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05/14/2001 - Advisory Parks & Recreation Commission Approved June 18.2001 ADVISORY PARKS COMMISSION EAGAN, MINNESOTA MINUTES OF REGULAR MEETING OF May 14,2001 A regular meeting of the Advisory Parks Commission was called to order at 7:02 p.m. on May 14,2001 with the following Commission Members present: John Rudolph, George Kubik, Joseph Bari, Terry Davis, N. Mark Filipi, Dorothy Peterson, Margo Danner, Melvin Williams, and David Wright. Member Richard Pletcher was absent Staff present include Ken Vraa, Director of Parks and Recreation; Jeff Asfahl, Superintendent of Recreation; Paul Olson, Parks Superintendent; Eric Macbeth Water Resources Coordinator; C.J. Lilly, Parks Planner, Gregg Hove, City Forester, and Beth Wielde, Research and Special Project serving as Acting Recording Secretary. APPROVAL OF AGENDA Chair John Rudolph moved to approve the agenda, Member Kubik seconded, with all in attendance voting in favor to approve the agenda. APPROVAL OF MINUTES OF April 16, 2001 Member Peterson moved to approve the minutes of the April 16,2001 regular meeting. Member Peterson noted that in the "Round Table" discussion, the first paragraph needed to clarify that the skate park issue was being discussed. Chair Rudolph noted a change on the second page under "Old Business." This should change to say "attending members" (plural) as opposed to the singular "attending member." Changes have been noted and corrections made 5-15-01. VISITORS TO BE HEARD There were no visitors who wished to address the Commission under this agenda item. DEPARTMENT HAPPENINGS! SUPERINTENDENT'S UPDATE Superintendent Paul Olson presented department happenings in the Parks division. Discussion included: . Success of the spring tree sale . Arbor Day celebration . Spring fertilization program . Dandelions, which are not classified as a noxious weed . City Auction, May 19 . Community Services Open House, May 31 . Dakota County's adoption of the Lebanon Hills Master Plan . Water Resources held a meeting regarding the Barely Straw project on May 10 . On May 29, there will be a public meeting at Mount Cavalry Church regarding Cedar Pond . 2001 marks the 10th year of water quality monitoring . The Dodd Road project, draining thereof, may impact the Holz Farm property Member Peterson inquired about the City auction time and location. Olson responded that the auction would be held at 10:00 at the Maintenance Facility. Member Peterson noted that the Friends of the Farm would be planting barley this season, and could provide some straw. Advisory Parks Commission Minutes of Regular Meeting of May 14,2001 Page 2 Member Danner asked how neighbors are notified of meetings, such as that for Cedar Pond. Water Resources Coordinator Eric Macbeth stated that the City is capable of generating mailing lists for property owners in an impacted area, and that mailings are sent. Recreation Superintendent Jeff Asfahl discussed: . The Discover Us brochure was recently mailed to Eagan residents . Field conditions and level of use . Friends of the Farm Clean-Up Day . Friends of the Farm will be holding their Spring Festival on May 20 . Sports Program Supervisor Sonya Rippe has been working on a web site for Eagan teams. This can be found at www.eteamz.comJeaganparksandrec . SORR soccer program is underway . Sand volleyball is a success . Concessions trailer is gearing up for use . Golf programs are underway . Rec staff is currently undergoing the 2002 budgeting process . The Fun Run was a success, with approximately 300 participants . Seniors continue to meet on Wednesdays, and will be holding potlucks . Field space currently available at Blue Cross/Blue Shield will be eliminated in the future due to the business's expansion. Member Davis asked when the Blue Cross/Blue Shield fields were expected to be unavailable for use. Parks and Recreation director Ken Vraa said that this is projected for 2005. Member Danner inquired about possible improvement opportunities to the signage at Holz Farm. Superintendent Asfahl said he could look in to it, Member Peterson noted that this may be taken care of in the Master Plan. CONSENT AGENDA FOUR PAWS ADDITION/ VERDANT HILLS 3rd ADDITION Director Vraa stated that the two proposals, Four Paws Addition and Verdant Hills 3rd Addition, had undergone staff review. Both are consistent with the dedication policies. Staff recommends approval in a single motion. Chair Rudolph moved to approve both items, Mark Filipi seconded, with all members voting in favor to approve the consent agenda. OLD BUSINESS MOONSHINE PARK Director Vraa gave a brief background on the Moonshine Park project. He noted that the Acquisitions and Development subcommittee had met in late April and has a recommendation for a preferred plan. The City Council had asked the APrC to recommend a preferred plan. Parks planner c.J. Lilly noted that there were six concept plans reviewed. The Acquisitions and Development subcommittee selected a preferred plan and developed potential costs. Originally there was $140,000 projected for the project cost. Lilly presented a new cost estimate, one that is merely an estimate, without plans and specifications. Advisory Parks Commission Minutes of Regular Meeting of May 14,2001 Page 3 Phase I Part I, Park Development $20,000 for grading and site preparation $57,000 for roadway, parking, and trails $ 6,000 for turf and erosion control $83,000 for Phase I, Part I Phase I, Part II, Retreat Center $60,000 for house renovation and improvements $10,000 for septic tank and drain field $20,000 for deck and patio/ ramp $90,000 for Phase I, Part II Phase I, Part III, Landscape/ Signage $25.000 for landscaping and signage $25,000 for Phase I, Part III $198,000 for Phase I, parts I, II, and III $ 30,000 (15% Contingency) $228,000 TOTAL Lilly noted the possibility of future improvements including security lighting, more parking, and a garage conversion. He then presented the alternatives for Commission consideration. George Kubik moved to approve the preferred plan, to recommend the plan to the City Council. Member Davis seconded. Member Bari noted that the cost exceeds the $140,000 originally allocated, and noted that the APrC should be prepared to say where the difference is coming from. Director Vraa noted that the funds could come from the Park Site Fund. Income has exceeded expectations, and the CIP could be adjusted. Member Peterson asked if the work could be done in phases. Director Vraa noted that there should be ample funds, especially with other projects coming in under the projected cost. Chair Rudolph noted that as the CIP changed, there was thought that it might be adjusted to meet unforeseen needs. Director Vraa noted that the Moonshine Park project was relatively inexpensive compared to other projects. Chair Rudolph called for the vote on Kubik's motion, and all present members voted affirmative for recommending the preferred plan. NEW BUSINESS GRANDFATHER TREE PROJECT Director Vraa introduced Kay Gustafson, representing the Eagan Foundation, who has been meeting with staff regarding a tree-moving project on the Central Park site. Gustafson introduced other members of the Eagan Foundation who were working on the project, including Barb Luck and Lee Markel. She briefly described the Eagan Foundation, and how the Grandfather Tree project evolved. She discussed the historic significance of the Lone Oak Tree to the City of Eagan. The Eagan Foundation came to the City with a request to find a tree as a symbolic Lone Oak. Noted that Director Vraa helped locate such a tree. She also discussed the involvement of local high school student in the tree project. Gustafson describes the goal as trying to create a significant focal point as people enter the Central Park site. She noted that it is a good promotional tool for the City of Eagan, especially since it would be the oldest and largest tree ever moved in Minnesota. Gustafson then introduced City Forester Gregg Hove to describe the technical process. Advisory Parks Commission Minutes of Regular Meeting of May 14, 2001 Page 4 Forester Hove described the process of moving such a large tree, using a "round ball" moving system, or Gantry" method where a large ball of soil is cut around the root system. The tree and root ball are then hoisted onto a truck and moved. Hove showed video describing such a process. He noted the City researched companies and located two firms with high success rates for moving large trees. National Shade, which has a 100% success rate, and Environmental Design, which has a 95% success rate. And the success rate is long-term as well. Hove showed where the tree stands on the Central Park site, and where it will be moved. He mentioned the site lines as one comes in to the park and sees the tree from all directions. He noted that the actual moving is about a two-week process, one week just to prepare the root ball and another to do the actual move. The tree will be oriented in the original direction. The goal is to change as little of its environment as possible. Member Davis asked how long it would take to know if something were wrong with the tree. Hove said the tree will be in "intensive care" and monitored closely according to a plan by the movers. There will be special attention to root growth. There should be little crown growth for a while as the tree re-roots itself. Hove described the ideal move time windows, and how the second one is rapidly approaching. Member Davis asked about the contents of the post-move management plan. Hove responded that it includes fencing, and grading out to meet the contours of the development. After the tree is moved, the tree is mulched and fenced beyond the root system. Member Davis asked how they could tell what's happening underground. Hove said that he has consulted several outside sources, including some at the University of Minnesota, about this issue. One of the methods suggested was a "view box" to observe root growth. Member David Wright inquired that although the percentages were good, is there any guarantee or warranty in case the tree dies? Hove stated that Environmental Design has a matching caliper policy, where there would be some trees given, although the size would not be the same. Hove notes, however, that a 95% success rate is very good. Hove showed a marketing piece with the motto, "They said it couldn't be done. We do it every day." Member Kubik noted the potential to share the process with other communities who may be interested in this process. This move would be a precedent setter. Member Danner asked if there would be staff present at the Fourth of July celebrations to answer questions and educate the public, and this would be a good opportunity to do so. Hove agreed, and said that staff has discussed this possibility. Member Danner then asked about a timeline for the project. Hove said that the next window of opportunity comes around May 30. He then brought Kay Gustafson back to the podium. Gustafson stated the difficulty of raising the funds in a short amount of time. She said that after all of the work was done, it could end up costing $55,000. Thus far, the Eagan Foundation has raised a little over $20,000. "Forever Green" funds were re-directed to this project. The Eagan Foundation intends to continue fundraising efforts, but there are limitations on large scale funding such as grants. Grants take longer to process than the project can afford. Gustafson mentioned two possible directions the City could take: one, donate a gift in-kind, or two, use money from the Tree Mitigation Fund. She noted how important it was to leave something for future generations. Member Peterson moved to use up to 30,000 from the Tree Mitigation Fund. Member Filipi seconded. All present members voted to approve the motion. Chair Rudolph commented on what a unique venture this was, and how it represents the City logo. He expressed hope that the Council will embrace the APrC recommendation. Member Peterson commented that she stated "up to $30,000" because she did not want to see fundraising efforts cease. Member Williams asked how much was in the Tree Mitigation fund. Director Vraa stated there is approximately $117,000 in the fund. Member Bari asked if there was anything else committed to the fund at this time, and Vraa said there are no encumbrances Advisory Parks Commission Minutes of Regular Meeting of May 14, 2001 Page 5 to the fund at this time. Member Wright asked how citizens could contact Gustafson about making donations. Gustafson responded that they could contact the Eagan Foundation at 1960 Cliff Road. Eagan, Minnesota, 55122, or call her at 651/454-6755. WETLAND CONSERVATION APPEAL PROCESS Water Resources Coordinator Eric Macbeth informed the APrC about the need for an appeals process for Wetland Conservation Act decisions. The formal appeal will go to the state agency, but the City needs to review it prior to the DNR. The City must address an appeal as a matter of public record. There is an appeal being filed at this time, and staff needs direction on a process. The process needs to establish a hearing process and the public record of events. The City's legal council has had input on the matter, saying it needs to go before the Council to determine who will sit on such a board. Chair Rudolph noted that the APrC was the likely body for this process, but asked Macbeth if there had been any discussion about a smaller group of commissioners to serve as the board. Macbeth said that there has been discussion, and noted that they don't expect to see many hearings. He mentioned that maybe 3-5 people could be specifically educated on WCA to serve as "ad hoc" experts, perhaps bring in some outside assistance. Member Filipi said the APrC might be biased toward wetland conservation. He commented that maybe an unbiased group would better serve the purposes of overseeing an appeal. Macbeth stated that the hearings would have to be handled as a legal proceeding. Needs to be recorded and have minutes taken. Member Filipi said that other cities have used an outside adjudicator, and maybe this precedent is something the City would look in to. Chair Rudolph stated that it might best be handled within the realm of the APrC first. He asked Macbeth to keep the APrC informed on progress. This item was for informational purposes only, no action was requested. WATER RESOURCES UPDATE Water Resources Coordinator Eric Macbeth updated the APrC on several happenings in the Water Quality division, including: . Fish The City is in the process of coordinating the 2001 Fishing Guide The City is working with the DNR to stock fish in several Eagan lakes. . Plants Experimental herbicide will be applied on 2 lakes for the second year in a row for the Curly leaf Pond weed Aquafall study. . Birds A citizen recently reported several dead water birds at City Pond AP-4. Investigation by City staff revealed a total kill of 29 ducks and 1 goose. The specimens are at the DNR pathology labs for testing. . Wetlands The recent Supreme Court decision regarding wetlands states that any wetland isolated from navigable waters is not under the Corps jurisdiction. Macbeth will be attending a meeting for evaluation of wetland policy, after which the City can use wetland banking credits. Member Bari asked if the duck and goose bodies were found in one portion of the water. Macbeth said they were randomly scattered through the site. Chair Rudolph asked how long it would be before the pathology report would be ready. Macbeth hoped it would be within the week. He noted that lead poisoning had been ruled Advisory Parks Commission Minutes of Regular Meeting of May 14, 200 I Page 6 out. Member Peterson asked if there had been additional bird kills on the site. Macbeth said that none had been found, and there are plenty of live water birds existing on the site. OTHER BUSINESS AND REPORTS SUBCOMMITTEE/ NORTH PARK Director Vraa introduced the North Park issue. He gave a background into the Council's desire to sell the property to fund infrastructure improvements. He then turned it over to Chair Rudolph to discuss the su bcommittee' s recommendation. Chair Rudolph noted the APrC's charge to protect open space and parkland, and feels that after all the work that was done on North Park, selling it would be unsettling. He stated his understanding of the Council's position, seeing the property as a revenue generator, but finds it difficult to accept. He is disinclined to give up all the work done on the park. Member Peterson discussed the loss of fields at Blue Cross/Blue Shield, despite rising participation in youth sports and need for field space. Youth athletic leaders are projecting growth in several sporting events. The City needs to think of North Park as a possibility to alleviate the field space issue and provide for newer sports such as lacrosse and cricket. Peterson feels strongly that North Park is needed. She expressed understanding for the financial need for infrastructure, but is thinking of the broader picture. Member Filipi stated that to let North Park go would be negligent, especially as vacant land is becoming scarce in Eagan. Member Davis asked if there was any land that could replace North Park should a sale go through. He noted that the loss of Blue Cross/ Blue Shield would add to the need for field space. He noted that if the property were sold, development would only compound the runoff problem the Commission has been working so hard to reduce. He noted that the acreage was acquired at no cost to the City; it was a tax forfeiture property. He asked if there was any estimation of the property value, and how much would go toward sewer enhancement. Davis noted that people have commented that if there is no money for infrastructure, why is the City building a Community Center? Davis feels that the City would be remiss to sell the parkland and not use the space for its original intent. Member Peterson, with respect to the Council, noted that the sale of North Park does not sit well, given the unknown variables of the actual cost to fix the infrastructure and how much is in the Storm Sewer Fund. Chair Rudolph stated that the subcommittee recommends the park stay as it was originally intended, and that it is essential that these opinions be voiced. Member Bari inquired about potential alternative revenue sources. Member Peterson noted some grant opportunities, FEMA, the State of Minnesota, and the ability to research other funding sources. Member Williams stated that it might benefit the Commission to enter into a dialogue with the Council to express these concerns. Member Davis noted that this was a good point, and that they would sit down at the Joint Council! Commission meeting and discuss the matter, and this would demonstrate willingness to work with the Council. Chair Rudolph said that the intent of the statement was in the memo, and that the Commission needs to take a position. Member Kubik noted that once the parkland is sold, it's gone forever. He argues that the sewer system is important, but it is renewable in a way that park resources are not. Member Bari motioned that the recommendation from the APrC is to not sell the park, and work with Council regarding alternative revenue sources for the infrastructure improvements. Member Davis seconded, with all present members voting in favor. Advisory Parks Commission Minutes of Regular Meeting of May 14,2001 Page 7 PARK SITE FUND QUARTERLY REVIEW Parks Superintendent Paul Olson updated the Commission on the status of the Park Site Fund. On January ISr, there was a balance of $2, 159, 861. As of April 40, there was a revenue of $187,964, including rentals, leases, and park dedication fees. There was an expenditure of $9,519 for the Moonshine Park project and a 2000 carryover of the Mallard Trail project. Thus the balance is $2,338,303, $118,000 over estimates, and well ahead of expectations. Member Bari asked if this included interest, about $75,000. Director Vraa stated it was not including interest, but is confident that with the interest the numbers will grow. 2002 BUDGET Director Vraa noted that the 2001 budget books were distributed to the Commission at the beginning of the meeting. He also informed the APrC that the 2002 budget process was underway in the department. He noted a change in the way the Civic Arena budget would be handled. Due to the activity cycle of the arena, its budget year will be a September to August cycle. Director Vraa invited ideas from the APrC regarding the budget over the next couple of weeks. Ideas can be directed to him. ROUND TABLE Chair Rudolph mentioned the change in dates for the joint Council!Commission meeting. He inquired if there was any update on the time. Director Vraa stated that the May 22 meeting would follow a meeting between the Council and the Community Center architects. The estimated time is 5:30 for the start. Vraa asked the Commissioners to arrive at the meeting around 6: 15 for a 6:30 start to the Parks Commission portion. Staff will contact Commissioners on Wednesday with a more concrete time. The APrC then discussed the items on the agenda for this meeting, including: North Park Moonshine Park OLDAs Skateboard Parks Golf Course Chair Rudolph stated that for new members, this is a good opportunity for a Council and Commission dialogue on some of the important issues. Member Davis inquired about the status of the North Park bill in the Minnesota Legislature. Director Vraa noted that Researcher Wielde would track this, that the current action is not yet known. Chair Rudolph expressed congratulations to City Administrator Tom Hedges, and noted the celebration in his honor that would take place at 3:00 on May 15, on the lawn of the Municipal Center. Advisory Parks Commission Minutes of Regular Meeting of May 14, 2001 Page 8 ADJOURNMENT Member Kubik moved to adjourn, Chair Rudolph seconded, with all members voting in favor to adjourn at 9:11 pm. y '71 R-tL- ,--/. <>'::;~i~ \ R.. ~.t.:../~"~-." Secretary I Advisory Parks Commission ( j,,(j /t :>