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HomeMy WebLinkAbout091393 .~ --- AGEN09.WRT *PLEASE REVIEW FOR MEETING OF 9/13/93* PARKS ADVISORY COMMITfEE AGENDA MONDAY. SEPTEMBER 13. 1993 7:00 P.M. CITY COUNCIL CHAMBERS 1. Call to order. 2. Minutes from meeting of 8/23/93. 3. Staff reports A. Director of Parks and Recreation 1. Update on development status of new subdivisions. 2. Fall park improvements remaining. 3. Fall youth athletic programs. B. Program Specialist report 1. Update on status of Dance Program. 2. Fall brochure and registration. C. Parks Advisory Committee Open Forum. 4. New Business A. Consider approval of maintenance objectives for Prior Lake park system. Please review this prior to the meeting. Staff would need a motion to recommend approval of maintenance objectives so as to incorporate them into operations policy. B. Review and discussion of the Parks Survey. Staff is looking for direction on how to approach this for the future. 5. Old Business. A. Fishing Pier project B. Council action on Council Liaison to committees. 6. Set next meeting date. A. The next scheduled meeting is for Monday, October 11, 1993. 7. Adjourn the meeting. **PLEASE--CALL TO CONFIRM YOUR ATTENDANCE! !** 4629 Dakota 51. 5.E., Prior Lake, Minnesota 55372 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLDYER PARKS ADVISORY COMMITTEE MINUTES AUGUST 23, 1993 The Parks Advisory Committee meeting was called to order by Chairman, Doug Berens, at 7 :02 on Monday, August 23, 1993. Members present were Doug Berens, Ron Ceminsky, Sam Emond. Pat Heaney, Robert Rykken, Art Schoot, and Kathy Smith. No one was absent Staff members present were Bill Mangan, Director of Parks and Recreation, Bret Woodson, Program Specialist, and Nancy McGill, Parks and Recreation Secretary. The minutes were reviewed from the July 12, 1993 meeting. Sam Emond asked about the biff at Green Oaks Trail. The biff is still there, and asked if it could be removed. Bill Mangan indicated it was supposed be removed and indicated he would check on it right away. ART SCHOOT MADE A MOTION TO ACCEPT TIlE MINUTES FROM TIlE JULY 12, 1993 MEETING. BOB RYKKEN SECONDED TIlE MOTION. MOTION CARRIED UNANIMOUSLY. Doug Berens asked for Staff Reports. Bill Mangan reviewed the "Sentence to Service" program; a Scott County adult program. The City of Prior Lake utilized approximately 2400 man hours from July 1, 1992 through June 30, 1993; the highest total out of the seven agencies. Accomplishments from this group was tree work, chipping, clearing trails, timber retaining wall work, and painting. The Council just renewed a two year contract at an annual cost of $2500.00. There was some discussion. The next item for discussion was the ISTEA (Inner System Transportation Enhancement Program) conference which Bill Mangan attended. This is a program for bikeways, trail ways, and bridges. The director from the Highway Administration office was present and primarily spoke of types of projects available for funding. The Systems Planners from the cities of Madison, Chicago, Boulder, CO, as well as the Minneapolis Metropolitan Council Planner spoke on how to make successful grant applications to the local Department of Transportation. As of October 1, there will be seven million dollars available for grant funding of bikeways, bridges, walkways, pedestrian paths, etc. There are three things that trigger a grant. 1) Scenic route, 2) Preservation of railway or existing transportation line, and 3) Funding; how much the city or county will contribute. This is a federal funding program and will match up to $50,000. Mangan will use information from the conference to work on a plan to tie in the trailways systematically with the county plan utilizing County Road 42, Highway 13, County Road 44, and County Road 21. This plan should be eligible for federal grant funding, and the grant would be used to cover the city's portion of the cost for bikeways and walkways rather than using the 4629 Dakota 51. 5.E., Prior Lake, Minnesota 55372 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLDYER Capital Park Fund. With these ISTEA funds, trailways, bikeways, and walkways would be implemented sooner. There was some discussion concerning the upcoming projects related to trailways and bike paths, and the status of these. The next item of business was the program specialist's report from Bret Woodson. He summarized the Summer Playground and Tot Lot Program as well as Day Camp, the tennis program, and dance & tumbling classes offered this summer. There are six adult activities planned for the fall; tennis lessons, windjammers community band, trip to an apple orchard, shopping trips to downtown Minneapolis and to the Mall of America, and a trip to the Guthrie to see "A Christmas Carol". Tumbling and pre-dance classes for the tots will be offered, and a variety of tot trips coordinated with the E.C.F.E. A trip to the Chaska Community Center, Skateville, and the circus for the youth during days off from school. Adult craft classes will also be offered which have proved to be very popular. Bob Rykken asked if we ever organized an adult tennis league. Bret indicated that we have tried to organize an adult tennis ladder for both men and women but there just hasn't been enough interest, but that it will be offered again in the spring. There was some discussion regarding space to hold classes. Bret was congratulated from the members on his award that he received from MAUMA for "Outstanding Student of the Year". The next item was discussion from the members regarding issues that they may be concerned about. Sam Emond asked the status of the fishing pier at Sand Point Beach and also if there was much damage done due to the amount of rain we had this summer and the high water. Bill Mangan indicated that all the parts are in for the fishing pier and is currently being installed; it should be in the water for fall fishing. There was some erosion at Watzl's from the water and a few severe wash outs at Lakefront Park. Bill Mangan presented a memorandum from Frank Boyles asking for recommendations from the various committees regarding the initiation of City Council Liaison. This City Council member would be a representative of a particular committee to listen and communicate that committee's activities, etc. to the City Council. There was some discussion. In general, the committee felt that it would be nice to have a representative; however, felt it was not necessary for someone to be assigned to attend each meeting. The committee felt that if there was a pertinent issue, a coucilmember could be invited to attend at that time. The Council members currently receive copies of the monthly agenda and minutes. Parks Advisorv Committee Minutes - Ammst 23. 1993 - Paee 2 . -.....-..-..--......----........-.....-----r-....-....-............- ---...... KATHY SMITH MADE A MOTION THAT THE PARKS ADVISORY COMMI1TEE RECOMMENDS THAT, AT THIS TIME, THEY DO NOT FEEL THAT AN ASSIGNED COUNCILMEMBER TO REPRESENT THE COMMITIEE IS NECESSARY. HOWEVER. IF AN ISSUE SHOULD ARISE THAT THE COMMfITEE MEMBERS WOULD LIKE COUNCIL INPUT. THEY WOULD LIKE TO BE ABLE TO CALL UPON SOMEONE AT THAT TIME. SAM EMOND SECONDED THE MOTION. THERE WERE 2 NO'S AND 5 YES'S. MOTION CARRIED. PAT HEANEY MADE A MOTION THAT WE RECOMMEND TO THE CITY OF PRIOR LAKE THAT IN AN EFFORT TO SHOW CONCERN FOR TREES AND THE ENVIRONMENT AND IN AN EFFORT TO SHOW THE PUBUC THAT WE ARE USING PAPER EFFICIENTLY THAT THE CITY STAFF WILL MAKE AN EFFORT TO PUBLISH DOCUMENTS UTILIZING BOTH SIDES OF THE PAPER WHENEVER POSSffiLE. SAM EMOND SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Art Schoot suggested that the survey should be redone in the near future. This item will be put on an upcoming agenda for discussion. Doug Berens asked for New Business. Bill Mangan reviewed the five year Capital Improvement Program. A copy of this report was previously been sent to each of the members to review. and a copy is included with the files. The following is a summary of what is covered in the CIP report: 1. A high priority will be the construction of trails in the Knob Hill Subdivision. Carriage Hills Subdivision, Westbury Ponds Subdivision, and cardinal Ridge Subdivision. 2. The replacement of bathrooms at Memorial park will be constructed in 1994. The restrooms will be constructed under the new grandstand with additional storage added for parks and recreation maintenance equipment. 3. A medium priority will be to construct park shelters in neighborhoods. Five are proposed for 1994. 4. A medium priority in the Parks and Recreation Department will be the development improvement of neighborhood parks. two neighborhood parks will be improved in 1994. (Carriage Hills and Cardinal Ridge). 5. The Parks and Recreation Department needs to improve access into parks and have requested funds to improve the community park roads and parking lots with concrete curb and bituminous surface. Art Schoot asked what Capital Park Funds meant. Mangan indicated that the Capital Park Fund is composed of the park dedication fee and building permit fees. Currently the building permit fee is $350.00. A proposal has been made to the city council to raise this to $650.00 per site for 1994. Parks Advisorv Committee Minutes - Amrust 23. 1993 - Pal!e 3 --,_. .----....--.'..........--r-.-...--...... .-.---,--... . PRIOR LAKE PARK MAINTENANCE STANDARDS \ cUt a.c.~u...---' 1. TURF A. Mowing- Athletic fields and areas that are irrigated are maintained at a height of 2.5" to 3". They are mowed twice a week. Neighborhood parks and low usage areas are mowed once a week. B. Whipping - Athletic fields and high usage areas are whipped weekly. Neighborhood parks are whipped every other week. C. Aeration- All athletic fields are aerated three times per year - spring, summer and fall. Neighborhood parks and boulevards are aerated spring and fall. When aeration is performed, 16 holes per square foot should be punched to achieve this. Two passes must be made each time aeration is done. D. Fertilization - All turf is fertilized once per year, at a minimum, usually occurring in the spring. Soil samples are taken yearly, with the results occasionally showing the need to fertilize some areas both spring and fall. Only slow release type fertilizers are used since 1992. E. Spraying- All turf areas are sprayed for broadleaf weeds in the spring with some spot spraying done. late summer or early fall. All athletic fields and irrigated turf areas are sprayed with a fungicide early summer. F. Seeding- Slitseeding is performed on an "as needed" ~sually resulting in high traffic areas such as athletic field - to be done every two years. Soccer and football fields should be seeded yearly. 2. ATHLETIC FIELD MAINTENANCE A. BasebalVSoftball Fields - Baseball and softball fields are dragged, groomed and chalked daily including weekends when fields are scheduled for use. Foul lines on these fields are painted weekly. B. SoccerlFootball Fields - Soccer and football fields are striped weekly. ..,...... ................ ,._._. ---'-"" ...~..--.i... .. ....-.....-......-........-...-----..........-..-...... ...... .... ...... . 3. TRAll..S & BOULEVARDS A. Trails and boulevards are swept once per year; nonnally during the spring months. Fall sweeping performed as required in areas where dirt and sand have accumul~ted and pedestrian safety is at risk. Mowing of boulevards and trails conducted on a bi-weekly basis. Crack sealing and patching scheduled once every 3 to 4 years. Seal coating or overlaying conducted every 6 to 8 years. During the winter months, all trails and sidewalks are kept free of snow by'. either sweeping (3" or less) or blowing and plowing (3" or more). Trails and sidewalks are sanded on an "as needed" basis. /~ 4. PLAY STRUCTIJRES A. Installation - All installation of new equipment and relocation of old equipment are performed in-house. B. Surface Material - Sand is used as a surface material at a depth of 12" to 18" depending on the height of structure. All surface material is checked bi-weekly and tilled or turned over spring and fall to eliminate compaction. C. Retaining Walls- Retaining Walls are installed around all play structures to contain surface materials from spreading to non-target areas. Retaining walls are installed to meet with C.P.S.C. and A.D.A. guidelines. D. AD.A.- All play structures are currently being worked on to meet with AD.A. guidelines; Le. Relocating of equipment, installation of paths for wheelchairs and transfer points being installed for handicap accessibility. ................ ( # F. Inspections- E. Consumer Product Safety Commission (C.P.S.C.)- C.P.S.C. guidelines are currently in the process of being worked on to be in compliance, although as with A.D.A, the cost will be the deciding factor of when this will occur. Summer of 1994 should be our goal. ~ ~ns are to be performed throughout the summer months and results of inspections recorded. 5. lREES, SHRUBS & FLOWERS A. Trimming & Pruning - Trimming and pruning of trees and shrubs are performed each year starting in the winter months with trees and ending early spring with shrubs. B. Chipping - Trees smaller than 4" diameter and all shrub beds are chipped every two (2) years to preserve moisture and eliminate bark damage from lawn mowers. C. Weed Control - All shrub beds are weeded once per month. .-" D. Nursery - Each year 200-300 trees are transplanted from our nursery and as many whips (4-5' trees) restocked yearly. Cultivation for weed control in the nursery occurs once a month during summer months. E. Greenhouse - The greenhouse is operated from February 15 to November 1. 4000 to 5000 shrubs are propagated yearly to replace stock in the nursery that is used throughout the park system. 15,000 + flowers are grown in the greenhouse and planted throughout the park system yearly_ 6. VEHICLE & EQUIPMENT MAINTENANCE & REPAIRS A. Vehicle Repairs - All repairs to vehicles are performed by staff with the exception of internal diesel engines and automatic transmissions. B. Equipment Repairs - i.e. Mowers, seeders, twf vac, etc. All repairs to equipment are performed by staff. C. Welding- Same as above D. Preventative Maintenance - A preventative maintenance program is in place. All vehicles are inspected thoroughly twice a year and a record of action taken on preventative maintenance, if anything was conducted. E. Maintenance Records - Records are kept of routine maintenance; i.e. hours, mileage, date and action taken on equipment that is scheduled for oil changes, transmission changes, lube, etc. .PLPMS. AGENDA NUMBER: PREPARED BY: SUBJECT: DATE: INTRODUCTION: BACKGROUND: DISCUSSION: RECOMMENDATION: ACTION REQUIRED: 8C BILL MANGAN, DIRECfOR OF PARKS AND RECREATION CONSIDER APPROVAL OF MAINTENANCE STANDARDS FOR PRIOR LAKE PARK SYSTEM. SEPTEMBER 7, 1993 In order to better define the personnel needs of the Parks Maintenance Department, staff has developed Park Maintenance Standards from which to detennine the level of service necessary to achieve desired results. These standards have been developed either from national maintenance standards or from contacting other cities to fmd out what they do. Some of the play equipment standards have been detennined either by the ADA or the Consumer Product Safety Commission. Staff has attached a copy of Park Maintenance Standards that currently exist for the Prior Lake Parks Department for your review. When detennining the standards for operation and maintenance, there are a minimum of three areas that need to be addressed. First, when designing a park system, ease of maintenance must be the fIrst consideration. Second, detennine the kinds of equipment necessary to maintain the system, and, third, have personnel available to meet the minimum maintenance standards that have been established. Then, to complicate matters, throw in the Americans with Disabilities Act and the Consumer Product Safety Commission Guidelines and there are built in design and maintenance standards for a park system. The purpose of developing the maintenance standards is to detennine the level of service that should be provided and then, once that is established, hiring the personnel necessary to meet those standards. For discussion purposes, staff has researched some of the standards to detennine whether they could be provided more economically by hiring the work out. These comparisons will be presented at the meeting. Staff would recommend approval of the maintenance standards as presented as the minimum standards that are acceptable for the Prior Lake park system. Motion to approve the Prior Lake Park Maintenance Standards as presented. 4629 Dakota 51. 5.E., Prior Lake, Minnesota 55372 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLDYER ... PRIOR LAKE PARK MAINTENANCE STANDARDS 1. TURF A. Mowing- Athletic fields and areas that are irrigated are maintained at a height of 2.5" to 3". They are mowed twice a week. Neighborhood parks and low usage areas are mowed once a week. B. Whipping - Athletic fields and high usage areas are whipped weekly. Neighborhood parks are whipped every other week. C. Aeration- All athletic fields are aerated three times per year - spring, summer and fall. Neighborhood parks and boulevards are aerated spring and fall. When aeration is performed, 16 holes per square foot should be punched to achieve this. Two passes must be made each time aeration is done. D. Fertilization - All turf is fertilized once per year, at a minimum, usually occurring in the spring. Soil samples are taken yearly, with the results occasionally showing the need to fertilize some areas both spring and fall. Only slow release type fertilizers are used since 1992. E. Spraying- All turf areas are sprayed for broadleaf weeds in the spring with some spot spraying done late summer or early fall. All athletic fields and irrigated turf areas are sprayed with a fungicide early summer. F. Seeding- Slitseeding is performed on an "as needed" bases usually resulting in high traffic areas such as athletic field - to be done every two years. Soccer and football fields should be seeded yearly. 2. ATHLETIC FIELD MAINTENANCE A. BasebalVSoftball Fields - Baseball and softball fields are dragged, groomed and chalked daily including weekends when fields are scheduled for use. Foul lines on these fields are painted weekly. B. Soccer/Football Fields - Soccer and football fields are striped weekly. ~-.._....--...._--...-'t'....._..._...........--...... ...- ..-.... .. 3. TRAILS & BOULEVARDS A. Trails and boulevards are swept once per year; nonnally during the spring months. Fall sweeping performed as required in areas where dirt and sand have accumulated and pedestrian safety is at risk. Mowing of boulevards and trails conducted on a bi-weekly basis. Crack sealing and patching scheduled once every 3 to 4 years. Seal coating or overlaying conducted every 6 to 8 years. During the winter months, all trails and sidewalks are kept free of snow by either sweeping (3" or less) or blowing and plowing (3" or more). Trails and sidewalks are sanded on an "as needed" basis. 4. PLAY SlRUCIURES A. Installation - All installation of new equipment and relocation of old equipment are performed in-house. B. Surface Material - Sand is used as a surface material at a depth of 12" to 18" depending on the height of structure. All surface material is checked bi-weekly and tilled or turned over spring and fall to eliminate compaction. c. Retaining Walls - Retaining Walls are installed around all play structures to contain surface materials from spreading to non-target areas. Retaining walls are installed to meet with C.P.S.C. and A.D.A. guidelines. D. A.D.A.- All play structures are currently being worked on to meet with A.D.A. guidelines; Le. Relocating of equipment, installation of paths for wheelchairs and transfer points being installed for handicap accessibility. E. Consumer Product Safety Commission (C.P.S.C.)- C.P.S.C. guidelines are currently in the process of being worked on to be in compliance, although as with A.D.A., the cost will be the deciding factor of when this will occur. Summer of 1994 should be our goal. F. Inspections - Bi-weekly inspections are to be performed throughout the summer months and results of inspections recorded. 5. TREES, SHRUBS & FLOWERS A. Trimming & Pruning - Trimming and pruning of trees and shrubs are performed each year starting in the winter months with trees and ending early spring with shrubs. B. Chipping - Trees smaller than 4" diameter and all shrub beds are chipped every two (2) years to preserve moisture and eliminate bark damage from lawn mowers. C. Weed Control - All shrub beds are weeded once per month. _...._----_._..._-.,.......~_.~-_......~............._..-...................._................. ..... ....-............-...-...-.......... D. Nursery - Each year 200-300 trees are transplanted from our nursery and as many whips (4-5' trees) restocked yearly. Cultivation for weed control in the nursery occurs once a month during summer months. E. Greenhouse - The greenhouse is operated from February 15 to November 1. 4000 to 5000 shrubs are propagated yearly to replace stock in the nursery that is used throughout the park system. 15,000 + flowers are grown in the greenhouse and planted throughout the park system yearly. 6. VEHICLE & EQUIPMENT MAINTENANCE & REPAIRS A. Vehicle Repairs - All repairs to vehicles are performed by staff with the exception of internal diesel engines and automatic transmissions. B. Equipment Repairs - i.e. Mowers, seeders, turf vac, etc. All repairs to equipment are performed by staff. C. Welding- Same as above D. Preventative Maintenance - A preventative maintenance program is in place. All vehicles are inspected thoroughly twice a year and a record of action taken on preventative maintenance, if anything was conducted. E. Maintenance Records - Records are kept of routine maintenance; i.e. hours, mileage, date and action taken on equipment that is scheduled for oil changes, transmission changes, lube, etc. "PLPMS" ""-."---..".-----".. After reviewing the program, Bill asked for a motion from the committee to recommend the CIP to City Council. ART SCHOOT MADE A MOTION TO ACCEPT THE CAPITAL IMPROVEMENT PROGRAM, AS PRESENTED, TO THE CITY COUNCIL. PAT HEANEY SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. The next item of New Business was the 1994 Budget update. Bill infonned the group that he has requested additional staff for 1994; a full time Program Specialist position, a part time secretarial position/job share with Nancy McGill and two full time maintenance positions. Recommendations will be brought to the council to look at first part of December. Doug Berens then asked for Old Business. Bret Woodson reviewed Lakefront Day. He felt that this one day community event was a success, and we had a beautiful day for it. Highlights of the day were a fishing contest, Hot Shot basketball, Senior Olympics, Dog Show, parade at noon with 70+ entries, Prior Lake Players show, Fire Department water fights, Beer Garden entertainment, plus many food booths (including a pig roast) and entertainment for the children. The maintenance crew did an excellent job putting everything together. There was some discussion as to why Lakefront Day is only one day now. The next Parks Advisory Committee meeting has been scheduled for Monday, September 13. SAM EMOND MADE A MOTION TO ADJOURN THE MEETING. EVERYONE ELSE SECONDED THE MOTION. MOTION CARRIED. The meeting was adjourned at 9:32 p.m. Bill Mangan Director of Parks and Recreation Department Nancy McGill Recording Secretary Parks Advisorv Committee Minutes - AUl!ust 23. 1993 - Pal!e 4 .--.....-.......-....,,-....-----.-- ........ .....~. -.. .., ......... --,...... ..-..~.. ..-..