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11/05/1987 - Advisory Parks & Recreation Commission MINUTES OF THE REGULAR MEETING OF THE ADVISORY PARKS & RECREATION COMMISSION EAGAN, MINNESOTA NOVEMBER 5, 1987 A regular meeting of the Advisory Parks & Recreation Commission was called to order by Vice Chairperson Carolyn Thurston at 7:00 p.m. Members present were Kubik, Carroll, Porter, Bertz, Sames, Alt, and Thurston. Member Martin was delayed on business and member Capons had called to say he was unable to attend. Member Mason arrived at 8:00 p.m. Staff present were Director of Parks & Recreation Ken Vraa, Parks Planner/Landscape Architect Steve Sullivan, and Parks Superintendent John VonDeLinde. AGENDA Mr. Vraa asked that Carnelian Park/telephone be added to the agenda. On a motion by Carroll, seconded by Bertz, with all members voting in favor, the agenda was approved. MINUTES OF OCTOBER 1, 1987 On a motion by Kubik, seconded by Sames, with all members voting in favor, the minutes of October 1, 1987 were approved as received. CONSENT AGENDA ITEMS The following consent agenda items were presented for approval. On a motion by Carroll, seconded by Alt, with all members voting in favor, the Commission approved recommendation to the City Council of the following items: 1) Cedar Cliff Commercial, 14th Addition - that this plat be subject to a cash dedication requirement consistent with the City policy for commercial/industrial property. 2) Eagandale Center, 9th Addition - that this plat be subject to a cash dedication requirement consistent with the City policy for commercial/industrial property,. and for a trailway on Lexington Avenue. 3) Cutters Ridge, 2nd Addition - that this plat be subject to a cash dedication and for a trail along Pilot Knob Road through the extent of the plat. COMMUNITY SURVEY Parks and Recreation Director Ken Vraa stated that the City Council had authorized the hiring of a consulting firm to conduct a community survey. Director Vraa and Sullivan had completed the process of interviewing two firms, with Decision Resources Limited selected. Mr. Vraa indicated that this firm was selected because it was less expensive, they had recently completed a survey for the City of Inver Grove Heights_of a similar connotation, and they understand that the results are important to provide direction. 1 Director Vraa indicated that Decision Resources had met with staff to develop a draft set of questions which he had just recently received a copy thereof. Mr. Vraa then went over a portion of the questions with the Advisory Commission. There were numerous questions by the Advisory Commission concerning the questionnaire and some of its components. Mr. Vraa responded to these questions, indicating that staff intends to make a thorough review of the questionnaire, refine it, and return a second draft to the Commission for reviewal. He asked that the Commission act as a "test group" when they receive the questionnaire. After additional discussion by the Advisory Commission, it was noted that no action was necessary at this time. PLAYGROUND/FIRE STATION NO. 5 Director Vraa introduced the topic of a requested playground at the Fire Station No. 5 location. He stated that the fire department's planning team would be meeting with the neighborhood on the following Thursday for initial siting of the structure. No specific action was required by the Commission at this time, but staff was alerting the members to this future issue. Mr. Sames questioned whether this was even a very good idea, knowing the issue of safety involvement. We also know that the fire station would be on Galaxie Road; traffic here, plus the fire station, may be too severe. There was no action taken by the Advisory Commission at this time. PARKS DEDICATION ANNUAL REVIEW Director Vraa noted that the Advisory Commission annually reviews the parks dedication requirements for recommendation to the City Council. As part of the review process, the Advisory Commission has annually, during the November meeting, made such a recommendation. The Director then reviewed the current rate structure and the impact of an increase of $500 on the acreage values. In response to a question, it was noted that this was less than a five percent increase on a single-family and proportionately less on a higher density residential. The Director then reviewed the commercial and industrial rates and a proposal to increase industrial and commercial dedication by two- hundredths of a cent. Mr. Vraa was asked what area communities had done since the last reviewal. The Director noted that the City of Lakeville had instituted a $500 rate for single-family cash dedication plus a $135-a-unit trail fee for a total of $635. The commercial /industrial rate had increased to $2,500. Mr. Vraa then reviewed rates for the Cities of Eden Prairie and Plymouth. Commission members noted that the recommendation of Eagan fees, even at the new rate structure, ;would still be below these three communities in all areas. Mr. Kubik indicated that he felt the increase was reasonable and, given those charged by others, appears to be conservative. On a motion by Carroll, seconded by Porter, with all members voting in favor, it was the recommendation of the Advisory Parks & Recreation Commission that the cash dedication fees for residential development be based on an increase of $500 per acre for the four categories of living units. This would produce cash equivalent fees as follows: single-family - $492 per unit, duplex - $462 per unit, townhouses - $396 per unit, and apartments at $404 per unit; .commerical and industrial dedication fees would be increased to 4.6 cents per :square-foot; and for property platted-prior to--1983i 2.3 cent-s per- square foot. _MAINTENANCE,MANAGEMENT PROGRAM Parks & Recreation Director Ken Vraa explained that he and Superintendent VonDeLinde had been discussing the -importance and need for a 2 Maintenance Management Program for the department. He stated that the department had instituted a site-specific program several years ago because of a need to better manage parks' resources. The system has continued to expand, with a larger number of issues, to greater complexity and diversity. Mr. Vraa stated that a management program would help define expectations for the park users as well as the maintenance staff. This would lead to a greater consistency and systematic approach to parks maintenance. And finally, prioritization would become an issue in which the Council and Commission would be involved in overall perspective. Mr. Vraa asked for the patience of the Commission during the review process under all of the Advisory Commission in the program itself. Superintendent VonDeLinde provided additional information for the Advisory Commission, indicating that the City invests approximately $700,000 of its budget in maintenance, care, and upkeep of its parks system in terms of wages, materials, and equipment. He stated that the Director of Parks & Recreation and he have had several conversations and study sessions regarding the program and the direction it should take, noting that the program will help in budgeting and productivity. Superintendent VonDeLinde reviewed the current turf maintenance program and the tennis court and playground inspection program, as well as the five-year bituminous surfacing program. He then reviewed other components of the proposed program, indicating that the immediate input by the Advisory Commission is to help staff decide the levels of quality and consistency for each park and between parks. After extensive review by Mr. VonDeLinde concerning the proposed program, members of the Advisory Commission had several questions which staff responded to. Mr. Kubik stated that he certainly endorsed the program but his first concern was that the Commission should decide what level of detail would be necessary. Too much detail will bog the program down. Second, staff should consider a manual process prior to implementation of any computerization. Third, there must be a rationale to the data base; and finally, scheduling will be a difficulty if it is intended that it is to be done by the computer. Superintendent VonDeLinde indicated that he agreed with these points, saying that the scheduling still must have the human element. There is no intent to have it computer-generated. Mr. Kubik suggested that Doug Johnson of the Federal Fish & Wildlife might be a possible resource. After further discussion, Mr. Vraa asked the Advisory Commission to establish a maintenance management committee in which Superintendent VonDeLinde and he could meet on a recurring basis to help guide and direct this program. Kubik, Porter, and Sames, along with the Superintendent, the Director, and Landscape Architect would be appointed. On a motion by Kubik, seconded by Carroll, with all members voting in favor, it was the recommendation of the Advisory Commission to aggressively pursue the development of the comprehensive maintenance program for the parks system. ARCHITECTURAL PROGRAM - THOMAS LAKE PARK Director Vraa introduced the issue before the Advisory Commission indicating that staff has prepared a draft architectural program for the pavilion at Thomas Lake Park. Landscape Architect Steve Sullivan then reviewed the architectural program, noting that the surroundings of this facility needed to be dealt with as sensitively. as the Commission had..'dealt with the Trapp Farm Park shelter building. It was stated that the program elements were similar to that of Trapp Farm but that the diversity and individuality of Thomas Lake Park should not be ignored. Mr. Sullivan then reviewed several specific elements concerning the building, including the user objectives, the building objectives, siting, etc. He stated that other items which needed the Commission's understanding and review concerned restrooms and the issue of whether the facility should contain a fireplace. Several members commented that it was assumed there would be a fireplace. Director Vraa questioned if it was the intention of the Advisory Commission to have a fireplace in each of the community parks, or if this should be viewed as a special, unique experience reserved for just one or two of the parks. He stated a concern for the scavenging of wood. Member Alt stated that this location is more isolated and security could be a problem. Member Mason questioned the cost for the inclusion of a fireplace. Mr. Vraa indicated that the cost at the Trapp Farm shelter buildings was approximately $1,800. He stated that most builders of homes quoted ranges between $3,000 and $5,000. A lively discussion between the members concerning the fireplace then ensued, with member Kubik stating that it did not seem inappropriate that the community parks could each have a fireplace, knowing that this would mean four within the system. Member Porter stated that these parks will be class A facilities and that the standard should include a fireplace within the buildings. Director Vraa stated that it appears that the Commission has come to a consensus that the fireplace should be included. Directions will be given to the architect that, at least with the first concept plan, a fireplace be provided. At a later time, the Advisory Commission can review it to determine if they would still like to include it as part of its construction. Commission member Carroll noted that north winds require screening at a low profile; otherwise, the site would be impacted. Director Vraa then discussed restroom needs, indicating that the site would be provided with water, but that sanitary sewer would be impossible to provide. He noted that the alternatives included. a septic system, clevis moltrum, or a holding tank. There was general discussion by the Commission members of the three alternatives. Direction will be given to the architects to investigate all of the possibilities and their cost impact. On a motion by Bertz, seconded by Kubik, with all members voting in favor, direction was given to approve the architectural program, as amended, with the inclusion of the fireplace. CONSTRUCTION UPDATE Steve Sullivan provided the Commission with an update on the various construction activities, noting that the park construction is essentially completed. Tennis court construction is well underway and it is anticipated that with continued nice weather, this work will also be concluded before the end of the year. Park shelter buildings are somewhat behind but should be completed by the winter season opening. OTHER BUSINESS AND REPORTS Eagan Athletic Association/Rosemount Area Athletic Association Director Vraa reported on the past meeting between the Eagan Athletic Association and the Rosemount Area Athletic Association and the intended direction of combining the two groups into a single agency servicing Eagan. It was noted that both a short and long-term plan might be forthcoming with the intended need to better schedule limited facilities. RAHN SCHOOL PLAY AREA Director Vraa noted that staff has been working with Rahn School for locating a proposed joint purchase of playground equipment. Staff will be developing two concept plans; one for a lower playground area and one for an upper area. This will be reviewed by the school and the staff to decide the best possible concept. 4 CABLE TV Director Vraa noted that the Cable Commission is considering televising the Advisory Parks and Recreation Commission's meetings in the future. Mr. Porter commented that he would prefer to see people at the meetings in order to have two-way communications. Mr. Kubik hoped that there would be selective broadcasting of cable and not for every meeting. Members also questioned and expressed concern that cablecasting would hinder the Commission's operation, noting that the Commission does not always meet at 7:00 and has various beginning times; nor does it always meet at the City Hall. It was suggested that perhaps highlights of the Commission meeting could be telecast. No action was taken by the Commission. CARNELIAN PARK/TELEPHONE Director Vraa introduced the issue of installing a telephone at Carnelian Park as well as other facilities within the system which are of a seasonal basis. He noted past policy and practice of the department. He said that installation would cost approximately $250 and operational expense would be approximately $130 to $250 per year dependent upon options selected for vacation or disconnect. Alt stated that phones should be placed in the more permanent structures. Kubik questioned cellular phones and Sames stated that, in regard to the safety factor, there is a need for phones during the hockey season. In response to a question, the director stated that the main facility at this time would be the Carnelian facility. After additional discussion, on a motion by Kubik, seconded by Bertz, with all members voting in favor, the Commission recommended that staff proceed with installation of telephones at Carnelian and all future permanent facilities. ROUND TABLE Highline/snowmobiles - Mr. Porter questioned whether staff has been contacted yet regarding the utilization of the Highline Trail for snowmobiles. At this time, there has been no contact by the Snowmobile Association. Members commented that Eagan has grown to be too large to have snowmobiles as it has in the past. Mr. Porter noted that perhaps this is the year that the decision is made not to continue their use. There was general discussion by the Advisory Commission and the general consensus was that snowmobiling could probably be eliminated this year. ADJOURNMENT There being no further business, on a motion by Carroll, seconded by Porter, with all members voting in favor, the regular meeting of the Advisory Parks & Recreation Commission was adjourned at 10:15 p.m. KV Date Secretary/Treasurer I