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02/14/2005 - Advisory Parks & Recreation CommissionApproved as Amended on March 14, 2005 ADVISORY PARKS COMMISSION EAGAN, MINNESOTA MINUTES OF REGULAR MEETING OF FEBRUARY 14, 2005 A regular meeting of the Advisory Parks Commission was called to order at 7:00 p.m. on February 14, 2005 with the following Commission Members present: Joe Bari, Phil Belfiori, Margo Danner, Terry Davis, Duane Hansen, Muhammad Lodhi, Elizabeth Perry and Dorothy Peterson. Members Filipi, and Pletcher were not present. Attending staff included Paul Olson, Supervisor of Parks; Jeff Asfahl, Supervisor of Recreation; Eric Macbeth, Water Resources Coordinator; Paul Graham, Parks Operations Supervisor; Steve Taylor, Parks Maintenance Supervisor; Cherryl Mesko, Administrative Coordinator and Lori Kimball, Recording Secretary. APPROVAL OF AGENDA Member Peterson moved, Member Danner seconded with all present members voting in favor to accept the agenda as amended moving Parks Maintenance overview to be presented first and 20/20 Vision Plan second. All attending members voted to approve the agenda as amended. APPROVAL OF MINUTES OF JANUARY 17, 2005 Member Perry moved to approve the minutes, Member Danner seconded with all present members voting to approve. VISITORS TO BE HEARD PARK MAINTENANCE UPDATE Superintendent Olson introduced Paul Graham, Park Operations Supervisor and Steve Taylor, Parks Maintenance Supervisor. Olson noted that Graham has worked for the city since 1989 and Taylor since 1979. Graham and Taylor described seasonal tasks conducted by Maintenance Department staff, both part time and full time. In early winter, full time maintenance staff juggles their shifts to accommodate flooding outdoor ice rinks, to clean and sweep 15 hockey rinks and 15 free skate rinks. This ensures the rinks are opened by winter school break. An in-house mechanic makes sure machines are well functioning. Smaller jobs such as re-staining and remaking signs or letters to be used at park entrances are done at the shop. Larger job such as rebuilding 4 buildings this year and updating/maintaining the interior of 12 buildings are also in the line up of this year's work to get ready for summer use. Taylor stated they work with a lean staff to get all winter work done, adding they have "one of the best crews in the business". In Spring Taylor hires 30 and Graham hires 20 part-time workers for April through October. These employees work on all Parks and Recreation functions, fields and pavilions. Training is critical for safety rules and learning how to do the work without supervision since most summer staff works independently. Member Peterson made aware that summer employees are often the only city staff people that citizens encounter so the impression the maintenance worker gives is a very important one. Graham and Taylor showed pictures of projects they have built, including display cases, cupboards/ counters, signs, and even hockey rinks designed by the maintenance department. Graham said they tend to build what is needed and maintain it themselves, finding this is cheaper and often stronger and longer lasting. One example is the hockey rink at Rahn Park, which was designed and built by them. Graham and Taylor reflected on tools and other items that had been created in their workshop. Playground installation is also done in house, which saves money. It also saves time when doing repairs because the staff is familiar with the parts used. Member Bari asked how it is decided who mows city boulevards when they are along a county road. Graham answered that the city has a cooperative agreement with the county whereby trails are installed within the county road right of way and the City is responsible for maintaining the trails and boulevard. Member Danner praised and thanked Graham, Taylor and their staff for all the assistance they provide for the Fourth of July celebration. CEHP UPDATE OF THE PARKS 20/20 VISION PLAN An update of the Parks 20/20 Vision Plan was presented by consultant, Bill Bechner of CEHP. Bechner said the goal is to complete a Park System Plan with sufficient detail and clarity to guide further decisions for acquisition, development and other Park and Recreation Department needs. The chronology of developing this plan is as follows: Advisory Parks Commission Minutes of Regular Meeting of February 14, 2005 Page 2 1. Assessing needs (in progress) 2. Trails, open spaces and special issues-March 3. Issues, priorities, actions- April 4. Adopt a plan- TBD Parks and Recreation needs are currently being determined by assessing community profiles; programs and services; land and facilities; other providers and to benchmark similar communities. Demographic information is analyzed to help understand (and predict for the future) resident need for recreation in our community. EAGAN COMMUNITY PROFILE Progress with needs assessment has already begun by the consultants meeting with stakeholders; interviewing civic leaders and their staff; listening sessions with teens and senior citizens; and gathering with the general public. Demographics of Eagan showed the following: ? 2/3 of residents. are under 40 ? nearly 50% of residents have a college degree income average is well above national norm ? in the 1990's population increased by 34% over 50% of residents moved to current home since 1995 Bechner said ramifications will be considered for the migration of age groups. An assumption that corporations will remain intact is considered when determining movement in or out of Eagan; also taking into consideration the corporate land base. There will be a continued migration out of Eagan as teens graduate and move onto college or jobs. Currently 67% of residents under 40 years old and by 2020 over 50% will be over 40 years old. Bechner informed the viewers that people do not retire as their parents did. Now retirees tend to keep their homes and be active in recreational activities they enjoyed when they were younger. The completion of new housing development will occur so population growth of Eagan will slow down. The declining birth rate due to aging population will result fewer youth and more people of higher ages using the parks. These trends, combined with increased diversity, retiring baby-boomers who become "active adults"; child obesity and sedentary youth; a major drop off of spontaneous activity due to programmed events for children and a trend towards health and wellness are all considered when determining future recreational needs. NATIONAL RECREATION TRENDS Fitness participation is up across the nation ? Increase in walking Lacrosse is the fastest growing sport, soccer is still the largest ? Baseball and softball participation is down across the nation. ? Daytime swimming at an indoor pool is a popular trend for senior citizens. Bechner attributed this trend to the buoyancy of the water that is desired by people of older age with worn or painful joints. LOCAL RECREATION TRENDS INCREASE DECREASE Hockey bow hunting Inline skating baseball Lacrosse paintball Sporting clays skateboarding Wrestling Freshwater swimming PROJECTION OF ADDITIONAL FACILITIES An increase in facilities are needed based on population, were noted by Bechner as follows: 2005 pop. 2020 pop. Baseball fields (1/3500 residents) 1 2 Softball fields (1/1500 residents) 3 5 Ice Rinks (1/2000 residents) 4 6 Playgrounds (1/1500 residents) 4 6 Advisory Parks Commission Minutes of Regular Meeting of February 14, 2005 Page 3 Bechner reminded viewers to "come out and tell us what your vision is" attend the public meeting at 6:30-8:30 at the Eagan Community Center, to complete the opinion survey in the Discover brochure or call in on the dedicated phone line. Member Danner asked Bechner to clarify his company initials stood for. Bechner responded Conservation Environment and Historic Preservation. Danner opined that the meaning of CEHP was fitting to the City of Eagan. Chair Davis thanked Bechner and encouraged the residents to look to the future and take the opportunity to provide their input. SUPERINTENDENT'S UPDATE AND DEPARTMENT HAPPENINGS Superintendent of Parks, Paul Olson informed viewers that one time each year Eagan residents or businesses may request winter trail cleaning. These requests will be taken at the first City Council meeting in April. Trails eligible for being kept clean during winter are those that provide an alternative form of transportation such as a trail between two buildings used to walk back and forth rather than driving. Parks Superintendent, Paul Olson, highlighted activities of the Parks Department during the past month. • Outdoor Ice Rinks are now closed. The maintenance department will try to keep one rink open to finish the Boot Hockey season. • Trapp Farm Park is closed. The sledding hill was only open 7 days this winter due to low amounts of snow. • Ice on area lakes and ponds was subject to considerable melting over the past week. Ice safety is changing quickly and residents are urged to use caution and stay off of ponds. • The biannual tree sale will be held on Saturday, April 30th at the Eagan Public Works Building. Due to a decrease in demand, this year's sale will focus individual trees rather than landscape packages as have been sold in the past. Most trees will cost between $18 and $25. Olson said high quality "bare root stock" would be available to Eagan residents at cost. Since the tree roots are bare, these trees need to be planted immediately, unlike trees with bundled root balls. There is no guarantee given with these purchases. • Superintendent Olson gave each commission member a booklet called "Minnesota Shade Tree Advocate, " • The County Plan Commission agreed to ROW variances for Diffley Road along the Caponi property. The standard variance of 75' from the center line will apply only along the NE 10 acres. Should additional ROW ever be required, the balance of the property will in the public realm and ROW can be negotiated. • Trust Public Land (TPL) has completed a revised appraisal of the property in the format required by the DNR and submitted it for review. The appraisal is required to receive the State grant. Recreation Supervisor, Jeff Asfahl, reviewed recreation highlights and also shared Community Center Happenings. • Holz Farm has been designated "Eligible for the National Register of Historic Places" by the State Historic Preservation Office (SHPO). The APrC will be given more information in the March meeting. • Softball packets have been mailed out for the fast approaching summer seasons. There has already been a steady stream of inquiries, especially with the most recent spring like weather. • The Ice Skating Extravaganza held at the Community Center pond was a success. • Snow Daze was held on February 5. It should have been called "Ice Daze" since all events took place on Schwanz Lake at Trapp Farm Park. The temperature was a balmy 55 degrees with rapidly melting snow. • A new cooperative effort with ISD 196 Community Education will be starting on February 14 at the ECC. Preschool Gymnastics will be offered for ages 3-5. Registration is steady so far. Community Center Happenings- • 235 memberships were sold during our January special compared to 159 last year. Over 55 of these new members are enrolled in the Frequent Fitness Health promotion with Health Partners. • Interviews are taking place for hiring a full time overnight maintenance worker. • The Teen Center "Silence the Violence" fundraiser resulted in admission of 300+. Over $1000 was raised with great teen involvement. • ETAB further investigated the possibility of a coffee bar. They are receiving professional help from Dunn Brothers Coffee. Advisory Parks Commission Minutes of Regular Meeting of February 14, 2005 Page 4 • Open gym for adult basketball and volleyball on Monday and Thursday evenings and Saturday afternoons is bursting at the seams. We are now entering new territory as we need to put policies in place for over capacity. • Our new Fitness Coordinator, Marshall Grange, began in mid-January and is learning quickly and adapting to the fast pace at the EEC. CONSENT AGENDA There were no items for the APrC to review under the Consent Agenda. DEVELOPMENT PROPOSALS There were no items for the APrC to review under Development Proposals. OLD BUSINESS There were no items for the APrC to review under Old Business NEW BUSINESS Consideration of Thresher Fields Grant Application Superintendent Olson asked the commission to recommend the preparation of a grant application to the DNR Outdoor Recreation Program. This grant would provide funding for Thresher Fields Park, which will be open for public use in the spring of 2005. Amenities such as toilets, service area, water and a shelter were not included in the first phase. The project cost is approximately $400,000. A more refined estimate will be available for consideration prior to the March 31 submission deadline. Olson stated that if received, this grant would provide a 50/50 match for either cash value or staff labor. By applying for this grant the city is under no obligation to accept a grant or expend funds. Olson informed the commission if the grant is awarded, 2006 is the earliest it would be received so the city should continue to search for alternative source funding. A similar grant was submitted in 2004 but was not funded. Member Lodhi asked how much additional work is required to improve the grant. Olson replied that along with general improvements, information from the 20/20 Vision Plan would also be included. Member Peterson moved to recommend the preparation grant application to the DNR Outdoor Recreation Program to provide funding for improvements to Thresher Fields Park. Member Perry seconded and all present members voting to approve. The APrC will conduct a Public Hearing on the grant request at the regular March 14 APrC meeting. The results of the hearing and APrC recommendation regarding grant submission will be forwarded to the City Council for final approval on March 15. Wetland Replacement Ordinance Consideration Water Resources Coordinator, Eric Macbeth was present to discuss the development of a Wetland Protection and Management Plan for the City, which would result in local ordinance. With appropriate reviews and approvals, this would be an alternative to the Minnesota Wetland Conservation Act Rules. Prior to tonight's APrC meeting, the commission met to review and discuss 1) "State of the Lakes Report, 1990-2004" and 2) "Local Comprehensive Wetland Protection and Management Plan". To assist the Commission's consideration of this issue, Chad Donnelly, Water Resources Engineer of the City of Rosemount was present. Terry Schultz, Natural Resources Director of the City of Burnsville was scheduled but unable to attend. Information used for the discussion and evaluation is as follows: Benefits • Allow the use of wetlands for stormwater • Functions and values • Identify protection and restoration potential • Saves time and resources • Public & open process Advisory Parks Commission Minutes of Regular Meeting of February 14, 2005 Page 5 • Local enforceability improved • Brings City in line with other cities • Important to have in place for re-development (i.e. Burnsville) • Valuable tool in managing non-degradation plan Concerns • Time and resources to inventory • Challenge to integrate with other regulations (federal/state/local programs) • Does ordinance have more/less risk over state/federal requirements Chair Davis asked Macbeth why there should be a change to a wetland protection and management plan for the City. Macbeth replied this plan would allow improved local enforceability. This choice also "puts us in line" with neighboring cities. Member Peterson asked how rigorous the planning process is to accomplish this plan for Eagan. Donnelly answered that Rosemount's plan was completed in 1997 after pioneering this management plan. Eagan has the benefit of relying on Rosemount as a model. Macbeth stated that Eagan has a Water Management Plan from 1990 but it is outdated, stating that this effort will help update what Eagan has in place. Macbeth said in the current Water Management Plan, a wetland is a wetland, whether it is moist soil or five feet deep. This plan would allow him to rank a wetland of higher quality that needs higher protection. Member Belfiori opined that this local ordinance would save time and money later if we prepare our information now. Member Lodhi stated he sees value in the plan since it gives us opportunity to know what we kind of wetlands we have in our city and to discover what needs higher maintenance, allowing more and better control. Donnelly said the increase in land development allowed Rosemount to have this knowledge. Rather than staff being sent from the developer to assess the land, Rosemount already had the information and they provided the information to the developer. Member Bari asked if a wetland protection and management plan is the same as an ordinance. Macbeth answered that the plan is established within the City Code/Ordinance. The plan happens first and is open to the public, goes to the council for approval, and then the City adopts an ordinance that all wetland management is handled locally. Currently local authority follows state statute. Member Perry asked Donnelly how developers are receiving this plan; do they still hire their own consultants. It was noted that in 2005, classifications had changed, and there was a process if developers wanted to challenge a classification. Member Peterson remembered 12-15 people on the committee to develop the plan from 1991. She asked Eric how he anticipates this process will occur this time. Macbeth responded that an Open Public Notice of Intent task force would be used. Discussion continued about Burnsville and how they put their plan together. Redevelopment issues and restoration was occurring in their city, rather than new development. Macbeth added that this plan allows us to improve protections on wetlands once they become owned. Member Peterson asked Macbeth what he needed from the APrC. Macbeth asked for an action to direct staff and the process to develop a Wetland Protection and Management plan for the City of Eagan to begin. Member Belfiori moved that staff begin as Macbeth requested. Chair Davis seconded and all present voted to approve. 2005 Park and Recreation Department Capital Improvement Plan Superintendent Olson presented for review and consideration for approval, the 2005 Park and Recreation Dept. Capital Improvement Plan. The plan for 2005 is considered custodial, since it is filled with ongoing project. The Parks and Recreation department will wait for the completion of the Parks System Plan before beginning new projects. Olson presented the revised CIP for 2005 for approval to take to the City Council workshop. Member Peterson asked if the APrC should have their wish list of items needed for the City Council meeting so the council doesn't think this is the only plan. Olson suggested they wait until the Master Plan is complete. Perry opined there is a definitely a want list that is not reflected in the CIP list. An overview of the 2005 CIP projects: • Proposed Playground replacement or new equipment at Goat Hill, Ridgecliff, Fish Lake and Lakeside Parks totally an estimated $115,000 • Tennis Court renovation at Pilot Knob Park - $45,000 • Hockey Rink Renovation at Bridle Ridge and Sky Hill Park - $55,000 • Holz Farm renovation of granary and painting house and installation of windows - $36,000 with potential to partnership with Friends of the Farm, who will donate sweat equity and financial help. Advisory Parks Commission Minutes of Regular Meeting of February 14, 2005 Page 6 • Installation of Band shell PA system and lights on festival grounds, playground equipment, signage and site lighting will be done at Central park - $85,000 • Westcott Square picnic/program shelter - $40,000. This project was held off until potential partnership help was found. • Small projects as necessary - $20,000 Part II - Acquisition Location undetermined - $500,000 is earmarked for a parcel of land if available in the middle of the year 2004 Carryover included Caponi Acquisition, Holz Master Plan, phase 1 and Parks system plan. All are in progress. Member Danner asked when the Band shell PA system would be up and running. Olson estimated sometime this summer. Member Perry moved to recommend. WATER RESOURCES UPDATE Water Resources Coordinator Macbeth said 1,400 local students in grades K-2 heard information from a program called "Respect for the Environment." Macbeth announced a vacancy for a seasonal employee to do water quality field work. The Communications Director at the City is currently working with Macbeth to provide information to Eagan residents regarding the Wetland Protection and Management Plan. More information will be provided at the next APrC meeting. Member Peterson asked how many aerators were in lakes this winter. Macbeth shared there were 5 lakes in Eagan with the aerator this winter, possibly two more. Peterson also asked if there was any new information on the JP-47 status. Macbeth said there was no new info. OTHER BUSINESS AND REPORTS APrC terms will expire for Commission Members Bari, Hansen, Perry and Pletcher. Members wishing to re-apply will need to have information submitted to Administration by March 18 for Council appointment in April. New terms will take effect at the May 16 meeting. Cherryl Mesko stated that letter swill go directly to those members whose terms will expire. ROUND TABLE Superintendent Asfahl told the commission that Parks and Recreation partnered with Travel Baseball in March and April will have a programmed baseball practice at the Civic Arena. This will be listed as a class in the Discover brochure. Member Danner passed out 10 year pocket calendars from the Eagan Convention and Visitors Bureau. Member Danner asked if there was yet a scheduled date of CIP w/council workshop. There has been no date set yet. Discussion evolved around the upcoming Master Park Plan meeting on Thursday, February 17. An open public forum will be held from 6:30-8:30 at the Eagan Community Center. The attendees will break apart into small discussion groups. A Vision 20/20 survey has been distributed to each Eagan resident in their Discover brochure, is available at City buildings and on cityofeagan.com. Superintendent Olson shared a voice mail phone number that can be called to leave a message in response to the 20/20 Vision Plan. The number is 651-675-5400. Residents can use the phone number, website or Discover Brochure to give their opinions. A strong attempt has been made to get residents involved by accessing the survey in several forms. ADJOURNMENT With no further business to conduct, Member Perry moved, Chair Davis seconded with all members voting in favor to adjourn the meeting. The meeting was adjourned at 9:00 p.m. ?4 Secretary I 11aola Date Minutes transcribed by Lori Kimball-clerical