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HomeMy WebLinkAbout2010-08-23 PRC MINCity of Stillwater Parks and Recreation Commission Aug. 23, 2010 Present: Linda Amrein, chair, David Brandt, Scott Christensen, Solveg Peterson, Mike Polehna and Sandy Snellman, Asst. Public Works Superintendent Tim Moore, staff Absent: Rob McGarry Approval of minutes Mr. Christensen, seconded by Mr. Brandt, moved to approve the minutes of July 26, 2010, as presented. Motion passed unanimously. OPEN FORUM Roger Tomten, South Fifth Street and local Scout leader, said he was present to get ideas for possible Eagle Scout projects. INFORMATIONAL ITEMS Update on Parks CIP — Mr. Moore reviewed his memo related to the CIP which indicates there is $199,350 in carry -over funds from 2008 and 2009. He noted that $50,000+ is for equipment purchases, with the remainder in park improvements. He reviewed the proposed equipment purchases — lawn mower, landscape trailer and utility tractor with broom -- and possible park improvements — replacement of playground equipment at Triangle and Ramsey Grove parks, bathroom and picnic shelter improvements at Lily Lake and improvements to the Northland Park warming house. ACTION ITEMS Improvements to Lily Lake and Northland park facilities — Mr. Moore stated the roof and siding is bad at the Lily Lake bathroom facilities and the picnic shelter is in need of a new roof, as well. He noted the warming house at Northland Park is across the parking lot from the skating rink and said he has always thought that the warming house should be relocated to be closer to the skating area. However, he asked whether the Commission thought doing that was a priority at this time, noting that the cost of relocating the structure and refurbishing it could be as much as $40,000; he said just putting a new asphalt roof on the warning house could be done for a cost of about $5,000. Mr. Christensen asked whether the horseshoe players store equipment in the building; Mr. Moore stated they do store some items in the building. Mr. Christensen noted there are about 150 people who play horseshoes and who are in and out of the building constantly and wondered whether moving the building would impact those people. Mr. Moore agreed that the horseshoe players do use the building and said the building is not getting a lot of use as a warming house in the winter. Mr. Moore said he has been trying to upgrade the park to promote more use for hockey and youth skating, noting that staff recently painted the boards and blacktop surface to keep better ice. Mr. Moore stated the building does need a new roof, but said he questioned whether relocating the building is a priority at this time; he also questioned whether a metal roof is necessary or whether an asphalt shingle might be sufficient. Mr. Polehna pointed out the metal roof will last much longer than an asphalt roof. Ms. Snellman asked if the City still maintains the recreational skating area, as well as the hockey rink; Mr. Moore responded in the affirmative. Mr. Moore suggested a possible Eagle Scout project might be building some benches for the recreational skaters and by the hockey rink so there is a place to change into skates. Mr. Polehna suggested that before deciding to move the building, the Commission ought to go out and view the building and see the layout of the park; he said he thought moving the building might block the whole view of the park. Ms. Snellman agreed that moving the building might make it stand out more. Ms. Amrein questioned the value of moving an old structure and whether it might be more efficient to build a new structure with the desired features at some point in the future. Mr. Moore noted that a new warning house structure could cost as much as $250,000. Ms. Peterson wondered whether the current warming house is of Park and Recreation Board Minutes August 23, 2010 Page 2 of 3 any historical significance so that it would have to be retained; Mr. Moore said he did not believe so but would have to check with Planner Pogge on that issue. Ms. Snellman asked if there have been any complaints about the current location; Ms. Snellman said she could see the need for a new roof but said she didn't see any urgency in relocating the building as there haven't been any complaints and it is getting used in its present location. Mr. Moore reviewed the two quotes, noting that those did not include electrical work, which would add about $5,800 to the cost. Mr. Moore stated he had received another quote the day of the meeting, which is about half the cost of the two quotes received previously. After discussion, it was consensus to leave the building in its present location and proceed with an asphalt roof. Ms. Snellman moved to leave the warming house in its present location and approve the installation of a new asphalt roof; Mr. Brandt seconded the motion. Motion passed unanimously. Mr. Christensen asked if the hours for the lights at the Northland tennis courts have been changed, noting that people are attempting to play in the dark; Mr. Moore stated he would check into that as the lights are supposed to be on until 10 p.m. Mr. Polehna talked of the need to put together a 5 -year capital improvement and 5 -year maintenance program to start planning for future improvements; he noted that at one time it was a goal of the Commission to put together one park master plan per year. There was discussion of the 2007 -2011 CIP included in the agenda packet. Mr. Christensen pointed out that priorities do change from year to year, citing the Aiple property as an example. Mr. Moore said he would work with Planner Pogge on the history of previous efforts as a starting point for moving forward with 5 -year plans. Mr. Moore said he has nearly completed the inventory of the playground equipment as part of an overall maintenance plan and would bring that to the Commission in the near future. Ms. Peterson asked if there was a list of possible Eagle Scout projects or neighborhood projects; Mr. Moore stated an Eagle Scout list has been put together and the Council has put a list of volunteer projects on the web site. Regarding Lily Lake, Mr. Polehna asked about the possibility of softballs denting a metal roof; Mr. Moore agreed that could be a problem and said he could look at asphalt shingles instead. Mr. Moore provided photos of the existing building. Mr. Moore noted that the quotes included in the packet as just estimates at this point, but said he thought the figures were fairly accurate. Ms. Amrein moved to approve repairs and upgrade to the Lily Lake bathroom and concession stand building and soliciting bids for the upgrades /repairs. Ms. Snellman seconded the motion; motion passed unanimously. Regarding the picnic shelter, Mr. Moore stated the roof is in similar shape to the bathroom roof. Mr. Brandt said he liked the idea of a metal roof for the shelter due to longevity and appearance. Mr. Brandt moved to approve replacing the shelter roof with a metal roof; Mr. Christensen seconded the motion. Motion passed unanimously. Park rental rates — A list of current rates and rates of some neighboring communities was included in the agenda packet. Mr. Christensen said it appears Stillwater's rates are in line with other communities; Mr. Christensen suggested Mr. McGarry likely would have a lot of input into this discussion. Mr. Moore said he didn't think a decision had to be made at this time; he said he would like to get more information about fees for such things as softball tournaments, weddings and other special events. Mr. Moore said he is trying to put together some information on actual costs to the City for the different events and functions; he spoke of a recent wedding that turned into a big affair with additional cost to the City. Mr. Brandt volunteered to get some information on tournament costs at other locations. Mr. Moore said he estimates that City costs for events in Lowell Park amount to $15,000- $20,000, which includes all of the smaller events in the Park, as well as the bigger events such as Lumberjack Days and the marathon; he talked about options, such as programmable locks, which might cut down on staff time costs. Ms. Amrein asked whether the policy of not charging not - for - profit groups and educational institutions is set in stone; Mr. Moore noted that all groups pay for the use of the Pioneer Park band shell. Mr. Park and Recreation Board Minutes August 23, 2010 Page 3of3 Polehna said he thought the City's fees are too low, citing commercial use as an example; he said he thought the Commission should look at all fees. Mr. Brandt questioned whether the intent is to make money or to recoup costs. Mr. Polehna said he thought the goal was to serve the community. Ms. Peterson suggested the possibility of having a tiered system of fees, with different charges for events such as weddings, commercial filming, etc. Mr. Polehna said people ought to be charged for the exclusive use of a park. Mr. Christensen pointed out that hundreds of thousands of dollars are involved in the marathon event, while the City only charges $500 for one of the key venue points — the finish line; he spoke of the rental fee for Miller Stadium in comparison to the City's fee of $500, suggesting that it is the bigger events where the fees should be dramatically increased. There was discussion of the benefit of events, such as the bike race, to the community; Mr. Christensen suggested the bike race is more of a spectator event, while the marathon and Lumberjack Days races are participation events. Mr. Polehna noted the special events task force will have recommendations regarding the bigger events. Ms. Amrein said she didn't see any problem making money on some of the larger events as that money can then be used for upgrades to other parks. Ms. Peterson suggested looking at the fee for the permit to consume alcohol. Mr. Polehna suggested that staff look at all the fees and make a proposal for the Commission to consider. Ms. Amrein asked whether the money in the CIP comes from park dedication fees. Mr. Moore explained that the City sells capital purchase bonds, which is where the carry-over CIP money comes from. Mr. Moore said he would bring information back regarding the park dedication fees. Mr. Polehna suggested that the Commission pass a motion supporting the proposed improvements — Triangle Park, Ramsey Grove, along with Lily Lake and Northland warming house improvements -- and equipment purchases so he can present that recommendation to the Council during the upcoming budget workshop. Ms. Peterson moved to approve the equipment purchase and park improvements proposed by Mr. Moore. In discussion it was noted that additional improvements may be possible due to the money saved by the Commission's decision not to relocate the Northland Park warming house and to use asphalt shingles rather than a metal roof both at Northland Park and the Lily Lake bathroom facility. Ms. Snellman seconded the motion; motion passed unanimously. Special event — Mr. Moore reviewed the request for an event in Lowell Park, Take Me to the River Festival sponsored by ArtReach Alliance, that involves several different bands playing three songs each for a total of one hour. Mr. Moore pointed out that the request involves the use of the portable toilets, but those were paid for by the Chamber for Summer Tuesdays and will be gone when this event takes place; he suggested that the sponsors be required to provide several portable toilets and some extra trash pickup. There was a question whether this request involves provision of barricades for street closure. It was noted that ArtReach Alliance is a non- profit. Ms. Amrein moved to approve the special event application by ArtReach Alliance, subject to changes City staff would recommend, including the provision of portable toilets. Ms. Snellman seconded the motion; motion passed unanimously. Commission items — Ms. Snellman expressed appreciation to the Armstrongs for Teddy Park and the wonderful amenity it is for the community. Mr. Polehna pointed out the City was successful in purchasing the site for a new armory and suggested there is a potential for a community facility to be incorporated in that project. The meeting was adjourned at 8:30 p.m. on a motion by Mr. Brandt, second by Ms. Snellman. Respectfully submitted, Sharon Baker, Recording Secretary