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01/14/2016 - Advisory Parks & Recreation CommissionADVISORY PARKS COMMISSION Thursday, January 14, 2016 7:00 p.m. Eagan Municipal Center, Council Chambers Work Shop 6:15 -6:55 p.m. – Second Floor Conference Room • Parks Master Plan Discussion – Jared Flewellen • City of Eagan Public Art Consultancy Work Plan – Julie Andersen • Trapp Farm Park Pavilion Relocation – Paul Graham Agenda I. Call to Order and Pledge of Allegiance 7:00 p.m. II. Adopt Agenda 7:02 p.m. III. Approval of Meeting Minutes on November 16, 2015 and December 8, 2015 7:03 p.m. IV. Visitors to be Heard 7:04 p.m. V. Assistant Director’s Update – Jared Flewellen 7:05 p.m. A. Department Happenings B. Parks Master Plan Update VI. Consent Agenda – None at this time 7:15 p.m. VII. Development Proposals – None at this time 7:16 p.m. VIII. Old Business – None at this time 7:17 p.m. IX. New Business 7:18 p.m. A. City of Eagan Public Art Consultancy Work Plan – Julie Andersen B. Trapp Farm Park Pavilion Relocation – Paul Graham X. Other Business and Reports 7:40 p.m. A. Dakota Greenway Presentation – Tim Plath XI. Communications 8:00 p.m. A. Updated APrC Meeting/Work Shop Calendar XII. Round Table 8:05 p.m. XIII. Adjournment 8:20 p.m. The City of Eagan is committed to the policy that all persons have equal access to its programs, services, activities, facilities, and employment without regard to race, color, creed, religion, national origin, sex, disability, age, marital status, sexual orientation, or status with regard to public assistance. Auxiliary aids for disabled persons wishing to participate are available upon request at least 96 hours in advance of the event. If a notice of less than 96 hours is received, the City will attempt to provide the aids. Next Advisory Parks Commission Work Shop February 22, 2016 6:00 p.m. Second Floor Conference Room Next Advisory Parks Commission Regular Meeting Monday March 14, 2016 7:00 p.m. Council Chambers TO: Advisory Parks and Recreation Commission (APrC) FROM: Jared Flewellen, Assistant Director of Parks and Recreation DATE: January 8, 2016 SUBJECT: Advisory Parks and Recreation Commission Meeting January 14, 2016 A meeting of the Advisory Parks and Recreation Commission (APrC) will take place on Thursday, January 16th at 7:00 p.m. in the City Council Chambers. To ensure that a quorum is present, please contact Jared Flewellen at (651) 675-5505 or jflewellen@cityofeagan.com or Amy Grannes (651) 675-5322 agrannes@cityofeagan.com if you are unable to attend this meeting. I. PLEDGE OF ALLEGIANCE AND ROLL CALL II. ADOPTION OF THE AGENDA The agenda, as presented or modified, is in order for adoption by the Commission. III. APPROVAL OF MINUTES The minutes of the November 16, 2015 and the December 8, 2015 meetings pending any modifications, are in order for adoption by the Commission. Need to be approved as two separate motions. IV. VISITORS TO BE HEARD The Eagan City Council and its Commissions set aside up to ten minutes at the beginning of public meetings to permit visitors to address items of interest that are not addressed on the regular agenda. Items that will take more than ten minutes or that require specific action can be scheduled for a future meeting agenda. V. DIRECTOR’S UPDATE Assistant Director Jared Flewellen will provide a brief overview of the Park and Recreation’s department happenings for the month and will provide an update on the Parks Master Plan. VI. CONSENT AGENDA There are no new consent agenda items to be discussed at this time. VII. DEVELOPMENT PROPOSALS There are no new development proposals to be discussed at this time. VIII. OLD BUSINESS There are no old business items to be discussed at this time. Advisory Parks Commission January 14, 2016 Page 1 IX. NEW BUSINESS A. City of Eagan Public Art Consultancy Work Plan – Recreation Supervisor Julie Andersen will provide an overview of the public art consultancy work plan. Commission to review and make recommendations to the City Council for approval. B. Trapp Farm Park Pavilion relocation – Superintendent of Parks, Paul Graham will give a brief presentation of the new possible location of the Trapp Farm pavilion. For informational purposes no formal action needed at this time. X. OTHER BUSINESS AND REPORTS A. Dakota County Greenway – Transportation Operations Supervisor, Tim Plath will give an overview of the Dakota County Greenway project. For informational purposes no formal action needed at this time. XI. COMMUNICATIONS A. Updated APrC meeting/work shop calendar – Assistant Director of Parks & Recreation will give a brief overview of the updated calendar. For informational purposes no formal action needed at this time. XII. ROUND TABLE The Roundtable is scheduled as an opportunity for Commissioners to ask questions, make requests for future agenda items, or provide informative updates to the Commission pertaining to Parks and Recreation initiatives. XIII. ADJOURNMENT Advisory Parks Commission January 14, 2016 Page 2 MINUTES OF THE REGULAR MEETING OF THE ADVISORY PARKS & RECREATION COMMISSION Monday, November 16, 2015 MINUTES OF MEETING OF NOVEMBER 16, 2015 A regular meeting of the Advisory Parks & Recreation Commission (APrC) was called to order at 7:30 p.m. on Monday, November 16, 2015. Commission Members present included Member Michael Palmer, Member Dorothy Peterson, Member Andrea Todd-Harlin, Member Nathan Neuman, Member David Wietecki, Member Jerry Farlee and Member Dave Morris. Staff members present Director of Parks & Recreation Juli Seydell Johnson, Assistant Director of Parks & Recreation Jared Flewellen and Administrative Supervisor Amy Grannes. APPROVAL OF AGENDA Member Palmer asked Director Johnson if there were any changes to the agenda. Director Seydell Johnson stated there were no changes. Member Neuman moved, Member Todd-Harlin seconded, with all members present voting to adopt the agenda as presented. Aye: 7 Nay: 0 APPROVAL OF MEETING MINUTES Member Todd-Harlin moved, Member Farlee seconded, with all present members voting in favor to approve the minutes of the September 21, 2015 regular meeting, presented. Aye: 7 Nay: 0 VISITORS TO BE HEARD There were no visitors to be heard on items that were not on the agenda. DIRECTORS UPDATE Director Seydell Johnson gave a brief overview of the monthly Parks & Recreation Department Happenings. Registration has begun for all adult sports leagues. Registration for the 17th annual Home & Leisure at the Eagan Civic Arena opened November 1st for returning vendors and January 1st for new vendors. The pottery and art sales will be held Saturday November 21st at the Eagan Art House and Advent Methodist Church. 2016 regular Cascade Bay season passes and Cardio Bay season passes go on sale December 1st, just in time for the holidays. There will be a workshop with the City Council on December 8th, the Commission will review the Capital Improvement Plan, Parks and Trails Dedications and the Fees and Charges for 2016. Advisory Parks Commission January 14, 2016 Page 3 CONSENT AGENDA There are no consent agenda items to be discussed at this time. DEVELOPMENT PROPOSAL There are no development proposals to be discussed at this time. OLD BUSINESS There were no old business items to be discussed at this time. NEW BUSINESS Parks & Recreation Capital Improvement Plans Director Seydell Johnson gave an overview of the 2016 Parks & Recreation Capital Improvement Plan (CIP). After discussion with the Commission, Member Peterson moved, Member Neuman seconded voting in favor to recommend to the City Council the approval of the 2016 Parks & Recreation CIP with the balance of the 2016-2020 being considered as preliminary. Aye: 7 Nay: 0 Parks & Trails Dedication Fees Director Seydell Johnson gave an overview of the 2016 Parks & Trails Dedication Fees. After further discussion Commission Members to recommend that the City Council to adopt the following rate schedule that includes a 2% increase to the Parks & Trails Dedication Fee over the 2015 rates. 2015 2016 proposed Parks Trails Parks Trails Single Family $3407 per unit $ 250 per unit $3475 $255 Duplex $ 3356 per unit $ 250 per unit $3423 $255 Townhouse/Quad $ 3562 per unit $ 250 per unit $3633 $255 Apartment/Multi $3308 per unit $ 250 per unit $3374 $255 Commercial $895 per 1000 sq.ft. of bldg $1251 per net acre $913 $1276 Industrial $243 per 1000 sq.ft. of bldg $1251 per net acre $248 $1276 C/I prior to 1983 $2697 per net acre $1251 per net acre $2751 $1276 Member Peterson moved, Member Morris seconded voting in favor to approve the new rates as presented. Aye: 6 Nay: 1 (Member Wietecki opposed) Advisory Parks Commission January 14, 2016 Page 4 Parks & Recreation Fees and Charges Director Seydell Johnson gave an overview of the 2016 Parks & Recreation Fees and Charges. The Parks and Recreation fee schedule has increase 2% for all general fund items. After discussion with the Commission Member Neuman moved, Member Peterson seconded voting in favor to recommend to the City Council approval of the 2016 fee schedule as presented. Aye: 7 Nay: 0 OTHER BUSINESS AND REPORTS Summit Orthopedics Informational Memo Director Seydell Johnson gave a brief overview of the Summit Orthopedics planned development. This item is an update for the Commission there is no formal action needed at this time. COMMUNICATIONS There were no communication items to be discussed at this time. ROUND TABLE There were no round table items to be discussed at this time. ADJOURNMENT With no further business to discuss, Member Peterson moved, Member Wietecki seconded with all members present voting to adjourn the meeting. The meeting was adjourned at 8:03 p.m. _______________________________________________ ____________________________ Secretary Date Advisory Parks Commission January 14, 2016 Page 5 MINUTES OF THE SPECIAL MEETING OF THE ADVISORY PARKS & RECREATION COMMISSION Tuesday, December 8, 2015 MINUTES OF MEETING OF DECEMBER 8, 2015 A special meeting of the Advisory Parks & Recreation Commission (APrC) was called to order at 6:31 p.m. on Tuesday, December 8, 2015. Commission Members present included Member Michael Palmer, Member Dorothy Peterson, Member Andrea Todd-Harlin, Member Nathan Neuman, Member David Wietecki and Member Dave Morris. Member Jerry Farlee was not present. Staff members present Assistant Director of Parks & Recreation Jared Flewellen and Superintendent of Parks Paul Graham. DEVELOPMENT PROPOSAL Affinity at Eagan Assistant Director of Parks and Recreation Jared Flewellen gave an overview of the Affinity at Eagan development. After brief discussion, Member Peterson moved, Member Todd-Harlin seconded with all members present voting in favor of the Alternates to be Considered items 1 and 2 for recommendation to the City Council: Aye: 6 Nay: 0 1. Recommend that the Developer satisfy the Park Dedication requirements with a full cash dedication. 2. Recommend that the Trails Dedication shall be satisfied through installation of a Trail system along Cedar Grove Parkway and River Valley Way adjacent to the development site. Credit shall be given for the cost of trail construction and any unsatisfied dedication fulfilled through cash payment at the time of final plat at the rates then in effect. Wilderness Park 4th Addition Assistant Director of Parks and Recreation Jared Flewellen gave an overview of the Wilderness Park 4th Addition development. Member Morris had a question regarding listing the approximate fees on the development memo. Assistant Director Flewellen stated since this is just one unit the approximate pricing was not necessary but can be added for future memo to insure consistency. After further discussion, Member Neuman moved, Member Wietecki seconded with all members present voting in favor of the Alternates to be Considered items 1 thru 3 for recommendation to the City Council: Aye: 6 Nay: 0 1. Recommend that the Park Dedication for the Development be met through a cash dedication. 2. Recommend that the Trail Dedication for the Development be met through a cash dedication. 3. Recommend that the applicant shall submit an individual residential lot tree preservation plan at the time of building permit application. Advisory Parks Commission January 14, 2016 Page 6 ADJOURNMENT With no further business to discuss, Member Peterson moved, Member Wietecki seconded with all members present voting to adjourn the meeting. The meeting was adjourned at 6:34 p.m. _______________________________________________ ____________________________ Secretary Date Advisory Parks Commission January 14, 2016 Page 7 Eagan Parks & Recreation Department Happenings January, 2016 Support Economic Development • Vendor registration is underway for the Summer Market Fest event, which this year is celebrating its 10th Anniversary. Returning vendors have until the end of March to renew their space and new product vendors are being accepted. • Registration for the 17th annual Home & Leisure Show at the Eagan Civic Arena is now open to new vendors. The show is March 11 & 12. Promote Health and Wellness • The Indoor Farmer’s Market will be open at the Eagan Community Center on January 30, February 13 and 27th from 10 am – 1 p.m. It features 18-20 vendors depending on the week, including fresh root vegetables. • Winter leagues are underway with 70 teams (80 in ’15) participating. Spring-Summer sports information will be going out at the end of January. Protect Environmental Resources • Assisting with preparation of boulevard ash tree removal plans • 2016 Arbor Day will be held at Moonshine Park, new park area, on May 14 • There is no tree sale this year (every other year) Facilitate Community Connections • City volunteer photographers visited Trapp Farm Tubing Hill on December 31 and captured youth and adults having fun sledding. Pictures will be used for publicity and social media. • Three new Senior Board Members will start their term in January. • Community Art Exhibits currently include: Hearth & Home themed artwork at Byerly’s & Wescott Library Jan 18 – Feb. 29 and Caponi Art Park Photo Exhibit at ECC through February. Two solo exhibits featuring Eagan artists are at Dunn Brothers (Juliet Parisi) and Fairview Hospital (Steve Sheehan) for the month of January. • Eagan Artist Connect will have their monthly meeting on January 19th in the Eagan Room. Provide Recreation Experiences • The Family Ice Fishing Event in celebration of Take A Kid Ice Fishing Day is scheduled for Saturday, January 16 at Blackhawk Park from 1 – 3 pm. Water Resources staff and volunteers from the MN In-Fisherman’s Club will teach kids and adults to ice fish and Rec staff will serve smores/hot chocolate in the pavilion. • Winter Preschool Classes will begin January 11. Many classes are full, however the Let’s Play! Music Together classes have openings and would welcome a few more families! • Xtreme Adventures, the after school program at Dakota Hills Middle school will feature Brave New Workshop and winter sports this trimester. • Youth program at Dakota Woodlands will enjoy ice skating at ClubSk8 and tubing at Trapp Farm Park. Advisory Parks Commission January 14, 2016 Page 8 • 55+Seniors are hosting a potluck event on January 27 with surprise entertainment. • We have 445 participants currently enrolled in the 2016 Winter 2 Ice Skating Lessons and I’m expecting more. The registration will officially close on Friday, Jan. 15th. We had 395 total enrolled in the 2015 Winter 2 Skating Lesson session. • Additional open skate and Club Sk8 sessions were added during the final weeks of December. Over 2,200 admissions were sold and nearly 1,200 pairs of skates rented. This is approximately 500 more skaters than attended during this time in 2015 and 350 more skates rented. • The Eagan Art House received a $5,000 Community Arts Grant for programming in 2016 to include Eagan Artist Connect activities and the Harvest of Art Celebration. • Eagan Art House winter classes begin the week of January 11th. General Announcements • The highly anticipated debut of the new Parks and Recreation software system, RecTrac, will go live Monday, February 1. RecTrac will be beneficial to the Parks and Recreation Department by connecting all facilities to one software system. The system will book facilities, sell concessions, register participants in recreation programs both online and in person as well as manage memberships. Advisory Parks Commission January 14, 2016 Page 9 AGENDA ITEM: IX. A. City of Eagan Public Art Consultancy Work Plan TO: Advisory Parks and Recreation Advisory Commission PREPARED BY: Julie Andersen, Recreation Supervisor BACKGROUND/HISTORY: • The City of Eagan contracted with Forecast Public Art to develop the first phase of a City of Eagan Arts Master Plan in 2014. The work focused primarily on the area of public art, specifically art on publicly owned property. The process included meetings with a steering committee of stakeholders, including representatives from the APrC, Eagan Art Festival Board, Caponi Art Park and Parks & Recreation staff. The steering committee developed guiding principles for public art in Eagan and informed the “Policy for Public Art and Installation in City Owned or Managed Spaces.” The policy was approved by Council on September 15, 2015. • Eagan City Council held a work session on September 8, 2015 to discuss next steps for integrating public art into the Eagan community. Discussion items included: o Overview of what public art is. o Final discussion about the public art policy mentioned above. o Process by which to consider artwork in City of Eagan capital projects, including remodeled facilities and/or new construction. o Process to encourage public artwork in private development. Council direction was that they did not recommend an ordinance or legislation, but would strongly encourage developers to include public artwork as they embrace the Eagan community. o Who will be responsible for selection of public artwork on City property? The recommendation was since the APrC has filled that role for public art in parks, it made sense to have them continue to be the selection group for all public artwork on City-wide property. Council recommended an expansion/revision to the current APrC advisory duties to include public art. o Funding public art. Although there was not a definitive direction for funding public art, staff will continue to explore funding options. • Eagan staff, including Dave Osberg, Jared Flewellen and Julie Andersen met in early December to review Council recommendations and to discuss next steps for moving forward. o Consider inclusion of public art in CIP plans and 2017 budget planning. o Include public art in areas of the City of Eagan Comprehensive Guide, due to be updated in 2016/2017. o Prioritization of installation sites, including capital projects. o Amend APrC duties to include public art. This should be in place for the next application round in early 2016. • $10,000 to contract with Forecast Public Art was approved in the 2016 CIP on December 15, 2016. MEMO Date: January 14, 2016 Agenda Item: IX A – Public Art Consultancy Work Plan Action: X Information: X Attachments: X ITEM OVERVIEW: Review of Work Plan for consultancy with Forecast Public Art in 2016. Advisory Parks Commission January 14, 2016 Page 10 DISCUSSION • Review proposed Work Plan from Forecast Public Art to assist staff and a citizens advisory group to address opportunities and processes for the next steps in developing a sustainable public art program. • As directed by Eagan City Council, it is recommended that APrC expand their duties to include public art. This will be reflected in the recruitment of new members for 2016. ITEMS FOR COMMISSION CONSIDERATION: 1. Recommend to the City Council approval of the City of Eagan Consultancy Work Plan. 2. Recommend to City Council ammended APrC duties. 3. Recommend approval of Contract with Forecast Public Art. . Advisory Parks Commission January 14, 2016 Page 11 City of Eagan Public Art Consultancy Work Plan The City of Eagan is beginning to build the foundation for a long-term, sustainable public art program. To continue this process, the City is engaging Forecast Public Art to assist City staff and a citizens advisory group to address short-term opportunities and to propose policies for the inclusion of public art in city-owned developments and to encourage the inclusion of public art in private developments: • Review documents related to public policy provided by City staff and the Eagan Forward report. • Develop criteria for integrating of public art into future public and private development. • Prioritize projects in the City’s current Capital Improvement Plan meriting public art. Propose a process for managing public art for these projects. (Consider additional consulting services on a project-by-project basis, like many cities do.) • Propose goals and objectives related to public art for inclusion in the City of Eagan Comprehensive Plan. (This includes researching other Minnesota city comprehensive plans that reference public art.) • Assist in developing tools for the Advisory Parks Commission to use in their expanded role regarding public art. (This includes researching other municipal parks programs that include public art, such as St. Louis Park and Maplewood.) • Facilitate conversations regarding incentives for the inclusion of public art in private developments. • Present to City Council, Advisory Parks Commission, private developers and community groups with regard to public art policies and the role of public art in community identity. The estimated level of effort to accomplish the above tasks is 60-75 hours at a budgeted fee not to exceed $10,000. Advisory Parks Commission January 14, 2016 Page 12 Suggestion for Name of Commission: Eagan Parks, Recreation, Art & Natural Resources Commission Eagan Advisory Parks Commission The Advisory Parks Commission is an appointed commission of the City Council of volunteer citizens whose purpose is to advise and make recommendations to the City Council concerning: • Parks and recreation issues • Overview of the Water Quality Management Plan • Selection of public art on city-owned and operated property Additionally, the Commission provides input to City staff, in effect, acts as an advisory board on community interests concerning recreation, parks and public art. Organization The Commission consists of 7 members who are appointed by the City Council for two (2) year terms. Chairman, Vice-Chairman and Secretary are elected annually by the Commission members at an “organizational meeting” in May. Study committees are also organized at this time. Meetings are heldmonthly, or at the call of the chairperson. Members Role The Advisory Commission’s work covers a broad range of issues which must be acted upon in a timely manner. To accomplish this work, regular attendance and participation by members is essential. Occasionally, the formation of “ask” or “study groups” becomes necessary to look into or work further on more complex issues. Assignments to these groups is voluntary. Because regular participation is important to the functioning of the Commission, the City Council in January of 1974 passed a motion that three consecutive absences by a member may lead to replacement on the Commission. If members find that commitments prohibit regular attendance or causes a period of extended absences, they should seriously consider resigning from the Commission. Perhaps the most significant responsibility the members’ have is to keep an open mind to park issues. Listening, learning and discussion of issues are important aspects of commission work. Decision making should be based on information gathered and what can be seen as working towards the betterment of the City and parks and recreation system. Maintaining objectivity in the face of special interest groups is often difficult, but essential to a balanced approach to parks. Both long term objectives and short term benefits should be considered on all issues. The Advisory Commission acts as a group; disagreement and divergent views are expected and desirable. However, these views are not to be represented to outside organizations/committees as being representative of the views of the Advisory Commission or City. Members need to be certain that they do not express personal views and interests as that of the City or Parks and Recreation Department. P.U.D. A planned unit development is an agreement between a city and developer/land owner to develop theland included in the agreement according to a specific criteria; including residential densities, Advisory Parks Commission January 14, 2016 Page 13 park land, commercial area, with a proposed time frame for development. P.U.D.’s run for a period of 5 to 15 years. Systems Plan A System Plan is a document of intensive study of the parks and recreation system to determine existing deficiencies in land and types of facilities the City needs to provide its citizens. The study seeks to focus in on specific park needs, prioritize those needs based on the rest of the park system needs, as well as provide direction for the department in the development of existing and future parks. Eagan’s Plan was prepared in 1982, and officially adopted in 1983. The plan has been an invaluable tool for guiding park growth in the 1980’s. While still a valuable tool, portions of the plan are becoming outdated as a result of the City’s growth. Water Quality Plan The City has developed a “Water Quality” plan intended to deal with non-point source pollution. This is pollution that typically occurs as a result of development and the construction of impervious surfaces. The water quality plan identifies and classifies the type of water bodies and their potential for use i.e., treatment basins, sedimentation ponds, direct contact, etc. The City has hired a water quality coordinator to work with the program and the development community in findings ways to reduce pollution with each development project. The department has placed greater emphasis on education as a method of reducing the impact of pollution of ponds and lakes while gaining the understanding of the public and asking that they make lifestyle changes to help protect Eagan’s resources. Public Art Planning & Selection The Commission will implement the Policy for Public Art and Installation in City Owned or Managed Spaces to make recommendations to City Council for artwork selections. The Commission will also be involved in planning and site prioritization for public art projects within the City. Responsibility/Authority The Commission does not have statutory powers, as do “Park Boards”. It is a creation of the City Council with the responsibility of parks and recreation. The Commission reviews residential development for recommendation of parks dedication; annually reviews the budget, provides input regarding programming, hears citizens’ requests and investigates issues for recommendation. In addition to the general responsibility of parks and recreation, the Commission will perform “special” responsibilities as well. As an example, the Advisory Commission provided input and reviewed the City wide Bicycle Trails Plan, the need for a System Plan, reviewed plans for park development, and guidance in the development of the System Plan itself. Staff The City employs a professional administrator for the Parks & Recreation Department whose responsibility includes the day to day direction and operation of the department and is directly responsible to the City Administrator and City Council. The director prepares the operational budget, and with the staff purchases major equipment items, oversees the forestry department, park maintenance and development activities as well as gives direction to the effective operation of recreational programming, etc. As the position relates to the Advisory Commission, the director prepares the Commission’s agenda and support information concerning agenda items. Items that require Commission action, informational items on parks and programs are presented by the director Advisory Parks Commission January 14, 2016 Page 14 and communicated to the appropriate parties. The City Administrator and City Planner occasionally attend meetings of the Advisory Commission and will comment on Council directives, as well as background information pertaining to City development. For Your Information Park Dedication The City has enacted an ordinance under Minnesota laws, which grants a community the authority to receive land for park purposes from residential developers. This dedication is set at 10% of the land to be available, or if the amount of land is not sufficient to support a park, a cash dedication is taken. The amount of the cash dedication is based on the type of residential unit. The commission annually reviews the fees for possible adjustment. The cash collected goes into the “park site acquisition and development” fund for purchase and/or development of parks throughout the community. This dedication requirement was extended to commercial and industrial property upon recommendation and approval of the City Council effective January 1, 1983. In 1990, the City adopted a policy for Trails Dedication which is typically a cash amount. Those funds are to be used solely for trails/sidewalk construction. Comprehensive Guide Plan Required by the Metropolitan Council, the City prepared a “Comprehensive Guide Plan” for the City. One segment of the plan includes parks. Neighborhood service areas were defined to help determine what park needs might be for each portion of the City. Advisory Parks Commission January 14, 2016 Page 15 Advisory Parks, Recreation & Natural Resource Commission Job Description/Qualifications Qualifications 1. Resident of the City of Eagan. 2. Willingness and dedication to commit both time and personal energy to the Commission. 3. An interest in parks, recreation, art and natural resource issues. 4. Desire to provide a broad range of parks and recreation service to citizens of the community. 5. Interest in and knowledge of the community of Eagan. 6. Interest in recreation and parks fulfilling a vital role in the quality of life for Eagan residents. 7. Willingly seeks input from neighborhoods, organizations and individuals. 8. Ability to maintain an objective approach to park, recreation and public art issues. 9. Sensitivity towards Eagan resources combined with an understanding of the community’s continuing growth. Responsibilities 1. Attend and participate in regular monthly meetings and special meetings. 2. Attend and participate in appointed study committees which may be required to conduct the affairs of the Advisory Commission. 3. To make recommendations concerning parks acquisition and development to council and staff. 4. To review and make recommendations concerning recreation programming. 5. Make recommendations on public art selection and placement on City owned or managed property. 6. Make recommendation supporting or enhancing the natural resources. 7. Annually elect officers of the Advisory Commission. 8. Provide input into park site planning, including public art elements. 9. Annually reviews the department budget, providing suggestions to staff. 10. Performs fact finding tasks for City Council. Reports To 1. City Council. 2. Director of Parks and Recreation. Performance and Evaluation 1. Self-evaluation by commission. 2. Regular attendance and participation. 3. Knowledge and satisfaction that the Commission is fulfilling a vital role in the community. Condition of Work 1. Two year terms; appointment by Council. 2. No compensation; but a great deal of personal satisfaction to be offered. Duties of Chairperson 1. To preside over regularly scheduled and special commission meetings. 2. To call special meetings of the Advisory Commission when required to conduct the responsibilities of the Commission. 3. To act as spokesperson for the Commission. 4. With the Director of Parks and Recreation, establish a tentative agenda for monthly meetings. 5. Assign members to special study committees. 6. Advise and consult with individual members concerning their participation on the committee. Advisory Parks Commission January 14, 2016 Page 16 Duties of the Vice Chairperson 1. In the absence of the chairperson, conduct meeting of the Advisory Commission. 2. To perform assigned task as might be requested from the chairperson. Duties of the Director of Parks & Recreation to the Advisory Commission 1. To assist in the development of the agenda and prepare packet material. 2. To act as a liaison to the City Council for the recommendations made by the Commission. 3. Provide direction and input to the Commission concerning parks dedication, recreational Programming and public art. 4. To perform fundamental research in the study of parks, recreation, public art and natural resources/water issues. 5. To attend meetings of the Advisory Commission and study committees. Advisory Parks Commission January 14, 2016 Page 17 City of Eagan Policy for Public Art and Installation in City Owned or Managed Spaces Statement of Purpose The purpose of this policy is to encourage the display of public art in the City of Eagan and to provide a mechanism for the inclusion of public art and memorial structures throughout the city’s public spaces. Public art plays a vital role in supporting a community cultural identity. Public art can also acknowledge and celebrate the City’s history through commemorative art, memorials, and interpretive projects. “Sense of Place” Guiding Principles Art in Eagan’s buildings and grounds, both interior and exterior, should principally contribute to a Sense of Place. In doing so, artwork should: • Draw attention and be memorable • Express a range of community points of view • Offer unique communal & individual experiences • Evoke emotional responses & convey meanings • Engender a unique identity • Enhance community connections • Weave into Eagan’s fabric Consideration shall be given to artwork that: • Acts as a landmark, meeting place, or part of the way finding system. • Enhances connections to nature and parks. • Promotes the integration of art with urban, landscaping, and architectural design. • Recognizes ethnic diversity. • Encourages innovation and artistic excellence in public art Process for Selection Artwork may be acquired through donation, open competition, invitational competition or direct selection. The process for evaluating proposals, other than direct selection, is as follows: 1. Proposals for placement of artwork must be made in writing to the Director of Parks & Recreation. 2. Public comment period will be announced at an Advisory Parks & Recreation Commission (APrC) meeting. 3. APrC evaluates proposal based upon criteria in this policy and makes recommendation to Eagan City Council. 4. Consideration by the City Council. Required Proposal Information The written proposal must include: 1. A photo or drawing of the artwork. 2. Estimated value of the artwork. Advisory Parks Commission January 14, 2016 Page 18 3. Description of materials used to create the artwork, including materials needed to display/secure in the selected location. 4. Dimensions of artwork, including base or mounting structure required for installation, if applicable. 5. Description, including materials, dimensions, wording and location, of interpretive signage for the structure, if applicable. 6. Statement of how the work addresses Eagan’s public artwork guiding principles and contributes to a Sense of Place. Consideration should also be made as to how the artwork relates to the site and/or any historical context. 7. Statement of probable lifespan of artwork and annual maintenance needed to maintain artwork integrity. 8. Statement as to whether the work is unique or duplicates other work by the same artist. 9. Statement regarding the significance of any person or event to be memorialized in relationship to the community and to the proposed site. (Memorial proposals only) Criteria for Review The APrC will review proposed artwork and make a recommendation based upon the following criteria: 1. Artwork should primarily reflect “Sense of Place Guiding Principles”. 2. The proposed artwork should be compared with the artists’ best work and the best works in the City collection. The acquisition should strengthen, rather than dilute the City’s collection. 3. If the artwork is to be installed outdoors, the physical condition of the artwork should be considered in terms of durability in an outdoor setting. Any requirements for immediate or future conservation should be noted. 4. The artwork should be compatible in scale, material, form and content with its surroundings and form an overall relationship with the site. 5. The City’s overall collection shall strive for diversity in style, scale, media, and artists. There shall be encouragement of exploratory types of work as well as established art forms. Proposals for temporary artwork will be considered. 6. Art commemorating a person or event will be judged on the significance of the person or event in relation to local social, cultural or historical context and must represent broad community values. 7. Artwork with messages that are exclusively religious in nature will not be accepted. 8. Artwork with messages that are exclusively political in nature will only be considered if the political message is of a historical context. 9. If proposal accepted by the City is to be a fabrication of a concept or design, then the final product must match the approved concept or design. 10. Any person to be memorialized shall have been deceased for a minimum of five years prior to Council approval. Conflicts of Interest Any member of the APrC with a connection or interest in one of the artists or pieces of art must disclose this conflict of interest. Public Review and Comment Period Advisory Parks Commission January 14, 2016 Page 19 Each proposal will be announced to the public at an APrC regular meeting and then made available for public review and comment at Eagan City Hall for a minimum of 30 days before proposal is evaluated by the APrC. Ownership, Maintenance and Site Selection The placement of all artwork must comply with applicable State law and City Ordinances. In addition, all artwork must meet the following guidelines before being considered for placement: 1. Absolute ownership and control of permanently installed artwork must be conveyed to the City, including all drawings, proposals, sketches, and other conceptualizations of the artwork. All intellectual property rights, including patents, copyrights and moral rights, must be assigned to the City. Donations will not be accepted where a condition of donations requires permanent exhibition. 2. In the judgment of the majority of the City Council, the artwork must be appropriate for display to the general public. 3. Cost of on-going maintenance and repair anticipated throughout the lifespan of the artwork must fall within normal City budget allocations. 4. For temporary artwork, indicate the duration of the installation, as appropriate for the selected site. Temporary artwork should be installed for no longer than 24 months. Maintenance of temporary artwork is the responsibility of the artist or must be included in the commission/acquisition estimate. (Note: temporary artwork may be a horticultural art installation or something else temporal that is purchased and not loaned.) 5. Donations that require the City to pay installation, framing, restoration, or repair are not encouraged. 6. Artist or provider may request a specific site. However, each placement will be evaluated based upon suitability of the artwork for the site. The APrC will make a recommendation to the Council concerning an appropriate site for each piece of artwork. Removal The City shall remove and dispose of artwork in its collection when it finds such action to be in the public interest based upon the following: 1. As a means of improving the quality of the City’s collection a. The artwork has no relevance to the collection or serves no exhibition function. b. The artwork has a duplicate in the collection. c. The artwork no longer meets the current standards for public art. 2. Due to concerns for public safety, when artwork becomes a hazard or a public liability. 3. The artwork is in a seriously deteriorated condition. 4. Removal should not be based on current fashion or taste. Attention should be paid to maintaining a collection which forms a continuum of the City’s visual art history. Prior to removal, written notice should be given to the artist. Recommendations for removal shall be made to the APrC , which in turn will then make a recommendation based upon the public benefit of removal or disposal to the City Council for final action. Each request for removal will be announced to the public at an APrC regular meeting and then made available for public review and comment at Eagan City Hall for a minimum of 30 days before action is taken by the APrC. Once approval for removal is granted, the structure shall be disposed of in accordance with Minnesota Law. Advisory Parks Commission January 14, 2016 Page 20 AGENDA ITEM: IX.B – Trapp Farm Park Pavilion Relocation TO: Advisory Parks Commission PREPARED BY: Jared Flewellen, Assistant Director of Parks & Recreation On November 16, 2015 the Advisory Parks & Recreation Advisory Commission approved the 2016 Capital Improvement Plan (CIP). Replacement of the Trapp Farm Park Pavilion was one of the approved projects. City staff has been working to establish more suitable location for the new pavilion. Attached is a site plan showing a possible location. Superintendent of Parks, Paul Graham will give a brief overview of the new pavilion and discuss the potential relocation. Commission to review and offer comments. MEMO Date: January 14, 2016 Agenda Item: IX.B – Trapp Farm Pavilion Action: Information: X Attachments: X ITEM OVERVIEW: Site Plan for the Relocation of the Trapp Farm Pavilion. For informational purposes only no formal action needed at this time. Advisory Parks Commission January 14, 2016 Page 21 Existing Volleyball Court Existing Shelter Sliding Hill Playground & Observation DeckParking Lot t r e e l i n e Existing Park Building PROPOSEDPark Shelter70' x 70' fire ring countertopswith outlets new grills 0 100 20050 Feet Trapp Farm Park - Shelter Proposal 1 in = 25 ftAdvisory Parks Commission January 14, 2016 Page 22 ITEM: APrC Meeting/Work Shop Calendar TO: Advisory Parks Commission PREPARED BY: Jared Flewellen, Director of Parks & Recreation Advisory Parks & Recreation Advisory Commission Schedule 2015-2016 Work Shop June 15, 2015 Development Review Overview – Mike Ridley Work Shop July 20, 2015 Park Tours – Paul Olson (No Regular Meeting) Park & Trail Dedication – Paul Olson Park Plan Check-In – Juli Seydell Johnson/Jared Flewellen Work Shop August 17, 2015 Tours of Cascade Bay and Civic Arena – Mark Vaughan Work Shop September 14, 2015 Development Review – Paul Olson Tree Mitigation – Gregg Hove Regular Meeting September 14, 2015 Begin CIP Project Review – Juli Seydell Johnson Park Plan Check-In – Juli/Jared Work Shop October 19, 2015 Tour of the Eagan Community Center – Marshall Grange Park Plan Check-in – Juli Seydell Johnson/Jared Flewellen Work Shop November 16, 2015 Park Master Plan Work Shop – SRF Consultants 2016-2020 CIP Review – Paul Olson 2016 Parks & Trails Dedication Fees – Juli Seydell Johnson/Jared Flewellen Regular Meeting November 16, 2015 2016-2020 CIP Review/Recommendations – Juli Seydell Johnson 2016 Parks & Trails Dedication Fees Review/Recommend - Juli Seydell Johnson 2016 Parks & Recreation Fees & Charges Review/Recommend - Jared Flewellen City Council Meeting December 8, 2015 Meeting with City Council – Highlights & CIP Special Meeting December 8, 2015 Special Development Meeting Affinity & Wildness Park – Jared Flewellen Work Shop January 14, 2016 Parks Master Plan Update – Jared Flewellen Trapp Farm Pavilion Relocation – Jared Flewellen City of Eagan Public Art Consultancy Work Plan – Julie Andersen Regular Meeting January 14, 2016 Parks Master Plan Update –Jared Flewellen City of Eagan Public Art Consultancy Work Plan – Julie Andersen Trapp Farm Park Pavilion Relocation – Paul Graham MEMO Advisory Parks Commission January 14, 2016 Page 23 Dakota County Greenway Presentation – Tim Plath Work Shop February 22, 2016 Recreation Programming Training – Paula Nowariak Staff Overview & Parking Lot Projects – Paul Graham Parks Master Plan Update – SRF/Jared Flewellen Regular Meeting March 21, 2106 Recreation Programming Report – Paula Nowariak Enterprise Facility Report CA & CB – Mark Vaughan Enterprise Facility Report ECC – Marshall Grange Work Shop April 18, 2016 Wetland Tour – Eric Macbeth Tree Mitigation Tour – Gregg Hove Advisory Parks Commission January 14, 2016 Page 24