09-21-21 Parks Rec Agenda Packet
PARKS AND RECREATION AGENDA
Tuesday, September 21, 2021
7:00 PM
Prairie Center
NOTES/ACTION 9/21/2021
Call to Order
Roll Call:
1. Open Forum.
2. Consider Agenda For Approval.
3. Consider the Minutes:
3.1 August 17, 2021 Regular Meeting Minutes
4. Unfinished Business.
4.1 Ballfield Improvements
5. New Business
6. Parks and Recreation Update.
7. City Council Reports.
8. Adjourn.
The next regular Parks and Recreation Meeting will be
October19, 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
August 17, 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, Matt Killam and Liz Benoit
Absent: Commissioner Angi Hilde
City Council: Mayor Jessica Stockamp and Brittany Moores.
Staff: Ross Demant, Parks and Recreation Director, Nick Jacobs, Parks and Recreation
Operations Coordinator 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.
Parks and Recreation Director Demant requested to switch ITEM 5.3 to ITEM 5.2
Commissioner Baltos motioned to approve the amended agenda.
Seconded by Commissioner Jones. All in favor. Motion carried.
3. Consider Meeting Minutes.
3.1 June 15, 2021 Regular Meeting Minutes.
Chair Dehn motioned to recommend to the City Council to approve all
meeting minutes as written. Seconded by Commissioner Benoit. All in
favor. Motion carried.
4. Unfinished Business.
5. New Business.
5.1 Update of Park Donation Policy.
Parks and Recreation Director Demant presented the memo.
After discussion, commissioners preferred and recommended the three board back
bench and engraved plaque.
Chair Dahn motioned to recommend to the City Council to approve the
Parks Donation Policy with the change of a three board back bench
with an engraved plaque Seconded by Commissioner Breitbach. All in
favor. Motion carried.
ITEM 3.1
5.2 Ballfield Improvement Plan.
Parks and Recreation Director Demant introduced HKGi representative Kevin Clark who
presented an overview and the summary of the master plan. Mr. Clark presented Prairie
Park Ballfield Improvement Concept.
After discussion, commissioners agreed to have Parks and Recreation Director Demant
work with HKGi and come back with a “phase in” concept plan of essential amenities
and alternate amenities within a purposed $400,000 budget.
Commissioner Killam motioned to table the Ballfield Improvement Plan
discussion to the next commission meeting. Seconded by
Commissioner Jones. All in favor. Motion carried.
5.3 Capital Improvement Plan.
Parks and Recreation Director Demant presented memo.
After discussion, the commissioners agreed to proceed with the Capital Improvement
Plan.
Commissioner Baltos motioned to recommend to the City Council to
adopt the Parks and Recreation 10 Year Capital Improvement Plan.
Seconded by Commissioner Benoit. All in favor. Motion carried.
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 motioned to adjourn. Seconded by Commissioner
Breitbach. All in favor. Motion carried. Adjourned at 8:42P.M.
Written by Connie Schwecke, Parks and Recreation Administrative Assistant
Item 4.1
1
TO: Parks and Recreation Commission
FROM: Ross Demant, Parks and Recreation Director
DATE: September 14, 2021
RE: Ballfield Improvement Progress
GENERAL INFORMATION
During a review of the ballfield improvements at the August 2021 Parks and Recreation
Commission meeting, the Commission directed staff to review the initial cost estimate that
HKGI provided and recommend improvements that were closer to the amount that was outlined
in the 2022 CIP which was $400,000.
Staff reviewed the cost estimates and removed the following items:
• Batting cages $18,000
• Electric for batting cages $20,000
• Removal of the northeast field’s warning track $3,000
• Irrigation system improvements $25,000
• Portable toilet screening $1,600
• Bullpens $20,000
• Shade Structure $75,000
• Concrete for Shade Structure $11,000
• Water Spigot $1,500
• Concrete for food trucks $9,600
The improvements that remain include backstop fencing, dugouts, ADA accessibility to each
field, and temporary fencing for all four fields. Staff have also been in contact with Rogers/
Otsego Youth Baseball (ROYBA) to discuss the southwest ballfield conversation. ROYBA will be
discussing these fields improvements at an upcoming meeting to determine an amount and
payment plan that they would be able to commit to.
Item 5.3
2
Also during the August Commission meeting, Commissioners directed staff to bring back fees
that surrounding communities charge for field use. Those fees are included with this memo
and will be reviewed during the commission meeting.
ATTACHMENTS
• Prairie Park Ballfield Improvements Cost Estimates
• Surrounding Communities Field Use Fees
• HKGI’s Original Ballfield Improvement Cost Estimate
Organization Fees
Monticello $500.00 per field assignment
$750.00 w/lights per field assignment
Rogers Baseball/Softball/Football/Rugby/Soccer/Lacrosse/Other
• $15.00 (per player per season -res & non res)
• You will be billed for a minimum of 100 participants for season field allocation –
Actual participant count due before the first game.
Seasonal Field Fee Set Up -- Baseball/Softball (if new)
• $90 (per field per season)
Seasonal Field Fee Set Up -- Football/Soccer/Lacrosse/Other (if new)
• $110.00 (per field per season)
Additional Striping
• $50.00 (per field per request)
Use of Lights (includes practices)
• $25.00 (per field/per day) Included for regular-season games.
Elk River Below 60% Residency
$45 per field per day
$25 per field per day for lights
60-69% Participant Residency
$10 per player/per year
70% and above Participant Residency
$5 per player/per year
Otsego Recognized Youth Associations:
Ballfield: $150.00/seasonal field assignment (typically have 24 field assignments)
Soccer 4v4 Non-irrigated: $75.00/seasonal field assignment
Soccer 4v4 Irrigated: $105.00/seasonal field assignment Soccer
(Full size field): $200.00/seasonal field assignment
Baseball/Softball Tournaments: $150.00 Per Tournament
Soccer Tournaments: $150.00 Per Tournament
Day Camps: $20.00 Per Day
Non Recognized Associations:
Monday-Thursday; Baseball: $50.00/field/day
Monday-Thursday; Field game: $50.00/field/day
Saturday/Sunday; Baseball: $100.00/field/day
Elk River School District:
There are three different ways a youth group is charged for using district fields:
1. Local youth athletic organizations using outdoor school district facilities for seasonal practices
will be charged a $4 per player/participant surcharge for the season.
2. Athletic tournaments/events requiring outdoor facilities (i.e.: soccer, baseball, softball,
baseball, etc.) for which an admission fee or team registration fee is charged by the hosting
organization, or a concession is run, the following rental rates will be charged to the hosting
organization.
• Locally sponsored, District event in which 75% or more of the tournament participants
are District 728 residents
o $7/game/match
• Locally sponsored, non-District event in which less than 50% of the tournament
participants are District728 residents
o $10/game/match
• Organizations with a regional or statewide clientele
o $12/game/match
• Non-local organizations
o $15/game/match
3. An assessment for actual costs of field prep/maintenance, painting/marking and porta-potties
(for practices and league games and/or tournaments). Our goal for prepping, painting and/or
chalking fields for youth sports organizations is to recover our actual costs including labor, supplies
and miscellaneous expenses. Therefore, we track actual expenses.
#1 and #2 above are easy because they are stated in our facilities policy. However our goal with #3 is to
just to recover our costs from the organizations requesting the services. With that being said, there is
nothing simple about how to track and charge actual costs to the different groups.
Field Fees – how to calculate 9.8.2021
What Example Related info
Allocation of fields
Organizations are
required to report
the # of registered
players prior to the
start of the season;
this determines how
many fields are
assigned to them.
Fields are assigned
proportionately (based on
participant numbers
reported) to each youth
sport based on their # of
participants for that
season.
For example:
>Soccer and lacrosse vie for
the same fields. If there are
5 potential fields that could
be used and soccer has 400
players, lacrosse has 100
players, then:
>>Soccer would get 80%
of the fields assigned to
them, or 4 fields.
>>Lacrosse would have
20% of those fields assigned
to them, or 1 field.
These participation #s
are also used to charge
the per participant
surcharge mentioned
above (#1).
Surcharge for soccer
would be 400
participants x $4 = $1600
Surcharge for lacrosse
would be 100
participants x $4 = $400
Initial layout of
fields to be
painted (labor)
Groups charged
based on the
number of fields
assigned for the
season
Charged $110/field for
initial field layout and
painting.
>If soccer is assigned 4
fields they would be charged
4x$110 or $440 for the initial
layout.
>Lacrosse only has 1 field
so they would be $110 for
the initial layout.
Seasonal Field
Maintenance
(labor)
Groups are charged
a portion of total
labor based on the #
of fields assigned to
them.
Example: 150 hours were
tracked to drag, chalk and
repaint fields during the
summer season. If rate of
pay is $20 (including FICA
and benefit costs, if any),
the total labor cost is $3000
(note; we do not charge
youth groups for mowing
time)
Take the total labor for
summer (i.e. $3000)
Subtract labor for initial
layout of painted fields (i.e. 5
painted fields =
5x$110=$550)
Divide by # of fields (does
not matter if baseball,
softball, soccer, etc.) Let say
we have a total of 10 fields
we maintain:
>Soccer uses 4 fields
>Lacrosse uses 1 field
>Baseball uses 3 fields
>Softball uses 2 fields
$3000
-$550
$2450
$2450 divided by 10 total
fields = $245 per field
Field Maintenance
charged to each
organization:
4x$245=$980 (SOC)
1x$245 = $245 (LAX)
3x$245 = $735 (BB)
2x$245 = $490 (SB)
Material Costs Groups are charged
based on # of fields
assigned
PAINT
Invoice soccer & lacrosse
groups the exact cost spent
on paint for painting fields
Let’s say we purchased ten
5 gallon buckets of white
field paint @ $30/bucket
10 buckets x $30/bucket =
$300 for paint
$300 divided by 5 fields =
$60 per field
Soccer charged 4 fields x
$60 per field = $240 for paint
Lacrosse charged 1 field x
$60 per field = $60 for paint
CHALK
Invoice softball and
baseball for exact cost of
chalk used.
Lets say we spent $200 on
chalk. Divide that by the
number of ball fields
prepped and chalked to all
organizations, in this case
it would be 3 for baseball
and 2 for softball.
So $200 divided by 5 total
fields using chalk = $40/field
Baseball would be charged
for 3 fields @ $40/field or
$120 for chalk
Softball would be charged
for 2 fields @ $40/field or
$80 for chalk.
Miscellaneous
Supplies
Examples are:
tape measures,
twine/string, screw
drivers to stake
out fields, zip ties
to hang soccer
nets.
Groups are charged
based on # of fields
assigned
Track actual costs for
supplies purchased as a
direct result of youth field
prep and maintenance.
In this case, let’s say we
spent $100 on misc
supplies.
$100 divided by 10 fields =
$10 per field
>Soccer has 4 fields, they
would be charged $40
>Lacrosse has 1 field, they
would pay $10
>Baseball has 3 fields, they
would be charged $30
>Softball has 2 fields, they
would be charged $20
Porta Potties Groups are charged
based on # of
participants
reported
Organizations are required
to report the # of registered
players prior to the start of
the season:
Example:
300 soccer players
100 lacrosse players
400 baseball players
200 softball players
1000 total participants
For example lets say porta
potty charges for summer
are $1500
$1500 total for porta potties
divided by
1000 participants
= $1.50 per participant
Fees for porta potties
charge to each group based
on participation #s
300 x $1.50 = $450 (SOC)
100 x $1.50 = $150 (LAX)
400 x $1.50 = $600 (BB)
200 x $1.50 = $300 (SB)
Tournaments Any additional costs as a result of hosting a tournament (i.e. additional porta
potties, additional field dragging or chalking during event, garbage pickups over
the weekend due to concessions are charged to the group hosting the tournament
(along with their game fees noted above #2)
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