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11/04/1993 - Advisory Parks & Recreation Commission MINUTES OF REGULAR MEETING OF ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION EAGAN, MINNESOTA NOVEMBER 4, 1993 A regular meeting of the Advisory Parks, Recreation and Natural Resources Commission was called to order at 7:00 p.m. on November 4, 1993 with the following Commission Members present: John Rudolph, Erin Ipsen-Borgersen, Ted Billy. George Kubik, Lee Markell, Jonathan Widem, Stephen Thompson, David Szott and Dan Mooradian. Commission Members Frankie Hall and Deborah Johnson were not present. Staff present included Ken Vraa, Director of Parks and Recreation; Dorothy Peterson, Superintendent of Recreation; John VonDeLinde, Parks Superintendent; C.). Lilly, Landscape Architect/Parks Planner; Rich Brasch, Water Resources Coordinator; Shannon Tyree, Project Planner and Cherryl Mesko, Secretary. AGENDA Dan Mooradian moved, Erin Ipsen-Borgersen seconded with all members voting in favor to accept the agenda as presented. MINUTES OF OCTOBER 7, 1993 REGULAR MEETING Stephen Thompson moved, Jonathan Widem seconded with all members voting in favor to accept the minutes of October 7, 1993 as presented. CONSENT AGENDA Jonathan Widem moved, Dan Mooradian seconded with all members voting in favor to make the following recommendations to the City Council: 1. Burnsville Lumber Company - Rezoning. The developer shall be responsible for making a cash parks and cash trails dedication and shall avoid any filling or draining of wetlands. SAFARI AT EAGAN 2ND ADDITION Director Vraa introduced this item explaining it was a proposal consisting of a preliminary plat of three lots on approximately 14.7 acres of property zoned community shopping center/general business. Ken continued that this property is within the Blackhawk Park Planned Unit Development. Project Planner Tyree explained that the applicant has applied for a Planned Development Amendment to permit use of a Class I restaurant, a second run movie theater and a health club. At the October 26 Advisory Planning Commission, Shannon continued, the P.D. Amendment was approved to allow for a health club. Director Vraa continued that as part of the Blackhawk Park PUD, this parcel has fulfilled its parks dedication requirement. Water Resources Coordinator Rich Brasch noted that this proposed development is located just west of Thomas Lake Drainage Basin B with much of the runoff to outlet to an existing storm sewer along Thomas Lake Road and eventually into Blackhawk Lake. Mr. Brasch recommended, and the developer has'agreed to a two-cell treatment pond on site, sized to prevent any increase in the concentration of phosphorus to Blackhawk Lake.. Advisory Parks, Recreation and Natural Resouces Commission Minutes of November 4, 1993 Meeting Page 2 Relative to wetlands preservation, Mr. Brasch noted that two wetlands have been identified and delineated on the site. One is .05 acres in the southwest corner of the site and the second is a shallow, fresh marsh of .65 acres in surface area not yet incorporated into the storm sewer system. It was noted that no filling or drainage within the limits of this wetland is proposed. Park Superintendent VonDeLinde addressed the tree preservation issues noting that the majority of the tree resources do not represent a significant woodland as defined by the tree preservation guidelines. There is a significant woodland of cottonwood trees outside the grading limits but they will be impacted by the new 20' storm sewer outlet serving the existing wetland on the east side of the property. Director Vraa explained that staff is recommending that the developer install a six foot wide sidewalk along the north side of Thomas Lake Drive to service this development. To clarify a question relative to the location of mature trees adjacent to the residential area, Carl Dale noted that those trees are on the single family property on the west. The developer is proposing to provide more screening from the residential area as well. John Rudolph asked if the site which shows a theatre would be graded to bring it back to road level. It was clarified that the Advisory Planning Commission did not approve the theatre in this location, however, Mr. Dale noted that with the lowering of the William Brothers Pipeline next year, the grade will also be lowered. After further discussion, Dan Mooradian moved, Erin Ipsen-Borgersen seconded with all members voting in favor to make the following recommendations to the City Council relative to Safari at Eagan: 1. This plat not be subject to a parks cash or land dedication. 2. That this parcel not be subject to a cash trails dedication, but the developer be responsible for the installation of a 6'wide sidewalk along Thomas Lake Drive and an 8' wide bituminous path extending from Thomas Lake Drive to the limits of the plat on the west side of Thomas Lake Road. 3. This development be required to provide an on-site ponding to meet water quality treatment standareds and estimated pond volume requirements of 4.7 acre feet. 4. This development is not subject to any wetland replacement requirements. 5. The developer take measures to preserve as many of the existing trees as possible at the east side of the development, during construciton and installation of the storm sewer pipe. 6. The developer implement an enhanced landscaping in the area of this pond. These plans subject of hte review and approval of the City prior to implementation. TOWN CENTRE 100 - 12TH ADDITION Director Vraa introduced this item noting that the Commission had reviewed this development in October. It is back before the Advisory Commission because of plan changes with additional parking requirements. Ken continued that the developer has provided a landscaping plan which will be incorporated in the Development Agreement to meet the landscape requirements. Advisory Parks, Recreation and Natural Resouces Commission Minutes of November 4, 1993 Meeting Page 3 Parks Superintendent VonDeLinde explained that the original proposal removed all wetland vegetation and proposed replacement with willows. The new plan shows more natural vegetation with aspen, dogwood and wet prairie seed mix incorporated. John added that the post development landscaping will exceed the existing landscaping surrounding the wetland and complimented the developer for the good job they've done. After further discussion, Ted Billy moved, John Rudolph seconded with all members voting in favor to accept the November 2, 1993 landscape plan as presented. George Kubik complimented staff and the developer for the good job they had done. DEER STUDY Director Vraa explained that the Deer Management Task Force has been working on a deer study in the Minnesota Valley area in an attempt to reduce the number of vehicular/deer accidents. It was noted that there were approximately 64 accidents in 1991 and 84 in 1992. The Task Force wants to reduce the deer population from 23/square mile to 15/square mile. It was noted that 78 deer were taken recently during a controlled hunt in an attempt to reduce the herd and reduce accidents. Ken continued that the City Council wants the Commission to begin reviewing the Deer Task Force information as it becomes available. It was suggested that a three member ad-hoc committee could be assembled to look into this issue more carefully. Chairman Kubik asked how frequently the ad-hoc committee would meet. Director Vraa responded that research would need to be done first with input solicited from the Commission in March or April, 1994. After further discussion, Erin lpsen-Borgersen, Lee Markell, Ted Billy and George Kubik agreed to serve on the ad-hoc committee. DAKOTA HILLS MIDDLE SCHOOL/FIELD MAINTENANCE Director Vraa introduced this item explaining that when the Eagan High School/Dakota Hills Middle School complex was constructed the City entered into an agreement with the School District for joint utilization of school and city facilities. This agreement allowed school district programs to use Northview athletic fields for physical education classes and extra curricular activities in exchange for public use of Dakota Hills Middle/Eagan High School fields during non-school hours. The agreement further covered basic field maintenance activities associated with the use of these facilities, i.e. mowing, field striping, etc. Ken continued that the City has received a request from Dakota Hills Middle School to undertake full responsibility of field maintenance of both the middle school and Northview Elementary facilities for a fee. Director Vraa outlined staff's concern for limited staff time and equipment to provide this service, however, as the public sector is looking at more joint partnerships Ken noted that this may be an area where a joint partnership could continue to exist. The issue was brought before the Advisory Commission for their discussion and input.. Ted Billy expressed his concern for opening a'can of worms' indicating that this could open the door for other schools to make the same request. John Rudolph explained his concern for setting a precedent and suggested the option of having the City help with maintenance, for a fee, during the peak times rather than on a regular basis. George Kubik stated he was impressed with staff's ability to handle an already heavy work load and asked if an already pressed work force should be asked to take on additional work. Parks Superintendent VonDeLinde explained that mowing was the biggest concern. He continued that if there was a joint powers agreement to offset staffing and equipment expenses there is the capacity to add an evening mowing shift to facilitate the mowing of the additional 25 acres at the middle school/elementary school. Chairman Kubik noted that staff needs to be careful to make sure additional equipment costs and staff costs are taken into consideration before agreeing to the additional work. John VonDeLinde responded that this proposal is an increase of 10% over the current acres mowed. He also noted that the school district has equipment that may be used to complete these tasks. Advisory Parks, Recreation and Natural Resouces Commission Minutes of November 4, 1993 Meeting Page 4 Ted Billy reiterated his concern for entering into an agreement with the middle school and asked why they have not contacted an independent landscaping contractor to do the work. Director Vraa indicated that some of the work the district is requesting (ballfield maintenance)is an area which the City is more experienced in and there are not many private companies that would be able to facilitate that type of request from a school district. Mr. VonDeLinde noted that based on the fee schedules currently in place it would cost the school district approximately $14,000, or 660 labor hours, to do the two sites identified. Lee Markell asked if staff would like to do this additional work. Director Vraa responded that the school district has made a legitimate request, however staff doesn't have strong feelings either way. Staff is asking the Commission to review this request and determine if this should be a priority consideration for the department. George Kubik noted that parks expansion has been rapid over the last several years and he would prefer to see the parks system stabilized before adding another long term maintenance project. Lee Markell suggested that since the school district has their own people and equipment to do the work, they could do the portions of maintenance they are comfortable with and then contract out for the balance. If there is not the expertise currently for ballfield maintenance, than a "niche' may be created so the private sector can provide that service at some point in time. Mr. VonDeLinde responded that the district currently does contract out some of their work. He added that staff drags and lines the fields regularly when the fields are scheduled by the department. George Kubik expressed his concern for a perceived increase in responsibility if the City enters into an agreement with the school district given the staff that would need to be added and the budget constraints at this time. - Stephen Thompson stated he didn't feel residents had a clear differentiation between the school district and the city; they are seen as one and the same. He continued that this is a vote of confidence by the school district in staff's ability to maintain excellent athletic facilities. Stephen supported entering into a partnership with the school district in any way possible. Ted Billy asked where the line would be drawn. Would staff be able to refuse requests from other schools? Ted again reiterated his reluctance to support a formal arrangement for field maintenance. Dan Mooradian asked if the city was promoting a level of dependence by the school district since they already have staff and equipment to do the work they are requesting of the city. Jonathan Widem concurred with any partnership that could be worked out with the school district. He suggested finding out what the private sector would charge for this service and make it a revenue generating item. David Szott suggested that this request goes beyond being a good neighbor to the school district and suggested trying some of the work on a pilot program. David suggested that the city could provide technical assistance to the school district since they already have staff and equipment to do the work. Dan Mooradian added that although this was an opportunity to increase revenue there may be service priority changes in an attempt to serve a 'client' that is paying a fee for service versus maintenance needs of city facilities. George Kubik suggested that the school district investigate other alternatives in addition to having the city provide field maintenance. Erin lpsen-Borgersen suggested that department staff could teach the school district how to do the work so they can fully utilize their existing staff and equipment. George added that these suggestions should be communicated to the middle/elementary school so they can start looking at other option. George thanked the Commission Members for their input and the good discussion generated by this subject. 1994 PARKS DEDICATION FEES Director Vraa introduced this item noting that the Commission had discussed at their October 7 meeting the parks dedication policy and formula for calculating dedication fees, the history of recent land sales in Eagan and increases in parks dedication fees in developing communities. Ken noted that residential land values have increased based on recent land sales in Eagan. Advisory Parks, Recreation and Natural Resouces Commission Minutes of November 4, 1993 Meeting Page 5 Jonathan Widem asked if there have been comments from developers that the fees are burdomsome. Director Vraa explained that most developers working in Eagan are also working in other communities where the fees exist and are similar. Jonathan asked if the fees have discouraged development. Mr. Vraa responded that they have not based on the development that has occurred in the last three years. Lee Markell stated he supported a 3% increase in residential fees but favored keeping the commercial rates the same. George Kubik concurred with the 3% residential increase but proposed a 1% commercial increase. Jonathan Widem clarified that his support of the 3% residential fees included duplex, quad/townhouse and apartment/multiple. David Szott supported the 3% residential, 1 % commercial Increase feeling that gradual increases are better than a large increase to "catch up". When Stephen Thompson asked why only a 1 % increase was proposed for commercial properties, Lee Markell responded that it was because of a depressed commercial market. Jonathan Widem stated he didn't think the city needed to compare with other cities, rather they need to justify the cost proposals. Dan Mooradian noted that the inability to make comparisons has resulted in no price increases in commercial and suggested a 3% increase across the board. After further discussion, Jonathan Widem moved, Dan Mooradian seconded with all members voting in favor to recommend to the City Council that the 1994 parks dedication fees, 1994 trails dedication fees and 1994 water quality dedication fees be increased by 3% across the board. GOLF DRIVING RANGE Director Vraa explained that staff had no further information on this item at this time. Chairman Kubik asked that it be placed on the agenda at a later date. PROPOSED 1994 FEES AND CHARGES Director Vraa introduced this item noting that two years ago all fees and charges were carefully and thoroughly reviewed and changes were recommended. Ken continued that fees are reviewed every year by the Commission and they then make recommendations to the City Council for any changes/additions. The only change being offered for 1994 by staff is the implementation of a fee schedule for the reserved use of Trapp Farm Park tubing facilities. Superintendent of Recreation Peterson reviewed the tubing hill reservation fees. She noted that a deposit of $150 would be required and the fee proposed would be $25/hour for 1-25 people. For groups of 26-100 people the fee would be $25/hour plus $1/person/hour over 26 people. George Kubik asked if the $150 deposit was sufficient and if there should be additional liability insurance provided by those that reserve the facility. Superintendent of Recreation Peterson responded that the deposit was consistent with park shelter/pavi I ion reservations and if the Commission requests, liability coverage can be requested. George commended staff on their ability to provide such extensive services to the public. Jonathan Widem asked when fees were last increased. Dorothy Peterson responded they were increased two years ago after a lengthy review by staff and the commission. Ted Billy asked if there was a negative reaction to fees from people when reserving facilities. Dorothy responded that they are typically shocked that the fees are so low for the shelters and pavilions. Director Vraa added that staff has also received requests from groups to waive the fees because they feel they are prohibitive for their group, i.e. scouts, churches, youth groups, etc. Ted Billy asked if a 5% increase across the board would be reasonable. Director Vraa noted that a percentage increase may result in some odd figures for the fee schedule. George Kubik asked if there was any thought given to a two tier fee structure. Jonathan Widem noted that it would be a difficult to enforce and administer. George asked how often the chuckwagon is used and would there be a need to acquire another one. Dorothy responded that it may need to be replaced soon along with the canopy. Advisory Parks, Recreation and Natural Resouces Commission Minutes of November 4, 1993 Meeting Page 6 After furtherdiscussion Stephen Thompson moved, Jonathan Widem seconded with all members voting in favor to recommend the following fee increases for the 1994 fees: 1. Fees between $10 - 60 would increase by $5.00. 2. Fees between $61 - 125 would increase by $10.00. 3. Fees over $126 would increase by $15.00. 4, Fees for Trapp Farm Park tubing hill will be initiated as proposed. PARKS DEVELOPMENT UPDATE Landscape Architect/Parks Planner Lilly reviewed several park projects currently underway or nearing completion. C.). noted that the key park planting projects have been completed at Sky Hill Park and Trapp Farm Park. He also added that the tunnel under Diffley Road near the Caponi Art Park has been completed. Director Vraa added that the trail to Patrick Eagan Park from the tunnel will not be completed this fall. Mr. Lilly continued that the Lakeside Park landscaping near the new trail has been completed along with the wildlife observation blind at Blackhawk Park. C.). thanked the Eagle Scouts, S.T.S and Tree Trust for completing these projects. George Kubik thanked C.). for the concise overview of parks projects and complimented the use of photos to help the Commission visualize the progress. EAGANDALE INDUSTRIAL - WATER QUALITY AND WETLANDS Water Resources Coordinator Brasch reminded the Commission of a developer's request to consider approval of a conceptual plan for wetlands replacement prior to December 15, 1993 when the permanent rules of the Wetlands Conservation Act will go into effect within the City of Eagan. The Natural Resources Subcommittee met with the developer's representative and City staff to review the proposal in detail. A meeting of department heads occurred after the subcommittee meeting to address internal policy concerns about separating wetland impact review from the rest of the development review process. Based on that meeting the City has adopted a policy that it will not consider a wetland mitigation plan outside an overall development proposal for a given site. George Kubik noted that a great deal of effort has been spent on this issue and commended the developer for their innovative approach in dealing with wetland issues. Stephen Thompson concurred that it made sense to provide a master plan on the site and the Commission will now need to be more aware of the process to help ensure preservation of the wetlands on this site. Director Vraa added that the outgrowth has been that an overall plan may still be an option but staff isn't clear on how that will occur. Lee Markell asked if the Commission could obtain information from Community Development on a quarterly basis so they are aware when these large parcels are being considered for development. Rich Brasch responded that other departments are recognizing the importance of looking at an overall conceptual plan on parcels this large. PROPOSED POND IMPROVEMENT PROJECTS FOR WINTER 1993-4 Water Resources Coordinator Brasch reviewed three pond improvement projects proposed for winter 1993-4. The first project was the deepening of Pond LP-32.1 to improve the water quality in Schwanz Lake. The pond would be deepened to provide more wet pond volume under the current proposal. Rich continued that he has met with the residents and they have expressed their tentative support for the proposed pond modification. To preserve the option of using grant funds to finance this project, staff proposes to structure the bid document dealing with the improvements so that the City can withdraw the construction component of the project from the contract and include it under the grant. Advisory Parks, Recreation and Natural Resouces Commission Minutes of November 4, 1993 Meeting Page 7 The second project is for the expansion of Pond JP-20.1 which is located on park property just north of Northview Road in the Bald Lake watershed. The project involves creation of a two cell treatment pond. The existing pond would be deepened and expanded in length and width. Rich noted that staff will meet with the residents adjacent to the project to discuss the proposal at the appropriate time. The third project is for the excavation and re-configuration of Pond GP-1.1 which is located orth of Rolling Hills Drive in bur Oak Park. The proposed work would increase the wet pond volume and average depth of the southern-most detention basin. In addition, the dike separating this cell from the next one to the north would be re-configured to maximize the use of existing wet volume and provide additional treatment for discharge from direct drainage areas. The current proposal calls for the excavated material to be wasted on park property adjacent to the pond. The guidelines developed so far are to keep the maximum depth of fill to 3 feet or less and the fill would then be covered with top soil and revegetated. After discussion by the Commission, Ted Billy moved, Dan Mooradian seconded with all members voting in favor to recommend that the City Council approve a motion to proceed with development of the plans and bid documents for the proposed projects and meet with the neighbors as appropriate. DEPARTMENT HAPPENINGS Happenings highlighted by Superintendent of Recreation Peterson included Tiny Tots field trip to Appleside Orchard, Eagan Seniors meeting at Oak Woods, MRPA conference scheduled for November 16-18, and a meeting with the Eagan Hockey Association relative to winter ice time. Parks Superintendent VonDeLinde highlighted additional Happenings including bollard light installation at Trapp Farm Park, winterization of park and fire department irrigation systems, installation of a new irrigation system at Fire Station four, continuation of fall turf maintenance, final infield blading and augmenting of material as needed, hockey rink repairs in preparation for the winter season and the clearing of the Williams Brothers Pipeline corridor throughout the City. ROUND TABLE Discussion occurred relative to the importance of getting information as early as possible on large development proposals so the Commission has sufficient time and information to review the impact of wetland preservation and woodland preservation on these sites. Jonathan Widem noted that it would be helpful if a developer could be required to provide photos of existing conditions because their perception of 'significant woodlands/wetlands' may differ significantly from that of the Commission. Chairman Kubik suggested a meeting with someone from Community Development to help the Commission understand their process and how the Commission may better interact with the process to allow adequate review of development proposals. ADJOURNMENT With no further business to conduct Stephen Thompson moved,Jonathan Widem seconded with all members voting in favor to adjourn the meeting. The meeting was adjourned at 9:50 p.m. 4AI ecreta Date