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11/07/1991 - Advisory Parks & Recreation Commission REMINDER RECREATION SUBCOMMITTEE MEETING 6:00 P.M. NOVEMBER 7, 1991 MUNICIPAL CENTER LUNCH ROOM MEMORANDUM TO: ADVISORY PARKS, RECREATION & NATURAL RESOURCE COMMISSION FROM: KEN VRAA, DIRECTOR OF PARKS & RECREATION DATE: NOVEMBER 5, 1991 RE: ADVISORY COMMISSION MEETING -.THURSDAY, NOVEMBER 7,1991 The regular Commission meeting will be preceded by a recreation sub-committee meeting at 6:00 P.M. The regular meeting will begin at 7:00 P.M. and we will be meeting in the lower level lunchroom area. This move has been necessitated as a result of the City Council's decision to move their regular council meeting from Tuesday to Thursday. With the Commission's approval of the minutes from the October 3rd meeting, consent agenda, etc.; we will move to "old business". The first item will be the Blackhawk Park encroachment, which the Advisory Commission reviewed at the October meeting. Staff has prepared a separate memorandum for your review. At the time of the draft of this cover memo, staff was expecting another letter and plans from Mr. & Mrs. Vatterott. However, the inclement weather may have hampered their delivery of this material. Enclosed is a memorandum prepared by Superintendent of Parks, John VonDeLinde, due to the Commission's request for an update on the boulevard tree planting/replacement program. This memo is a good historical perspective, because it points out the problems associated with an aggressive tree planting program for our boulevards. I am not sure if the Commission is aware that City staff had proposed a budget for new plant material for the boulevards for 1991. This amount was reduced to zero, due to budget constraints. Staff expects someone from the Community Development Department to talk on tree replacement and an ordinance program which is now being coordinated through the Park Department. There are three items under "New Business", each with separate memorandums for your review. These include a proposed change in the 1992 Adult Softball rules regarding eligibility, a review of fees and charges for the department for 1992, and recommendation for the 1992 trails and park dedication requirements. Under "Park Development", Stephen Sullivan, Landscape Architect/Park Planner, will update the Commission on the status of our park development projects. There are no items under "Water Quality" at this time, although Rick Brasch, Water Quality Coordinator, has a few comments for the Commission. OLD BUSINESS AND REPORTS: In addition to the department happenings, John VonDeLinde, has prepared an extensive report for the Commission. Staff would also like to take this opportunity to review with the Commission the tour of parks on October 26th, which was taken with the Minneapolis Park System. Also, attached to your packet is 1990 census information provided by the Community Development Department. The Commission had asked in an earlier planning session for such information, and it has recently been made available to us. One last item for business for the Commission, is a change from the traditional first Thursday. The first Thursday in 1992 is January 2nd, however if the Commission would prefer not meeting that day, we have suggested January 9th, as the first meeting date for 1992. If members of the Commission are unable to attend Thursday evening, please contact the department to notify us. Resp u 'submitted, Ken Vraa Director of Parks & Recreation KV/bls AGENDA ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION EAGAN, MINNESOTA Thursday, November 7, 1991 7:00 P.M. Eagan Municipal Center A. 7:00 P.M. Regular Meeting - Eagan Municipal Center B. Call to Order and Pledge of Allegiance C. Approval of Agenda D. Approval of Minutes of Regular Meeting of October 3, 1991 E. Consent Agenda F. Visitors to be Heard G. Development Proposals H. Old Business (1) Blackhawk Park Encroachment (2) Boulevard Tree Planting/Tree Replacement 1. New Business (1) Proposed Change in 1992 Adult Softball Rules (2) Review of Fees and Charges Schedule (3) 1992 Parks and Trails Dedication J. Parks Development (1) Update K. Water Quality L. Other Business and Reports (1) Department Happenings (2) Maintenance Report (3) Manor Lake (4) Review Parks Tour of October 26 (5) 1990 Census Information M. Round Table N. Adjournment 4 MINUTES OF A REGULAR MEETING OF THE ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION EAGAN, MINNESOTA OCTOBER 3, 1991 A regular meeting of the Advisory Parks, Recreation and Natural Resources Commission was called to order at 7:00 p.m. on Thursday, October 3,1991 with the following Commission Members present: John Griggs, Shawn Hunter, Jack Johnson, Ted Billy, Deborah Johnson, Lee Markell and Dick Carroll. Commission Member George Kubik was not present. Staff present included Ken Vraa, Director of Parks and Recreation; Stephen Sullivan, Landscape Architect/Parks Planner; Dorothy Peterson, Superintendent of Recreation; John VonDeLinde, Parks Superintendent; Paula Nowariak, Recreation Supervisor; Jon Oyanagi, Recreation Supervisor and Cherryl Mesko, Secretary. AGENDA Director Vraa asked that Dakota County Trails CIP be added as Item #4 under New Business. John Griggs moved, Jack Johnson seconded with all members voting in favor to accept the agenda as amended. MINUTES OF REGULAR MEETING OF SEPTEMBER 5, 1991 Ted Billy moved, Lee Markel] seconded with all members voting in favor to accept the September 5, 1991 minutes as presented. WAIVER OF PLAT - LAYNE AND SHIRLEY ANDERSON John Griggs moved, Lee Markell seconded with all members voting in favor to make the following recommendations to the City Council. 1. That Parcel B be subject to a cash parks dedication. 2. That Parcel B be subject to a cash trails dedication. WESCOTT SQUARE 2ND ADDITION - NEW HORIZON HOMES, INC. Parks Planner Sullivan noted that the current proposal for Wescott Square 2nd Addition shows a drop in the number of lots than what was originally proposed. He continued that there are approximately 2.5 acres of woods within the site which is currently zoned R-3. The developer has tried to focus construction around the wooded area and a number of oaks and ash will be preserved on the north central portion of the site. Additionally, retaining walls will be built around some of the vegetation. Shawn Hunter commented that he was pleased that a significant number of trees are being saved but expressed some concern for the trees to be preserved during the grading and construction process. Mr. Sullivan responded that the Engineering Department has made it a condition that snow fencing is to be placed around the trees being preserved before grading is to begin. Steve continued that if the plans are reviewed conceptually early in the process there is more opportunity to make changes in the development however there is a conflict with the land use designation and the desire to save trees. Dick Carroll added that when property is zoned there is nothing that can be done regarding tree removal unless there is a tree replacement ordinance in place. After further discussion John Griggs moved, Jack Johnson seconded with all members voting in favor to make the following recommendations to the City Council: 1. That this plat be subject to a cash parks dedication. 2. That this plat be subject to a cash trailway dedication. ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES OF OCTOBER 3, 1991 MEETING PAGE 2 HIGHLINE TRAIL GRADING UPDATE Stephen Sullivan reminded the Commission that they had approved a proposal for overland drainage within the Highline Trail corridor and Trapp Farm Park. The developer has completed the grading and the seed is down awaiting the fiber blanket to hold it in place. Jack Johnson asked if there was a possibility that the seed will germinate and then freeze. Mr. Sullivan responded that that was a possibility however the developer has indicated that should that occur, replanting will take place in the spring. Mr. Johnson commented that he would like to see a written agreement with the developer stating that the fiber blanket needs to be installed to diminish erosion problems and in the event the seed germinates and freezes, replanting will be done immediately in the spring. Ken Vraa stated that staff will initiate a letter to the developer expressing the Commission's concern. John Griggs stated that the Commission is addressing the same issue as in the past and reiterated his concern for erosion even with the fiber blanket. Lee Markell asked what type of maintenance guarantee developers needed to provide regarding sod and seed. Steve Sullivan responded that when sod is laid, the developer is required to get it to the point of self maintenance. The Highline Trail corridor is not a contractual agreement, however a letter expressing the Commission's concerns and requirements would suffice. PARKLAND ENCROACHMENT - BLACKHAWK PARK Director Vraa explained that Mary and Pierce Vatterot contacted the Department several weeks ago when an error in the survey of their lot line for their new home was discovered. In preparation for adding landscaping to their recently constructed home, the Vatterot's realized that the builder of their home was in error when he determined the property corners, and subsequently they constructed two retaining walls into park property. The encroachment is triangle in shape and is approximately 20+ feet in width at its widest point. The Vatterot's are proposing that they acquire that portion of the park which they were led to believe was within their lot line. Staffs concern has been for the retention of the access upon which the encroachment occurs to ensure that a trail would be provided to Blackhawk Park. Staff completed a grading and trail plan, provided that information to the Vatterot's who have met with their builder/landscaper to determine how to reshape and redesign their property, including the parcel they wish to acquire. Mr. Vraa pointed to page 61 of the packet showing the existing house, retaining wall, true property line and proposed property line which is the current sod line. The property the Vatterot's wish to acquire is approximately 22 feet wide at it's widest east/west approximately 12 feet wide at it's widest north/south point and point. An additional concern of staffs is that if f the Commission approves the sale of this park property to the Vatterots it would be important that the grading for the trail be completed before the land is purchased. Mr. Vraa continued that the three options for the Commission to consider included 1) agree to sell the property desired by the Vatterots, 2) require the builder and owners to vacate the encroached upon area, or 3) offer an easement to the land owner. John Griggs asked when the trail was proposed to be installed. Mr. Vraa responded that it would be done in the spring of 1992. In response to Shawn Hunter's question as to how close the trail would come to the Vatterot's property, Steve Sullivan responded that this has not been determined as yet and will be dependent upon final grading to determine where the north/south retaining wall could be installed. Mrs. Vatterot explained that the maximum height of the proposed retaining wall would be approximately 3 feet to be constructed with wood timbers similar to the existing retaining wall. John Griggs expressed his concern for the dose proximity of the trail access to the Vatterot's property if the Commission chooses to allow a land sale to them. Dick Carroll noted that discussing the details of the retaining wall construction was premature considering the Commission has not yet decided if they would enter into a purchase agreement with the Vatterots. Dick continued that his main concern was for access to the park and past history shows that all the property planned for trail access is necessary in order to meet the needs of both the park and the neighbors adjacent to the access. Further, extensive plantings have been done in the past to buffer adjacent homes from traffic generated at the trail access. Shawn Hunter added that in the past one of the largest objections by residents immediately adjacent to a park access is the need for extensive buffering and great care has been taken to provide that in the parks. Mrs. Vatterot stated that if the City did sell them ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES OF OCTOBER 3, 1991 MEETING PAGE 3 the parcel of land they are requesting they would provide a planting plan, including blue spruce, so as to adequately buffer the property from the trail. John Griggs commented that in addition to the planting buffer the City has also tried to maintain a significant land buffer between trails and private property and the planting buffer alone, as presented, may not be adequate. Jack Johnson commented that as long as there was sufficient room to access the park, he did not see a problem with the proximity of the trail to the Vatterot's property. Mr. Vatterot explained that the primary reason they had selected this particular site for a home was the potential for a large flat back yard for their children. At the time they purchased the home they were under the impression that the yard, as it is today, was their property. Dick Carroll commented that this is an issue between the developer/builder and the homeowner rather than between the homeowner and the City and the answer to the problem is not to encroach almost half-way into the planned buffered area of the trail access. Mr. Vatterot agreed that this problem is not with the City, however, they feel their only options are to work something out with the City or move. Since they would prefer not moving, they are asking the Commission for their assistance in trying to come to an equitable solution. Director Vraa stated that another option for the Commission to consider would be to offer an easement to the land owner. This option would have the City retain ownership of the land, but allow the Vatterot's to use that portion of the land that gives the appearance of being in their back yard. This option would not set a precedent for the City in the sale of the property, but may mitigate the inconvenience now being experienced by the Vatterots. Shawn Hunter commented that as critical as park access is, a great deal of consideration needs to be placed on whether the City should set a precedent by selling park property and, if an easement or license is issued what impact that will have on future owners of the Vatterot's property. Jack Johnson reiterated that the sale of this property would be a workable solution in his opinion and that if there is concern for what type of vegetation is placed within the proposed buffer area a restriction can be placed on the property making that determination. He did not feel the sale of this property would affect the aesthetics or functionality of the trail. John Griggs noted that the western boundary of the Vatterot's property ranges from 1 foot to 22 feet from the access to Blackhawk Park. His expressed his concern for taking the entire 22 feet into park access, however, asked the Vatterot's how they would feel about accepting a compromise of 10 feet maximum into the trail access. Mr. Vatterot stated by reducing the area and adding a barrier that would diminish the size of their existing yard and they probably would not consider anything less than what they currently have. They would very much like to maintain their back yard in it's existing condition and size. Mr. Vatterot then showed a video of the property in question so that Commission members who had not visited the site could get a better feel for the actual layout of the property and it relationship to the park access. The issue of liability to the City was discussed due to the close proximity of a retaining wall to a park trail. After extensive discussion, John Griggs moved to deny the proposed lot line purchase as proposed. Lee Markell seconded the motion with John Griggs, Ted Billy, Deborah Johnson and Lee Markell voting in favor of the motion. Jack Johnson and Shawn Hunter voted against the motion. The motion passed. Shawn Hunter thanked the Vatterots for attending the meeting to express their concerns and apologized that the Commission was not able to come to a conclusion that was satisfactory to the Vatterots. ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES OF OCTOBER 3, 1991 MEETING PAGE 4 SUMMER PROGRAM PLAYGROUND SURVEY REPORT Dorothy Peterson noted that the last time this particular survey had been completed was in 1979-80. With different questions arising each year it was felt it was time to get a reading from the community on this issue again. Of the 228 surveys sent out to parents of Summer in the Park participants, 63 returned their survey form. One of the questions asked was whether or not there is a need for a day long playground program. The results of the survey indicate that generally speaking, the distance a family lives from the park, the number of children in the family and the ages of child #1 and child #2 do not strongly influence the overall perception on the part of the respondents that, despite limited evidence of support for a day long playground program, the weight of opinion is that such a program is not needed. Another question asked was whether or not a child who comes to Summer in the Park at 1:00 PM (or 9:00 AM) should be required to stay until 4:00 PM (or 11:30 AM). This question was designed to address the drop in policy of Summer in the Park. The survey results indicate that, generally speaking, the practice of the playground program being a drop-in activity is a practice approximately half of the respondents support, the other half are of the opinion that their children have to stay at the park. The equal division of opinion provides no clear cut course of action on this issue. It appears that case by case monitoring as to which child may or may not leave the park appears to be required to meet the expectations of the parents of children in the programs. Ms. Peterson continued that the survey introduced the subject of charging a fee for participation in Summer in the Park. Participants were asked to respond to the question if a change in city policy introduced charging a fee for participation in Summer in the Park, what fee would they consider to be fair and equitable and be willing to pay. In response to that question more than 3/4 of the respondents said that, in their opinion, they would be willing to pay a fee and designated a dollar amount. The most general dollar amount selected by the respondents was $10. There were comments from some of the respondents that they liked the fact that this is a free program. Some felt that even though they could afford to pay a fee there are those that would not be able to afford it. Dorothy concluded that the intent of the report is to share information, generate discussion and to think in the long term regarding current department practice and potential new public policy. John Griggs commented that there is a need to make provisions for families who cannot afford fees. Dick Carroll asked what the Summer in the Park program cost per participant. Dorothy Peterson responded that it is approximately $20 per child. Mr. Carroll suggested that this information may have been helpful to the respondents and if a fee is instituted, the costs of the program should be covered by those fees. Mr. Griggs stated that the consensus of the Commission appears to be that a fee for Summer in the Park could be implemented, however, the City would need to be cognizant of those who cannot afford the programs so as not to exclude anyone. Ken Vraa reiterated Dorothy Peterson's earlier comment that the purpose of the survey was to get a sense of what people wanted from the summer programs and to determine if they were willing to pay for them. John Griggs thanked Dorothy for the extensive work that went into the survey and the compilation of information that will prove to be beneficial in both short term and long range planning. SEASONAL EMPLOYEE TRAINING REPORT Recreation Supervisor Paula Nowariak began the presentation for training of seasonal employees. Paula stated that her philosophy in working with seasonal employees is to work together as a team focusing on having a plan of action well ahead of time. Paula walked the Commission through the application, interview and training process that occurs for the summer staff positions. During the training sessions they work on initiative and cooperative games, communication/problem solving and team work along with policy, procedure and safety issues. Paula continued that the department continues to be very fortunate with the qualified staff which includes qualified college graduates and certified teachers. ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES OF OCTOBER 3, 1991 MEETING PAGE 5 Recreation Supervisor Jon Oyanagi continued with the training sessions that occur for the winter recreation staff positions. The initial orientation meeting is approximately 4 hours. The training includes on-site training so that specific information at each site can be reviewed. The focus for Jon's training session is based on service effectiveness such as greeting people at the sites, getting to know names of the regular skaters, helping kids and families, trying to create a warm and friendly atmosphere, exercise common courtesy, be information givers and show genuine interest in their jobs and the people they serve. Jon continued that this philosophy is followed through from the interview process through the site follow-up. Superintendent of Recreation Dorothy Peterson explained the interview/selection process when working with contractual workers such as tennis, cross-country, dog obedience and golf instructors. Her primary focus is to look for "people persons" who talk about participants rather than skill. Other characteristics Dorothy looks for include a sense of humor, knowledge of skills, the ability to describe a "beginner" with emphasis on the learning process. To that end the department has been very fortunate in obtaining very high caliber instructors who have remained with the City for several years. Superintendent of Parks John VonDeLinde addressed the hiring and training of seasonal workers in the maintenance and forestry division. John explained there were job descriptions for the Commission to review so they could get a feel for the types of positions and qualifications required for each. One of the hardest issues to deal with is that non-student employees can work only 67 consecutive days which means there is a constant on-going recruitment and hiring process. The recruitment process starts with a year-end evaluation of each employee. From that evaluation specific returning staff are invited back the next season. Fortunately for the department there is a 60-70% return rate for seasonal staff. Most of the summer maintenance staff are college age students who must be at least 18 years old to apply. Once individuals are hired, both new and returning employees are required to go through the orientation process which covers city policies and procedures. Some of the training techniques used include training tapes for specific jobs such as mowing with a great deal of time spent with the employee from recruitment through the final on-the-job training. Director Vraa concluded that every year the training gets better and more fine tuned to make the working environment a positive one for everyone involved. Ted Billy commented that he has only heard complimentary remarks about Eagan's parks and their maintenance. Shawn Hunter added that he too has heard many of the same compliments along with the exceptional maintenance of athletic facilities in the City. John Griggs commented that he was glad to hear that the selection of staff is so people oriented. Jack Johnson added that along with maintenance the programs that Eagan Parks and Recreation offers are exceptional and very well thought of. DAKOTA COUNTY TRAILS CIP Director Vraa stated he had received a request for comments on the Dakota County Trails 5-year CIP. Mr. Vraa reviewed the proposed road improvement projects in Dakota County and their impact to the City of Eagan. Shawn Hunter asked the status of the cost sharing issue with the county that had been discussed last year. Mr. Vraa responded that after various cities made a presentation to the County Board there was no change to the existing cost share policy. PARKS DEVELOPMENT UPDATE Stephen Sullivan stated that landscaping has begun near the Northview tennis courts. Fifty spruce trees have been planted at this time, shrubbery and additional plantings will be done this fall with the completion of landscape planting to be in the spring of 1993. It was also noted that Northview Park shelter building is nearing completion from the lightning damage this summer. Steve continued that the planting plan for the maintenance building is done and Phase I planting will begin this fall. He noted that residents have requested buffering from the maintenance facility and that has been taken into consideration in the landscape plan. ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES OF OCTOBER 3, 1991 MEETING PAGE 6 frost. forces are currently working on Trapp Farm Park playground which will continue until . WATER QUALITY Rich Brasch noted that an agenda was in the packet relative to a water quality workshop that has yet to be scheduled. Rich asked the Commission members, once they had reviewed the agenda, how much time they would like to spend in this workshop and also to set a meeting date. He also asked if there were other items the Commission would like to add to the agenda. Shawn Hunter stated he would like to see 5 year goals so there will be a gauge to compare what has been done with what was planned to be done. John Griggs wanted a clarification of the relationship between various state and local agencies and their inter-relationships. After further discussion, it was determined that Saturday, November 16, 1991, 8:30 AM would be the date of the Water Quality workshop. Rich added that the Water Quality and Urban Forestry Summary Report from the Environmental Quality Survey was enclosed in the packet and asked that discussion on this issue be postponed until the workshop on November 16. RECREATION PROGRAMS VIDEO TAPE Recreation Supervisors Jon Oyanagi and Paula Nowariak shared a video tape of some of the recreational activities underway. These included fall registration at the Municipal Center, 7-man touch football, adult fall softball, adult volleyball (78 teams this fall), Walk in the Native Prairie at Thomas Lake Park, adult soccer at Ohmann Park, first day of Tiny Tots, Tiny Tots field trip to an apple orchard, Games Kids Play/Fitness & Fun and the extensive use of Northview Athletic Fields after school. HAPPENINGS Some of the Happenings that were highlighted included Star Gazing which attracted 75-100 people to Thomas Lake Park; Halloween Spook Trail will be moving from Woodhaven Park to Thomas Lake Park; the Who Done It Hike in Lakeville was very successful and there continue to be positive comments from those that were able to attend the St. Paul Chamber Orchestra event. John Griggs reviewed some of the issues that have been raised and the lessons learned having been involved with the St. Paul Chamber Orchestra event. The first lesson learned is the need for high level salesmanship and very aggressive advertising if a similar event is proposed in the future. The free advertising that was offered was not sufficient to market an event of this magnitude. Dorothy Peterson added that there is also the need to acquire a corporate sponsor for this type of event to help offset the costs involved. Further lessons learned as outlined by John Griggs included the fact that the City of Eagan could indeed host a high quality event even though the first try did not generate a great turn out. As he was tracking the daily ticket sales it was felt that, although they were slow in the beginning, they would increase as the concert date approached. Unfortunately that did not happen to as great a degree as was anticipated. Mr. Griggs noted that apparently the word of the concert did not get out as was anticipated therefore another similar event would require a great deal of salesmanship. John suggested looking at market based ticket pricing versus cost based ticket pricing for another similar venture as well as to understand that the maximum anticipated dollars the theater can expect would be approximately $5,000. With some of this information in addition to the lessons learned, it is conceivable the City could host another such cultural event in the future, Mr. Griggs concluded. Shawn Hunter expressed the Commission's gratitude and appreciation to John Griggs and Dorothy Peterson for a job well done in connection with the St. Paul Chamber Orchestra concert. Mr. Hunter continued that it would be wise to plan to expend $2-3,000 in advertising if another cultural event such as this is planned for the future. ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES OF OCTOBER 3, 1991 MEETING PAGE 7 In response to a question, Director Vraa stated that Clearwater Park will re-open this winter as a family skating rink. Mr. Vraa also commented that over 800 people attended the open house at Caponi Art Park. Those attending were very pleased with what they saw and wanted further information on the future development, when it would be open to the public, etc. John Griggs commented that the Carlson Lake deck dock looks great, however he noticed what appears to be an erosion problem near the dock and asked that it be looked at and addressed. John VonDeLinde noted that the fence surrounding Field #2 at Rahn Athletic Park has been installed along with gates that will be lockable. OCTOBER 26TH PARK TOUR Director Vraa reminded the Commission of their scheduled park tour on Saturday, October 26th from 8 AM - Noon. Various Minneapolis parks will be visited and it should provide some good insight for the Commission. A reminder notice will be mailed to all members. ROUND TABLE Shawn Hunter asked if an update on the Tree Replacement and Boulevard Tree Planting issue could be provided to the Commission at their November meeting. Dick Carroll reiterated his concern for the Vatterot's dilemma but stressed the need for the Commission to be careful in reviewing these issues. Dick continued that the issue before the Commission this evening left the City looking like the heavies when in fact the City was the party being transgressed upon. The issue of park boundaries becomes an important issue such as the case with Trapp Farm Park and Oak Chase Park. Mr. Carroll noted the importance of homeowners, developers and builders being responsible for correctly surveying their properties so as not to infringe upon City property as well as the City's need to make sure trail access and park property are clearly defined. Lee Markell concurred with Mr. Carroll's opinion and asked if there was a way that the City could ensure these boundary areas are clearly marked. Mr. VonDeLinde noted that often the corners are marked but once bulldozers are on the property those markers are often removed. Dick Carroll stated that most of the park boundaries are non-controversial, however, there is a critical need to address any of those properties which may have the potential of future problems. John Griggs expressed an interest in generating interest in on-lake skating in Eagan. He the Commission visit some of the skating areas in Minneapolis noting He recognized a ethe concern for safety issues that will need to be addressed as wellmg the difference in users. Mr. Griggs asked for an update on the marquis requested at the Municipal Center to update the community on an on-going basis. Mr. Vraa responded that this was discussed with the City Administrator and he has it as part of the budget, however with the major budget cuts expected, it is unknown at this time as to whether or not this item will be cut. Shawn Hunter asked to have "Visitors to be Heard" moved up on the agenda on a regular basis. With no further business to conduct, Lee Markell moved, Deborah Johnson seconded with all members voting in favor to adjourn the meeting. The meeting was adjourned at 10:50 PM. ( A ~Z// A 4 -7- Secretary Date MEMORANDUM TO: ADVISORY PARKS, RECREATION & NATURAL RESOURCE COMMISSION FROM: KEN VRAA, DIRECTOR OF PARKS & RECREATION DATE: NOVEMBER 4, 1991 RE: ENCROACHMENT INTO BLACKHAWK PARK - VATTEROTTS BACKGROUND: At the October meeting of the Advisory Parks, Recreation and Natural Resource Commission, the Commission reviewed an encroachment into the trail access on the north side of Blackhawk Park. The encroachment was the result of a survey error by the builder of the home owned by Mr. & Mrs. Vatterott. In a 4-2 vote, the Advisory Commission determined not to sell any of the park property to the Vatterotts as they had requested. ISSUE: Mr. & Mrs. Vatterott again have requested to appear before the Advisory Commission to review changes they have made in the site plan which they feel meets the concerns and objections raised by the Advisory Commission at the October meeting. The Vatterotts still wish to acquire some park property in order to complete a finished appearance to their backyard and side yard. CHANGES IN THE PLAN: Several changes have been made in the plan in an effort to meet the concerns and objections voiced by the Commission at the October meeting. First, the retaining wall has been moved back from the edge of the trail to a distance of approximately eleven (11) feet. This greater distance should alleviate concerns for safety for bicyclists coming down the trail and being to close to the wall. The second change is in the planting plan, which now denotes no plant material. This would be left in the hands of the City to determine plants and location. And, finally a reduction in the amount of land to be purchased. At present, the request is to acquire approximately 1,686 square feet. /3. ENCROACHMENT PAGE TWO OPTIONS AND DISCUSSION: There are several options for the Advisory Commission to review and make a recommendation on. Option #1 would be to reaffirm its decision of October not to sell any park property. As was mentioned in an earlier memo, the sale of park land, regardless of the validity of the reason for accommodating people, is a difficult conclusion and precedent for the Advisory Commission to set. Although it is an unfortunate mistake by the builder, it is the mistake of the builder and not the City. Therefore, the remedy should be between the builder and the homeowner, and the City should not be drawn into a resolution of the issue. From a different perspective, approving the sale, while setting a precedent, should be judged on the facts alone. Since this park area is used primarily for an access and the access would not be hindered by the sale of the property, would it not be permissible to sell this "remnant parcel" and determine it to be surplus in nature? OPTION II: An option not previously discussed would be to allow the Vatterotts to place the retaining wall as depicted, but not sell the property. This option would have the benefit of allowing the Vatterotts to maintain a sense of privacy and an extension of their backyard, however, the property would still be owned by the City. Plant material could be placed both above and below the retaining wall for screening purposes. (The determination of the plant material could be done at a later date, in consultation with the Vatterotts) Staff typically would work with adjacent property owners to help determine plant material type, size and layout. The City could formalize an easement or license for use of the park property divided by the retaining wall for the Vatterotts or choose to take no action whatsoever. This option would be a middle ground approach, and would allow the family to enjoy the benefits of the property, but not the ownership. OPTION III: Put the retaining wall back entirely onto the edge of the Vatterotts property. This action would not require approval by the Advisory Commission, it would simply be a homeowners issue whether they wish to install a retaining wall on their property or not. FOR COMMISSION RECOMMENDATION: The Commission is again asked to review the revised request of the Vatterotts to acquire park land within the Blackhawk Park northeast trail access and make a recommendation to the City Council. KV/bls 1562 Blackhawk Lake Drive Eagan, Minnesota 55122 November 4, 1991 Mr. Ken Vraa and Eagan Parks Commission 3830 Pilot Knob Road Eagan, Minnesota 55122 Dear Ken and Members of the Parks Commission: We are writing in regards to our revised proposal for purchase of property at the north side pedestrian access to Blackhawk Park. In this revised proposal, we have attempted to address the concerns which were raised in regards to our original proposal, namely the proximity of the path to the north-south retaining wall, the need for landscape buffering on park property, the need for landscape buffering between the path and wall, and the need to reduce liability risk to a minimum. To begin with, we would like to explain why it is that we have chosen to approach you in regards to our property line problem, rather than just suing our builder. Let there be no doubt that we are well aware of the fact that this is an obvious case of misrepresentation, and that we would likely be successful in a suit against our builder. We are also aware of the fact that we have encroached on park property, and that we as owners of this home and lot are now responsible for that encroachment. The city of Eagan is obviously not at fault. Despite these facts, it has seemed that the optimal resolution of the problem would be restoration of the property line to what we were lead to believe it was when we bought this home, if such could be achieved without interfering with the goals of the Park Commission and community. For this reason, we have been working closely with Ken Vraa and Steve Sullivan over the past six months to arrive at a plan for development of this access which would meet both needs of the community and ours. Clearly, if we are able to purchase some of this property, our next step will be to approach our builder in regards to any payments which will have to be made to the city. We, rather than he, are approaching you because we are citizens of Eagan and are amongst those whose interests you represent. As for the objections that were raised to our original plan, (presented to you on October 3, 1991) we believe these concerns have been addressed in our revised proposal. The changes that have been made include: November 4, 1991 Page 2 1. Moving the proposed property line eastward by approximately 9 feet to allow for barrier foliage on park property, 2. Increasing the distance between the path and north-south wall to a minimum of approximately 12 feet to allow for barrier foliage between the path'-wall, 3. Eliminating the need for a north-south wall, south of the existing east-west wall and thereby dramatically decreasing the risk of accidental collision into the wall, (Please note that the maximum height of this timber wall would be 3-4 feet.) and 4. Removing the eastern-most six feet of the existing east-west wall. Again, in working with Ken and Steve, both we and they have felt that the community's needs and ours can be safely and esthetically met through the adoption of this revised plan. In our viewing of numerous Eagan parks with sloped paths over the past six months, we can honestly say that the liability risk of our proposal is in all likelihood significantly less than that existing in some Eagan parks today, PPamely, Burr Oak Park, north side pedestrian access. Ken has informed us that he is unaware of any injuries that have occurred on this path. We thank you in advance for your time and consideration. Sincerely, V__ff Tl~ Pierce Vatterott a Vatterott ~ Pf'aV~RT`f + i 7;. Ex+_sf;,~_ W~~r ro 10 S ' i*uT fx,sr . B+7 + MEMO TO: ADVISORY PARK, RECREATION, AND NATURAL RESOURCES COMMISSION FROM: JOHN K. VONDELINDE, SUPERINTENDENT OF PARKS DATE: OCTOBER 24, 1991 SUBJECT: STATUS OF CITY LANDSCAPING ORDINANCE/BOULEVARD LANDSCAPING POLICY At the October meeting, the Commission requested that staff provide an update on the status of the City's landscaping ordinance and review the feasibility of implementing the City boulevard landscaping program. This memorandum, along with a staff presentation at the November meeting, is intended to respond to this information request of the Commission. BACKGROUND In June of 1989, staff from the Departments of Parks and Recreation, Community Development, and Engineering began work on a comprehensive revision of the City's Landscaping Ordinances. This process was initiated at the urging of the City Council, Parks and Recreation Commission, and affected City staff who recognized the benefits of creating a more "pro-active" ordinance addressing tree preservation and community tree conservation. Given the relatively broad scale of such an undertaking, the ordinance revision was broken into two primary elements. The first element dealt with the creation of a new City landscape preservation ordinance as it pertains to new land developments and residential subdivisions. The Community Development Division took the primary lead in drafting those particular sections. The second element dealt with the "post-development" landscape ordinances affecting maintenance of trees on private property, along streets, and in public places. In this case, the City Parks/Recreation Department and Forestry Division did the majority of research and ordinance revision. Over a twelve month period a special "Landscape Ordinance Committee" comprised of representatives from the three departments named above, along with a consultant from Urban Planning and Design, Inc. met to discuss and review proposed changes to the City's landscaping ordinances. This structure of the Committee was considered essential toward ensuring open communications between all affected departments and personnel. In addition to internal communications, input of the public was also solicited on the. proposed revisions. On three separate occasions, City staff met with the Developers Task Force to gauge their reaction to the new ordinances, particularly those policy changes associated with new developments and boulevard landscaping. The Parks and Recreation Commission was also kept up to date throughout the revision process and was asked for 1 /.5 their input at several key decision-making points. On June 7, 1990, Parks Superintendent John VonDeLinde, along with John Voss of Urban Planning and Design, presented the "final" draft of the City's development and post- development landscape ordinances to the Parks and Recreation Commission. At that meeting, the Commission endorsed the final draft of the ordinance and recommended its approval to the City Council. On July 17, 1990, staff of the Parks and Recreation Department presented to the City Council the final recommendation of the Commission dealing with proposed changes to the post-development landscaping ordinance. The City Council subsequently adopted the post- development ordinance without change from the Commission's recommendation. (Note: the "development" portion of the landscaping policy has not been presented to the City Council for ratification; a representative of the Community Development, Department is expected to be present at the November Commission meeting to review its current status.) POST DEVELOPMENT LANDSCAPE ORDINANCE The post-development ordinance adopted by the Council and Commission contains four primary sections: • shade tree disease control • planting and maintenance of trees on private property • tree contractor licensing • planting and maintenance of trees on public right-of-way. The adoption of the post-development landscape ordinance has led to a number of efficiencies and improvements in the urban forestry program. Under the new shade tree disease control ordinance, procedures for eradicating shade tree diseases has been streamlined and the City Forester's authorities re-defined. The maintenance of private property section was improved with a new policy requiring turf establishment on newly developed properties along with requirements for timely erosion control. With regard to tree contractor licensing, new provisions were set up requiring contractors to obtain adequate public liability insurance, worker's compensation insurance and City certification before working on private property. Under the ordinance changes affecting street right-of-way, two significant additions were made to the City ordinance. The first allows residents to plant trees within public right-of- way areas under a new tree permit planting system administered by the City Forester. The second change authorizes the City Council to establish and implement a comprehensive Master Street Tree Planting Program in the City. 2 /6. The next section of this report will describe the process used by the City Forestry Department in assessing the feasibility of developing a Master Street Tree Planting Program in accordance with the geometric standards identified in the new City ordinance. ANALYSIS - MASTER STREET TREE PLANTING PROGRAM As the Commission will recall, a number of standards were written into the ordinance to ensure continuity in the placement of trees along boulevard areas. These included setbacks from road intersections, minimal height clearance for branches overhanging street and sidewalks, and a minimum setback of trees from the edge of curb. These standards took into consideration concerns of the Engineering Department for pedestrian and traffic visibility, public safety, snow storage, and the placement/maintenance of underground utilities between streets and boulevard trails. At the time of ordinance adoption, the council gave clear direction to staff to begin work on preparation of the feasibility study for this program. To this end, a Boulevard Technician was hired by the Forestry Department in September 1990 to help in the preparation of this study. This effort began with an on-site inspection of more than 84 miles of boulevard and included measurement of available green space, trail width, total right-of-way width, and the presence of overhead utilities. The survey did not, however, include a review of underground utilities due to the overwhelming nature of such an investigation. At the conclusion of the study, it became readily apparent that the most limiting factor to the creation of a viable Master Street Tree Planning Program in Eagan was the ten foot "no planting" zone behind curb. The study revealed that only about 4 miles or 4.8% of the 84 miles of boulevards surveyed could accommodate planting of boulevard trees in accordance with City standards. As an alternative to the ten foot setback requirement, the study also examined what percent of boulevard could be planted under a less restrictive ordinance. The following table summarizes the results of that investigation. Setback Requirement Plantable Mileage Percent Feasible 10 feet 4.0 miles 3.40% 8 feet 8.5 miles 7.23% 6 feet 15.25 miles 12.96% 4 feet 35.25 miles 29.96% Following completion of the study, staff of the Park and Recreation Department met with the City's management team to discuss the survey results. From that meeting, the City 3 ~7. Administrator gave direction to staff to investigate the feasibility of placing utilities in a common trench in order to facilitate the planting of trees closer to curb. Discussions also occurred between the Engineering and Forestry Departments relative to the needs for snow storage and site line visibility. As a result of those discussions, it was generally concluded that the setback requirement could be reduced to eight feet from back of curb, barring no conflict with underground utilities. However, as the research indicates, changing the setback requirement to eight feet would still only increase plantable boulevard to 8.5 miles at best. And since existing underground utility infrastructure could pose an additional barrier, the actual plantable mileage could be significantly less. CONCLUSION Without sweeping changes to the geometric standards of the landscape ordinance, the best opportunity for establishing even a marginal streetscape program probably rests with future county road improvements. As the Commission is aware, portions of County Roads 26, 28, 30 and 32 are proposed for future widening. In addition, there are a few miles of City arterials that have yet to be constructed, such as the section of Thomas Lake Road north of County Road 30. It may still be possible at this stage to work with the county in incorporating planting standards into their design programs. It is unlikely, though, that the County would be willing to cost share in the planting and long term maintenance of these trees. Moreover, even if all of the new county road sections were planted with boulevard trees, they would represent only about 30% of the total county road system in Eagan, and less than 12% of all county and city boulevards combined. In conclusion, the feasibility study suggests that a functional and cohesive Master Street Tree Planting Program in Eagan will not be possible given the current setback requirement, combined with the presence of underground utilities. Even with changes to the ordinance, the amount of plantable mileage would not increase significantly. In the final analysis, the best opportunities for boulevard planting will probably exist along existing City streets, such as Wescott Road east of the Municipal Center, or as a part of future City street expansions or county road improvements. FOR DISCUSSION Department staff are not proposing any specific recommendations to the Commission at this time. However, direction of the Commission around the following points would be helpful: 1. Should the boulevard planting standards be modified to a less restrictive setback? 4 2. Should the City actively pursue discussions with Dakota County regarding landscaping within future road improvements (even though costs may be borne by the City)? 3. Should staff further investigate feasibility costs and alternative concepts for boulevard landscaping, along "viable" sections of City streets, such as Wescott Road? Staff lo f rward to a discussion with the Commission on these policy related issues. Jo VonDeLinde Superintendent of Parks JKV/cm 5 /9• MEMORANDUM TO: KEN VRAA, DIRECTOR OF PARKS & RECREATION FROM: JON OYANAGI, RECREATION SUPERVISOR /v DATE: OCTOBER 30, 1991 RE: SOFTBALL POLICY BACKGROUND Prior to Eagan Parks and Recreation operating the adult softball leagues, they were run by the teams themselves via a committee. When the City assumed direction of the leagues, the League Leadership Committee was maintained as an advisory group to hear and recommend changes in rules, league offerings and policies. This committee is comprised of representative league/team managers from the various men's and women's leagues. The City still maintains final authority in matters regarding facilities, league offering and policies. Rules for league play are often implemented after committee approval without the need for review by the Department, Commission or City Council ISSUE The League Leadership Committee has recommended that the number of non-residents allowed per team be changed from the current level of three (3) to five (5). Currently, everyone on the team roster needs to live or work full-time within the Eagan City limits, except for three players. This has applied to Men's Recreational and Women's Recreational teams which, this year, made up 60% of the 206 teams. This does not apply to Industrial teams, 35 and Over, 40 and Over or Co-Rec teams. "Non-residents" have been allowed to play, as many are "former residents" with friends or acquaintances who live in Eagan. With the recommendation of non-resident players, the committee recommends a fee of $25.00 per player for each player beyond the three currently allowed. A survey of fourteen (14) cities done in 1990 by Eagan Parks and Recreation shows that nine (9) cities have an extra fee for "outside" players, two cities only allow "local" players and three (3) cities have no charge for outside players. The charges vary in amount and method. Some cities charge per player and some charge per team. The amounts go from $10.00 per player, with an unlimited number of players on up to $25.00 per player, with a limit of three. Team charges go from $50.00 to $100.00 with anywhere from 50% to an unlimited number of players rostered being considered non-residents. Both team fees and fees charged per player are above and beyond the entry fee teams are charged. The limits of outside players per team go from zero for two cities, two for one city, three for four cities, and unlimited for six cities. SOFTBALL POLICY PAGE TWO Locally, Apple Valley has a priority registration system. Returning teams have first priority, teams of at least 50% local players next, and teams with less than 50% last priority. The third category is charged an additional $75.00 per team. Burnsville requires that 51% of the teams rostered must be local. A $15.00 fee per outside player was suggested, but the Burnsville City council did not want the fee. DISCUSSION: The reasoning behind limiting the number of people listed on a roster that do not live or work in Eagan coincides with the mission of the City, which is to serve its citizens. Individuals that live and/or work in Eagan contribute tax money that supports the services which include the programs offered by Parks and Recreation. Businesses do the same. The thinking, then, is that the benefits are meant for those contributing. The $25.00 fee per player is meant to offer players a contribution towards the costs of the league as taxes do for residents. Secondly, as Eagan grows, so does the demand for programs and services. The most popular leagues are the Men's Recreational leagues. The department often turns away teams, because leagues are at capacity. The "available players" list consists of many individuals who wish to get on a team. By allowing teams to form with non-resident players, are we excluding resident teams and players? The rationale for expanding the limit of non-resident players includes allowing long-time teams to remain together despite members moving away or changing jobs. A team may have to drop out of the league if they want to play together due to the transfer of player(s) out of Eagan. Eagan does consist of many young adults who happen to move often or change jobs. Expanding the limit of "outsiders" allows for most of these teams to stay where they have played together. Also, some of the more competitive teams that play in post-season tournaments find that their competition is slightly better due to (according to them) the fact that those teams consist of key players from outside of their league's location as needed previously. Some cities do have generous eligibility requirements. The League Leadership Committee felt five players was fair, because the most you could field at one time was half from outside the City. This still left a majority from Eagan, because most rosters consists of twelve to fifteen players. (Maximum roster size is 20). The third reason to expand also relates to Eagan being a relatively new community. Teams that are forming would like to include friends. Some of those friends live or work in the City where the person use to live or work. In getting a team started they could fill a few spots with those friends, as well as individuals from the available players list. SOFTBALL POLICY PAGE THREE A final reason for expanding is that some teams want to be competitive, want to keep the same team despite moves or job changes and want their friends to play. In order to do that in Eagan, they may have to "cheat" and list a phony address on their roster to stay within the three outside player limit. It is a reality that the only means of controlling honest rosters is to list as much information as possible, identifying each player so the threat of verification keeps them honest. The time it takes to check eligibility prohibits this from happening. Even spot checks will not effectively uncover problems. The expansion of outside players may allow teams to be more honest or it may allow them to be two players less honest. The League Leadership Committee's proposal is to allow two more "outside" players bringing the total to five allowed per team. A fee of $25.00 per fourth and fifth player would be their contribution towards costs already paid in taxes by the resident players. The first three outside players have been allowed and, in a sense, would be grandfathered in without a fee. There has been no fee for these players in the past. ALTERNATIVES: 1. Keep the limit for outside players in the Men's Recreation and Women's Recreational programs at the current number of three. 2. Expand the limit to five players. 3. Expand the limit to five players with a fee of $25.00 per player number four and five. 4. Expand the limit to five players with a fee of $25.00 per outside player number one through five. 5. Any other recommendation the Commission determines. COMMISSION RECOMMENDATION: It would be appropriate for the Advisory Commission to make a recommendation to the City Council based on their findings. Any recommendation would be forwarded to the City Council for review. Again, there are two new issues to decide. The first is whether to expand the number of outside players allowed and the second is a new policy of charging a fee for outside players. JO/bls ~3 MEMORANDUM TO: ADVISORY PARKS & RECREATION COMMISSION KEN VRAA, DIRECTOR OF PARKS & RECREATION FROM: DOROTHY PETERSON, SUPERINTENDENT OF RECREATION DATE: OCTOBER 28, 1991 RE: PROPOSED FACILITY/EQUIPMENT RENTAL CHANGES FOR 1992 BACKGROUND: The Commission is annually provided the opportunity to review the fees the Department charges for reserved uses of park facilities. The fees that have been charged in 1991 and those proposed for 1992 are determined in the following manner: o Level of maintenance required: That is; can set up occur and the event be held without an attendant on duty. o In some cases, frequency of events o Survey of neighboring cities and communities of similar size and development to compare practices and levels of fees. The survey is found on page ZQ o Consideration of replacement costs for lost, damaged or warn out equipment. The Commission is cautioned that comparisons among cities is not an apples to apples comparison, because of differences in department practices. In addition, facilities are very different. No other city has shelter buildings similar to Eagan's. For example, in the case of travel baseball and softball, few other cities provide a Class A facility such as Goat Hill Park for youth games or the exclusive field assignment travel softball receives in Eagan. Program fees are established prior to each program and are based on costs, etc. Due to frequent changes in the costs, the Council has not set a fee schedule for them. ISSUES: Attached on page is the listing of fees charged in 1991. Fees proposed for 1992 are in the adjacent column. For instances in which increases are proposed, the rationale is provided in the discussion section of this memorandum. At issue are the specific fees the Commission will recommend to the City Council for adoption. PROPOSED FACILITY/EQUIP CHANGES PAGE TWO OCTOBER 28, 1991 DISCUSSION: Picnic Kits: Parks and Recreation has provided picnic kits as a service to the community since 1980. The fee for this service has remained the same since the program's inception. (Years ago, the Department delivered the volleyball standards!) A picnic kit includes a volleyball net, ball and standards, badminton net, 4 rackets and shuttle cocks, bocce ball and horseshoes. A "special use" kit comprised of tug-o-war rope and gunny sacks is available also, at the lower fee. The Department has assembled ten (10) basic picnic kits. Two are housed at the pavilion sites and are offered as an amenity at the time a pavilion is reserved. Most typically, the picnic kit is rented by groups using a pavilion. The eight (8) remaining kits are housed at the maintenance facility. Reservations are taken at the municipal center, users pick up and return the kits at the maintenance facility. All eight (8) picnic kits are used virtually every week-end between Memorial Day and Labor Day. Equipment loss is minimal. Users who lose a bocce ball, for instance, report it and when the ball is found, return it. Equipment is more apt to wear out. A volleyball will become scuffed or no longer hold air, for example. A modest increase in fee is proposed. Equipment replacement costs have risen. Due to heavy use, it is not cost effective to purchase low quality equipment. Neighboring communities, by and large charge much higher fees. Their kits include softball bases, bats and balls which are expensive items. Eagan has not provided softball equipment in the "back yard" kits that have been assembled. Staff does not propose the addition of a damage deposit. Years of experience has demonstrated that equipment is returned, damage is rare and overall revenue exceeds replacement costs. The program was initiated as a service to the community. Staff is of the opinion that it is important to maintain this element of trust. Additionally, staff time to process and return deposit checks does not appear to be warranted. Pavilions, Shelter Buildings, Open Shelters: Staff proposes a modest increase to $85.00 per day, $60.00 half day, for pavilions and shelter buildings. Facilities in neighboring communities are not comparable to what Eagan has to offer. From a quality stand point, Eagan stands alone. 0160. PROPOSED FACILITY/EQUIP CHANGES PAGE THREE OCTOBER 28, 1991 Philosophies among communities are dissimilar also. Burnsville, South St. Paul, Brooklyn Park, Bloomington and Lakeville differentiate between resident and non-resident groups; Eagan does not. Non-profit groups are identified as a category of user in Burnsville and Bloomington. Eagan does not use that term to differentiate fees. Lakeville differentiates fees according to size of group and whether the party is corporate or private. Dakota County charges higheri fees to groups that serve alcoholic beverages. Staff proposes no change in philosophy for access to use of picnic facilities; equal to all, first come first served. Restroom sBa ses/Chalking: The most typical request of this nature conies from a department at West Publishing, a law firm or a smaller company such as Lexington Standard, wishing to play a "challenge" game. Field space is limited, most frequently department league activity is already scheduled at the site and the reservation is of 2-3 hours duration. A picnic may be part of the activity. Staff is of the opinion that a fee of $25.00 is fair and equitable for the service provided at a Class A facility. Travel Softball: The opening of Eagan High School added travel fast pitch softball to EAA offerings. As with travel baseball, this sport requests a Class A facility and pre-game field preparation from the City. In fairness to baseball, so ball should be assessed an equal fee. FOR COMMISSION ACTION: It is appropriate that the Commission review the proposed fees and charges for use of park facilities in 1992. The Commission may recommend that the City Council: o Approve the 1992 fees as presented or o Amend the proposed fees a d charges prior to recommendation to the City Council. a7. PARKS AND RECREATION FEE TYPE 1991 FEE PROPOSED 1992 FEE Parkland Dedication Single Family $700.00 Duplex 621.00 Townhouse/Quad 553.00 Apartments/Multiple 559.00 Commercial and Industrial .055/S.F. Trailway Dedication $100/unit $854/Acre Comm./Ind. Park Fees Picnic Kits $3.00/5.00 $3.00/7.00 Trapp Farm & Thomas Lake Pavilions (1) 75.00 Per day 85.00 50.00 1/2 day 60.00 Enclosed Shelter Buildings (1) 75.00 Per day 85.00 50.00 1/2 day 60.00 Open Shelters 20.00 25.00 Extra Picnic Tables (maximum 6) 20.00 20.00 Athletic Facilities/Shelters (1) Fields 50.00 Per field/per day 50.00 Lights (if required for tournaments) 25.00 Per field/per hr 25.00 Building Cleaning 50.00 Per Day 50.00 Restrooms/Bases/Field Chalking 20.00 Per reservation 25.00 Maintenance Fee - Travel Baseball 60.00 Youth/Team 60.00 *Travel Softball 150.00 Adult/Team (6-9 games) 150.00 300.00 Adult/Team (10+ games) 300.00 Concession Permit (maximum of 3) 200.00 200.00 Community Rooms Events 50.00 50.00 Profit and Fund Raising .100.00 100.00 Chuckwagon Grill 25.00/Day 25.00/Day Canopy 50.00/Day 50.00/Day (1) Requires Damage Deposit 150.00 150.00 *New o6. SURVEY OF FEES AND CHARGES ITEM BURNSVILLE APPLE VALLEY BLOOMINGTON BROOKLYN EAGAN LAKEVILLE PLYMOUTH SOUTH ST.PAUL DAKOTA PARK COUNTY Picnic Kit $ 16.00 $5/item Free ($10.25 N/A $31$5 $15 ($25 deposit) $15 ($25 deposit) $5/1.0 ($15 deposit) N/A damage deposit) Pavilions (75-150) $50/day $45/day $150/use Free ($25 deposit) $50/1/2 day $25/$225 Not Reservable $80/$100 $150225 $75/ful day per group size ON deposit) ($150-200 deposit) ($150 deposit) ($100 deposit) or $100/150 (no aioohol) Enclosed $50-$70/day $45/day $100/use Free ($25 deposit) $50/1/2 day $25-$75/day $27/hour $10-$30/day $15-$35/day ShelterBuildings (non-profit $75/full day per group size (non profit (no deposit) Lebonan Hills (30-01) $10/use) ($1.50 deposit) ($100 deposit) $16.50/hr) Lodge ($25 deposit) Small picnic $25/day $35/day $100/use Free $20 $25-$7$/day Not Reservable $10.$30/day N/A Open shelter (non profit $10/use ($25 deposit) per group size (no deposit) (25-50) ($100 deposit) Extra Picnic $10/table No fee $20 No fee No fee N/A Tables (minimum of 2) (it available) Athletic Facilities Fields $32-$37/day $35/day $S/team x35/day -$4/team $50/day $250-350 $75/day $175-265(inc ins) N/A Lights $15/hour $15/hr sott$30/base $25/use/fie d $15/game $25/hr $15/hr $20/hour N/A Building clean incl.in-field use fee Inc.ln- leld use fee Included Portable restrooms $50 Inc.in use fee part of fled use $IS-$35 Damage deposit $200 $200 $100 None $150 $100 $200 $100-$300 Restrooms/bases $10/3 hours $10-15/1/3 day $25/use/fieid Not Reservable $20 $15 Free $14 N/A field chalking I hr use Maintenance Fee None None None None Youth $60 None Tournaments None N/A Travel Baseball Adults $150-x300 at regular fees Concession Permit % of sales Not Allowed $42.50/event City Health Dept. $200/season Not Available 15% of gross sales $12/event $15/day or $50/use Community Not Available Rooms (50-100) Events $25/hour $43/hour $100/use $50 $25-75 $27/hour No fee Profit $30/hour $63/hour $100/use $100 $25.75 $27/hour Chuckwagon None $20 - - $25 None None Canopy None None - $50 None None MEMORANDUM TO: ADVISORY PARKS AND RECREATION COMMISSION KEN VRAA, DIRECTOR OF PARKS & RECREATION FROM: Of DOROTHY PETERSON, SUPERINTENDENT OF RECREATION DATE: OCTOBER 30, 1991 RE: FEES AND CHARGES, PART II PROPOSED ADJUSTMENTS TO DEPARTMENT PRACTICE FOR 1992 BACKGROUND The Department has, over the course of numerous years of experience, and in accordance with sound organizational practice, developed categorization systems for facilities and users. Fees have been established, based on the department philosophy of free or reduced fees where possible for youth activities. The fees that have been established refer to Class A athletic facilities primarily and mirror the increased demand on City resources that the event(s) create. The fees that are charged frequently first appear as a result of an Administrative response to a new situation in Eagan's dynamic community. The Director of Parks and Recreation is authorized to approve fees that impact City programs. The Commission has previously reviewed the categories of facilities and users found on pages ,3 't and 3J . No new categories are proposed. ISSUES Attached for the Commission's information is a listing of the current fees. The changes proposed for 1992 column includes only those areas in which staff recommends a slight fee increase, in which a 1991 dynamic resulted in a new fee, where an experience in 1991 suggests a change in practice or a department practice requires documentation. The Commission is asked to review the proposed fees to ensure that fees that are charged reflect the Departments' mission and philosophy. DISCUSSION Adult sport leagues (minor sports); increase administrative fee to $60.00 per team. Sports such as volleyball, 4 man hockey, boot hockey. Justification: Program growth has resulted in more time required to maintain standings. In addition, standings are mailed to team managers rather than posting at five separate locations. The proposed new fee of $60.00 is lower than those charged by neighboring south of the river communities. 3/ . FEES & CHARGES PART H OCTOBER 30, 1991 PAGE TWO Dakota Hills Middle School, Eagan High School: Co-curricular field preparation. Justification: During the first year the schools were open, school district personnel performed the field chalking for softball and baseball games. The schools approached the City to perform this function at Goat Hill, Rahn Athletic, Walnut Hill, and Bridle Ridge for games scheduled in the Spring of '91. The Department charged the schools $10.00 per field to perform this user service. Staff anticipates that the schools will require less field space on City athletic facilities in 1992. It is known, however, that the co-curricular programs will not be completely self contained on school facilities. Youth Travel Leagues Minimal fees: Add travel softball at $60.00 per team. Justification: Two fast pitch travel softball teams were fielded by EAA last summer, a third is proposed for 1992. Field preparation for this sport is very similar to travel baseball. It is perceived to be equitable to add the minimal fee to travel softball. Adult Leagues/Games (Private Organizations) Increase fee to $25.00 per game. Justification: Due to limited field space, in order to accommodate requests for fields from users in these private program categories, reservations must be made on week-ends or on week-days when a facility is not staffed to cover department programs. The Department has approached these field use requests on a fee for service basis. The Department's philosophy is to not subsidize adult programs. Youth Tournaments In-house Sports on Class A sites. Justification: Staff proposes charging the reduced fee per field for all youth tournaments conducted on Class A sites. The rationale is: A Class A complex such as Northview Athletic is a revenue source for the Department. FEES & CHARGES PART H OCTOBER 30, 1991 PAGE THREE The youth in-house program, grades 3 through 6 softball for instance, conducts play offs on the fields normally used during the season. The tournaments being discussed are in reality "fun days", culminating events so to speak. In order to maintain the playability of Class A facilities, seasonal staff are assigned to work at all day long events conducted at those sites. The net cost to the City for an in-house event of this nature then is seasonal staff salaries plus lost revenue. This proposal represents the philosophical struggle between Department subsidy to in-house programs and the need to increase revenue. Youth Tournaments, Travel Snorts, Add Hockey Justification: The Eagan Hockey Association has begun to schedule tournaments on outdoor ice. Staff has not experienced this type of event in 15 years! The rinks will require maintenance during the course of the tournament. The reduced fee per rink is perceived to be appropriate in this instance. Licensed Concession Room at Northview Athletic The concession room at Northview holds a license from the State Department of Health. That license stipulates what food items can be sold and limits the concession room operation to the City. One exception is allowed by the Department. Adult softball teams provided the funds for purchase of concession room equipment. An Eagan Adult team may operate the concession, typically for a league event. The Department approves the menu. Access to use of the concession room is limited as stated above. FOR COMMISSION ACTION: It is appropriate that the Commission direct staff regarding Department practices discussed in this memorandum. The Commission may choose to approve the fees as proposed or amend one or more of the seven categories presented for discussion. DP/bls 33 FEES AND CHARGES OCTOBER 30, 1991 Categories of Facilities: Class A Baseball: Fully fenced fields, in an athletic complex Softball: Fully fenced fields, in an athletic complex Hockey: Shelter building, two hockey rinks Tennis: Four or more courts, may be lighted Soccer: Full size, two or more fields, shelter building Class B Ballfields: Ag lime infield, no mound, open outfield, in a neighborhood park or school site Baseball: Ag lime base paths, mounds, open outfield, at a school site Hockey: One hockey rink, small shelter Tennis: Two courts Soccer: Full size, two fields or less, portable restroom Class C Balifield: Grass infield, facility not programmed Hockey: One hockey rink, warming house or trailer Tennis: One court Soccer: One field, 240' x 180' or smaller Categories of Users: 1. Park and Recreation Department Programs 1.1 Adult sport leagues: eligibility is based on "live or work" in the city. Department Staff directs and administers the leagues (softball, hockey, tennis, football) a. Use class A facility 1.2 Youth programs: skating lessons, speedskating, tennis lessons and camps a. Use Class A and B facilities 1.3 Adult programs: Tennis lessons, skating lessons a. Use Class A and B facilities 2. Eagan High School, Dakota Hills Middle School Co-Curricular Activities a. Use Class A and B facilities FEES AND CHARGES PAGE 2 3. Youth Athletic Association Programs 3.1 In-house leagues, Eagan Athletic Association, Eagan Hockey Association a. Use Class B facilities 3.2 Travel leagues, Eagan Athletic Association, Eagan Hockey Association a. Use Class A and B facilities 3.3 Independent, Require 70% Eagan youth; Bluejays, Legion, VFW a. Use Class A facilities 3.4 Rosemount Area Athletic Association, Mend-Eagan Athletic Association a. Use Class B facilities 3.5 4H, Scouts, etc. a. Use Class B facilities 4. Private Organization Programs 4.1 Church Youth Leagues a. Use Class A or B facilities 4.2 Church Adult Leagues a. Use Class A or B facilities 4.3 Corporate Leagues: Unisys, Rosemount Inc., Volvo Tennis a. Use Class A facilities 4.4 Independent Teams: Burnet Realty, KC's a. Use Class A or B facilities 4.5 Challenge Games a. Space available A or B facilities 4.6 Private Lesson Programs a. Class A or B facilities 5. Select Teams 5.1 Youth Olympic Development a. Use Class A or B facilities 5.2 Adult; recreational league soccer, for example a. Use Class A or B facilities 35. FEES AND CHARGES APRIL 27, 1990 PAGE 3 CHANGE Proposed Fees and Charges: PROPOSED 1991 1992 1. Parks and Recreation Department Programs 1.1a Adult Sport Leagues (softball) a. Administrative fee/team $50.00 b. Field Light fee/team 25.00 c. Maintenance fee/team 50.00 d. Facility improvement fee/one time fee 25.00 e. All other direct costs varies 1.1b Adult Sport Leagues (minor sports) a. Administration fee 50.00 $60.00 b. All direct costs varies 1.2 Youth Programs a. Direct costs varies 1.3 Adult Programs a. Direct costs varies 2. Eagan High School, Dakota Hills Middle School a. Curricular No Fees b. Co-curricular/field preparation $10.00 $10.00 3. Youth Athlefic Association Programs 3.1 In-house a. Field drag, line soccer, clear & flood rinks No Fees 3.2 Travel Leagues a. Minimal fees 1) Baseball, *softbaWteam $60.00 Add travel Softball 2) Soccer No Fee 3) Hockey No Fee 3.3 Independent a. Reduced fees 1) Baseball $150-$300.00 3.4 RAAA, Mend-Eagan a. Subject to available space No Fees 3.5 4-H, Scouts a. Subject to available space No Fees . 36. FEES AND CHARGES PAGE 4 CHANGES PROPOSED 1991 1992 4. Private Organization Programs 4.1 Church Youth Leagues a. Softball/team, league run on city facilities $50.00 b. Softball $15.00/game, league uses 20.00 one city facility on weekly basis 4.2 Church Adult Leagues a. Softball/game, league uses one 20.00 $25.00 city facility on a weekly basis b. Maximum season length 12 weeks 4.3 Corporate Leagues a. Broomball/team, maximum season 6 weeks 50.00 b. Tennis/court/hour, maximum season 12 weeks 2.00 c. Softball/team, fall field space, 100.00 maximum season 8 weeks d. Soccer/team maximum season 10 weeks 50.00 4.4 Independent Teams a. Softball/game on Class A facility 20.00 $25.00 4.5 Challenge Games a. Softball/one time block/ $20.00/$40.00 $25.00/$50.00 two time blocks 4.6 Private Lesson Programs a. Tennis/court/hour $ 2.00 b. Soccer/field day 35.00 5. Select Teams 5.1 Youth Olympic Development a. Soccer/game, maximum season, 12 weeks $20.00 5.2 Adult League a. Soccer/game, maximum season, 12 weeks $20.00 $25.00 Tournaments Adult Softball: field/day $50.00 building fee 50.00 hour/lights 25.00 damage deposit 150.00 Liability Insurance, $600,000, city an additional insured Adult Soccer: field/day 50.00 Liability Insurance 32 . FEES AND CHARGES PAGE 5 Tournaments continued: CHANGE PROPOSED 1991 1992 Adult Tennis: 2 courts/day $50.00 Liability Insurance Adult Broomball: rink/day $50.00 lights/hour 25.00 shelter fee 50.00 Liability Insurance Youth Tournaments: In-House Sports on Class A sites No Fee $35.00 field/day reduced fee Travel Sports: baseball, soccer, softball & *hockey Reduced rate field/day $35.00 lights/hour 25.00 Liability Insurance Licensed concession room at Northview City Run City Run *New DP/bls MEMORANDUM TO: ADVISORY PARKS, RECREATIONAL AND NATURAL RESOURCE COMMISSION FROM: KEN VRAA, DIRECTOR OF PARKS & RECREATION DATE: OCTOBER 29, 1991 RE: ANNUAL REVIEW OF PARKS DEDICATION FEES The Parks, Recreation and Natural Resource Commission has annually reviewed the park dedication fees for adjustment and recommendation to the City Council. This review typically is begun in October of every year, with a recommendation, that once adopted, it would become effective on January 1, 1992. HISTORY: Provided for you below is the history of dedication fees from 1989 through 1991. Staff would like to remind the Commission that individual cash dedication fees are based on "land value equivalents". That is, the Commission actually determines the land values each year of individual amounts. You will note that the fee for 1991, is followed by the per acre cost, which yields that dedication. Also attached for your review is a recent survey of park dedication rates for several metropolitan communities. You will notice that each community seems to have a somewhat different approach to calculation of their fees. The survey would indicate a broad range of fees - ranging from as low as $395.00 for a single family unit, up to $850 a unit in the City of Plymouth. Only three communities charge a separate trail dedication - Chanhassen, Lakeville and Eagan. Chanhassen charges $167 a unit for a single family; $146 for multiple. Lakeville charges $150 for a residential unit for trails and Eagan charges $100 per unit for trails dedication. Communities not requiring trail dedication may have policies requiring the developer to install trails. This is not reflected in the survey, therefore, staff is not able to respond to questions regarding how many communities may follow such a policy. DISCUSSION: The Commission has typically reviewed the value of raw land sales to help determine the. value of various classifications of property for setting park dedication fees. However, due to the poor economy there have been no new developments/sales within the community during this last calendar year. Consequently, there is very little information regarding land sales or value comparisons. dT. ANNUAL REVIEW OF PARKS DEDICATION FEES PAGE TWO OCTOBER 29, 1991 The Commission faced a similar problem last year, but did adjust to property evaluation at approximately three and one-half (3-1/2%) percent. The Commission may wish to take a hard look at adjustments this year given the relatively slow economy and obvious lack of development activity with new plats. It will be very difficult to justify increases for the above reasons. FOR COMMISSION ACTION: To review the park and trail dedication fees for 1992, making recommendations to the City Council for any adjustments. KV/bls . HISTORY OF FEES 1991 1991 Per 1990 1989 1988 Land Value Unit Fee Single $16,330 $700 $685 $525 $492 Family Duplex $18,630 $621 $600 $488 $462 Muliple $21,735 $553 $535 $414 $394 Apartments $23,805 $559 $575 $427 $404 Commercial $.055/ $.055 $.05 $.05 /Industrial $2,396 acre Trail/ $100 $100 N/A N/A Residential Trail/ $854 $854 N/A N/A Commercial 11 . SURVEY OF PARK DEDICATION RATES SEPTEMBER 1991 CITY POPULATION LAND CASH COM/IND Andover 15,193 0 - 3 Units/Acre = 10% $400.00/Unit Land 10% Over 3 Units/Acre, add 2% for each additional dweling. Apple 35,000 10% 10% based on Land: 5% Valley $20,000/acre Cash: 5% based $20,000 Acre Blaine 39,900 Based on Units/Acre SF: $395/Unit Land 3% 0 - 1 = 5% Dup: $338/Unit Cash: 3% Value 2 3 = 10% Th/Q:$293/Unit of undeveloped 4 - 5 = 12% Apt. $248/Unit land 6 - 7 = 14% MH: $305/Unit 8 - 12= 16% 13- 16= 18% For each unit over 16, add 0.5 Brooklyn 56,000 10% 10% of Land: 5% Park Fair Market Cash: 4% of Value Fair Market Value Burnsville 51,000 10 Acres per 1,000 Residents Formula: Land 5% of land or Dedication Req'd cash equiv- X Average cost/ lent acres=park dedi- cation funds due Champlin 16,829 10% 10% of value undeveloped land Chanhassen 11,700 10% SF$500/Unit Land: 10% Trail $167/Unit Cash: $2500/ Multi $440/Unit Acre+$833/. Trail $146/Unit Acre for Trail Coon Rapids 52,000 SF 2.5 Units/Acre = 10% SF $389/Unit. Land: TH 7 Units/Acre = 14% DU $326/Unit 1. Commercial Apt 16 Units/Acre = 18% TH $286/Unit 3% MH $291/Unit 2. Industrial Apt $238/Unit 5% Cash:$11,521 Ac Cottage 23,000 10% in R1 and R2 zoned districts SF $450/Unit Grove In other residentially zoned All other dwellings subdivisions the amount of land $120/bedroom dedicated shall be determined by the Cash for recreational planned population of the subdiv- facilities in addition ision, using the the ratio of one to land: acre of land per 75 persons SF $150/Unit. All other Units = $40/Bedroom Eagaa 48,000 SF10% SF $700.00 .055/SF=$2395/ TH 11-12% D up $621.00 Acre Apts. 13 - 14% TH $55.3.00 Apts. $559.00 Eden 40,800 10% $800/Unit $825/Acre Prairie Golden 21,000 $450/Unit 10% land or Valley value of undeveloped land Inver 23,000 10% $400/Unit $2178/Acre in Grove in MUSA MUSA . Heights $240/Unit out- $600/Acre out- side MUSA side MUSA Maple 40,000 10% $638/Unit Land: 7-1/2% Grove Cash: 1.Commercial $3,064/Acre 2.Industrial $2,058/Acre Maplewood 31,000 An amount equal to the value of the SF $459 Cash: 7% of cash donation required Duplex $729 market value TH $364.50 of the land MH $337.50 Apts: 1. 3-4 units/build 2.7 x $135 x # Units 2. 5 or more units 1.9 x $135 x # Units Moundsview 13,000 At the discretion of the City Council 0 - 2 Units/Acre 10% of the = $100/Acre land or an 2.1-3 Units/acre equivalent of = $150/Acre cash 3.1-4 Units/Acre = $200/Acre 4.1-5 Units/Acre $250/Acre Moundsview cont. Over 5 Units/Acre = 10% Cash or land dedication New 24,000 10% 10% of property None Brighton value after platting Plymouth 50,889 10% based on 2 units/acre $860/Unit Land: 10% If higher density, following formula Cash: $3500/ is used: Acre Density - 2 + 1 0= of dedication required Roseville 34,000 10% $500/SF Lot Land: 5% $400/Th or DU Cash: 4% of $350/MF with the value of 3 or more the unimproved units land or $4500/ Acre, whichever is less Shakopee 11,739 10% $400/single Land: 10% family Unit Cash: $1500/ $338/Unit for per acre bldgs contain- ing 2 - 3 dwelling units $312.50/Unit for bldgs, containing 4 - 6 dwelling units $250/Unit for bldgs. containing more than 6 dwelling units Shoreview 25,000 10% Based on the market 10% value of the land: 0-2 Units/Acre 4% 2-3 Units/Acre 5% 3-4 Units/Acre 6% 4-5 Units/Acre 7% 5.1 + Units/Acre 10% Woodbury 21,000 10% $600 SF $1200/Acre for $400 All. other Industrial units $1500/Acre for Commercial $1800/Acre for Office Lakeville 10% $550 Per Unit+ CommlInd gyp, $150 Per Unit 5% of Trail land value TSADMINS,PKDEDSUV(1/5) PARKS & RECREATION DEPARTMENT HAPPENINGS 1.*« The City's new telephone system has provided exciting opportunities for the Department. The change over to new telephone numbers appears to be going smoothly. The Department's direct dial number is 681-4660. The Recreation Happenings Hotline's new number is 681-4670. Voice mail, after hours, provides for transfer to the hot line from the Department's greeting. Staff set up the Recreation hot line with a menu of several topics. A caller may hear messages about today's activities, upcoming events, facility reservations, seasons outdoor facility information, registration updates and Youth Athletic Association hot line numbers. The system allows a caller to "circle back" to hear more messages. Staff anticipates that the hot line, when discovered by the community, can be an excellent marketing tool. Of course - a caller needs a touch tone phone to activate all of the options! 2.*« The MRPA Annual Conference is being held on November 20, 21 and 22 at the Radisson South. Staff have been active on conference planning committees, and have responsibilities at the conference. Ken Vraa has worked for the Administrative section lining up speakers and will preside at a session entitled "Park Ranger Program - Park Watch". Paula Nowariak is on the volunteer committee which lines up student volunteers to serve as room hosts and young professionals for duties such as CEU monitors. During the conference, Paula will be among those who ensure that the volunteers are in place. Jon Oyanagi is Co-Chair of the exhibit hall, a major revenue producer for the Conference. This year's exhibit hall will feature more exhibitors than ever before. At the conference one will see Jon counting booths, checking in exhibitors and responding to last second inquiries. Dorothy Peterson has worked on the conference program committee. Her responsibility at the conference will be to track conference participants who are pursing CEU's. John VonDeLinde is a MRPA board member and will be a speaker at the Conference. John's session topic is the Parks Maintenance Management Plan. Staff is looking forward to this annual networking event. 3.*« EAA fall sports: Soccer and football are complete. Basketball has begun. The in-house program has 820 youth on 94 teams. Travel basketball has 10 teams; 101 youth. Gym space is at a premium. The program director reports that approximately 1,400 hours of gym time are required to run the program. The Association has voiced concern over the inability to secure adequate gym time at Rahn Elementary. 4.*« Staff will meet with Eagan Hockey representatives to discuss outdoor ice time in the near future. Numbers of participants are up, primarily at the younger age levels. Two special events will occur on outdoor ice this winter. A mite and squirt tournament will be held at Rahn Park on January 18. A goalie clinic will be held at Sky Hill Park, date yet to be determined. 5.*« Staff worked on committees for the recently held Dakota, Inc. Funfest. Dakota, Inc. has reported earnings of $26,000 from the event. 6.*< Clearwater Park will be available for skating this winter. The Department's speedskating program will again have appropriate space. This highly popular pleasure skating site is bound to be a beehive of activity for the community again this winter. 7.*<< The Eagan Stagedoor Performers remain on "hold". New energy from potential new board members has not emerged. Staff continues to monitor the situation for signs of stirring of activity. 8.* < The annual influenza immunization clinic was held on October 30. Eagan Seniors volunteer to staff the clinic. While a public health nurse from Dakota County administers the shots, the volunteers assist with filling out forms, collecting the $5.00 donation and rolling up sleeves! Sixty-four (64) people received shots at the Eagan Clinic, an increase compared to last year. 9.*<< Staff, while attending a recent Eagan Athletic Association meeting, has learned that the Rosemount Area Athletic Association placed flyers for its basketball program in Eagan elementary schools. Staff will follow through with a re-convening of the Facilities Committee in the event that the two associations are unable to work through this "territorial" question. The Facilities Committee negotiated an agreement two years ago which defined the areas of School District #196, in which each Association would market its programs. 10.*(( Design work for the Trapp Farm Park playground plaza continued to stay one step ahead of construction and installation of the play equipment. In addition, the play equipment, a plaza, is being incorporated into the layout. 11.* < At the December Commission meeting, travel soccer will be presenting their proposal to host a major soccer tournament in Eagan. Staff has met with the organizers to help map out fields, tournament needs, maintenance, etc. 12.*<< Staff has met with Eagan High School Athletic Director, Scott Larson, for the purpose of discussing the High Girls Region Softball Tournament in Eagan next Spring. 13.*<< "Green-side Up" is the phrase in use when you lay sod. However, department crews were having a hard time distinguishing what was green on Thursday, October 31st, when it snowed as the sodding project began at City Hall. 14.*<< Playground equipment in 1992 is projected to increase in costs by six (6) to seven (7%) percent. The department expects to have three playgrounds installed in 1992 - Bur Oaks, Wescott Station and Captain Dodd. 15.*<< About 100 hearty souls trekked through the snow-covered Thomas Lake Park Spook Trail on Halloween. The Eagan Jaycees and five community members volunteered their time to staff the trail in cold, snowy and wet conditions. In all, 15 volunteers helped. 16. * < The South of the River Soccer season ended October 20. Twelve teams participated. 17.*<< The Seven-Man Touch Football League ended play October 30. Eight teams participated. Two teams played in the State Tourney in Rochester. Team #4 finished second in the Class C Division. 18.*<< Twelve three-man and sixteen five-man basketball teams are registered for the 1991/1992 season. Three-man leagues begin play November 6 and five-man leagues play beginning November 13 and 14. Teams were turned away from three-man and Wednesday five-man leagues due to the limited gym time available from the schools. 19.* < Applications are being accepted now through November 29th for Winter Recreation Leaders. They will staff the warming shelters at the tubing hill and skating sites. A staff of 30 is needed to cover the season. *11/7/91 Council mtg, « 11/7/91 Commission mtg 48. MEMO TO: ADVISORY PARK, RECREATION AND NATURAL RESOURCES COMMISSION FROM: JOHN K. VONDELINDE, SUPERINTENDENT OF PARKS DATE: NOVEMBER 4, 1991 SUBJECT: PARKS MAINTENANCE/FORESTRY REPORT In the interest of keeping the Commission informed about the status of parks maintenance, operations, and forestry, staff have assembled this report on the major undertakings and accomplishments during the 1991 season. The report addresses both construction and maintenance activities in each of twelve different program areas. Though detailed, the report is not intended to be "all inclusive." Therefore, Commission members having questions about maintenance or forestry which extend beyond this report should feel free to bring them up at the November meeting. COMMUNITY FORESTRY • One of the major undertakings for the Forestry Department in 1991 was the preparation and planning of the annual Arbor Day programs. In April City Forester, Tom Schuster, visited the third grade classes in Eagan's seven elementary schools to involve the students in the annual poster drawing contest and Arbor Day program. And for the fourth consecutive year, First Bank Eagan financially assisted the city in this endeavor by underwriting the cost of the posters and seedlings distributed to the more than 800 third grade students. • On April 27th, the city held it's fifth annual Arbor Day program. The site of this year's celebration was Slaters Acres Park. Well over 70 volunteers participated in the program which included opening ceremonies by the Mayor and City Administrator, and the planting of nearly 100 trees and shrubs. A bus tour of city Commission members also had a chance to observe the "Tree City USA." dedication and announcement of the 1991 poster winner. • On May 4th the Forestry Department conducted the fifth annual Public Tree Sale. More than 750 trees were sold to the public in a period of four hours; about half of the 800 families applying for a tree were successful. • Other community landscaping projects undertaken by the Forestry Division in 1991 included: Carlson Lake Park, Northview planter box, Northview tennis courts, foundation/entry planting at Bridle Ridge Park, shrubbery bed installations at the Wescott Road Library, and Phase I landscaping of the Eagan Central Maintenance Facility. It should also be noted that several volunteer groups assisted with these landscape improvements. These included: Lutheran Brotherhood (Northview planter box), Dakota County Adult Restitution Program (Northview tennis courts), Eagan Garden Club (Library), and Eagle Scout Jason Mesorow (Bridle Ridge). • Other notable accomplishments in the Forestry Division in 1991 were the replacement of more than 100 dead trees and shrubs, installation of 200 saplings in the Patrick Eagan nursery expansion (recently acquired McCarthy parcel), and mulching of more than 2,000 trees and shrubs (through the assistance of the Adult Sentencing to Service Program). 47. ATHLETIC FIELDS • At the close of last years skating season construction was completed on four new sets of regulation size soccer goals. These goals were used at Ohmann Park during the 1991 soccer season. • Improvements were made to the dugouts on the Goat Hill major league baseball field. Gary Skogstad and Scott Eppen fabricated and installed new storage shelves and helmet racks; Alex Lammers and Don Buecksler completed the installation of aggregate pads and edges in front of the dugouts, and runways leading to the batting circle. This project solved erosion problems in the ballfield area and provided for a safer playing area for ball players. • A new batting tunnel was also assembled and put in use at the Goat Hill facility. The batting tunnel was purchased under a cooperative arrangement with the Eagan High School. • The two youth baseball infields at Northview Elementary School were expanded for school community use. The cost of this project, which exceeded $3,500 in material, was paid for exclusively by the school district. The majority of this work was completed by Steve Taylor and Dan Curtin. • Layout and striping of foul lines began in earnest during the month of April. An estimated 1,000 individual striping operations were conducted on the city's ballfields over a five month period. • Under a cooperative arrangement with Independent School District 191,12 new athletic benches were installed at the Cedar School and Rahn School playfields. • Field identification numbers were also added to the backstops on the school fields to make it easier for coaches to find the appropriate playing locations for youth baseball teams. • Four new athletic bleachers were assembled and installed adjacent to the ballfields at Rahn and Ohmann Parks, prior to the season opener. • In June the Department began a series of projects involving the installation of concrete pads under the bleacher sections at the city's athletic fields. Completed in 1991 were new pads on the Goat Hill minor league field, Rahn Athletic Fields # 1- 4, and Northview Park Fields # 5 and 6. In the spring new pads will be installed on fields # 7 and 8 at Northview Park concluding this project at the city's athletic sites. The majority of this work is begin undertaken by Park Maintenance worker Steve Hadden. • In August the Department secured the services of a county restitution worker who stained all of the 36 wooden athletic benches in the city's neighborhood parks. • The enclosure of softball field #2 at Rahn Athletic Park was completed under contract with Tennis West Inc. during the month of September. • Scheduled usage of baseball and softball fields at the city's three main athletic complexes climbed dramatically this year. This was largely due to full program usage by the Eagan High and Dakota Hills Middle School, and in increase in weekend tournaments (11) at Northview. When coupled with city league games, and outside reserved usage, fields were dragged, set up, and lined for over 2,215 softball games this past season. Using a conservative formula of one hour per game, and twelve players per team, this amounts to 53,160 player hours of recreation for softball alone. In addition, there were 245 scheduled baseball games at these athletic sites. It should be stressed that these figures are for only Goat Hill, Northview, and Rahn Athletic sites, and do not include all of the youth games played at neighborhood park sites. • And on a more "routine note," athletic field maintenance personnel performed a total of 4,200+ grooming operations on the city's ball diamonds this year - a dizzying fact! PLAYGROUNDS • In May construction began on a new playground at Ohmann Park. This project was assisted by the Twin Cities Tree Trust who installed the timber perimeter and resilient pearock surface. • In June, work was completed on construction of a new tot lot/playground at Carlson Lake Park. During the same month the Dakota County Summer Youth Restitution Program assisted with two other playground projects. These were the spreading of 50 yards of wood chips under the O'Leary Park playground and 30 yards of pearock under the Highview playground. The crew also stained the playground perimeter at Highview Park. • In August, Park Maintenance workers Alex Lammers, Paul Graham and Dn Buecksler completed installation of a new playground at the Downing Park/Oak Ridge School site on Johnny Cake Ridge Road. This was a collaborative project between the school district and the City of Eagan utilizing district financing and city personnel. • In mid-September construction began on the new playground at Trapp Farm Park. Unfortunately, extremely wet weather at the outset of the project hampered the initial setup and construction process. The project is now proceeding smoothly with most of the perimeter and playground equipment installed. In early November the crews will focus on completion of the boardwalk and seating areas around the playground equipment. • Monthly playground inspections began in March. In the past eight months, 264 individual inspections have been performed. Park Maintenance worker Don Buecksler has been the lead person in this program and will be receiving additional training on playground inspections, this fall, through the city's risk management consultant. GAME COURTS • Tennis nets were installed on the neighborhood courts on the week of April 1st. Warmer than average temperatures allowed the department to get an early start on this program. • From the period of April through mid-October slightly more than 500 individual tennis court and basketball court inspections were conducted. • With the assistance of the Twin Cities Tree Trust a new drainage tile system was placed within the Ohmann horseshoe court area. This area had been subject to wet conditions due to heavy soils and a perched water table. Maintenance workers Don Buecksler and Alex Lammers also completely removed and reset the horseshoe stakes to the appropriate height for league play. • Tennis nets were removed from all of the neighborhood courts in late October. Nets will remain up at Rahn and Northview Parks as long as favorable weather conditions exist (or until the snow and ice melts!) TRAILS • Sweeping of the city's 70+ miles of boulevard trails was undertaken in late March. Equipment used in this "dirty" job were two of the department's Groundsmaster units along with a new Case tractor outfitted with hydraulic power brooms. • Preparations got under way in late June for sealcoating of the city's boulevard and park trails. Cracksealing and patching operations were performed under a cooperative arrangement between the Park Maintenance and Street Maintenance Divisions. This was followed by the application of an asphalt sealcoat and granite chip surfacing material to nearly 10 miles of boulevard and park trails. • In July a concrete block retaining wall was installed along the newly laid blacktop trail adjacent to Wilderness Run Road and Trapp Farm Park. This work was done by maintenance workers Alex Lammers and Don Buecksler. • In September maintenance crews from the Streets and Parks Divisions installed a new trail connecting Pinewood Elementary School to the Autumn Ridge Addition. This trail easement was provided to the city under a developers agreement. • Two other trail related projects were also completed in the fall. These involved the installation of new signs along the Highline Trail from Rahn Park to Pilot Knob Road and the removal and reinstallation of a segment of bituminous trail on the east end of Mueller Farm Park (this particular trail was found to be partially situated on private property due to an error in the original staking of the trail alignment). WATER ACCESS FACILITIES • An observation deck/fishing dock was installed on the east end of Carlson Lake Park in late July/August. This project was undertaken by the Twin Cities Tree with some assistance provided by the park maintenance division. Following the construction process side slopes were regraded and seeded, and an erosion fiber blanket installed. Unfortunately, some erosion occurred along the side of the staircase due to heavy rains, but the situation was quickly corrected. While working at the site, the Tree Trust also helped with mulching of shrub beds and trees, and distribution of pearock under the new Carlson Lake playground. • Another valuable water access improvement was finished in August by the Adult Sentencing to Service program. This project involved the correction of an erosion/soil compaction problem at Fish Lake Park adjacent to the boat launch. Eroded soils were removed and a new edger installed. This was followed by backfilling with crushed granite next to the boat launch and across the dike separating Fish Lake and the treatment basin on the east end. • In early October the Utility Department installed a new catch basin and drainage pipe under the beach at Thomas Lake. This had been a site of continual erosion problems across the face of the beach and was an ongoing maintenance problem for the Parks Division. • Another October project was undertaken by a Boy Scout, Tim Snetting. Tim, along with several other scouts, sealed the DNR fishing pier at Fish Lake, in partial fulfillment of his Eagle Scout Award. The sealing operation will help to extend the life expectancy of the dock and allow for easier cleanup. PARKS SUPPORT FACILITIES • Under a cooperative arrangement with the Street Maintenance Division, sweeping of all parking lot and access roads was done following the winter season. • Similar to the trail sealcoating program, the Street and Park Maintenance Divisions also teamed up on the cracksealing and patching operations on the parking lots and access roads in the parks. This was followed by the sealcoating of approximately 3,925 square yards of bituminous surface at Meadowlands, Quarry, Sky Hill and South Oaks Parks. The project was concluded with the striping of parking stalls and handicapped symbols under a contract with Triple AAA Striping. • Eight new concrete waste receptacles and concrete pads were installed in various locations in the park system. Most of these were in newer neighborhood parks such as Heine Pond, Burr Oaks, Carlson Lake and Ohmann Parks. • It is estimated that in the 22 week period between May 1st and September 30th, more than 1,500 trash collection operations were conducted. Most of this material was hauled to the central container at the Maintenance Facility or to the dumpsters at Northview and Rahn Athletic Parks. • The parks recycling program - a joint effort between the Parks/Recreation Department and the city's Recycling Program, was very well received this year. Seventeen recycling containers were purchased with recycling program funds, and used this summer at Northview Park (14), Trapp Farm Park (2), and Thomas Lake Park (1). A total of 1,582 pounds of aluminum were recycled. • As in the past, arrangements were made through a local portable restroom distributor for the provision of satellite toilets in the parks. At the peak of operations, 18 units were in place in the parks in support of recreation programs and reserved facility usage. This portion of the budget continues to grow each year with estimated expenditures in 1991 of $4,300. PARK FURNISHINGS • New park identification signs were installed in 1991 at Burr Oaks South, Carlson Lake, Wescott Station, Captain Dodd, and Clearwater Parks. Additionally, park .trail access signs were installed at Trapp Farm Park (off of Trenton Trail) and on the west end of the Thomas Lake trail, adjacent to Thomas Lake Road. • Twelve new park benches were installed in Eagan's parks in 1991. Sites receiving new benches included Heine Pond, Ohmann, Thomas Lake and Northview Parks. • In June an adult court referred volunteer began work on the staining of all 66 park benches in the park system inventory. This program is scheduled on a bi-annual basis to ensure that park benches are well maintained, aesthetic, and have a longer life expectancy. Despite some delays in the project the work was finally completed by early October. • In an effort to increase usage, a new identification sign was installed adjacent to the canoe launch at O'Leary Park. S3. SHELTER BUILDINGS • Reservations at park pavilions and shelter buildings increased again this year, with 197 reservations from April 20 to October 13. These reservations accounted for over 15,000 park visitors. Trapp Farm pavilion had the most reservations, with a total of 89, followed by Thomas Lake with 66. It's interesting to note, however, that Thomas Lake had a larger average reservation size, with 94.4 people versus 84.7 at Trapp Farm. The remaining 42 reservations were at the sun shelters and the park shelter buildings. • In a program of ongoing improvements to the Rahn Shelter Building, new quarry tile, tectum ceiling panels, and light fixtures were added to the entrance foyer in January. Staff are now contemplating the addition of ceiling tiles and carpeting in the auxiliary room to enhance opportunities for Tiny Tots and recreation programming. • On Wednesday, May 22nd, the Northview Athletic Shelter Building sustained considerable damage as a result of a lighting strike. This effectively put the building out of operation for the balance of the season. Concession operations were shifted to the west building and accommodations were made for sanitary services through the provision of portable restrooms. Fortunately, field lights were back on within a week of the fire under a hurried arrangement with Peoples Electric Company. At the writing of this report the majority of the restorative work has been completed on the building and only a few punch list items remain. It is expected that the total cost of damages will far exceed $30,000. • Janitorial and maintenance services to the park buildings in 1991 was again provided under contract with Dakota Inc. and through city maintenance forces. Spring and fall cleaning of shelter building carpets was done under contract with a professional floor cleaning service. • Winterization of the park shelters at Rahn Athletic, Ohmann, Northview, Trapp Farm and Thomas Lake was completed in mid-October. TURF MANAGEMENT • Turf management continues to be the most time consuming aspect of park maintenance operations. And, among the various programs within the turf area, the mowing and trimming of parks, public grounds and boulevards is perhaps the most challenging. In. 1991, over 350 acres of turf was mowed and trimmed each week, between May 1st and October 15th. With the mowing program reaching capacity in 1990, the department was fortunate to acquire a new Toro 580D High Capacity Mower for the 1991 season. The 580D fully lived up to the city's expectations and proved to be the central workhorse in the mowing program, thanks to the efforts of Scott Eppen - the primary mower operator and route coordinator. In addition to the 580D the mowing program included a nine-gang reel mower (committed to irrigated athletic sites), two groundsmaster park routes, one boulevard route, and one evening/weekend route. At seasons end, a total of 7,319 acres of mowing and trimming had been completed; the equivalent of approximately 11.4 square miles of turfgrass! • Other turf management activities included: - Spring and fall broadleaf weed spraying on all park and public building areas. - Aerification of community and athletic parks in the spring and fall, and athletic parks in mid-. summer. - Fertilization of athletic sites (four times per year), community parks (three times per year), and neighborhood parks (two or three times per year). One notable change in the fertilization program was the use of no-phosphorus fertilizer for the fall application. - Seeding of pleasure rink areas in the spring months and soccer/athletic sites in the fall. - Fall topdressing on the infields at Goat Hill and the outfields at Carnelian, Kettle Park, Mueller Farm and Sky Hill Park ballfields, and soccer fields at Bridle Ridge and Quarry Parks. S¢.. • In addition to maintaining the city's park irrigation systems, maintenance workers Gary Skog;,tad and Scott Eppen assisted the Fire Department with installation of new systems at Fire Stations #1 and #3. • It should also be noted that the Parks Maintenance Division could not operate efficienctly without a fleet of well maintained equipment and vehicles. Special recognition must be given to Steve Taylor and Dan Curtin who continue to do an excellent job in keeping the department's equipment in tiptop condition throughout the year, aside from performing a myriad of other tasks in the parks maintenance operations. OTHER PROJECTS • On Wednesday, April 17th, Park and Recreation staff led by City Forester Tom Schuster conducted a burn of the Thomas Lake native prairie. This year's bum included the area inside the circular trail at Thomas Lake Park and two other fringe areas which included a strip of prairie between Evergreen and Thomas Lake Parks and the north shoreline of Thomas Lake. Approximately 40% of the prairie was left unburned in order to provide habitat to wildlife species and insects which co-exist with the prairie. • Maintenance staff assisted with preparations for the open house at the Caponi Sculpture Gardens in September. Help was offered with mowing and trimming, trails cleanup, and general maintenance of the grounds. • In late October, staff installed new sod around the parking lot at City Hall. Plans are now underway to implement perimeter and island plantings this fall, weather permitting. • Through the outstanding efforts of Assistant Weed Inspector LeRoy Berg, the city had an extremely successful weed eradication and sodding enforcement program in 1991. A total of 241 letters were sent to property owners concerning weed complaints. At the writing of this report, all but two lots have been brought into compliance with the city's weed ordinance. With regard to turf grass establishment on newly developed lots, a total of 75 informational notices were sent to property owners. Though most of these owners have until next spring to complete their sodding, 31 of the notices have already been complied with. In addition, all parties who received turf establishment notices in 1990 have complied with their 1991 completion dates. SKATING FACILITIES • Fabrication of a new portable hockey rink for Lexington Park got underway at the dose of last years skating season, in mid-February. The bulk of this project was done by maintenance workers Alex Lammers, Paul Graham, and Don Buecksler. The new rink will replace the original one built in the mid-1970's. It will be similar in design to Eagan's permanent rinks with rounded (tongue in grove) construction corners. The staining of the rink panels was completed by the county's youth restitution program on March 2nd. • In September the adult sentencing to service program stained and painted the temporary warming houses at Lexington and Woodhaven Parks. • With winter just around the comer, the Maintenance Division is now turning it's attention to preparations for the upcoming season. Among these activities include: - Preparation of rink maintenance equipment (sweepers and snowblowers) - Installation of plows on trucks - Inventory and distribution of warming house supplies - Delivery of portable trailers to Pilot Knob and Ridgediff Parks Lighting and fence installation at the Trapp Farm sledding hill Hockey rink repairs, and inspection of appurtenant lighting systems. A more complete report on the winter maintenance program will be given to the Commission at their December meeting. This concludes the 1991 Maintenance and Forestry Report for the Eagan Park and Recreation system. It is hoped that this report has given the Commission a better understanding of the scope of activities undertaken by the Department during the past season and has offered insights on strategies and elements involved in the overall maintenance program. As noted earlier, if Commission members have specific questions which go beyond the items highlighted above, they sh d feel free to bring them up at the November meeting or consult with the Superintendent of Pakrs on an indi ' ual basis. JohniK. VonDeLinde Superintendent of Parks JKV/nab 3park:parkcomm.309 S6. p11/12. PERSONS BY SEX BY AGE (UNIVERSE: PERSONS) AGE TOTAL MALE FEMALE TOTAL 47,409 23,499 23.910 UNDER 1 1,044 499 545 1 - 2 2.217 1.123 1.094 3 - 4 2,037 1.032 1.005 483 5 970 443 6 857 414 7 - 9 2.362 1,233 1.129 699 10 - 11 1 , 414 586 12 - 13 1,156 570 14 531 253 278 15 518 269 249 16 512 252 260 17 479 225 254 18 403 193 210 19 460 228 232 20 473 229 244 21 504 237 267 22 - 24 2.500 1.132 1.368 25 - 29 6,775 3,215 3,560 30 - 34 6.755 3,358 3.397 35 - 39 4.993 2.528 2,465 40 - 44 3,831 1.928 1.903 45 - 49 2,430 1,253 1.177 50 - 54 1.489 761 480 55 - 59 1.033 553 7 165 180 60 - 61 310 5 2 1 145 62 - 64 368 182 8 6 65 - 69 472 70 - 74 258 113 145 75 - 79 . 146 65 81 80 - 84 74 31 43 85+ 38 16 .22 S7-