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10/16/2000 - Advisory Parks & Recreation Commission Approved November 20, 2000 ADVISORY PARKS COMMISSION EAGAN, MINNESOTA MINUTES OF REGULAR MEETING OF OCTOBER 16, 2000 A regular meeting of the Advisory Parks Commission was called to order at 7:00 p.m. on October 16,2000 with the following Commission Members present: Joseph Bari, Terri Davis, Cyndee Fields, Floyd Hiar, Barbara Johnson, George Kubik, Dorothy Peterson and John Rudolph. Commission Members N. Mark Filipi and Daryle Petersen were not present. Staff present include Ken Vraa,Director of Parks and Recreation; Jeff Asfahl, Superintendent of Recreation; Paul Olson, Parks Superintendent; Gregg Hove, Forestry Supervisor; CJ Lilly, Parks Planner; Eric Macbeth, Water Resources Coordinator; Beth Wielde, Administrative Specialist; and Cherryl Mesko, Recording Secretary. APPROVAL OF AGENDA Barbara Johnson moved, George Kubik seconded with all members voting in favor to accept the agenda as presented. APPROVAL OF MINUTES OF SEPTEMBER 18, 2000 John Rudolph moved, Floyd Hiar seconded with all members voting in favor to accept the minutes of September 18, 2000 as presented. VISITORS TO BE HEARD There were no visitors wishing to address the Commission under this agenda item. DEPARTMENT HAPPENINGS Items highlighted by Director Vraa included data collection for the street sweeping study, play structure at Oak Chase Park nearing completion, October 30 Treat and Terror Trails, family and senior trip to the State Capitol in Halloween dress, and the 55 Alive classes. CONSENT AGENDA Dorothy Peterson moved, George Kubik seconded with all members voting in favor to make the following recommendations to the City Council: 1. Highline Trail Corridor, Cell Tower Lease. The lease rate was clarified as $3,550/year. Recommend that the request for a lease of an NSP tower in the Highline Trail corridor be approved with the following conditions. . A fence shall be installed around the ground equipment . The site shall be restored upon completion of the installation 2. Gun Club Lake WMO Grant Application for Nicols Meadow Habitat Restoration Program. Recomment expressing support for grant application by Gun Club Lake Watershed Management Organization for Nicols Meadow Habitat Restoration Project. Advisory Parks Commission Minutes of Regular Meeting of October 16, 2000 Page 2 DEVELOPMENT PROPOSALS KENNERICK ADDITION Director Vraa introduced this item noting that this development had previously been reviewed by the Advisory Commission. Water Resources Coordinator Macbeth noted that when this issue was discussed in mid- April, the wetland was to be excavated to accommodate the stormwater. With the changes to the Minnesota Wetland Conservation Act that became effective August 1,2000, this excavation is now regulated similarly as draining and filling activities. As a result, this development is now proposed not to impact the wetland by excavating. Coordinator Macbeth continued that a stormwater basin would need to be established and connected to the wetland to treat the stormwater generated by this development. He reviewed the specific criteria for accomplishing that task. Macbeth concluded that the plan is a good one and that the developer is comfortable with the changes being proposed for the development. He did caution, however, that the developer would need to pay particular attention to erosion control of the site. Member Peterson noted that everything about this development appeared to be the same as it was in April with the exception of reduced number of lots and the water quality issues. Member Rudolph added that the changes made were 1) the number of lots were reduced from 19 to 17,2) the average lot size increased from 16,199 to 18,074,3) the grading, drainage and water quality plans were redesigned and refined and 4) a future street connection to the north is now shown on the plans. Following further brief discussion, Floyd Hiar moved, Joseph Bari seconded with all members voting in favor to make the following recommendations to the City Council relative to the Kennerick Addition: 1. This development shall be responsible for a cash parks dedication and cash trails dedication. 2. To ensure the protection of preserved woodlands/trees, individual lot tree preservation plans will be required for lots 2-9, 11-13, and 15-17 at the time of building permit application. 3. Tree Protective measures (Le. orange colored silt fence or 4 foot polyethylene laminate safety netting) shall be installed at the Drip Line or at the perimeter of the Critical Root Zone, whichever is greater, of significant trees/woodlands to be preserved. 4. The applicant shall 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. 5. This development shall meet the City's water quality requirements by creating a stormwater treatment basin with a minimum wet-pond volume of 0.44 acre-feet covering an area of 0.22 acres. The stormwater treatment pond should be constructed according to NURP standards with a maximum depth of 6 feet, a 10: 1 aquatic bench, and an outlet skimmer according to City design standards. 6. With the exception of the area adjacent to the constructed stormwater treatment pond, a minimum 30-foot wide buffer of natural, undisturbed vegetation outside the boundary of the wetland shall be maintained before, during and after construction. 7. Erosion control practices shall be properly installed and effectively maintained throughout the development process to prevent and minimize soil loss and negative impacts to down-gradient resources and water quality. Advisory Parks Commission Minutes of Regular Meeting of October 16,2000 Page 3 OLD BUSINESS SUMMER PROGRAM REPORT Director Vraa provided a brief background noting that at their August meeting, the Commission was provided a preliminary review of summer programs. He added that additional information had been gathered to provide the Commission an opportunity to look at the viability of the programs and to see if there was a need to make any changes. Recreation Supervisor Nowariak then provided a very in-depth report on the focused areas of Summer in the Park, Wagonful O'Fun, instructional programs and camps. She noted that there were 725 participants in the Summer in the Park program, 175 in Wagonful O'Fun, 450 in instructional programs and 750 in camps throughout the 2000 summer season. Nowariak then compared programs Eagan offers with other communities. The planning and implementation time line for summer programming was also reviewed. In discussing the philosophy of summer programming, Nowariak noted that staff focuses on making sure that children are recognized by name, emphasis is placed on socialization between participants, emphasis is placed on a fun and enjoyable program, and to ensure diversity of program opportunities. She also commented that there are many benefits that the summer program provides that cannot be measured in statistics including developing new friendships, art, cooperative play, nature, science and sport. In reviewing that mission of the Search Institute, the importance of certain relationships, experiences, skills, values and perceptions were cited as important factors in order for youth to have the most success in life. The assets identified by the Search Institute are referenced during the planning of programs and also passed on to staff working directly with children. One of the most effective ways of determining how programs function, Nowariak continued, was to solicit feedback from participants, parents and staff. To that end, each program has an evaluation form that is sent home with each participant and evaluations are done for each program by staff. Recreation Supervisor Nowariak explained that each evaluation is reviewed and recommendations for program changes are considered based on that feedback. Results of evaluations are also compared to previous evaluations for the program, which results in a continuous evaluation process. Nowariak concluded her report with suggested recommendations for change. They included: . Due to requests for more programming on Fridays, staff will pursue what could be offered on a trial basis for 2001. . Work on the curriculum for Games, Sports & More to offer more variety and consider a name change. . Make staff aware of sensitivity of when and how candy is given to participants at SIP sites. . Time changes were suggested for camps, however, staff will review this issue very cautiously because dates and times hinge on available facilities and staff. . Staff will look at tying together the participant evaluation form and the staff evaluation form so that comparisons can be made between the staff and the participants. Member Rudolph complimented Supervisor Nowariak on a very thorough report and assessment. He noted he liked the feedback from parents, the fact that staff knows the name of the kids participating, and that they focus on being a good role model. Advisory Parks Commission Minutes of Regular Meeting of October 16,2000 Page 4 Member Peterson commented that the evaluation form focuses on the fun participants have had. She suggested that a question might be asked relative to what other programs the child participates in to try to glean how busy parents/children are. Peterson added that Supervisor Nowariak has done an outstanding job in choosing leaders and curriculum for summer programs. Member Peterson asked if the camps have similar curriculum to SIP. Supervisor Nowariak responded that they do. Peterson asked if there have been any comments about parent perception of age appropriateness for a class/camp or feedback on the Behavior Policy and Child Protection Policy. Nowariak responded that those questions are generally received from staff. Member Bari also complimented Nowariak on a good job. He asked if she was satisfied with the number of evaluations received. Nowariak responded that staff may need to find a better way to distribute evaluation forms to try to increase the return. Member Kubik concurred with other Commission Member's comments but stated his support for the "learning is incidental" premise since this is a valuable part of socialization. He added that the use of exit interviews is critical and asked how long the City has been associated with the Search Institute. Nowariak responded that it has been several years since the Search Institute information came out but noted that many of the recommendations the Institute has made, have already been practiced by Parks and Recreation for some time. Member Hiar asked if families have been turned away from programs. Nowariak stated that Summer in the Park and Wagaonful O'Fun have no registration limits but the camps do. Hiar asked if consideration had been given to the consideration of non-resident fees. It was noted that this had been discussed in previous years. After further brief discussion, John Rudolph moved, George Kubik seconded with all members voting in favor to accept the report by Supervisor Nowariak and recommend that the summer program(s) continue. SPECTRUM COMMERCE CENTER UPDATE Director Vraa provided a brief background noting that the Commission reviewed this development at their September meeting and deferred recommendations because of tree mitigation issues. Forestry Supervisor Hove noted that since the September review of this development, several meetings have provided further review of the site. Hove continued that there are 111,425 square feet of significant woodlands on the site, with three separate significant woodlands identified. Lot 1 contains 9,875 square feet, Lot 2 contains 35,820 and Lot 3 contains 65,730 square feet of significant woodlands. Development is planned for Lot 2, however there are no development plans at this time for Lots I and 3. Hove continued that Lot 1 has been identified for future development with no tree removal at this time and Lot 2 will have 100% tree woodland and tree removal for a proposed building and parking lot. Lot 3 will provide removal of 38,610 sq. ft. of significant woodland for a proposed pond to accommodate runoff associated with the construction of public roads in the development area. To compensate the applicant for this additional pond size, and the resulting increased amount of significant woodland needed to be removed, 38% of the woodland's 38,610 sq. ft. has been exempt from the applicants responsibility. The development application results in the removal of 59,758 sq. ft. of significant woodland and the removal of all four significant trees. Hove then reviewed the tree mitigation requirements for this proposal. Advisory Parks Commission Minutes of Regular Meeting of October 16, 2000 Page 5 Member Davis expressed his concern for the large impervious surface for this development. Member Kubik asked if there would be a perimeter buffer around the pond. Supervisor Hove responded that there would be plant material on 3 sides of the pond. Member Hiar expressed concern for planting a large number of evergreens and suggested that the varieties of trees planted in developments should be monitored. Supervisor Hove stated that of the 180 trees being planted on this site, only 30 are conifer. He added that staff encourages diversity in plantings. A representative from Spectrum provided additional information relative to questions asked by the Commission. He specifically addressed Member Davis' question relative to proof of parking to diminish the impervious surface. The Spectrum representative responded that they did not see a need to decrease the parking needs at this time. Member Davis asked if the parking provided met the needs for Lot 2 only or for the ultimate build-out. The Spectrum representative stated that the parking lot shown was for parking for the development on Lot 2 only. He added that Lots 1 and 3 will have separate plans. Following further brief discussion, Dorothy Peterson moved and Barbara Johnson seconded a motion to make the following recommendations to the City Council regarding Spectrum Commerce Center: I. This development shall be responsible for a cash parks dedication. 2. This development shall be responsible for a cash trails dedication. 3. The required tree mitigation calculates to sixty-two (62) Category A trees or one-hundred thirty- two (132) Category B trees or two-hundred sixty-four (264) Category C trees, or an equivalent combination of the three categories. The applicant has submitted a revised Tree Mitigation Plan that indicates the installation of forty-three (43) Category B trees and eighteen (18) Category C trees. This amount calculates to fifty-two (52) Category B trees. The applicant has offered to fulfill the balance of required tree mitigation through a cash contribution, this amount calculates to $24,000. 4. In accordance with NURP standards, a stormwater treatment pond should be created to accommodate a minimum wet-pond volume of 5.1 acre-feet. The pond should have a maximum depth of 10 feet, a 10: 1 aquatic bench, and an outlet skimmer according to City design standards. Those voting aye were Cyndee Fields, Dorothy Peterson, Joseph Bari, Barbara Johnson, and Floyd Hiar. Those voting nay were Terry Davis, John Rudolph and George Kubik. The motion passed. Member Kubik commented that he was disturbed that such a large percentage of green space was being lost to impervious surface. NEW BUSINESS 2001 PARK DEDICATION FEES Director Vraa provided a brief background noting that the Advisory Commission annually reviews park and trails dedication fees. It was noted that fees are calculated using a formula based upon the land dedication requirements set by the City and the market value of that land. Director Vraa provided the results of surveys conducted of several metro municipalities for comparison. Advisory Parks Commission Minutes of Regular Meeting of October 16, 2000 Page 6 Member Peterson asked for industriaVcommercialland values for 2000. Director Vraa stated that it depends upon where the property is located; there are no specific values that can be used across the board. Member Davis asked if the Commission used comparisons from other cities when they reviewed fees for 2000 and was there consideration given to the fact that Eagan is considerably more developed than a year ago. Vraa responded that comparisons are typically provided each year for Commission review. Member Davis questioned the viability of comparing Eagan to Lakeville given the lower percentage of development compared to Eagan Several questions regarding how to best determine a percentage increase were discussed with Director Vraa suggesting several options to consider. Member Bari commented that construction costs are up 6-7% and suggested raising the fees 10% above the average shown, with the exception of commerciaVindustrial. Member Davis commented that if the comparison list is accurate, than that may be an appropriate consideration. Member Kubik noted that Eagan is a very desirable community and has traditionally been behind on fees. Given the declining growth potential, he suggested it may be time to be ahead of average to show the importance placed on green space. Member Davis concurred. Given the number of questions from Commission Members and the need for further review,Terry Davis moved, George Kubik seconded with all members voting in favor to defer further discussion of this issue to the AcquisitionlDevelopment Subcommittee. The direction for the subcommittee was to review fees with a target of 10% above the average of communities identified in the packet. After reviewing the issue, the subcommittee should bring forward a recommendation at the November Commission meeting. SUPERINTENDENTS UPDATE Items highlighted by Superintendent Olson included the paved rink at Goat Hill Park, the retaining wall and concrete slab to accommodate new bleachers, and the Carlson Lake wall that was re-built after the July storm. Olson also commented on the trail and restored turf at Carlson Lake as a result of the storm. Superintendent Olson also provided an update of the Lebanon Hills Stakeholders Task Force which is providing ideas and input of what should be included in this Dakota County Park. Items reviewed by Superintendent Asfahl included attendance at the NRPA conference, completion of the winter Discover brochure, holiday planning by Friends of the Farm for Holz Farm events, fall sports and the up- coming on-line registration of recreation programs. WATER RESOURCES UPDATE Items addressed by Water Resources Coordinator Macbeth included an upcoming conference presentation, which he will update the Commission on at a later date. He also noted an open issue item identified by the Commission. It pertained to the naming of Holz Lake. Macbeth explained that the City Council can elect to name the lake in the City, but if it is to be named through the State, it would need to obtain approvals from the City Council, Dakota County, DNR and then onto the state process. To proceed with the state naming, it was noted that a petition of 15 legal voters with the rational for the name would need to be submitted to the County along with a bond posted by the group. The petition would be sent to the auditor for a County Board of Commission public hearing. Once they took action, it would be sent to the DNR. If endorsed by the DNR, it would be returned to the County Registrar of Deeds and then returned to the DNR. This is the process to get the lake identified on a State map. Advisory Parks Commission Minutes of Regular Meeting of October 16, 2000 Page 7 Member Johnson noted that if it weren't put on a map the public would not be able to find it. She also noted that there was no public access to the lake. She asked if the Friends of the Farm had a strong feeling about the naming of this lake. Member Peterson opined that they would like it referred to as Holz Lake but not necessarily officially named by the State. Following further brief discussion, Dorothy Peterson moved, Barbara Johnson seconded with all members voting in favor to recommend to the City Council that Manor Lake be known as Holz Lake in Eagan and on the City's map. OTHER BUSINESS AND REPORTS PARK SITE FUND UPDATE Director Vraa brought the Commission's attention to the revenue and expenditure reports for the Park Site Fund noting that there would be a more complete breakdown of the CIP at the November meeting. MOONSHINE PARK UPDATE Landscape ArchitectlParks Planner Lilly provided an update of the Moonshine Park planning session. He reviewed the five study items that were identified and further reviewed the components within each of the areas. Member Davis asked if the current driveway would be eliminated. Planner Lilly responded that it would be gated and not open to the public. Member Davis clarified that the Rural Road Plan would include a gravel shoulder substituted for paved parking rather than what was shown in the packet. Planner Lilly stated that a structural analysis is proposed to assess the building's structural integrity and to see if it can sustain the considered modifications. Member Rudolph added that proposals for structural analysis had been reviewed at a recent workshop and the group preferred a local consultant. Member Johnson added that review should continue to determine whether a weed harvester ramp is needed at this site. Member Peterson asked when the neighborhood will be brought into the review process. Director Vraa responded that staff needs to ensure the analysis of the building is completed before bringing residents into the process. John Rudolph moved, Dorothy Peterson seconded with all members voting in favor to recommend to the City Council that the Sabongi Consulting Group be hired to provide the structural analysis of the building in Moonshine Park at a fee not to exceed $14,500. ROUNDTABLE The AcquisitionlDevelopment Subcommittee scheduled a meeting for November 6 at 5:00 p.m. The Recreation Subcommittee scheduled a meeting for November 13 at 3:00 p.m. ADJOURNMENT With no further business to conduct Joseph Bari moved, George Kubik seconded with all members voting in favor to adjourn the meeting. The meeting was adjourned at 9:25 p.m. <<.::J)~:~ Q~<u<~ Secretary . Date II.~i c ~ , I