08-17-21 Parks Rec Agenda Packet
PARKS AND RECREATION AGENDA
Tuesday, August 17, 2021
7:00 PM
Prairie Center
NOTES/ACTION 8/17/2021
Call to Order
Roll Call:
1. Open Forum.
2. Consider Agenda For Approval.
3. Consider the Minutes:
3.1 June 15, 2021 Regular Meeting Minutes
4. Unfinished Business.
5. New Business
5.1 Update of Park Donation Policy
5.2 Capital Improvement Plan
5.3 Ballfield Improvement Progress
6. Parks and Recreation Update.
7. City Council Reports.
8. Adjourn.
The next regular Parks and Recreation Meeting will be
September 21, 2021 at Prairie Center at 7:00PM
“OTSEGO PARKS AND RECREATION, THROUGH ITS EMPLOYEES AND
VOLUNTEERS, IS COMMITTED TO PRESERVING HERITAGE WHILE
PROVIDING QUALITY AND INNOVATIVE SERVICES, PARKS, AND
PROGRAMS TO RESIDENTS AND VISITORS.”
ITEM 3.1
OTSEGO PARKS AND RECREATION
City Hall
June 15, 2021
7:00 PM
Call to Order.
Chair Angie Dehn called the meeting to order at 7:00 PM.
Roll Call: Chair Angie Dehn; Commissioners: Kitty Baltos, Jim Breitbach Corey Tanner
Angela Hilde, Laurie Jones and Liz Benoit
Absent: Commissioner Matt Killam
City Council: Mayor Jessica Stockamp and Brittany Moores(*)
Staff: Ross Demant, Parks and Recreation Director and Connie Schwecke, Recreation
Coordinator.
This meeting is proceeding under MN State Statute 13D.021 allowing members to
appear by telephone or video conference due to the ongoing health pandemic and state
of emergency. For the record, the chair, other commissioners and staff were present in-
person. Those indicated with a (*) attended via video conference.
1. Open Forum.
2. Consider Agenda Approval.
Commissioner Baltos motioned to approve the agenda. Seconded by
Commissioner Breitbach. All in favor. Motion carried.
3. Consider Meeting Minutes.
3.1 April 20, 2021 Regular Meeting Minutes.
Commissioner Baltos motioned to recommend to the City Council to
approve all meeting minutes as written. Seconded by Commissioner
Hilde. All in favor. Motion carried.
4. Unfinished Business.
5. New Business.
5.1 Prairie Park Ballfield and River Access Improvement Project Implementation.
Parks and Recreation Director Demant introduced HKGi representative Kevin Clark who
presented an overview and the summary of the master plan. Mr. Clark presented memo
and updated the commissioners on the Nashua Ave site analysis.
After discussion, the commissioners agreed to move forward and continue with planning
improvements to the Nashua Ave boat launch.
HKGi representative Mr. Clark continued and presented an overview of needs analysis
for Carrick’s Landing.
After discussion, the commissioners agreed the south end of the park was a better
location for a canoe/kayak carry in/out access point and the commissioners wanted to
remove the pond overlook (storm drainage) from the project implementation plan.
ITEM 3.1
Mr. Clark continued and presented the memo regarding Prairie Park Ballfield
improvements.
After discussion, the commissioners agreed that the following improvements were a
priority; ADA Compliance, improved restroom facilities, a centrally located shelter,
shaded dugouts and structures.
6. Parks and Recreation Update.
Parks and Recreation Director Demant presented parks update. Recreation Coordinator
Schwecke presented recreation update.
7. City Council Reports.
Mayor Jessica Stockamp presented City Council Report.
8. Adjourn.
Commissioner Baltos Breitbach motioned to adjourn. Seconded by
Commissioner Breitbach. All in favor. Motion carried. Adjourned at
9:08P.M.
Written by Connie Schwecke, Parks and Recreation Administrative Assistant
ITEM 5.1
1
TO: Parks and Recreation Commission
FROM: Ross Demant, Parks and Recreation Director
DATE: August 12, 2021
RE: Update of Park Donation Policy
GENERAL INFORMATION
Staff have been contacted by two separate individuals this summer about purchasing and
installing a memorial bench at separate locations in the park system. The City’s current Park
Donation policy does not address memorial bench donations. Staff have reviewed the Wright
County bench donation policy along with other cities policies and developed a recommended
procedure for a memorial bench policy.
Staff is recommending a composite bench which will decrease long term maintenance and
cost. The cost breakdown will be as follows:
• Engraved Bench $1,240 (Includes bench, engraving, shipping)
• Installation $300 (Includes staff time and materials)
All bench costs will be reviewed by staff each year with recommended updates being included
in the City’s Fee Schedule.
POSSIBLE MOTION
Motion to recommend that the City Council approve the updates to the Parks Donation Policy.
ATTACHMENTS
• Draft of Park Donation Policy
• Memorial Bench Samples
1
POLICY 05.04
PARK DONATIONS
Section
05.04.01 Purpose
05.04.02 Memorials
05.04.03 Acceptance
05.04.04 Prairie Park Veterans Memorial
05.04.05 Other Donations
05.04.06 Fees
05.04.07 Amendments
SECTION 05.04.01: PURPOSE: It is the purpose of this policy to establish
guidelines for the donation of memorials at parks in the City of Otsego. This policy is
intended to provide an administrative process for donating improvements for parks to the
City while removing emotional considerations and to ensure consistency and equal
opportunity.
SECTION 05.04.02: MEMORIALS:
A. An individual or organization may pay tribute to a deceased Otsego resident
(current or former) by donating a memorial.
B. Donations will be accepted for the following:
1. A living memorial such as a tree, shrub or other planting of a type, size and
location approved by City staff.
2. Park bench memorials size and design predetermined with the location
approved by City staff.
3. Monetary donation to the City’s Park development fund to be used
exclusively for the development of new park facilities or improvement of
existing parks at the discretion of the City.
C. Recognition:
1. A plaque shall be provided by the City recognizing the individual donation of
a living memorial with “Donated in memory of __________”
2. Monetary or other donations shall be recognized on a plaque displayed at
City Hall.
2
D. Installation of the living memorial shall be supervised completed by City staff.
E. The donor shall provide for the cost of the living memorial and plaque, plus
installation and any future maintenance that may be required for a period of 10
years. At the end 10 years, the donor may choose to extend the life-cycle term by
paying for the current value of a new donation and its associated maintenance cos t.
SECTION 05.04.03: ACCEPTANCE:
A. Proposals for donation of a memorial for a City park shall be submitted in writing to
the Parks and Recreation Department along with any fees required by this Section.
B. City staff shall review the proposed memorial for consistency with this policy. If the
proposal is consistent with this policy, City staff shall prepare a resolution pursuant
to Minnesota Statutes 465.03 requiring that all gifts and donations of real or
personal property be accepted only by approval of the City Council.
C. Acceptance of the proposed donation shall require adoption of the resolution by a
majority vote of the City Council.
SECTION 05.04.04: PRAIRIE PARK VETERANS MEMORIAL:
A. The City Council has established a memorial at Otsego Prairie Park to honor tho se
people that have served or are currently serving in the United States military.
B. All active, non-active, or veteran members of the Army, Navy, Air Force, Marine
Corps, Coast Guard, Reserves or National Guard are eligible for recognition for
their service; those recognized are not required to be a current or former resident of
Otsego.
C. Individuals are to be recognized on a paver brick inscribed with their name, rank,
service, and conflict (if applicable) only.
D. Paver bricks may be purchased through the Parks and Recreation Department
which shall acquire and install the inscribed paver bricks.
E. The paver bricks are the property of the City of Otsego to be maintained by the
City; the City provides no warranty as to the condition of the paver brick including,
but not limited to, legibility of the inscription.
SECTION 05.04.05: OTHER DONATIONS: Proposals for donation of
improvements for a City park other than provided for by this Policy or a monetary donation
3
shall be reviewed by the Parks and Recreation Commission and subject to a cceptance by
the City Council by resolution as provided for in Section 05.04.03 of this Policy.
SECTION 05.04.06: FEES: The City Council shall adopt annually a schedule
of fees related to donation of memorials in Section 2-4-2 of the City Code.
SECTION 05.04.07: AMENDMENTS:
A. The City Council may amend this policy at any time. Modifications of the policy
shall be effective on the date said modifications are approved by City council
resolution.
B. The policy will be reviewed periodically by City staff, the Parks and Recreation
Commission and/or City Council. The City Clerk will keep on file comments and
complaints received regarding this policy. Any review will consider comments and
complaints since the last review and any other factors affecting the policy or its
implementation.
ITEM 5.2
1
TO: Parks and Recreation Commission
FROM: Ross Demant, Parks and Recreation Director
DATE: August 12, 2021
RE: 10 Year Capital Improvement Plan
GENERAL INFORMATION
The City evaluates its 10 year Capital improvement Plan (CIP) annually to ensure that projects
are updated and prioritized. Since the adoption of the Parks and Recreation System Masterplan,
staff have been including priority projects from the Project and Action Section of the
Masterplan.
Many of the current projects listed in the Masterplan are either completed or in the process of
being completed. The two projects that are currently underway, are the ballfield improvements
and river access. The ballfield improvement information will be reviewed as a separate item
and the river access is currently in the process of gathering community input.
Staff have provided a summary of the proposed projects to be include in the 10-year Capital
Improvement Plan. These items will be reviewed during the meeting with final approval coming
during a future meeting with the City Council.
POSSIBLE MOTION
Motion to recommend that the City Council adopt the Parks and Recreation 10 Year Capital
Improvement Plan with any suggested changes or modifications made during the Commission
meeting.
ATTACHMENTS
ITEM 5.2
2
• Draft of the 10 Year Parks and Recreation Capital Improvement Plan
Item 5.3
1
TO: Parks and Recreation Commission
FROM: Ross Demant, Parks and Recreation Director
DATE: August 12, 2021
RE: Ballfield Improvement Progress
GENERAL INFORMATION
Staff met with representatives of Rogers Otsego youth Baseball, Rogers Otsego Youth Softball,
and Northwood Little League to gather information on what each group would like to see for
improvements at the Prairie Park Complex.
Summary of Feedback:
• Larger dugouts
o With Covers
o Open on both ends
o Permanent mounted bench, area behind bench to walk
• 30’ backstops with horizontal not in the view of people watching games
• Water spicket for watering fields
• Bullpens with section of fencing
• Southwest field converted to full-size baseball field
o Outfield fence moved out
• Outfield fence removed from the northeast field
• Sleeved temp fencing for three fields
• Shed, batting cages, and electric to be located between the south two fields
• 5 tier dugouts for each field
• Shelter located in the center of fields
• Fenced area for port-o-potties
ROYBA baseball is currently discussing within their organization how much financially they will
be able to contribute should the SW field get converted over to a full-size baseball field. That
Item 5.3
2
potential expansion is listed as an alternate which only would be triggered if the Commission
and Council agree to move forward with that portion of the project.
Staff and representatives from HKGi will review the complex concept and cost estimates at the
August Commission meeting.
ATTACHMENTS
• Prairie Park Ballfield Improvements Cost Estimates
• Prairie Park Ballfield Improvements Concept
0 50’ 100’ 200’
N
Concept Diagram | Prairie Park
Warning Track To
Be Removed
Accessible Routes to
Bleachers & Dugouts
Add Sleeved
Temporary Fencing
Outfield Fence and
Warning Track To Be
Removed
Warning Track To Be Removed
Parking lot upgrade is
a long term potential
improvement. Not
included in current
project.
Upgraded 30 ft Backstops
& Covered Dugouts (All 4 fields)
Shaded Seating Area/
Gathering Space (+/- 800 sf )
5 Tier Bleachers
Food Truck Parking
Fenced in Port-o-Potty Area
Parking Lot
(Future Phase)
SW Field Converted to
Full-Size Baseball Field
Archery
Range
Playground
RC
Track
280 ft
375 ft
320 ft
320 ft
260 ft
Proposed Batting
Cages
Storage Building Relocation
Water Spigot
Bullpen
Concept Diagram | Prairie Park
Storage Building
Relocation
Bullpen
Proposed Batting
Cages
Water Spigot
5 Tier Bleachers
Accessible Routes to
Bleachers & Dugouts
Upgraded 30 ft Backstops& Covered Dugouts
(All 4 fields)
Shaded Seating Area/
Gathering Space
320 ft