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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. Advisory Parks Commission 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. ....])0'- ;ZL1 ~):iLj\,-,) h, / I Slt:5 I ! ! Secretary Date