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HomeMy WebLinkAboutJanuary 27 City of Columbia Heights Park and Recreation Commission January 27, 2010 Eileen Evans called the meeting to order at 5:30 p.m. ROLL CALL Members present: Eileen Evans; Tom Greenhalgh; Justin Grussing; Stan Hoium; Kevin McDonald; David Payne; Marsha Stroik Staff Present: Gary Peterson, Mayor; Kevin Hansen, Public Works Director; Keith Windschitl, Recreation Director; Deanna Saefke, Secretary APPROVAL CONSENT AGENDA Hoium asked about the charge for new chairs at JPM. Windschitl replied that chairs do need to be replaced from wear and tear throughout the year. A lot of chairs are bent or broken and each year, staff fixes what they can by replacing pads or broken pieces on the legs. The chairs that cannot be fixed do need to get replaced and money is saved by directly going through the manufacturer. Evans asked if a reduction has been received from Honeywell. Windschitl replied that the contract is being worked out. He believes that regarding energy savings there has been an increase in savings due to the new insulation and the updated heat settings throughout the building. The maintenance contract has not come to an agreement yet. Windschitl indicated the final payment on the project has not been made because the project is not complete. Evans asked if John P. Murzyn Hall is advertised in a magazine or website with the Twin City Bridal. Windschitl replied the listing with Twin City Bridal is in the widely distributed book and on the website. Evans asked if the budget for advertising was cut back. Windschitl indicated this listing is the only paid advertising and was cut back about three years ago due to the amount of referrals by word of mouth. Saefke indicated that JPM is also listed on some free wedding resource websites. Motion by Payne, second by McDonald, to approve consent agenda. Upon vote: All Motion Carried. ayes. LETTERS AND REQUESTS A. Request for an open bar on Friday, February 27, 2010 Windschitl indicated this is an annual event for 150 guests with mostly family and a few friends. They will be serving beer and wine with responsible bartenders. Motion by Payne, second by Greenhalgh, to allow the open bar for the event on Friday, Motion Carried. February 27, 2010. Upon vote: All ayes. B. Request for an open bar on July 16, 2010 Windschitl stated this renter is a Columbia Heights teacher and would be hosting an open bar with a responsible event. Park & Recreation Commission January 27, 2010 Page 2 Motion by Payne, second by Grussing, to allow an open bar for their reception on July Motion Carried. 16, 2010. Upon vote: All ayes. C. Request for a reduced rental rate on Saturday, February 20, 2010 by the Regional Tibetan Youth Congress of Minnesota Windschitl indicated the policy states that we do not offer any more of a discount on a Saturday rental further than the resident discount rate. He feels that this is may be a good event. Staff encourages non-profit groups to use another night that is not typically rented for a wedding. The staff recommendation is to not allow a further discount other than the resident discount rate if they have a resident of Columbia Heights as the renter. Discussion was held on details of the event regarding the times requested, cleaning, request of additional security officers, using bracelets to count number of attendees and additional charges taken if necessary from the damage deposit. Motion by Hoium, second by Stroik, to offer the 25% resident discount rate if the group Motion Carried. uses a Columbia Heights resident as the renter. Upon vote: All ayes. OLD BUSINESS A. Petition request from Sullivan Shore Residents Five residents from Sullivan Shore town homes were in attendance: George Leverentz, Jim & Virginia Locker, Jan Campbell, and Duane Rosenberg. Hansen suggested letting the residents present their request and staff would respond. Leverentz indicated the west end of the lake has a lot of growth. He asked if during a previous meeting regarding Sullivan Lake in 2007, if it was stated that there was money budgeted to redo the walking path. Hansen replied no, what was recognized was the need to redo the walking path but the plan was backed off due to lack funding and the whole project would be looked at for future funding. Staff determined the area in highest need of repair was the south connection of the path from the public area of Sullivan Park over to Washington Street. Leverentz was under the impression that the whole path was going to be redone and widened at the same time. Hansen indicated any work on the existing path would need to be widened to eight feet. Work has been done on the north side of the trial with a seal coat three or four years ago. A lot of tree roots were removed at that time as well. Leverentz requested removing weeds from Sullivan Lake. Hansen replied that staff would be working in the next few weeks to trim trees to clear the path for both pedestrian and bicycles. Leverentz asked if that work would open up the view to the lake. Hansen indicated that the trimming would extend two feet on each side of the trail to clear pedestrian and bicycle pathways from branches and overhang. The goal is not to clear out extensive areas for view of the lake; some areas would be cleared near residential areas. If the growth is in a specific elevation line around the lake the DNR does not Park & Recreation Commission January 27, 2010 Page 3 allow clearing of any growth. It does require a lot of time and staff to do this type of clearing and it may be done over time near the Sullivan town homes, but there are other demands throughout the City that need to be taken care of first. Leverentz replied that he feels if the area was maintained on a regular basis it would be in better condition. He stated that the association is in the process of landscaping the area with new landscaping, lighting, fencing and other features. There is a commitment and a lot of pride put into the area. Hansen indicated that staff would do what they are able to when time allows. The trees will be done at this time, but the brush will have to wait until after the snow melts, those items are in the program. However, doing the whole lake will not be done, the priority will be placed towards the areas for general public use. Focusing on the walking trail to get the area in and around the trail for trees, overhang and intrusions cleared. Leverentz stated that he was one of the first residents to buy in the complex and at that time you could see the whole lake. Peterson asked if money was in the budget to widen the path around the whole lake. Hansen indicated no. Peterson asked for an estimated cost. Hansen replied on two items. First the lake is a DNR controlled water body and the City has no authority to go in and do any changes without a permit. This question of removing aquatic growth to open up the natural water body has been asked of the City twice. The DNR will not permit this in a shallow lake and wants the natural process of growth to occur. If the aquatic weed growth of cattails and hydric plants were impeding storm water flow the DNR would approve removal by permit. The City has asked the DNR for permission to clean out the water body for aesthetic purposes twice and have denied both times. Leverentz requested a copy of the DNR terminology and letter of previous response. Hansen replied that he would give him a copy of the letter from the area hydrologist if he still has that copy. He commented that a lake will not even be considered for removal of growth until the growth has reached over 50% of the water surface and that is just one of the many considerations prior to removal. Leverentz asked if a permit was obtained prior to the work done at the park side of the lake near the new picnic shelter. Hansen replied no, all work was done above the DNR established elevation points for clearing. Campbell asked if it would be an option to continue that work beyond that point. Hansen replied that the department has looked on the northwest corner of the lake near the town homes to continue the work, but in a time perspective with 14 parks and five shared employees that work is not going to happen. Leverentz asked kind of program be established to address this problem. Hansen replied the DNR and other area programs are creating no touch zones around water bodies and this may happen at Sullivan. Sullivan Lake is classified and declared as an impaired body of water in 2002 on the 303B list. Hansen further explained the process of examining the lakes on this list and some of the process to clear up the impairment from the water body and area around the lake. Currently it is a priority of the Public Works Park & Recreation Commission January 27, 2010 Page 4 Department to clear brush and trees from trail ways to make it safe for the public to be on. Hansen indicated that the petition from the Sullivan Shore residents stated they wanted the brush cleared out around the lake for aesthetic purposes, which does not create a benefit beyond clearing out the path for safety reasons. He stated that the trees will be worked on in the next three months and the Department will certainly try to get to the areas where there are benches along the path. Hansen indicated the direction of the DNR and the City Council decisions will be followed. Leverentz stated that Hansen would send him a copy of the letter from the DNR with the restrictions and communication on what the Department will be working on this winter around the lake. Peterson asked to find out how far the brush can be cleared out from the perimeter of the lake. After the perimeter is established a volunteer group can be formed to work around the lake and remove some of the brush and trees. Leverentz mentioned hearing lakeshore owners in general using a poison to clear out lakes as well. Discussion was continued on costs, conditions and current improvements on the trail and shore around Sullivan Lake. Grussing indicated with his environmental studies background feeling unsettled when hearing talk about poisoning the lakeshore for aesthetic reasons. He encouraged thinking about how to be good stewards of our environment and asked everyone to question whether that motive is for the long-term benefit of the State of MN and the residents of Columbia Heights. Grussing concluded this lake is used for storm water mitigation somewhat for local businesses, but also to help control storm water and improve water quality in the state. We need to balance that this is a public asset, it is a private benefit to see the lake, and it is also a public benefit to keep the water quality. Leverentz responded that this is not only for Sullivan Shore residents but the path is used extensively in summer months. Peterson stated that no one is talking about ruining the lake either. NEW BUSINESS A. Non-profit rates for the use of John P. Murzyn Hall Windschitl indicated the rental rate currently charged to non-profit or civic groups of a $40 entry fee and $15 per hour. This was decided after some research and discovering that neighboring cities do this type of fee to cover some of the operating costs for staff and other costs. By the time utilities, supplies, operating and staff costs are figured this amount is no longer covering the fees. The goal is not to cover all costs, but as the building is for public and civic use we want to make the fees reasonable while covering a portion of the operation costs. This fee is for more of a special event when the building would not be open for another program. When scheduling groups in JPM, staff tries to encourage groups to meet on the same nights to utilize the building to the best of its potential. Windschitl suggested a $50 entry fee and $20 per hour and stated that it is open for discussion among the Commission. Hoium indicated raising the fee for special events is reasonable, but to keep the hourly fee a low as possible for meetings throughout the week among civic groups. Windschitl replied the new rate would apply to special events. Groups meeting during the week will Park & Recreation Commission January 27, 2010 Page 5 continue to split a low hourly fee on nights where no programs or paid rentals are in the building. Motion by Stroik, second by Greenhalgh, to increase the rate for civic or non-profit groups to a $50 entry fee and $20 per hour rate effective March 1, 2010 but to grandfather in any group that is currently scheduled for an upcoming event. Upon vote: Motion Carried. All ayes. Peterson requested the JPM usage fee to be waived for the Annual Mayor’s Prayer Breakfast on Wednesday, May 5, 2010. Motion by Payne, second by Greenhalgh, to waive the JPM usage fee for the Annual Motion Mayor’s Prayer Breakfast on Wednesday, May 5, 2010. Upon vote: All ayes. Carried. OLD BUSINESS Hansen updated the Commission that bids were taken for the Gateway Pedestrian Bridge, the engineer’s estimate was 2.4 million and the bridge came in at 2 million. State aid and federal aid need to sign off on the bids prior to City Council presentation. With Federal money the project needs to show the use of disadvantaged and/or minority businesses. The start date is April 1, 2010. Stroik asked how much state or federal money is being used. Hansen replied about 85% of the total bridge cost. REPORTS A. Recreation Director Windschitl reported receiving a generous donation of $10,000 from the Columbia Heights Athletic Boosters. Stroik indicated there would be an additional $5,000. Windschitl indicated that recognition for the donations would be made at the City Council meeting when the second check is received. B. Public Works Director/City Engineer Hansen commented on the work being done in the parks and the challenges with the budget to complete projects that are fund driven. Staff plans to clean up the trail at Sullivan Lake to the best of their ability, time and fund allotment. This work will need to be done in the winter and spring months. Hansen reminded the members that work like this competes with projects that the Commission has previously discussed like Ramsdell and LaBelle Park. Hansen indicated that yes it would be nice to improve the trail at Sullivan Lake, but it is a matter of priority with the currently funding. Evans indicated agreement with Grussing in that by removing a lot of brush around Sullivan Lake effects many aspects of nature and small wildlife. She has a problem with clearing too much natural growth. McDonald asked about how many years the trail would hold up on the south side of Sullivan Lake. Hansen replied that is could be any time from one to four years. The biggest problem is the shoring, which is very expensive. McDonald replied that the Park & Recreation Commission January 27, 2010 Page 6 remaining portion of the trail is usable and safe even if the view is not completely clear. Windschitl asked if trail grants are available. Hansen replied no due to State Funding cuts, Staff was told to apply for grants this year and they would be filed until funding becomes available. C. Commission Members Evans asked how G4S Wackenhut Security is doing for events at JPM. Windschitl replied that they have been really responsible and good to work with. There have been no major incidents in the past six months. Saefke indicated the officers complete a log each night with 30-minute checks of the building and event. Evans asked if when an event is going on upstairs in the main hall if the basement is blocked off. Windschitl replied that during most events there is nothing going on downstairs but occasionally there may be a rental during the day in the Senior Center. Doors are all kept locked downstairs and try to keep people from going down the stairs. Greenhalgh indicated that basketball tournaments are running well at the Hylander Center. People in attendance appreciate the new facility with no major problems. Greenhalgh asked if there is a winter carnival happening at Huset Park soon. Windschitl replied he attended a meeting with Albert and the Athletic Boosters two months ago and he stressed the importance of advertising the event. He has not seen any promotions for the event. Public Works will be clearing an area for skating and the Boosters are putting work into preparations, so there will be a lot of staff time into this. Peterson asked if this event is still going to happen. Windschitl indicated that he has not heard otherwise. It is th currently scheduled February 6 from 11:00 a.m. until 3:00 p.m. Grussing indicated the parkview community had a change in management companies from Community Association Management Group to Paradise. He feels this group would be good to communicate with on special events and to give information to residents. Payne indicated when he spoke with Albert two weeks ago he said the event was happening. Stroik reported how nice it is to see the skating rinks open. She sees heavy use by adults and kids. There is a boot hockey group at one of the parks every Sunday. Windschitl reported the Recreation Department offered a youth skating class on Saturday mornings with about twenty kids at Ostrander Park. He received a call from a resident concerned with not having the warming houses open to which he explained the warming houses have not been staffed for many years due to budget cuts. The idea then was to let that resident do a park reservation free of charge each week and open the warming house to the public, but the resident never responded again. Stroik liked having the lights at Ostrander Park especially during Christmas break. Windschitl saw many people using McKenna Park at night as well. ADJOURNMENT Evans adjourned the meeting at 6:40 p.m. ______________________________ Deanna Saefke, Recreation Clerk Typist II