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04/17/1980 - Advisory Parks & Recreation Commission AGENDA ADVISORY PARK COMMITTEE SPECIAL MEETING EAGAN., MINNESOTA CITY HALL APRIL 17, 1980 7:00 P.M. 1. 7:00 CALL MEETING TO ORDER PLEDGE OF ALLEGIANCE II. 7:05 - ESTABLISH AGENDA III. 7:10 - BUSINESS A. Park'Capital Improvement Plan B. Other IV. ADJOURNMENT III W MEMO TO: ADVISORY PARK COMMITTEE MEMBERS FROM: CITY ADMINISTRATOR HEDGES DATE: APRIL 105 1980 SUBJECT: INFORMATIVE A special meeting has been established for Thursday, April 17, 1980, at the.City Hall for the purpose of reviewing the Park Capital Improvement Plan which consists of a five-year projection for deve- lopment and acquisition of parks throughout our community. The City Administrator will review the Capital Improvements Program in its entirity that evening. Enclosed is a copy of the Capital Improvements Program which was prepared through the Comprehensive Land Use Planning process for all thirty-six neighborhoods in the community. It would be beneficial to familiarize yourself with the C.I.P. prior to the meeting next Thursday. There were several questions that I was asked to do some further research on at the last Advisory Park Committee meeting concerning: 1. Snowmobile trail alternate for the Rahn-Thomas Trail phase two project; 2. Policy for lighting of the Rahn Tennis Courts; 3. Status of the overlay and color coating of the ex- isting tennis court at Rahn Park. i First, the Consulting Engineer Bob Rosene is preparing an alternate snowmobile route on the plans for Rahn-Thomas Trail phase two be- tween Sandstone and Rahn Road. These plans will be. available for review by the Advisory Park Committee at the April 17, 1980, special meeting. According to the Consulting Engineer, the lighting of the tennis courts for Rahn Park has been resolved by providing the following lighting system: A mushroom switch will be installed on a pole for each tennis court that will control the lighting. A time clock will be installed in the control panel which will allow the City to control the hours lighting is to be used for j the tennis courts. Therefore, a simple push of the mushroom switch will activate the lights only at the hours desired by the City, There will also be a security light installed with an electric eye that will provide some lighting for the area once the lights are turned off. There will be no user charge and the lighting will last for approximately 45 minutes to an hour and then will have to be reactivated by a simple push of the mushroom' switch if the users plan to continue playing tennis. As you recall, ori- ginally there was a coin box metered light standard proposed in the contract. The Consulting Engineer assures me there will be no charge for the change order to the mushroom switch system. They are also considering all methods to prevent vandelism of the system. Park Informative Memo April 10, 1980 Page Two The third item regarding the color coating and resurfacing of the existing tennis court: The Public Works Director is soliciting quotations for consideration by the City Council at the meeting on Tuesday., April 15, 1980. In other words, the work will be per- formed; it will be a separate contract and not a change order to the existing contract for the tennis courts. This should provide a cost savings to the City. I will report further on this matter at the meeting on Thursday. Eight candidates for the position of Parks and Recreation Director. will have been interviewed by the City Administrator this week, seven more next week and the final interview process with a select few before the City Council the week of April 21 through 25. There are some exceptional applications and those candidates interviewed to date have received a high ranking in the process. For those Advisor Park Committee members who were not resent at the meeting of April 3, 1980, copies of the Park Dedication Policy Study, Criteria for Naming Eagan Parks, Official Names for City Parks and a Park and Recreation Department Maintained Facili- ties Spread Sheet are enclosed for your review. Also enclosed is a copy of the Advisory Park Committee Minutes for that meeting. Some of the new members of the Advisory 'Park Committee have asked about the role of the Advisory Park Committee member, and therefore I have written a letter and enclosed a copy of the ordinance that attempts to outline the responsibilities of each Advisory Park Committee member. s/Thomas L. Hedges City Administrator i BEA BLOMQUIST THOMAS HEDGES MAYOR CITY ADMINISTRATOR THOMAS EGAN CITY OF EAGAN CALYCE ITY KE MARK PARRANTO CITY CLERK JAMES A. SMITH THEODORE WACHTER 3795 PILOT KNOB ROAD COUNCIL MEMBERS EAGAN, MINNESOTA 35122 - PHONE 454-5100 ~YOt\Cf April 8, 1980 Dear Advisory Park Committee Member: Since many of the Advisory Park Committee Members are newly appointed by the City Council, it seems appropriate to review the duties and respon- sibilities of the Advisory Park Committee. According to Minnesota Statute, the Advisory Park Committee is much like an independent board which the City Council may create and dissolve by resolution,' appoint perso-ns to serve on it and exercise other powers of general supervision over it. Most independent boards and commissions are established by Statute and frequently may' exercise discretionary powers. Therefore, the Advisory Park Committee, like independent boards, was orga- nized to conduct studies and investigations on behalf of the City Council and, as a result of this work, make reports and recommendations for Coun- cil consideration. No decision of any advisory board or commission takes effect until it has formally been accepted. by ordinance, resolution or motion of the City Council. In 1972, the then Board of Supervisors created Ordinance No. 39, "An Ordi- nance Establishing an Advisory Park Committee and Designating its Powers and Duties for the Maintenance and Operation of Public Parks in the Town of Eagan". The duties are set forth in Ordinance No. 39 and include the following: (a) To evaluate and select future park sites for recommendation for acquisition to the Board of Supervisors annually. (b) To implement and supervise park programs subject to the ap- proval of the Board of Supervisors. (c) To supervise and maintain the operation of all public parks in the Town of Eagan subject to the approval of the Board- of Super- sors. (d) To submit to the Board of Supervisors annually within thirty days of the appointment of the new members for each year the budget for: (1) Acquisition; (2) Maintenance and Operation; (3) Proposed Methods of Financing, Both of Same. THE LONE OAK TREE THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY. Advisory Park Committee April 8, 1980 Page Two (e) To work and aid developers with developments for recreational facilities and in determining - the park dedication by the developer. Since this 8rdinance was approved by the then Board of Supervisors,_ a full time Parks and Recreation Director position was created,- as well as a Park Foreman and other personnel who report directly to a City Admini- strator who reports to the City Council. Therefore, the operation and main- tenance for all public parks has become the responsibility of the full time staff' at the direction of the City Council. This ordinance, like many ordi- nances, will be revised in the future to reflect this change, once an ordi- nance recodifi cation is approved. Any action taken by the Advisory Park Committee or a subcommittee of the Advisory Park Committee that requires action by the City Council is nor- mally presented by the Parks and -Recreation Director or the City Administra- tor at a regular City Council meeting. Action taken by the City Council on those items as recommended by the Advisory Park Committee are then recorded in the official minutes and normally reported on by the City Admi- nistrator at a regular Advisory Park Committee Meeting. A copy of Ordinance No. 39 is enclosed for your reference. If there are any questions regarding the statute or park ordinance, I will be happy to discuss those with you at the next regular meeting. Sincerely, Thomas L. Hedges City Administrator TLH/hnd Encl.