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HomeMy WebLinkAboutFeb 26, 2014 min City of Columbia Heights Park and Recreation Commission February 26, 2014 Eileen Evans called the meeting to order at 5:30 p.m. ROLL CALL Members present: Eileen Evans; Sean Clerkin; Tom Greenhalgh; Stan Hoium; David Payne Staff Present: Kevin Hansen, Public Works Director; Gary Peterson, Mayor; Keith Windschitl, Recreation Director; Deanna Saefke, Secretary APPROVAL CONSENT AGENDA Motion by Hoium, second by Payne, to approve the consent agenda. Upon vote: All ayes. Motion Carried. Evans asked for clarification on the financial line item for trees. Hansen indicated that was for hazardous or diseased trees. She asked if vandalism is still occurring at Wargo Court. Hansen replied there has not been any vandalism since the removal of the copper pipes that was very costly to repair. Greenhalgh asked how the Lions Club wrestling event went. Hoium replied they probably broke even but still feel it was a good event that they would like to do again in the future. Greenhalgh asked if the wood floor in the hall was left in good condition. Windschitl indicated he met with both groups for the wrestling and boxing event beforehand and the floor was not damaged. Evans asked if the hockey day happened this year. Windschitl replied no because the hockey association did not have enough help to conduct the event this year. Evans asked about the request for the Dom Hebzynski memorial. Windschitl replied the option the Commission decided on; to place two benches at the top of the hill at Huset Park instead of the concrete memorial the group was proposing, was presented to the gentleman heading up the memorial project. He is waiting for a reply. LETTERS AND REQUESTS A. Request for the rental fee to be waived for the Columbia Heights Public Library Foundation fundraiser hosting a micro brewers “Tasting Event.” Gail Olson and Cliff Shedlov were present from the Library Foundation. Olson stated the Foundation would like to hold a fundraising event at John P. Murzyn Hall in the spring to replace the previous Linder’s plant fundraiser. The group spoke to Larry Scott regarding a beer tasting event with microbreweries. This would be a good way to promote the City liquor stores as well. The group is requesting the use of Murzyn Hall on one of four of the following Fridays; May 16, May 30, June 13, or June 20. Windschitl added that June 20 was rented and canceled so if that date is used there would be a $400 dollar refund given to the prior renter. Greenhalgh asked if the Saturdays after each date are rented and would require staff time to clean and reset for the next event. Saefke replied yes all Saturdays are rented. Payne indicated that the Friday, June 20 date could potentially be rented out as it is the latest date on the list. Windschitl suggested charging the fifty dollar entry fee and twenty dollars per hour of use in the building, the group would be in charge of cleanup, proof of liability insurance would be required, and a security officer needed as well. He reinstated that the insurance requirement is important with an alcohol event having a large group of people and being open to the public. Another concern is having dram shop insurance. Evans stated that staff would need to be present during Park & Recreation Commission February 26, 2014 Page 2 the event. Windschitl replied that a staff person is working during any event; however a security officer may be waived upon the Commissions discretion. Motion by Hoium, second by Payne, to charge the $50 entry fee and $20 per hour of use including set, event time, and cleanup in order to cover staffing and building use fee. Upon vote: Motion Carried. All ayes. Payne asked if a security office would be needed if the event goes from 5:00 – 8:00 p.m. Hoium asked if a security officer is required when alcohol is being served for four hours or more. Windschitl answered that the commission recently agreed to have a security officer at all large events, unless there is an exception. The reason for this is when there is a large group of people it is a lot to ask of one staff person to handle any situation that may arise. Peterson suggested waiting to see if an officer would volunteer to be at the event in order to save on that cost. Motion by Clerkin, second by Greenhalgh, to leave the requirement of a security officer up to the Motion Carried. decision of staff. Upon vote: All ayes. The representatives from the Library Foundation indicated the preference would be to hold the event on Friday, May 30. B. Request for a reduced rental rate from the American Relief Agency for the Horn of Africa (ARAHA) non-profit group in Columbia Heights for Saturday, April 12, 2014 for a fundraiser speaker and dinner with no alcohol being served. Windschitl reported the American Relief Agency for the Horn of Africa (ARAHA) is located in th Columbia Heights on 39 & Jackson Street and are a 501-C3 non-profit group. ARAHA would like to use Murzyn Hall for a fundraiser luncheon/dinner with a speaker; they are not serving alcohol. Greenhalgh asked if they would receive the 25% discount. Windschitl replied that if they use their business insurance and address they would qualify for the 25% resident discount rental rate, less tax being a tax exempt group. Peterson asked what the rate would be. Saefke reported the rates for all date and time options. Peterson stated this is a very nice group of people; they did make a contribution to the heritage tower, and his desire to see our ethnic groups within the city get involved. He indicated they will be bringing in a speaker and people from outside of the community. Payne indicated his concern with 300 plus people and if security would be needed. Windschitl replied this goes back to the previous discussion where a security officer is required at all large rental events but waived upon the Commissions discretion. Hoium stated he wants to make sure that the Commission is consistent with their guidelines as well. For example extra discounts are not given on Saturday rentals other than a resident discount. Windschitl replied that has been followed other than the recent fundraiser for the Pastor at Oak Hill Baptist Church because the request was received within 30 days of the event and the date was still open. Hoium asked how this request is different. Clerkin replied the Pastor’s fundraiser was received within 30 days and this even is almost two months away and could be rented for another event. Saefke replied the voting responses for the Pastor’s fundraiser varied from yes, yes only because it is within 30 days, and one vote was opposed. Evans indicated she voted against the previous fundraiser discount because she feels that once a rule is made we should follow it at all times. Clerkin restated that within 30 days the chances of it booking is less likely. Motion by Payne, second by Greenhalgh, to inform the ARAHA group that they do qualify for the 25 % resident discount less taxes but do not qualify for any further discount on a Saturday Motion Carried. rental. Upon vote: All ayes. Park & Recreation Commission February 26, 2014 Page 3 C. Request for an open bar on September 20, 2014 for a wedding reception. Evans stated concern with who would be distributing the alcohol for this event. Windschitl indicated after speaking with the couple that they would use the staff recommended bartenders. Motion by Clerkin, second by Hoium, to approve the open bar request, requiring the use of staff Motion approved bartenders instead of the MN School of Bartending. Upon vote: All ayes. Carried. D. Request for a reduced rental rate for a benefit on Saturday, April 26, 2014 for Erick Brask. Evans indicated this particular Saturday is far enough away that it could be rented. If they wanted a further discount they could request a Friday or Sunday. Clerkin stated they could ask for a resident discount. Saefke replied there is no request needed to qualify for the resident discount, just proof that they own a home or business within the city. Motion by Clerkin, second by Payne, to deny the request for a further discount on Saturday, April 26, 2014, but if they want to hold the event on a Friday or a Sunday the rental fee would be Motion Carried. a $50 entry fee and $20 per hour of use plus tax. Upon vote: All ayes. E. Request for a reduced rental rate for a benefit on Sunday, March 9, 2014 for Karen Fowler. Evans indicated this benefit request is for a Sunday qualifying for the reduced rental fee. Motion by Payne, second by Clerkin, to approve the reduced rental fee of a $50 entry fee and $20 Motion Carried. per hour of use plus tax on Sunday, March 9, 2014. Upon vote: All ayes. OLD BUSINESS A. Update on LaBelle Park Hansen reported the 2014 Parks Capital Improvement includes the removal of the boardwalk and fencing at LaBelle Park. For funding, the City Council did issue bonds for the removal project to be conducted in 2014. With the removal of the boardwalk and wood pilings, Hansen indicated the shoreline restoration will also be a part of the project. As a result, the trail will then be moved back (or away from the waters’ edge) slightly. Under the 2014 Capital Improvement Plan funded by the Mississippi Water Management Organization (MWMO), improvements include the addition of two storm water ponds to improve water quality. The two water quality ponds will be ndst near the parking lot off of 42 and the second pond by the cul-de-sac and parking lot on 41 Avenue. As there will be significant grading in this area, staff is suggesting the addition of the shelter and overlook area in 2014, consistent with the Labelle Park Master Plan. The addition of the shelter would require additional approval from the Commission and City Council. Hansen estimated the cost of the shelter around $100,000 - $125,000. The shoreline restoration estimate $140,000 with the potential of $40,000 in grant money. The two water quality ponds are $125,000 that is in the MWMO CIP. Hansen stated that the shelter would be installed in the area of the basketball court area which is the area where the public informational meeting generated the most discussion. Hoium asked about the water flow into the two new ponds. Hansen replied the drain water from st the parking lot and 41 Avenue drains into the pond. Peterson asked if the two water quality ponds will provide filtration prior to draining into LaBelle pond. Hansen replied yes, the two new ponds will be filtration ponds similar to Ramsdell Park so the sediment gets pulled out of the water prior to the water draining into LaBelle Pond. By the water spending more time in the pond the sediment is filtered out of the water and other containments as well. Peterson asked if the ponds need to be cleaned periodically. Hansen replied yes the recommendation is changing Park & Recreation Commission February 26, 2014 Page 4 from every 8-10 years to every 15-20 years. This process is done by excavating the pond and replanting. Hansen indicated another big project in 2014 will be Jackson Pond reconstruction. The current cost estimate is $800,000. The sediments in that pond cannot be distributed on land for grading material because they have so much heavy metal and need to be landfilled. Hoium asked why the cost is so expensive and if the sediment could be burned. Hansen replied that the costs of to landfill is $250,000 alone, the material cannot be burned. However, the Mississippi Watershed Management Organization, MWMO, is funding $800,000 and the rest of the money was bonded for. An innovative treatment is being used with sand filtration with iron particles. Jackson Pond drains directly to the Mississippi River so the goal is to remove phosphorous. Evans asked where LaBelle Pond drains to. Hansen replied LaBelle Pond drains into Jackson Pond and then directly to the Mississippi River. NEW BUSINESS A. Emerald Ash Borer (EAB) Program Hansen presented handouts for the members with photo examples of diseased trees. Currently there are no confirmed cases of EAB but staff believes there is some within the City. In 2013 there were three sites were checked by the DNR and in each case it was a borer, but not the Emerald Ash type. The EAB is a very fast acting and fast spreading bug. There have been confirmed cases within a 3 mile radius; in Minneapolis and Roseville. The radius for infestation is about 10 miles once there is one confirmed case. If no treatments are done the entire ash tree population can be wiped out in 5-8 years. Staff counted the trees between public trees in parks or public right of ways and then estimated private trees by sampling. There are approximately 1200 public ash trees and approximately 2400 on private property. Moving forward the plan will be a removal, treatment and replanting combination. The proposal is to remove 60% and treat 40% of the Public ash trees. When the public tree count was taken the trees were also rated in size and quality. Trees that are too small, too large, or hazardous will be recommended for removal. Within the parks are approximately 300 ash trees; 60% will be suggested for removal. Evans asked if the trees would be removed prior to any confirmation of EAB. Hansen replied yes. Hoium asked why the trees would not be left until something is wrong. Hansen replied if they are left it perpetuates and can also accelerate the bug problem. Clerkin replied you basically remove the food. Hansen indicated that the City of Minneapolis choose to remove every ash tree that they have on public property. He reinstated that this is such a fast acting bug that kills trees, manifesting it within two to four years and once you have the bug you have it everywhere. It costs two to three times more to remove a dead tree that is unsafe than to remove a damaged living tree. Hansen indicated the budget for a ten year time frame is $500,000. Staff keeps a watch list on the trees within the city and now that attention and budget will shift towards ash trees. He stated the confirmed infestation is three miles away and is in the zone of impact for how far the bugs travel. Hansen stated this information will be presented to the City Council on Monday evening. The purpose is to establish a plan to try to preserve some ash trees and also to program out for the next ten years to help control the budget. With over 2,000 private trees, staff proposes providing residents resources to help with treatment and removal services for their ash trees. The focus of replanting will be within the parks with a variety of new trees. Hoium asked if the cost to treat a tree is half as much as replacement costs; why wouldn’t they all be treated. Hansen replied that some of the trees are not worth saving. Some trees are hazardous and under electrical lines. Hoium did recall Hansen stating that. Hansen indicated that every Park & Recreation Commission February 26, 2014 Page 5 public tree was rated. This proposed plan is viewed from a budgetary perspective, what is the best way to move forward in how money is spent. Evans asked if this is all ash trees. Hansen replied it affects almost every ash tree. There are three primary types, but does affect almost every type of ash. There are other borers out there. Hansen believes that the EAB will have a budgetary impact. The current annual tree budget is $125,000 and in two years will probably be proposing a $200,000 annual tree budget. Hansen indicated removal of park trees will begin in 2014. Hoium stated he feels it is good to be proactive. Hansen replied that is the goal with this type of planning and it would be much more expensive to get hit all at once. Some cities have been hit all at once with the borer. Hansen showed photo examples from cities hit by the EAB with a before and after photos. The EAB is moving from the East to the West across the country REPORTS A. Recreation Director Windschitl indicated staff has pulled a lot of snow off of the roof of Murzyn Hall. There are a few water leaks in the building. The Recreation Department is working once again with the st Columbia Heights School District to reapply for the current grant. The 21 Century Community Learning Centers current grant is for $45,000 for youth programming and the grant will run out this year. The next grant will give funding for three to five additional years, if awarded. B. Public Works Director/City Engineer Hansen reported staff will be gathering information regarding splash pads, sighting, costs, and location. This could possibly be a 2015 project and will take a lot of preparation and planning prior to any consideration. The master planning had the original site of a splash pad at Huset Park. Questions to consider will be where the splash pad is located and what size it will be depending on the amount of money there is in the budget. C. Commission Members None at this time. Evans adjourned the meeting at 6:35 p.m. ______________________________ Deanna Saefke, Recreation Clerk Typist II