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HomeMy WebLinkAboutMay 24, 2017 minutes Park & Recreation Commission Minutes of the Meeting Columbia Heights Public Library May 24, 2017 David Payne called the meeting to order at 5:30 p.m. Roll Call Members present: Anne Carder, Sean Clerkin, Bruce Evans, Tom Greenhalgh, Kevin McDonald, David Payne, Marsha Stroik Staff present: Kevin Hansen, Public Works Director; Keith Windschitl, Recreation Director; Deanna Saefke, Commission Secretary; Connie Buesgens, Council Liaison Also present: Captain Lenny Austin, CHPD; residents Fatima Molas, and Jim Sharpless Approval Consent Agenda Motion by Stroik, second by Evans, to approve the consent agenda. Upon vote: All ayes. Motion Carried. Letters and Requests A. Letter of request for an open bar on July 1, 2017 for a wedding reception with approximately 250- 300 guests, using Tibet Kitchen. Windschitl reported the couple is a resident of Columbia Heights and has been at the facility before for other family events. They are using the Tibet Kitchen which is a restaurant and bar in Minneapolis. At this time we do not have a current cater license, liquor license, or insurance policy listing the City of Columbia Heights as additional insured from the company. The only way he would suggest approving this request is if all of the proper paperwork is received one month prior to the event. Clerkin asked if business from outside the City are allowed to use their liquor license. Windschitl replied yes it has happened in the past. In fact there are not very many caters who cook on site because they like to have their own things to use and not haul all of their supplies and equipment to another location. Stroik indicated the letter states they might be over the number of guests for an open bar, does that matter. Windschitl replied a guest count of 275 is a general maximum number for an open bar, but this family is also including children in that count. Stroik stated that as long as this company provides all of the proper paperwork to show that it is going to be a responsibly run bar. Motion by Greenhalgh, second by Clerkin, to approve the request for an open bar on July 1, 2017 using Tibet Kitchen, as long as all of the proper paperwork is provided. If the proper paperwork is not received they will be required to use the CH Lions Club for bartending. Upon vote: All ayes. Motion Carried. B. Letter of request for an open bar on August 26, 2017 for a wedding reception with approximately 100 guests, using Common Roots Catering. Windschitl reported the proper paperwork has been received from Common Roots Catering. Motion by Clerkin, second by Carder, to approve the open bar on August 26, 2017 using Common Roots Catering. Upon vote: All ayes. Motion Carried. C. Request to waive the park rental fee of Huset Park East by CH Lions Club for the 2017 Jamboree, June 21-June 25. City of Columbia Heights May 24, 2017 Park & Recreation Commission Minutes of the Meeting Page 2 Windschitl indicated the reason for including this request this year is because the City was looking more into the liability factor. Typically if a group has a large event in the park staff works with them to get a little more paperwork. The Finance Director is working with the Lions Club to prepare an agreement for this event as directed by the City attorney. The question is not to just waive the fee for the Jamboree event but for the approval of the Lions Club entering into an agreement with the City and provide liability coverage throughout the entire event. Clerkin indicated there has always been liability insurance coverage by both the Lions Club and the carnival vendor but it has never been asked for by the City. Motion by Stroik, second by Greenhalgh, to waive the fee for the use of Huset Park during Jamboree as long as the Lions Club works with the City of Columbia Heights going into a contract for the Jamboree event, June 21-25. Upon vote: All ayes, Clerkin abstained. Motion Carried. Old Business A. Circle Terrace Park building bid results. Hansen indicated Circle Terrace Park has the sport court feature and new playground equipment installed. Work is continuing on fencing and restoration of the area, and installation of the patio area overlooking LaBelle. The multipurpose building has had some delays. The initial architects estimate was around $350,000. The original budget was $265,000-$270,000. Staff made the decision to scale back items on the building in order to reach the original budgetary number. Within the past two weeks eight bids were received; the lowest bid was for $414,000. Park of the reason for the high estimate is the time of year and that every contractor is very busy. With this type of federal funding we are tied to prevailing wage. The other stipulation with this funding is that it has to be drawn down by December 31, 2017. Hansen stated there are three options: to award the bid to a contractor now and find additional funding, to rebid the project with a fall project date, or to abandon the project. Clerkin suggested a fall construction. McDonald asked if the scale of the building could be downsized. Hansen replied that has been done. If it was any smaller you would lose what the original intention is for. Stroik asked if a partial build could be done to use up the available funding. Hansen replied no because of the HUD agreement and with Anoka County is based on the building. Windschitl asked what the amount of federal funding is. Hansen sated $240,000 federal funding and $30,000 from Park Development. There is no additional funding available from Park Development funds. Carder asked if any other fund raising could be done. Stroik asked if a round up feature on water and sewer bills could happen. She had previously been told that the software cannot handle that type of feature. Hansen replied the software has not changed for utility billing. He indicated a rebid process will need to be started now with a building completion date of December 15, 2017. In order to receive the reimbursement for the federal funding the $240,000 total needs to be spent on the building by the end of the year. Clerkin restated the only option at this time seems to be to rebid the project. B. Keyes Park Improvements: Construction Plans Hansen began discussing the Keyes Park Master Plan that was adopted by the City Council last August or September and to prioritize what elements will be completed as funding become available. To complete items 1 through 12 the architect’s estimate of soft costs is $600,000-$800,000. He indicated that the work done in the four or five parks over the last few years have cost around $500,000 each. It was budgeted to have about $375,000 from the parks development fund, and some available funding in storm water to account for the storm water pond. That is about a $400,000-$415,000 available funding for improvements at Keyes Park. Staff recommend for a base bid to include items 1 through 5 and then add alternates for other items. Stroik asked if the walking trail could be done without actual paving and can the work be done in-house. Hansen replied the base bid would include trail work on the area from the parking to the ballfields and the rest would be add alternate. The paver that the City owns is for City of Columbia Heights May 24, 2017 Park & Recreation Commission Minutes of the Meeting Page 3 patching and not quality work. Public Works staff are not contractors so what would take a contractor two weeks might take staff four weeks and then that is four weeks where regular maintenance throughout the City is not being completed. Stroik asked why the sliding hill costs money. Hansen replied the backstop will need to be removed for safety. The plan indicated seating areas at the top of the hill as well. For the sliding hill there will need to be fencing added to the flat area to reconfigure the area. Stroik indicated the warming house and shelter can be completed at a later time. Payne stated the project should get started as soon as possible. Hansen indicated the bidding process is approximately six weeks and would probably award the bid sometime in August. Work would be done in the fall and spring. Payne asked if the park will be closed down. Hansen replied yes. Hansen reminded the Commission the park development funds come in through park dedication and those funds are received through development within the City. For example part of the money received from the Dominium development is funding the Keyes Park redevelopment. Staff suggests moving forward on the Keyes Park development with items one through five and any other items the Commission feels would be important. He indicated public feedback included a walking trail as a top priority; some other suggested items were outdoor adult fitness, slight landscaping can be done later, preserve the sliding hill, and introduce a soccer field with a question of what type of field is put in. Hansen indicated listing item six as an add alternate. Stroik replied improving the sliding hill is important. Greenhalgh indicated the backstop on the baseball field had funding through a Twins grant and asked if the Twins organization needs to be notified of the changes. Hansen replied no but he will look into it for further funding opportunities. Motion by Greenhalgh, second by Clerkin, to move forward with the bidding process on the Keyes Park Master Plan items one through five with number six as an add alternate. Upon vote: All ayes. Motion Carried. New Business A. Sullivan Park incident Captain Austin informed the Commission a shooting incident occurred at Sullivan Park on May 4, 2017. When officers arrived no one was around but did find evidence of a shooting. A local hospital did report an injured patient with non-life threatening gunshot wounds. Through investigations it was discovered that person was at the park for a memorial. One of the bullets did go through the wall of a house about a block away from the park. Captain Austin indicated after this incident an internal discussion began among police staff for potential changes to the ordinances or procedures regarding park usage. One point of discussion was the time in the evening of this incident. For example Kordiak Park has hours listed as sun up to sun down but the city parks close at 11:00 p.m. Austin commented that with the redevelopment over the past five years or so within the city parks they look fantastic. He feels this is a good time to review the ordinances for the parks. Evans asked if the people involved in the shooting were attending the event. Austin replied it is believed that they were attending the event. It is also believed that the shooting was gang related. At one time there were approximately 150 people there. The woman reserving the park indicated an attendance of 50 people. When officers arrived no one was at the park and they did have a quick response time. Stroik stated the woman renting the park was from Crystal. She asked if park rentals can be reported to the police department for officer’s to routinely drive by. Austin replied there has been discussion regarding that for large groups. It is also dependent on call load for each day if an officer would be available to drive by park rentals. He stated that he was unaware that alcohol was allowed in the parks. It is allowed at the other parks with a signed permit. The ordinance states that City Council approval is needed to allow alcohol in the parks. Over time this authority must have been delegated to the Park and City of Columbia Heights May 24, 2017 Park & Recreation Commission Minutes of the Meeting Page 4 Recreation Department or the Director. This is an example of how these ordinances can be cleaned up, and do research on how other cities are approaching these situations. He does not know if this particular incident could have been prevented, but feels that by simply looking at the park hours that can affect behavior. Windschitl stated he feels it is good to review the ordinance as it is many years old and make adjustments as needed. The adult softball league often times has their last game starting at 9:15 p.m. and ending at 10:15 p.m., so that may have been a reason to keep the park open until 11:00 p.m. The other item based on last year’s park rentals out of 129, 25 were non-residents using the parks. This is the first shooting at a park in his career at Columbia Heights. Windschitl feels the ordinance should be looked at but also does not want to make different changes that make it inconvenient for residents to th use the parks. The rental at Sullivan Park on May 4 was done properly; the person paid the non- resident fee and filled out all of the permits. Stroik wondered why they had the event in our city though. Windschitl replied that she did pay the $100 damage deposit for the park key and did return it a day later in our evening drop box as instructed by staff. Hansen replied there may have been some kind of amendment to the ordinance that is not indicated. Windschitl reported working with the City attorney to create the park forms. Austin replied when the archival system was moved to a web-based program there may be items that are missing. Stroik asked if alcohol can be limited to just one park like Huset. Saefke replied Sullivan Park is the largest park and probably the most rented. Carder asked if having different park hours or no alcohol at the parks would have stopped this incident. Austin replied it is hard to tell but often times in an example of not allowing alcohol at the park for a large event many times the group wouldn’t hold a party like that there. He stated the permit for this particular event was for a ten hour time frame. Stroik stated that rentals shouldn’t be allowed for that long of time. Saefke indicated that Staff asks for a block of time for each rental that will include any setup prior to the event so often times it is for most of the day. Windschitl replied that only one rental is reserved each day because Public Works does not have extra seasonal staff to pick up trash at a park if there was going to be more than one event in a day. Evans stated closing the parks at dusk but keeping the ballfields open later would be a good course of action. Windschitl suggested gather information on park policies from other communities and reviewing the current city policy at the next meeting. B. Soccer Field request at Huset East Buesgens reported a discussion that started about three years ago with a resident who was talking about the need for a soccer field. There is a need for an adult size soccer field for teens and adults. Many other communities in the metro area have adult soccer fields. Families with soccer players will go outside of the city once their children become teenagers because they outgrow what is available here. After discussing the most reasonable place for a soccer field with Hansen, she learned it was already in the master plan at Huset Park in 2004. There is ample parking, a concession stand, and it is somewhat away from residential areas. Buesgens believes this will bring a lot of people in our diverse community together. Revenue can be made through renting out the field and provide opportunities for competitions. There are people within the Somalian and Ecuadorian communities that have expressed interest in helping donate and raise funds over time for a soccer field. Resident Fatama Molas expressed that many children with special needs and specifically autism thrive when playing soccer where they would otherwise struggle in other sports. Carder asked if lacrosse can be played on an adult size soccer field. Clerkin replied when he was growing up in Columbia Heights soccer was played inside the softball field at Huset Park. He asked if there is a soccer field at the High School. Carder suggested the area behind Columbia Academy for a soccer field. Buesgens indicated after speaking to Windschitl soccer is being played at other parks but then they are tearing up the field so that is why she is looking to create a full size adult field for people to use. Stroik suggested for Buesgens to attend a Columbia Heights Athletic Boosters meeting to discuss opportunities for fund raising. Payne replied that he is in favor of a City of Columbia Heights May 24, 2017 Park & Recreation Commission Minutes of the Meeting Page 5 soccer field but wants all of the Huset Park Master Plan to be completed. C. Dog Park request discussion Windschitl reported council member Novitsky asked for this to be on the agenda per a request from a resident to add a dog park. This resident thinks there is an area by Sullivan Park that is not being utilized and could be used for a dog park. Windschitl indicated the Commission has discussed this topic in the past. He printed out the rules from the St. Anthony Parkway and Locke Park dog parks. There are fees for a permit at some area parks. While running a dog park there are costs associated with maintenance, enforcement, and liability on the city. Stroik received comments recently that the Lomianki Park which is unused many days should be turned into a dog park. She recently saw a story on WCCO regarding the numerous injuries at dog parks between dogs. Clerkin asked what a conservative cost would be to take a flat area and install the fencing required to enclose a park. Hansen estimated $60,000-$100,000. He indicated the recommendations from the American Kennel Club states an area of one acre or more of land surrounded by a six-foot high chain link fence, a double gated entry, cleaning supplies, waste bags, the area should provide both shade and water for dogs and people, benches, tables, and a separate area designated for small dogs and large dogs. Gauvitte Park does not work for this area because it will be needed for the future area of storm water filtration, flood control, and Mississippi River requirements. Hansen recommended keeping in mind the use of open green space for people to use for relaxation, picnics, throwing Frisbees and many other activities. Carder replied the other two parks mentioned earlier are so close that it doesn’t seem necessary. Stroik replied if a dog park cannot be done right then it shouldn’t be done at all. Especially considering safety, and to have a full acre or more of free land. Hansen replied Sullivan Park is not the right size. Another item to consider is lack of parking at any of the areas. Clerkin replied the two main requirements of money and available land are not things that the City has available at this time. Carder and Payne agreed. Windschitl indicated he would report back to Novitsky and resident Erickson. D. 2018 Work Plan 1. Master Planning next park Hansen asked if the Commission wants to start another master plan at this time or wait until 2018. Gauvitte Park or McKenna Park would be the next two logical choices in terms of size. Gauvitte Park would tie in with meeting storm water rules and flooding issues. Carder asked if something had been done already at McKenna Park. Hansen replied there was a partial redevelopment there with a new playground. There is no parking other than street parking, there are two fields that overlap but what are the recreational needs of a ball field in that area. There is also a current building. At Gauvitte Park there is a hockey rink but it is a very narrow park. Hansen reported that a regulation soccer field is slightly larger than a football field. He indicated there is no funding to do any work. Member suggested waiting to create any new master plans. 2. Restroom for Huset Park Splash Pad Hansen indicated $50,000 was budgeted this year for two restrooms at the Huset Park Splash Pad. Plans have not been drawn up for that with the current work load. This project will either be a late 2017 project or a 2017-2018 project for the Huset Park splash pad. A changing room was suggested for this area. Stroik indicated this will help keep people out of Murzyn hall. 3. Other Hansen reported the splash pad at Huset West used more water than was projected last year. Based on the design of the splash pad it was estimated that between four and six million gallons of water would be used and last year nine million gallons were used in 2016. The proposal for 2017 is to make a few changes. Regarding temperature and time of use it was observed that the majority of use in the morning City of Columbia Heights May 24, 2017 Park & Recreation Commission Minutes of the Meeting Page 6 doesn’t begin until 11:00 a.m. To reduce the amount of water used staff propose changing the hours of operation to 11:00 a.m. until 7:00 p.m. and begin the first day of operation after the Columbia Heights th schools are done, so June 8. In 2016 it was open 111 days and this will reduce it to 85 days. Regarding the computer programming of the features themselves there can be a few adjustments. The amount of water flowing through each unit can be restricted. The features can also be changed so that only a certain amount of fixtures will turn on at one time. During staff observations many times kids were just running around and turning on all the features but not using them. Stroik asked if the weather is under a certain temperature or it is a stormy day if the splash pad will be closed. Hansen replied yes, if it is less than 70 degrees or there is bad weather for the day it will be closed. He indicated there is still a possibility of working with the Mississippi Watershed Management Organization to partner for installing a reuse system for the water at the splash pad. Currently the water drains into Zurich pond. The idea would then be to pull water from the pond and irrigate the fields with farm field type of sprinklers. th Stroik asked if the splash pad would be open for the community picnic on June 7. Hansen replied that could be open just for the event time. Motion by Stroik, second by Clerkin, to change the hours of operation for the splash pad to 11:00 a.m. th until 7:00 p.m. daily from June 9 through Labor Day in order to help with water conservation and cost savings. Upon vote: All ayes. Motion Carried. Reports A. Recreation Director Windschitl needed to leave for a youth sport team to pass out uniforms, Saefke reported on his behalf. th June 7 is the Community Picnic from 4:30 p.m. – 7:00 p.m. at Huset Park West. The recreation program coordinator Liz Bray planned this event to include all city departments and the entire community is welcome to attend. This initiative is an extension of the All American City award and promoting community involvement. Registrations are coming in for the youth summer programs. The theater programs are very popular and have waitlists where as some of the Wild Wednesday trips have only a few registrations. Loaves and Fishes will be providing a free lunch program for all of the youth programs this summer. Saefke described the youth park programs for each age group and some of the things that they do each week. Saefke reported the Beautification Committee started planting today. The volunteers plant at City Hall, along Central Avenue, many park signs, the circle garden at Huset East, and the gateway. The wood floors are being refinished this week at John P. Murzyn Hall. The recreation office is temporarily located at the old police office where the IS department is located in city hall. B. Public Works Director/City Engineer Hansen reported eight seasonal staff are currently working with the remaining six staff starting June 1. th The Dominium housing development construction is progressing well at 37 and University Avenue. th Stroik asked about the progress of the area on 47 and Central Avenue. Buesgens replied the business came before the EDA to show the preliminary plans for affordable housing with the Dominium group. Hansen replied Hy-Vee is planning to have a gas station and a Slimms Restaurant in that area. th Mill and overlay work will be done at 39 Avenue from the roundabout over to Central Avenue. A th sidewalk will be installed on the south side. 40 Avenue will have a new storm sewer system and City of Columbia Heights May 24, 2017 Park & Recreation Commission Minutes of the Meeting Page 7 thnd reconstructing the roadway. Water main work will be done on Main Street between 40 and 42. C. Commission Members Stroik asked what is happening in the old NE State Bank building. Hansen replied there is a proposal for two charter schools and adult education. Stroik asked about market rate apartments. Hansen replied nothing happened with that. Clerkin reported the plates have been ripped off from inside the shelter where the outlets are located. Buesgens presented a request from the Heights NEXT group. The group would like to host a Dogs Day Afternoon event on Sunday, August 13 at Huset Park. They have K-9 Coaches providing demonstrations and dog equipment. This will be a free family event. The group is asking for the fee to be waived or discounted for this first time event. Stroik indicated these types of events are huge in other cities. Buesgens stated they are getting a lot of volunteers, there may be other organizations there, and hope to have a big turnout. Stroik asked what the fee typically is. Saefke replied for groups over 100 people it is $110 including tax. Motion by Clerkin, second by Stroik, to waive the fee for the first time event for Heights NEXT to use th Huset Park on Sunday, August 13 for the Dogs Day Afternoon. Upon vote: All ayes. Motion Carried. Payne adjourned the meeting at 7:12 p.m. _________________________________ Deanna Saefke, Recreation Clerk Typist II