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Home My WebLink About2011-10-18 - Parks and Trails MinutesMinutes Corcoran Parks and Trails Commission Tuesday, October 18, 2011 7:00 PM Present: Commissioners Kevin Dale, Chad Robran, Rob Vassallo, Val Nybo, Tom Anderson Absent: Rachael Tessmer, Trish Krueger Others attending: Council Liaison Cossette, City Administrator Donahue, Code Enforcement Technician/CSO Tanya Budzynski 1) Convene Regular Parks & Trails Commission Meeting — Commissioner Robran called the meeting to order at 7:08 pm in the Corcoran Community Center 2) Pledge of Allegiance 3) Approval of- a) Agenda Motion by Nybo, seconded by Anderson to approve the agenda as presented. Voting Aye: All (Motion carried 5:0) b) Minutes of 09/20/11 Meeting Motion by Nybo, seconded by Dale to approve the 09/20/11 meeting minutes as presented. Voting aye: All (Motion carried 5:0) 4) Open Forum -None 5) Presentations -Joint Coaches Meeting. Coaches and officials present: Rachel Brolin Corcoran Soccer rachael.brolin @corcoransoccer.org Steve Schiltz Youth Softball sschiltz&nmext.com Ken Guenthner HS Rugby kenguenthner(a aol.com Lee Eckman Girls Softball Cord. dezray@netzero.net Troy Nygaard Softball Tbuck2729@juno.com Chad Robran Jaycees chadrobran &excelmedsolutions.com Glen Klaphake Rockford Schools kaphake ,rockford.kl2.mn.us a) Robran introduced topic- discussion on scheduling of Corcoran Fields- conflicts, needs, and solutions. Problems are developing on the scheduling of the ball fields and a solution needs to be found to solve problems in time for the 2012 spring season. Problems due mainly to growth in the number of youth playing, team numbers expanding, past coordination of field scheduling by Corcoran Athletic Association will no longer be to a high level, and city staff by default is becoming the principal scheduling center with no clerical support or training. All officials agreed that a reservation system needs to be put into place that can grow, and allow accessible to a calendar by everyone. b) Comments by sport: i) Fields in general from Corcoran Athletic Association (1) Need a portable mound ($2,000) (2) Lights do not matter much (3) Would like an additional softball field due to pressure of scheduling (4) Need handicapped access and better drop off ii) Rugby (1) Need access to a football size field (2) Access in March and April, which is a period when many cities and venues are closed to any sport that might tear up the fields iii) Soccer Minutes Corcoran Parks and Trails Commission Tuesday, October 18, 2011 7:00 PM (1) Need fields Tuesday and Thursdays, mid July thru August (2) Growing numbers of youth (3 50 in 2011 and 400 expected in 2012) (3) Can't invest in school property unless a long term agreement can be worked out (4) Advantage of current Corcoran fields is that all age youth can play at same time iv) Field Scheduling Higher demand for fields v) Outside private organizations wanting to rent fields vi) Many other non - profit organizations asking to rent fields c) Discussion by commissioners on the use of the city park by priority. Consensus on the priority by the Commissioners was; i) Youth of Corcoran ii) Corcoran adults and residents iii) Other youth d) Consensus of Commissioners that a scheduling and calendaring system needs to be implemented by April of 2012, that Park Funds to some degree should be made available for this purchase of software, access to information about the fields should be easy and convenient 6) Old / Unfinished Business: a) Discussion on possible Park Capital Improvements. Commissioners agreed that if the Tennis Court grant is approved, the highest priority in 2012 for park improvements is the paving of the gravel trail from the parking lot past the playground and picnic pavilion to the tennis courts. The next priority is the replacement of the mulch with new materials around the playground. The septic systems improvements can wait and needs much more study. b) Park Signs. Dale passed out new bids for the three new park entrance sign. Bid was for $6,850. Commissioners liked the latest bid but decided to hold off recommending purchase until the status of the grants was know. Also, the commissioners would like to come to the council with all CIP requests at one time so they need to know what funds will be coming in from the grant requests. 7) New Business a) Commissioners discussed the need to develop a long range plan with policies. They asked Donahue to contact neighboring cities and obtain copies of their policies on use of the Park Fund and any other information on long range planning. 8) Subcommittee and Miscellaneous Reports a) City Council Liaison Cossette updated the Commissioners on i) City efforts to secure a site for the PW Facility. The latest effort being centered on the Roehlke property at Co Rds 10 & 19 ii) 2012 Budget, schedule, and CIP iii) Recycling RFP and efforts to provide recycling services starting 2012 iv) Building Official RFP. Council approved Metro West Inspection Services as the Building Official for 2012. v) Sewer and water project update b) Corcoran Athletic Association. Dale updated the Commission on: i) Netting for the separation between Snyder Field in the park and the T -Ball fields. The Association was able to get a good deal on available netting so it was purchased. Anticipating that the Equipment Grant will reimburse them for this cost if approved ii) Efforts to improve and repair the batting cage iii) Update on the transition of leadership -no progress in selecting a new chair iv) Tom Anderson was elected to the Board of Directors Minutes Corcoran Parks and Trails Commission Tuesday, October 18, 2011 7:00 PM v) The Corcoran Athletic Association is putting a new registration system in place (Eteam software) for teams and youth to register on the web c) Park Fund was reviewed d) Rush Creek. Donahue advised the Commission of the problems this development has caused the city as the Park Dedication was not collected at the time of the filing of the final plat. The lot buyers now must pay and this has caused some hard feeling because the owners did not disclose this to the buyers of the lots. 9) Other Business -None 10) Announcements -None 11) Motion by Nybo and seconded by Anderson to adjourn. All voted in aye: (motion carried 5:0) Meeting adjourned at 10:10 p.m. Next Meeting: November 15, 2011 at 7:00 p.m. Respectfully Submitted, Daniel Donahue City Administrator