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HomeMy WebLinkAboutOct 25, 2017 Park & Recreation Commission Minutes of the Meeting October 25, 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 Approval Consent Agenda Motion by Stroik, second by Clerkin, to approve the consent agenda. Upon vote: All ayes. Motion Carried. Letters and Requests None at this time. Old Business A. Update on Keyes Park Hansen provided the summary report in the agenda packet. He explained that the bids came in higher than expected, over the Architect’s estimate. This may be in part to the time of year. The contractor who had completed the last two City Parks was unavailable to provide a bid for Keyes Park. Staff spoke with three other contractors who indicated that sub-contractor availability is extremely tough, and that impacted prices. Staff presented the results to the City Council and bids were rejected to a better bid environment and rebid in January/February. Greenhalgh asked if the mounds of dirt will remain at the park. Hansen replied due to the bids coming in higher than expected staff has been conducting some of the removals of the hockey boards, and ballfield backstop. In addition soil is being imported from another project to be used as common fill for the Park. Because of the soil contamination, the whole plan is designed as an elevation project with no or limited excavation for the improvements. The dirt mounds are there to bring the field area up by eight to twenty-four inches. Stroik asked if there will still be a sliding hill for this winter. Hansen replied yes, it will be fenced a little differently. That reconfigured fencing will need to be done for the updated park anyway. He explained an inverse v will be installed so that the point of the v will be towards the sliding hill so that if sliders do hit the fence they will be redirected away from the backstops. Another feature of the improvements is that the fencing down from the player’s benches is removable and will be pulled back during the winter. B. Receive petition for Dog Park Hansen indicated that a formal petition was submitted signed by various people attending the Dog Day Afternoon event held August. The City Council received the petition and referred it to the City Manager and Commission for review and report. Hansen suggested udesign parameters that are nationally recognized for a dog park and overlay them with existing parks. The Commission could review that information and make a better evaluation of impact on the existing park system. This information could be available at the January meeting or possibly earlier. A Public Works employee previously worked for Anoka County and has really good GIS experience. That staff member would be able to work on this item in December and January. The Commission could review the findings and determine if it would work City of Columbia Heights October 25, 2017 Park & Recreation Commission Minutes of the Meeting Page 2 within the park system, if an existing features would need to be removed or relocated, or if this would fit in a park. There is specific fencing and a specific amount of land space required. The recommended land size is 0.7 to 1.2 acres, or larger. Greenhalgh asked about using Gauvitte Park or one of the parks along the railroad tracks. Stroik replied Lomianki Park. Hansen indicated staff will include park comparisons from other city dog parks in the information for the next meeting. One of the negatives, previously pointed out by the Commission, with Lomianki Park is the lack of available parking. McDonald asked if plumbing is available at Gauvitte and Lomianki Parks. Hansen replied no at Lomianki and he is unaware of the condition of plumbing within the building at Gauvitte. Evans stated that more data is needed to make a decision. Members agreed. Payne asked what the future plans are for Gauvitte Park. Hansen replied that Gauvitte Park may be one of the only areas within the City that may become needed for non-park use. With the Mississippi River tributary area pending regulations and the Lake Pepin total maximum discharge limit (TMDL) for phosphorus reduction, the park may be need to be turned into a treatment area. The main reason Gauvitte Park is considered for this type of usage is because of location - the main storm water pipe th goes down 44 Avenue adjacent to the park and grade wise it is a perfect area; otherwise the City would need to acquire land to use for this potentially required treatment process. McDonald asked about Hilltop Park for a potential dog park area. Hansen replied that park has been brought up. Parking would be on the street and the requirements for a dog park would take up almost the whole entire park area. Motion by Clerkin, second by Evans, to receive the petition and direct Public Works staff to bring back more information on how a dog park would fit within the City park system. Stroik asked if the staff information will provide a cost analysis. Hansen replied yes, but it would not be fully detailed. There could be site grading that would be necessary. It would include the costs for the guided recommendations of specific surface material, fencing height, and amount of fencing for the size of enclosure. McDonald indicated that one problem is there are a lot of residents around that park. Hansen replied that is one aspect that will need to be taken into consideration no matter where the park would be located. Upon vote: All ayes. Motion Carried. New Business A. John P. Murzyn Hall 2019 rental rates Windschitl reported there are thirty-three Saturdays rented for 2018 and seven Fridays as of today. In the previous four years the Saturday rental rate has increased anywhere from $70 to $90 dollars each year. He listed the rough numbers for each year on Saturday rental rates: 2015 $1344, 2016 $1411, 2017 $1496, and 2018 $1586. This may be the first time that it has been increased consecutively. He reported in 2017 there have been forty-three Saturdays rented and twenty-four Fridays rented, not including any holidays that we do not rent. Staff recommends keeping the Friday rate similar to what it is currently. Once the Commission votes on a motion for the 2019 rental rates it is taken to the City Council for a formal adoption. Windschitl indicated the Council does appreciate the Park & Recreation Commission and have upheld the pleasure of the Commission in regards to the rental rates each year. Greenhalgh asked what the average cost of increase for salaried employees. Windschitl replied 2.5 %. Hansen replied 2% in 2017 and 2.5% in 2018. Greenhalgh indicated the rental increase should be at least 3% to cover staff rates. Stroik added the increase for utilities should be considered. Hansen replied the City of Columbia Heights October 25, 2017 Park & Recreation Commission Minutes of the Meeting Page 3 increase for energy would be 5%. Greenhalgh suggested a 5% increase for Friday rental rates and a 10% increase for Saturday rental rates. Payne and McDonald replied no. Buesgens asked what the demand is for available Saturdays. Windschitl replied each week office staff is turning away inquiries for a Saturday. Saefke agreed that there are several calls within one week. Clerkin feels the demand for a Saturday is high. Saefke indicated that even when a Saturday is not rented in the main hall for instance it does not mean that a smaller rental is not occurring in the Senior Center or in the LaBelle Lounge as that room can only be rented within 30 days of availability. Evans reported a 6% increase on Saturday would be approximately $90. Stroik replied that even with an increase the rental rate is a great deal considering the options available at Murzyn Hall and no minimum requirements on food or beverages. Clerkin suggested a 5% increase on Fridays and a 6% on Saturdays. Stroik replied to have an increase on Saturdays and leave Fridays alone. Carder replied there are a lot of Sunday rentals as well. Clerkin replied it has been a minimum of three years since the rental rate was increased for a Friday. Windschitl agrees with a slight increase on Fridays like a 2.5% or 3% and more on Saturdays if the Commission wants to. Clerkin indicated the last time the Friday rate was increased was in 2013 or 2014. Hansen asked Windschitl if the rates for Murzyn Hall are less compared to other venues even though it is hard to compare other sites. Windschitl replied that it is hard to compare because the majority of other venues require a minimum price per plate, or a minimum price on the amount of drinks purchased from the venue and that venue then makes a profit on those minimums. Hansen asked Saefke if many phone calls are received who complain about the rates being too high. Saefke replied that maybe a half a dozen or so people actually express that the rates are too high in their opinion. Windschitl indicated there is no paid advertising for Murzyn Hall. Saefke replied she uses as many options for free advertising that she is aware of. Stroik believes the rates are a bargain based on the wedding planning she assisted with last year for her family. Saefke reported the annual report for 2016 indicated approximately half or just under half of the rentals are done by residents of Columbia Heights. Windschitl reminded the Commission that the residents of Columbia Heights will still receive a 25% discount off of the rental rates. Clerkin indicated an increase on the Friday and Sunday rate has not occurred in a few years and in the past he has wanted a larger increase for Saturdays, but at this time feels a 3% and 6% increase is a fair rate. Motion by Clerkin, second by Evans, to increase the John P. Murzyn Hall rental rates in 2019 for Friday and Sunday rentals by 3% and on Saturdays by 6%. Upon vote: All ayes. Motion Carried. B. Park & Recreation Commission meeting dates for November meeting Windschitl stated the regularly scheduled November meeting is the day before Thanksgiving and the December meeting is the Wednesday after Christmas. Hansen suggested combining the November and December meetings to be on December 13. Windschitl indicated there will be a January meeting due to the Comprehensive Plan reporting. Hansen replied there could be information to review for the dog park report. Motion by Evans, second by Stroik, to combine the regularly scheduled Park & Recreation Commission meetings for November and December to Wednesday, December 13, 2017 at 5:30 p.m. Upon vote: All ayes. Motion Carried. Reports A. Recreation Director Windschitl thanked the Beautification Committee for doing the flowers around the City this year. Some of the places include Murzyn Hall, City Hall, the parks, and along Central Avenue. Connie Buesgens is a City of Columbia Heights October 25, 2017 Park & Recreation Commission Minutes of the Meeting Page 4 volunteer and does the planting at Murzyn Hall and City Hall, as well as Jane Kibler who does the garden at Huset Park East. There are many people on that committee who put in a lot of time and effort if they see them to say thank you. Payne thanked the members also. Windschitl stated that if anyone knows of someone who would like to volunteer to please let the Recreation Department know. Windschitl reported the Garden Plot letter has been sent out to the renters of the community garden on Reservoir Boulevard to have the plots cleaned out by November 1. The season went well this year. City staff will till the garden after that date. He indicated the city newsletter will be printed in full color for the winter issue. The City Council elected to print this edition in color. He encouraged the Commission to share their opinion of it with the Council when they see it. Windschitl feels this will be an improvement in advertising for the recreation programs especially considering all of the new families in the community the better the newsletter looks the more likely it will be looked at. Youth football finished their final game last night. The Men’s softball league ends tomorrow night if the weather holds out. Co-Ed softball ended last week. Girls youth basketball started practices last week with their first games this weekend. Windschitl invited the Commission to the Taste of Columbia Heights Holiday Kickoff on Friday, November 17. The Columbia Heights Athletic Boosters will be doing a money raffle with have of the amount taken in going to a winner and the other half going back to the organization. B. Public Works Director/City Engineer Hansen reported staff is working at Keyes Park to save money overall. Staff has worked on the removal of items such as aglime on the fields and other materials are being brought in to use within the park. The th Canadian Pacific Holiday Train will be on December 9 and is scheduled to be in Columbia Heights at 7:45 p.m. Stroik stated it was a disaster last year with the train being extremely late and the Super America had lots of theft. The other businesses were overwhelmed as well with people going in because of the cold. She indicated the train was late because people were too close to the tracks at other locations. Hansen reported at the splash pad the water consumption was reduced by 40%. The usage went from 9.3 down to 5.8 million gallons. It was estimated to use between four and six million gallons. The splash pad is very popular. Hansen indicated that after the adjustments were made for this season the water consumption was reduced. Clerkin asked if a rain sensor can be installed so that the system would not turn on during rain. Hansen replied yes, there is a function like that. It has been discussed to install that function next year. C. Commission Members Buesgens asked about the progress at Circle Terrace Park. Hansen replied the walls are up, concrete is in, fencing is going in this week, and landscaping will be worked on shortly if the weather holds up. A grand opening should be happening in December. Greenhalgh asked for one of the two trash cans that were removed at Keyes Park by the playground area to be put back. Hansen replied yes. Stroik heard a rumor and asked if it is true that there is a city grant available for ash tree removal. Hansen replied no, because ash trees are included in the 25% tree removal if the tree is diseased. Or they can be treated and the city treats about 500 public trees per year. Payne adjourned the meeting at 6:18 p.m. _________________________________ Deanna Saefke, Recreation Secretary