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11/20/1995 - Advisory Parks & Recreation Commission MINUTES OF REGULAR MEETING OF ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION EAGAN, MINNESOTA NOVEMBER 20, 1995 A regular meeting of the Advisory Parks, Recreation and Natural Resources Commission was called to order at 7:00 p.m. on November 20, 1995 with the following Commission Members present: Cindy Lynch, John Rudolph, Sherie Wallace, Lee Markell, George Kubik, Stephen Thompson and Michael Vincent. Commission Members David Szott, Ken Tyler and Jonathan Widem were not present. Staff present included Ken Vraa, Director of Parks and Recreation; Dorothy Peterson, Superintendent of Recreation; Paul Olson, Parks Superintendent; C.). Lilly, Landscape Architect/Parks Planner; Rich Brash,Water Resources Coordinator; Gregg Hove, Forestry Supervisor; )on Oyanagi, Recreation Supervisor and Cherryl Mesko, Secretary. AWMI Michael Vincent moved, George Kubik seconded with all members voting in favor to accept the agenda as presented. Michael Vincent moved, George Kubik seconded with all members voting in favor to accept the minutes of the regular meeting of October 16, 1995. Items highlighted by Director Vraa included the hiring of Paul Watry to fill the park maintenance position; the plan to establish a 7-day-a-week rink maintenance plan; projects to be completed by the Tree Trust crews through the winter; special recognition of the street department for their assistance in paving; planning for winter recreation programming which will be included in the upcoming winter brochure; initiation of the use of Visa/MasterCard for registrations which will begin in December and the settling-in of staff in the new office space at the Municipal Center. There were no Consent Agenda items for the Commission to review. Wivinow, There were no Development Proposals for the Commission to review MOSQUITO CONTROL SUMMARY Parks Superintendent Olson explained that the Advisory Commission had been asked to review and make a recommendation to the City Council regarding the continuation of mosquito abatement in the City of Eagan. The recommendation made by the Commission, and accepted by the Council was that mosquito control measures would continue through the MMCD and an annual report would be provided by the MMCD outlining the amount of chemicals used each year and in what areas they were used. Olson explained that Dave French and Jim Stark were present from the MMCD to provide that update. Advisory Parks, Recreation and Natural Resources Commission Minutes of November 20, 1995 Meeting Page 2 Dave French continued that their task was to attempt to review what was done during the 1995 mosquito season and break it down by City park. March was when briquets were placed in several areas for larval control. In May the larvae was controlled with Bti pellets followed by spraying of adults the later part of May. Spraying from the air is not part of the mosquito control in Eagan, French continued. The MMCD continued to monitor tree hole mosquitos as well as participate in an accelerated education program in areas where this mosquito was found. Monitoring and education will continue through 1996, French concluded, however there has been a significant budget decrease for 1996 and the MMCD is in the process of re-organizing. The net result of the budget cuts may be that briquets are not used in 1996 which would mean that there would be more spraying in the parks. Commission Member Rudolph asked what the 'acceptable' count of adult mosquitos was during the monitoring process. Mr. French responded that a count of 130-150 equates to 2 mosquitos in 5 minutes; an acceptable number where people tend not to modify their behavior. Larger numbers result in people leaving an area because of discomfort. Commission Member Kubik asked what educational measures had been taken by the MMCD since the City Council's recommendation. Jim Stark responded 15,370 brochures were distributed through the local newspapers talking about Lacrosse encephalitis; in early May local newspapers were invited to go along with crews to see how mosquito control is carried out. Stark added that none of the papers joined the work crews. Demonstrations were done in early June in Roseville, information pieces were done on Channels 4, 5, 9 and 11 during the summer, several radio stations covered similar information pieces; information booth was staffed at the Dakota County Fair and a t-shirt give away was held to help develop more educational options, information panels were placed at the Wescott library with supplemental service information, CD Rom was established and provided to each school and library in the state, focus groups were held to determine public need and citizen input sessions were held. There were 25 service requests from Eagan residents in 1995, Stark concluded. Some programs being planned for 1996 include MMCD staff making presentations as requested, pilot programs at the high school level. using volunteers to distribute information, have an information video available, solicit better communication with local newspapers, and continue to update the City through brochures. Mr. Stark asked for information and input the Commission feels would be helpful in improving communication through the community. Member Wallace commented on the great job the MMCD has done in getting information out to the public. She suggested that because of the technical nature of the information, some thought may be given to making the information more reader friendly. Mr. Start commented that he will look further into that suggestion. Member Markell remembered that one of the recommendations made by the Council was that the City of Eagan take a leading.role in diminishing the level of chemicals used each year and asked if there was a way to use a more natural substance. Mr. Stark responded that the MMCD considers what it is currently using as biologically safe but with limited availability of other option they will continue pursuing other options. Member Vincent asked for information earlier for the next review of mosquito control since there was a significant amount of statistics and information that should be reviewed before the Commission discussion next year. Mr. Stark apologized for the lateness of the report but asked that the Commission Members, after more thorough review of the information they had provided, recommend how this annual information should be submitted for ease of reading and clarification. Advisory Parks, Recreation and Natural Resources Commission Minutes of November 20, 1995 Meeting Page 3 1996 PARK/TRAIL DEDICATION FEES Director Vraa introduced this item reminding the Commission that the parks dedication and trails dedication fees are reviewed each year so that a recommendation can be made to the City Council for adoption. Since the Advisory Commission had done a very extensive review of parks/trails dedications in 1994, Director Vraa opined that a brief review covering the last two years should be sufficient. These fees are based on land values, Vraa continued. Staff is proposing a slight increase in the land values thus increasing all the unit charges for 1996 parks dedication. The trails dedication, however shows a significant increase based on the construction cost increases that have been observed during 1995. Vraa did note, however, that the trails dedication for industrial/commercial have been recommended to remain the same as 1995. After a brief discussion, George Kubik move, Stephen Thompson seconded with all members voting in favor to make the following recommendations to the City Council relative to parks and trails dedication fees for 1996: Single Family $950.00/Unit Duplex $845.00/Unit Townhouse/Quad $800.00/Unit Apartment/Multiple $775.00/Unit Trails $150.00/Unit Commercial/Industrial $3,000/Acre Trails $ 800/Acre 1996 FEES AND CHARGES Superintendent Peterson stated that the Commission annually reviews the fees charged for private use of public park facilities and recreation equipment. There were no increases in fees being recommended for 1996 however, it was noted that there is a new facet for the Commission's review. The City must pay sales tax on the gross revenue generated by picnic kit rentals and ball fields and shelter building/pavilion reservations. Staff proposes that the sales tax be added to the fees at the time of the reservation. After a brief discussion, Michael Vincent moved, George Kubik seconded with all members voting in favor to recommend that staffs identification of 1996 fees and charges be approved by the City Council. 1996 BALLFIELD ALLOCATION Superintendent Peterson introduced this item explaining that staff has annually informed the Commission concerning the levels of use of ball fields in the City. Dorothy continued that this is an issue the Recreation Sub-committee has reviewed and came to the forefront when it was determined Lexington- Diffley fields would come on-line in 1996 coupled with the loss of the Unisys fields. The Lexington-Diffley fields will primarily be for adult use while youth sports will have 2 fields added at Red Pine Elementary and 1 field at Black Hawk Middle School to offset the Unisys fields. Also with the addition of Lexington- Diffley, the Rahn Athletic field will be assigned to youth activities. Advisory Parks, Recreation and Natural Resources Commission Minutes of November 20, 1995 Meeting Page 4 Member Kubik reaffirmed that there would be no net gain in fields in 1996. Superintendent Peterson responded affirmatively and added that after 1996, there are no new facilities on line. Member Kubik asked if fields could be lighted to maximize usage. Peterson responded that this would be part of the Commission's CIP discussion currently underway. Member Vincent thanked staff for the thorough information provided. SOFTBALL OUTSIDE PLAYER POLICY Director Vraa introduced this item indicating the interest by the Adult Softball League Leadership Committee to review a policy change for outside player fees. The Committee reviews the adult softball program after each season and makes recommendations for changes to the program. Recreation Supervisor Oyanagi continued that the current policy allows for up to 5 'outside' players at a fee of $25 per player which was instituted in 1992. Prior to that teams were allowed up to 3 'outside' players at no fee. Oyanagi continued that there are 2 issues for the Commission to consider; 1) Expand the number of outside players allowed and 2) should the fee be reduced from $25 to $10? Supervisor Oyanagi reviewed the 'outside' player fee as it impacts the Women's, Men's 35/40 and Over, Mens, Corporate and Co-Rec divisions. It was thought that more teams are 'cheating' on their rosters to by-pass the outside player fee. In researching other communities, Oyanagi stated that it appears that percentages of players on a team doesn't work very well nor does charging a blanket fee to address outside player issues. It was noted that there is a shift towards a more equal demand/supply ratio and that the change in the "outside" player policy will allow a proactive response that will maximize participation. Member Thompson stated there may be a need to limit the number of teams in the future, but expressed his support of the recommendation. Member Kubik responded with concern that if there is a shortage of youth fields and an overabundance of adult fields, there may be the need for some re- adjustments. Kubik recommended re-evaluation of the issue and keeping the outside player fee as it currently stands. Member Vincent concurred stating the need to facilitate youth programs first and then provide adult facilities. He suggested that youth games be placed on whatever fields are available and then fit in the adult games. Director Vraa responded that the department has traditionally tried to separate youth and adult activities and not have them occur simultaneously at the same location. Member Kubik asked if this issue could be addressed further by the Recreation Sub-committee. Superintendent Peterson responded that the sub-committee would be meeting on November 28. Member Wallace reiterated her concern that the ballfields in Eagan have priority use by Eagan residents and was not comfortable with reducing the outside player fee. Supervisor Oyanagi pointed out that the majority of all adult teams are Eagan residents whereas in youth travel programs only one of the teams on the field is from Eagan. After a brief discussion, George Kubik moved, Michael Vincent seconded with all members voting in favor to table this issue for review by the Recreation Sub-committee at their November 28 meeting. Advisory Parks, Recreation and Natural Resources Commission Minutes of November 20, 1995 Meeting Page 5 Parks Planner/Landscape Architect Lilly explained that the Slater Road trail which had been discussed at earlier Commission meetings has been postponed and will be re-bid in 1996 due to the bids coming in 30-40% higher than expected. Tennis West has installed 2,150' of maintenance strip at Northview Park and an 8 foot trail from Amber Leaf development was brought into Patrick Eagan Park from the south. It is hoped that a tail head overlooking the pond can be done in 1996. The pavilion plans and specifications will be finalized shortly for Blackhawk Park and will soon be out for bid. It is anticipated that the pavilion will be completed by July, 1996. The building at Lexington-Diffley will provide that the footings, wall and roof be installed by Sussel with in-house staff finishing the structure. Retaining walls are up at Lexington Diffley and the temporary signs will be installed shortly. Member Markell suggested that an article be written and submitted to Eagan residents outlining the history of the stones used for retaining walls at Lexington-Diffley. Planner Lilly recapped that the stones came from the Ramsey County courthouse and have been stored for the last 65 years since the building had been dismantled. Most of the stones were rectangular which make them ideal for the retaining wall needed on site. FISH LAKE DRAWDOWN UPDATE Coordinator Brash indicated there were a few flow restrictions with this project but that the lake can drop a total of 4-40 feet. Neighbors surrounding the lake have been notified and will continue to be updated as work progresses on this project. SCHWANZ LAKE CIP Coordinator Brasch explained that this project has been advertised for bid and twelve sets of plans have been distributed for a bid opening of December 1. The PCA is also looking at the documents to ensure that the project is in order. HOLZ FARM UPDATE Recreation Supervisor Oyanagi explained that the Holz Farm Task Force received the Architectural and Structural Examination and Evaluation for Holz Farm and have concluded that the buildings are generally in good shape. The Task Force also developed a mission statement at their last meeting and have identified 1940 as the year targeted to return to in planning for the recreation of an era. The next priority identified by the Task Force, and documented by SEH in their structural analysis,is for the replacement of the farmhouse roof. Horizon Roofing quoted a price of $9,620 to replace the roof, however the condition of the roof boards is unknown and the replacement should include repair or replacement to meet code. Weatherization of the farmhouse has been a high priority of SEH as well as the Building Inspections Department. Advisory Parks, Recreation and Natural Resources Commission Minutes of November 20, 1995 Meeting Page 6 Member Thompson asked if the Task Force feels this is a viable project to invest time and money in. Oyanagi responded that the Task Force is very excited by this project. Member Markell added that there is great support by the neighborhood as well and is enjoying seeing the enthusiasm for this project. After a brief discussion, George Kubik moved, John Rudolph seconded with all members voting in favor to recommend that $15,000 be allocated for the installation of a new roof for the Holz Farm house as well as allocating a $3,500 contingency to cover any underlayment, roof board repair/replacement that may be required. CAPONI ART PARK UPDATE Director Vraa stated this item would be reviewed when the Commission continues their review of the CIP and potential bond referendum issues. OAK WILT/DUTCH ELM UPDATE REPORT Forestry Supervisor Hove explained that this item is provided as an update on the status of Eagan's Shade Tree Disease Control Program. The past 3. years have seen a very aggressive approach to diminishing the impact of Oak Wilt and Dutch Elm disease in the City. Supervisor Hove reviewed the numerous data that has been collected to help with this problem. Eric Olson, Tree Inspector, explained that in 1995 214 trees were lost to Oak Wilt and 400 to Dutch Elm disease. The trend shows a steady increase in oak wilt from 150 in 1994 to 214 in 1995. Old infections sections will provide 54% of the loss. In areas where there is a new Oak Wilt infection center, vibratory plowing has been a fairly successfully method of separating a tree with infection but requires a second line of plowing to hopefully save trees beyond that line. At the present time, Olson continued, it is felt that 100% of the infections centers within the city have been identified and work can continue to control the spread of the disease. In 1993 201 trees were lost to Dutch Elm disease. 235 were lost in 1994 and 400 in 1995. Staff is comfortable the they are keeping up with the control of this disease. Member Markell asked if there was any regeneration of Oak Wilt once the tree is gone. Eric responded by saying no since it affects the roots. In describing vibratory plowing, Eric stated that the plow severs the roots between the trees to separate them. The blade cuts S-6 feet deep to accomplish that. The cost for this plowing for a new infection center is $SOO.or less. If the trees die and they have to be removed the cost is approximately $200 per tree. John Rudolph asked how many of the 400 trees affected with Dutch Elm have been removed. Eric responded that they have experienced very good compliance in that 380-390 have been removed. Supervisor Hove stated that the diseases are similar. The Dutch Elm beetle does not need an open wound to access the tree whereas with Oak Wilt an open wound is needed. This may have significant importance in working with new development in the future to ensure that oak trees are protected during the grading • portion of development. TREE PRESERVATION POLICY DISCUSSION Supervisory Hove stated that the Tree Preservation Policy was adopted in July of 1993. It is now in the process of being converted into ordinance status. Hove identified the review process for this issue noting the proposed time line to bring this to resolution in February of 1996. Advisory Parks, Recreation and Natural Resources Commission Minutes of November 20, 1995 Meeting Page 7 Director Vraa stated the Natural Resources sub-committee will review this at a later date. Member Thompson asked what the advantages/disadvantages are to having this become an ordinance. Director Vraa responded that in the past a policy has worked well, however, the City Council now wants this as an ordinance so that it is more enforceable. Fol Director Vraa noted that the terms of Michael Vincent, George Kubik, Jonathan Widem and Cindy Lynch expire in January, 1996. Commission Members may re-apply before December 28 and schedule an interview with the City Council for potential appointment. With no further business to conduct, Lee Markell moved, Michael Vincent seconded with all members voting in favor to adjourn the meeting. The meeting was adjourned at 9:55 p.m. Secrets Date or