Parks and Trails Commission

BAXTER PARKS AND TRAILS COMMISSION MINUTES Monday, October 24, 2022 at 4:00 PM “A Growing Community” Baxter City Hall, 13190 Memorywood Drive, Baxter, MN CALL TO ORDER The regular meeting of the Baxter Parks and Trails Commission was called to order at 4:05 pm by Acting Chair Pennington. ROLL CALL MEMBERS PRESENT: Commissioners Josh Pennington Mari Holderness, and Todd Calhoun MEMBERS ABSENT: Council Liaison Zack Tabbat and Chair Barrick STAFF PRESENT: CD Director Josh Doty, Planner Matthew Gindele, Parks & Trails Supervisor Alex Hondl and Public works Director Trevor Walter OTHERS: Jamie Bieser MINUTES 1. Parks and Trails Commission Minutes from February 28, 2022 MOTION by Commissioner Calhoun, seconded by Commissioner Holderness to approve the February 28, 2022 Parks Commission minutes. Motion unanimously approved. 2. Parks and Trails Commission Minutes from August 22, 2022 MOTION by Commissioner Calhoun, seconded by Commissioner Holderness to approve the August 22, 2022 Parks Commission minutes. Motion unanimously approved. COMMENTS AND QUESTIONS None OLD BUSINESS None NEW BUSINESS 3. Oscar Kristofferson Park Capital Maintenance Plan CD Director Doty stated that the city of Baxter is looking at a capital maintenance plan (CIP) for Oscar Kristofferson Park (known as OK Park). He explained that every year there is budgeting put in place to maintain each park. This plan will look at each park and guide the city in the direction each park needs, starting with OK Park. The goal is to have a maintenance plan for each park. It will assist staff 10/24/2022 Parks and Trails Commission Minutes Page 2 with knowing what is in each park, when larger maintenance items are needed in each park and budget accordingly. CD Director Doty turned the podium over to Parks & Trails Supervisor Alex Hondl. Mr. Hondl gave the commission the background of how this maintenance plan came about. He stated that staff knew 4-5 years ago that the playground equipment at OK park was going to need to be replaced, and it had a large price tag to replace. That encouraged staff to review all the items in the park and assess the remaining life span of structures, equipment etc. He noted that OK Park is one of the older parks and thus the reason to start with this park first. He stated that this plan is not completely done, as finance needs to review and determine what costs are from the levy and what items can involve the park dedication fund. Mr. Hondl stated that some of the activity area is actually on ISD #181 and this has been noted throughout the report/plan. In putting this plan together inventory of the whole park was reviewed, some items were known what date they were installed. The plan notes when benches and garbage are starting to peel that might be a sign of needing to put money aside for new items. He noted those are considered maintenance items. Mr. Hondl started reviewing the buildings starting on page 37 with the Park/Rec building and garage. He noted that of the smaller items that were only a couple hundred dollars have been repaired/replaced already. He moved to page 50 and stated that the bathrooms have flaking paint. This is something that is hired out due to the time frame. He moved to page 53 and explained the storm damage, rotting wood and missing panels that need repair/replacement. He noted that the batting cages on page 56 have already been replaced. Acting Chair Pennington asked how the maintenance was handled before this CIP and how do you prioritize OK park over the other parks. Mr. Hondl stated around budget time, in the spring he goes to each park and determines what is current budget is and what needs repair/replacement. Then a list is generated, and the priority of each item is considered. His example is he has a budget of $30,000.00 for building maintenance, that not much with the number of buildings there are in the parks. He noted that some items staff just can’t get to and sometimes it gets contracted out. He is constantly reorganizing the priorities. He noted that next year he would like to put the same kind of analysis/plan together for Loren Thompson Park (LT) as the playground equipment is 25 years old and the pavilion is 30 years old. The pavilion is rotting, the rinks need updating. He noted on page 58 the shape of the rinks at OK and the need to replace or remove them completely as a high priority. Staff went out to OK and looked at the boards and they are in bad shape. CD Director Doty stated that last year there was discussion of closing OK rink and opening one at LT, being there was room. Staff carefully considered the savings on staffing time with only having to flood one location instead of two locations and rink attendance. Council was concerned about the number of children that walk to the OK park to skate. Instead of shutting the rink down, there wasn’t a rink attendant, and the warming house was closed at OK park. Director Walter added that the rink boards would be taken down this fall if staff has time. He added that it will be a recreational rink and reiterated that the warming house will stay closed with a port-o-poty and bench allowing for daytime skating. He noted that the number of users at LT stayed the same and the only complaints that came in were after BAHA season was over. The six complaints received were from BAHA parents and only one was a Baxter resident. Director Walter noted that it is trimming the budget by about $15-$20,000.00 dollars out of the 2023 budget. Director Walter responded to Acting Chair Pennington’s question regarding the maintenance management, he stated staff has always been reactive with park maintenance. He added that it 10/24/2022 Parks and Trails Commission Minutes Page 3 would take about $100,000.00 to do all the park maintenance plans at once, that is why staff is taking it a park at a time, however he thought there might be two parks in the budget for next year to have a capital maintenance plan put together for. CD Director Doty added that the aging playground equipment, which is expensive, is really what kicked off the need for these plans to be put in place. Director Walter stated that when this report was completed, he was shocked at the number of assets just in OK park alone was 5.3 million, add the other parks, $30-40 million and the trail system is roughly another $40 million for a small city. By maintaining the parks, the insurance level remains low due to the lack of incidents in the parks. He noted that there has only been one lawsuit regarding a park in the 24 years that he has worked with the city. Mr. Jamie Bieser, Widseth arrived and took over from page 58 of the plan. Mr. Hondl indicated that Mr. Bieser was a critical part of the plan. He gave the background of the CMP, it’s important and the timeframes within the plan. Mr. Bieser reviewed the comprehensive cost assessment spreadsheets with the commission. He noted the attendance value at each park also played into the items needing to be looked at in a specific time frame. CD Director Doty asked for an explanation on the attendance for the Commission. Mr. Hondl stated that rink attendants kept track of by the attendance by the public, he noted it may be off a little as these were teenagers keeping counts on people coming into the rinks. Mr. Hondl was curious about the use and asked for the counts to take place. Acting Chair Pennington asked CD Director Doty if the commission is to motion for the CMP, not necessarily the individual items within the plan. CD Director Doty indicated that was correct it goes to Council for approval. Commissioner Holderness asked about the wages calculated in the plan, Mr. Hondl explained the work order system and the total cost of flooding and snow removal for the ice rinks. Commissioner Holderness asked if the equipment used to clear the snow is rented, Mr. Hondl indicated that the city owns and maintains the equipment. Director Walter explained that charging out the equipment gives staff an idea of the life of the equipment. Acting Chair Pennington stated that staff has a good handle on this plan, and he asked for a motion to approve. MOTION by Commissioner Calhoun, seconded by Commissioner Holderness to approve the Oscar Kristofferson Park Capital Improvement Plan as present by staff in draft form. Motion unanimously approved. After the motion Commissioner Holderness asked staff if the newer building materials would last longer. Mr. Hondl indicated that the original pavilions were good for roughly 30 years, the pavilions at Whipple, OK and Berrywood have a life expectation of 60 years. CD Director added that not only the pavilions have a longer expected life, when the memorial bench program started, staff looked at metal instead of wood for longevity. Acting Chair Pennington asked if there was one thing that really surprised staff, other than the cost. Mr. Hondl stated the park/rec. building and the condition of the roof and structure. 10/24/2022 Parks and Trails Commission Minutes Page 4 UPDATES 4. Verbal Update on LT Park Pickleball Courts CD Director Doty stated that the pickleball was a top priority for the Commission and that the pickleball folks have attended Commission meetings. He reviewed the site plan with the Commission. Mr. Hondl explained that the posts for permanent nets and 6’ fence separting the pickleball courts from the basketball court hasn’t been completed yet due to a backlog on materials. The resurfacing took place and has been stripped according to the approved plans. He noted that people are using them as there were drag marks on the courts. It has been well received by the community and is one item off the Parks Commission list. CD Director Doty reviewed pictures of the resurfaceed courts with the Commission. ADJOURN MOTION by Commissioner Holderness, seconded by Commissioner Calhoun to adjourn the meeting at 4:55 p.m. Motion unanimously approved. Approved by: Submitted By: ___________________________ ______________________________ Josh Pennington Shanna Newman Acting Chair CD Administrative Assistant