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09/13/2001 - Advisory Parks & Recreation Commission
Tour of: AGENDA ADVISORY PARKS COMMISSION Central Park site/ EAGAN, MINNESOTA Duke-Weeks property Thursday, September 13, 2001 Meet at City Hall, upper level 7:00 PM parking lot at 6:00 pm Eagan Municipal Center City Council Chambers A. Call to Order and Pledge of Allegiance 7:00 pm B. Approval of Agenda 7:02 pm C. Approval of Minutes of Regular Meeting of August 20, 2001 7:04 pm D. Visitors to be Heard 7:06 pm E. Superintendent's Update and Department Happenings Pages 1-2 7:10 pm F. Consent Agenda (1) u'»° 3,~d Strike- APrC has previously reviewed this item 7:20 pm G. Development Agenda (1) Duke Reality Corporation Pages 3-8 7:25 pm H. Old Business (1) Cascade Bay 2001 Survey Findings Pages 9-12 7:35 pm I. Water Resources Update 7:45 pm J. Other Business and Reports (i) Introduction to Recreation Supervisors- Jeff Asfahl Page 13 7:54 pm (1) Programs and Events Summer Review- Cathy Bolduc Pages 14-19 7:55 pm (2) Youth Programs Summer Review- Paula Nowariak Pages 20-24 8:05 pm (3) Central Park/ Community Center Update 8:15 pm (4) Golf Course Exploratory Committee Update 8:20 pm (5) Natural Resources Subcommittee Report 8:25 pm K. Round Table 8:35 pm L. Adjournment 8:40 pm The City of Eagan is committed to the policy that all persons have equal access to its programs, services, activities, facilities, and employment without regard to race, color, creed, religion, national origin, sex, disability, age, marital status, sexual orientation, or status with regard to public assistance. Auxiliary aids for disabled persons wishing to participate are available upon request at least 96 hours in advance of the event. I fa notice of less than 96 hours is received, the City will attempt to provide the aids. Next Advisory Parks Commission Meeting: October X59 2001 MEMO - city of eagan TO: Advisory Parks Commission FROM: Ken Vraa, Parks and Recreation Director/ Beth Wielde, Research and Special Projects DATE: September 10, 2001 SUBJECT: Cover Memo Briefing: September 13, 2001 After what seemed lice a long wait, Commission members will tour the Central Park site to see the plans finally taking a physical form. Grading on the site started in late August, with distinctive markings to denote the location of the Community Center and Central Parkway. Commission members will be shown the Duke Weeks park dedication that allows water to drain off the Central Park site, creating slightly more land area. After looking at the site, Commissioners will return for the Parks meeting, which will begin at 7:00 pm Items on the agenda include: Item F: The Verdant Hills 3`d development was reviewed by staff, and was found to comply with all forestry, parks, and wetland standards. Item G: Duke Reality Corporation has requested subdivision of property adjacent to the Central park site. The property anticipates construction by Argosy University for an educational campus. Development Services Manager Bob Smith is expected to be at the meeting to respond to any questions the Commission may have about the project. Item H: Staff conducted a survey at Cascade Bay during We July and early August. Presented are findings from surveys distributed to Season Pass holders and Daily Admission guests. Item J-1 and J-2: Recreation Supervisors Cathy Bolduc and Paula Nowariak will present a review of their summer programs, discussing highlights such as Summer in the Park/ Wagon O'Fun, instructional programs, camps, summer tennis, and special events such as Summer in the Park and the Fun Run. Item J-3: As the tour will show, there has been some progress on the Central Park site. Commission members will be updated on current activities and plans for the near future. Item J-4: The Golf Course Exploratory Committee has had two meetings, August 22 and September 6. Staff will discuss some of the highlights of these meetings. _ _ . _ _ _ _ _ _ _ Item,J-5: The Natural Resources Subcommittee met on August 29. The outcome of this meeting will be discussed with the remainder of the Commission. Please note that Cheryl Mesko will be resuming her regular Advisory Parks Commission duties for the October meeting. After her hard work at Cascade Bay, we would like to welcome her back! ADVISORY PARKS COMMISSION 2001 MEETING SCHEDULE NAME Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan 15 19 16 21 18 16 20 13 15 19 17 21 Joseph Bari x X X X X X X Margo Danner x X X X X X X Terry Davis x X O* X X X X N. Mark Filipi X O* X X X X X George Kubik x X X X X X X Dorothy Peterson x X X X X X X Richard Pletcher (alt) X X X O X X O* John Rudolph x X X X O* X X Melvin Williams x X X X X O* X David Wright x X O X X O* X X = present O = absent O* = notified staff of absence prior to meeting Recreation Sub-Committee Natural Resources Sub-Committee Acquisition/Development Sub-Committee John Rudolph N. Mark Filipi Joseph Bari Melvin Williams George Kubik Dorothy Peterson David Wright Terry Davis Margo Danner Richard Pletcher UPCOMING MEETINGS: OPEN ISSUES 1. Review revenue sources in lieu of park dedication 2. Wetland and Setback Buffers ADVISORY PARKS COMMISSION 2001 MEMBERS NAME AND ADDRESS Release TERM TELEPHONE TERM Phone # START EXPI RES JOSEPH BAR[ Yes 1999 651-454-8442 (H) 1/2002 3033 Timberwood Trail (3 yr. 1999) Eagan, MN 55121 MARGO DANNER Yes 2001 651/454-5688 (H) 1/2004 2037 Flint Lane Eagan, MN 55122 TERRY DAVIS Yes 1997 651-452-2635 (H) 1/2003 4895 Safari Pass (3 yr. 1997) 651-310-8941 (W) Eagan, MN 55122-2690 (3 yr. 2000) 452-2152 (Home fax) to .davis Isom N. MARK FILIPI Yes may, 651-602-1725 (W) 1/2003 836 Overlook Place 1997 mark.nupi@metc.state.mn.us Eagan, MN 55123 (3 yr. 1998) GEORGE KUBIK Yes 1993 651-452-3887 (H) 1/2002 3053 Pine Ridge Drive (3 yr. 1996) 612-713-5315 (W) Eagan, MN 55121 (3 yr. 1999) George_Kublk@mall.fws.pv DOROTHY PETERSON Yes 2000 651-454-6532 (H) 1/2003 4337 Sequoia Drive (3 yr. 2000) Eagan, MN 55122 RICHARD PLETCHER (alternate) Yes 2001 651-687-9177 (H) 1/2004 1074 Northview Paris Eagan, MN 55123 JOHN RUDOLPH Yes 1993 651-454-8761 (H) 1/2003 1644 Norwood Court (3 yr. 1998) Eagan, MN 55122 10/1 F,/00 MELVIN WILLIAMS Yes 2001 651-994-6727 (H) 1/2004 823 Wescott Square Eagan, MN 55123 DAVID WRIGHT Yes 2001 651-687-9336 (H) 1/2004 4671 Parkridge Drive Eagan, MN 55123 Eagan City Staff E-Mail: kvraa@ci.eagan.mn.us cmesko@cLeaaan.mn.us oolson0d.eaaan.mmus iasfahlC~ci.eaaan.mn.us crhove@ci.eagan.mmus emacbethPci.eaaan.mn.us bwieldeC d.eaaan.mn.us F Phone # 651-681-4661 (Cherryi's # after 4:30 p.m.) Department Happenings September 13, 2001 RECREATION DIVISION • The Fall session of Preschool Programs started on Monday, September 10. The classes will run through December 14th. • There are 135 children enrolled in 7 different classes this fall. • The Preschoolers attended an Open House on Thursday, September 6th to meet the teachers and tour the Park shelter buildings. • This fall, classes will be held at Goat Hill Park, Bridle Ridge Park, Sky Hill Park and Rahn Park. • The Preschoolers along with chaperones will take a field trip to Sponsel's Minnesota Harvest Apple Orchard in Jordan, Minnesota on October 2" and 3`a • Fall sports for adults are almost in full swing. The following is an overview of the fall programs: ➢ Fall softball is in the fourth week of the season. There are 78 teams participating at Northview Athletic Fields on Monday through Thursday evenings. ➢ Touch football started Wednesday, September 5 at Goat Hill Park. There are 7 teams participating along with 4-5 officials working this program. ➢ A Parent/Child golf league will begin on Saturday, September 15 for the second year. Currently, there are 29 participants registered. ➢ Fall golf lessons have a total of 17 participants registered. ➢ Men's Basketball will begin on Wednesday, September 12 and Sunday, September 16 with a total of 18 teams participating. ➢ Fall volleyball leagues will begin the second week of September on Tuesday and Friday. There are 54 teams participating in these leagues. • After spending a day on the Mississippi, Eagan seniors are preparing for the Senior Safety Camp, Twins game, and upcoming Gangster Tour in St. Paul. • Applications have been arriving for winter warming shelter positions. Interviews will begin in mid-September and October. • The Halloween Hodgepodge program is coming up on October 28th. More than 100 volunteers are needed for the event. Families will get to enjoy stories, crafts, and scary scenes for $2 and a canned good donation. PARKS DIVISION • The equipment for the skate park has been assembled and delivered to Goat Hill Park (the box of bolts and hardware weighed nearly 50 pounds!). A temporary sign outlining the guidelines for use has been installed at the site. Permanent signs have been ordered and will be installed as soon as they are delivered. The local cable channel will be doing a story on the skate park that includes video taken during the installation. • Following the Labor Day weekend, park building restrooms will be opened only for scheduled evening and weekend activities. The loss of seasonal staff to open and clean them and a decline in day time use has made Labor Day the traditional date for closing. Memorial Day traditional marks the opening date. • During the next several weeks, staff will commence the winterization of seasonal buildings. The process will continue through October. (Yikes!) • The grass is continuing to GROW, especially on the irrigated sites. The irrigation is kept on well into the fall to promote root growth and strong turf. Staff has been mowing evenings and weekends in an effort to keep up. • Park staff has been working at Cascade Bay to install large concrete aprons at the entrance gates to the large turf slope used for sunning. Heavy use had worn away the grass and was causing ruts. Additional work will include the stabilization of irrigation heads, building repairs, the construction of a storage shed and possibly a second deck/picnic area. • The staff at Faithful Shepard School continues to work with their landscape contractor to resolve issues related to the development of the athletic fields, specifically turf establishment. Once the School is satisfied with the fields and the City "accepts" them they will become available for community use during those times they are not scheduled for school use. The City will also become responsible for a portion of the maintenance. The agreement allowing use of the fields was made in lieu of the standard park dedication and is consistent with agreements made with other schools in the community. • Staff has begun earth work at Peridot Path Park in anticipation of the installation of the new playground structure. Because of the grades and the requirements for accessibility several walls will need to be constructed to accommodate the equipment. The installation of the new equipment at Cinnamon Ridge Park is essentially complete. The walking trail will require replacement due to damaged caused by trucks hauling to and from the park. The pavement was found to be less than one inch thick in some sections. • Contracts have been let for storm water mitigation improvements that involve portions of Peridot Path, Cedar Pond and Woodhaven Parks, primarily in the drainage runs and ponds. The work will disturb other areas of the parks, however the contracts do include a provision for restoration. Work is expected to begin in October. • The City will be receiving an award from the Twin Cities Tree Trust recognizing its continuing contributions towards making the program a success. Consultants working for the City to mitigate contaminated wetland sediment at Captain Dodd Park began dewatering activities on September 5 in preparation for applying a bentonite clay cover to the southeast side of the wetland. This project has been in the research, coordination, and planning phase for several years, with oversight by the Minnesota Pollution Control Agency. If everything goes as planned, the project will be completed in September, with a possible extension into the fall to wrap up plant restoration at the site. • During the last week of August, Water Resources staff, with assistance by the Streets Division, harvested 24 large dump truckloads of aquatic plants from Holz Lake. The northern half of the waterbody had been so severely choked with plants that dissolved oxygen levels were essentially zero. Z Date: 9/07/2001 Agenda Item: G-1; 6. Duke Reality Action X 4 City of Eagan Information Parks and Recreation MEMO Attachments X 1. Existing Conditions 2.Preliminary Plat Mite Plan 4. Grading, Drainage, etc 5. Tree Preservation Plan Landscape Plan AGENDA ITEM: G-1; EAGAN PRESERVE, DUKE RE TO: ADVISORY PARKS COMMISSION PREPARED BY: KEN VRAA, DIRECTOR OF PARKS AND RECREATION PAUL OLSON, SUPERINTENDENT OF PARKS ITEM OVERVIEW: Review the parks dedication, trails dedication, tree preservation, water quality and wetlands issues that pertain to the Eagan Preserve development. BACKGROUND/HISTORY: Duke is proposing a Preliminary Subdivision consisting of two lots and three outlots on approximately 21 acres located north of Yankee Doodle Road and west of the Lockheed Martin office building in the south %2 of Section 9. Proposal The only development proposed in association with the subdivision is a three story, 90, 000 SF office building that will house the offices, labs, and class rooms for the Medical Institute of Minnesota. Any additional future development will need to be consistent with the zoning of the property. Zoning/Guide Plan Designation The property is zoned Research and Development (R&D) and is presently designated on the Guide Plan Map as Special Area (SA). Staff reviewed the proposed us versus the R&D Zoning and the Council was provided information regarding Duke's development plan. Due to the nature of the uses within and the design of the proposed building, the conclusion was that the building and use were consistent with the zoning of the property. The SA • designation was applied to the Central Area (and other areas) when the Guide Plan was updated earlier this year to allow for further study. In this instance, the Council saw value in reviewing this quadrant of the Central Area further due, in large part, to the City's acquisition of 60 acres within what was formerly the Unisys Campus. Site Plan The site plan proposed meets all building and parking setback, green space, and building coverage requirements. The applicant is proposing more parking than required (if calculated as 100% office) because the client believes the need will be slightly higher than that required for an office use. -3' PARKS AND TRAILS DEDICATION: Trails; The development would be responsible for a cash trails dedication Parks and Open Space; The site is 20.67 acres in size. The general requirement for a land dedication intended to fulfill the park dedication requirement is 10% of the net land area, which in this instance would equate to approximately 2 acres. A land dedication is typically recommended when there is an opportunity to enhance an existing City park facility, protect or enhance a resource, or to meet a defined need. Staff is suggesting that a unique agreement for the use of Outlot A and a parking easement for future events be considered as the park dedication. Outlot A is a 4.4 acre area located immediately to the south and west of the City community center property. Because of existing ponding and utility easement there is limited opportunity to develop on the lot. The developer has proposed to utilize the lot as the site to construct the required retention ponds and wetland mitigation area for the development. The retention pond, wetland mitigation and easements comprise approximately 3.2 acres. The current development plans for the community center site include a retention pond to be constructed between the entrances to the parking lot. The area is approximately 1.2 acres in size. Staff has proposed to the developer that a pond of comparable capacity be constructed on approximately 1.2 acres of Outlot A to replace the community center entrance pond. The City land would then become available for a future use at the discretion of the City. In addition, the cost of creating the new ponding area, approximately $15,000, would be borne by the developer and not included in the City grading contract. The function of the pond would remain as intended. The value of the land and grading are approximately equivalent to the amount of a cash dedication. In addition to the construction of a pond, staff is suggesting that the City enter into an agreement with the developer to allow overflow parking from events to utilize portions of the proposed parking lot. Negotiations for such and an agreement would define the events and times. TREE PRESERVATION: A tree inventory submitted with this application indicates that there are six (6) significant woodlands in the inventory. (Woodland number C is included in this inventory even though it is located off-site. At the time of this report the applicant was attempting to develop a plan that would include grading into this woodland versus installing a retaining wall along the property line. Tree preservation calculations for this report were calculated based upon no encroachment into this woodland.) Individual woodland size and species break down is as follows: Woodland Woodland Species Average Number Size Composition Diameter A 7,700 ft sq Box elder 14" Elm 19" Cottonwood 25" -LA Willow 1 691 r B 14,500 ft sq Black Locust 12" Box elder 15" Cottonwood 18" C (56,200 ft sq, this woodland is off-site, not to be disturbed at this time) D 20,000 ft sq Silver Maple 10" Ash 7" Russian Olive 8" E 29,600 ft sq Silver Maple 10" Russian Olive 8" F 1,200 Cottonwood 27" Box elder 12" The development as proposed will result in the removal of fifty-three thousand six-hundred square feet (53,600 ft sq) of significant woodlands (71.9 % of the total). According to the City of Eagan Tree Preservation Ordinance allowable tree removal for this type of development proposal (single-phase, multiple-lot, commercial) is set at 47.5% of the total significant trees. With a proposed removal more than the allowable amount, there will be required tree mitigation for this proposal. This required tree mitigation calculates to thirty- six (36) Category A trees. DISCUSSION/EVALUATION: Woodland re-organization Because of existing significant vegetation species composition and size, the submitted individual tree inventory was converted by city staff to a significant woodland inventory. Encroachment into woodland The submitted grading plan indicates encroachment into woodland E. This encroachment is not reflected on the submitted tree preservation plan, but is reflected in this report per calculations by city staff. Revised mitigation plan A revised tree mitigation plan shall be submitted that fulfills tree mitigation requirements of thirty-six (36) Category A trees (or an equivalent combination of Category B and/or Category C trees.) This required mitigation is in addition to any city landscape requirement and shall be placed in "natural areas", such as around constructed ponds, along wooded areas, in open areas, etc. All tree mitigation trees shall be identified as such on a tree mitigation/landscape plan. Landscape issues Central Parkway landscaping The applicant shall work with city staff to revise landscaping along Central Parkway and along the Community Center access road, to match the "look" of landscaping to be installed through other city project (i.e. Central Parkway and Community Center streetscaping). Conifer placement -5- All conifer trees (spruce and pine) shall be placed at least fifteen (15) feet back of curb areas (to allow for mature tree width growth without interference with vehicles, snow storage, lawn maintenance, etc.) Parking Lot island tree placement and soil prep specs Trees placed inside parking lot islands shall be centered within the island to allow for mature tree root growth and snow storage. The applicant shall also include, within the landscape plan, specifications for soil site preparation inside parking lot islands. Each tree shall be installed in a minimum of 300 cubic feet of top soil, (i.e. 6x20x2.5 feet top soil) WATER QUALITY/WETLANDS: Water Quality Issues This development would be located in the City's C-watershed, which does not contain any high priority recreational waterbodies, according to the City's water quality management plan. The proposal would nevertheless need to accommodate the City's water quality requirement to treat stormwater runoff from the site. The developer proposes to do so by directing stormwater from 7.1 acres of proposed Lot 1, Block 1 to a treatment basin that will be constructed on Outlot A in the northwest corner of the parcel. Stormwater from 1.3 acres of Lot 1, Block 1 is proposed to drain offsite to the northeast into an existing City stormwater pipe. Consistent with City policies, this is therefore subject to a water quality cash dedication in lieu of stormwater ponding. Minimum requirements for volume and area of water quality treatment ponds are based on the impervious proportion of proposed developments (i.e., land covered by buildings, parking lots, driveways, and walks). In addition to the 8.4 acres of this development proposal, the Eagan Preserve site includes 3.9 acres designated for future development. Considering this 12.3-acre total, with an overall estimated impervious fraction of 75 percent, a minimum wet- pond volume of 1.77 acre-feet covering a minimum area of 0.51 acres would be needed to treat the stormwater eventually generated by this development. There is one 0.35-acre natural wetland on the Eagan Preserve site. Under the Fish and Wildlife Service classificdtion system, this is a Type 3 wetland. Type 3 wetlands are inland shallow fresh marshes that are permanently inundated with six or more inches of water during the growing season. Vegetation includes grasses, bulrushes, and various other marsh plants such as cattails, arrowheads, and smartweeds. The wetland is under the jurisdiction of the Minnesota Wetland Conservation Act (WCA), which is administered by the City of Eagan. It is not under jurisdiction of Section 404 of the federal Clean Water Act (administered by the Army Corps of Engineers) because it is isolated from federal navigable waters. Thus, any proposals to drain, fill, or excavate this area are subject to approval by the City. The developer proposes to fill the 15,238 square-foot wetland completely. The WCA allows up to 400 square feet of fill and requires proposals with more than that amount of fill to document attempts to avoid and minimize those impacts and to submit a proposed wetland replacement and monitoring plan. Wetland replacement is based on a 2:1 ratio, which means that twice the amount of impacted acres needs to be replaced. At least one acre of that ratio must be replacement, or New Wetland Credit (NWC), wetland. The other acre of that ratio may be a combination of NWC and Public Value Credit (PVC) (i.e., buffer area, stormwater ponding, etc.). However, only 75 percent of PVC acres can be applied to the ratio. Replacement wetland acres need to be annually monitored for up to five years to ensure that the wetland replacement is functional and stable. It is the responsibility of the developer to file monitoring reports with the City. According to the replacement plan the City received from the developer on August 29, 2001, the developer proposes to mitigate for 15,238 square feet of wetland fill by replacement of 20,037 square feet of NWC and creation of 15,100 square feet of PVC. The overall result would be 31,362 square feet of mitigation, 886 square feet more than the minimum required by the WCA. The proposed wetland impact by Duke-Weeks Construction is subject to a public comment period-in accordance with WCA rules-that ends September 24, 2001. A replacement plan decision on this matter by Eagan City Council is scheduled for October 2, 2001. ALTERNATIVES FOR COMMISSION CONSIDERATION: 1. Recommend approval of the development proposal subject to conditions and terms including; Parks and Trails • The trails dedication shall be made in cash • The park dedication shall consist of the development of a pond on Outlot A. The pond is intended to service run off from the community center and shall be constructed in accordance with an approved City plan. Said pond to be constructed at the expense of the developer. Details of access, easement, and ownership are to be negotiated with the City. • The City and the developer shall enter into negotiations for the use of parking lots during City events Forestry • To require that the applicant submit a revised tree mitigation plan indicating complete mitigation fulfillment through the installation of thirty-six (36) Category A trees, or an equivalent combination of Category B and/or Category C trees. These trees are to be installed in "natural areas" (i.e. around ponds, in open areas, etc.) • To require that Tree Protective measures (i.e. orange colored silt fence or 4 foot polyethylene laminate safety netting) be installed at the Drip Line or at the perimeter of the Critical Root Zone, whichever is greater, of significant trees/woodlands to be preserved on-site. • To require that the applicant contact the City Forestry Division and set up a pre- construction site inspection at least five days prior to the issuance of the grading permit to ensure compliance with the approved Tree Preservation Plan and placement of the Tree Protection Fencing. Water Quality • The development should meet the City's water quality requirements primarily by creating a minimum stormwater treatment capacity of 1.77 acre-feet covering a minimum area of 0.51 acres. The stormwater treatment pond should be constructed generally according to NURP standards with a maximum depth of 8 feet and as close as feasible to a 10:1 aquatic bench from the normal water level. A standard outlet skimmer may not be appropriate in this case because of hydrologic considerations associated with the wetland replacement area. • A cash dedication of $9,024 should be required in lieu of ponding for untreated stormwater that will runoff of 1.3 acres of the site. • The proposed wetland replacement and monitoring plan should be approved by City Council, allowing the developer to fill 15,238 square feet of wetland and create 20,037 square feet of NWC and 15,100 square feet PVC wetland. 2. Recommend approval of the proposal subject to alternative conditions. 3. Recommend denial of the proposal 75 so I .F 1 \ i Owner. LORAL. CORPORATION 4)-,~ - \ - - - - f e. ,o Als E%15 LING 017UM INDUS a'~ a` ~JI ~•.r~ V / llf 0 - _ : U~ P A \R K 1 N c L o t . _ q N . co lip, : / W / !l / O•°• \ EX,e1, G ROAD I.Re I __,1 1:4.17 .G~~ j .I ~ I I " o b C, W 2 N caner: ARp'/R7'NUN. etal_- ~ ~ / I 75 I w I ~ U WU W _ a...~. rr Vt - p, LEGEND v DESCHPT10R i / \ °1v e,_I : PART OF LOT 2, BLOCK l 4 j ~O „M 1 _ r _ UNISYS PAFIK 2ND ADDITION DAKOTA COUNTY, MFWSOTA p / . \ 1 I j; cat , C201 r 1 ~OPFA y \ I III Owner )ORAL CORPORATION 1 \ ~ I 1 "VEY I If III E I i i EN M °S LL - - - i I 1 1 71_ v ;7 t1~' I i ` I J •50011S~Ci_E - R 010 - - i s~ _ stn. 1' ; I (~..C+ 1 I'~ ~~~y [rte- ~Y'd~~ R•3j947 _ a~~•'lo.b~j- ~~/!B~' 1 ~ I,; 1 1t [ &:'0.1ii 0111107 C warm ~A~•oPenl\`°-38►~LV •16.30-w 'i j (1 1 C.: 1 ~r1 Is t: ~ _ I ! 1 I~ - - ~ I ~ - -_-_-amna3•Y-i'i4S_---.-,t'`,rrr'oa~I'vl►~ 1 • \1 ~ I ~ ~i la 1• ~ li a-n1a v @ col, HE ev- a I I I mar 1 yae 1~----Mtn L~, 1 ' 1 v - NOO'Ofi' 7'W 1243.17 1 1 1 1 1 gqp 1 ' 1 r,.r r 1 I 1 ~ 33E Owner. SARA IRRTHUN, elal. I 0 is ~ ` I I i, J SE-MCKS: .4 C - - 1 4 5 FT. SIDE/REAR YARD PARKING u.an rra ao .aa.aw 0 ,S at W 20 FT. REAR/ SIDE YARD BULDING W W °'l 6 r 20 FT. FRONT (CENTRAL PARKWAY) PARKING y 40 FT. FRONT (CENTRAL PARKWAY) BUILDING r C09 `T,~ _ \ 1 N r 5 PROPOSED LEGAL DESCRpTgN: I\, EAGAN PRESERVE oil ~y~ , n.tr rr >o .eery ww~ ~ rrra ,v ' a•w f~l~'rrM. w•1 w M Vy r.Mt M w a•. r. M. r h [.t wwwr N,..Yn[~~rl r Y tr a. 1 . wW. J lfrr e,,, V M y Z~- \ LOT AREAS , R ' I LOT 1, BLOCK 1 365.672 50. FT. 83947 ACRES ~r e LOT 1, BLOCK 2 156,177 SO. FT. 3.5853 ACRES = ,1 OUTLOT A 192.192 50. FT. 4 4121 ACRES - OUTLOT B 32.486 50. FT. 0.7458 ACRES OUTLOT C 128.180 SO. FT. 29426 ACRES w• ><awrwa- _ 0 15,122 SO FT. 0.3472 ACRES - - - - Z__ ROAD ROAD TO BE DEDICATED 10,378 SO FT. 0.2382 ACRES OVERALL 900.207 SO. FT. 20.6659 ACRES (i202 wNOO'12'35'W 566.08 rM rw Mr-r,Y Ir/rArl +r r r Owner WINDSOR OF ALDEN POND. I.I.C. 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PRELMINARY SUBOMSION EAG Attachment ( 5 cc I` f AN PRESERVE `vea.e. 'r E ' N ` 1 I ~i~H~ • 7ANICCE DOOO ROAM ` PILOI RNOb ROAD ~ ' ~ ° I IIi11' EA WN. uwNfS07A 50ia I I~~ LANDCSCAPE PLAN +1+~ Date: June 18, 2001 Agenda Item: H-1; Cascade Bay Survey Action Information X City of Eagan Attachments Packs and Recreation MEMO AGENDA ITEM: H-1; CASCADE BAY SURVEY TO: ADVISORY PARKS COMMISSION PREPARED BY: BETH A. WIELDE, RESEARCH AND SPECIAL PROJECTS ITEM DESCRIPTION: Overview of the 2001 Cascade Bay Survey Results BACKGROUND During Cascade Bay's 2000 season, staff was asked to conduct a survey of public reaction to the facility. The survey questioned a small sample of 40 visitors over the course of two days. The overall reaction was very favorable, with positive reactions to the safety and amenities of the park. Staff built upon the responses gathered in 2000 to create a large-scale survey in 2001. The 2001 survey questions went more in-depth into amenities, perceptions of staff, perceptions of the facility, and what the public would like to see in the future. Surveys were distributed in August of 2001. ANALYSIS There were three forms available; one for Season Pass holders, one for Daily Admission guests, and one for park employees. Almost 200 survey forms were completed by park visitors and returned. Park staff forms have not yet been counted. Statistical analysis is being completed and will be put in to a formal report during the fall and winter of 2001. However, there are some noteworthy trends from guest responses: Demograahics 1. All season pass holders who responded to the survey are from Eagan or (in lower proportions) its adjacent communities such as Burnsville, Inver Grove Heights, Rosemount, and Lakeville. 2. Daily Admissions guests were primarily from the Twin Cities Metro area, but did not tend to concentrate in one specific region. 3. Most season pass holders and daily admissions guests came in groups of about 3 to 5 people. q- 4. Most survey respondents he in the 30-39-age range for both user groups. Only adults were approached for the survey. 5. Most season pass holders (48.9%) had been to the park approximately 6 to 10 times during the 2001 season. Most daily admissions guests were at the park for the first time (75.4%). Season Pass Holders 1. Most respondents (46.8%) said they purchased their season pass in the pre-season, from January to March. 25.5% purchased the pass in April or May, and 27.7% said they purchased it in June or when the park opened for the season. Of those who purchased their pass in June, most said they were indeed aware that the passes could be purchased in the pre-season. 2. 74.5% of season pass holders had a season pass for the 2000 season. Most indicated they visited the park 10 to 15 times in 2000. 3. Almost all season pass holders (45 out of 47 respondents) said they would likely get a season pass for the 2002 season. 4. Most respondents- 76.2%- feel that the price of a season pass is reasonable. None of the respondents thought it was too low. 23.8% of respondents think it is too high. Of those who believe the price is too high, the most frequently suggested price for a season pass was $40. 5. Most season pass holders (44.7%) indicated they first heard about Cascade Bay through the City's "Discover Us" brochure. Word-of-mouth was the second highest means of marketing. 6. 89.4% of season pass holders said they purchase food at the Captain's Galley. For those who don't, the most commonly cited reasons were that they prefer to use the picnic area outside the park, or prices were too high. Daily Admissions 1. 65% of daily admission guests first heard about Cascade Bay from family members or friends. 2. Most daily admissions visitors (28.3%) decided to visit Cascade Bay for their visit that day because they had been there before and enjoyed it. 20.8% said their children had asked if they could go, and 17% said that they chose Cascade Bay because it was close to home. 3. 49.6% of respondents said they would be staying at Cascade Bay for approximately 4 to 6 hours. 43.3% said they would stay 2 to 4 hours. -10- 4. 65.2% of respondents said they did not visit Cascade Bay during the 2000 season. Of the 33.1% who did, the reason most frequently cited for returning was that their children enjoy it, followed by their own enjoyment of the park. 5. 38.5% of daily admissions guests said they would consider a season pass for next year. 53.3% said they would not get a season pass for 2002. This, however, must be balanced against the amount of visitors coming from areas other than the South Metro. 6. 77% of daily admission visitors felt that the admission price is fair. 17.2% felt it was too high, and frequently recommended a $5 admission price. 7. When asked whether the guest ever bought food at the Captain's Galley, most (32.8%) stated that this was their first time at the park, and they had not yet eaten. 31.9% said they "sometimes" purchase food at the Captain's Galley, 23.8% said they "always" purchase food there, and 9% said "never." The most commonly cited reason for not purchasing food at the Captain's Galley were high prices. Perceptions- Both User Groups 1. Both sets of respondents showed a preference for the Lazy River (43.4% of season pass holders, 46.3% of daily admissions guests). 2. Season Pass holders indicated their least favorite thing at Cascade Bay is Castaway Comer (31.2%) followed by Lookout Point (22.9%). Daily admission visitors said their least favorite feature is Sandpiper Beach (18.2%), though several noted that they only said that because their little ones were too old to use it. It is interesting to note, however, that far fewer people answered this question than the "Favorites" questions. 3. The top 3 items that guests would add to Cascade Bay are (in this order): a) More shade umbrellas b) More lounge chairs c) Slushies Cascade Bay staff is aware of these desires and is investigating ways to meet the guests' needs. 4. Both groups feel stafFs concern with safety is good or very good (97.8% of season pass holders and 90.15% of daily admissions). 95.8% of season pass holders and 94.3% of daily admissions guests are comfortable with the amount of lifeguard supervision. 5. Most guests felt that Cascade Bay's pool and restrooms are clean and well maintained (70.2% of season pass holders and 86.1% of daily admissions guests). The most commonly cited trouble spot is the restroom/ changing house floor. 6. Season pass holders were asked if they feel the concessions area is clean and well maintained. 89.4% said they think it is. Daily admissions guests were not asked this question. 7. When respondents were asked if they could add one item to the Concession stand, most season pass holders and daily admissions guests replied that they would like to add slushies. It should be noted that slushies were offered during the first year of operation and removed. 8. 39 out of 47 season pass respondents said they did not use the Cascade Bay web page. Those who had indicated that the Web Cam was helpful in their decision to visit Cascade Bay. 103 out of 122 Daily Admissions guests also had not visited the Web page. 9. Open-ended comments most frequently dealt with policy issues, particularly the "no food in the park" issue. Many guests felt that small coolers and/or picnic lunches should be allowed on Lookout Point. Other comments included preferential admission (for parents, for Eagan residents, for guests of season pass holders) or dislike of being in the park when large, bussed in groups are present. However, positive comments were prevalent, and indicated that Cascade Bay was a great amenity for the City. 10. Visitors were asked to rate their experience at Cascade Bay on a 10-point scale, 1 being "Poor" and 10 being "Very Good." Season Pass holders on average rated their experience an 8.5. Daily admission visitors rated their experience on average an 8.9. ALTERNATIVES FOR COMMISSION CONSIDERATION This item is for informational purposes only. No action is required. Date: September 13, 2001 Agenda Item: J-I; Introduction to Roc Supervisor Reports Action City of Eagan Information X Parks and Recreation MEMO Attachments X 1. Program responsibility list. AGENDA ITEM: J-;; INTRODUCTION TO RECREATION SUPERVISOR SUMMER REPORTS TO: ADVISORY PARKS COMMISSION PREPARED BY: JEFF ASFAHL - SUPERINTENDENT OF RECREATION ITEM OVERVIEW: Recreation Program supervisor reports from the summer of 2001. BACKGROUND/HISTORY: September has historically been the month in which each Program Supervisor prepares a report and verbally presents at the APrC meeting. This month, you will be hearing from Paula Nowariak and Cathy Bolduc. Loudi Rivamonte and Sonya Rippe are planning to share their program reports at the October AprC meeting. The supervisors will attend the meeting to review their report and answer any questions. DISCUSSION: Summer is the season in which the highest level of activity and participation takes place with programming. These programs continue to receive high marks and praise. Each year lessons are learned and attention is given to make the necessary adjustments for an even stronger program the next year. To better familiarize the commission with the Program Supervisor responsibilities, a list of program responsibilities per individual is attached. ALTERNATIVES FOR COMMISSION CONSIDERATION: Information only. Item: PJ t AREAS OF RESPONSIBILITY Attachment S _ Jeff As ahl Superintendent o Recreation Friends of the Farm (Holz Farm) Liaison Cross Country Ski Program Liaison to Youth Athletic Associations Athletic Facility Schedule Administration Skating School Liaison to District 196 Community Education Arts and Humanities Council Liaison Liaison to Yankee Doodle Arts & Crafts Festival Liaison to 4"' of July Committee Liaison to Men's and Women's Chorus Groups Paula Nowariak Youth and Family Events Supervisor Preschool Programs SIP Field Trips Birthday Parties Camps Spring Break Events Safety Camp School Break Events Instructional T-Ball Family Events Games & Sports Camps Teen Activities Eaganettes and Mini-Eaganettes Yankee Doodle Festival - Art Tent Halloween Treat Trail Summer In the Park YCC Wagonful O'Fun MRPA Activities Loudi Rivamonte Youth Develo ment Coordinator Wescott Youth Development Liaison to EHCI, Visions Quarry Park Youth Development Multi-Cultural Festival LINK/BEAT/School School District Liaison (196 and 197) Youth Basketball League Grant Procurement/Summary Reports MRPA Activities Sonya Rippe, Sorts Program Supervisor Concessions ( Northview & Trailer)- Summer and Fall Men's D Region IV Softball Tournament Men's 5-on-5 Basketball - Fall and Winter Leagues Mixed D State Softball Tournament Men's 3-on-3 Basketball - Fall and Winter Leagues Co-Rec Team Tennis Women's 3-on-3 Basketball - Fall and Winter Leagues Men's and Women's Singles Tennis Adult and Junior Golf Lessons (Spring, Summer & Fall) Touch Football Adult and Seniors Golf League Touch Football State Tournament Parent/Child Golf League Co-Rec Soccer League (2001-03) Men's and Women's Volleyball - Fall and Winter Leagues Boot Hockey Co-ed Power Officiated Volleyball - Fall and Winter Leagues Men's, Women's and Co-Rec Broomball Co-ed Beginning Officiated Volleyball - Fall and Winter Leagues Men's 4-on-4 Hockey Co-ed Recreational Volleyball - Fall and Winter Leagues MRPA Activities: Co-Rec Sand Volleyball - Summer League Recreational Sports Commission Men's, Women's and Co-Rec Softball - Summer and Fall Leagues Awards Committee Cathy Bolduc, Program and Special Events Supervisor Special Events Fishing Clinic Family Events Adaptive Programs Eagan Fun Run Paimt & Skate (adaptive) Earth Day Assistance ExpressFest Liaison Senior Activities Youth Tennis Lessons Senior Trips Youth Tennis Camps 55 Alive Classes Softball Camps In-Line Skating Lessons Halloween Terror Trail Softball Clinic Who Done It Hike Baseball Clinic Warming Houses Tennis Clinic Skating Activities Breakfast With The Easter Bunny Tubing Hill Evening With The Stars Outdoor Skating Lessons September 13, 2001 ]-1; Programs and Events Summer Review City of Eagan Parks and Recreation MEMO X FAftachments AGENDA ITEM: J-1; PROGRAMS AND EVENT SU MMER REVIEW TO: ADVISORY PARKS COMMISSION PREPARED BY: CATHY BOLDUC, RECREATION AND EVENTS SUPERVISOR ITEM OVERVIEW: Following the completion of each summer, staff prepares summary information to give the Advisory Parks Commission a glimpse into the summer mode of recreation in Eagan. DISCUSSION/EVALUATION: As is common of most recreation departments, summer is a busy time of year. Eagan is no exception, as summer fills the work plates of each Recreation Supervisor. Eagan has a summer program for most everyone, from young children to older adults and interests in anything from sports to the arts. With all the programs going on, days go by quickly and suddenly summer is over. It's at this time that Supervisors take a breath and look back at all of the accomplishments and successes. It's also the time to look to the next year for improvements and expansions. Program highlights for the Recreation and Events Supervisor begins with a timeline of what programs occurred, when, and approximate participation. More detailed information is provided on sports classes and clinics, special events, the summer tennis program and the senior program. Highlights and brief evaluations assist in bringing the programs' success and future directions to light. Overall the summer was filled with great surprises and wonderful smiles. The heat put a damper on some days, but staff and participants did their best to make the summer an enjoyable experience for all. Schedule o Activities DATE PROGRAM APPROXIMATE PARTICIPATION March 10 Bab sittin atchke Clinic 34 March 29 Senior Trip to Como Park 32 Aril 7 Breakfast with the Easter Bunn 110 kids with parents April 9 Senior Bachman's Tour 27 April 14 Bab sittin atchke Clinic 34 9/1 May 5 Eagan Fun Run 328 Part o the SORR Ground Pounders Running Series May 9 Senior Chanhassen Dinner Theatre Trip 27 May 12 Softball Clinic Canceled due to low registrations Tennis Clinic 56 In-Line Skating Lessons 36 N- Schedule of Activities Continued DATE PROGRAM APPROXIMATE PARTICIPATION May 21 Men's Chorus Performance for Seniors at 20 Oak Woods June 11 Tennis begins 775 Softball Cam begins 48 June 12 Ten Best Landscape Trees & Shrubs Class 17 June 13 Evening in the Park begins 150 June 18 Men's Chorus Performance for Seniors at 35 O'Leary June 21 Senior Potluck Picnic 23 June 26 In-Line Street Skating Class 25 June 27 Evening in the Park Performance 45 Jul 11 Evening in the Park Performance 40 Jul 13 Tennis Tournament 29 Jul 14 In-Line Ska m Lessons 16 Jul 25 Evening in the Park Performance 250 -August 1 Tennis Family Challenge 28 August 8 Evening in the Park Performance 50 August 22 Evening in the Park Performance 250 August 24 Senior Padleford Boat Cruise 27 Total Summer Participation: 2,512 Specialties, Sports & Classes From youth sport clinics and camps, to breakfast with a famous bunny and educational clinics, spring and summer is a busy time of year for Eagan. Coordinating efforts with Eagan High School staff and program instructors begins early in the year to set up dates, create program descriptions and gather supplies. Spring begins with children having Breakfast with the Easter Bunny. This year more than 110 preschoolers and their parents filled McDonald's of Eagan on Lexington and Diffley to share a happy meal and have photos taken with the beloved rabbit. Little more than a month later the tennis clinic and in-line skating programs kicked off the outdoor season. In-line skating provided introductory and intermediate lessons for both youth and adults, while the tennis clinic offered a friendly introduction to tennis led by the Eagan High School boys and girls tennis players and their coaches. The softball clinic was scheduled to round out the weekend activities, but because of low registration numbers the program was canceled. It sounds like it's all just fun and games, but learning is a large part of summer programs too. Besides the knowledge and skills taught at the sporting programs, future babysitters and hopeful gardeners get expert advice. Babysitting/Latchkey clinics are held three to four times throughout the year, spring and summer being the most popular. The Women's Fire Auxiliary coordinates the instruction of this consistently filled program where skills on babysitting, first aid and safety are taught to youth ages 10 and older. Adults hoping to get outdoors and enjoy their yards get tips from a local master gardener with "loads" of landscaping experience. Through this class, participants are able to beautify this area while having the knowledge to make good choices on trees and shrubs suitable for this climate. Special Events Eagan Fun Run The Eagan Fun Run, traditionally held the first Saturday in May, is the first leg of the South of the River Recreators (SORR) Ground Pounders Grand Prix Running Series*. The event consists of ■ 2-Mile Race ■ 5-Mile Race ■ 1/2 Mile Ducky Dash for kids ■ Organized group stretching prior to the 2- and 5-mile races Awards are given for first through third places in seven age categories for the 2- and 5-mile races. Ribbons are awarded to all participants in the Ducky Dash and all participants receive a complimentary T- shirt. Highlights: ■ With tremendous support from Park Maintenance, clerical staff, volunteers and several seasonal staff, 172 two-milers and 156 five-milers enjoyed a smooth event. Unfortunately, the weather wasn't quite as cooperative. The rain held off, but cool temperatures and drizzles kept some away and led others to leave early. ■ A group of enthusiastic elementary students from Burnsville make an appearance each year. Thirty to 40 youth, teachers, and their parents participate in the race as an end of the school year activity for the whole grade. ■ An organized group stretch was added to the schedule this year. Participants appreciated the body warm up to music while the instructor enjoyed getting the enthusiasm flowing and helping runners prepare for the race. *SORR is an organization of eight Parks and Recreation Departments in the southern metro that meets monthly and plans several activities and events throughout the year. The eight Departments include Apple Valley, Burnsville, Farmington, Lakeville, Prior Lake, Rosemount, Savage, and Eagan. Evening in the Park Evening in the Park is a special event providing art entertainment to the public for free. Families, couples, youth, seniors and all others are attracted to Eagan parks on summer evenings to listen and watch various musicians and talented performers. As in the previous years, all performances were held on Wednesday evenings beginning at 7:00 p.m. and lasted for 30 to 75 minutes, depending on the performer. Entertainment included community choirs, a teen band, a new-age musician, and favorites from years past. In 2000, shows were scheduled every other Wednesday and rotated between Blackhawk, Thomas Lake and Trapp Farm Parks in Eagan. In 2001 the weather had quite an influence on the attendance. Although there were no rainouts, there were several evenings with high heat and humidity or the prediction of excessive heat. Unfortunately, this impacted the attendance numbers a great deal. Looking ahead to next year, staff hopes to increase publicity and excitement for the program by having a larger appearance in the seasonal brochures, developing a `passport" of sorts where attendees are eligible for a prize at the end of the season, and offering refreshments. Continued efforts will be made to display the variety of performances the word "entertainment" may bring to mind. Schedule of Shows: Date Location Performer Approximate Attendance June 13 Blackhawk Park Ronald McDonald Suitcase Show 150 June 27 Trapp Farm Park Eagan Men's Chorus and Eagan Women of Note 45 July 11 Thomas Lake Park Your Name Here 40 July 25 Blackhawk Park ALPHABITS 250 August 8 Trapp Farm Park Michael Monroe 50 August 22 Thomas Lake Park Splatter Sisters 250 Total Estimated Attendance: 785 Average Estimated Attendance Per Night: 130 Eagan Tennis Eagan is well known for having a large and successful tennis program With the number and quality of courts in the community, in addition to the strong relationship with the Eagan High School team, tennis has thrived in Eagan. While improvements and updates are always being implemented, the following participant statistics show the enthusiasm for the sport in the area. PROGRAM AREA SPECIFIC/NUMBER OF OFFERINGS APPROXIMATE PARTICIPATION Lessons: 50 lessons offered throughout the summer 465 Private/Semi-Private Lessons (new in 2000 32 Camps: South of the River Camps - 2 offered 43 Squirts Camps - 2 offered (new in 2000) 43 Stars Camps - 2 offered new in 2000 31 Special Events: Mini Tennis Clinic 56 Tennis Tournament 29 Family Tennis Challenge (new in 2000 28 Adult Club: 2 sessions offered new in 2000 22 USA Team Tennis: White and Blue Divisions 26 Total Summer Participants: 775 (youth to adult Highlights: O Program Success Stories: ■ 2001 was a terrific summer for tennis. Overall participation was up by a bit, but individual programs that were new in 2000 saw a jump in participation. For example: `00 Participation `01 Participation Adult Club 6 22 Squirts Camp 8 39 (a 3'd session was added to accommodate the wait list) Stars Camp 12 31 South of the River Tournament 20 29 Family Tennis Challenge 8 28 Private and Semi-Private Lessons 2 32 (minimal promotion in 2000) 47- © United States Tennis Association: ■ Staff re-established the relationship with USTA (United States Tennis Association) to offer the USA Team Tennis, Serve and Volley Challenge, and the Junior Excellence Clinic. In addition, components of the USTA program were incorporated in the youth lessons, camps and the Adult Club. This provided good publicity as well as a financial incentive opportunity with USTA. ■ USA Team Tennis offers youth ages 11 to 18 a unique opportunity to play matches as a team with other area community programs, much like a junior high or high school team setting. The White Division, focusing on junior high players ages 11 to 14, had seven matches with communities such as Edina, Mendota, and Eden Prairie. High school players participating in the Blue Division had seven matches including Eastview, Rosemount, Shakopee and Woodbury. Both teams had a couple of scattered practice days throughout the summer, but enjoyed the match atmosphere, whether at home at Northview or traveling to another community. Parents were an important part of the program, as they volunteered to bring kids to and from away matches as well as being cheerleaders for all the players. ■ The Serve and Volley Challenge and the Junior Excellence Clinic did not receive the welcome the other USTA programs did. However, staff believes they could be successful in 2002 with more focused marketing and better program descriptions. O Staff: ■ Six staff and a tennis director were hired, making up the instruction team In a reversal of last year, returning staff only included one of the instructors, the Tennis Director and the Recreation Supervisor. • Training of staff included an evening of on-court instruction where staff developed a consistent method and key terms to teaching particular skills. Having instructors teaching the same way really helped smooth transitions between instructors as well as diminishing confusion the participants may have felt when learning the same skills in different formats. O Looking to 2002: ■ With the help of this year's instructors, staff plans to improve the 2002 tennis season with better instructional outlines, ongoing training, and variations for repeat participants. ■ Program outlines continue to be important for staff. They give instructors topics to cover and a variety of games and instruction tips. Efforts will be made to improve the South of the River Camp and Adult Club outlines. Weekly staff meetings have proved to be very important for everyone to connect and discuss challenges and successes. Next year, staff intends to present a new teaching tip or game at each staff meeting. ■ Staff has also expressed the importance of keeping things fresh for the participant as well as the instructors. It was determined that a level advancement may be appropriate, much hike is done in swimming or skating lessons. Many kids take lessons or participate in camps more than once throughout the year, or from summer to summer. It is important to avoid repetition burnout; not only with participants but also with staff Hopefully including advancement opportunities or different approaches to teaching skills will alleviate some of the repetition concerns. Eagan Seniors Eagan is experiencing an increase in senior participation. Over the last several months, program opportunities have gone from monthly to weekly activities. What once was a brief list of choices has expanded into a menu of selections to suit more seniors in Eagan. Parks and Recreation currently organizes the following gatherings: ■ Monthly gatherings at O'Leary Manor and Oak Woods: o Activities here include an hour of games, informational speakers, entertainment or topical discussions. o Success varies on the topic and the day. Oak Woods regularly has 10 - 25 participants. O'Leary programs are considered very successful if there are ten people in attendance. ■ Biweekly gatherings at McDonald's of Eagan on Lexington and Dif ley: o The McDonald's of Eagan on Lexington and Diffiey hosts a morning Bingo or Birthday celebration. o Attendance at McDonald's ranges from a small group of 12 to a large group of 25 or 30 smiling, but somewhat squished seniors. ■ Weekly gatherings in the Community Room of the Eagan Municipal Center: o Each Wednesday, seniors have the opportunity to converse, create, learn or relax between 9:00 am and noon. The schedule includes time for a craft club to work on a craft donated to Meals on Wheels, card enthusiasts for Bridge and 500, a potluck and discussion with staff of a City Department. o Group size varies depending on the season, weather, and topic of the day. Overall size averages between 15 and 25 people. ■ Trips and Special Events: o Trips and special events have become very popular with the seniors. Anywhere from 20 to 35 people each trip is pretty standard. It seems the number of trips offered has increased from one per newsletter (two months) to two or three offerings. o Over the last few months, school buses have taken seniors to breakfast and Como Park, Chanhassen Dinner Theatre and the Padleford for a cruise on the Mississippi. Upcoming trips are planned to see the Twins play and enjoy a luxury bus while a "gangster" guides the group through St. Paul history. o Other special events, such as the potluck picnic and choral performances by the Eagan Men's Chorus filter in to provide special activities for the seniors. Every detail, success and challenge could not be addressed in this report, but hopefully it begins to tell a story of the recreational activities that help to make Eagan a community to be proud of It is also important to note that recreational opportunities are not only offered and participated in during the summer months, but throughout the year and throughout the community. Eagan Parks and Recreation can be found in many places during all seasons of the year. Date: June 18, 2001 Agenda Item: J-2; Youth Programs Summer Update Action t Ciry of Eagan Information x Parks and Recreation MEMO Attachments x t. Rx~ar~ ~tx~islicS AGENDA ITEM: J-2; YOUTH PROGRAMS SUMMER UP TO: ADVISORY PARKS COMMISSION PREPARED BY: PAULA NOWARIAK; RECREATION SUPERVISOR ITEM DESCRIPTION: Review of summer 2001 recreation programs, including programs, attendance, and staff. Summer of 2001 is over, and it's time to reflect on the youth and family recreation programs. It was a HOT, HOT time in all programs. Preschool, youth and teens experienced sports, games, crafts, nature, drama, art and field trips. The following report provides a few highlights of the summer. HIGHLIGHTS 1. Staff • 21 returning, 14 new, 35 total • Longevity of staff • Talents of new staff- college age 2. Summer in the Park & Wagonful O'Fun • 915 participants • Favorite trips - Cascade Bay - Skateville - Movie-Regal - Summer blast carnival • Attendance averages • Craft specialist • Arts & Humanities Council program 3. Preschool • Utilizing all buildings • Steady registrations • Instructors • Camps 4. Instructional Program • T-ball - 270 participants-steady participation -20- • Eaganettes • Games & Sports staff-great comments from parents 5. Camps • Utilized park shelter buildings to capacity • Variety of experiences for youth • Hot weather • Naturalist • the talents of seasonal staff- - drama - sports • Total of over 600 participants • Preschool participants 6. Special Events • Little Doodlers Art Tent-Yankee Doodle Arts & Crafts Festival • Family. Day Activities 7. Issues • Capacity at Buildings-Bridle Ridge & Goat Hill • Continue to provide a variety of opportunities that include: nature, drama, sports and art • Youth & teens ages 11-15 activities • Managing large sites STAFF During the summer of 2001, 35 staff provided recreation programs for the children of Eagan. There were 21 returning staff, many in their 5t' and 6t' years and 14 new staff. Three of the new staff were college age leaders that brought a variety of experiences with them. Several staff members currently teach during the school year and another group of staff are studying education in college. Staff training was spread out over an entire week and culminated with an Open House for all summer participants. Turnout was light for the Open House, but it created a social opportunity for the staff to further get to know each other. Staff Breakdown by Years of Experience: Year 1: 14 staff Year 2: 8 staff Years 3-4: 6 staff Years 5-15: 7 staff There were over 900 participants in these two programs during the summer of 2001. The SIP program increased by 70 while the Wagonful O'Fun decreased by 27. The biggest increase was found at Northview Park from 80 in 2000 to 113 this year. Mueller Farm also experienced an increase in registrations. There were 76_registered with an average of 39 per day up 17 from 2000. Bridle Ridge Park also saw steady participation. The decrease in registrations is due to a _Z1 _ registration limit of 130. The average daily attendance was 77. The biggest daily attendance was 102 participants. Registration and attendance averages indicate a need to evaluate some SIP and Wagonful O'Fun Sites. There will be one additional Summer in the Park site for 2002, most likely on the west end of town. Holz Farm has experienced an increase in attendance for the past 3 years, so staff is planning an increase in the number of days that are spent at that location. We are looking at either a 2-day/week SIP site or 2-day/week WagonfulO'Fun site. Staff will continue to monitor every site and to make sure that sites are spread across the city. Field trips were again very popular. Thursday afternoons brought participants to Skateville, Cascade Bay, Movie Fun and the Summer Blast. The Summer Blast was a carnival atmosphere held in the Civic Arena's indoor park. It was a great site for all the events that were going on. A fishpond, games, cotton candy, hot dogs, pop and chips made the afternoon a fun time for close to 300 participants. A craft specialist visited SIP and WagonfulO'Fun sites and brought a variety of fun crafts to our outdoor park settings. We are fortunate to have Cara Doring as the craft specialist who brings her experience as the arts specialist from Pinewood Elementary. The Artmobile also visited the Wagonful `O Fun program provided by the Eagan Arts & Humanities Council and Parks and Recreation. Highview Park was the site for four consecutive Tuesday afternoons. A variety of art media were explored with the children. This program was also well received by the participants and staff. Two experienced and wonderful instructors led the summer preschool programs this year. Holly Champlin is a year-round preschool teacher in her 6 h year of teaching preschool for Eagan Parks & Recreation. Judy Forde is in her 16`" year of teaching preschool for Eagan Parks & Recreation. During the school year, Miss Judy teaches at Rahn Elementary. A few changes were made to the summer preschool program this year. The number of section offerings was decreased which is reflected in the total registrations. The Hands on Discoveries Class was changed to Fun with 4's & 5's. A Wacky Wednesdays class was offered for the first time. The changes and additions resulted in offering a 6-week session followed by a 4-week session of camps. Bridle Ridge, Goat Hill and Rahn Park Shelter Buildings are used for preschool programs and have maintained consistent registrations. The T-ball program maintained consistent registrations this summer. However, parents still comment that they would like to skip the instruction piece and get right into games. Staffs experience over the years has indicated a need for the instruction piece. Therefore, our focus will remain on basic instruction with repeated drills. Games will not be played. Eaganettes saw steady registrations in 200 1 (actually one less participant than in 2000!). A staff of three provided fun and enthusiastic instruction. Highlights were marching in the 4v' of July parade and a parents performance on the last class day. Games Sports and More was reorganized into one session during 2000, which resulted in fewer registrations than in 1999. In 2001, the name was changed to Games and Sports. The program focuses on sports and basic games. Parent evaluations were favorable, but registrations were decreased. Evaluations indicate a need to examine this program in more detail for days and times offered. One idea that staff is exploring is that this instructional program be formatted in the Camp format. Students will attend class for 4-days at a time and for 11/2 2 hours at a time. Camp registrations for 2001 decreased slightly compared to the past 2 years. Park shelter buildings were again used to capacity. A variety of offerings included: games, crafts, nature, science and drama. There were 23 sections for a total of over 600 participants- ages 6-12. Over 200 participated in the offerings for preschoolers. Camps were held at Bridle Ridge, Blackhawk, Rahn, Sky Hill, Thomas Lake, Trapp Farm and Camp Sacajawea. Day camp and Exploring the Outdoors are two camps that are held at Camp Sacajawea, a beautiful Dakota County Park. Safety Camp completed its I Vh year with 103 participants. This camp is planned jointly with the Eagan Fire, Police and Parks & Recreation Department. It is a perfect example of cooperation between departments, businesses and the community. Holz Farm camps were coordinated with the Friends of the Farm and were well received by participants. Over 100 children ages 4-12 participated in four separate sessions. Recreation leaders and assistants along with volunteers, provided activities that taught the children what life on a farm was like in the 1940's. Thanks to all the volunteers who provided this educational and fun opportunity. Naturalist, Tim Lundahl usually conducts the Science and Nature Camps for two weeks during the summer. These camps are always full. Unfortunately, Tim's schedule only allowed him to be in Eagan for one week this summer that resulted in 80 fewer camp participants. Despite the hot weather, camps were well attended. Staff had to adjust some activities for the 110-degree heat index days. Safety Camp and Day Camp were held during the hottest days of the summer. Plenty of water to drink as well as rest breaks were encouraged or demanded by staff. Water hoses & sprinklers were also available at those sites for children to spray themselves as needed. Parents were encouraged to pick up their children early if they felt the weather was too much for their child. Fortunately, camps that were held at Bridle Ridge, Rahn and Goat Hill Park Shelters were air-conditioned. There are many talents of the seasonal staff that are used to conduct the camp programs. In the Drama Camp, Ashley Kjos, utilizes his high school drama experiences to direct the camp. In the Kraft Camp, several staff members use their creative side to plan the curriculum. In the Sports Camps, several staff members who compete in college sports were able to use their skills to teach Eagan children. SPECIAL EVENTS Parks & Recreation sponsors the Little Doodlers Art Tent at the Yankee Doodle Arts & Crafts Festival that is held each June. Staff is responsible for planning and ordering the crafts and staffing the event for 2 days. Approximately 700 children stopped by the free activity tent. Crafts made this year were Bead Bracelets, Bead pens, Spoon People and a Creation Station where children used their imagination. Staff received many favorable comments about this event. Family Day Activities were a new venture this summer. A trip to the Steppingstone Theatre, a Puppet Show and Picnic and a tour of Holz Farm were planned. Fourteen participants enjoyed the Steppingstone Theatre's interpretation of Tasty Baby Belly Buttons. Over 100 people enjoyed a puppet show and picnic at Blackhawk Park. The tour of Holz Farm was canceled due to low registration. All in attendance enjoyed these events. More family opportunities are in the works for next summer. LOOKING AHEAD New offerings are needed in 2001 to meet the demands for camps and the Summer in the Park program. Staff has been reviewing the camp offerings are exploring some new ideas. Ideas under consideration are a literature camp, dance camp, winter sports camp and a field sport camp. Staff is also exploring new ways to manage large sights and to get more male role models on staff. Staff will also continue to identify the needs of the 11- 15 year olds. Final details are still being pursued, but residents can look forward to the same lineup of summer events as well as a few new ideas for the summer program line-up in 2002. ALTERNATIVES FOR COMMISSION CONSIDERATION This item is for informational purposes only. No action is requested. Item: ~-4--k Attachment # 1, R-5 rzw St&AsMsc5 SUMMER IN THE PARK 2001 2001 2000 2000 1999 1999 Summer in the Total Average Total Average Total Average Park Registered per day Registered per day Registered per day Bridle Ride 130 77 150 80 101 49 South Oaks 44 29 41 23 55 29 George 42 30 36 21 42 25 Ohmann Captain 45 30 46 31 44 26 Dodd Evergreen Changed to 18 12 27 19 Wn onful O'Fun Mueller 76 39 59 33 53 27 Farm Northview 113 70 80 50 56 29 Rahn 37 31 54 35 38 24 Rid ecliff 44 33 41 28 39 21 Sk hill 61 45 48 28 27 20 Trapp Farm Combined with 48 23 Walnut Hill Walnut Hill 67 46 73 46 49 28 5&6(Trapp) 86 61 77 62 69 53 2 sections Hidden 48 35 Corner(New) TOTALS 793 723 648 WASONFUL O'FUN 2001 2001 2000 2000 1999 1999 WAGONFUL Total Average Total Average Total Average OTUN Registered per day Registered per day Registered per day Bur Oaks(Mon) 22 13 27 18 25 16 BurOaks(Tues) 22 10 Hidden Corner Changed to SIP 47 27 24 16 site & canceled Lexington 10 9 14 8 5 2 Hi hview (tues. m) 10 7 22 12 42 28 Holz Farm 29 19 23 19 17 11 Wescott Station Not offered Not offered 8 5 Hi hview (thurs.am) 16 11 20 14 Lakeside 36 28-- 19 11 31 16 TOTALS 145 172 152 SUMMER IN THE PARK FIELDTRIPS 2001 2001 2000 2000 1999 1999 Total Attended Total Attended Total Attended TRIP Registered Registered Registered Cascade Bay 172 160 186 178 194 178 Skateville 207 193 186 169 191 174 Bowling Not offered 197 180 191 175 Minnesota Zoo Not offered 158 154 208 179 Movie 251 230 249 234 232 202 Summer Blast 324 272 271 237 293 247 TOTAL 951 855 1247 1152 1309 1155 PRESCHOOL 2001 2001 2000 2000 1999 1999 Number Total Number Total Number Total PRESCHOOL of registered of registered of registered sections sections sections Friday Friends 4 70 4 71 4 72 Tin Tots 3 45 3 50 3 57 Fun with 3's 1 16 2 31 2 24 Games & Sports 4 24 6 77 8 120 Hands on (Changed to 4 51 12 193 Discoveries 4's & 5's class) Me Two 1 10 1 12 2 20 Fun with 4's & 5's 3 59 Wacky 1 20 Wednesdays(new) TOTAL 17 244 20 292 31 486 CAMPS 2001 2001 2000 2000 1999 1999 No. of Total No. of Total No. of Total CAMP sections Registered sections registered sections registered Kids Kraft Cam 4 59 5 100 5 99 Safety Cam 1 103 1 109 1 114 Camp 1 35 1 40 1 36 Adventureland Da Cam 1 60 1 61 1 60 Drama Cam 2 46 2 36 2 36 Nature Cam 1 40 2 75 2 79 Science Cam 1 41 2 80 2 80 Mystery Cam 2 42 3 59 6 90 Exploring the 2 77 2 80 2 84 Outdoors Sports Mania 2 3 25 2 23 2 31 Sorts Mania Cam 2 24 2 40 2 33 Big Games Camp 1 19 1 15 Not offered Holz Farm Camp 2 64 Not Not offered offered TOTAL 23 635 24 718 26 742 PRESCHOOL CAMPS 2001 2001 2000 2000 1999 1999 1 Number Total Number Total Number Total PRESCHOOL of Registered of Registered of Registered CAMPS sections sections sections Sports Mania 1 2 39 2 29 2 32 Preschool 7 128 10 189 13 220 Cam s Kindergarten Changed to 2 40 2 39 warm-up a camp Holz Farm 2 42 Not offered Not offered TOTAL 11 209 14 258 17 291 INSTRUCTIONAL T-BALL 2001 2001 2000 2000 1999 1999 T-BALL Number of Total Number of Total Number of Total sections Registered sections Registered sections Registered 5's 5 82 5 91 8 133 6&7 1 28 1 25 4 49 Evening 8 160 8 160 8 162 TOTALS 14 270 14 276 20 344 EAGANETTES 2001 2001 2000 2000 1999 1999 EAGANETTES Number of Total Number of Total Number of Total sections Registered sections Registered sections Registered Ea anettes 3 52 4 52 4 63 Mini-Ea anettes 3 52 3 53 3 43 TOTALS 6 104 7 105 7 106 FAMILY DAY ACTIVITIES 2001 Number re i t red Steppingstone Theatre 14 Puppet Show 100 Family day activity-Holz Farm 12 registered( anceled) Subject to Approval ADVISORY PARKS COMMISSION EAGAN, MINNESOTA MINUTES OF REGULAR MEETING OF AUGUST 20, 2001 A regular meeting of the Advisory Parks Commission was called to order at 7:05 p.m. on August 20, 2001 with the following Commission Members present: Joseph Bari, Margo Danner, Terry Davis, N. Mark Filipi, George Kubik, Dorothy Peterson, Chair John Rudolph, Melvin Williams, and David Wright. Richard Pletcher was not present. Staff present included Director of Parks and Recreation Ken Vraa, Superintendent of Parks Paul Olson, Superintendent of Recreation Jeff Asfahl, Program and Events Supervisor Cathy Bolduc, Water Resources Coordinator Eric Macbeth, City Forester Gregg Hove, and Beth Wielde, Research and Special Projects. APPROVAL OF AGENDA Member Kubik moved to approve the agenda with the addition of the Central Park/ Community Center Update under "Other Business and Reports." Member Davis seconded, with all present members voting for approval. APPROVAL OF MINUTES OF May 22, 2001 and July 16, 2001 Member Bari pointed out that the Skate Park issue (July 16 minutes) was missing the identification of the member who made and seconded the motion. After brief discussion, it was noted for the record that Dorothy Peterson put forth the motion, Chair Rudolph seconded, and all present members approved. Member Danner noted that the project budget was not stated in the minutes. Chair Rudolph moved to approve the minutes as amended, Member Filipi seconded, with all members voting in favor of the minutes as amended. July 16 minutes were amended on August 21, 2001. VISITORS TO BE HEARD There were no visitors who wished to address the Commission under this agenda item. DEPARTMENT HAPPENINGS/ SUPERINTENDENT'S UPDATE Superintendent of Recreation Jeff Asfahl reviewed the Department Happenings for the Recreation Division. This included: • Summer softball has been completed. There were 1,500 games played. • Fall softball is underway. • Men's D Regional Tournament was held on August 4-5. • Golf programs are winding down • The Concessions Trailer's summer run has concluded, it was a successful season. • The Softball League web site won an award, and staff congratulated the efforts of Sonya Rippe, Sports Program Coordinator. • Senior program attendance continues to be strong, maintaining numbers of about 20 to 30 participants per session. • Senior safety camp has started. • The tennis season has ended, there were 450 participants. • The fall "Discover Us" brochure has been distributed in the past week. • Friends of the Farm held youth camps, over 100 children participated. Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 2 • The grant application for the Holz Farm barn re-roofing is undergoing review and revision. • Fall youth athletics are underway, and girl's fastpitch is holding their fall State Tournament in Eagan. • Lone Oak Days will be held the 21• and 22nd of September. Chair Rudolph inquired as to the number of requests for lacrosse or rugby uses. Asfahl said there had been one allocation for lacrosse in the summer, and none for fall, and one allocation for rugby. He expects that the winter and spring will bring more requests. Member Kubik asked about the large number of fields being planned in the Fort Snelling park, and how that might impact the use of Eagan fields. Asfahl said that he has not seen enough information at this time. Superintendent of Parks Paul Olson described the activities of the Parks division, including: • With the winding down of the season, maintenance crews have an opportunity to: - Reconstruction of softball and baseball diamonds - Renovation of soccer fields at Ohmann Park's east field • The shelter at Trapp Farm is suffering damage from a water leak. It has rotted the walls and the carpet, and the shingles. The shelter will be closed for a month or two. The building must be re-plumbed. At this point satellite toilets will be brought in while the toilets undergo repair. • The City Council will be asked to approve the preparation of construction documents by the Sabongi Group for Moonshine Park. The decision is expected to come on August 21, 2001. Staking has begun for the Moonshine Park Roadway. • Olson reviewed projects done this summer by Eagle Scouts, Tree Trust, and Sentence to Serve crews. • Testing and trapping for Japanese Beetle has yielded good results- no infestation. The beetles are detrimental to manicured turf; and have been spotted in the Twin Cities, however are not yet considered a threat in Eagan. Member Davis asked if the mold problem at Trapp Farm has been seen at any other parks. Olson stated that Trapp Farm's problem is likely the direct result of the water leak, and that there is not yet a problem at any of the other sites. The cause of the leak is unknown at this time. CONSENT AGENDA ZEHNDER ACRES, CEDAR VILLAS, and NICOLS RIDGE Member Danner indicated that she went to see large maps of the subdivision at Cedar Villas due to concerns with the trees. She indicated she would take up the issues with the City Council and the Advisory Planning Commission. Member Rudolph noted that the density of units will likely increase the amount of traffic in the area, and although it's an APC charge, it is something to consider. Member Peterson set for the motion to approve. Member Filipi seconded, with all present members voting in favor of the consent agenda. Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 3 OLD BUSINESS SKATE PARK UPDATE Beth Wielde, Research and Special Projects, gave a brief background into the skate park project, including the approval by Council on July 17, 2001. She proceeded to present the rules that came out of the second teen workshop, including two rules recommended by staff 1) Helmets are strongly recommended 2) No alcohol, tobacco of any kind, or illegal drug use. The teens recommended the following nine rules: 1) Pads and other protective gear recommended. 2) The City is not responsible for lost, stolen, or damaged items. 3) No food, beverage, or gum on the skate pad. 4) No graffiti, vandalism, or littering. 5) No bikes. 6) No motorized vehicles. 7) Observers or others not skating are to stay off the skate pad. 8) Age limit, 8 years and up (or wording for ability level such as "Aggressive Skating Skills Required" 9) Do not crowd ramps, or "Only 3 people on Half Pipe at a time" Wielde noted that the signs would cost about $400 each, and will be ordered upon Commission action. Member Williams discussed the importance of covering all angles to avoid liability issues later, noting that large jury sums have been awarded on technicalities. After a great deal of discussion including the potential for mandatory helmet use, formal monitoring/supervision of the park, and revisiting general liability issues, Member Davis put forth the motion to recommend the rules as suggested by staff and teens, with the amendments to include "No Profanity," "Repeated Violations may Result in Removal of Skate Park," and a formal review of the program after a full season of operation, including a user review/ survey, parental survey, and City staff monitoring park on an unscheduled basis. Chair Rudolph seconded the motion. Members Bari, Filipi, Davis, Rudolph, Kubik, Peterson, and Wright voting to approve, with members Williams and Danner dissenting. Motion carried. WINTER PROGRAM OPTIONS Program and Events Supervisor Cathy Bolduc reviewed the options presented in July to streamline the Winter Programs operations and fit it to suit the usage patterns. The APrC sent the issue to the Recreation Subcommittee in July, and they have five recommendations for consideration: 1) Discontinue rental of the warming facility trailer, with a savings of $1,000 2) Reassign Woodhaven as a Class C site, with a savings of $2,673, 3) Reduce the number of surface cleanings by one, at a savings of $2,700 4) Standardize hours at all Class B sites, with a $547 savings, and 5) Discontinue maintenance at selected Class C sites, such as Country Home and Evergreen Parks- less a financial savings as a reduction of maintenance burden. The total approximate savings is $7,010 for.a nine week season. Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 4 Chair Rudolph mentioned the subcommittee considered the pros and cons of each option. He noted his satisfaction with the options as presented, that they were the most feasible. He expressed awareness of weather pattern fluctuations, and that the recommendations may need to be revisited at times, but he is overall comfortable with the options as presented. Member Kubik suggested reviewing the usage patterns of the sites. Member Peterson said that if usage patterns were reviewed, they could see if Pilot Knob Park would benefit from a Class C designation. She inquired as to the final outcome of the project. Director Vraa stated that the City was trying to fit the program to the community. There are no preconceived notions as to an outcome, but the City is trying to review expenditures to make sure the program fits the community's need. Member Davis noted how important it is to do that. He suggested also looking for opportunities to put more activity in the center of the City (a map handed out by Bolduc showed winter sites situated in a more concentric ring around the central Eagan area). Member Wright expressed that there needs to be an exploration to cut down on the need for people to drive to the sites. Director Vraa noted the need to look at where the major use was occurring demographically. He noted the need to have geographic data provided, showing the proximity of the rinks to the neighborhoods. He also discussed the difficulties with rinks because of weather patterns. Member Kubik noted the importance of reviewing this matter. Member Peterson stated how important it is to keep staff levels high enough to meet community needs- staff must be prioritized. Member Kubik said that at some time there may need to be a charge for rink use, but more information is needed on this matter. Member Davis moved to approve the recommendations as presented. Member Kubik seconded the motion. Chair Rudolph called for the vote. All present members with the exception of Member Wright voted to approve. Member Wright dissented. Motion carried. Member Davis moved to gather more demographic data. Member Kubik seconded. Chair Rudolph commented on the difficulty working with a budget that has to be split to cover the beginning part of the year, then the latest part of the year in order to make it through one budget cycle. Director Vraa affirmed this difficulty. Member Wright asked whether the 2 sites that are slated for closure could be re-opened if a need for them was demonstrated. Member Peterson described usage patterns and Chair Rudolph affirmed that the sites could be re- opened if they are needed: Member Kubik commented on the dynamic process, and noted the fluctuations due to changing demographic patterns. Chair Rudolph called for the vote; all present members voting in favor of the motion. NEW BUSINESS HEAT INDEX POLICY Recreation Superintendent Jeff Asfahl stated that the recent passing of Minnesota Viking Korey Stringer has brought the issue of heat stroke to the forefront.. He noted that the City has a cold weather policy in place, but that there isn't the same level of experience when dealing with the heat. He noted the ease of canceling programs due to sever winter weather, but that closing for the heat may be more difficult to explain. He noted hat other parks and recreation departments are looking at this issue, and that the Minnesota State High School League has a policy already in place. The National Sports Program has a policy, also. Parks and Recreation staff has been trained in heat related issues. There are several options for the Commission to consider: Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 5 - Training and education of program staff and participants - Consideration of contingency plans to alter the activity - Adequately communicating cancellations due to heat to program participants - Adoption of an "activity index" to use as a standard guide - Recommend adoption of guidelines for use by the organized Eagan facility users - Closure of facilities. Chair Rudolph stated that the recent emphasis on the extremis of heat and cold in this state, plus the National Weather Service revising its wind chill index, this matter is quite timely. He recommends that staff further its investigation into this matter. Member Kubik suggested that the Recreation subcommittee work with staff on this issue. Member Peterson stated that staff should work out the policy, perhaps using the dew point rather than the humidity. Member Davis stated two issues related to enforcing a heat index policy. One, there is the guideline the City would have to follow in enforcing it when City programs are using the fields. Two, and more of a challenge, is when other user groups are using City facilities, and how that would be addressed. Chair Rudolph commented that it was a good thing that this issue is being addressed. Superintendent Asfahl suggested moving forward with a draft, and bringing it to the subcommittee. Member Peterson recommended using the expertise of recreation staff as well. Chair Rudolph noted that no action was needed on this matter. ATHLETIC FIELD SPECIAL EVENT FEES Superintendent Asfahl noted the influx of requests for field space and green space use by people not affiliated with the City of Eagan, EAA or other Eagan-based groups. He gave a brief background on summer events and requests from organizations who have no ties to the community. When scheduling fields, the priorities tend to go to: Looking for scheduling conflicts Available personnel Field conditions Size of the event Set up needs and requirements. Asfahl took a look at other communities' policies, and noted the differences within them, from higher fees for non-affiliated groups to outright denial of use. Some considerations include labor, field size, maintenance needs, adequate parking, attendance, scope of the event, concessions, supplemental tents, toilets, and risks associated with the intended use. The question was posed as to the what are the legal ramifications of denying a request. Member Peterson expressed her desire to see as high a fee as possible charged to non-Eagan based uses, possibly as a detriment to use from non-Eagan groups. She would like staff to have leverage in this matter. Member Bari expressed concern over the legality of denial. He requested staff to check with the two sample cities, Plymouth and Eden Prairie to see what legal issues were raised in denial to non-City requests. Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 6 Member Filipi asked if all costs associate with field use are being recovered from the user. Asfahl said there was a sense that they were. Member Kubik asked if over the year costs and repair work are factored in to the fee structure. Asfahl said they were based more on local needs, but a flat rate could be determined to factor in all these things. Member Davis asked if there was room for rate flexibility. Asfahl said that it tries to be flexible. Member Peterson noted that there isn't anything wrong with trying to gain a profit if it is use for other park purposes. Member Danner asked what percentage of requests came from non-residents. Asfahl didn't have specific numbers, but noted that the percentage was increasing. Director Vraa commented that tournaments that are played by non-local teams are sometimes sponsored locally. Chair Rudolph suggested that this issue be looked at again by the Recreation subcommittee. He recommended that it be done before the 1' of the year. Member Peterson suggested using existing files as a starter. Member Bari noted that if the project waits until November, the budget cycle will be complete for the year. He suggested that the issue be visited before that. Director Vraa stated that the Council adopts fee policies to start on January I' of the year. He also noted this is not a huge revenue generator. Member Peterson reiterated the need to review legal issues. Superintendent Asfahl requested Commissioners to look for the meeting. COUNCIL REQUEST- CENTRAL PARK WINTER WARMING FACILITY Director Vraa stated that the City Council has inquired if it is appropriate to allocate funds for the construction of a gazebo/warming house on the Central Park site, adjacent to the proposed skating pond that will be located outside the building. Vraa reviewed the site Master Plan, and noted that the warming house/ gazebo structure was not included in Phase I of the plan. He showed a concept drawing of what the structure could look like, and noted the rough estimate of $50,000. He stated that this figure serves as more of a placeholder. He also noted that the CIP for 2004 includes funds for improvements to the Central Park site. Member Bari commented that he would like to see more specifics on the building. Member Davis said the CIP did not have funds specifically allocated, but it was likely not meant for the outbuildings, more on items like trails or other outdoor features. Chair Rudolph commented that since the use of the pond is so unknown at this time, he is hesitant to allocate funds at this time. He suggested the use of trailers until more is known about the use of the pond for a skating facility. Member Bari noted that since the Council is requesting this item from the APrC, that they are looking at it outside of the bond issue. Member Kubik reiterated the unknown use of the pond. Member Peterson affirmed this idea. Chair Rudolph moved to deny the Council's request that funds be allocated from the Park Site Fund for warming house construction, and request that they explore the use of a temporary trailer on the site. Member Davis noted that the reasons should be expressed, one is the uncertainty of the effectiveness of the skating pond, the other is the lack of plans for the building. Member Wright noted that the facility might not even end up permanently as a skating facility, and inquired as to the water drainage issues. Director Vraa explained how stormwater would be diverted around the pond, and the augmentation that will keep standing water in the pond for freezing. Member Kubik stated how the pond could be a good amenity, but more information was needed. Member Bari suggested obtaining a formal plan before deciding how much funds should be allocated. Chair Rudolph amended the motion to recommend that the APrC does not approve allocation of fiords at this time, with the two reasons previously cited. t 1 Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 7 Member Danner asked if the Council will bring this issue back to the park planner. She expressed uncertainty as to why the Council is asking for this if it is not included in Phase I of the Master Plan. Member Wright reiterated his concerns about building a warming house without knowing whether a skating rink will work on the site. Member Davis expressed the need of the trailer as an interim step to determine use patterns of the pond. Member Bari inquired as to who would get any revenue generated from the use of the warming facility, the Park Site Fund or the General Fund. Director Vraa said that this was not specified at this time. Chair Rudolph expressed the he does not feel that the proposal warrants the investment at this time, and called for the vote. Member Kubik seconded the motion. All present members of the APrC voted unanimously in favor of the motion. WATER RESOURCES UPDATE Water Resources Coordinator Eric Macbeth presented two items for the Commission: • The neighborhood meeting of Blackhawk Lake was recently held. 22 people participated in the meeting. Forty-five minutes were spent discussing projects along the lake and other Water Quality issues. Macbeth also discussed citizen involvement at the meeting. The meeting was met with positive feedback from the participants. • The Holz Lake weed harvesting project is underway. The weed harvester will be landed in the lake soon. Member Kubik asked how the weed comes out of the harvester, whether it was in bales or another way. Macbeth said that it did not come out in bales, that they are piled. The weeds are 97% water, and may be used as mulch. Staff is discussing disposal and reuse, and issues relating to non-biomatter found in the weed cuts. OTHER BUSINESS AND REPORTS CEDAR POND UPDATE Water Resources Coordinator Eric Macbeth showed a pictoral update of the Cedar Pond project. He gave a brief background of the projects, and described its funding sources. Steps include: 1. The Minnesota Conservation Corps cut out the existing retaining wall after the water level had dropped. 2. Grading and a silt fence. 3. Grading by the Dakota County Highway Department. 4. Establishment of the plant population. 5. South side viewing area retaining structure. 6. Northeast information kiosk installed. 7. Work on the rainwater garden. Chair Rudolph noted that it was fun to watch the process and see the end result. Member Kubik expressed how much he was looking forward to seeing publications on the project. Member Danner also expressed excitement upon seeing the project develop. Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 8 PARK SITE FUND QUARTERLY REPORT Superintendent of Parks Paul Olson gave a background into the Park Site Fund, and noted that each year the CIP is updated. He noted that it is an active, fluid account. Review of the funds indicated that as of January 1, 2001, there were $2,192,039 in the Park Site Fund. From January 1 to July 30, 2001: Revenue- 538,305 (exceeding expectation) Expenditure- 115,469 Net- 422,836 Olson said that this does not include interest. Interest is calculated at the year's end. He anticipates that it will exceed expectation. Member Kubik noted that the funds are based on development funds, and that since the growth pattern cannot be expected to be maintained (due to City buildout), other sources need exploration. Olson noted that this is a good point, that the income will not always be there. WETLAND CONSERVATION RECOMMENDATIONS Water Resources Coordinator Eric Macbeth described improvements made as a result of the July 2000 Superstorm. Staff is requesting recommendations to certify that six individual wetland projects associated with flood mitigation be exempt from replacement requirements. Staff has looked at the projects closely, and noted that it was an appropriate time to exercise exemption. The other issue is to replace wetland excavation impact for the Fish Lake alum dosing operation by withdrawing wetland credits. It is staffs recommendation that the City maximize excavation based on what's left in the account. Chair Rudolph noted that Macbeth has been working very hard at these issues and that other communities are monitoring the progress. Member Kubik asked Macbeth to give the APrC an idea over time of how the wetlands are standing, and whether this was something that could be presented. Macbeth responded that he was confident in saying stormwater ponding has increased, and that there is an initiative to inventory these in the Utilities department. Member Kubik expressed interest in keeping an eye on the overall picture. Member Filipi asked if there were upcoming activities that may encourage the City to hold on to wetland • credits. Macbeth said that it was too preliminary to know for sure, but that it is ultimately the City's decision whether to use them or not. Member Bari inquired as to the green biomatter found floating on the east side of Fish Lake. Macbeth said that this lake summer film is an algae form. Member Davis moved to certify Macbeth's recommendations that six individual wetland projects associated with flood mitigation be exempt from the replacement requirement, and that replacement of wetland excavation impact for the Fish Lake alum dosing operation is done by withdrawal of wetland banking credits. Member Kubik seconded, with all present members voting to approve. Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 9 RECREATION SUBCOMMITTEE UPDATE Chair Rudolph noted that the issue discussed by the Recreation Subcommittee had been dealt with in an earlier agenda item, and asked if there was anything to add. Recreation Superintendent Jeff Asfahl said no, that Winter Program Options were all. NATURAL RESOURCES SUBCOMMITTEE UPDATE Member Filipi discussed the wetland buffer issue from the Natural Resources Subcommittee. He ntoed that the Committee felt they are necessary and should be dealt with accordingly. He stated that the group wil meet again with a representative from Burnsville at 5:00 pm on August 29th. Member Kubik noted concern that the group not look at anything piecemeal, but keep the big picture in mind. COMMUNITY CENTER UPDATE Director Vraa described the progress of the Community Center project, stating that the City Council had awarded the Central Parkway grading contract, and work will begin soon. He also noted that the Lockheed-Martin agreement had been signed, the pre-con meeting had been held last Thursday, and the equipment will be going on the site soon. Vraa also described future steps. He noted the shorter construction timeframe, and how the best time for grading is now passed. Vraa commented that Duke-Weeks has submitted a preliminary plat to the City, which will then allow construction of the second piece of roadway. A change order is being done after the property transfer. Vraa described activity on the west side of the park, s redirection of stormwater that will head toward Duke-Weeks property. This will create a larger retention area, and this would be used as their park dedication. A 22 foot cut will be necessary. Piping will need to extend from a lift station. Alignment of the road will on the west side of the property will shift approximately 20-25 feet of the current center line mark. Vraa discussed activity on the east side of the park as well, where the Pavilion and Well House #20 will be located. The structure will move to the north a bit. The well is expected to be bid within the next month. The sanitary sewer line must be re-aligned, and a change order is necessary for that, but MDH standards must be upheld. Grading on that part of the site will be done as soon as possible as part of that contract. Contract documents are anticipated in January, with construction expected to begin in April. The Unisys frontage road will be closed off. Chair Rudolph asked if there was any new information on the Grandfather Tree. Director Vraa noted it was doing well despite the warm weather, and moisture levels are high and being closely monitored. ROUND TABLE Member Kubik noted the two letters from citizens the APrC received. These letters expressed thanks for the efforts of the Parks and Recreation department. Chair Rudolph commented on the e-mail forwarded to the Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 10 Parks and Recreation department. Member Kubik expressed thanks to the staff. Member Davis noted that is was nice that citizens took the time out to write to the City on positive things. Chair Rudolph noted the Cedarvale meeting to be held on August 21, 2001. Member Peterson discussed that she had just participated in a MRPA award ceremony honoring efforts by the City of Northfield. She suggested two projects for nomination, the Grandfather Tree and Cedar Pond. Member Danner brought forth three issues: 1. She expressed the desire to have more frequent updates on the Central Park project. 2. Could the Tree Mitigation Fund allocate monies for tree replacement in Central Park. 3. Whether there are funds allocated in the CIP for a playground on Central Park. She noted she would like to see it identified in the CIP. Chair Rudolph commented on the updated names on the Web site, and stated he would like to see a way to streamline the process of how information gets on the Parks and Rec web site. Member Danner noted that the September meeting is on a Thursday this month, and that the cable broadcast information should reflect this difference. ADJOURNMENT Member Kubik moved to adjourn, Member Davis seconded with all present members voting in favor to adjourn at 10:15 Pm. Secretary Advisory Parks Commission Approved 9/13/01 as amended ADVISORY PARKS COMMISSION EAGAN, MINNESOTA MINUTES OF REGULAR MEETING OF AUGUST 20, 2001 A regular meeting of the Advisory Parks Commission was called to order at 7:05 p.m. on August 20, 2001 with the following Commission Members present: Joseph Bari, Margo Danner, Terry Davis, N. Mark Filipi, George Kubik, Dorothy Peterson, Chair John Rudolph, Melvin Williams, and David Wright. Richard Pletcher was not present. Staff present included Director of Parks and Recreation Ken Vraa, Superintendent of Parks Paul Olson, Superintendent of Recreation Jeff Asfahl, Program and Events Supervisor Cathy Bolduc, Water Resources Coordinator Eric Macbeth, City Forester Gregg Hove, and Beth Wielde, Research and Special Projects. APPROVAL OF AGENDA Member Kubik moved to approve the agenda with the addition of the Central Park/ Community Center Update under "Other Business and Reports." Member Davis seconded, with all present members voting for approval. APPROVAL OF MINUTES OF May 22, 2001 and July 16, 2001 Member Bari pointed out that the Skate Park issue (July 16 minutes) was missing the identification of the member who made and seconded the motion. After brief discussion, it was noted for the record that Dorothy Peterson put forth the motion, Chair Rudolph seconded, and all present members approved. Member Danner noted that the project budget ($26,395) was not stated in the minutes. Chair Rudolph moved to approve the minutes as amended, Member Filipi seconded, with all members voting in favor of the minutes as amended. July 16 minutes were amended on August 21, 2001. VISITORS TO BE HEARD There were no visitors who wished to address the Commission under this agenda item. DEPARTMENT HAPPENINGS/ SUPERINTENDENT'S UPDATE Superintendent of Recreation Jeff Asfahl reviewed the Department Happenings for the Recreation Division. This included: .4 Summer softball has been completed. There were 1,500 games played. Fall softball is underway. Men's D Regional Tournament was held on August 4-5. Golf programs are winding down The Concessions Trailer's summer run has concluded, it was a successful season. The Softball League web site won an award, and staff congratulated the efforts of Sonya Rippe, Sports Program Coordinator. Senior program attendance continues to be strong, maintaining numbers of about 20 to 30 participants per session. Senior safety camp has started. The tennis season has ended, there were 450 participants. The fall "Discover Us" brochure has been distributed in the past week. t; Friends of the Farm held youth camps, over 100 children participated. Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 2 4 The grant application for the Holz Farm barn re-roofing is undergoing review and revision. 4 Fall youth athletics are underway, and girl's fastpitch is holding their fall State Tournament in Eagan. 4 Lone Oak Days will be held the 21" and 22nd of September. Chair Rudolph inquired as to the number of requests for lacrosse or rugby uses. Asfahl said there had been one allocation for lacrosse in the summer, and none for fall, and one allocation for rugby. He expects that the winter and spring will bring more requests. Member Kubik asked about the large number of fields being planned in the Fort Snelling park, and how that might impact the use of Eagan fields. Asfahl said that he has not seen enough information at this time. Superintendent of Parks Paul Olson described the activities of the Parks division, including: 4 With the winding down of the season, maintenance crews have an opportunity to: - Reconstruction of softball and baseball diamonds - Renovation of soccer fields at Ohmann Park's east field 4 The shelter at Trapp Farm is suffering damage from a water leak. It has rotted the walls and the carpet, and the shingles. The shelter will be closed for a month or two. The building must be re-plumbed. At this point satellite toilets will be brought in while the toilets undergo repair. 4 The City Council will be asked to approve the preparation of construction documents by the Sabongi Group for Moonshine Park. The decision is expected to come on August 21, 2001. Staking has begun for the Moonshine Park Roadway. 4 Olson reviewed projects done this summer by Eagle Scouts, Tree Trust, and Sentence to Serve crews. Testing and trapping for Japanese Beetle has yielded good results- no infestation. The beetles are detrimental to manicured turf, and have been spotted in the Twin Cities, however are not yet considered a threat in Eagan. Member Davis asked if the mold problem at Trapp Farm has been seen at any other parks. Olson stated that Trapp Farm's problem is likely the direct result of the water leak, and that there is not yet a problem at any of the other sites. The cause of the leak is unknown at this time. CONSENT AGENDA ZEHNDER ACRES, CEDAR VILLAS, and NICOLS RIDGE Member Danner indicated that she went to see large maps of the subdivision at Nicols Ridge due to concerns with the trees. She indicated she would take up the issues with the City Council and the Advisory Planning Commission. Member Rudolph noted that the density of units will likely increase the amount of traffic in the area, and although it's an APC charge, it is something to consider. Member Peterson set for the motion to approve. Member Filipi seconded, with all present members voting in favor of the consent agenda. Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 3 OLD BUSINESS SKATE PARK UPDATE Beth Wielde, Research and Special Projects, gave a brief background into the skate park project, including the approval by Council on July 17, 2001. She proceeded to present the rules that came out of the second teen workshop, including two rules recommended by staff: 1) Helmets are strongly recommended 2) No alcohol, tobacco of any kind, or illegal drug use. The teens recommended the following nine rules: 1) Pads and other protective gear recommended. 2) The City is not responsible for lost, stolen, or damaged items. 3) No food, beverage, or gum on the skate pad. 4) No graffiti, vandalism, or littering. 5) No bikes. 6) No motorized vehicles. 7) Observers or others not skating are to stay off the skate pad. 8) Age limit, 8 years and up (or wording for ability level such as "Aggressive Skating Skills Required" 9) Do not crowd ramps, or "Only 3 people on Half Pipe at a time" Wielde noted that the signs would cost about $400 each, and will be ordered upon Commission action. Member Williams discussed the importance of covering all angles to avoid liability issues later, noting that large jury sums have been awarded on technicalities. After a great deal of discussion including the potential for mandatory helmet use, formal monitoring/supervision of the park, and revisiting general liability issues, Member Davis put forth the motion to recommend the rules as suggested by staff and teens, with the amendments to include "No Profanity "Repeated Violations may Result in Removal of Skate Park," and a formal review of the program after a full season of operation, including a user review/ survey, parental survey, and City staff monitoring park on an unscheduled basis. Chair Rudolph seconded the motion. Members Bari, Filipi, Davis, Rudolph, Kubik, Peterson, and Wright voting to approve, with members Williams and Danner dissenting. Motion carried. WINTER PROGRAM OPTIONS Program and Events Supervisor Cathy Bolduc reviewed the options presented in July to streamline the Winter Programs operations and fit it to suit the usage patterns. The APrC sent the issue to the Recreation Subcommittee in July, and they have five recommendations for consideration: 1) Discontinue rental of the warming facility trailer, with a savings of $1,000 2) Reassign Woodhaven as a Class C site, with a savings of $2,673, 3) Reduce the number of surface cleanings by one, at a savings of $2,700 4) Standardize hours at all Class B sites, with a $547 savings, and 5) Discontinue maintenance at selected Class C sites, such as Country Home and Evergreen Parks- less a financial savings as a reduction of maintenance burden. The total approximate savings is $7,010 for a nine week season. Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 4 Chair Rudolph mentioned the subcommittee considered the pros and cons of each option. He noted his satisfaction with the options as presented, that they were the most feasible. He expressed awareness of weather pattern fluctuations, and that the recommendations may need to be revisited at times, but he is overall comfortable with the options as presented. Member Kubik suggested reviewing the usage patterns of the sites. Member Peterson said that if usage patterns were reviewed, they could see if Pilot Knob Park would benefit from a Class C designation. She inquired as to the final outcome of the project. Director Vraa stated that the City was trying to fit the program to the community. There are no preconceived notions as to an outcome, but the City is trying to review expenditures to make sure the program fits the community's need. Member Davis noted how important it is to do that. He suggested also looking for opportunities to put more activity in the center of the City (a map handed out by Bolduc showed winter sites situated in a more concentric ring around the central Eagan area). Member Wright expressed that there needs to be an exploration to cut down on the need for people to drive to the sites. Director Vraa noted the need to look at where the major use was occurring demographically. He noted the need to have geographic data provided, showing the proximity of the rinks to the neighborhoods. He also discussed the difficulties with rinks because of weather patterns. Member Kubik noted the importance of reviewing this matter. Member Peterson stated how important it is to keep staff levels high enough to meet community needs- staff must be prioritized. Member Kubik said that at some time there may need-to be a charge for rink use, but more information is needed on this matter. Member Davis moved to approve the recommendations as presented, with an amendment by Member Peterson to classify Pilot Knob Park as a Class `C' site. Member Kubik seconded the motion. Chair Rudolph called for the vote. All present members with the exception of Member Wright voted to approve. Member Wright dissented. Motion carried. Member Davis moved to gather more demographic data. Member Kubik seconded. Chair Rudolph . commented on the difficulty working with a budget that has to be split to cover the beginning part of the year, then the latest part of the year in order to make it through one budget cycle. Director Vraa affirmed this difficulty. Member Wright asked whether the 2 sites that are slated for closure could be re-opened if a need for them was demonstrated. Member Peterson described usage patterns and Chair Rudolph affirmed that the sites could be re- opened if they are needed. Member Kubik commented on the dynamic process, and noted the fluctuations due to changing demographic patterns. Chair Rudolph called for the vote; all present members voting in favor of the motion. NEW BUSINESS HEAT INDEX POLICY Recreation Superintendent Jeff Asfahl stated that the recent passing of Minnesota Viking Korey Stringer has brought the issue of heat stroke to the forefront. He noted that the City has a cold weather policy in place, but that there isn't the same level of experience when dealing with the heat. He noted the ease of canceling programs due to sever winter weather, but that closing for the heat may be more difficult to explain. He noted hat other parks and recreation departments are looking at this issue, and that the Minnesota State High School League has a Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 5 policy already in place. 'The National Sports Program has a policy, also. Parks and Recreation staff has been trained in heat related issues. There are several options for the Commission to consider: Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 5 Training and education of program staff and participants - Consideration of contingency plans to alter the activity - Adequately communicating cancellations due to heat to program participants - Adoption of an "activity index" to use as a standard guide - Recommend adoption of guidelines for use by the organized Eagan facility users - Closure of facilities. Chair Rudolph stated that the recent emphasis on the extremis of heat and cold in this state, plus the National Weather Service revising its wind chill index, this matter is quite timely. He recommends that staff further its investigation into this matter. Member Kubik suggested that the Recreation subcommittee work with staff on this issue. Member Peterson stated that staff should work out the policy, perhaps using the dew point rather than the humidity. Member Davis stated two issues related to enforcing a heat index policy. One, there is the guideline the City would have to follow in enforcing it when City programs are using the fields. Two, and more of a challenge, is when other user groups are using City facilities, and how that would be addressed. Chair Rudolph commented that it was a good thing that this issue is being addressed. Superintendent Asfahl suggested moving forward with a draft, and bringing it to the subcommittee. Member Peterson recommended using the expertise of recreation staff as well. Chair Rudolph noted that no action was needed on this matter. ATHLETIC FIELD SPECIAL EVENT FEES Superintendent Asfahl noted the influx of requests for field space and green space use by people not affiliated with the City of Eagan, EAA or other Eagan-based groups. He gave a brief background on summer events and requests from organizations who have no ties to the community. When scheduling fields, the priorities tend to go to: Looking for scheduling conflicts Available personnel Field conditions Size of the event Set up needs and requirements. Asfahl took a look at other communities' policies, and noted the differences within them, from higher fees for non-affiliated groups to outright denial of use. Some considerations include labor, field size, maintenance needs, adequate parking, attendance, scope of the event, concessions, supplemental tents, toilets, and risks associated with the intended use. The question was posed as to the what are the legal ramifications of denying a request. Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 6 Member Peterson expressed her desire to see as high a fee as possible charged to non-Eagan based uses, possibly as a detriment to use from non-Eagan groups. She would like staff to have leverage in this matter. Member Bari expressed concern over the legality of denial. He requested staff to check with the two sample cities, Plymouth and Eden Prairie to see what legal issues were raised in denial to non-City requests. Member Filipi asked if all costs associate with field use are being recovered from the user. Asfahl said there was a sense that they were. Member Kubik asked if over the year costs and repair work are factored in to the fee structure. Asfahl said they were based more on local needs, but a flat rate could be determined to factor in all these things. Member Davis asked if there was room for rate flexibility. Asfahl said that it tries to be flexible. Member Peterson noted that there isn't anything wrong with trying to gain a profit if it is use for other park purposes. Member Danner asked what percentage of requests came from non-residents. Asfahl didn't have specific numbers, but noted that the percentage was increasing. Director Vraa commented that tournaments that are played by non-local teams are sometimes sponsored locally. Chair Rudolph suggested that this issue be looked at again by the Recreation subcommittee. He recommended that it be done before the 1" of the year. Member Peterson suggested using existing files as a starter. Member Bari noted that if the project waits until November, the budget cycle will be complete for the year. He suggested that the issue be visited before that. Director Vraa stated that the Council adopts fee policies to start on January ls` of the year. He also noted this is not a huge revenue generator. Member Peterson reiterated the need to review legal issues. Superintendent Asfahl requested Commissioners to look for the meeting. COUNCIL REQUEST- CENTRAL PARK WINTER WARMING FACILITY Director Vraa stated that the City Council has inquired if it is appropriate to allocate funds for the construction of a gazebo/warming house on the Central Park site, adjacent to the proposed skating pond that will be located outside the building. Vraa reviewed the site Master Plan, and noted that the warming house/ gazebo structure was not included in Phase I of the plan. He showed a concept drawing of what the structure could look like, and noted the rough estimate of $50,000. He stated that this figure serves as more of a placeholder. He also noted that the CIP for 2004 includes funds for improvements to the Central Park site. Member Bari commented that he would like to see more specifics on the building. Member Davis said the CIP did not have funds specifically allocated, but it was likely not meant for the outbuildings, more on items like trails or other outdoor features. Chair Rudolph commented that since the use of the pond is so unknown at this time, he is hesitant to allocate funds at this time. He suggested the use of trailers until more is known about the use of the pond for a skating facility. Member Bari noted that since the Council is requesting this item from the APrC, that they are looking at it outside of the bond issue. Member Kubik reiterated the unknown use of the pond. Member Peterson affirmed this idea. Chair Rudolph moved to deny the Council's request that funds be allocated from the Park Site Fund for warming house construction, and request that they explore the use of a temporary trailer on the site. Member Davis noted that the reasons should be expressed, one is the uncertainty of the effectiveness of the skating pond, the other is the lack of plans for the building. Member Wright noted that the facility might not even end up permanently as a skating facility, and inquired as to the water drainage issues. Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 7 Director Vraa explained how stormwater would be diverted around the pond, and the augmentation that will keep standing water in the pond for freezing.- Member Kubik stated how the pond could be a good amenity, but more information was needed. Member Bari suggested obtaining a formal plan before deciding how much funds should be allocated. Chair Rudolph amended the motion to recommend that the APrC does not approve allocation of funds at this time, with the two reasons previously cited. Member Danner asked if the Council will bring this issue back to the park planner. She expressed uncertainty as to why the Council is asking for this if it is not included in Phase I of the Master Plan. Member Wright reiterated his concerns about building a warming house without knowing whether a skating rink will work on the site. Member Davis expressed the need of the trailer as an interim step to determine use patterns of the pond. Member Bari inquired as to who would get any revenue generated from the use of the warming facility, the Park Site Fund or the General Fund. Director Vraa said that this was not specified at this time. Chair Rudolph expressed the he does not feel that the proposal warrants the investment at this time, and called for the vote. Member Kubik seconded the motion. All present members of the APrC voted unanimously in favor of the motion. WATER RESOURCES UPDATE Water Resources Coordinator Eric Macbeth presented two items for the Commission: 4 The neighborhood meeting of Blackhawk Lake was recently held. 22 people participated in the meeting. Forty-five minutes were spent discussing projects along the lake and other Water Quality issues. Macbeth also discussed citizen involvement at the meeting. The meeting was met with positive feedback from the participants. 4 The Holz Lake weed harvesting project is underway. The weed harvester will be landed in the lake soon. Member Kubik asked how the weed comes out of the harvester, whether it was in bales or another way. Macbeth said that it did not come out in bales, that they are piled. The weeds are 97% water, and may be used as mulch. Staff is discussing disposal and reuse, and issues relating to non-biomatter found in the weed cuts. OTHER BUSINESS AND REPORTS CEDAR POND UPDATE Water Resources Coordinator Eric Macbeth showed a pictoral update of the Cedar Pond project. He gave a brief background of the projects, and described its funding sources. Steps include: 1. The Minnesota Conservation Corps cut out the existing retaining wall after the water level had dropped. 2. Grading and a silt fence. 3. Grading by the Dakota County Highway Department. 4. Establishment of the plant population. 5. South side viewing area retaining structure. 6. Northeast information kiosk installed. 7. Work on the rainwater garden. Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 8 Chair Rudolph noted that it was fun to watch the process and see the end result. Member Kubik expressed how much he was looking forward to seeing publications on the project. Member Danner also expressed excitement upon seeing the project develop. ' PARK SITE FUND QUARTERLY REPORT Superintendent of Parks Paul Olson gave a background into the Park Site Fund, and noted that each year the CIP is updated. He noted that it is an active, fluid account. Review of the funds indicated that as of January 1, 2001, there were $2,192,039 in the Park Site Fund. From January 1 to July 30, 2001: Revenue- 538,305 (exceeding expectation) Expenditure- 115,469 Net- 422,836 Olson said that this does not include interest. Interest is calculated at the year's end. He anticipates that it will exceed expectation. Member Kubik noted that the funds are based on development funds, and that since the growth pattern cannot be expected to be maintained (due to City buildout), other sources need exploration. Olson noted that this is a good point, that the income will not always be there. WETLAND CONSERVATION RECOMMENDATIONS Water Resources Coordinator Eric Macbeth described improvements made as a result of the July 2000 Superstorm. Staff is requesting recommendations to certify that six individual wetland projects associated with flood mitigation be exempt from replacement requirements. Staff has looked at the projects closely, and noted that it was an appropriate time to exercise exemption. The other issue is to replace wetland excavation impact for the Fish Lake alum dosing operation by withdrawing wetland credits. It is staff's recommendation that the City maximize excavation based on what's left in the account. Chair Rudolph noted that Macbeth has been working very hard at these issues and that other communities are monitoring the progress. Member Kubik asked Macbeth to give the APrC an idea over time of how the wetlands are standing, and whether this was something that could be presented. Macbeth responded that he was confident in saying stormwater ponding has increased, and that there is an initiative to inventory these in the Utilities department. Member Kubik expressed interest in keeping an eye on the overall picture. Member Filipi asked if there were upcoming activities that may encourage the City to hold on to wetland credits. Macbeth said that it was too preliminary to know for sure, but that it is ultimately the City's decision whether to use them or not. Member Bari inquired as to the green biomatter found floating on the east side of Fish Lake. Macbeth said that this lake summer film is an algae form. Member Davis moved to certify Macbeth's recommendations that six individual wetland projects associated with flood mitigation be exempt from the replacement requirement, and that replacement of wetland Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 9 excavation impact for the Fish Lake alum dosing operation is done by withdrawal of wetland banking credits. Member Kubik seconded, with all present members voting to approve. RECREATION SUBCOMMITTEE UPDATE Chair Rudolph noted that the issue discussed by the Recreation Subcommittee had been dealt with in an earlier agenda item, and asked if there was anything to add. Recreation Superintendent Jeff Asfahl said no, that Winter Program Options were all. NATURAL RESOURCES SUBCOMMITTEE UPDATE Member Filipi discussed the wetland buffer issue from the Natural Resources Subcommittee. He ntoed that the Committee felt they are necessary and should be dealt with accordingly. He stated that the group wil meet again with a representative from Burnsville at 5:00 pm on August 29`h. Member Kubik noted concern that the group not look at anything piecemeal, but keep the big picture in mind. COMMUNITY CENTER UPDATE Director Vraa described the progress of the Community Center project, stating that the City Council had awarded the Central Parkway grading contract, and work will begin soon. He also noted that the Lockheed-Martin agreement had been signed, the pre-con meeting had been held last Thursday, and the equipment will be going on the site soon. Vraa also described future steps. He noted the shorter construction timeframe, and how the best time for grading is now passed. Vraa commented that Duke-Weeks has submitted a preliminary plat to the City, which will then allow construction of the second piece of roadway. A change order is being done after the property transfer. Vraa described activity on the west side of the park, s redirection of stormwater that will head toward Duke-Weeks property. This will create a larger retention area, and this would be used as their park dedication. A 22 foot cut will be necessary. Piping will need to extend from a lift station. Alignment of the road will on the west side of the property will shift approximately 20-25 feet of the current center line mark. Vraa discussed activity on the east side of the park as well, where the Pavilion and Well House #20 will be located. The structure will move to the north a bit. The well is expected to be bid within the next month. The sanitary sewer line must be re-aligned, and a change order is necessary for that, but MDH standards must be upheld. Grading on that part of the site will be done as soon as possible as part of that contract. Contract documents are anticipated in January, with construction expected to begin in April. The Unisys frontage road will be closed off. Chair Rudolph asked if there was any new information on the Grandfather Tree. Director Vraa noted it was doing well despite the warm weather, and moisture levels are high and being closely monitored. Advisory Parks Commission Minutes of Regular Meeting of July 16, 2001 Page 10 ROUND TABLE Member Kubik noted the two letters from citizens the APrC received. These letters expressed thanks for the efforts of the Parks and Recreation department. Chair Rudolph commented on the e-mail forwarded to the Parks and Recreation department. Member Kubik expressed thanks to the staff. Member Davis noted that is was nice that citizens took the time out to write to the City on positive things. Chair Rudolph noted the Cedarvale meeting to be held on August 21, 2001. Member Peterson discussed that she had just participated in a MRPA award ceremony honoring efforts by the City of Northfield. She suggested two projects for nomination, the Grandfather Tree and Cedar Pond. Member Danner brought forth three issues: 1. She expressed the desire to have more frequent updates on the Central Park project. 2. Could the Tree Mitigation Fund allocate monies for tree replacement in Central Park. 3. Whether there are funds allocated in the CIP for a playground on Central Park. She noted she would like to see it identified in the CIP. She also suggested the park planner look at where the playground could fit in the Master Plan, as soon as possible as plans are drawn up. Chair Rudolph commented on the updated names on the Web site, and stated he would like to see a way to streamline the process of how information gets on the Parks and Rec web site. Member Danner noted that the September meeting is on a Thursday this month, and that the cable broadcast information should reflect this difference. ADJOURNMENT Member Kubik moved to adjourn, Member Davis seconded with all present members voting in favor to adjourn at 10:15 pm. Secretary Advisory Parks Commission