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09/18/1995 - Advisory Parks & Recreation Commission MINUTES OF REGULAR MEETING OF ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION EAGAN, MINNESOTA SEPTEMBER 18, 1995 A regular meeting of the Advisory Parks, Recreation and Natural Resources Commission was called to order at 7:00 p.m. on September 18, 1995 with the following Commission Members present: George Kubik, David Szott, Ken Tyler, Stephen Thompson, Lee Markell, John Rudolph, Michael Vincent, and Jonathan Widem. Commission Members Cindy Lynch, Sherie Wallace, and Tom Walkington were not present. Staff present included Ken Vraa, Director of Parks and Recreation, Dorothy Peterson, Superintendent of Recreation, Paul Olson, Parks Superintendent; C.J. Lilly, Landscape Architect/Parks Planner; Rich Brasch, Water Resources Coordinator; Gregg Hove, Forestry Supervisor; Paula Nowariak, Recreation Supervisor; Jon Oyanagi, Recreation Supervisor; and Ruth Ebert, Clerical. AGENDA Director Vraa noted that the minutes of the August 14, 1995 meeting were omitted from the packets and would be deferred to the November agenda. Coordinator Brasch requested that the Eagle Scout presentation be heard as the first item on the agenda. Jonathan Widem moved, George Kubik seconded with all members voting in favor to accept the agenda as amended. FISH LAKE WATERSHED SERVICE PROJECT Water Resources Coordinator Brasch introduced this item by explaining that a large part of the Fish Lake Water Improvement Project is water resources education to decrease the pollutants getting into the lake via the 3,000 acre watershed area. He then introduced Eagle Scout candidate Luke Martin of Troop 453 to present his Community Service Project for Fish Lake Watershed. Luke Martin explained that his project involved informing the Fish Lake community about the connection between storm sewer drainage and the quality of the Fish Lake habitat. His project involves the application of stenciled signs next to 800 catch basins within the watershed area, door hangers, and 30 signs to be erected around the boundary which state that You are entering Fish Lake watershed.' The visual reminder will help to educate the public. Luke is recruiting help for his project by sending letters to lake front residents and by word of mouth among his troop. He showed a map of the watershed area divided into 21 regions. Member Kubik suggested that Mr. Martin use this opportunity to solicit volunteers to assist. Member Markell suggested viewers interested in assisting Mr. Martin with this project contact Rich Brasch at 681-4300. DEPARTMENT HAPPENINGS Items highlighted by Director Vraa included the addition of credit cards as a means of payment for the upcoming winter session after the move back to the municipal building. Staff has received several requests for this service. Also highlighted were the completion of sand volleyball and co-rec tennis leagues and playoffs; landscaping is now being done at Lexington Diffley; a Sentence To Service crew will be helping for two weeks by installing sod and doing clean up; bids are being taken for the Municipal Center plant material; and the Civic Arena is nearing completion. On Sunday, October 1, the community is invited to open skating and the dedication ceremony of the Civic Arena at 2:00 p.m. Public skating begins on Wednesday, October 4. EHS varsity boys and girls will be playing at the arena, in addition to the Minnesota Moose practices. Advisory Parks,Recreation and Natural Resources Commission Minutes of September 18, 1995 Page 2 CONSENT AGENDA Member Kubik moved, Michael Vincent seconded with all members voting in favor to approve the consent agenda. Member Markell asked Coordinator Brasch why the buffer region for Kindercare at Galaxie and Cliff roads was only 10 feet. Coordinator Brasch responded that there was no particular reason, except that the development is small (600 to 800 square feet) and it is an extremely small isolated wetland. The developer wanted to grade right up to the wetland, but he was asked to allow at least 10' as a safety buffer in case the silt fence goes down. Markell asked Brasch to suggest that the developer allow another 10' or 20' if it did not adversely affect the site. BENSON-ORTH Ken Vraa indicated this item involved a conditional use permit on existing use property at Eagandale Industrial Center Park #3 with an effect on natural resources. The development proposal is for construction of a 12,000 square foot concrete building for a truck terminal with office space. Staff's concern is for landscaping and removal of trees. Forester Hove presented an aerial photo of the site and a transparency of the city map. The site is fairly steep with a grade change of 40 feet from low to high point. The site is densely wooded, with 72 significant trees including 60 oaks. The back of the site (western 1/3) is an open grassy area. Development plans, as proposed, would result in removal of 63 of 72 significant trees, or 87 1/2%. The tree preservation policy allows for 30%, or 21 trees in this case, so they are well over the tree preservation policy. If development proceeds as proposed, mitigation would be 116 category B trees in addition to the landscaping requirements. Staff met with the developer prior to submittal of their plan to identify the site and suggested options to minimize tree loss. Dan Hamburg, representing the architect, proposed moving the building back 15 feet and raising it 3 feet to save a few trees. Member Markell asked if they have plans for the western portion of the site. Mr. Hamburg responded it is being considered for possible expansion. Markell asked if visibility from Neil Armstrong is needed. Mr. Hamburg indicated that they would like to present a nice face with good landscaping if possible, but they are not as concerned about visibility. Member Vincent asked about the possibility of moving as far as possible to the west. Mr. Hamburg responded that it is a very steep site and that grading would present a problem. Member Vincent stated that he would like to see them preserve more trees. Mr. Hamburg indicated a preliminary plan would be available in a couple of days. Member Widem stated that there was not enough information to make a decision and made a motion to table and further discuss at the Natural Resources subcommittee meeting on October 11, 1995. Member Kubik seconded with all members voting in favor. BLACKHAWK SHELTER BUILDING Director Vraa explained that this item was put on the agenda a month ago anticipating that the next phase of the design work for the Blackhawk Park Shelter Building would be completed. Unfortunately, that has not been done. The architect has been asked to go ahead with the design and development phase and work up some cost estimates. This item will be rescheduled for the October 11 workshop or the October 16 commission meeting. COMMUNITY ROOM USE POLICY Director Vraa indicated that because priorities have changed, it is appropriate for the Commission to review community room policies and priorities. Previously, government functions took priority and the use of the council chambers for any other purpose were discouraged. The community now has more of an opportunity to use this facility. Director Vraa introduced Dorothy Peterson, Superintendent of Recreation, to go over a draft of the new policy. Superintendent Peterson stated the primary issues are to review administration of the community room, which is proposed to be done by parks and recreation, and how operation will occur. It is hoped that janitorial staff would handle operation, but seasonal building employees may need to be hired to handle events held during non-business hours. Advisory Parks, Recreation and Natural Resources Commission Minutes of September 18, 1995 Page 3 Superintendent Peterson continued that it would be necessary to project who our potential users would be and suggest some alternatives for fees to be submitted to the City Council for their review. Amy Sievers, summer intern, did preliminary work on this and got some interesting ideas from Burnsville which have been included. Also incorporated are policies in effect for park shelter buildings, as well as some other creative ideas. The Commission was asked to review some aspects of policy including hours that reservations would be accepted (7 a.m. to 10 p.m. basically after 4:30 p.m. would be considered non- business hours). She suggested that the community room in its basic state be an open room with chairs and tables stacked and available for use (users would set up the room and return it to its original state). It was also noted that the adjacent serving kitchen is not suitable for cooking, but rather for serving of previously prepared food. Utensils would not be provided by the City. Superintendent Peterson stated that wine and beer are not permitted in City facilities. A discussion followed regarding proposed policies for the community room relating to alcoholic beverages, the possible need for police presence when alcoholic beverages are served, fee structures and reservation requirements. Member Tyler questioned if there was a liability issue if alcohol was served in a city building. Director Vraa responded that we would have to check with the city attorney on that issue. Member Widem indicated that he liked the idea of public use, but had mixed feelings regarding the fee structure and liquor exception. He moved for approval of the community room for public use with the understanding that the specifics be tabled for the recreation subcommittee to further discuss. Director Vraa and Superintendent Peterson discussed the timeline and felt there would be adequate time to meet the deadline for inclusion in the winter brochure and make the facility available on January 1, 1996. Member Widem inquired about waivers for use of the community room for families or organizations that cannot afford fees. Director Vraa stated that the City is not looking at the fees as a source of income, but rather to share costs with users. Member Vincent opined that he liked the idea of a one time access fee for user groups. Member Kubik seconded the motion by Widem with all members voting in favor. UNISYS PROPERTY UPDATE Director Vraa indicated that this topic was reviewed at a planning workshop last week. The Unisys property consists of 81 acres which are being sold for future development of the property. Brauer and Associates has been hired to develop some concepts and 'present options for the site, which would be shared with the City Council at their workshop on Wednesday evening. Director Vraa and Chairman Markell agreed to defer this issue to the recreation subcommittee before the issue is presented to the commission at large. Member Szott agreed that would be appropriate. Chairman Markell suggested that commission members view the property at their convenience. PARKS DEVELOPMENT UPDATE Director Vraa introduced C. J. Lilly, Landscape Architect/Parks Planner. Planner Lilly referred members to a copy of a thank you letter from Betty Rockswold for the City's assistance in placing a memorial bench and plaque at Rahn Park in honor of her daughter Jann Matuseski. Planner Lilly then discussed the municipal center landscaping. The quantity of landscaping is per city code, or 3% of total aggregate of building values for a commercial/industrial site, in this case $138,000. 35 to 40% of the material will be installed during fall of 1995 through spring of 1996. Phase I will begin this fall, which includes the south and west portion and move north and east. Because of the late start, normal grass seed cannot be used. An annual and rye mix with a small amount of bluegrass will be used to hold the soil until spring. Next spring a seeder/slicer will be used to add seed. Irrigation will be in the spring (although possible in November if the weather is good). Bids came in very well, several thousand dollars less than anticipated, which gives a buffer to purchase top soil, etc. for the site. Phase II is scheduled for the fall of Advisory Parks, Recreation and Natural Resources Commission Minutes of September 18, 1995 Meeting Page 4 1996 through spring of 1997, with conclusion of landscaping at that site during Phase III in 1997. Plans also include a plaza off the Council chambers in line with the proposed future gateway park. It is hoped that any landscape savings can be applied towards the plaza area. SCHWANZ LAKE WATER QUALITY IMPROVEMENT PROJECT Coordinator Brash sought a recommendation from the Commission to present to the City Council authorizing the preparation of plans, specifications, and bid documents for the capital improvement phase. of the Schwanz Lake Phase II Water Quality Improvement Project to be completed in 1996. Last year, bids for the capital improvement phase came in about 30% over estimates. It was decided at that time to postpone that phase, combine it with Phase II and put both out for bids. The project involves the diversion of relatively clean discharge from Hay Lake into the northern portion of Schwanz Lake to dilute poor quality water coming in from surrounding drainage, as well as excavation of the southern bay of Schwanz Lake to allow better treatment of water. It is estimated that those two projects will cost just over $103,000 and will basically conclude the CIP part of the project. Designs need to be refined and put out for bids. Member Markell noted that it appeared to be a costly project and asked what could be expected for improvement of water quality. Coordinator Brasch stated that along with alum treatment and public education, there should be a 30 to 40% decrease in water column phosphorus, reducing the frequency of severe algae blooms affecting Schwanz Lake. Member Kubik recommended that the City Council authorize the preparation of plans, specifications, and bid documents for the capital improvement phase of the Schwanz Lake Phase II Water Quality Improvement Project to be completed in 1996. Member Vincent seconded with all members voting in favor. SUMMER PROGRAM REPORT Director Vraa introduced Recreation Supervisors Paula Nowariak and Jon Oyanagi to highlight summer activities. Ms. Nowariak began by stating that the 1995 summer programs were successful and the numbers were enormous. Summer in The Park participants were limited to one afternoon and one morning site this year (in the past they were allowed to sign up for 4 or 5 sites). Wagonful O'Fun was not as successful because it was frequently rained out and had to be cancelled. South Oaks, Rahn, and Captain Dodd parks all showed increases in participation. This winter, the recreation subcommittee will discuss converting Summer in The Park into a camp format. Field Trips included a Minneapolis Loons game. Picnic in The Park had over 300 participants, and 148 pizzas were ordered for pizza parties in the park all of which the kids ate in spite of a rainy day. Teen programs were not successful - they need to be reviewed to determine how to reach the teen population. August camps proved to be popular, as well as the Safety Camp. T-ball was popular, though numbers were slightly down. Preschool programs were popular as usual. The behavior policy instituted this year was successful with very few problems reported. This can be attributed to the policy that all participants and parents were made aware of. Staff consisted of one program assistant, twenty leaders, and eighteen assistants for a total of 39. They all did a great job and had fun as well. Member Kubik inquired about scholarships. Ms. Nowariak indicated there were twelve requests ($377 total); down from the previous year. Member Vincent asked if there are plans to reevaluate marketing for teen programs. Ms. Nowariak responded that she serves on the youth connection council and would discuss the issue with that group. Transportation could be an issue. Another possibility would be to assemble a core group of kids from various schools to work with Parks and Recreation. Member Kubik asked about plans for Quarry Park. It was noted that Walker Lee Ashley would make a presentation at the October meeting. Advisory Parks, Recreation and Natural Resources Commission Minutes of September 18, 1995 Meeting Page 5 ton Oyanagi began his presentation with a review of the summer adult softball program. Numbers were slightly down from 1994, but there was an increase in co-rec softball. New issues include the addition of Lexington-Diffley site and turning Rahn over to youth with a net gain of a few fields. The League Leadership Committee will meet later this month and discuss adding games to existing leagues, though doing so would take away the opportunity for new teams to get involved. Numbers have plateaued, so there is a need to discuss how many non-residents can be on the roster, and then return to the Commission with that issue. The City contracted with naturalist Sandra Bohn and added nature programs on atypical days and times to see if there were people that were not being reached. Also offered was an evening nature camp and Saturday morning nature story time which did not go over, through they might at a different time and day. New daytime nature camps and Fabulous Fridays (a series of ten nature activities where kids could sign up for all 10 or a few) were all successful. Camp Creative appeals to younger kids, inline skate lessons are still popular, although this fall they were cancelled except for the advanced street style, which is normal for fall. Movies in the Park was disappointing the library has changed its rental policy for 16mm films. They have not replenished their supply and want to preserve what they have for in-house use. Some were able to be shown in June, however. Outdoor basketball and whiffle ball did not go. This fall, the walk and bike clubs are changing format to include six communities south of the river and will be charging a small fee. Member Kubik asked if participants were awarded a badge or certificate for completion of all ten Fabulous Fridays. Mr. Oyanagi answered that they were not, but it was something they could look at. Member Kubik also suggested that the U. S. Fish and Wildlife may be a source for 16mm films. Member Markell said the DNR also has 16mm films available. Commission members commended Jon and Paula for their great programs. RECREATION SUB-COMMITTEE UPDATE Member Rudolph indicated they are working on some park issues, especially community use, and will meet again. Superintendent Peterson indicated that a meeting was scheduled for September 20, but has been cancelled. The two items before them are sponsorship (the City has a policy regarding contributions and donations, but not sponsorship), and athletic field needs (looking at facilities the City has vs. youth and adult program needs and projections for growth). This information will be needed by the commission as they proceed into CIP and bond referendum discussion. NATURAL RESOURCES SUB-COMMITTEE UPDATE Coordinator Brasch indicated that a meeting date needs to be set to review the responses to some of the directives the Natural Resources Committee came up with on the water quality management plan update. Buffer requirements for wetlands and a matrix showing overall progress of the program is being worked on and should be ready for a Tuesday, October 3 meeting at 6 p.m. HOLZ FARM UPDATE )on Oyanagi advised that the City is having a neighborhood party at Holz Farm on Saturday, September 23 from 11 a.m. to 3 p.m. All buildings will be open so people can look at the farm, enjoy hay rides, a super jump, storyteller, clowns, dance school performance, face painting, cooking on the wood kitchen stove, and some farm animals provided by Don Holz. Some of the neighbors have been helping to plan and they are excited. Advisory Parks, Recreation and Natural Resources Commission Minutes of September 18, 1995 Page 6 ROUND TABLE' Director Vraa explained that he had received a call from Mr. Caponi asking if the Commission would like to visit the art park noting it would take at least an hour to see everything. Member Kubik suggested 5:30 p.m. prior to the October meeting. The suggestion was approved by all. Director Vraa called attention to resident Douglas Hultber's letter expressing his concerns and desire for a trailway in his neighborhood. This is typically a CIP item which the Commission may also want to consider. He also referred to Tom Walkington's letter of resignation. Due to the lateness of the year and the timeframe, the Council would probably not fill position the until January. Member Kubik suggested that alternate Cindy Lynch be appointed; all felt that would be appropriate. ADJOURNMENT With no further business to conduct, Michael Vincent moved, John Rudolph seconded with all members voting in favor to adjourn the meeting. The meeting was adjourned at 8:55 p.m. Secret Date Qhnins.918