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05/03/1990 - Advisory Parks & Recreation Commission MINUTES OF A REGULAR MEETING OF THE ADVISORY PARKS AND RECREATION COMMISSION EAGAN, MINNESOTA MAY 3, 1990 A regular meeting of the Advisory Parks and Recreation Commission was called to order at 7:30 P.M. on Thursday,May 3, 1990 with the following Commission Members present: Ted Billy, Jack Johnson, Dick Carroll, John Griggs and Shawn Hunter. Staff present included Ken Vraa, Director of Parks and Recreation; Dorothy Peterson, Recreation Supervisor II; John VonDeLinde, Parks Superintendent; Steve Sullivan, Landscape Architect/Parks Planner; Jennifer Peterson, Recreation Intern; Cherryl Mesko, Secretary. Commission Members not present included George Kubik and Michele Swanson. APPRECIATION PRESENTATION TO FIRST BANK EAGAN John VonDeLinde introduced Eric Iversen from First Bank Eagan who has been instrumental in making Eagan's Arbor Day celebration as successful as it has been over the last two years. Mr. Iversen approached the city in the fall of 1988 hoping to work on a project jointly to achieve community unity. The Arbor Day celebration was selected for this purpose. Over the last two years First Bank Eagan has contributed a substantial amount of money to help expand the celebration. One of Mr. Iversen's ideas included going into the elementary schools to talk to children and also to initiate a poster contest which has been very successful. John continued that he wanted to thank Eric personally for all his efforts and help with this celebration and looks forward to a long working relationship with First Bank Eagan. Dick Carroll and John VonDeLinde, on behalf of the Advisory Parks and Recreation Commission, presented Mr. Iversen with a plaque expressing appreciation for all the work in promoting Arbor Month in Eagan. Mr. Iversen thanked the Commission and noted that it has been a pleasure working with a staff as talented as Ken, John and Tom. He further stated that Eagan is such a beautiful community that the preservation of trees will only enhance the investment residents have made. He looks forward to continuing this joint partnership. AGENDA Ken Vraa asked to have "General Update" added under Other Business and Reports. Shawn Hunter moved, John Griggs seconded with all members voting in favor to accept the agenda as amended. ADVISORY PARKS AND RECREATION COMMISSION MINUTES OF MAY 3,1990 MEETING PAGE 2 MINUTES FROM APRIL 3, 1990 Page 8, Paragraph 4, last sentence should read, "Further, John Griggs added that if an outdoor pool proposal would prove to have community support then tax increment financing should be considered for it's construction." Dick Carroll moved, Jack Johnson seconded with all members voting in favor to accept the minutes as amended. CONSENT AGENDA Dick Carroll moved, Jack Johnson seconded with all members voting in favor to make the following recommendations to the City Council. SOUTHERN LAKES ADDITION - SOUTHERN LAKES PARTNERSHIP. That this proposal be subject to a cash parkland dedication. That this proposal be subject to a cash trail dedication. SHERWOOD DOWNS ADDITION Steve Sullivan explained that applications have been submitted requesting a Comprehensive Guide Plan and Planned Development Amendment of 19.6 acres from R- 3 to R-1 within the Blackhawk Planned Development. This site is located along the west side of Pilot Knob Road and the north side of Deerwood Drive. After further discussion, John Griggs moved, Shawn Hunter seconded with all members voting in favor to make the following recommendations: 1. That Lots 5-13 and 18-28, Block 1, Sherwood Addition be responsible for a cash parks dedication. 2. That the entire proposal be responsible for a cash trailway dedication. FEES AND CHARGES - ATHLETIC FACILITIES Dorothy Peterson reminded the Commission that at the April meeting they had directed staff to provide a Philosophy Statement, categories of users and a proposed fees and charges schedule for athletic facilities for the Commission to react to. Dorothy explained that the Philosophy Statement reflects the department's practice over the past years. ADVISORY PARKS AND RECREATION COMMISSION MINUTES OF MAY 3, 1990 MEETING PAGE 3 Jack Johnson asked to have the last sentence in the Philosophy Statement changed to read, ".....assessment of user fees is appropriate..." . Dick Carroll commented that the statement was very well done and accurately represents the direction this issue should be taking. After further discussion Dick Carroll moved, Jack Johnson seconded with all members voting in favor to accept the Philosophy Statement of Fees and Charges for the Use of Athletic Fields. Dorothy continued by explaining the categories of facilities and the differences between them. The facilities ranged from Class A through Class C. Categories of users were then described with questions arising regarding who should be given priority use and did the Commission want to consider separating public and private users. Ted Billy asked if the classification was addressed in priority order and if so, did that cause a problem in providing facilities to all users. Dorothy explained that by the time the first three or four priorities are addressed that leaves almost no facilities for the balance of the prioritized users. John Griggs asked if there was a dollar amount identified required to maintain park facilities on a yearly basis. He stated the Commission would be interested in knowing what percentage of recovery could be expected. Ken Vraa stated it was difficult to ascertain the total costs and show where the dollars were spent specifically by facility. For example, when a crew is mowing a park with a ballfield it would be difficult to determine what portion of the total cost would be associated with the general park mowing versus the ballfield mowing. Dorothy explained that a new fee structure was added to include corporation requests for tennis leagues on courts, court times for tournaments for church groups etc. With the completion of the 11 courts at Northview Park a great deal of interest has been expressed in reserving this facility. Dick Carroll's question regarding liability insurance for this type of use was answered by Dorothy when she indicated liability insurance in the amount of $600,000 was required naming the city as a additional insured. In reference to the fees charged for tennis courts Ted Billy expressed a concern that because the rates were so reasonable a problem may be created in not being able to provide space for other users. Dorothy explained that her research showed the rate proposed per hour is consistent with other communities and they have been successful in reserving facilities. Dorothy asked the Commission if there were other areas they wanted to consider charging fees for facilities. One example was for travel sports. Jack Johnson asked if other communities assessed fees against travel teams. Dorothy noted that some ADVISORY PARKS AND RECREATION COMMISSION MINUTES OF MAY 3, 1990 MEETING PAGE 4 communities charge fees for baseball. Ted Billy stated that if students from our community do not pay fees to play in other communities than they should not be charged fees here. After further discussion, Dick Carroll moved to adopt the outline of fees and charges as shown on pages 25 through 30 in the packet. Shawn Hunter noted that this fee schedule should be reviewed every year to identify any additional needs or problems. Ted Billy seconded the motion with all members voting in favor. LANDSCAPE POLICY Ken Vraa reminded the Commission of the two part project regarding the landscape ordinance and the revisions to the existing code that have been worked on over the past several months. The first part was the updating of existing City Ordinances as they pertain to diseased trees, the notification process for dealing with diseased trees ad the maintenance and care of trees and lawns. This particular section has been reviewed by the Commission previously. The second part, dealing with new subdivisions/private property has been done by the Planning Department and John Voss, Consultant/City Planner. To date drafts of the material prepared by Mr. Voss have been reviewed by the Developers Task Force. Questions arising from the Task Force include contractor's licensing provisions which they felt should be dropped because there were no enforcement policies. Another concern was how the Master Street Plan would work and the provisions for planting new trees in road right-of-ways. There did not seem to be a specific recommendation for changes in this portion of the ordinance. Mr. Vraa explained that it is not the expectation that the Advisory Commission make formal approval or adoption of the ordinance at this time. Rather, the Commission should identify issues of concern that it has with the ordinances so they can be further refined. Mr. Voss stated that some of the proposed changes in the zoning ordinance included having a landscape plan prepared and signed by a Landscape Architect registered in the state of Minnesota or a certified Nurseryman. Also in the case of an existing building if there is expansion of 10% or greater, than a landscape plan would need to be provided and completed within 3 years. A guarantee of $5,000 would be in existence for one year to insure the landscaping work is completed. A minimum size of plant material will be determined. The minimum requirement for plant materials will be 2-1/2% of the cost of the building. Emphasis would be given to the preservation of woodland. Irrigation systems will be addressed by requiring systems to be installed in R-3,R-4, Commercial Districts, Public facilities and Industrial & R.D. Districts along a public street or adjacent to a residential district. Heavy emphasis will be placed on landscaping and buffers. ADVISORY PARKS AND RECREATION COMMISSION MINUTES OF MAY 3, 1990 MEETING PAGE 5 Shawn Hunter expressed concern for requiring a landscape plan to be done by a Registered L.A. Mr. Voss explained that this was decided to establish a professional job will be done when this requirement is made. Steve Sullivan explained that the Developers Task Force was very supportive of this idea. Mr. Voss explained that a landscape plan would affect single family only when replatting is being done. This plan will mainly impact developers who would need to provide a subdivision planting plan for their development. This plan can then tie into a street tree plan (if there is one shown) that impacts the development. Another new issue is the protection of large trees. There will be a provision requiring developers to replace trees that will be removed from the site that cannot be preserved. Dick Carroll expressed some concern for only requiring a $5,000 guarantee for non-completion of work. Mr. Voss explained that there was originally a requirement for one and one-half times the landscape total held as a guarantee. It was felt that $5,000 would be sufficient to cover non-completion based on past experience. John Griggs questioned the 10% or greater expansion of building which would require a landscape plan. He wondered if it was 10% increase in building pad or 10% in square footage of building. Mr. Voss clarified that it was 10% of the square footage. Mr. Vraa stated this was an opportunity for older buildings to be upgraded and to have the landscaping upgraded as well. John VonDeLinde stated that in reference to tree maintenance a proposed addition to the ordinance would require licensing of professional contractors hired to perform tree maintenance services within the City of Eagan. This would not, however, apply to removal of trees. Ken Vraa commented that the Developers Task Force questioned the need for this portion stating that homeowners should be astute enough to check this information on their own. They didn't feel the City should be involved in this issue. Chapter 7 lists the prohibited species of trees to be planted. It further clarifies the standards of planting to establish uniformity in landscaping throughout the city. Under this chapter the ;master street tree planting issue in brought up which will tie into the proposed ordinance changes. Ken Vraa commented that developers are pressing to have more treescaping in the City and look forward to complying with the requirements the City is establishing. John VonDeLinde noted that there will need to be some time spent looking at existing streets to see where the master plan would occur. John Griggs asked that consideration be given to providing for a mixed species plan rather than a uniform single specie street/boulevard planting plan. ADVISORY PARKS AND RECREATION COMMISSION MINUTES OF MAY 3, 1990 MEETING PAGE 6 Chapter 10 provides for the protection and removal of diseased trees under the shade tree disease control and prevention section. It also defines nuisance as well as defines the role and responsibilities of the forester. John VonDeLinde also discussed Section 10.21 which addresses turf grass establishment. Dick Carroll asked if Commission members felt additions or deletions needed to be made in the proposed ordinances. John Griggs stated that the Turf grass Establishment need clarification and enforcement. There is a need to identify who is responsible for this section of the ordinance. An example would be an area where some of the lots are developed and some are not. He feels there should be a provision to cover the impact undeveloped lots have on sold lots that have been sodded or seeded. Mr. Voss explained that erosion control, which is what this issue would involve, is something that Tom Colbert is involved in. With no other questions, Dick Carroll thanked John Voss and staff that have been working on this project for all their time and effort. US WEST CELLULAR LEASE Ken Vraa explained that U.S. West Cellular is interested in leasing ground space from the City at Lexington/Diffley for an equipment building to house cellular radio transmission equipment. U.S. West is hoping to lease the tops of water reservoirs for cellular antennas to facilitate telephone transmissions. The antennas are four to six feet in height and would be at the top of the reservoirs. Transmission equipment to facilitate this service would be housed in a 12' x 30' structure that would need to be adjacent to the tower. This need arises as a result of the expected growth and use of cellular phones, the limitations that each antenna can receive and to ensure adequate coverage between "cells" (a small geographical area with a two to ten mile radius. Each cell's service area is determined by topographic features). U.S. West is seeking preliminary approval from the Advisory Parks and Recreation Commission and will then proceed with the City Council, final negotiations for tower and ground leases which have yet to be negotiated. Dick Carroll questioned how close to building wold be to the tower and was told the building would be approximately 10-20 feet from the antenna and would be placed on a concrete pad with pier type footings. The representative from U.S. West stated they were aware of the quality of Eagan's park shelter buildings and want to maintain the aesthetics of the park by keeping their building similar to other park buildings. Their current plan would be to install a pre-fab building and then upgrade the building as required. ADVISORY PARKS AND RECREATION COMMISION MINUTES OF MAY 3, 1990 MEETING PAGE 7 Ted Billy asked how far this building would be to the west property line. Ken Vraa responded that it was approximately 200-300 feet. Dick Carroll commented that the Commission would need the assurance that if approval is given for this building that the issue of aesthetics ad uniformity of park shelter buildings be addressed primarily. It was noted that U.S. West is very open to keeping the building compatible with other park shelter buildings. They have in the past built shells around structures in the past to make them compatible with other building nearby. Ted Billy expressed his concern for placing a structure on a park site that does not have a master plan as yet anticipating that the location of this structure could jeopardize planned use for this area. Mr. Vraa stated that if the building stays in the northwest quadrant of the park with the building close to the antenna it should have very little, if any, impact on the park. John Griggs asked how often the site would be monitored. U.S. West stated that once the system was up and operational visits would be made approximately 1-2 times per month. Mr. Griggs asked if there would be any hazardous waste on the site. The response was that batteries are in the building but are in a thick gauge steel bin. Mr. Griggs expressed concern for storage of batteries on site and asked that that be a consideration before approving this location for construction of a building. After further discussion, Dick Carroll moved, John Griggs seconded with all members voting in favor to recommend the suitability of U.S. West locating at the Lexington/Diffley site. OUTDOOR POOL Mr. Vraa stated that the research done by staff resulted in a ball park figure of $1.6-2 million for the construction of a standard size outdoor swimming pool. The cost of a smaller pool runs closer to $1.2-1.6 million. Regarding operational costs, an outdoor pool is more expensive than an indoor one. Ken noted that in his research it was found that the trend is for communities to lean toward leisure pools, i.e. water slides, spray bars, wave pools, etc. Another trend appears to be that in order to have a successful year of operation it is important to have a successful June. Many of the communities surveyed have found it necessary to close earlier in the year do to loss of attendance. Shawn Hunter explained that he was looking for more complete information from staff. Specifically he would like to see a matrix showing type of pool, cost of construction, anticipated revenue, anticipated operating costs, etc. to get a feel for several different options. Ken Vraa explained that this request may be beyond staff's capability for reliability because the figures would be skewed. Shawn then asked if a survey to get ADVISORY PARKS AND RECREATION COMMISSION MINUTES OF MAY 3, 1990 MEETING PAGE 8 public input had been completed. He was seeking a relatively informal survey of approximately 200 people to see if there was, in fact, interest in an outdoor pool. Dick Carroll expressed his concern for conducting a survey when there is a group being pulled together to look at the feasibility of a YMCA, which would include a pool, in the city. He was concerned that those surveyed would be confused about what direction the city was going on this issue. John Griggs suggested that the group of people addressing the YMCA issue could be asked to consider the question regarding indoor/outdoor pool preference as they continue their work on this proposal. He further suggested that an APRC member be appointed to this committee as well. Ken Vraa stated that the establishment of a task force will complete the study on the YMCA by fall. One option is to include an ice arena as part of the project. Additionally both an indoor and outdoor pool are being discussed. The recommendation of the Council will be to have this YMCA task force group cover all aspects of issues raised regarding a proposed YMCA. Ted Billy stated he did not see the urgency in establishing another survey. He felt it would be better to wait to see what this task force group finds out and then feed off that information. Dick Carroll noted that a public hearing will also be a part of this process at which time more public information will be obtained. Ted suggested giving the YMCA the opportunity of playing out it's scenario and not duplicate efforts. If the results the APRC are looking for are not obtained after the task force has completed their work than it would be appropriate to go back to the public for their input. After further discussion, Ted Billy moved, Dick Carroll seconded to table the outdoor pool issue until the people working on the YMCA study have completed their work. Shawn Hunter added that if there are no results from the group in six months he would like to revisit the issue. John Griggs amended the motion to include sending a recommendation to the YMCA study group to look at the indoor/outdoor pool issue during their discussion/survey process. The vote was four (4) for the motion and one (1) against. The motion, as amended, was passed. AUTUMN RIDGEJLAKESIDE PARK Steve Sullivan brought this issue before the Commission because of the change in alignment of sanitary sewer and the impact it may have on Lakeside Park. Steve explained that staff has been working with both the developer and engineering to remedy this situation so as to have the least amount of impact on Lakeside Park. Steve will keep the Commission updated on this issue. ADVISORY PARKS AND RECREATION COMMISSION MINUTES OF MAY 3, 1990 MEETING PAGE 9 PARKS DEVELOPMENT Steve Sullivan distributed a summary of improvement contracts and the status of each park for the Commission to review. Ted Billy suggested that if there are issues to be addressed regarding a specific park that that park should be included on the park tour prior to the Commission meeting. This would allow Commission members to become more familiar with the issues they will be addressing at the meeting. PARK REGISTRATION Dorothy Peterson explained that Summer in the Park and Playwagon registrations will be handled differently this year. Staff is requiring all registrations to occur at the Eagan Municipal Center so that accurate records can be kept regarding the participants in each program. Parents can either mail in a registration, bring it to the Municipal Center in person during the day or at a special registration set for May 31 from 6-8 PM or deposit a completed registration form in the night drop box. Dick Carroll commented that this would be a positive step in helping with registration but would take some getting used to by Eagan residents. HAPPENINGS Dick Carroll expressed his disappointment in the loss of playground equipment at Trapp Farm Park. He also wanted to compliment the Eagan Lions for their generous contribution to the Eagan Stagedoor Performers. He also commented on the excellent participation in the Earth Day Walk noting that there were approximately 200 walkers out that day. WATER QUALITY UPDATE John VonDeLinde stated that there was no news from the May 1st Council meeting, that the issue had been tabled until the next Council meeting. He also noted that the draft project work plan is done on Schwanz Lake. Also there will be an article in the next issue of the Eagan News giving tips on how to reduce phosphorous. GENERAL UPDATE Ken Vraa stated that Sandy Masin had been appointed by the Commission as a representative to S.D. 191. Since Sandy no longer serves on the Commission it would be appropriate to find a replacement for this position. Shawn Hunter volunteered to serve in this capacity. Ken also mentioned that the City Council is looking at budget cuts across the board this year and is asking each department to reduce their budget by 1.5%. The Leo Murphy property negotiations are underway and the additional parcel of land sold ADVISORY PARKS AND RECREATION COMMISSION MINUTES OF MAY 3, 1990 MEETING PAGE 10 with the Lexington/Diffley site will be closing shortly. The City has received Dakota County trails maps that are currently being distributed. With no further business to conduct, Ted Billy moved, Jack Johnson seconded with all members voting in favor to adjourn the meeting. The meeting was adjourned at 11:10 P.M. /o 9o SECRETARY DATE