09/07/1989 - Advisory Parks & Recreation Commission
MINUTES OF A REGULAR MEETING OF
THE ADVISORY PARKS AND RECREATION COMMISSION
EAGAN, MINNESOTA
SEPTEMBER 7, 1989
A regular meeting of the Advisory Parks and Recreation Commission was
called to order at 7:40 P.M. on Thursday,September 7, 1989 with the following
Commission Members present: Shawn Hunter, Dick Carroll, Michele Swanson, George
Kubik, Ted Billy, Sandy Masin, and Jack Johnson. Staff present included Ken
Vraa, Director of Parks and Recreation, Steve Sullivan, Landscape Architect/Parks
Planner; Dorothy Peterson, Recreation Supervisor II; John VonDeLinde, Parks
Superintendent; Paula Nowariak, Recreation Supervisor; Jon Oyanagi, Recreation
Supervisor and Cherryl Mesko, Secretary.
MINUTES FROM AUGUST 3, 1989
Page 9, Paragraph 2 should be changed to read "Mr. Kubik commented that
Wayne's resignation speaks very highly of his integrity in that his resignation
is based on his feeling of potential conflict of interest...". Shawn Hunter
moved, Michele Swanson seconded with all members voting in favor to accept the
minutes of August 3, 1989 as amended.
CONSENT AGENDA
Ted Billy moved, Sandy Masin seconded with all members voting in favor to
recommend to the City Council approval of the following:
1. PHILLIPS 66 - PHILLIPS 66 1ST ADDITION (REPLAT). That this proposal
be subject to a cash parkland dedication and that this proposal be
responsible for an 8 foot trail along the north side of Duckwood
Drive or a cash trail dedication dependent upon the City's policy
at the time of final plat.
DEVELOPMENT PROPOSALS
There were no development proposals for the Commission to review.
PARK SYSTEM PLAN TIME LINE
The Commission had requested that the process should begin to bring the
current Parks Systems Plan up To date reflecting the changes that will be taking
place over the next several years. Director Vraa provided the Commission members
with a draft of the proposed process of rewriting and updating the Parks Systems
Plan document.
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Mr. Vraa explained that the first step in working on this process would
be to define the needs of the park study, i.e. what sections need to be updated
and what information is needed to define the needs of the '90's. He suggested
that perhaps some portions of the current plan may not need to be updated such
as the ponds and lakes sections due to the amount of work that has already been
done in that respect.
Step 2 would be to define the plan process. The Commission should decide
what kind of citizen input is needed and they may need to consider the timing
for bringing the public into this process.
Step 3 would provide for the development and review of Scope of Services
and Request for Proposal. This basically would mean identifying what the
consultant would do in this update process. It would be important to identify
which components are to be done by staff or other resources which could be used
to reduce costs, or possibly make the plan more meaningful.
Step 4 would provide for sending out the Request for Proposal, setting up
a pre-proposal conference and receiving proposals from interested consultants.
Step 5 would be the interview process. Step 6 would be negotiating the
final contract and hiring a consultant followed by the beginning of the update
process.
Mr. Vraa explained that staff had provided an initial draft or "first look"
at a scope of services which was done to help define the work process and the
product that updating would provide. Ken explained that he had contacted other
communities and found that Eden Prairie had just updated theirs and Lakeville
was in the process of doing the same.
Mr. Vraa noted that the first priority would be to review the community
profile, characteristics and background information with the objectives being
to understand, review and identify parks and recreation needs. The second
priority would be to inventory the parks system with staff playing a big role
in the handling of this process. The third task would be to ascertain the
general public perspective and assessment on parks and recreation needs now and
for the future. The fourth task involves updating parks and recreation
standards. It is important to ensure Eagan's park standards can project the needs
of the community's population and the City's ability to meet those needs. Task
five involves reviewing and updating City policies and critical issues. Task
six involving the review of ponds and lakes and task seven involveing the review
of the trails systems plan may not be applicable because of the work that has
been done on those issues to date. Task eight covers the priorities for
acquisition and development as defined by the Commission and staff and task nine
is the formulation of the CIP which identifies the dollar amount for the work
that needs to be done.
ADVISORY PARKS AND RECREATION COMMISSION
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In discussing the time table for this project, Mr. Vraa suggested that in
fall, 1989 the review and refinement of system needs could be accomplished.
Spring, 1990 could see the R.F.P. completion and Scope of Services. August-
September, 1990 could provide for the R.F.P. and response/consultant selection.
October-November, 1990 could see the implementation with July, 1991 being the
completion of the systems plan update.
George Kubik commented that the process outline and time table was very
well thought out. Shawn Hunter commented that the scope of services was laid
out sequentially and asked if the consultant would provide deliverables to the
Commission? Mr. Vraa responded that the consultant brings findings to the
Commission and then the appropriate attachments are drafted and prepared based
on information provided. Mr. Hunter further commented that he agreed with not
covering the ponds and lakes portion in the update due to the extensive work that
has been completed by the Water Quality update but asked about the trails system
plan.
Mr. Vraa commented that the existing trails plan was in good shape. The
ultimate question is, where should the dollars be spent. With the trail plan
being fairly current, perhaps there would not be a need to do a review of this
area
Ted Billy commented on the needs as defined by staff and Commission but
questioned at what point, if any, will public input be taken. Mr. Vraa responded
that the consultant should solicit input from the public in addition to what
staff and Commission has defined.
George Kubik focused on task 5 regarding review and update of city policies
and critical issues. He asked that relationships with other government bodies
be added under this function. Jack Johnson asked that under task 4 educational
needs within parks be added regarding updating parks and recreation standards.
Shawn Hunter, noting that #'s I and 2 have been substantially completed,
requested that the consultant be asked to review what has been done rather than
re-do the work.
George Kubik asked that a system which would include providing graphics,
etc. be developed from the consultant to the city which can be used by staff at
a later date. Sandy Masin suggested adding a special meeting to discuss many
of these issues further because of the magnitude of them.
Ken Vraa explained that there is no action required at this time but the
Commission should prepare for a fall meeting with the Council to bring them up
to date. It would be important for the Commission to have all the information
in order before meeting with the Council.
Shawn Hunter asked what the initial cost would be for a consultant. Mr.
Vraa responded it could be in the neighborhood of $38,000. George Kubik commented
that the Commission consensus seems to be to proceed with the time frame as
outlined.
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NATURAL RESOURCES AND MANAGEMENT REPORT
John VonDeLinde explained the reason for bringing the Natural Resources
and Management issue before the Commission again was to have this Commission
determine how it would structure itself in overseeing the water quality, natural
resources issue. The survey enclosed in the packet which was done by Cathy
Dybiek did not find a clear pattern in how this issue is resolved in other
cities. As the survey results show, some cities have formed a separate
commission, some have formed a hybrid commission covering all phases and some
provide no coverage for this issue. Burnsville, for example, has added natural
resources to the Commission and adopted a mission statement to cover the resource
issue. Cottage Grove has had a commission covering this issue for 30 years and
Maple Grove is the only commission with a policy setting system. Sandy Masin
asked if the Commission could get a copy of Burnsville's mission statement for
review.
Shawn Hunter commented that the survey has good guidelines of areas to
cover but sees some cross-over into the Planning Commission. He suggested that'
the committee have a participant from Planning. George Kubik stated he felt it
was necessary to identify the areas of involvement by this committee before
making any recommendations. He suggested a special meeting to accomplish this.
John VonDeLinde suggested that staff could look at each commission and staff to
see what kind of interaction would be necessary by each of those groups before
the special meeting is held. Ken Vraa noted that draft job descriptions could
be done for the special meeting to get an idea of what types of responsibilities
would be required by specific groups or individuals. Sandy Masin suggested
scheduling a meeting that would cover both the Natural Resources and Parks System
Plan update.
After further discussion it was decided to schedule a special meeting on
Saturday, September 30, 1989 at Trapp Farm Park shelter building at 9:00 A.M.
TENNIS COURT UPDATE
Steve Sullivan explained that the primary construction work for the 11
tennis courts at Northview Park are substantially complete. The work left to
complete includes fine grade, turf establishment and color coating. The project
is 71% complete at this point and should be done within the next two weeks.
Bur Oaks Park was to be graded and seeded as agreed to by Harstad, however
some changes were made without authorization. Essentially, the tennis court pad
was lowered and the seeding was not done but will be done this fall.
SUMMER PROGRAM REPORT
Dorothy Peterson noted that summer is the busiest time for recreation
programs. Traditionally September is the month when staff reviews the summer
activities and shares them with the Commission. This year Paula Nowariak and
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Jon Oyanagi prepared a video presentation for the Commission to see some of the
activities that took place over the summer months.
Paula Nowariak explained that the video would run approximately 20 minutes
and would cover some of the fun activities that Eagan children participated in
over the summer. Some of the events that were recorded included the Summer in
the Park finale, Hawaiian Beach Party at Trapp Farm Park where the kids enjoyed
face painting, beach volleyball, a limbo contest, crafts, and lots of food and
music. Paula stated that this summer there were 32 staff members; 16 returned
from last year and 16 were new. This year it was necessary to have a floater
staff person to cover sick calls and parks that had large numbers on specific
days.
Just as a comparison Paula noted that in 1986 there were 8 parks
participating in Summer in the Park with 440 participants. In 1989 the number
of parks increased to 11 and the number of participants increased to 841.
The Eaganettes program was again a very successful one with 88 Eaganettes
performing on stage at the same time during the recital with over 300 parents
and family watching. The program takes 7 weeks to prepare and the work is done
completely by the 4 instructors including choreography, costumes, decorations
and teaching the kids how to do the dances.
The field trips were very successful again this year with 252 attending
the Chutes and Ladders trip, 182 to the zoo, 180 to Circus, 150 to Shakopee pool,
238 to Skateville, and 220 to the Hawaiian Beach Party. There was some concern
about kids attending Summer in the Park programs but not participating in the
trips. It is not known. for sure but the possibility exists that some people may
not be able to afford the trips based on the numbers of children in their family.
George Kubik suggested some thought be given to adjusting the fees for larger
family size. Michele Swanson commented that she felt the concern was related
more to the possibility of the children getting lost than not being able to
afford to participate.
George Kubik asked Paula what the most unusual program was this summer.
She commented that perhaps the Fitness and Fun program that is 1/2 hour long
could qualify because there were 4 criers in one class which made for some
interesting days. Paula also commented that she and Bonnie Blood visited every
site every day to keep in regular contact with the summer staff. She also
commented on the new registration procedure that was started this summer which
was very successful.
Jon Oyanagi continued with the video showing some of the activities at Camp
Creative which covered creative writing, mime, and music videos. The kids met
for 2i hours but with all the ideas that came up the program could have very
easily have been extended.
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The softball season this summer had 174 teams participating Monday through
Friday at both Rahn Athletic and Northview Athletic sites. Jon also started
editing footage of the softball games and had it appear on the cable network as
"This Week in Softball". The 3-man basketball program fielded 5 teams, the
Discover Eagan Walking Club had 19 participants (2 earned 50 mile awards and 1
earned 100 mile award), two skateboarding events had 25 participants, and the
groundwork was started for a horseshoe pitching program. This year there were
6 people who participated each Tuesday. Perhaps next year there will be enough
interest to begin a league.
Michele Swanson congratulated staff on doing a wonderful job in running
such excellent programs. Dick Carroll commented on the great amount of activity
that occurs in the parks during the summer. George Kubik thanked Dorothy for
coordinating such successful programs for the City of Eagan.
WARNING HOUSE ALTERNATIVES
Ken Vraa reminded the Commission that in 1988/89 a portable warming house
was placed at Well Site Park to accommodate the open skate area. It was found
that this particular shelter was not large enough to accommodate the numbers of
pleasure skaters using the park so staff has been looking at alternatives. One
possibility would be to build a structure similar to the Carnelian building but
that may not be cost effective at this site. Any other building steers away from
the consistent style the Commission has recommended for the parks. An option
that may be considered would be to build a 22 x 16 garage type building to
facilitate the group size that will be using it. By adding a hip roof and
shingle with a wood look, windows and a double door it could be made to resemble
some of the existing park shelter buildings at a cost of approximately $4800-
5000. Insulation, wiring, etc. would need to be done after the building is
erected bringing the final cost to approximately $8,000. Ken asked the
Commission to consider the option of continuing with the portable trailer unit,
building the approximate $8,000 building as presented or building a $30,000
building similar to the Carnelian building which would be consistent with all
other park shelter buildings.
George Kubik commented that he would like to see a standardized plan and
asked if staff sees this happening in another park. Shawn Hunter stated that
if a building consistent with other shelter buildings is installed it could be
used for multiple purposes. Dorothy Peterson noted that all the park shelter
buildings need to be used for multiple purposes. George Kubik felt that the
$30,000 cost was very high for providing a building at this location. Shawn
Hunter reiterated that if there is going to be a permanent building placed at
this location he would prefer that it be consistent with other park buildings.
Ted Billy commented that $8,000 would not break the budget and that if
there is a need to move the building at a later date it can be done without a
great deal money lost in the process. George Kubik suggested adding $500 to the
$8,000 figure to ensure the building would be of good design and quality in an
attempt to keep the building as consistent as possible with other buildings.
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After further discussion, George Kubik moved, Ted Billy seconded to
authorize the expenditure of up to $8,500 for the design and construction of a
16 x 22 building to be placed at Well Site Park; the building to be as closely
designed to existing shelter buildings as is possible. Six members voted for
and one member voted against the motion, with the motion being carried.
PARKS UPDATE
Steve Sullivan explained that Contract 89-19 for parking lot lighting at
Ohmann and Thomas Lake Park as well as Contract 89-20 for Bridle Ridge hockey
rink lighting is out for bid. The bids are due on September 23 with the
anticipated completion of the work scheduled for this fall.
Steve explained that the deed for the Willmus property has been recorded
and that a neighborhood park is being planned for this site
John VonDeLinde updated the Commission on playground construction. Cedar
Pond has been removed and replaced, Kettle Park has been installed, Pilot Knob
School equipment has been expanded as a joint project with the school district,
Northview Park will have new equipment adjacent to the tennis courts. Bridle
Ridge, Slaters Acres and O'Leary playground equipment has yet to be delivered
so that it can be installed.
HAPPENINGS
George Kubik commented on the use of summer youth and adult restitution
workers in getting work done, RFP for Blackhawk, landscape policy and the
resurgence of horseshoes. Sandy Masin asked if there had been a neighborhood
meeting regarding Blackhawk Park pavilion. Ken Vraa commented that the neighbors
had expressed their concerns regarding trees being removed and parking but final
design has not been done at this point to warrant a meeting. The access issue
needs to be resolved with Leo Murphy and it is hoped that this will occur soon.
Next year when other buildings will be under construction it would make more
sense to incorporate building construction plans at that time.
George Kubik commented on the positive way in which private contributors
have come forward to provide scoreboards for the various softball fields. He
also was pleased to see the renewal with Dakota, Inc. for building maintenance.
John VonDeLinde noted that this is the 3rd year this is being done and it has
been a very positive program that has been very successful.
Ken Vraa reminded the Commission of the picnic scheduled for Friday
September 22 at Thomas Lake Park. Festivities begin at 6:30 P.M.
George Kubik thanked the maintenance staff for their equipment
demonstration prior to the Commission meeting. It was an excellent presentation
and enjoyed by everyone. Mr. Vraa commented that the maintenance staff does an
excellent job and they are obviously proud of the job they do.
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With no further business to conduct, Michele Swanson moved, Dick Carroll
seconded with all members voting in favor to adjourn. The meeting was adjourned
at 9:15 P.M.
SECRETAR
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