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2-18-14 ACCOOMMMMUUNNIITTYY SSEERRVVIICCEESS CCOOMMMMIISSSSIIOONN AAGGEENNDDAA Tuesday, February 18, 2014 7:00 pm Richfield Community Center (Fireside Room), 7000 Nicollet Ave Commission Members Staff Liaisons Reed Bornholdt Terry Heinze Arlan Nelson Jim Topitzhofer (Staff Liaison) Tom Rublein (Planning Com) Crystal Brakke Tracy Hollenback Michele Thompson John Evans (Secretary) Edwina Garcia (City Council) Dan Edgerton Teresa Kruse 1. Approval of Minutes  Regular Meeting: January 21, 2014 2. Public Comment  Resident comment and items not printed on agenda 3. Welcome New Members  Crystal Brakke & Teresa Kruse 4. Staff Reports  Recreation Services (Topitzhofer)  Taft Park Ice Fishing Event and Taft Park Fishery Grant  Council Action on Band Shell  Coyote Activity  Minnesota Magicians and Arena Improvements  Community Garden Relocation 5. Action Items  Election of Chair and Vice Chair/Appointment of Liaisons (Topitzhofer)  Event Permit Policy (Topitzhofer) 6. Discussion Items  2015–2019 Parks Capital Improvement Plan (Topitzhofer) 7. Committee Reports  Transportation Commission (Edgerton)  FOWL Board (Topitzhofer)  Planning Commission (Edgerton)  Arts Commission (Thompson) 8. Next Meeting Tuesday, March 18, 2014, 7:00 pm Richfield Community Center 9. Adjournment January 21, 2014 REGULAR COMMUNITY SERVICES COMMISSION REGULAR MEETING Tuesday, January 21, 2014 Richfield Community Center (7000 Nicollet Ave) PRESENT CSC: Gerry Charnitz, Arlan Nelson, Reed Bornholdt, Terry Heinze, Dan Edgerton, Greg Mangold STAFF: Jim Topitzhofer, John Evans, Amy Markle PLAN COM: Tom Rublein COUNCIL: Edwina Garcia ABSENT CSC: Tracy Hollenback, Bob Shotwell, LuAnn Werner, Michele Thompson, Andrew Seffrood Call to Order/Approval of Minutes Charnitz called the meeting to order at 7:01 pm. Bornholdt moved, seconded by Nelson, to approve the minutes of the regular November meeting. Approved, ayes all. Staff Reports Recreation Services Topitzhofer reported on the following: Hennepin County Youth Sports Grant: Application was submitted for synthetic turf at Academy of Holy Angels south field. The grant was approved for $200,000. New Year’s Eve Events: About 270 people came to Wood Lake, which was good, considering the cold. FOWL has considered making the event into more of a fundraiser for FOWL. Also well-attended: Skating Party & Magicians Game @ Arena. Action Items Renaming 77th Street Topitzhofer said that the Council has directed staff and the CSC to study the issue of renaming 77th Street/76th Street. He said that a Councilmember first brought up the subject in 2008 during the Richfield Centennial, naming it Centennial Boulevard and continuing the name into Edina, similar to Bloomington’s renaming of American Boulevard. He said that Edina wasn’t interested in that at the time, but the idea has been revived. Councilmember Garcia said that it may provide a real shot in the arm at the east end of 77th Street for businesses, etc. Rublein said that the topic of naming things after individuals has come up before and has been controversial; the consensus at the time was to not name amenities after individuals. Nelson suggested Babcock Boulevard; Garcia said that others have suggested Bartholemew Boulevard. Edgerton asked if Edina was on board with the idea yet; he said that it may be strange if the new name stops at the Edina border. Charnitz asked about the cost of signage; Topitzhofer said that it’s somewhere in the $2,000 range and not a significant cost. Bornholdt said that residents and businesses on 76th/77th Street may have to change their materials. Rublein said that Bloomington and many other municipalities are able to accomplish it. Rublein said that some cities have tacked on an additional honorary name, but have kept the original name so things didn’t have to be changed. Veterans Blvd, Wood Lake Blvd, Lindberg Way were also suggested (Richfield-related and airport-related words). Topitzhofer said that he would check the covenants of the original 77th Street reconstruction. Friends of Wood Lake Board Appointment Bornholdt moved, seconded by Heinze, to approve Jody Rioux to the Friends of Wood Lake Board of Directors. Approved, ayes all. Cancellation of regular December CSC Meeting Nelson moved, seconded by Hollenback, to cancel the regular December CSC meeting. Approved, ayes all. Discussion Items Community Garden Relocation Nature Center Manager Shragg said that the gardens have grown in popularity and it has always been considered to move it back into Richfield. She said that more gardeners who want to do a heavier-duty form of gardening, she is suggesting that the funds previously allocated to moving the gardens could be used to invest in the gardens for more soaker hoses and storage. She said that they’ve also considered offering two different sized plots to accommodate the larger-scale gardening. Shragg said that theft has been a serious problem at the garden; she has talked with City I.T. about issuing photo IDs to the gardeners, which they must wear when they’re on site. She said that they may also somehow pay for an emergency-only cell phone that gardeners can have on hand to call if they see theft occurring. She also suggested some marketing to help educate the gardeners about certain pesticides that aren’t allowed at the gardens. Garcia asked how they have communicated with the Latino gardeners. Shragg said that they have a couple of volunteer translators who will attend a meeting in late February to talk about the proposed new equipment. Rublein asked what is planned for the old City garage site; Topitzhofer said that it might be a question for the HRA, but it may be hard to locate the gardens in some neighborhoods with close residential neighbors. Rublein asked about fencing; Shragg said that it makes maintenance difficult with the mower and the tiller. Rublein said that a photo ID could be a swipe card to get in the fence. Garcia asked if the gardeners are Richfield residents; Shragg said that they are. Shragg said that she wants to accommodate the different style of gardening and have a solution for those who have had things stolen or those who have seen non-approved pesticide use. Garcia said that she would be happy to attend the meeting. Shragg said that they have limited the number of plots per person to two, but they have worked around that and have done trench irrigation and used $3,000 worth of water. Event Permits for Use of Parks and Public Streets DRAFT MINUTES UNTIL APPROVED BY THE CSC. January 21, 2014 Wood Lake Naturalist Markle, the director of the Urban Wildland Half Marathon & 5K, said that more and more running events are popping up everywhere, which is creating a greater demand on City streets and green spaces. She said that many municipalities have adopted policies for granting permits to these different races and events. She said that Richfield has been receiving quite a few calls lately because other neighboring communities have reached their quota of these types of events and/or have tightened up the parameters and raised the cost of their event permits. She said that these events are extremely taxing on municipal public safety personnel, street and park maintenance people, the convenience of the residents (street parking, road closures), however, she said that these events can be a great showcase for Richfield and a great way to boost business at Richfield hotels, restaurants, and businesses. She suggested that we allow one such event a month, no consecutive weekends, a participant capacity of 350, routes that have low impact on streets and green spaces, the right to deny any event applications, and other criteria that would ease the burden on city staff, residents, and infrastructure. She said that some communities have additional fees for park trail events, which helps to pay for trail repair, mowing, etc. She said that permits would be issued May through November only and a specific course could only be used once a year. She suggested that events near a structure like the Vets Park shelter would require the rental of the shelter, etc. She suggested increasing the cost of the permit from $100 to at least $150, which is in line with other municipalities. Edgerton suggested including some exception wording, like possible winter events that might coincide with a City event in the winter that would agree with our own policy. Markle said that we could exempt City events. Mangold asked if we need to be over-acommodating to the running-event community at the expense of our parks, streets, and staff time. He asked if we should be more restrictive to protect our infrastructure. Markle said that the parameters were prepared to really limit the number of such events that are held; she said that it would really only allow for about five events per year, which is roughly what we allow now. Rublein said that we may want to be particularly restrictive to for-profit events and ensure that charges are applied to compensate public safety personnel for their efforts. He said that the process may also involve notifying local businesses, hotels, and restaurants. Markle asked if the group liked the idea of a percentage charge that goes directly back to an investment in the green space of the city; the group approved by consensus. Committee Reports Transportation Commission: Edgerton talked about the Gateway Subcommittee, which has been working with MNDOT, discussing the sites and designs for border monuments near Richfield’s entrance corridors. He also provided the Transportation Commission report. Planning Commission: Rublein provided the report. Arts Commission: Thompson provided the report in absentia. Departing Members The group recognized Charnitz and Mangold for their service on the CSC (Werner and Seffrood were absent). Next Meeting/Adjournment Regular February Meeting Tuesday, February 18, 7:00 pm, Richfield Community Center (7000 Nicollet Ave). Mangold moved, seconded by Nelson, to adjourn. Meeting adjourned at 8:37 pm. RICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: February 18, 2014 Agenda Item Elect Chair & Vice Chair/Appoint Liaisons Agenda Section Elections/Appointments Every February, the CSC conducts a selection process to elect the Commission Chair and Vice Chair for the upcoming year. The election procedure is defined in the Community Services Commission bylaws below. Also, members volunteer, or are appointed, as liaisons to act as representatives of the CSC at other commissions, boards, and task forces. DUTIES & TERMS OF THE OFFICERS  The chair leads all regular and special meetings and is responsible for delivering the annual report to the City Council. The vice-chair shall preside at all meetings of the Commission in the absence of the chairperson.  Liaisons act as representatives of the CSC on various other commissions, boards and task forces.  The positions become active immediately at the February meeting. Position Duties/Frequency Chair Conducts monthly CSC meeting (every 3rd Tue, 7 pm) Vice Chair May conduct one or two meetings per year Planning Commission Liaison Reports on monthly meetings (every 4th Mon, 7 pm) Arts Commission Reports on monthly meetings (every 1st Thursday, 7 pm) Transportation Commission Reports on monthly meetings (every 1st Wed, 7 pm) Friends of Wood Lake Board of Directors Reports on monthly meetings (every 3rd Tue, 4:30 pm) Band Shell Taskforce Reports on progress (meeting scheduled TBD) Recommended Action: Appoint _________________ to serve as Community Services Commission Chair and ________________ to serve as Community Services Commission Vice Chair, and approve liaison appointments, with all terms expiring immediately after the regular meeting in January, 2015. RICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: February 18, 2014 Agenda Item: Event Permit For Use of Public Streets and Parks Policy Agenda Section: Action Items Attachments: Draft Policy Contact: Amy Markle Recommended Action: Recommend City Council adoption of the attached policy regarding event permits for use of public streets and/or parks. The Community Services Commission discussed the need to create a policy to manage the number of event requests the City receives for use of public streets and parks at their last meeting. Staff reported that our current fees were low compared to other Metro area cities and that an increasing amount of permit requests could begin to have a negative impact on public use of parks and to neighborhoods adjacent to events using public streets. The attached policy was drafted from last month’s discussion POLICY REGARDING EVENT PERMITS FOR USE OF PUBLIC STREETS AND/OR PARKS CITY OF RICHFIELD February 13, 2014 Introduction It is the purpose of this policy to define guidelines for individuals or organizations to conduct events on public streets and/or in parks in Richfield. Permit Applications Individuals or organizations requesting to conduct an event on public streets and/or in parks must complete a permit application and remit payment of application fee in the amount of $200. The permit fee is refundable in full if the permit request is denied. If the applicant demonstrates a considerable amount of green practices in conducting their event, the applicant will be refunded $100 off the permit application fee as incentive. Permit applications must be received at least 60 days from the date of the event. Permit applications submitted in less than 60 days before the date of the event will not be considered. Permit Applications will be reviewed by staff within 14 days of receipt. Permit Applications are available to the public via the City’s web-site. In addition, a permit FAQ sheet will be provided on the City of Richfield website to answer frequently asked questions. Event Permits For Use of Public Streets and/or Parks Individuals or organizations conducting an event on public streets and/or in parks must have in their possession a signed Event Permit for Use of Public Streets and/or Parks during the event. Permit Fees Permit Application Fee $200 Payable upon submission of application Green Practices Discount $100 Dependent upon staff approval Park Trail Fee $175 For events that use park trails Event Fee $1 per registered participant Public Safety Personnel Varies For events requiring public safety personnel Shelter Rental Varies All events using parks must rent all shelters present at advertised rates. Permit Guidelines  Event quota of 1 event/month/no back to back calendar weekends (city events are exempt).  All events on public streets and/or parks must have the ability to pre-register participants. Applicants must show on promotional materials that no event day registrations are accepted.  Maximum participant capacity for events on public streets is 350 per event.  Maximum participant capacity for event in parks will be determined by staff.  Low-impact routes that stay in parks are encouraged.  Permits are only issued from May to mid-November  Applicant must submit proof of insurance (million dollar limits minimum).  Green practices (recycling and composting) are strongly encouraged.  Courses for events on public streets can only be used 1 time per year.  The applicant must submit map of proposed route in advance of event date.  The applicant must submit event promotional materials in advance of event date.  The City of Richfield reserves the right to deny permits for future events.  One (1) portable toilet is required per 125 people.  Plans for both inclement weather and medical aid must be provided on the permit application.  Course maps and descriptions must be provided and placement of stop signs and safety cones (if needed).  Arrangements must be made for parking, waste, and recycling/compost (if needed).  Volunteers must be provided (minimum of 20).  If food is sold and./or distributed, that must be disclosed in application.  No permanent signs and marking will be used during the event including paint. Approved: ______________________________________ ______________ James Topitzhofer, Recreation Services Director Date RICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: February 18, 2014 Agenda Item 2015–2019 Parks Capital Improvement Plan Agenda Section Discussion Items Attachments 2014-2018 CIP Contact Jim Topitzhofer Recommended Action Discuss current parks capital improvement plan and process for revising the plan. One of the annual tasks of the Community Services Commission is to review and revise a portion of the Capital Improvement Plan (CIP) that is related to park improvements. We do this at the beginning of every year. The plan encompasses five years and is limited to $450,000. Our portion of the CIP is funded by proceeds of the City's four liquor stores. For this meeting, Jim Topitzhofer will present last year’s 2014–2018 CIP (see attached). A brief explanation of each line item follows.  Parks Maintenance – Significant ongoing repairs of existing park facilities including trail resurfacing, court resurfacing, roof replacement, parking lot re-construction, etc. This has been a regular item in the CIP since 1999. Upcoming uses of these funds include trail resurfacing at Veterans Park & Taft Park in the amount of $50,000.  Lincoln Fields Loan* - A payment of $92,600 will be applied to the outstanding internal loan balance of $277,900 in 2013.  Taft Athletic Field Improvements - Field improvements at Taft Park including new lighting and field renovation.  Taft Lake Fishery Improvements* - Matching funds for State grant to construct an open shelter, additional fishing pier, non-motorized boat access, and parking lot improvements.  Pool Floatable - A low cost feature to utilize in deep water that will attract more teenagers to the pool.  Wood Lake Carpet - The high traffic carpet at the Wood Lake Nature Center is replaced every ten years.  Wood Lake Parking Lot – This parking lot is in desperate need of a reconstruction including curb.  Community Center Carpet - The high traffic carpet at the Community Center is replaced every ten years.  Band Shell* – Construct a community band shell in the amount of $250,000.  Splash Pool* – Construct a new mini-gold facility adjacent to the outdoor pool facility and replace it with a pet exercise area, or continue plans to construct a splash pool adjacent to the existing zero-depth pool.  Vets Park Play Equipment – Replace 24-year old large play equipment complex in Vets Park.  Disk Golf* – Construct a disk golf facility.  Purchase Additional Property*- Purchase additional property adjacent to Roosevelt Park and create additional soccer facilities. * Denotes improvements identified in the Richfield Parks Master Plan. Jim Topitzhofer will present ideas from staff regarding this year's revision to the CIP. With input, a revised plan will be prepared and presented to the Commission for consideration at the next meeting. RECOMMENDED 2014-2018 CAPITAL IMPROVEMENT PLAN April 16, 2013 Energy Master High Existing Outside Increase Savings Plan Use Asset Funding Revenue 2014 Taft Lake Fishery X X $60,000 2014 Parks Maintenance X $50,000 2014 Lincoln Fields Internal Loan X $76,000 2014 Wood Lake Board Walk Repair X X X $14,000 2014 Taft Field Lighting and Improvements X X X X X $75,000 2014 Wood Lake Parking Lot X X $175,000 Total 2014 $450,000 2015 Taft Field Lighting and Improvements X X X X X $125,000 2015 Parks Maintenance X $50,000 2015 Rink 1 Compressor/Garage Roofs X X $25,000 2015 Community Band Shell X X $250,000 Total 2015 $450,000 2016 Lincoln Fields Internal Loan X $161,900 2016 Parks Maintenance X $50,000 2016 Wood Lake Bathrooms X X $37,000 2016 Rink 1 Dasher Boards X X $160,000 2016 Community Center Boiler X X $31,100 2016 Seal Coat Community Center Parking Lot X $10,000 Total 2016 $450,000 2017 Parks Maintenance X $50,000 2017 Wood Lake Carpet X X $30,000 2017 Community Center Carpet X X $25,000 2017 Desicant HVAC Rink 1 & 2 X X $180,000 2017 Arena Parking Lot Lights & Parking Lot Seal Coat X $25,000 2017 Lincoln Fields Internal Loan X $40,000 2017 Pool Heaters X X X $100,000 Total 2017 $450,000 2018 Parks Maintenance X $50,000 2018 Community Center Upper Air Conditioner X X $40,000 2018 Pool Splash Pool X X $250,000 2018 Disc Golf Facility X $50,000 2018 Pool Floatable and Other Pool Improvements X X $60,000 Total 2018 $450,000 Safety CostProjectYear