City Council Work Session

CITY COUNCIL WORK SESSION MINUTES Tuesday, February 04, 2025 at 6:00 PM Baxter City Hall, 13190 Memorywood Drive, Baxter, MN “A Growing Community” CALL TO ORDER Mayor Olson called the meeting to order at 6:00 p.m. ROLL CALL Mayor Darrel Olson and Council Members Connie Lyscio, Zach Tabatt, Patrick Sundberg were present. Council Member Mark Cross was absent. City Administrator Brad Chapulis, Assistant City Administrator Kelly Steele, Finance Director Jeremy Vacinek, Community Development Director Josh Doty, and Public Works Director Trevor Walter were present. BUSINESS ITEMS 1. Park Improvements Funding Discussion Community Development Director Doty explained in the last two years the city has identified park projects. City staff has completed design work on the larger projects that require design, including the dog park, Loren Thompson hockey rink, Whipple Beach ADA access and the Southdale playground. The cost estimates to complete the larger projects have come in with considerably higher costs than expected, which has created the need for a park improvement funding discussion with the council. The Whipple Beach Masterplan cost $75,000, the Southdale CAMP study is $12,500, Loren Thompson hockey rink improvements range from $208,400 to $664,900, Whiskey Creek bridge foundation is $50,000, the Southdale Park playground need is $101,400 after the annual levy funding, and the dog park costs range from $457,400 to $784,100. The highest total cost for all projects is $1,854,500. The park dedication fund available balance less the remaining Whipple Beach land payments is $488,873. This leaves a need of $1,365,627. Based on the high costs, the city does not have adequate park dedication funding to pay for the projects. If the council decided to proceed with the lowest cost options, the park dedication funding would still be short $582,427. The city’s park dedication fund is used to pay for new park improvements. State statutes allow the city to charge a park dedication fee, paid at the time the land is subdivided or plated. The city is unable to predict what will be received in park dedication fees. However, when reviewing past fees received, it has taken approximately five years to generate approximately $1,00,000 in park fees. The city budgets $45,000 annually for park improvements. Traditionally, larger park replacement projects have been funded with park dedication funds. Park replacement projects create a question of whether the replacement is a new park improvement or maintenance of what the city already had in its park system. 2/4/2025 City Council Work Session Minutes Page 2 Staff is seeking direction from the council if further discussion is warranted to determine if park replacement projects should be considered as new or maintenance projects. The city has primarily used park dedication fees, the property tax levy, and grants to fund the city’s park system. The city has, in the past, discussed seeking donations but has identified concerns with doing so. Staff is seeking council direction on the ranking of the proposed projects. This discussion would have typically been held first with the park commission, but due to the high costs, staff wanted to present the projects first to the council. The proposed ADA access to Whipple Beach is not a requirement but was a request received in the past by a resident. Approximately four to five years ago the council began budgeting $45,000 annually for future playground equipment replacement. The council discussed the need to follow state law regarding the use of park dedication fees and accepting donations with specific boundaries for an approved project. City Administrator Chapulis will discuss the process for the Brainerd Community Foundation to accept donations on behalf of the city. The council consensus was to postpone the Loren Thompson hockey rink project at this time as the boards do have some useful life left. The council would like to see cost reductions to the dog park. ADJOURN MOTION by Council Member Lyscio, seconded by Council Member Tabatt to adjourn at 7:21 p.m. Motion carried unanimously. Approved by: Respectfully submitted, _____________________________ Darrel Olson Kelly Steele Mayor Assistant City Administrator