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10/16/1995 - Advisory Parks & Recreation Commission MINUTES OF REGULAR MEETING OF ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION EAGAN, MINNESOTA OCTOBER 16, 1995 A regular meeting of the Advisory Parks, Recreation and Natural Resources Commission was called to order at 7:00 pm on October 16, 1995 with the following Commission Members present: Cindy Lynch, David Szott, Jonathan Widem, Lee Markell, George Kubik, Sherie Wallace,Stephen Thompson and Michael Vincent. Commission Members John Rudolph and Ken Tyler were not present. Staff present included Dorothy Peterson, Superintendent of Recreation; Paul Olson, Parks Superintendent; CJ Lilly, Landscape Planner/Parks Planner; Gregg Hove, Forestry Supervisor; Rich Brasch, Water Resources Coordinator; Jon Oyanagi, Recreatio Supervisor; Walker Lee Ashley, Youth Development Coordinator and Cherryl Mesko, Secretary. Director of Parks and Recreation Vraa was not present. NMI Recreation Superintendent Peterson added Blackhawk Park Pavilion under Old Business; Blackhawk Park Playground Equipment Removal under New Business; Appointment of Caponi Art Park Liaison and Natural Resources Subcommittee Appointment under Other Business and Reports. Jonathan Widem moved, George Kubik seconded with all members voting in favor to accept the agenda as amended. AffffiffirJ920011=1 - George Kubik moved, Jonathan Widem seconded with all members voting in favor to accept the minutes of regular meetings of August 18, 1995 and September 18, 1995 as presented. There were no visitors in the audience who wished to be heard under this agenda item. Items highlighted by Recreation Superintendent Peterson included certifying over 300 coaches through the NYSCA Coaches Clinics; preparation for the move back to the Municipal Center scheduled for October 30; 73 adult volleyball teams are participating in the fall league and an influenza immunization clinic is scheduled at Oak Woods on November 14. Parks Superintendent Paul Olson discussed the assistance by the Street Department with the extension of a non-motorized trail into Patrick Eagan Park adjacent to the Caponi Art Park; the Sentence to Serve crews in conjunction with City staff have installed 2500 yards of sod and fill at Lexington Diffley; lake information kiosks have been installed and filled with information about lake quality protection at Schwanz and Carlson Lakes; and the alum dosing pilot project for Fish Lake was completed on schedule in late August. Advisory Parks, Recreation and Natural Resources Commission Minutes of October 16, 1995 meeting Page 2 Jonathan Widem moved, Sherie Wallace seconded with all members voting in favor to make the following recommendations to the City Council relative to the following development proposals: 1, Preliminary Subdivision and PD - Pet Food Warehouse. This development shall be responsible for a cash parks dedication and a cash trails dedication. Water quality requirements were previously met for this site and the entire Park Center PD with the construction of a detention basin (Pond AP-50) located south of the Senior Housing site. There are no wetlands on site and there are no significant trees on this site. 2. Benson-Orth Associates - Xpress Lube. This development has fulfilled its parks dedication requirements but shall be responsible for a cash trails dedication. 3. Conditional Use Permits - Hoovestal, Inc. This development has fulfilled its parks dedication requirement but shall be responsible for a cash trails dedication. The Tree Preservation Plan as proposed shall be approved. Tree Protective Measures (i.e. 4 foot polyethylene laminate safety netting) shall be installed at the Drip Line or at the perimeter of the Critical Root Zone, whichever is greater, of significant tree/woodlands to be preserved. The developer shall contact the City Forestry Division at least five days prior to the issuance of the grading permit to ensure compliance with the approved Tree Preservation Plan. There are no wetlands on this property, however the developer shall work with Water Resources staff so that the proposed detention basin will be modified to increase its minimum mean depth to 2.5 feet and wet volume to .4 acre feet. Approval of this request is subject to conditions that address the engineering and water quality issues. There were no development proposals for the Commission to review. CONDITIONAL USE PERMIT - BENSON-ORTH DEVELOPMENT Superintendent Peterson introduced this item explaining that the Commission had reviewed this development at their September 18 meeting but had deferred it for further review by the Natural Resources Sub-committee. This development requests approval of a Conditional Use Permit for a truck and freight terminal on 3.68 acres currently platted as Lots 19, 20, and 21, Block 5, Eagandale Industrial Center Park #3 located on the west side of Neil Armstrong Boulevard south of Apollo Road in the NW 1/4 of Section 11. Jonathan Widem, Natural Resources Sub-committee chair explained that during the discussion by the sub-committee the only unresolved issue appeared to be tree preservation. He noted that the original tree removal was proposed to be 87.5% but after meeting with the developer, the removal has been decreased to 55.5%. Although the ordinance calls for 30% allowable removal, the sub-committee opined that the developer had gone to great lengths to decrease the tree removal on site by moving the building and reducing/reconfiguring parking stalls. The sub-committee felt that the intent of the Tree Preservation Guidelines had been preserved with this development even though the 30% allowable removal could not be maintained and that the developer had made a commendable effort to work with staff to mitigate tree loss on site. Advisory Parks, Recreation and Natural Resources Commission Minutes of October 16, 1995 meeting Page 3 After a brief discussion, Jonathan Widem moved, Stephen Thompson seconded with all members voting in favor to recommend to the City Council that the conditions identified by staff be approvoved relative to the Conditional Use Permit for Benson-Orth Development: COMMUNITY ROOM USE POLICY Superintendent Peterson introduced this item noting that it had been reviewed at the September 18 Commission meeting and deferred to the Recreation Sub-committee for further review and recommendation. Peterson continued that the sub-committee met on October 2 to review this issue and make a recommendation as directed by the Commission. Issues identified by the sub-committee included permissibility of beer, wine and alcoholic beverages, administrative issues such as waivers, access fee or prepayment and fee rates. Other issues discussed were the access to the facility during non-business hours, reservations during hours other than 7:00 am - 10:00 pm and damage deposits. Superintendent then reviewed the recommendations/revisions made by the Recreation Sub-committee along with the proposed fees. Member Markell asked when this issue would be re-visited if the Commission recommended approval of the sub-committee's recommendations. Superintendent Peterson responded that this would be reviewed annually along with all other fees charged by the City. After a brief discussion, George Kubik moved, Jonathan Widem seconded with all members voting in favor to make the following policy recommendations to the City Council for Community Room use: 1. It is the policy of the City of Eagan that access to the Community Room, acceptance of reservations and levels of fees shall be as outlined for categories of user groups. 2. The Department of Parks and Recreation shall administer the calendar of reservations, accept revenue and schedule operations. Reservations will be accepted on January 2 for the ensuing calendar year. 3. Fees, subject to annual review by the City Council, shall be assessed as outlined for the various categories of users. 4. Non-City groups utilizing the Community Room either during regular Municipal Center office hours or after hours shall be provided access to the facility through city seasonal building supervisor staff. 5. The Community Room, in its basic state shall be an open room. Chairs and tables shall be stacked. Each user group shall set up according to its needs and take down at the end of the event. All garbage/trash shall be placed in the receptacles provided including recyclables. 6. The serving kitchen adjacent tot he Community Room is available for use. Access is to be arranged at the time the reservation is made. The City does not provide coffee pots, dishes or tableware. 7. Reservations by community group shall be limited to once a month, between the hours of 7:00 am and 10:00 pm. Requests for more frequent use require review by the City Council. 8. Requests for events beginning prior to 7:00 am or extending beyond 10:00 pm require authorization at the time the reservation is made. Advisory Parks, Recreation and Natural Resources Commission Minutes of October 16, 1995 meeting Page 4 9. Smoking is not permissible in the Community Room or in the Municipal Center itself. 10. Beer, wine and alcoholic beverages are not permitted to be served in the Community Room. 11. Storage space is not available. Community Room User Groups were identified as follows: 1. City Departments a. Park and Recreation programs b. Other City departments c. Commission sub-committee meetings *Reservations must be scheduled one week in advance *These activities may not pre-empt a previously scheduled non-City activity. d. Fees: No Charge 2. Youth Groups (examples) a, Local Boy and Girl Scouts b. Eagan Athletic Association c. Eagan Hockey Association d. Local 4-H groups *Reservations must be scheduled a minimum of two weeks in advance. Reservations can be made beginning January 2 for that calendar year. e. Fees: No Charge $150 damage deposit required at time of reservation 3. Local Civic Groups (non-profit - examples) a. Rotary Club b. Local Jaycee's c. Local Lions Club *Reservations must be scheduled a minimum of two weeks in advance. Reservations can be made beginning January 2 for that calendar year. d. Fees: No fee will be charged during regular business hours. During non-business hours a fee of $20 per hour (or the current fee set on an annual basis) $150 damage deposit required at time of reservation. 4. Local Resident Groups (examples) a. Parties, graduations b. Receptions "Reservations must be scheduled a minimum of two weeks in advance. Reservations can be made beginning January 2 for that calendar year. c. Fees: Fee charged at $20 per hour/Daily maximum of $200 (or the current fee set on an annual basis) $150 damage deposit required at time of reservation. Advisory Parks, Recreation and Natural Resources Commission Minutes of October 16, 1995 meeting Page 5 5. Non-Resident Groups a. Meetings b. Parties c. Receptions vReservations must be scheduled a minimum of two weeks in advance. Reservations can be made beginning January 2 for that calendar year. d. Fees: Fee charged at $50 per hour/Daily maximum of $350 (or the current fee set on an annual basis) $150 damage deposit required at time of reservation. 6. Profit Making Groups a. Corporation meetings b. Eagan Business meetings *Reservations must be scheduled a minimum of two weeks in advance. Reservations can be made beginning January 2 for that calendar year. c. Fees: Fee charged at $50 per hour/Daily maximum of $350. (or the current fee set on an annual basis) $150 damage deposit required at time of reservation HOLZ FARM OPEN ISSUES Recreation Supervisor Oyanagi explained that there were additional appointments to the Holz Farm Task Force for the Commission to review and recommend. Those individuals were Pam Johnson, Steve Levin, Vivian Neiger and Patti Johnson. Supervisor Oyanagi continued that the September 23 event at Holz Farm was very successful with over 600 people stopping by during the afternoon. Member Kubik commented on what a great event it turned into. It was noted that SEH has begun a structural analysis of the building(s) and will report their findings to the Task Force. The removal of bat guano will begin shortly, Oyanagi continued, and will be done by staff since the only quote received for removal was $2,500. Much care will be taken during this process to protect from potential inhalation of any particles. The Task Force has visited several other working farms and followed up with brain storming sessions to determine how to best make use of Holz Farm. Oyanagi commented that the survey during the open house revealed that most people wished to see this property used for an historic farm. After further brief discussion, Stephen Thompson moved, Jonathan Widem seconded with all members voting in favor to recommend that Pam Johnson, Steve Levin, Vivian Neiger and Patti Johnson be added to the Holz Farm Task Force. BLACKHAWK PARK PAVILION Park Superintendent Olson explained that the Commission had looked at preliminary designs for the Blackhawk pavilion at a previous workshop session and provided input for a design they would like to see at this location. Staff has taken the Commission's suggestions and incorporated them into a design they feel will work effectively at this park. Olson continued that the orientation of the building has been rotated Advisory Parks, Recreation and Natural Resources Commission Minutes of October 16, 1995 meeting Page 6 more northwest based on the Commission's recommendations. The building is designed in three pods, or use areas, that will hold approximately 200 people. Two of the pods will be open similar to other park pavilions and the third will have 4 overhead garage doors to allow the building to be open as weather permits and closed during inclement weather. The enclosed area will house restrooms, a kitchen area and storeroom. The site was designed to allow one group or multiple groups to use the building at the same time Olson continued. The building will be bid with asphalt shingles with a metal roof as a bid alternate. The gathering area to the north of the building, overlooking Blackhawk Lake is also being bid at a bid alternate. This area includes retaining wall and fire ring. The architect's estimate for this project, Olson stated, is $307,000 which is within the budget projected for this building. It is also expected that staff will ask tat a well be drilled on site rather than extending the water from the residential area to the northwest. It is expected the well will cost 1/3 of what the cost would be to extend the water. Staff will also explore the possibility of placing a drain field on this site rather than running sanitary sewer for the same reasons. Member Markell asked how much room would be provided in each of the pods. Superintendent Olson explained that each of the three pod spaces was 36' x 36' with additional space in the open triangular area that connects the pods. Member Markell asked why the building was being bid at this time. Superintendent Olson responded that it is hoped that this facility can be open by July, 1996 and in order to accommodate that time frame, work needs to begin this winter. Member Kubik commented that the outside seating area to the north of the building would be a benefit if it was cost effective to construct it. Member Vincent concurred that this fire ring/gathering area would be a positive benefit. Member Markell asked if the area would be handicapped accessible because of the significant grade change. Superintendent Olson responded that handicapped access to this area would be via the trail. George Kubik moved, Michael Vincent seconded with all members voting in favor to recommend to the City Council that the Blackhawk Park pavilion building be authorized for bid as presented. BLACKHAWK PLAYGROUND REMOVAL Superintendent Olson explained that the Commission is requested to review the options relative to the "old" playground equipment located on the west side of Blackhawk Park near the residential area off Riverton Avenue. This equipment no longer meets standard codes applicable to playground installation and needs to be removed for safety reasons. Olson also noted that since there was a much larger playground structure installed within Blackhawk Park, the Commission would need to decide if this was sufficient for this park of if an additional, smaller structure should be installed to replace the "old" structure. Member Kubik asked how much use the "old" playground received. Superintendent Olson responded that it appears there is little use because of the diminished play value. Several components have been removed because they have been broken over the years and some have been removed for safety reasons. After a brief discussion Stephen Thompson moved, Michael Vincent seconded with all members voting in favor to remove the "old' playground equipment located on the west side of Blackhawk Park and work on other options for the use of that space. Member Wallace added that there should be very clear communication with the residents so they are aware the equipment is being removed. Advisory Parks, Recreation and Natural Resources Commission Minutes of October 16, 1995 meeting Page 7 TRAIL ON SLATER ROAD Landscape Architect/Parks Planner Lilly explained that the City is attempting to place 1400' of trail along the Whispering Woods division adjacent to Burnsville on Slater Road. There are 11 homesites along this area and staff is coordinating with the developer to identify the locations of the driveways in conjunction with the alignment of the sidewalk to allow for the appropriate reinforcement throughout the trail. The issue at this time is whether the concrete bids will be competitive enough to allow for the installation yet this year. It was hoped that the work could be done in 1995, however, concrete bids have been high based on the overabundance of work for that industry so the work may not be able to be done until 1996. Member Thompson asked why this trail was concrete rather than bituminous. Planner Lilly responded that it was matching the existing sidewalk in Burnsville. Lilly concluded that this was provided for Commission information and there was no action required. LEXINGTON/DIFFLEY ATHLETIC SITE Planner Lilly explained that a building would be constructed next to the US West building with some of the work being completed by maintenance staff. Lilly also stated that historic block will be acquired for the installation of the entrance signage at the athletic site. He continued that a concrete bid has been acquired for the footings for the sign and the Streets Department will do the excavation and backfill of the site to reduce the overall price of the project. Member Markell asked what the price was for the stone. Lilly responded it was $15,000 furnished and installed. Markell asked if the City could acquire additional stone in the future. Member Vincent commented on the innovate ideas from staff to provide quality products for a reasonable cost. FISH LAKE DRAWDOWN Water Resources Coordinator Brasch explained that one component of the rehabilitation for Fish Lake was the temporary reduction of the lake by 5 feet prior to ice formation in late November/early December and then bring the level back to normal. This will be in an attempt to expose the bottom and kill the buds of the plants that are choking out the lake. There will be a mailing in November to the shoreline residents about the proposed process. The DNR is also review this issue and have expressed some fishing concerns but also feel this option is worth evaluating. REVIEW/APPROVAL EAGAN PROMENADE WETLAND REPLACEMENT Coordinator Brash explained that the Natural Resources Subcommittee has reviewed this development in the past and were directed to develop a recommendation regarding approval of the wetland replacement plan after the 30 day public comment period mandated by the WCA was over. Since that comment period is over it is appropriate that the Commission re-visit this issue and make a recommendation to the City Council. Coordinator Brash added that only one comment was received from the public which was positive. The replacement plan, Brasch continued, would involve the creation of 1.08 acres of wetland adjacent to existing wetland areas in the north central portion of the site. This results in the proposed replacement ratio of approximately 2.3:1 which exceeds the 2:1 ratio specified in the WCA. After a brief discussion, Jonathan Widem moved, George Kubik seconded with all members voting in favor to approve the proposed wetland replacement plan. Advisory Parks, Recreation and Natural Resources Commission Minutes of October 16, 1995 meeting Page 8 BOULEVARD TREE INVENTORY PRESENTATION Superintendent Olson explained that the Forestry Department has been working in conjunction with the Street Department to provide a complete boulevard tree inventory. Olson introduced Forestry Supervisor Hove who provided background of the project and then introduced Mark Rehder, Forestry Intern who did the actual inventory. Rehder explained that in doing the inventory a boulevard tree was defined as any tree that is rooted within fifteen feet of the curb. A total of 15,669 trees were inventoried for the project and eighteen data fields were taken for each tree. The data fields include information that will be useful to the Forestry, Planning and Streets Departments. Rehder continued that the tree sites were hand plotted on maps supplied by the engineering department and then an address and site number were given to each boulevard tree found on a lot. Both tree and non-tree visual site obstructions were also noted. A unique GIS number was also attributed to each tree. When the maps are digitized and a GIS program is in place, a spacial display of all the trees in the city, including their eighteen data fields will be available. Intern Rehder reviewed the data fields and results of the data. It is hoped that the data will be used by multiple departments. One of the largest concerns that surfaced during the study was how close small trees are planted to the curb which can produce some potential problems in the future. It was suggested that education be an important component in addressing boulevard tree planting in the future. Member Markell asked if the trees that presented problems with site obstruction were planted or native. Rehder responded they were primarily planted. Member Wallace asked if there were many trees that needed to be removed. Rehder responded that there were many trees that need to be removed. Member Kubik asked if there was enough information from this inventory to set a planting policy for boulevard trees. Forestry Supervisor Hove responded that a case by case evaluation may work better at the present time. Member Kubik thanked Intern Rehder for his in-depth report and commented on the wealth of information this can provide for the City. SUMMER PROGRAM REPORT YOUTH DEVELOPMENT COORDINATOR Recreation Supervisor Ashley explained that the Youth Development program is o the move and expanding to other areas of the City. Ashley continued that programs continue in Wescott Commons and has been stabilizing since last year and reviewed the pre-school, latchkey, tutoring, young male development, young female development and sports programs that have been offered over the past year in that location. Expansion to the Quarry Park area has begun with a youth rally to solicit programming ideas for this community. The Duckwood area will also be incorporated in the Youth Development programming, however, programs will not occur at this site, although the youth will be invited to participate in activities offered throughout the City. Supervisor Ashley commented that budget is a real concern for these programs since the areas are primarily low income and although fees charged are minimal, some people cannot afford to participate. Youth Development does not generate much revenue and Supervisor Ashley expressed his hope that revenue can be generated from other programs to offset some of the costs. Advisory Parks, Recreation and Natural Resources Commission Minutes of October 16, 1995 meeting Page 9 Member Markell asked what kind of staff Walker Lee had for the Youth Development programs. Ashley responded there were six. Markell asked what Ashley what his budget was. Supervisor Ashley responded he didn't know for sure. Member Kubik asked if there were programs that Youth Development was looking to implement in the future. Supervisor Ashley responded he would like to incorporate some educational trips such as the Northwest training facility, museums, plays, etc. Member Markell thanked Supervisor Ashley for his report and input. NXINFIRMI Lee Markell, Michael Vincent, David Szott and Sherie Wallace agreed to serve on the Caponi Art Park Committee. Four members were appointed to ensure attendance at all the meetings. With the resignation of Tom Walkington from the Advisory Commission, Stephen Thompson agreed to serve on the Natural Resources Sub-committee. With no further business to conduct, Jonathan Widem moved, Michael Vincent seconded with all members voting in favor to adjourn. The meeting was adjourned at 9:10 pm. Secretary Date