Parks and Trails Commission

BAXTER PARKS AND TRAILS COMMISSION MINUTES Monday, August 26, 2024 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 4:01 pm by Chair Barrack. ROLL CALL MEMBERS PRESENT: Chair Melissa Barrick, Commissioners Mari Holderness, Todd Calhoun, Josh Pennington and Mitchell Scott MEMBERS ABSENT: Council Liaison Zack Tabatt STAFF PRESENT: CD Director Josh Doty, Planner Matthew Gindele, Public Works Director Trevor Walter, City Administrator Bradley Chapulis OTHERS: Paul Sandy MINUTES 1. Accept the Parks and Trails Commission Meeting Minutes from March 18, 2024 MOTION by Commissioner Holderness, seconded by Commissioner Calhoun to approve the Parks and Trails Minutes from the March 18, 2024. Motion carried unanimously. COMMENTS AND QUESTIONS Commissioner Pennington stated that he was talking to CD Directory Doty prior to the meeting regarding the new trail access on the east side of 371. With the new road project, they plan to mirror the community entrance project on the other side of the bridge. The Commission discussed the value of allowing multiple entrances for access on the Paul Bunyan Trail. CD Director Doty gave the Commission an update that the land and corridor are in place for the trail, currently it is not paved, however people are still using it. It will be paved in the future. Chair Barrick asked CD Director Doty if there was an update on the grants for the Mississippi Overlook Park (MOP). CD Directory Doty stated the Commission talked about this last year, a CIP planning effort in the May 2023 budget session. He explained that the budget is being worked on currently. One of the items was figuring out the entrance to the park and there was grant options that came up at that time. The Council did give the green light for the first phase of the entrance from Paris Rd., to extend the road and trail to the picnic area of the park. The grants have been applied for and there may need to be additional grants applied for to have the funding for this project. OLD BUSINESS None 8/26/2024 Parks and Trails Commission Minutes Page 2 NEW BUSINESS 2. Loren Thompson Hockey Rink Chair Barrick noted the order on the agenda had changed to assist with the presenter, Mr. Paul Sandy, WSB regarding this item. She then asked CD Director Doty to give background regarding the Loren Thompson Hockey Rink (LT Park). CD Director Doty indicated the hockey rink is in need of replacement. This was budgeting in the Parks Department last year. He then introduced Mr. Paul Sandy, Senior Project Manager with WSB who has been working with staff on this item. He indicated that what is in front of the Commission is a proposal for the LT hockey rink. Mr. Sandy stated that he is working with Trevor Walter, Public Works (PW) Director/City Engineer on this project, and a few other projects also. Mr. Sandy indicated that they have put a proposal together to assist the city in getting competitive bids for the hockey rink. He indicated that they have experience with designing a hockey rink, as they have designed one for the City of Brainerd. He is hearing from City staff that they would like to mirror that hockey rink with concrete and dasher boards at LT Park. WSB would coordinate all the paperwork, design and contractors for the installation of the boards, lights, concrete work and survey work. He explained the items listed in the proposal and excluded items are listed in the packet. Mr. Sandy indicated the professional fee to handle this project is $34,917.00. CD Director Doty added that staff would be supportive of this project to move forward with a recommended motion to Council for the hockey rink. Chair Barrick asked if the cost for professional services would be coming out of the Park Dedication Fund. CD Director Doty indicated that it most likely will come out of the Park Dedication Fund, being it is a brand-new rink, however it is a Council decision. He shared that Park Dedication Fund has close to 1 million dollars currently in the fund. He noted that a couple of years ago there wasn’t enough money to do much. A lot of different developments have helped this fund. Chair Barrick then asked if there is any idea of what the construction is going to cost for the new rink. Mr. Sandy stated they have done some loose estimates and stated $175,000.00-$200,000.00. He explained that over $175,000.00 requires bidding the project and he believed it would cost closer to $200,000.00. Mr. Sandy stated Brainerd did their rink 4-5 years ago and that rink came in at $175-180,000.00, with a mirror rink the Commission would be looking at closer to $200,000.00. Chair Barrick stated that she has heard a lot of complaints about the concrete and faster melting ice at the Brainerd rink, especially with it being located in a sunny area. She asked if there was a way to work with the climate changes on this rink. Mr. Sandy stated that LT Park has a lot more shade than the Brainerd rink, that is going to help. He added that there was a lot of discussion with the Brainerd staff regarding the boards being white and reflective and how to maintain the boards and concrete. CD Director Doty added that OK Park also needs a new hockey rink and there has been much discussion on the need for more parking with another rink. It was decided to focus on LT Park at this time because of the cost of OK Park. Commissioner Holderness stated that if this is going to move forward it should be soon, before costs go up. MOTION by Commissioner Pennington, seconded by Commissioner Holderness to recommend approval of WSB professional design services for a hockey rink at Loren Thompson Park as presented. Motion unanimously approved. Chair Barrick thanked Mr. Sandy for his presentation. 8/26/2024 Parks and Trails Commission Minutes Page 3 3. Approve Memorial Bench in Mississippi Overlook Park Chair Barrick asked for the staff report. Planner Gindele has received an application and donation for a memorial park bench from Deanndra Eschenbacher-Hondl to be dedicated in honor of Don and Gladi Eschenbacher. The applicant has identified a location in Mississippi Overlook Park on the trail paralleling the river to place the bench. The applicant would like the engraving inscription to read “In Loving Memory of Don & Gladi Eschenbacher.” Staff has reviewed the desired location for suitability for placement of a bench and has determined that the applicant’s preferred location is suitable for the bench and will not require any site improvements beyond installation, nor will it interfere with planned future improvements to the park. Planner Gindele reviewed the location of the bench location on a site map with the Commission. He stated that the Parks Supervisor (Alex Hondl) walked the location with the applicant who is also his mother. They determined the location would work. Staff recommends that the Parks and Trails Commission accept the applicant’s donation of $2,370.00 and approve the proposed bench location and engraving inscription as described in this memo. CD Director Doty added that when the study was done there was locations for potential vistas, this is the best vista location. It is a beautiful spot for a bench in that location. Commissioner Pennington asked about the mowing, are they going to be mowing to the power line. PW Director Walter indicated that the mowing would be up to the bench. It was shown on the map where the mowing takes place at that park. CD Director Doty stated that the summer is not the best time to be at MOP because of the ticks and horse flies. Mowing once prior to spring and fall is the best, being those seasons are the best time to be walking on the trails. Commissioner Pennington just wanted to make sure the bench could be accessed with such a donation. PW Director Walter jokingly added that Park Supervisor Hondl’s mom is going to make sure it is maintained. MOTION by Commissioner Calhoun, seconded by Commissioner Scott to recommend approval of the applicant’s donation of $2,370.00 and approve the proposed bench location and engraving inscription as described in this memo as presented by staff. Motion unanimously approved. 4. Baxter Dog Park Design and Construction CD Director Doty stated that in the packet there is a proposal for professional design and construction services from Widseth. He reminded the Commission that Widseth had assisted with determining a site location for the dog park. Looking forward staff is at the design and construction phase of the project. Staff has been given direction by City Council to start the dog park in 2024. The proposal and design for the park is in the packet. He reviewed the concerns regarding noise, a non- visible parking lot, wetland delineation has been completed and where the dog park can go staying away from the wetland. He reviewed the concept with the Commission. CD Director Doty noted the residential area near the park and the concerns from the neighbors, making staff sensitive to their concerns. He noted that staff did tour different designs in different cities to see what worked and did not work. They discovered that two separate fenced areas for large and small dogs was popular and having a pavilion type structure over the fence with watering stations available. He indicated on the map the area with the most foot/dog traffic that would cause a lack of ground coverage. The location he indicated, if budget allows would be a good place to put some type of turf around the shade structure. He noted the chain link fencing would be for both enclosed areas, a 10’ wide bituminous 8/26/2024 Parks and Trails Commission Minutes Page 4 trial wide enough for a city vehicle to enter, benches are along the trail if people don’t want to sit in the shade area or the area is busy. There was also mention of a dog memorial area and park equipment for dogs. CD Director Doty explained the reasoning for the parking lot being close to Clearwater Rd. and room for expansion. He reviewed the setbacks from the townhomes and the trees being proposed to help with screening. The design also includes a wood chip trail and noted that a wood chip trail is allowed in a wetland being it is a natural product. CD Director Doty asked PW Director Walter if this was a design review or if staff is looking for an approval for Council. PW Director indicated that a motion to Council is needed and then they would have a 70-80% design and bring it back to the Commission. He noted he wasn’t sure if the design could be afforded, the costs are not known yet. This is what staff, a Councilmember and Widseth sat down and came up with. CD Director Doty stated regarding the memorial, there is a Rainbow Bridge concept that is a wall on the pavilion where a dog bone could go to memorialize the dogs. There were some other cute items in those parks such as a Snoopy doghouse, not practical but cute. Commissioner Holderness asked what the distance is from the parking lot to the gated area. CD Director Doty indicated 50-70 yards away, less than a football field. Commissioner Pennington noted that refuse collection is a big deal in dog parks, CD Director Doty indicated that is the reason for the 10’ trail, for the parks department to be able to maintain removal. Commissioner Pennington asked if there was going to be a dumpster, CD Director Doty did not see a dumpster on the plan. PW Director Walter indicated there will be garbage cans that will be checked, but not a dumpster. He asked if there would be doggie bags provided, CD Director Doty indicated there will be stations for bags. Commission Pennington stated the Commission has had conversations regarding chip trail at MOP and the excessiveness of the mulch gets too deep to walk on. He suggested a different type of material. PW Director Walter stated they are looking at crushed concrete as a possibility as it doesn’t get mushy. He noted a place that has used the crushed concrete, and the only complaint was that weeds grow through it and then there is weed control maintenance. He stated the staff is going to look at a different location and see how they are handling the crushed concrete. He added that staff is not fond of the wood chip trails. CD Director Doty noted that another place to look is the Northland Arboretum, they have crushed granite trails as he was just out there and they are also having the weed issue, however it was a nice hard surface. Commissioner Holderness was talking to some landscapers that have put down rock and then there is a glue they put over it to keep the weeds from coming up, PW Director Walter is aware of that product. He indicated staff has been looking at all types of products. He indicated that it is very expense to do and the trucking costs. PW Director Walter added that he has found over the years, that if you build it to last and build it right, it will get used. CD Director Doty added there is a lot of cost building parks, he used Jewelwood Park as an example, this park has a lot more utilities and parking with the dog park. Being a multi-use park with the chip trail and picnic bench allow people that don’t have dogs but might want to watch dogs play. It was noted that people that don’t have dogs like to take their kids to the dog park to play with a dog and not own one. Commissioner Pennington asked if the dog memorial would be similar to the bench program. CD Director Doty indicated that hasn’t been worked out, however if there is city cost it may be a donation type to cover cost. It was noted that Councilmember Lyscio has encouraged staff to look at some other communities that have memorials for their dogs at the park. MOTION by Commissioner Pennington, seconded by Commissioner Calhoun to recommend approval of Widseth professional design and construction services for the Clearwater Road Dog Park as presented by staff. Motion unanimously approved. 8/26/2024 Parks and Trails Commission Minutes Page 5 5. Parks and Trails CIP CD Director Doty stated that every year the Commission looks over the Parks and Trail CIP map to see what items have been completed, cost, if an item should be moved up and put into a different year due to the budget. He reviewed the draft 2025 budget items with the Commission that was in the packet. He then reviewed the top 12 park and trail improvements and the status of many of those items. Chair Barrick asked about the LT pavilion, is it considered a replacement or new construction, being it’s a different material. CD Director Doty remember there being discussion when the OK pavilion was replaced, however, he believed it came out of park dedication. He stated it is a Council decision ultimately. Chair Barrick asked about the consulting fees, she felt the planning and construction are two different things. She asked if staff is annually budgeting for the consultant fees for planning/designing the parks. CD Director Doty indicated that consultant are needed such as with the dog park study. There was a lot to consider regarding location, feedback, noise ordinance, concerns from citizens, design for different utilities and getting the items bid properly. He indicated that on smaller projects staff does take on the planning, however bigger projects, such as the dog park need to have professionals to assist with those tasks. He added there is not enough staff or time to handle this type of project in house. Chair Barrick added that sometimes the planning takes place with those costs, and it may not make it to construction. She added it is a lot of money to pay the consultant each year/project. CD Director Doty noted there was a lot of planning done with OK Park, MOP park gaining 880 acres, 60 acres added to Whipple Beach and the dog park. He stated that the planning being done now will help the parks system for 50 to 100 years. The studies help understand the initial costs and the maintenance costs in the future. Chair Barrick stated that if the city is spending $200,000.00 on consultants, why not hire another fulltime person to do the planning. She added with the MOP east park what the grant funds are going to cover, maybe ear-mark money for the planning process. Staff will know more about which grants will be received and there is a chance more grants will be needed, that is why it is listed in 2026. Commissioner Pennington stated the 3.5 million has been awarded through REPI pending the Land Water & Conservation fund match that is coming in November. That would be closer to 7 million. The Commission discussed different grant funding sources. CD Director Doty noted that the November meeting there should be updates on costs for the dog park, LT hockey rink and grant information at that meeting. Commissioner Pennington asked for the November meeting if there could be an update on which road projects are getting trails that don’t come out of the park dedication fund. He asked when the trail was going to be extended on County Road 48, PW Director Walter stated the kickoff meeting was today and the project will be in 2027. The Commission and staff discussed which roads were going to have trails added in the future. PW Director Walter was willing to put a list together for a future meeting. UPDATES 6. Loren Thompson Park Playground (verbal Update) Planner Gindele stated the removal and grading will begin September 9-12, the week of the 16th the equipment will be installed, week of the 23rd wood chips will be put down with the clean-up and playground opening on the 27th, weather permitted. 8/26/2024 Parks and Trails Commission Minutes Page 6 7. Verbal update from the City Administrator CD Director Doty stated the City Administrator is here to briefly speak to the Commission. City Administrator Brad Chapulis introduced himself to the Commission. He explained that earlier this year Council tasked administration with reviewing the Long Range Planning Commission and it was determined to disband the Commission and those duties were turned over to the Planning and Zoning Department. In doing that, it forced staff to look at Title 2 of the code, Boards and Commissions. He noted there are six commissions that give recommendation to Council, this Commission included. In looking at the code it was noticed for a very long time the city has not looked at term limits for Commissioners. He explained the term limits (1 to 3 years rotating) to the Commission and the need to get back into using the term limits already identified in ordinance. He expressed gratitude to the Commissioners for serving on the Commission and taking on the responsibility, however, did not want it to feel like a life sentence to serve. He noted Commissioner Scott was recently appointed to the Commission; therefore, he would be put at 3 years, the rest he is looking for 1–2-year Commissioners. He noted that you can re-up for another 3 years, 3 times for a total of 9 years maximum. Chair Barrick indicated that each Commissioner needs to decide if they want to be a 1 year or 2-year term. She asked each commissioner for their preference. Commissioner Calhoun and Holderness offered to take 1-year terms. Commissioner Holderness expressed the need to get different ages on the Commission in the future is really important. CD Director Doty explained the process of being selected as a Commissioner and the challenge of being innovative to get people to want to be on a Commission. CD Director Doty asked if the term would be from January 1 of each year. Administrator Chapulis stated that is his thought and it would start as of 2025, and staff will reach out to each Commissioner. ADJOURN MOTION by Commissioner Holderness, seconded by Commissioner Calhoun to adjourn the meeting at 5:34 p.m. Motion unanimously approved. Approved by: Submitted By: ___________________________ ______________________________ Mellissa Barrick Shanna Newman Chair CD Administrative Assistant