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1998-05 CSCRICHFIELD COMMUNITY SERVICES ADVISORY COMMISSION Tuesday, May 12, 1998 Present: A. Auchstetter, R. Dietl, T. Erlander, R. Jabs, C. Krohn, T. Loweth, B. McGlinn, M. Scaglia, C. Sharkey, D. Schaefer, School Liaison J. Sloss; Staff G. Blank, S. Devich Absent: Susan Rosenberg (ex) The meeting was called to order by Chair Loweth at 7 p.m. in the executive conference room at City Hall. Motion by Sharkey to approve the minutes of the joint meeting with the Planning Commission on April 14. Second by Auchstetter. Motion Carried. Motion by Auchstetter to approve the Community Services meeting on April 14 that followed the joint meeting. Second by Sharkey. Motion carried. Action Items Approval of the CIB/CIP: Devich asked if everyone had reviewed their packet and if there were any questions. The Commission expressed a concern about basketball courts and tennis courts falling apart before the designated time frame to repair them. There was also a request for clarification on the issue of park design such as the Monroe-Fairwood project. The Commission believes this needs to be addressed if the design requires more money than designated in this report. Blank explained, the funds for upgrading this park are $148,000 and that is what the neighbors were told they had to work with. If the plan requires more than allotted, they will have to wait until City Council makes an adjustment or wait to be part of the next Capital Budget and could be blended in a year from now to work things in as the need becomes apparent. Commission asked where the Monroe Park building is in the scheme of the budget. There are no numbers at this time for repair or replacement. It will be fed into the process at a later time. Devich explained this is a plan as best as is seen for now and the following five years. The 1999 Capital Improvement Budget is the City Manager’s recommendation for what happens in the very next year. The following five years are for the Community Services Commission and the Planning Commission’s best guess for a game plan on how to address the needs of the community. As things change or come up, the plan can be revisited and revised. Devich explained the Public Safety items, modular furniture and building security. The investigation/interview area is in public view and not conducive to police work. Staff has worked diligently to save money throughout the year and have identified things in the budget there is no money for. If something comes up, there are funds to cover these Community Services Commission Meeting May 12, 1998 Page 2 expenses. Council has been very good to allow staff to make adjustments. There could be a liability issue if certain items do not get the attention they need. Devich also said the swimming pool renovation is scheduled for the year 2000. If the pool has a major problem, this Commission and the City will need to make a decision on what needs to be done. This judgment goes hand in hand with the new multi use facility that this Commission is working on. The Commission expressed concerns on maintenance and if the liquor store funds are being used for the second sheet of ice. Devich explained the $500,000 one time lump sum is being kicked in to bring the bond down and then it spread out the payment. In 1999 the second sheet repayment is $500,000 plus capitalized interest back to the fund borrowed from. In 1999 it is $100,000 and the second year is $150,000 and $325,000 in 2001. This is a plan to get the money paid back. At the last Council meeting, staff received approval to apply for a Mighty Ducks grant that could provide $250,000 to lower the cost. Staff will for a construction manager to work with the architect try to get the project cut down and figure out what money is needed before going to Council. The hockey group is looking for corporate sponsors to do advertising on the dasher boards and the Zamboni for additional income to bring the cost down. Devich also commented the budget allows for maintenance and keeping up what the City already has. Under public facilities in the year 2000, Public Safety shows a 800 megahertz radio system. This was a decision made several years ago when the discussion was on whether or not to contract with Hennepin County for 911 dispatching. The City chose to stand on their own, therefore, this upgrade will be necessary. Motion for approval of the CIB/CIP by Auchstetter, second by Sharkey. Motion carried. Appointment of MRPA Liaison: Blank explained the duties of the representative to the Minnesota Recreation and Park Association. Since all of the Recreation Services staff is presently a member and could keep the Commission current on their programs and activities, it was believed another representative would not be necessary. Motion by Sharkey, second by Auchstetter to eliminate this position on the Commission. Motion carried. Snowplowing policy: Hughes explained some of the language is from the City ordinance on snowplowing. It is the recommendation of the Minnesota League of Cities that every City have these guidelines because of lawsuits or claims. It describes the guidelines used to show priorities when plowing. It is very general but helpful if taken to court. Approved by consensus. Community Services Commission Meeting May 12, 1998 Page 3 Discussion Items Forestry Report: Hughes explained that 12 years ago, the City applied for Tree City USA status. One of the requirements is to have a Forestry Commission. The Community Services Commission has served in this capacity. Every year a report is submitted on their activities. The City spends around $250,000 annually for forestry activities or about $5 per person in the City. This involves primarily the diseased trees, identification and removal of sanitation, replanting and trimming. He asked the Commission to review the chart and take note of the drop in elm tree disease. Hughes explained there are still close to 2,000 to 3,000 boulevard elm trees and many private elms. It is believed the success of this is due to immediate trimming, cleaning up and removal of diseased trees. Hughes further explained, the City typically trims 1,000 boulevard trees per year and it takes 12 years to go through the City. They are aiming at trimming 1,200 trees per year because the 12 year cycle is too long. Policy Issues: Blank explained this information was sent to Commissioners per their request for existing policies to see if they wish to address any of the issues. Fees and charges will be discussed late summer. Ball Park relocation: The recommendation of the Richfield Ball Field Replacement Task Force was distributed with six proposed athletic field projects. Conversation centered around football/soccer fields at Donaldson and Roosevelt will have 4 ball fields built. There was a suggestion for a concession stand in Roosevelt if the funds were available. Speculation was that the ninth grade baseball field at the Junior High School was is to be converted a softball field. There was also conversation that a football/soccer field was to be built between the softball fields at the Junior High. This has yet to be decided. Blank apologized for giving the Sun Newspaper inaccurate information and said a correction would printed. Commission asked if the $2,000,000 from the legislature would be enough to support these improvements. The answer given was that this is still being determined. A question was asked about he elimination of east fields and how would the entire community be incorporated. Blank explained scheduling would be done so both East and West Little League Baseball can have an opportunity to use the new facilities. Blank added, generally, when the legislature has partially funded a portion of a project, they are open to funding the remainder of it in the next funding cycle. Staff plans to go back in two years for more money. Community Services Commission Meeting May 12, 1998 Page 4 The Commission asked if the soccer field at Washington had been completed. Blank answered it is built but it is not in very good shape. Blank spoke about the Hispanic soccer league in Richfield that is primarily made up of Richfield residents. The Commission believes the City should publicize this to make the community aware of the league so people know. This would explain the cars and crowd in various neighborhoods since games become a family event. Richfield High School has a score board and would like to work with the City to have it installed. It is believed the cooperative efforts between the City and school will assure success. Motion by Sharkey, second by Auchstetter, to send the recommendation of the Ball Field Replacement Task Force to the City Council. Motion carried. Committee Reports Planning Commission: They approved the CIB/CIP and are working on the mitigation strategy. Also, they are working on an ordinance amendment to make it easy for residents to expand houses and garages that don’t need setback requirements. FOWL: The FOWL Board of Directors had their annual dinner/show at the Decathlon on Friday, April 24. Gross revenues of around $5,600 were earned from silent auction sales, ticket sales, the raffle, donations and dinner sales for around 160 guests. The dinner and facilities were excellent. The next fund-raiser is the FOWL Ball Golf Klassic that will be held on September 19 at Rich Acres Golf Course at 3 p.m. Dietl reported the Planning Commission is eager to again participate in a challenge with the Community Services Commission as they did in 1997. Master Park Plan Sub-Committee: They have basically gone through the 1985 Master Park Plan park by park. At the next meeting, they are planning to go through the first draft. By the June meeting, they hope to have the final draft to present to the Community Services Commission. This will not include changes in Fairwood and Monroe. Scaglia distributed a memo to the Commission regarding the planning process of Veterans Memorial Park. It includes hiring a park design consultant to assist with the process, asking the Community Services Commission hold city-wide public meetings to gather input into the re-design process and that nothing further than the existing newly planted trees and ground cover over the disturbed area. The Veterans Memorial Park group has been working on the area in this park where the trees were removed. The Community Services Commission Meeting May 12, 1998 Page 5 rest of the park will still need a plan and that will be part of what the Master Park Plan Sub-Committee is working on. The Commission chose to table this issue until the sub-committee has more time to study it more in detail. Relocation of the Maintenance Building: They have attended two meetings. The first meeting was for team building. The second meeting was to brainstorm on what is needed. At the last meeting six sites were presented as possibilities. Those are a MAC site on 66th and Cedar on the Airport site., the existing site on 76th and Pillsbury, the existing site at the water treatment plant site, a Fort Snelling remnant site, The legion site, the Veterans Memorial Park site and second tier site on 62nd and Cedar if the facility needs to be split. The action plan is to go to each site and develop ideas based on what has come up and bring back to the meeting on May 20. Staff Reports Enterprise Report: The Golf Course manager has moved on to a Minneapolis course. The assistant manager is assuming his responsibilities and the senior clerk typist is helping with various duties. The figures for the month of April, the golf course is $83,000 over 1997. Mini-golf has enjoyed great attendance this season with over 170 rounds last week end. Staff feels safer in the park since the trees have been removed and customers can see the facility from Portland. Staffing has been difficult. The rock structure in the course is deteriorating. The pool is also experiencing staffing problems. They are working on preparations to get the pool up and running for the 1998 season. The Commission suggested senior citizens be recruited to do work at any of these facilities. Recreation Services: Jennifer Watson, Adaptive Recreation Supervisor, has tendered her resignation. She will work in Public Safety in Crime Prevention. Cheryl Hjortaas has also resigned to work in Human Resources. Other The Commission reports there appears to be an increase in park vandalism. Hughes explained, this spring there was a lot of damage particularly with paint cans. Sheridan, Jefferson, Donaldson, Fairwood and Veterans seem to have been hit the hardest. Neighbors have been asked to keep an eye open for Adjournment Motion by Auchstetter, second by Sharkey to adjourn the meeting. Motion carried.