01-12-11 PRI _r 1E M 5 -1
TPC3601 Thurston Avenue N, Suite 100
Anoka, MN 56303
Phone: 763.231.5840
Facsimile: 763.427.0520
TPO?�P Plan ni ngCo. com
MEMORANDUM
TO: Otsego Mayor and City Council
Otsego Parks and Recreation Commission
FROM: Daniel Licht, AICP
DATE: 5 January 2011
RE: Otsego — Wright County Trail and Bikeway Plan
TPC FILE: 101.01
Wright County has initiated a planning effort for the County trail system to plan long-
term policies, routes and connections, construction and maintenance. The process has
just started and City staff is working to provide Wright County information on the
sidewalks, trails and future trails in Otsego.
As part of their process, Wright County is soliciting public input via an on-line
questionnaire. Members of the City Council and Parks and Recreation Commission
are encouraged to complete the survey as well as forward information about the survey
to other Otsego residents to generate additional responses from the community. The
questionnaire is at http://WrightCoTrailsBikeways.questionpro.com.
Wright County staff also indicate that meetings will be held in early 2011 as an
opportunity for additional community input. The date, time and location of these
meetings are expected to be determined in January 2011. City staff will forward this
information as soon as it is available. It is recommended that the Parks and Recreation
Commission appoint at least one member to attend these meetings to represent
Otsego.
C. Mike Robertson, City Administrator
Tami Loff, City Clerk
Brad Belair, Public Works Supervisor
Ron Wagner, City Engineer
1 -r E=- M 6-1
3601 Thurston Avenue N, Suite 100
Anoka, MN 55303
Phone: 763.231.5840
Facsimile: 763.427.0520
TPCTPC�@PlanningCo.com
MEMORANDUM
TO: Otsego Parks and Recreation Commission
FROM: Daniel Licht, AICP
DATE: 5 January 2011
RE: Otsego — Play Field Use Policy
TPC FILE: 10.08
BACKGROUND
The Parks and Recreation Commission directed City staff to draft a policy regarding use
of play fields at City parks applicable to users reserving facilities for league type or
special events. The intent of the policy is to establish guidelines for the scheduling of
City play fields and address maintenance and operations to promote equitable and full
use of these facilities.
Attachments:
A. Draft packet cover letter
B. Draft Play Field Use property
C. Draft Ordinance establishing play field use fees
ANALYSIS
The policy establishes a priority system for scheduling activities at City playfields
each year based on the fields suitable for use. After a date set by the Parks and
Recreation Commission each year, field reservations would be taken on a first
come, first serve basis subject to payment of the applicable fee.
A separate section addressing tournament reservations is included to outline
provisions by which the City may require additional City staff, facilities or
equipment for events to accommodate the planned activity. The sale of
merchandise and food would be subject to City staff approval for compliance with
applicable State, County or City requirements. A policy issue to be addressed by
the Parks and Recreation Commission is if tournaments are to be allowed to
charge admission.
City staff researched play field use fees for surrounding communities for youth
association and other activities:
Elk River: $1 1.00/field/day
Rogers: $100.00 field set up fee
$8.00 per head (youth league)
$35.00 per field/day (other league users)
$200.00 per field/day (tournaments)
Dayton: $17.50 per head
The direction from the Parks and Recreation Commission and City Council
Administrative Subcommittee was to position fees charged for use of Otsego's
Play fields within the range of those charged by adjacent communities. Otsego's
fee structure was also directed to be a flat fee charged on a per field, event or
team basis for resident and non-resident users recognizing the schedule priority
policy already in place. Based these factors, City staff has outlined the following
preliminary fee structure for review by the Parks and Recreation Commission:
11. Play Field Usage:
a. City Sponsored Users: No Charge
b. Recognized Youth Associations:
1 . Initial field set up: $100.00/season
2. Baseball:
i. Practices:
$20.00/tearn
ii. Games:
$50.00/game
3. Field game:
$50.00/game
i. Practices:
$20.00/tearn
ii. Games:
$50.00/game
C. All Other Users:
1 . Initial field set up: $100.00/season
2. Monday -Thursday:
2
a. Baseball:
b. Field game -
3. Saturday/Sunday:
a. Baseball:
b. Field game:
d. Other charges:
Public Works staff/equipment
2. Potable toilets/trash containers
$50.00/game or practice
$50.00/game or practice
$200.00/field/day
$200.00/field/day
Per Sec. 2-4-2. E. 13
Cost incurred.
3. A deposit for clean-up of the site and or equipment
replacement may be required in an amount approved by the
Parks and Recreation Commission.
Fees for tournaments and single events would be required to be paid at the time
the reservation is made. League play would be invoiced by the Finance
Department for applicable fees at the end of season. Fees would not be
refundable unless a scheduled event was cancelled by providing at least 48
hours notice to the City.
The current play field maintenance practices of the Public Works Department are
outlined as part of the draft policy. The policy also allows the City to cancel
scheduled events in necessary based on field conditions to avoid damage to City
facilities.
A rules of conduct section is included in the policy to reference the park and trail
rules adopted as part of the City Code as well as address play field specific
issues such as the need for adult supervision, severe weather and parking.
Standard indemnification language is provided to minimize the City's liability in
the event of personal or property damage. A provision is also included requiring
additional insurance for play field users that must identify the City as an
additional insured. The Parks and Recreation Commission should discuss how
this requirement would be applied to league play, tournaments and/or single
event users of the City's play fields.
CONCLUSION
The draft Play Field Use Policy is to be reviewed by the Parks and Recreation
Commission at their meeting on 12 January 2011.
C. Mike Robertson, City Administrator
Tami Loff, City Clerk
Gary Groen, Finance Director
Brad Belair, Public Works Supervisior
Andy MacArthur, City Attorney
11
DRAFT FOR CITY LETTERHEAD
To prospective Otsego play field users:
The City of Otsego is pleased to receive and consider your request to use play fields
within our City parks. The City has adopted a policy to assist with the scheduling,
maintenance and use of play fields. Please review this policy, the fee schedule and
play field schedule application form all of which have been included in this packet.
Your request will be processed in accordance with the Play Field Use Policy and is
subject to review and approval by the Parks and Recreation Commission. Please
provide complete information on the application form in as much detail as possible to
facilitate processing of your request. You will be contacted by City staff if additional
information is required or if any issues are identified with the date, time and/or location
of your request.
If you have any questions regarding play field usage in Otsego, please contact City staff
at 763.441.4414.
Sincerely,
CITY OF OTSEGO
Sandy Lindenfelser
Special Licensing
encl.
POLICY 05.03
PARK FIELD USE POLICY
Section
05.03.01
Purpose
05.03.02
Scheduling
05.03.03
Tournaments and Single Events
05.03.04
Fees
05.03.05
Field Maintenance
05.03.06
Rules of Conduct
05.03.07
Indemnification
05.03.08
Amendments
SECTION 05.03.01: PURPOSE: It is the purpose of this policy to establish
guidelines for the use of fields at parks in the City of Otsego:
A. The City seeks to provide equal access and opportunity to recreation activities for
the community, achieve maximum use of play fields by the public and, when
necessary protect play fields from overuse.
B. The City will prioritize use of park fields for organizations and groups that may
desire the use of these facilities for the benefit of the community and specifically
those individuals, businesses, organizations, clubs and groups within the City of
Otsego.
C. The City reserves the right to designate the availability of specific facilities for
scheduled activities based on, but not limited to, demand for use of the facility by
the public at large, field capacity, compatibility of activities with surrounding land
uses, maintenance needs or safety purposes.
SECTION 05.03.02: SCHEDULING:
A. Requests for use of play fields for scheduled activities shall be submitted to the City
Clerk on forms provided by the City a minimum of forty five (45) days prior to the
date of the activity or start of activities.
B. Use of park fields will be assigned based on the following priorities:
1. City facilitated events and activities.
2. City sponsored or co-sponsored events and activities
1
3. Non-profit (501 3C) youth organizations recognized by the Parks and
Recreation Commission and approved by the City Council as providing
necessary services to Otsego residents.
4. Official athletic programs of K-12 schools located within the City of Otsego.
5. Activities sponsored by other supported government agencies supported by
taxes paid by Otsego property owners.
6. Non-profit (501 3C) civic and religious organizations located within the City
of Otsego.
7. Otsego residents.
8. Businesses located within the City of Otsego.
9. All other organizations, groups, clubs, individuals or businesses not located
within the City of Otsego.
C. The Parks and Recreation Commission shall establish dates by which users must
commit to requests for play field reservations in order to be considered based on
their priority status; after that date, play fields may be reserved on a first come, first
serve basis.
D. In the event of a scheduling conflict within the priority list set forth above, the date
upon which payment for use of the play field is received shall determine the
scheduling priority.
E. Reservations may not be transferred to a third party without approval by the City.
F. The Administration Department must be notified of all schedule changes and/or
cancelations a minimum of forty eight (48) hours prior to scheduled use: Failure to
provide the required notice will forfeit the play field use fees and may jeopardize
future use.
G. Use of park facilities in addition to the play fields shall be subject to the policies,
procedures and fees for that specific facility (i.e., park shelter).
SECTION 05.03.03: TOURNAMENTS AND SINGLE EVENTS: The following
specific procedures are established for groups requesting use of play fields for tournament
games, whether for a single date or over a period of days.
A. Request for use of a play field for a tournament and/or single event shall be
processed in accordance with Section 05.03.02 of this Policy.
K
B. Provision of City staff for maintenance of play fields during an event may be
provided and/or required subject to approval by the Public Works Supervisor; the
cost for all Public Works Department staff time, equipment and materials shall be
paid by the play field user based on the fee schedule adopted in Section 2-4-2 of
the City Code.
C. The use of and location of any tents and/or signs is subject to approval by the
Public Works Supervisor.
D. Charging for admission and/or the sale of non-food merchandise shall be subject to
approval by the Parks and Recreation Commission.
E. Sale of food and beverages are allowed only in accordance with Minnesota
Department of Heath rules and shall be subject to review and approval by City staff.
F. The Public Works Supervisor will determine if additional trash containers or
portable toilets or pumping of portable toilets during the event is required; the costs
for additional trash containers or portable toilets or pumping of portable toilets are
to be paid by the play field user.
G. Organizations renting City play fields under this Section shall provide a certificate of
insurance naming the City of Otsego as an additional insured:
1 Insurance requirements are: $1 million personal injuries; $1 million property
damage; and $2 million general aggregate.
H. A pre -tournament meeting shall be scheduled with the Public Works Supervisor a
minimum of ten (10) days prior to the event to review procedures or identify any
specific needs or issues.
SECTION 05.03.04: FEES:
A. The Parks and Recreation Commission may recommend and the City Council
adopt annually a schedule of fees for use of play fields within Section 2-4-2 of the
City Code.
B. Payment Schedule:
1 . Season league play shall be invoiced at the end of the scheduled season.
2. Tournaments, single events or other requests for a reservation require
payment in full or a cash escrow for the estimate cost a minimum of ten (10)
days prior to the scheduled date.
3
C. Fees for scheduled use of play fields shall not be refundable if the activity is
cancelled or rescheduled within less than forty eight hours of the scheduled date
unless recommended by Parks and Recreation Commission and approved by the
City Council.
SECTION 05.03.05: FIELD MAINTENANCE:
A. The Public Works Supervisor will recommend to the Parks and Recreation
Commission play fields to be made available for scheduling during a season; to
minimize wear and maintenance of the play fields, specific facilities may be
withheld from scheduled activities for rehabilitation and growth of the turf.
B. The Public Works Supervisor may cancel individual activities based on current play
field conditions and the need to avoid severe impact to the turf.
C. Maintenance schedule:
1 Play fields are mowed and irrigated and trash containers emptied by the
Public Works Department as determined by the Public Works Supervisor.
2. Baseball/softball fields:
a. Infields are to be dragged by based on a schedule determined by the
Public Works Supervisor:
1 Motorized equipment shall only be operated by the Public
Works Department to drag infields.
2. The Public Works Supervisor may make available hand pulled
equipment for play field users to drag infields between.
b. Foul lines will be chalked by play field users utilizing equipment
provided.
C. Access to bases and base posts will be provided and are to be
installed by the play field users.
3. Football, soccer, lacrosse, rugby or other field sports:
a. Lines will be painted by a contractor as approved by the Public Works
Supervisor with all costs paid by the play field user.
b. Play field users shall be responsible to install and remove all nets.
SECTION 05.03.06: RULES OF CONDUCT:
A. Play field users shall comply with all park and trail regulations outlined in Chapter 6,
Section 6 of the City Code.
B. Activities must be under supervision of a responsible adult(s) at all times with the
organization using the facilities assuming full responsibility for any damage
pursuant to Section 05.03.06 of this Policy.
C. Severe Weather:
1 The City reserves the right to postpone or cancel scheduled events if it
determines that weather conditions are unsafe for participants, the activity
will have a severe impact to the play field or the Public Works Department is
unable to maintain safe access to the play field.
2. Outdoor activities should be stopped and participants seek shelter
immediately if severe storms (including lighting) are sighted in the area.
D. Parking:
1 Vehicles shall be parked only in designated parking areas and are not
allowed in designated no parking zones or on trails, turf, pathways, or
infields.
2. It is the responsibility of individuals responsible for the activity (coordinators,
coaches, etc.) to comply with these parking restrictions and inform all other
participants, players and/or parents.
E. Failure to comply with these rules of conduct may jeopardize future use of play
fields.
SECTION 05.03.07: INDEMNIFICATION:
A. All activities undertaken by participants are at the participant's own risk and that the
City of Otsego, its employees, agents, contractors and volunteers shall not be liable
for any claim, demand, injury, damage, action, or causes of action whatsoever to a
participant or their property due to the negligence or failure to act of the City of
Otsego, its employees, agents, contractors and volunteers arising out of or
connected with use of park fields.
B. Participants expressly forever release and discharge the City of Otsego its
employees, agents, contractors and volunteers from any such claim, demand,
injury, damage, action, or causes of action whatsoever.
rl
SECTION 05.03.08: 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.
n.
ORDINANCE NO.: 2011 -
CITY OF OTSEGO
COUNTY OF WRIGHT, MINNESOTA
AN ORDINANCE AMENDING THE CITY CODE OF THE
CITY OF OTSEGO TO
ADOPT A SCHEDULE OF FEES FOR USE OF PLAY FIELDS WITHIN CITY PARKS.
THE CITY COUNCIL OF THE CITY OF OTSEGO DOES HEREBY ORDAIN:
Section 1. Section 2-4-2.13 of the City Code is hereby amended to include the
following provisions:
11. Play Field Usage:
a. City Sponsored Users:
No Charge
b. Recognized Youth Associations:
1 . Initial field set up:
$100.00/season
2. Baseball:
i. Practices:
$20.00/team
ii. Games:
$50.00/game
3. Field game:
$50.00/game
i. Practices:
$20.00/team
ii. Games:
$50.00/game
C. All Other Users:
1 . Initial field set up: $100.00/season
2. Monday -Thursday:
a. Baseball: $50.00/game or practice
b. Field game: $50.00/game or practice
3. Saturday/Sunday:
a. Baseball: $200.00/field/day
b. Field game: $200.00/field/day
d. Other charges:
1 . Public Works staff/equipment: Per Sec. 2-4-2. E. 13
2. Potable toilets/trash containers: Cost incurred.
3. A deposit for clean-up of the site and or equipment
replacement may be required in an amount approved by the
Parks and Recreation Commission.
Section 4. This Ordinance shall become effective immediately upon its passage
and publication.
MOTION BY:
SECOND BY:
ALL IN FAVOR:
THOSE OPPOSED:
ADOPTED by the Otsego City Council this _ day of 1 2011.
CITY OF OTSEGO
BY:
Jessica Stockamp, Mayor
ATTEST:
Tami Loff, City Clerk
I-rEM G-2
3601 Thurston Avenue N, Suite 100
Anoka, MN 55303
Phone: 763.231.5840
Facsimile: 763.427.0520
TPCTPC�S_ PlanningCo.com
MEMORANDUM
TO: Otsego Parks and Recreation Commission
FROM: Daniel Licht, AICP
DATE: 5 December 2011
RE: Otsego — Prairie Park; Splash Pad
TPC FILE: 101.01 — 10.08
BACKGROUND
The Parks and Recreation Commission has discussed development of a splash pad
facility at Prairie Park. The Parks and Recreation Commission had been provided
examples of several facilities around the Twin Cities Metropolitan Area and were
encouraged to visit these sites for gauge interest in and ideas for this type of facility at
Prairie Park.
Attachments:
A. Blaine Lakeside Commons
B. St. Louis Park Oak Hill Splash Pad
C. Prairie Park site plan
ANALYSIS
Location. The Parks and Recreation Commission had identified the former skate park
area within Prairie Park as the likely location for a splash pad. City staff and SRF
reviewed this location and agree that it is suitable for this time of use in terms of location
relative to other park improvements, access to parking and access to water and
electricity. Development of a splash pad at this location would require removal of the
skate park surface as well as existing sections of trail between the site and
water/electricity connections to service the splash pad. Existing shrub plantings
surrounding the former skate park would also be removed.
Lakeside Commons. Of the examples provided, the Lakeside Commons Park in
Blaine is the most applicable in terms of size to the former skate park area in Prairie
Park. This splash pad was built in 2009 for a cost of $85,000. An additional
expenditure of $10,000 - $15,000 would be required for a splash pad at Prairie Park for
a below ground vault to accommodate the mechanicals and controls. The system
utilizes City water and drains to an adjacent stormwater pond. A second issue for a
potential splash pad at Prairie Park is the need to utilize a recalculating water system
which would add cost both in terms of construction and operations. Blaine City staff
state that the facility, which is open from 10:00 AM to 6:00 PM uses 20,000 gallons of
water per day. The system is fully automated so that annual operations costs are
limited to water, electricity and seasonal start-up/winterization by the Public Works
Department although the City did not have these costs broken out.
Oak Hill. The other primary example referenced by the Parks and Recreation
Commission was the Oak Hill Splash Pad in St. Louis Park. This 85 foot x 56 foot by
facility cost $254,694 to build in 2005 due to use of a recalculating system, significantly
more water features as well as space both in a vault and an above ground building for
mechanical equipment, fencing and other amenities compared to the Blaine splash pad.
CONCLUSION
A splash pad at Prairie Park is to be reviewed by the Parks and Recreation Commission
at their meeting on 12 January 2011. The next step in the process would be a decision
on whether to recommend the City Council authorize SRF to proceed with preparation
of a concept plan and preliminary cost estimate specific to the identified location at
Prairie Park.
C. Mike Robertson, City Administrator
Tami Loff, City Clerk
Gary Groen, Finance Director
Brad Belair, Public Works Supervisor
Ron Wagner, City Engineer
Andy MacArthur, City Attorney
Ken Greishaber, SRF
Timothy Wold, SRF
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CITY OF ST. LOUIS PARK
OAK HILL SPLASH PAD
2004-2005 CONSTRUCTION COST BREAKDOWN
Design Services
$
6,500.00
Theme Painting
$
11,000.00
Mechanical Equipment
$
49,136.00
Mechanical Equipment installation
$
25,051.00
Concrete Pad and Vault
$
37,685.00
Splash Pad Features
$
38,899.00
Equipment Building
$
43,391.00
State Permit
$
800.00
Fill Material
$
4,611.00
Perimeter Concrete Deck
$
19,866.00
Fencing
$
6,725.00
Landscaping
$
3,852.00
Demolition
$
1,278.00
Misc.
$
5,900.00
TOTAL CONSTRUCTION COST $ 254,694.00
Design Consultant:
Aquatic Recreation Company
5852 Baker Road
Minnetonka, Mn. 55345
Contact:
Greg Stoks
952-345-6447
City Contact:
Rick Beane 952-928-2854
Craig Panning 952-924-2547
0:\Parks\Parks\Oak Hill\Splash Pad Cost Breakdown
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Date: OWW03
Revision- 6W03
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Page 95