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2010-01-19J COMMUNITY SERVICES COMMISSION AGENDA Tuesday, January 19, 2010 7:00 pm Richfield Community Center (7000 Nicoflet Ave) Commission Members I Staff Liaisons Reed Bornholdt Arlan Nelson Sarah Till Jim Topitzhofer (Staff Liaison) Fred Wroqe (Council` I Gern�Charnitz (VC) Gary Ness JChair) Michele Thompson John Evans (Secretary) Rick Jabs (Planninq Com) J I Mike hristian Ro ne�Sc midt I I Greg Mangold Joe Springer ) i 1. Call to Order 2. Approval of Minutes ❑ Regular Meeting: November 17, 2009 3. Public Comment ❑ Items not printed on the agenda 4. Staff Reports ❑ Recreation Services (Topitzhofer) o Tribute to Gary Ness & Mike Christian 5. Action Items ❑ None 6. Discussion Items ❑ Adventure Gardens Miniature Golf Analysis (Topitzhofer) ❑ Parks Capital Improvement Plan ❑ Parks Ordinance Revision 7. Committee Reports ❑ Transportation Commission (Ness/Charnitz) ❑ FOWL (Bornholdt) ❑ Honoring All Veterans Memorial, Inc (Schmidt/Topitzhofer) ❑ Planning Commission (Springer) ❑ Arts Commission (Thompson) 8. Next Meeting Tuesday, February 16, 2010 7:00 pm Community Center 9. Adjournment DRAFT MINUTES UNTIL APPROVED BY THE CSC. November 17, 2009 WA ®RICHFIELD COMMUNITY SERVICES COMMISSION REGULAR MEETING Thursday, November 17, 2009, Community Center (7000 Nicollet Ave) CSC Members Gary Ness, Reed Bornholdt, Rodney Schmidt, Sarah Till, Mike -ChrG Planning Commission Rick Jabs Staff Jim Topitzhofer, John Evans, Chris Link (Streets/Forestrv). Brandon Klement Michele Thompson, Council Liaison I Fred Wroge I Call to Order I Ness called the meeting to order at 7:07 pm. I Approval of Minutes Christian moved, seconded by Till, to approve the minutes of the regular October meeting. Approved, ayes all. I Other Items I Till talked about a program in Minneapolis that encourages alley gardening. Streets Maintenance Supervisor Link said that, although there may be some issues with snow storage, the program should work. Topitzhofer suggested that it could be a new component to the Richfield Beautiful program. I Action Items I Cancellation of December Meeting Schmidt moved, seconded by Christian, to cancel the regular December CSC meeting. Approved, ayes all. Emerald Ash Borer Policy Streets Maintenance Supervisor Link talked about the Emerald Ash Borer spread, saying that there is an infestation site in St. Paul, seven miles from Richfield. He said that Minnesota has more ash trees than most states, so we're a prime location for infestation. He said that one of the strategies has been to plant diverse species and phase ash trees out of the tree inventory (Richfield stopped planting ash trees in 2002). He said that staff is seeking CSC's recommendation regarding chemical treatment of certain trees and monitoring tree contractors allowed to work in Richfield. There are different methods (trenching, injection) and Link said that he recommends injection because it provides two to three years protection at a cost of $110,000/year for three- to four -thousand. He said that removing and replacing the trees would cost over five million dollars over five years. Ness asked if this would begin right away; Link said that removals, and possibly injections, could start next year. He said that using chemicals on public property is always a sensitive subject and asked the group about their opinion. Schmidt asked if the chemicals stay localized. Link said that it does stay localized. Charnitz asked about the cost of spraying; Link said that he hasn't priced it. Charnitz asked how toxic the injection chemicals are; Link said that a study done on the different methods showed the injection method to be most effective, two to three years of protection, then another injection until the bugs have been successfully warded off. Schmidt asked about the policy for private ash trees; will there be mandated treatment? Link said that it could reach a stage where private trees are removed or the homeowner will be strongly encouraged to treat. Christian asked when it's too late; Link said that if 50% or less of the foliage is affected, it's still possible to save the tree. Ness asked about the soil trenching methods. Link said that the trenching method isn't as environmentally -sound and doesn't provide any additional protection. Schmidt asked about the dousing method and asked if the sidewalk would restrict penetration; Link said that it would, making that method less thorough. Link said that spraying is done, probably not by staff, with backpack sprayers and the conditions have to be right and kids have to be kept inside. Topitzhofer said that this method must be at least as expensive as injections. Ness asked if he believes that we would have the staff to do the treatment. Link said that we should, but some outside labor could also be utilized. Schmidt asked about funding; Link said that he's applying for a grant to help start up the program, but funding after that would be up to the Council. Christian asked if there would be any preventative treatments. Link said that you treat when infestation is within a certain number of miles, which it is. He said that he'd treat the City in thirds, beginning on the east side because it's closest to the known infestation. Schmidt moved, seconded by Till, to recommend approval of commencing the injection method of Emerald Ash Borer treatment. Approved, ayes all. Discussion Items I Adventure Gardens Mini Golf Analysis Topitzhofer introduced Special Facilites Manager Brandon Klement from the Arena/Pool/Mini-Golf. He said that he and Klement have been assembling information about the course to help determine the future of the facility and any necessary investments in the infrastructure. Klement showed photos taken of the course. He said that the course was not constructed with the extremes of Minnesota's climate in mind. He said that these weather extremes have affected curbing, sidewalks, the waterfall structure, the hole carpeting, etc. Ness asked how it could have been built without our climate in mind. Topitzhofer said that this type of course was one of the first of its kind built in Minnesota. He showed the group the foam -cored waterfall structure; much of it has been patched over the years and many cracks exist. He said that the electric motor of the waterfall is not currently working. He said that some of the lights are in disrepair and would cost $4,000 to repair them. Christian asked if it has affected hours. Klement said that its season doesn't have nighttime hours; Topitzhofer added that the bugs would be too bad for nighttime golfing. Klement said that the electrical boxes will have to be replaced to be brought up to date. He showed that the sidewalks are heaving, sinking, etc. He said that there are moles throughout the course, causing soft spots where mole tunnels are dug. He showed several places where walking surfaces would be brought up to the same level for safety reasons. Klement also pointed out much vegetation that would need cutting back. Topitzhofer said that the course is very maintenance -intensive. Ness said that most of the repairs seem cosmetic. Klement said that much of it is, but there are also significant structural and safety improvements to be made. Christian asked why utilities went up. Topitzhofer and Klement said that, with the construction of the art center component, the building has been November 17, 2009 heated year-round to some degree. Charnitz asked how much other facilities charge and if our rates are comparable. Charnitz said that it should be asked whether or not revenue should cover expenditures, possibly through a rate increase. Jabs asked about depreciation and over how many years it's figured. Klement said that it was over 20 years. Jabs said that the cost of the facility should now be covered as is. Topitzhofer said that if repairs are done, new depreciation figures begin. Jabs pointed out the reduction in expenditures; Klement said that it was due to staff reductions and reorganizations. Jabs said that rounds didn't decrease a lot, so maybe the facility has been overstaffed. Charnitz asked for more information about the cost of moving mini -golf to the pool area and the savings in operating expenses by doing so. He also said that it may be worthwhile to approach a private operation to run it. Charnitz said that some kind of build/operation partnership may be viable. Christian asked how the enterprise fund (pool/arena/mg) is subsidized currently. Topitzhofer said that the fund balance from the golf course makes interest money, which helps balance the enterprise funds. Jabs and Chamitz said that it may require another season or two of holding it together with minimal investment. Christian said that his family hasn't visited the course and wonders if the immediate community considers it an important asset. Charnitz and Jabs say that it should be possible to break even. Charnitz asked if the course would be similar if it was rebuilt. Klement said that staff would rely on contractors to review trends, what designs attract customers, what features work well. Topitzhofer said that Eagan's new course is fairly low maintenance and wraps into the existing water -park complex. Schmidt said that it would be much more visible up by the pool. Christian asked what the timeline is for the 2010 season. Klement said that, by the end of January, we would be preparing to put staff together. Christian said that it may be worth considering the feasibility of a new site to help determine how much or how little to invest. Topitzhofer said that, even if the decision is made to invest in its upkeep, we may not have sufficient funds. Schmidt said that it would make a good fenced dog park. Charnitz said that the space is probably too small for a dog park. He said that demolition costs alone could be near $100,000. Klement said that he can bring estimated demolition costs to the next meeting. Schmidt asked how much the essential repairs will cost. Topitzhofer said that staff would work within the $5,000 operating repair budget. Bomholdt asked about repairs to meet safety committee requirements. Christian asked for the cost of keeping the facility open for another year. Committee Reports Transportation Commission: Chamitz provided the report. FOWL: Bornholdt provided the report. Halloween went well; the New Year's event is on deck. Honoring All Veterans Memorial: Topitzhofer provided the report. City Hall Task Force: Jabs provided the report. Bids will be opened soon. Planning Commission: No report was given. Arts Commission: No report was given. I Adjournment I Bornholdt moved, seconded by Christian, to adjourn. Meeting adjourned at 8:45 pm. Next Meeting Tuesday, January 19, 2010, 7:00 pm Community Center, 7000 Nicollet Ave November 17, 2009 heated year-round to some degree. Charnitz asked how much other facilities charge and if our rates are comparable. Charnitz said that it should be asked whether or not revenue should cover expenditures, possibly through a rate increase. Jabs asked about depreciation and over how many years it's figured. Klement said that it was over 20 years. Jabs said that the cost of the facility should now be covered as is. Topitzhofer said that if repairs are done, new depreciation figures begin. Jabs pointed out the reduction in expenditures; Klement said that it was due to staff reductions and reorganizations. Jabs said that rounds didn't decrease a lot, so maybe the facility has been overstaffed. Charnitz asked for more information about the cost of moving mini -golf to the pool area and the savings in operating expenses by doing so. He also said that it may be worthwhile to approach a private operation to run it. Charnitz said that some kind of build/operation partnership may be viable. Christian asked how the enterprise fund (pool/arena/mg) is subsidized currently. Topitzhofer said that the fund balance from the golf course makes interest money, which helps balance the enterprise funds. Jabs and Charnitz said that it may require another season or two of holding it together with minimal investment. Christian said that his family hasn't visited the course and wonders if the immediate community considers it an important asset. Charnitz and Jabs say that it should be possible to break even. Charnitz asked if the course would be similar if it was rebuilt. Klement said that staff would rely on contractors to review trends, what designs attract customers, what features work well. Topitzhofer said that Eagan's new course is fairly low maintenance and wraps into the existing water -park complex. Schmidt said that it would be much more visible up by the pool. Christian asked what the timeline is for the 2010 season. Klement said that, by the end of January, we would be preparing to put staff together. Christian said that it may be worth considering the feasibility of a new site to help determine how much or how little to invest. Topitzhofer said that, even if the decision is made to invest in its upkeep, we may not have sufficient funds. Schmidt said that it would make a good fenced dog park. Charnitz said that the space is probably too small for a dog park. He said that demolition costs alone could be near $100,000. Klement said that he can bring estimated demolition costs to the next meeting. Schmidt asked how much the essential repairs will cost. Topitzhofer said that staff would work within the $5,000 operating repair budget. Bomholdt asked about repairs to meet safety committee requirements. Christian asked for the cost of keeping the facility open for another year. I Committee Reports I Transportation Commission: Chamitz provided the report. FOWL: Bornholdt provided the report. Halloween went well; the New Year's event is on deck. Honoring All Veterans Memorial: Topitzhofer provided the report. City Hall Task Force: Jabs provided the report. Bids will be opened soon. Planning Commission: No report was given. Arts Commission: No report was given. I Adjournment I Bornholdt moved, seconded by Christian, to adjourn. Meeting adjourned at 8:45 pm. I Next Meeting I Tuesday, January 19, 2010, 7:00 pm Community Center, 7000 Nicollet Ave DRAFT MINUTES UNTIL APPROVED BY THE CSC. November 17, 2009 ®RICHFIELD COMMUNITY SERVICES COMMISSION REGULAR MEETING Thursday, November 17, 2009, Community Center (7000 Nicollet Ave) Reed Bomholdt, I Planning Commission I Rick Jabs I Staff I Jim Tooitzhofer, John Joe Springer Council Liaison I Fred Wroge I Call to Ordea Ness called the meeting to order at 7:07 pm. I Approval of Minutes I Christian moved, seconded by Till, to approve the minutes of the regular October meeting. Approved, ayes all. I Other Items I Till talked about a program in Minneapolis that encourages alley gardening. Streets Maintenance Supervisor Link said that, although there may be some issues with snow storage, the program should work. Topitzhofer suggested that it could be a new component to the Richfield Beautiful program. Action Items I Cancellation of December Meeting Schmidt moved, seconded by Christian, to cancel the regular December CSC meeting. Approved, ayes all. Emerald Ash Borer Policy Streets Maintenance Supervisor Link talked about the Emerald Ash Borer spread, saying that there is an infestation site in St. Paul, seven miles from Richfield. He said that Minnesota has more ash trees than most states, so we're a prime location for infestation. He said that one of the strategies has been to plant diverse species and phase ash trees out of the tree inventory (Richfield stopped planting ash trees in 2002). He said that staff is seeking CSC's recommendation regarding chemical treatment of certain trees and monitoring tree contractors allowed to work in Richfield. There are different methods (trenching, injection) and Link said that he recommends injection because it provides two to three years protection at a cost of $110,000/year for three- to four -thousand. He said that removing and replacing the trees would cost over five million dollars over five years. Ness asked if this would begin right away; Link said that removals, and possibly injections, could start next year. He said that using chemicals on public property is always a sensitive subject and asked the group about their opinion. Schmidt asked if the chemicals stay localized. Link said that it does stay localized. Charnitz asked about the cost of spraying; Link said that he hasn't priced it. Charnitz asked how toxic the injection chemicals are; Link said that a study done on the different methods showed the injection method to be most effective, two to three years of protection, then another injection until the bugs have been successfully warded off. Schmidt asked about the policy for private ash trees; will there be mandated treatment? Link said that it could reach a stage where private trees are removed or the homeowner will be strongly encouraged to treat. Christian asked when it's too late; Link said that if 50% or less of the foliage is affected, it's still possible to save the tree. Ness asked about the soil trenching methods. Link said that the trenching method isn't as environmentally -sound and doesn't provide any additional protection. Schmidt asked about the dousing method and asked if the sidewalk would restrict penetration; Link said that it would, making that method less thorough. Link said that spraying is done, probably not by staff, with backpack sprayers and the conditions have to be right and kids have to be kept inside. Topitzhofer said that this method must be at least as expensive as injections. Ness asked if he believes that we would have the staff to do the treatment. Link said that we should, but some outside labor could also be utilized. Schmidt asked about funding; Link said that he's applying for a grant to help start up the program, but funding after that would be up to the Council. Christian asked if there would be any preventative treatments. Link said that you treat when infestation is within a certain number of miles, which it is. He said that he'd treat the City in thirds, beginning on the east side because it's closest to the known infestation. Schmidt moved, seconded by Till, to recommend approval of commencing the injection method of Emerald Ash Borer treatment. Approved, ayes all. I Discussion Items I Adventure Gardens Mini Golf Analysis Topitzhofer introduced Special Facilites Manager Brandon Klement from the Arena/Pool/Mini-Golf. He said that he and Klement have been assembling information about the course to help determine the future of the facility and any necessary investments in the infrastructure. Klement showed photos taken of the course. He said that the course was not constructed with the extremes of Minnesota's climate in mind. He said that these weather extremes have affected curbing, sidewalks, the waterfall structure, the hole carpeting, etc. Ness asked how it could have been built without our climate in mind. Topitzhofer said that this type of course was one of the first of its kind built in Minnesota. He showed the group the foam -cored waterfall structure; much of it has been patched over the years and many cracks exist. He said that the electric motor of the waterfall is not currently working. He said that some of the lights are in disrepair and would cost $4,000 to repair them. Christian asked if it has affected hours. Klement said that its season doesn't have nighttime hours; Topitzhofer added that the bugs would be too bad for nighttime golfing. Klement said that the electrical boxes will have to be replaced to be brought up to date. He showed that the sidewalks are heaving, sinking, etc. He said that there are moles throughout the course, causing soft spots where mole tunnels are dug. He showed several places where walking surfaces would be brought up to the same level for safety reasons. Klement also pointed out much vegetation that would need cutting back. Topitzhofer said that the course is very maintenance -intensive. Ness said that most of the repairs seem cosmetic. Klement said that much of it is, but there are also significant structural and safety improvements to be made. Christian asked why utilities went up. Topitzhofer and Klement said that, with the construction of the art center component, the building has been MWAARICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: January 19, 2010 Agenda Item Agenda Section 2010 Adventure Gardens Miniature Golf Plan Discussion Items Attachments Contact None Jim Topitzhofer Recommended Action Recommend staff to continue the operation of Adventure Gardens Miniature Golf in 2010 with the below recommended minimal repairs to improve safety conditions. Staff presented a report of the condition of the Adventure Gardens Miniature Golf facility, repair recommendations, and financial data at the last Commission Meeting. Despite declining rounds and mounting repair costs, the Commission advised staff to continue operating the facility in 2010 but with minimal repairs to address safety concerns. The Commission also advised staff to continue studying the feasibility of reconstructing the course in a location adjacent to the Outdoor Pool. Recommended minimal repairs to improve safety conditions are listed below, without the operation of the waterfall feature: Recommended Minimal Repairs The City Safety Committee recommended to replace deteriorate $3,500 electrical service boxes. The City Safety Committee recommended to level walkways between $2,000 holes to meet state code for walkways. Contract an exterminator to for ongoing mole removal throughout the $1,000 2010 season help eliminate unsafe walking areas around the greens. Installation of a security camera system to improve employee safety $3,000 for staff working alone at the time of closing. Total Estimated Minimal Repairs $9,500 -' RICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: January 19, 2010 Agenda Item Recreation Services Capital Improvement Plan Agenda Section Discussion Items Attachments Contact Recreation Services CIP (below) Jim Topitzhofer Recommended Action Discuss needed changes to the existing Recreation Services Capital Improvement Plan It is once again time to begin updating the Recreation Services Capital Improvement Plan (CIP). This plan contains capital improvement items pertaining to parks and recreation facilities, and is a plan that is updated on an annual basis. The attached plan was adopted by City Council in December, 2009, which includes the capital improvement budget for the year 2010 and a plan for spending in the next four years. The first step of updating this plan is to review the attached plan that we developed last year at this time. Note that there are three payments of $103,800 remaining to pay off an internal loan for the $2.1 million pool project we completed seven years ago. The parks maintenance item is used annually for park upkeep of items such as trail resurfacing, parking lot and hard surface court resurfacing, field repair, roofs, building equipment replacement, and other larger maintenance costs associated with parks. This item was reduced to $50„000 in 2010 and 2011 and increased to the full amount of $100,000 in years thereafter. The remaining items for 2010 include funds an internal loan payment for Lincoln Athletic Complex in the amount of $226,200 and a type -one skate park in the amount of $70,000 for a grand total $450,000 for 2010. Please review the below summary of the CIP Plan and be prepared to discuss needed changes at the meeting. Staff will present a revised CIP to the Commission in February. Capital improvement Projects Outdoor Pool Renovation Minigolf at Pool Site & Dog Park Vets Monument Sign Parks Maintenance Lincoln Fields Arena Rink 1 Bleachers & Railings Arena Restroom Renovation Type One Skate Park Wood Lake Carpet Wood Lake Parking Lot Community Center Boiler Community Center Carpet Amphitheater Sound System and Backdrop Replace Outdoor Lighting at Taft 2010 2011 2012 2013 2014 2015 103,800 103,800 103,800 - 200,000 25,000 50,000 50,000 100,000 100,000 100,000 100,000 226,200 151,200 119,200 80,000 202,200 287,500 63,600 50,000 70,000 20,000 136,400 15,000 12,000 15,000 105,000 100,000 TOTAL 450,000 450,000 450,000 450,000 502,200 387,500 1 RICHFIELD COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY 0 Meeting Date: January 19, 2010 Agenda Item Agenda Section Park Ordinance Revision Discussion Items Attachments Council Minutes from November 10, 2009 Recommended Action None, discussion only Contact Jim Topitzhofer City Council discussed proposed amendments to the Parks Ordinance at their study session on November 10, 2009. The Council expressed support of our proposed additional park rules including a comprehensive restriction of the use of tobacco, no feeding wild animals and a restriction on the selling of products or services in Parks. With regards to the tobacco restriction, the Council directed us to consider using administrative fines as a penalty (see minutes of the Council study session, dated November 10, 2009). Administrative fines will enable the City to enforce a tobacco restriction in Parks through a means other than court citations. Staff is in the process of identifying and contacting other cities that are utilizing administrative fines to see how well they work. The City Attorney is working on the text of the proposed amendments and will have a draft ready for review at the next Commission meting. .,- CITY COUNCIL MINUTES ,.,,O_O.J„wa. Richfield, Minnesota Special Worksession November 10, 2009 CALL TO ORDER The meeting was called to order by Mayor Goettel at 6:00 p.m. ROLL CALL Members Present: Debbie Goettel, Mayor, Pat Elliott; Fred Wroge; and Tom Fitzhenry. Members Absent: Sue Sandahi. Staff Present: Steven Devich, City Manager; Mike Eastling, Public Works Director; Jim Topitzhofer, Recreation Services Director; Robert Hintgen, Utilities Superintendent; and Cheryl Krumholz, Recording Secretary. Item # I DISCUSSION REGARDING PARKS ORDINANCE REVISIONS (COUNCIL MEMO NO. 183) Recreation Services Director Topitzhofer discussed three proposed revisions to the City's parks ordinance: Use of Tobacco in Parks Recreation Services Director Topitzhofer stated there is currently a park rule, not ordinance, in place. Council Member Elliott asked about enforcing compliance. Recreation Services Director Topitzhofer explained the intent is self or passive enforcement through signage. , Council Member Wroge expressed concern regarding selective enforcement. Council Member Fitzhenry suggested administrative fines instead of petty crimes. He also questioned permitting smoking in cars and the overall impact on shelter rentals and park events, i.e. July 4. City Manager Devich cautioned the reality of relying on police enforcement. Council Member Wroge stated there should be a consequence if continual, intentional violations occur. Council Member Fitzhenry suggested a trespass option from the park as an immediate consequence. Special Worksession Minutes -2- 1November 10, 2009 The City Council consensus was support for an ordinance prohibiting tobacco use in City parks and review enforcement options, including administrative fines. Feedino of Wild Animals or Birds in Public Parks The City Council consensus was to proceed with a form of restriction, including educating the public. Sellino Food. Products. or Services in Public Places Recreation Services Director Topitzhofer explained the requirement of a peddler's license. The City Council consensus was to proceed with restrictions, including locations. Item #2 DISCUSSION REGARDING PROPOSED 2010 WASTEWATER RATE (COUNCIL MEMO NO. 184) Public Works Director Eastling discussed the Metropolitan Council Environmental Services 2010 wastewater increase for Richfield, resulting in staff recommending a greater increase to the City rate than originally proposed in the 2010 budget. The new rate would be part of the budget to be approved by the City Council in December. Utilities Superintendent Hintgen stated the rate increase depends upon how aggressive a City wishes to be in recouping costs. City Manager Devich added that if there is no increase, the City could spend -down the fund balance. The City Council consensus was to proceed with the proposed new rate increase. ADJOURNMENT The meeting was adjourned by unanimous consent at 6:50 p.m. Date Approved: �ptY cmwu C 1U .rre� Cher y umm o olzz Recording Secretary Manager