalgh, to approve the one-hour extended time until Motion carried. 2:00 a.m. on October 17, 2008 with a $60 fee. Upon vote: All ayes. B. Request for a full or partial refund from a JPM rental on June 22, 2008 Evans asked how much money was paid and if the date was re-rented. Windschitl replied that the renter paid the $500 down payment and the date was never rented again because the letter of cancellation was received within 2 months prior to the date. Evans indicated staying with the original decision to not refund the $500. Peterson stated that although this is an extreme circumstance it is still a tragedy. Stroik indicated that in other personal tragedies refund would be issued. Peterson indicated that he read a proclamation for this group on the Tibetan’s situation during a council meeting. Hoium stated that something could be done for this group without setting precedence because the Commission reviews each situation. Evans suggested refunding half of the down payment. Windschitl agreed that a precedence would not be set because each request is reviewed one at a time on it’s own merit. This renter is also a resident of Columbia Heights. Recreation Department 9/24/2008 Page 2 Motion by Hoium, second by Stroik, to refund half of the down payment, $250 due to the Motion carried. circumstances of the cancellation. Upon vote: 5 ayes, 1 nay. OLD BUSINESS A. 2008 Ramsdell Park Master Plan Evans asked for the total cost for Sullivan Park with the change orders included. Amberg presented the preliminary master plan for Ramsdell Park. This is an overall plan so that when funds become available there is a clear direction of where things will go and how to better plan what improvements will be made. Amberg spoke about the details shown on the Master Plan. Evans asked if soil borings have been done at Ramsdell Park. Amberg replied none at this time. Evans asked if they had been done at Silver Lake and Sullivan Lake Parks prior to construction. Amberg replied yes and nothing problematic was found. McDonald asked where the parking for the new gym spaces would be located. Windschitl replied the far west end, although the future improvement shown on the plan for parking is on the school owned property would be a better location. He indicated that the goal is to create ample parking around the park so that residents are not blocked in their driveways. Amberg indicated that a gate would be installed along the parking lot to th create direct access into the park from the parking lot along 49 Avenue, which would help with some of the current parking issues. Pedestrian level lighting would be installed along the trails. Residents in attendance responses; great plan, this will create better parking with relocation of ballfield, asked about lighting of the ballfield and when games would be played, what is the current use or purpose of the park building. Several residents thanked the Staff and Commission for the ability to have input and be a part of the process. Windschitl replied that this type of field would not be used for a men’s softball league. With the dimensions of this field it would used for High School girls or youth little league. He indicated that the park building is reserved during summer months for occasional family picnics, gatherings or garage sales. It is also used for the Recreation summer youth park programs. Windschitl feels that one amenity missing from this park is an outdoor picnic shelter because so many people use Kordiak Park for that reason. The Commission thanked the residents for attending the meeting and were directed to leave comments on the website or with Hansen. McClanahan indicated the general idea for creating an approved master plan is so that as funds are available, improvements can be made. He stated when issues arise like the problems with the wading pool leaking the staff can decide the proper steps to take in repairing, replacing or removing based on the Master Plan and what residents want. Windschitl indicated with the large response from residents it is important to adopt a master plan to show that their concerns and comments were heard. McClanahan stated Recreation Department 9/24/2008 Page 3 that by having a master plan in place it increases the chances of receiving grants and other additional funding. Evans tabled the Ramsdell Park Master Plan discussion until the next Commission meeting to receive public comment. Peterson suggested taking action on the grant offer received at the July 23, 2008 Commission Meeting from The Bobby & Steve’s Auto World Youth Foundation before the opportunity is not available. Hoium questioned the motive behind the donation being an election year. Peterson indicated that every station has a community to donate to but the Commission should inform them of their decision. The members agreed that if any resident wants to give a donation to the City we should use it to the fullest capacity. Motion by Payne, second by Greenhalgh, to accept the $50,000 grant from The Bobby & Steve’s Auto World Youth Foundation for a community playground at Huset Park West. Motion carried. Upon vote: 5 ayes, 1 nay. B. Update on Honeywell Study/HVAC Project Windschitl stated the City Council approved moving forward with the Honeywell HVAC Project. This includes renovating heating and cooling, replacing windows on the north side of the hall, exterior doors, and full roof replacement. He indicated the working relationship with Honeywell over the past ten years has been a positive and cost effective contract. Evans asked how much the total is. Windschitl stated $930,227. Stroik asked if more than one estimate was received for the project. Windschitl replied several bids were taken for each area of the project and the low bid is taken for each portion of the project. Hoium asked about an energy saving payback. Windschitl replied yes, Honeywell has a measure and verification process once the project is complete. He explained the annual energy savings is $8,469 each year. Hoium asked for further explanation on the energy savings. Windschitl stated that Honeywell calculated the cost of replacing the units that are well beyond their life expectancy into the total cost savings projections. Evans asked about the Honeywell maintenance contract being reduced. Windschitl stated that it would be reduced $15,000 annually. Evans asked if the 15-year payback is reflected from the boilers. Peterson indicated that a pay back is on the added heating system and will pay back the added cost of better system but then you own the system. Windschitl explained that this plan does not just include the cost of the units and energy savings, but also what has been done and fixed over the years to maintain the current system and what would need to be fixed if nothing were to be replaced. C. Update on Sullivan Park and Silver Lake Park Improvements Amberg reported that pockets of diesel range organic was found at Silver Lake Park, on hold 4-5 weeks to put a plan into place on how the handle the contaminated soil, mix soil and aerate to a level that is considered clean, then replaced with 2 feet of clean soil on top. Construction at Silver Lake Park should be done mid October if no serious weather delays. Recreation Department 9/24/2008 Page 4 McClanahan stated the shelter is up at Sullivan Lake Park. He is unsure of when lighting will be installed. Silver Lake Park will be taking shape in three to four weeks when the crews can resume working. Evans indicated concern with the water holding area by the playground. McClanahan echoed Amberg’s statement in that the area is not meant to hold water but will be the second holding area if the first holding overflows after a three and a half inch rainfall. D. 2009 Recreation Budget Meeting Windschitl stated that the City Finance Director would like to put together a total City Budget presentation for the City Council on one night. He indicated that not much has changed in the budget. It has gone up about $35,000 from 2008 to 2009 for the proposed budget; mostly for personnel costs with step increases and wage adjustments. The Recreation budget will be linked together with all other budgets and presented in a one- night power point prerecorded presentation. Windschitl invited the Commission members to attend. The Commission Members requested a copy of the budget book for their review. Windschitl stated he would give a budget summary at the next commission meeting. Motion by Payne, second by Stroik, that the Recreation Budget would be presented to the City Council on the same night as the other budgets within the City. Upon vote: all ayes. Motion carried. REPORTS A. Recreation Director None at this time. B. Public Works Director/City Engineer McClanahan stated the involvement with the parks he believes there will be a good product. The final testament and reward will be if people are using the parks. Stroik indicated publicizing the progress when the parks are complete. She suggested having a ribbon cutting ceremony after a community cleanup day. C. Commission Members Greenhalgh asked about the status of the scoreboard at Prestemon Park. Windschitl replied that it is being looked into. He stated that the fall men’s softball league has 13 teams. There are two youth fall baseball teams using Prestemon Park. McClanahan indicated progress at McKenna Park with the MN Twins Grant includes the removal of the backstop fence and the new backstops will be installed in a few weeks. rd Windschitl stated the goal of the grant is to create a safe dugout for ballfields. 3 & 4th grade baseball is played at McKenna Park. Payne indicated placing nameplates at the improved parks with Commission and staff members involved in the projects. Evans indicated a memorial at the Huset Park shelter for Jerry Foss. Recreation Department 9/24/2008 Page 5 Peterson reported that rumors of the City discontinuing the Jamboree are not true. ADJOURNMENT Eileen Evans adjourned the meeting at 8:05 p.m. ______________________________ Deanna Saefke, Recreation Clerk Typist II