Loading...
08/20/2001 - Advisory Parks & Recreation Commission Approved as amended September 13,2001 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 FiIipi 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 sl and 220d 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 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 l6, 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: · 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. A THLETIC 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 A vailable 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 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 sl 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 151 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 effecti veness 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: . 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. 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. NA TURAL 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. Advisory Parks Commission Minutes of Regular Meeting of July l6, 2001 Page lO ROUNDTABLE 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, 200 l. 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: l5 pm. (.;]) &1-<- C~rvl S~cretary \ Advisory Parks Commission ~1'K;(.~',..,- I I! k~IS I !