08/14/2000 - Advisory Parks & Recreation Commission
Approved September 18,2000
ADVISORY PARKS COMMISSION
EAGAN, MINNESOTA
MINUTES OF REGULAR MEETING OF AUGUST 14,2000
A regular meeting of the Advisory Parks Commission was called to order at 7 :00 p.m. on August 14, 2000
with the following Commission Members present: Joseph Bari, Terry Davis, Cyndee Fields, Floyd Hiar, Dorothy
Peterson, Barbara Johnson, Daryle Petersen, N. Mark Filipi, and chairman John Rudolph. Staff present included
Kenneth Vraa, Director of Parks and Recreation, Jeff Asfahl, Superintendent of Recreation, Paul Olson,
Superintendent of Parks, Eric Macbeth, Water Resources Coordinator, Paula Nowariak, Recreation Supervisor, and
Beth Wielde, Parks and Recreation Administration Specialist.
APPROVAL OF AGENDA
Terry Davis moved to approve the agenda, John Rudolph seconded with all members voting to accept the
agenda as presented.
APPROVAL OF MINUTES OF JULY 17,2000
Chairman Rudolph requested that misspellings of his name be corrected. Terry Davis noted other
corrections, including page 5, change "e" to "a" in the paragraph that begins, "Subcommittee..." and page 2, 4th line
down, change "my" to "may," "wastewater" to "stormwater," and insert "comments" after "misleading." Chairman
Rudolph moved to approve the minutes as amended. Davis seconded, with all members voting to approve.
VISTORS TO BE HEARD
There were no visitors that wished to address the Commission under this agenda item.
DEPARTMENT HAPPENINGS
Director Vraa reviewed several department happenings, including the Senior Development Team meeting
set for August 22. The idea behind that is to have seniors work with staff to help define some of the recreation
programs Parks and Recreation should offer for their group.
Vraa discussed the Forestry Division's mulching of trees and their work with some landscape beds in City
parks and government buildings. He mentioned tree inspectors have seen an increase in oak wilt on private and
public properties, including Thomas Lake, Wescott Station, Northview Park, and Burr Oaks Park. Trees are being
treated with root grafting and tree removal.
Other items Vraa mentioned included the City hosting the men's D Region softball tournament. There
were 141 games at Northview Athletic Fields on August 4,5 and 6. Seventy-one teams participated in the
tournament and the final tournament is scheduled at Lexington Diffley Park on August 26 and 27.
Vraa mentioned the seal coating of parking lots at Bridle Ridge, Quarry Park, Sky Hill Park, and Goat Hill
Park, Friends of the Farm preparation for Lone Oak Days on September 15 and 16, the relocation ofCJ Lilly to the
maintenance building, and continuing FEMA administration. FEMA will give up to a 75% reimbursement of
eligible expenses, and it was found that the extent of the turf damage was not as severe as the City originally
thought.
Rudolph inquired into the possible acquisition of Bloomington's weed harvester, and asked where the funds
would come from for such a purchase. Vraa said the matter was still under investigation, but the money would
come from the Water Quality budget under Capital Items. He mentioned the possible downside of purchase; the
maintenance and operation of the equipment.
Dorothy Peterson inquired about the revenue generated from the Men's D Region IV tournament. Jeff
Asfahl said Sports Program Supervisor Rippe reported good revenues from concessions at this event, as well as the
girl's fast-pitch tournament.
Advisory Parks Commission
Minutes of the Regular Meeting of August 14, 2000
Page 2
Joseph Bari inquired about the Senior Development Team, and what role the Advisory Parks Commission
would play in the Community Center focus groups. Vraa responded that the Senior Development Team is
independent of the Community Center task force. Names and letters of application are now being taken for
volunteers to serve on the focus groups. Vraa briefly described the ten focus groups that are being formed, and
asked the Commission to consider where they would like to serve. Barbara Johnson suggested the matter be brought
up during the Round Table discussion. Vraa noted that the deadline is August 30, and the City Council would be
making appointments on September 5.
Floyd Hiar inquired why Bloomington doesn't need its weed harvester any more and what they might be
doing differently in their water bodies. Director Vraa explained that the harvester is not being utilized as much as
they thought it would be; that it is large, cumbersome, and Bloomington doesn't have the number of lakes that
Eagan has.
CONSENT AGENDA
Terry Davis inquired if the consent item would go to the Planning Commission or the City Council. Vraa
stated that the item would be put forth to both. Davis then inquired about public notification and hearing, and Vraa
stated that anyone within 300 feet of the development would be notified about the development.
John Rudolph moved to approve the consent agenda. Barbara Johnson seconded, with all members voting
in favor.
DEVELOPMENT PROPOSALS
There were no development proposals for the Commission to review.
OLD BUSINESS
There was no old business to discuss under this agenda item.
NEW BUSINESS
PRELIMINARY REVIEW OF SIP PROGRAM
Ken Vraa introduced Recreation Supervisor Paula Nowariak. Nowariak briefly described the summer
recreation programs. She gave a background into the programs dating back to 1986, and Dorothy Peterson added
information about the programs dating to 1977. According to Nowariak, summer program participation has
increased in the past 14 years. She noted that staff has been trained to perform multiple jobs, and are often
scheduled to lead more than one program. She said that rescheduling or changes in the programs at this point might
disturb the schedule. Nowariak said she recently attended a meeting regarding Summer in the Park programs, and
found that staff of other cities are using Eagan as a model for their programs.
SPONSORSHIP POLICY
Recreation Superintendent Asfahl briefly described the progress of the sponsorship policy, which began its
review in 1995. The idea was to explore the benefits of increased sponsorship. Some of the benefits outlined by
Asfahl include:
. Contribution to quality and scope of the program,
. Provides opportunities to involve the community in broad relationships with the City,
. Offers a unique dimension to a program that may otherwise be unaffordable,
. It may motivate other businesses and programs to sponsor City programs and functions,
. Reflects a resourceful image.
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Minutes of the Regular Meeting of Augustl4, 2000
Page 3
Asfahl delineated four levels of sponsorship; Cash, donations, partners, and title sponsor. He went on to
detail some of the negative aspects of sponsorship:
. Loss of autonomy and control of the program
. Potential for conflict of interest or preference for a certain entity
. Certain expectations of benefits to the sponsor
. Negative connotation
. Counters equal opportunities
. A negative public perception, perception of commercial infiltration
Asfahl cited two community models: Chanhassen, which has been successful soliciting businesses through
letter-writing campaigns, and Eden Prairie, which has utilized relationship building.
Asfahl said the policy needs further consideration, particularly regarding priorities, recognition methods,
and approach to solicitation. John Rudolph mentioned that it might be appropriate for staff to tweak the policy as
donations come forward, and define "donation" and "partnership" further. Daryle Petersen stated that in the
development of programs, corporate sponsors should understand that they would not have a say in how the program
is run. Asfahl agreed, stating his reluctance to give away control of a sponsored program. It would be a two-step
program; 1) establish a relationship with the sponsor and develop their trust, and 2) discuss the level of control by
the sponsor.
Dorothy Peterson inquired about the inclusion of a benefit statement; if the City is asking for money. She
stated there should be something in it for the sponsor. Peterson would like to see an administrative plan for
solicitation and record keeping. She also mentioned a Parks and Recreation philosophy statement for "naming" and
"exclusive rights." She would also like to see how the City would pursue sponsors.
Terry Davis inquired if the City has had contact with the Chamber of Commerce. He suggested staff or
subcommittee evaluation of the policy, which may give ideas about how to approach corporations. Barbara Johnson
inquired how agreements come about at this time. Superintendent Asfahl was uncertain if there was a solicitation
practice, but there may, at this time, be a casual agreement. Johnson suggested that a subcommittee working with
staff could address some of these ambiguities.
John Rudolph again suggested that staff continue to refine the policy and bring it back to the Commission.
Dorothy Peterson agreed, and suggested a subcommittee view the next draft. Terry Davis agreed with this
suggestion. Daryle Petersen asked if there was a possibility for organizations to sponsor a program that might not
otherwise occur because of lack of funding. Superintendent Asfahl suggested there may be the risk of the sponsor
questioning the viability of a program if the City Council has not deemed it a priority. Dorothy Peterson mentioned
that the bandshell was a good example of overall good public relations to have an event sponsored by the business
community. Director Vraa noted that there were some very good opportunities brought forward by such
sponsorships and that both the private and public sector can benefit from such a venture. Vraa cautioned that the
downside must be considered; citing programs that end up controlled, even in part, by the sponsor.
Floyd Hiar inquired whether the City finds itself in conflict with the Eagan Foundation or youth athletic
programs, and if it would be possible to work with them to fill some gaps and avoid conflict. He also wondered if
the City has specific targets to identify. John Rudolph said that the issue would be revisited after the policy had
undergone refinement. He then asked Superintendent Asfahl if there was a specific time line for the policy. Asfahl
responded there was nothing concrete. Terry Davis suggested it be considered an open issue and added to the list.
LOCAL WATER RESOURCES MANAGEMENT PLAN GRANT APPLICATION
Water Resources Coordinator Macbeth gave a brief overview of the Water Resources Management Plan
Grant. He stated it was recommended by the Gun Club Lake Watershed Management Organization to develop
ordinance language that would examine wetland protection, erosion and sediment control, and buffer setbacks. He
Advisory Parks Commission
Minutes of the Regular Meeting of Augustl4, 2000
Page 4
said that it had been an open issue for more than one year, and the Met Council has indicated that if an application
were to come from the City, it would be more positively received because the resulting policy is more likely to be
adopted. There would be a 50/50 cost share with the Met Council. He noted that the need for this project was
identified in the 1990 Water Quality Program. John Rudolph asked if there were any problems with matching funds,
and Macbeth said that the proposed budget would include ordinance language. Barbara Johnson asked what the
grant would be for, and Macbeth said it would be for the legwork done by a grad student or someone in a similar
position. The end product would be a draft ordinance.
John Rudolph moved to pursue the grant and Barbara Johnson seconded. Floyd Hiar asked about the scales
of economics if Eagan collaborated with other cities such as Mendota Heights and Inver Grove Heights. Macbeth
mentioned that the initial movement was to work with these cities. He was unaware of the status of the other two
cities relative to this project but will investigate their current status. Hiar asked if the chances for grant approval
would increase if Eagan were the lead city on the grant application and could target adoption of such an ordinance
in an intergovernmental setting. Macbeth offered to investigate the potential of receiving more funds if the
application involves all three cities. Terry Davis mentioned that Eagan has been recognized for water quality, and
inquired what others could bring to the table in leadership, knowledge, and expertise. Terry Davis said they "didn't
need extra hands in the kitchen." John Rudolph repeated the motion. All members voted affirmative, with N. Mark
Filipi abstaining.
PARK AND RECREATION UPDATE
Parks Superintendent Olson reported on the impacts from the July 7 storm, stating that water has started to
go down in several areas, and that the damage is not as extensive as originally thought. He noted that trails are
almost entirely accessible, including the trails at Blackhawk Lake, save for a 3' channel. He mentioned that a
retaining wall at Schwanz Lake/ Trapp Farm Park had collapsed, and some damaged ball fields were reseeded and
top-dressed. These fields will be playable by next spring. Olson noted that according to FEMA, removal of debris
from the dirt/mud slide that occurred at Trapp Farm Park is eligible for reimbursement, but not for steps that would
be taken to prevent a slide.
Regarding the CIP project progress, Olson noted the play structure replacement underway at Country Home
Park, the Tree Trust install ion of a rock wall border, paving at the Thomas Lake parking lot, and the installation of
the second paved rink surface at Goat Hill Park is under way. Bids have come in 15% under the anticipated figure,
and there will be a replacement of the bleachers at Goat Hill Park to comply with state regulations. Olson said this
was now a priority due to the upcoming football season. He also mentioned the Oak Chase play structure delivery
and clean-up/mitigation at North Park.
Barbara Johnson inquired if FEMA would help pay for some projects associated with the flooding. Olson
responded that the City would get a 75% reimbursement from FEMA, and possibly some state funds. Johnson
inquired whether staff could do some of these projects in-house. Olson said yes, but pointed out advantages and
disadvantages of this, such as pulling crews away from other projects. Olson felt it was a two-phase project; first
the contractors come in, and then staff takes over on smaller projects. Johnson asked if all the planned playgrounds
would be completed this year. Olson responded that Red Pine, Country Home, and Oak Chase will all be completed
as planned this year.
Recreation Superintendent Asfahl noted that Holz Farm will host a variety of activities during Lone Oak
Days on September 15 and 16. He stated that fall field use coordination was underway, and that the sports programs
have increased in size, noting an increase in the football program participation.
Advisory Parks Commission
Minutes of the Regular Meeting of August14, 2000
Page 5
Asfahl told the Commission that the fall "Discover Us" brochure would be mailed within the week, and
that the writing has improved with the help of a consultant. He also mentioned that the summer programs were
wrapping up. It was also noted that Parks and Recreation staff have had an increased opportunity for training, and
that four staff members recently attended a writing workshop.
WATER RESOURCES UPDATE
Water Resources Coordinator Macbeth mentioned the weed harvester that may be available for purchase
from the City of Bloomington. He said Bloomington acquired the harvester in the mid 1980s and shortly thereafter
switched to herbicides to treat their weeds. Macbeth has suggested that staff research the feasibility of a possible
purchase.
Macbeth also mentioned a research project on barley straw; a treatment for diminishing algae growth in
water bodies. He informed the Commission that an intern from the U of M was working on this project as part of a
senior project and on behalf of the City. Barbara Johnson inquired how barley straw works. Macbeth explained how
the straw is placed in mesh bags and put in the water, and as it decomposes an enzyme is released that inhibits algae
growth.
Macbeth concluded by inviting the Commission to view the new Water Resources web site if they had not
already done so.
OTHER BUSINESS AND REPORTS
MOONSHINE PARK MEETING
Ken Vraa reviewed the August 3, 2000, meeting to look at the next phase of Moonshine Park planning.
Parks Planner Lilly requested that a subcommittee meeting be scheduled before the next regular Commission
meeting. The next Moonshine Park meeting was scheduled for Wednesday, September 13 at 5:00 p.m.
ROUND TABLE
Terry Davis mentioned a presentation at a City Council workshop in August of 2000 regarding parking stall
requirements. This meeting investigated changes in stall requirements from 10' x 20' to 9'x 19', revision in the
number of parking spaces per square footage depending on land use, and a minimum green space requirement.
Council suggested that they stay within the 30% green space requirement in commercial zones, but only require
25% in industrial areas. The Council also mentioned that the stall footage requirement should leave a 10' width to
prevent 'dings' but would be fine reducing length to 19'. Thus, a 10' by 19' stall was suggested.
John Rudolph inquired whether the Advisory Commission was to be involved with the Community Center
focus groups. Director Vraa described the progress of the focus groups and some of the citizen responses. Vraa
invited the Commission to submit a letter of interest to Beth Wielde, by the August 30 deadline.
Director Vraa mentioned the upcoming interviews of five architectural firms, which will take place on
August 22, 2000. He briefly mentioned the 14 proposal submissions, noting the variety of experience and range of
services offered by the architects. Vraa then mentioned that master planners and construction management
proposals have been reviewed, and these firms will be interviewed on the August 23 and 24. Vraa anticipates
ratification of the firms at the City Council's September 5 regular meeting.
Dorothy Peterson moved to adjourn, John Rudolph seconded, and all members agreed. The meeting
adjourned at 9:23 p.m.
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