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11/20/1995 - Advisory Parks & Recreation Commission AGENDA ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION EAGAN, MINNESOTA Monday, November 20, 1995 7:00 PM Eagan Municipal Center - Community Room A. 7:00 PM Regular Meeting B. Call to Order and Pledge of Allegiance 7:02 pm C. Approval of Agenda 7:03 pm D. Approval of Minutes of Regular Meeting of October 16, 1995 7:05 pm E. Visitors to be Heard 7:07 pm F. Department Happenings Page 3 7:10 pm G. Consent Agenda H. Development Proposals 1. Old Business (1) Mosquito Control Summary 7:15 pm J. New Business (1) 1996 ParklTrail Dedication Fees Pages 5-7 7:30 pm (2) 1996 Fees and Charges Pages 9-11 7:45 pm (3) 1996 Ballfield Allocation Pages 13-20 8:00 pm (4) Softball Outside Player Policy Pages 21-24 8:15 pm K. Parks Development Update 8:30 pm L. Water Resources Update (1) Fish Lake Drawdown Update 8:40 pm (2) Schwanz Lake CIP 8:50 pm M. Other Business and Reports (1) Holz Farm Update 9:00 pm (2) Caponi Art Park Update 9:10 pm (3) Oak Wilt/Dutch Elm Update Report Pages 25-29 9:20 pm (4) Tree Preservation Policy Discussion 9:35 pm N. Round Table 9:50 pm 0. Adjournment 10:00 pm The City of Eagan is committed to the policy that all persons have equal access to its programs, services, activities, facilities and employment without regard to race, color, creed, religion, national origin, sex, disability, age, marital status, sexual orientation or status with regard to public assistance. Auxiliary aids for disables persons wishing to participate are available upon request at least 96 hours in advance of the events. if a notice of less than 96 hours is received, the City will make every attempt to provide the aids. tl / MEMO - city of eagan DATE: NOVEMBER 16, 1995 TO: ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATION SUBJECT: NOVEMBER 20 COMMISSION MEETING WE'RE BACK AT CITY HALLII NOVEMBER'S MEETING WILL BE IN THE OLD COUNCIL CHAMBERS PARKING IS ON THE EAST SIDE OF THE MUNICIPAL CENTER Prior to the regularly scheduled meeting of the Advisory Commission, a workshop session has been scheduled to begin at 6:00 pm in the Municipal Center second floor conference rooms. This workshop will consist primarily of the continuation of the CIP review. If time permits and information is available, we may also touch on an upcoming development proposal by Rottlund Homes. The November agenda has several meaty issues for the Commission to review, discuss and make recommendations on. Following the approval of the agenda, October 16 minutes and Department Happenings we will move right into Old Business since there are no Consent or Development items. All four items under New Business will require discussion by the Commission with recommendations to the City Council or direction to staff on how to proceed with specific issues. Detailed reports are contained within the packet for these items. Verbal reports will be provided under Parks Development Update, Water Resources Update and the majority of Other Business and Reports. A written report is provided for the Oak Wilt/Dutch Elm Update. Although we only have an hour for the 6:00 pm workshop, we look forward to having everyone there so we can continue the CIP review. As usual, if you are unable to attend, please call the Parks and Recreation office at 681-4661 to let us know. Respectfully submitted, Ken Vraa Director of Parks and Recreation KV:cm Eagan Parks and Recreation October Department Happenings 1. Mr. Paul Watry has been hired to fill a vacant full time park maintenance position. Paul has spent time with the City of Apple Valley, Minnesota Conservation Corps, and most recently the DNR. His first day was November 6. 2. The closing date for applications to fill the position of Park Maintenance Supervisor was November 10. Interviews with selected candidates will be completed by the end of the month. 3. Sussel Corporation has secured a building permit for the maintenance building at the Lexington Diffley complex. Completion is expected by months end. Park crews will finish the interior and roof by spring. 4. In an attempt to reduce vandalism, a video surveillance system has been purchased., Installation in a park area is planned for late November or early December. 5. A maintenance plan for seven day-a-week rink maintenance has been developed and is being finalized. The plan would be implemented as of January 1, 1996. 6. The fall infield maintenance program has been suspended due to the prolonged period of cold. Completion is now expected in the spring. 7. Twin Cities Tree Trust is providing the City with a youth crew through the winter. They are scheduled to work on Saturdays as needed. Projects include wood splitting, trail brushing and clean up. 8. The fall fertilization, aeration and top dressing programs were completed just prior to the onset of "winter' weather. 9. A special thank you goes to the street department for their assistance in paving the park equipment outdoor storage area and the service drive and pathway at the Civic Arena. 10. Staff will be training on the new Logis registration system during the week after Thanksgiving. The system is user friendly, however, set up of the data base is new to staff's experience. 11. Winter recreation program planning is progressing. The winter brochure will be distributed in the community beginning December 6. Typical information includes the department's pre-school programs, outdoor skating facilities and activities and winter season special events. 12. Training for the use of Visa/MasterCard was held on November 16. The service will be on line for in- person, mail-in and telephone registrations this winter quarter. 13. Approximately 30 Eagan seniors attended a lunch gathering at the Cherokee Sirloin Room. That outing marked the final time the group would be 'homeless.' On December 13, the first seniors pot luck will be held in the new Community Room in the Municipal Center. 14. Staff attended the MRPA State Conference in St. Cloud November 1 through 3. Over 50 educational sessions were offered. The exhibit hall was again successfully and creatively organized by our own Jon Oyanagi. The conference is in Duluth in 1996. 15. Staff are settling in to the new office space in the Municipal Center. The spacious storage room is being organized to enable all boxes to be unpacked or stored logically for future reference. Parks maintenance staff will build the shelving. 16. The Eagan Hockey Association has provided its team count for the 1995-96 skating season. Overall, the organization will field only two more teams than a year ago. Outdoor practice ice time will remain stable. r2/happen city of eagan MEMO DATE: November 13, 1995. TO: Advisory Parks, Recreation and Natural Resources Commission FROM: Ken Vraa, Director of Parks and Recreation SUBJECT: Recommendation for 1996 Parks Dedication and Trails Dedication BACKGROUND The Advisory Parks, Recreation and Natural Resources Commission has annually made recommendations for parks and trails dedication to be effective on January 1 of the new year. Last year, the Advisory Commission was provided with an extensive background report of the dedications and made a recommendation for the 1995 rates which were approved by the City Council. The 1994 and 1995 rates are provided for this year's review. DISCUSSION There is an economic principal which simply states that the scarcer the product, the more likely the price will increase. This seems to be the case with property in Eagan as many of the last remaining large open land parcels are being purchased for development (ie - Carriage Hills, the Bieter Property, etc.). Eagan has seen major portions of its undeveloped property purchased at a significantly higher cost in order for development to occur. For example, Carriage Hills sold at a reported $4.5 million for 120 acres, which exceeds $36,000 per acre. In spite of a rather significant jump in the 4995 parks dedication fees, it appears that another increase is warranted given the significant land value increases. Recently, staff solicited quotations for both bituminous trail and concrete sidewalk construction. These resulted in significant increases over past costs which may be reflective of the busy economy and overabundance of work available for contractors. Nevertheless, this is the cost for trails construction. The increases of 15 to 20% make it obvious that trails dedication fees must also increase significantly. The recommendation to increase the trail width from 8' to 10' along major collector streets also creates an increase in cost. (Park Systems Plan, 1995.) Therefore, you will see a staff recommendation that suggests a significant increase in trails dedication for residential, but will hold the line on commercial and industrial property. REVIEW When comparing Eagan's trails and parks dedication for single family (totaling $1,075) it is still less than Lakeville, Plymouth and Chanhassen, and only slightly greater than that of Eden Prairie. Based on conversations with department staff, it is likely that Eden Prairie and Plymouth will be increasing their parks dedication fees for 1996 but not until sometime in the first quarter of the year. Advisory Parks, Recreation and Natural Resources Commission November 13, 1995 Page 2 Park dedication fees must also be defensible. As the Commission will recall from last year's review of the dedication ordinance, the fees are based on land values and the number of units per acre. Clearly, land values in Eagan have escalated tremendously and it may be that these park dedication fees could actually be slightly higher if it were not for the many influences that effect land pricing. Regardless, it appears that staffs recommendation is justifiable based on the land values and with comparables in other developing communities. OTHER COMMUNITIES Staff has contacted other growth communities in the metropolitan area to question what their 1995 parks dedication fees are. cltv Single Family Commercial/industrial Eden Prairie $945/Unit parks dedication $3,400/Acre parks dedication No trails dedication fee No trails dedication fee Plymouth $1,150/Unit parks dedication $3,800/Acre parks dedication No trails dedication fee No trails dedication fee Lakeville $900/Unit parks dedication 5% of current market value of property $225/Unit trails dedication as defined by Dakota County Assessor Chanhassen $900/Unit parks dedication $2,800/Acre parks dedication $300/Unit trails dedication $1,200/Acre trails dedication EAGAN 1995 1994 Housing Type Unit Charge Land Value Unit Charae Single Family $875.00 $20,400 $724.00 Duplex $791.00 $23,070 $640.00 Townhouse/Quad $723.00 $28,317 $572.00 Apartment/Multiple $726.00 $31,460 $575.00 Trails $105.00 $103.00 Industrial/Commercial $2,831/Acre Trails $880/Acre Advisory Parks, Recreation and Natural Resources Commission November 13, 1995 Page 3 PROPOSED 1996 DEDICATION FEES Housing Type Unit Charge Land Value Single Family $950.00 $21,850 Duplex $845.00 $24,645 Townhouse/Quad $800.00 $31,325 Apartment/Multiple $775.00 $33,580 Trails $150.00 Industrial/Commercial $3,000/Acre Trails $880/Acre FOR COMMISSION REVIEW AND ACTION To review staffs proposed 1996 dedication recommendations and make the necessary recommendation to the City Council for implementation on January 1, 1996. r2lkv1113 - city of eagan MEMO DATE: NOVEMBER 9, 1995 TO: ADVISORY PARKS, RECREATION AND NATURAL RESOURCE COMMISSION FROM: DOROTHY PETERSON, SUPERINTENDENT OF RECREATION SUBJECT: FEES AND CHARGES Background The Commission is annually asked to review the fees charged for private use of public park facilities and recreation equipment. Non-resident fees were adopted as a category for the first time in 1995. The Department's experience was one softball tournament with non-resident sponsors and 25 shelter building/pavilion non-resident reservations out of a total of 173 reservations. Proposed fees and charges for 1996 Staff proposes that the Community Room Category be deleted from the attached list of fees. The recently approved Community Room Policy and Categories of fees covers this reservation activity. Staff further proposes no increase in levels of fees and charges for 1996. Revenue in 1995 has exceeded projections for athletic facility usage and is near anticipated levels for shelter buildings and pavilions. One new facet is presented for the Commission's review. The City must pay sales tax on the gross revenue generated by picnic kit rentals and ball fields and shelter building/pavilion reservations. Staff proposes that. the sales tax be added to the fees at the time of the reservation. Issues • The primary issue is whether the City should administer the sales tax at "point of sale" or continue to pay the state sales tax on gross revenue. • 501 3C Organizations, sales tax exempt groups, would be required to submit their IRS forms to the City to ensure appropriate documentation of exempt status. November 9, 1995 APRNRC Memo Page two Discussion The fees charged for use of park facilities have been set at a level to recover maintenance costs incidental to a facility reservation. Fees generated by picnic kit usage are off set by equipment replacement costs. Currently, the sales tax is being paid on the gross revenue generated from facility reservations. Inquiry with neighboring cities reveals that this is standard practice, except at ice arena. If the intent of the fees is to recover direct costs, however, should not the sales tax be added at the point of sale? The primary tax exempt organization utilizing park facilities is the Eagan Athletic Association. Other groups such as churches, scouts and others would be asked to provide the appropriate documentation at the time that payment is made. For Commission Action The Commission is asked to approve or deny a recommendation to the City Council that the sales tax on facility and recreation equipment reservations be administered at point of sale to all except documented exempt organizations. cs511-0msmo.dp /a . PARKS AND RECREATION FEE TYPE 1996 FEE Parkland Dedication Single Family $857.00 Duplex 791.00 Townhouses/Quad 723.00 Apartments/Multiple 726.00 Commercial and Industrial .065/S. F. $2,831./Acre Trailway Dedication $105./Unit 880./Acre Residents Non-Residents Park Fees Picnic Kit 3.00/7.00(2) 3.00/7.00(2) Trapp Farm & Thomas Lake Pavilions - Per Day 95.001(2) 115.000x2) Per 1/2 Day 65.000)(2) 85.00(1)(2) Enclosed Shelter Buildings - Day 95.000x2) 115.000x2) 1 /2 Day 65.001(2) 85.001(2) Open Shelters - Per Day 30.00(2) 50.00(2) Extra Picnic Tables - Per Day 25.00(2) 25.00(2) (maximum of 6) thletic Facilities/Shelters Fields - Per Field/Per Day 55.000x2) 75.001(2) Lights (if required) - Tournaments Per Field/Hr 30.000)(2) 30.00(1) Building Cleaning - Per Day 55.000)(2) 55.00(1) Restrooms/Bases/Field Chalking Per Reservation .30.00(2) 50.00(2) Chuckwagon Grill 30.00(2) 50.00(2) Canopy - Per Day 55.00(2) 75.00(2) Maint. Fee-Travel Baseball-Youth/Team $65.00 Adult/Team (6-9 games) 165.00(2) Adult/Team (10+ games) 315.00(2) Travel Soccer/Hockey-Travel Team 65.00 Concession Permit (maximum of 3) 215.00 Community Rooms Events $55.00 delete Profit and Fund Raising 110.00 delete Trapp Farm Reserved Tubing Facility 1 - 25 People 25.00/hr0?(2) 26 - 100 People 25.00/hr(l)(2) plus 1.00/person/hr over 25 people (1) Requires Damage Deposit of $150.00 (2) Requires addition of 6.5% sales tax cssn rees.a, _ city of eagan MEMO DATE: November 6, 1995 TO: Advisory Parks, Recreation and Natural Resource Commission FROM: 3Dorothy Peterson, Superintendent of Recreation SUBJECT: Ball Field Allocations for 1996 Background Staff has annually informed the Commission concerning the levels of use of ball fields in the City. The reports typically cover the Department's adult softball program and the Eagan Athletic Association baseball and softball activities. In 1996 several significant changes will provide both challenges and opportunities. Staff wishes to share preliminary plans for field allocation with the Commission. Attached to this memorandum is the larger athletic field information piece utilized by the Recreation Sub-Committee to study athletic facility needs. Lexinaton/Difftey Athletic Fields Six softball fields will come on line in the spring of 1996. This major complex was planned and developed to enable the City to meet the needs and demands of the adult softball program. Coupled with the softball fields at Northview Athletic, the opportunity now exists for the Department to encourage participation. Many leagues have been held to a no growth mode for the past three years due to the lack of field space. The Lexington Diffley Athletic Complex, according to the Parks Master Plan, is the final adult softball complex planned for the City. Rahn Athletic Fields Adult softball will no longer require the use of this facility. It is anticipated that Rahn Athletic will be allocated to youth programs, based on the overall picture of needs. Unisys Complex The EAA in-house softball program was the most recent Unisys Complex user. The complex will no longer be available to the community in 1996. The loss of this 4 field facility will have tremendous impact on youth programs that are already short of field space. /3. Page two APRNRC Nov 6, 1995 New Ball Fields In 1996 Red Pine Elementary: 2 ball fields Black Hawk Middle School: I ball field, 2 - 83' base path baseball fields The net effect is: lose 4 ball fields at Unisys, gain 3 for a -1 position. The 2 - 83' base path baseball fields are suitable for a small age group population in 7th & 8th grade. The Commission should be aware that no additional ball fields are in planning or construction stages. The "new" space becoming available in 1996 will be full immediately. Serious shortfalls of ball field space continue to face the Department. Proposed allocation of "new" field space for youth programs Rahn Athletic: Field #1 - continue to assign to travel baseball Field #2 - travel softball Field #3 - in-house softball Field #4 - travel baseball Red Pine Elementary: In-house softball and/or baseball Black Hawk Middle School: Ball field - in-house softball 2 Baseball - in-house baseball In Addition: Dakota Hills Middle School: Field #1; travel baseball This allocation of field space allows for. • In-house softball is likely to continue to grow. Rapid growth began three years behind baseball. EAA softball directors anticipate continued new interest. • Allocation of available field space basically maintains the status quo. Over use of a facility such as the Goat Hill minor field is alleviated, however no "relief' can be provided for in-house programs, particularly at the youngest age levels. • Levels of adult softball participation are important to the Department's revenue position. Maximizing adult participation should be encouraged. For Commission Action The purpose of this memorandum is to inform the Commission and generate discussion. The concerns addressed here will reappear during discussions of the CIP. No action is required at this time. n5N 14krortw.dp MEMO - city of eagan DATE: October 25, 1995 TO: Recreation Sub-Committee FROM: Dorothy Peterson, Superintendent of Recreation SUBJECT: Athletic Facility Needs Background The Recreation Sub-Committee has been assigned the task to review athletic facility needs in the community. Recommendations made to the Advisory Parks, Recreation and Natural Resource Commission should be made with the 5 year CIP and future bond referendum in mind. Issues 'Growth/stability of adult athletic participation 'Growth/stability of youth athletic participation -Facilities sized to age level needs -Facilities on line for 1996 -Adult/youth facilities -Short falls -New facility needs -Timing Data 1995 2000 sport 1994 1995 Projected Projected Adult Softball 218 teams 213 teams 222 254 EAA In-house Baseball 2,099 players 2,087 players 2,300 2,700 EAA Travel Baseball 150 players 175 players 162 190 Independent Baseball 4 teams 6 teams 4 5 EAA In-house Softball 1,080 teams 1,106 players 1,029 1,203 EAA Travel Softball 112 players 126 players 138 161 EAA Football 247 players 285 players No Projections Soccer Spring Bantam 351 436 510 Fall Bantam 590 742 868 Spring In-house 150 941 No Projections Fall In-house 650 1,250 est. 728 852 Travel 527 394 460 Hockey 465 480 580 EAA Soccer has organized and reorganized in configurations different from that found in the Parks Master plan. AI" Page 2 Fields 1995 1996 Sports it School Total City School Total Adult Softball 11 0 11 14 0 14 EAA In-house baseball 90' 0 3 3 0 3 3 EAA In-house baseball 83' 0 3 1/2 3 1/2 0 5 5 (Black Hawk MS) EAA In-house baseball 14 12 26 15 12 27 (Red Pine) EAA Travel baseball 90' 1 0 1 1 0 1 EAA Travel baseball 83' 1/2 1/2 0 1 1 EAA Travel baseball 75' 1 0 1 2 0 2 (Rahn Athletic) Independent baseball 90' 1 1 2 0 1 1 Adult Baseball 90' 1 0 1 1 0 1 EAA In-house softball 5 9 18 (4 Unisys) 7 10 17 (+Red Pine, BHMS, Rahn Athletic)(-Unisys) EAA Travel softball 1/2 2 2 1/2 1 2 3 (Rahn Athletic) EAA Football 2 3 5 2 4 6 EAA spring bantam soccer 6 0 6 (BCBS) 6 1 7 (+T.L. Elem) EAA fall bantam soccer 10 0 10 (6 BCBS) 11 1 12 EAA spring travel & in-house soccer 240'x150' 6 1 7 6 1 7 EAA spring travel 300'x325' 2 0 2 2 0 2 EAA fall travel & in-house soccer 240'x150' 8 1 9 (1 school 11 1 12 (+3, Lex/Dit) not used) EAA fall travel soccer 300)(225' 2 4 6 (4 school 3 4 7 (+1 Lex/Dit) not used) EHA Hockey 6 0 6 6 0 .6 Discussion Adult Softball: Participant numbers have been fairly stable for the past several years. Women's league participation has declined from a high of 32 teams 5 or 6 years ago to the current 233 teams. Co- recreational teams have increased the most. For several years the Department has not been able to encourage new teams. Because of uncertainty whether field space would be available, an unknown number of teams would arrange to play elsewhere rather than wait to learn whether they could be accommodated in Eagan. A recent approach has been again made by West Publishing to play on Eagan fields. West currently has over 20 mens teams and another 6 or 8 womens teams. With Lexington Diffley coming on line, the opportunity to enhance league play and welcome new teams to participate is available to the Department. Page 3 Utilizing the current practice of 3 games per night on a righted field and 2 games on unlit fields; 320 teams can be accommodated M-F. Sunday evening or late afternoon games on weekdays would add to that number. Double header schedules would reduce the number of teams. Of the 14 fields available for adult play beginning in 1996, 4 are lighted and the remaining 10 are not. Timing of the lighting of additional fields based growth In adult softball and competing priorities Is to be considered as a component of the City's athletic field needs. Baseball Provision of facilities for baseball is a cooperative endeavor between the City and school districts. Maintenance agreements have been formulated and field reservations have been consolidated with the City to enable access to fields and proper maintenance to flow together. It is appropriate that school facilities be identified as a contributor to the whole picture. Baseball is a sport in which fields need to be sized to the age group assigned to the space. Youth ages 14 years and older and adults require a field with 90' base distance, a mound with 60' pitching distance. Eagan High School, Goat Hill Park and Rahn Athletic fields offer this size of field. Middle school age youth, primarily 13 year olds, play on fields with specification that base distance be 83'. A mound with a 56' pitching distance is required. The two school district 196 middle schools provide 6 fields with these dimensions. Metro wide baseball field specifications for 12 year olds suggest 75' base paths and a mound with a 52' pitching distance. Goat Hill Park provides one field of this size. All younger age groups can be accommodated on a ball field, aglime infield, no mound and base distances varying from 50-65 feet. Elementary school and neighborhood park ball fields provide facilities of this nature. EAA in-house baseball numbers of participants has been stable over the past two years. The current "bulge" so to speak is at the Squirt (2nd & 3rd grade - 44 teams) and Minors (5th & 6th grade levels - 34 teams). The older age levels, requiring special dimension fields have been increasing by 2-4 teams annually for the last three years. EAA travel baseball fielded 13 teams in 1995; 4 teams required 90' base distance, 3 required 83' base paths, 2 required 75' bases and 4 required 65' bases. In addition, 3 independent youth baseball, requiring 90' base paths and 3 adult baseball teams required field space in 1995. Baseball field space is at near saturation. One 90' field at Eagan High School Is held out of use because it is configured so that foul balls endanger spectators on softball field #5 at Northview Park. Discussion with the school district informs the Department that the school does not need the field; the City may move the back stop If it so desired. funds to do so are not readily available at this time. The typical standard the Department has used to determine field saturation is 4 teams per field. This allows play M-F with some practice time; so important to youth programs. /1. Page 4 1996 baseball field capacity then is: Field size # of fields Ca°acity 90' 6 fields 24 teams Currently have 23 teams 83' 6 fields 24 teams Currently have 22 teams 75' 1 field 4 teams Currently have 2 teams (Due to lack of field space, 4 additional teams use the 75) Schoolneighborhood fields 27 108 teams Currently have 110 teams (One new field at Red Pine Elementary) The Recreation Sub-Committee should address: • The appropriateness of the 4 teams per field standard • Compare the Parks Master Plan standard to the current field count and consider the impact of the various base path distances (Pages 4-18 & 4-19) • Consider the impact of playing games 6 days a week on fields, maintenance and families • Identify future baseball field needs Youth Softball As with baseball, facilities utilized by youth softball are a combination of City and school fields. In addition, youth softball had access to the four Unisys fields. It is anticipated that the Unisys fields will be unavailable in 1996. Youth softball fields have fewer requirements compared to baseball. An aglime infield that accommodates base distances varying from 45' to 65' is appropriate for all age levels. In-house softball numbers of participants continue to grow. Participants exceeded projections for 1995 and likely will reach projections for the year 2000 by the year 1997. Travel softball has held the One at 9 teams for two years due to lack of field space. The sport is in a position to expand to 12 teams, interest wise, provided that field space becomes available. 1996 field capacity for youth softball is: of elds Field capacity Travel fields 3 12 teams Currently have 9 teams School/neighborhood 17 68 teams Currently have 91 teams The school/neighborhood field count removes Unisys, adds one field at Red Pine Elementary, one at Black Hawk Middle School and one at Rahn Athletic. Youth softball faces one less field in 1996 compared to 1995. Youth softball survives by playing games six days a week and at the youngest age groups utilizes 7 "fields" at the Cedar School site. In reality only 4 fields are on that site. Page 5 Aspects to be considered include: • Upgrading of one ball field at Downing Park • The status of Wescott Station Park ball field use • Continued use of the Pilot Knob Elementary ball field by the Mendota Athletic Association, Eagan youth comprise 7% of MAA participants • continued provision of field space at Sky Hill park for adult Knights of Columbus and Burnet Realty teams. • Consider the timing and how to provide facilities for a growing program that is already 6 fields short. Football The Parks Master Plan suggests one football field for 20,000 population; best provided at schools or community athletic fields. The City has not developed a facility identified as football. The Department has created football field markings at Goat Hill and Clearwater parks to take advantage of field lights. School district facilities at Eagan High School, the two middle schools and Northview Elementary provide 4 fields used by football. Youth football has grown to 15 teams. The sport began with seven teams in 1991. Aspects to be considered are: • Should a lighted football facility be provided to relieve the Goat Hill major baseball field from the wear and tear of football. • Should football be provided as over lays as need be. Soccer Similar to baseball, facility requirements for soccer vary by age group. Youth ages 13 through adults require "full size" fields which are a minimum of 300 feet long, preferably 360 feet, and 180' to 225' wide. Youth ages 9 through 12 utilize a field 240' long by 150' wide. Children eight and under play on a field typically 180' long by 120' wide. Additionally, soccer is played in a spring/summer season and a fall season. Facilities for the spring/summer season must be on fields that are free standing, that is overlays on baseball or softball fields are not feasible unless those facilities are in surplus. The most encouraging aspect of providing field space for soccer is, provided that "free standing" facilities are large enough to create full sized fields, needs for younger age groups can be accommodated on that space. That is, fields are worked according to needs. Eagan High School and the two school district 196 middle schools provide 4 to 5 full sized soccer fields in the fall. The community program EAA requires smaller fields. Over all then, in the City in the fall, there is a surplus of large soccer fields. EAA currently offers fall soccer to youth in grades K-6. The largest fields required are 240' by 150'. participation in 1995 is somewhat below projection. Page 6 Blue Cross Blue Shield property is used to provide 6 bantam soccer fields. This use agreement has been in place for 20 years. Blue Cross/Blue Shield reserves the right to rescind the agreement at any time. The Commission may wish to consider. • The impact of Lexington/Diffley on soccer facilities • The impact on Bridle Ridge, Mueller Farm and Quarry Parks soccer fields which are used from May through October. The usage Is typically 5 days each week. • If by the year 2000, 1,720 youth grades K-6 play soccer; if each team has 15 players the result is 114 teams. If the standard is 4 teams per field; 28 fields are needed. Nineteen fields would be required if the standard is raised to 6 teams per field. All 19 fields would be utilized 6 days a week. • During the fall season soccer overlays can fulfil needs. What are realistic spring/summer needs. • How does adult soccer play impact field space. Hockey One anticipated impact of the Civic Arena is increased participation in the youth hockey program. The Civic Arena will not be able to accommodate all practice ice time for the youth program. Current Department practice for outdoor ice time is to program youth practice at sites that have two hockey rinks. One rink is reserved for neighborhood use. A site not heavily used by the neighborhood may be assigned to youth hockey even if it has only one rink. Six outdoor hockey rinks are available for use by youth hockey. 1995 participant numbers are not finalized. The Recreation Sub-Committee may wish to consider. • The Parks Master Plan standard of I outdoor rink per 3000 people. • The impact of the Civic Arena • Priority of the provision of additional outdoor ice hockey rinks/skating sites. For Committee/Commission Review. • To prioritize athletic field needs and consider approaches to meeting the financial needs. a5mdnssdadp - city of eagan MEMO DATE: November 14, 1995 TO: Ken Vraa, Director of Parks and Recreation FROM: Jon Oyanagi, Recreation Supervisor SUBJECT: "Outside" Player Policy for Adult Softball This memo is written to inform the Advisory Parks, Recreation and Natural Resources Commission and the City Council of a proposed policy change requested by the Adult Softball League Leadership Committee. Requested Action The Adult Softball League Leadership Committee requests: That the "outside" player limitations and fees be changed so that teams in all men's and co-rec divisions be allowed to roster up to seven (7) players that do not live or work full- time within the boundaries as set for each division. It is proposed that an "outside" player fee of $10 per player be assessed. If an "outside" team is admitted, they would be charged $10 per player up to 20 players. Background The current policy allows up to five (5) "outside" or non-resident players at a fee of $25 per player. This was instituted in 1992. Prior to that, teams were allowed up to three(3) players at no fee. The change came about from a request to expand the number of allowable outside players in order to form more competitive teams, keep teams together that have had players move to another community, make it easier for teams to form, and assist with keeping friends together when forming teams. The Women's division has expanded boundaries to include all cities surrounding Eagan. The outside player limit is three (3) with no fee. The Men's 35/40 and Over divisions have boundaries that include the seven cities "south of the river." These teams are allowed up to five "outside" players at $25 each. The Men's, Corporate and Co-Rec divisions have boundaries of Eagan and Mendota Heights. From one (1) to five (5) "outside" players may be rostered at a fee of $25 per player. The registration procedure gives priority to returning teams meeting eligibility requirements; then to new teams meeting eligibility and then to outside teams. Except for the Women's division, all available team spots are gone before any outside teams can register. An average of $5,000 has been collected from "outside" player fees in each of the last four years. In 1995, 65 out of 213 teams had outside players, representing approximately 160 players. (There are about 2,800 players in the adult league) The number of teams seems to have plateaued In recent years. 1989 1990 1991 1992 1993 1994 1995 174 197 206 218 200 216 213 Here Is a sampling of "outside player" Omits and fees from a 1994 survey of other communities: jy # of Teams 1995 Policy Apple Valley 152 51% must live/work. $75/team if not. Blaine 69 $20 player up to $120 Burnsville 207 Priority to 51% live/work. No fee. Champlin 163 $75 for 1-5 non-res. $150 6+ Fridley 86 $10 - $50/team Inver Grove Heights 93 $20 player up to $200 Lakeville 61 Up to 4 non-res. at no fee Mounds View 76 $10 non-res. fee. $50 conduct fee Plymouth 167 $50 for 1-4 non-res. $100 5+ Robbinsdale 61 $15 per non.res Rosemount 86 50% five/work. $75 if less Savage 71 No fee Issues There are two distinct issues relating to the policy. The first is the request to broaden the number of allowable "outside" players. The second issue is the request to reduce the fee attached to the policy. The limit of seven players allows teams to form and maintain a solid nucleus. Each year teams are "lost" as they disband because key members move away from Eagan or change jobs. Generally speaking, players are in their twenties or thirties when moves and job changes tend to occur more frequently. Society is becoming more fluid and this impacts all areas of living. There Is no way of knowing how many teams have not registered in the past. The few teams turned away each year typically want the Tuesday or Wednesday C and D leagues which are regularly filled. Other teams request the registration information but decide not to submit their entry due to the "outside" player policy. Callers are also told of the policy before mailing out the information and decline after learning of the limitations. The goal of the adult softball program is to create quality leagues in which teams enjoy participating. By maximizing the use of facilities teams are given a plentiful number of games against equal competition. Filling out leagues where odd numbers of teams exist helps maximize use of the facilities and provides for a smoother schedule. The addition of the six fields at Lexington-Diffley Athletic site creates three additional fields to handle growth for the next few years. This opportunity allows the program to add games to existing schedules as well as accommodating more teams. The preliminary schedule shows enough room for approximately 250 teams in 1996. Remember that most teams want to play as many games in a season as possible. Whenever doubleheaders are played, however, fewer teams are able to participate. The last time fields were added was in 1990 when three fields were added at Northview Athletic. At that time the priority was to add teams rather than add games. Team numbers took the largest jump at that point. The current opportunity allows for both teams and games to be added. 2 o~oZ , Up until now, the Department has been able to dictate how many teams and games will be scheduled. The demand was greater than the supply. There is a shift towards a more equal demand/supply ratio. The change In the "outside" player policy will allow a proactive response that will maximize participation. Until lights are added to Lexington-Diffley, there will be a close relationship between demand and supply. Full leagues along with local, state and national tournaments provide additional economic impact with the City. The number of "outside" players increasing from five to seven creates more opportunity while maintaining the "Eagan" flavor to all teams. Those cities using a percentage are open for abuse. Most teams consist of twelve regular players. The roster maximum is twenty. Technically, a team could have nine "outside" players, three resident players and eight names from the local phone book. On paper this maintains a greater percentage of local players but nine of ten players on the field might not live or work within the City. The second issue is in regards to lowering the fee. Other cities fees imposed have a set rate'for I to 4 players and another rate for 5 plus players. There is not a priority registration system for those cities. This system also encourages having the higher number of outside players according to the fee. A blanket fee is a much easier administrative policy but again it encourages the maximum number of outside players. The second issue concerns the actual fee. The survey of other cities shows a variety of schemes ranging from $0 to $200. The request of the League Leadership Committee Is for a fee of $10 per player. The lower fee is suggested as a result of feedback from teams requesting more outside players and a more reasonable fee. They want a fee that contributes a fair share but does not discourage participation. Will the reduction of the fee be lost revenue? Taking the 1995 numbers, $4,000 was collected from 160 players. $4,000 collected in 1995 -1.600 collected in 1996 $2,400 The difference could be made up for with the $135 collected per team which goes towards administration and maintenance. It is already known that 21 teams from West Publishing will be added to Thursday evening. These 21 new teams equal $2,835 additional revenue. If teams rely on more outside players and the influx of new teams creates growth then the revenue generated will definitely exceed what may have been collected using the existing policy. Summary/Conclusion The proposal to alter the policy for "outside" players in the Eagan adult softball program comes at a time when additional fields are coming on One and at the request of existing teams and the League Leadership Committee. To create hurdles to participation seems questionable at a time when maximizing participation is important. The new fields at Lexington-Diffley will mark the beginning of a new era for athletics in Eagan. When lit, the site will be allowing the program to reach its full potential. 3 Staff recommends adoption of the policy change for several reasons: 1. The fee is much more reasonable, equitable and collectable. 2. Allowing up to seven "outside" players keeps teams together, brings in new teams, and creates a more open invitation to participate. 3. Maximizing the number of teams helps the formation of competitive leagues. Teams of "like" ability in the same league make competition more enjoyable and encourages return business. 4. Allowing up to seven players instead of a percentage maintains the Eagan flavor to each team. 51% could technically mean that nine of twenty rostered players are "outsiders". A team of twelve players could have nine outsiders, three Eagan players and eight names from the Eagan phone book. The policy still strongly encourages live/work players and discourages large numbers of "outside" players. 5. Many teams have been requesting a lower fee or elimination of the fee and a relaxing of the number of players allowed. Both returning teams and new teams. 6. With the ability to expand the program, the revenue difference from a change in fees will be imperceptible due to the increase in teams and increase in paid "outside" players. It is already known that 21 teams from West Publishing will be new to our program in 1996. At 1995 rates that equals $2,800 more net revenue than expected for 1996. 7. Keeping fees reasonable is important for teams paying their own way and for teams looking for sponsorship money. The large up front costs can be a barrier for some teams. Additional fees create an even bigger barrier to participation. Action To Be Considered To allow, deny or recommend an alternative to the request from the Adult Softball League Leadership Committee for revising the "outside" player policy. The request can be broken down into two parts. The first part dealing with the number or percentage of allowable "outside" players. The second part establishing a fee or elimination of a fee. ps/oubide,.jo 4 MEMO TO: Advisory Parks, Recreation, and Natural Resource Commission FROM: Greg Hove, Supervisor of Forestry Eric Olson, Tree Inspector DATE: November 3, 1995 SUBJECT: 1995 Shade Tree Disease Program Status The purpose of this memorandum is to update the commission on the status of Eagan's Shade Tree Disease Control Program. Background The Shade Tree Disease Control Program began in the late 1970's as part of a state program to limit losses to Dutch elm disease. In recent years, an increase in the presence of oak wilt has made the city aware of how important and vulnerable the trees around us are. Since 1993, the city has employed a full time seasonal tree inspector certified by the state to identify trees dying or killed by these infections diseases. The tree inspector conducts visual surveys throughout the season as well as answering calls from concerned property owners. In 1995 alone, the tree inspector responded to over 250 calls from Eagan residents. Many people call to find out what is wrong with a particular tree, and the tree inspector advises on everything from plant selection to insect control. Disease Control Proms The cornerstones of a successful shade tree disease program are prevention (through education), identification of infected trees, and sanitation (removal of and disposal of infected trees). The tree inspector locates diseased trees, marks and records them, and notifies property owners that their tree requires removal. This practice is applied to both public and private properties. Figure 1, titled 1995 Disease Control Program, summarizes the number of diseased oak and elm trees identified during the 1995 season. (See Attached Figure 1) as- 1995 Shade Tree Disease Program Status Page 2 Trends in Oak Wilt Oak wilt often occurs in stands of oak trees which are joined underground by root grafts. Unless these root grafts are separated, the disease spreads to neighboring trees. Any occurrence of oak wilt is named an infection center. In cases described above, losses may be spread out over a number of years. The table below illustrates this by breaking down 1995 active oak wilt infection centers by the year in which the center first began. Eagan's Shade Tree Disease Control Program 1995 Active Oak Wilt Infection Centers # of Infection # of Trees Centers Killed Detected 1995 68 125 Infected during 1995 47 70 Infected before 1995* 21 55 Detected 1994 27 71 Detected 1993 6 13 Total Active Oak Wilt Sites 104 214 * Sites first located in 1995 with neighboring dead oaks were created before 1995, but it is impossible to state exactly when they were created. It is important to note that "old" infection centers, sites which began before 1995, accounted for 54% of the total infection centers but were the source of nearly 70% of total oak tree losses. Infection centers created before 1995 but not located until this year were likely the source of oak wilt spores which created new sites this year. Trends in Dutch Elm Disease The Dutch elm disease (DED) program is considered a suppression program because it is impossible to eliminate all sources of DED and because each DED source can affect many more trees in a treat area. The goal of the program is to locate and eliminate as many sources as possible to limit the number of trees lost each year. Without doing this, the r 1995 Shade Tree Disease Program Status Page 3 disease would rapidly become epidemic and potentially kill thousands of trees over a number of years. Attached Figure 2 illustrates the recorded number of elms removed for the past three years. Conclusions This year's Dutch elm disease program was the most active in recent history. Continued vigilance will reduce the number of losses in years to come and increase the age and size of the elm population in Eagan. The result is a greener, more forested city. The Oak wilt losses may continue to increase for several years as the number of infection centers builds. Through the State and Federal oak wilt program, cost share money will likely be available next year to subsidize control and sanitation. Trends in government spending may influence the longevity of the State and Federal program, and the city may be prudent to begin evaluating methods to hasten the containment of oak wilt while grant money is still available. Currently, there are over three oak wilt infection centers per square mile. To reduce this number, more vibratory plowing is needed to contain oak wilt's spread. A major deterrent to property owners with oak wilt infections requiring vibratory plowing is the expense of the control procedures. The majority of sites cost around $400 to plow and around $100 per tree for sanitation. In the most volatile cases, however, multiple plow lines are needed and many trees may require removal. The cost of the procedures in these cases can shoot upwards of $1,000 or $2,000. Even with the State and Federal program the homeowner is left with a large financial burden. In these cases a homeowner may decide not to vibratory plow due to the expense. This will lead to significant ongoing tree loss in the future. The city may wish to assist homeowners in situations such as this. If the result is a reduction in the number of trees lost and faster containment of the disease, then the money may be well spent. Gregg H e, Supervisor of Forestry :Pip i:440wpblson.311 Figure 1 1.995 Disease Control Program Private 319 Private Xxx 189 ji i Public Public 81 Oak Wilt -Total: 214 Dutch Elm Disease - Total: 400 Disease Figure 2 Elms Identified for Removal NUMBER OF ELMS 500 400 h i:. x:::1:.:1 . f ?'.I::f:.:, r::f'.'':. 400.. } 300 2 35 lr.. 200 n:tv; -::.4 •r. t.$v r:•T:.Y:::}'$$:`::<::p$:i::i5:::`S$:i{•: :i: n•::. n:::: - :r T:l:. r.:w; r!4:?{4TT::?$TT;•: 4; f• v1.... . S<~fY xv.Kv::Y4inv-- :i:kk: nv . x....... r........ .TTY.?4}:>.•}: 100 .............:::•}:•}:.T r..v. .v:.v:::.v:. v: •:::::.f: fn{•}::: r.}:::::::::: 'ry .....{v.1 ..vv Y.{A...nt..•}}-.: 'f,.r.. :nvl~y}$$i:{?:$ $i$' n::~:{?4:{:4:!•i:•:4}'v r.Y. 2 { ....Y:: • - •.4i• . y of :?v v? •}YF•: r p :Y . .li.:. ..Yf.r :nk•}:•'lr+•T:{•TYi TT'•TTT:v.? 0 1993 1994 rt.1995 YEAR I:\40wp\olson.311 - city of eagan MEMO DATE: November 16, 1995 TO: Ken Vraa, Director of Parks and Recreation FROM: Jon Oyanagi, Recreation Supervisor SUBJECT: Holz Farmhouse Roof Request The Holz Farm Task Force requests that the roof on the farmhouse be replaced and returned to the original condition which consisted of grade A cedar shingles. A quote from Horizon Roofing for $9,620 was received in October. The condition of the roof boards under the shingles is unknown and the roof replacement should include repair or replacement to meet code. The motion by the Task Force is for the total amount not to exceed $15,000. Background The City of Eagan has paid $350,000 for the purchase of Holz Farm. The Task Force was formed to recommend the best possible use for the farm, while protecting and enhancing the City's investment in the park. While the group is in the process of formulating their final report and recommendation, there are important measures to be taken to protect this investment. With winter approaching there are concerns about weatherizing the site to avoid further deteriorization and therefore higher costs for future repair. SEH has completed the examination and evaluation of the site. In their report there are many recommendations but according to F.J. Sabongi of SEH, the weatherization of the house is the main priority. Bill Bruestle, Building Inspector, also recommended that the roof be replaced to prevent further weather deteriorization of the home. The attic has been cleaned of the huge amount of bat dung. All of the bats have cleared out for the winter making this the ideal time to replace the roof. A solid roof will aid in sealing the opportunities for bats to return to the attic. The cost estimate from SEH was $15,000. The two price quotes from roofing contractors were: Cedar Asphalt Horizon Roofing 9,620 6,240 Les Jones Roofing 13,540 7,929 Issues The reasons for cedar instead of asphalt shingles: 1. The cedar shingles are exactly what originally covered the roof. 2. The Task Force is recommending a return to the period surrounding 1940 when cedar shingles were used and were on the house. 3. Cedar shingles will prove durable and be a long term solution. 4. When repairing or renovating anything at the farm, the Task Force recommends using authentic materials. Compromising the integrity of the site will potentially lead to a loss of authenticity and greater costs over the long term life of the farm. No money was budgeted for expenses in 1995 for Holz Farm. However, expenditures within the Department of Parks, Recreation and Natural Resources have been less than budgeted. At the same time, revenues are exceeding budgeted amounts. Therefore, money from the Department's operating budget could be considered for allocation for the purpose of replacing the roof at Holz Farm. The Task Force has determined that the theme for Holz Farm will revolve around the year 1940. The group has accepted the report and wishes that steps be taken to protect the investment the City has made. At the same time, this protection should be authentic and thereby contribute to the overall renovation. A side benefit will be the sealing of several access points that bats use to gain access to the attic. Summary/Conclusion The house and barn will be the focal points for activities on the farm. Efforts in the areas of restoration and maintenance should be recognized as priority projects. Work that can be done now will prevent further damage, preserve existing materials and improve the value and appearance of the facility in the future. Staff recommends appropriating funds for this project now in order to complete work on the roof before winter weather creates problems. Action To Be Considered To approve, deny or recommend an alternative to the request of the Holz Farm Task Force for the replacement of the roof on the farmhouse with grade A cedar shingles for an amount not to exceed $15,000 from the Department's operating budget. This request, if approved, would be passed along to the City Council for the final determination. A second option would be allocating money from the Park Site Fund. Holz Farm is not on the plan for 1995 and therefore no money is directed for this purpose. Using funds from the Park Site Fund would leave less for planned purposes. A third funding source would be the Capital Investment Fund. Again, no 1995 monies were designated for Holz Farm. Also, this fund is usually utilized for larger disbursements. HolFamVw&r emo.jo - Subject to Aooroval MINUTES OF REGULAR MEETING OF ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION a EAGAN, MINNESOTA OCTOBER 16, 1995 A regular meeting of the Advisory Parks, Recreation and Natural Resources Commission was called to order at 7:00 pm on October 16, 1995 with the following Commission Members present: Cindy Lynch, David Szott, Jonathan Widem, Lee Markell, George Kubik, Sherie Wallace,Stephen Thompson and Michael Vincent. Commission Members John Rudolph and Ken Tyler were not present. Staff present included Dorothy Peterson, Superintendent of Recreation; Paul Olson, Parks Superintendent; CJ Lilly, Landscape Planner/Parks Planner; Gregg Hove, Forestry Supervisor; Rich Brasch, Water Resources Coordinator; Jon Oyanagi, Recreatio Supervisor; Walker Lee Ashley, Youth Development Coordinator and Cherryl Mesko, Secretary. Director of Parks and Recreation Vraa was not present. Recreation Superintendent Peterson added Blackhawk Park Pavilion under Old Business; Blackhawk Park Playground Equipment Removal under New Business; Appointment of Caponi Art Park Liaison and Natural Resources Subcommittee Appointment under Other Business and Reports. Jonathan Widem moved, George Kubik seconded with all members voting in favor to accept the agenda as amended. George Kubik moved, Jonathan Widem seconded with all members voting in favor to accept the minutes of regular meetings of August 18, 1995 and September 18, 1995 as presented. There were no visitors in the audience who wished to be heard under this agenda item. Items highlighted by Recreation Superintendent Peterson included certifying over 300 coaches through the NYSCA Coaches Clinics; preparation for the move back to the Municipal Center scheduled for October 30; 73 adult volleyball teams are participating in the fall league and an influenza immunization clinic is scheduled at Oak Woods on November 14. Parks Superintendent Paul Olson discussed the assistance by the Street Department with the extension of a non-motorized trail into Patrick Eagan Park adjacent to the Caponi Art Park; the Sentence to Serve crews in conjunction with City staff have installed 2500 yards of sod and fill at Lexington Diffley; lake information kiosks have been installed and filled with information about lake quality protection at Schwanz and Carlson Lakes; and the alum dosing pilot project for Fish Lake was completed on schedule in late August. Advisory Parks, Recreation and Natural Resources Commission Minutes of October 16, 1995 meeting Page 2 Jonathan Widem moved, Sherie Wallace seconded with all members voting in favor to make the following recommendations to the City Council relative to the following development proposals: 1, Preliminary Subdivision and PD - Pet Food Warehouse. This development shall be responsible for a cash parks dedication and a cash trails dedication. Water quality requirements were previously met for this site and the entire Park Center PD with the construction of a detention basin (Pond AP-50) located south of the Senior Housing site. There are no wetlands on site and there are no significant trees on this site. 2. Benson-Orth Associates - Xpress Lube. This development has fulfilled its parks dedication requirements but shall be responsible for a cash trails dedication. 3. Conditional Use Permits - Hoovestal, Inc. This development has fulfilled its parks dedication requirement but shall be responsible for a cash trails dedication. The Tree Preservation Plan as proposed shall be approved. Tree Protective Measures (i.e. 4 foot polyethylene laminate safety netting) shall be installed at the Drip Line or at the perimeter of the Critical Root Zone, whichever is greater, of significant tree/woodlands to be preserved. The developer shall contact the City Forestry Division at least five days prior to the issuance of the grading permit to ensure compliance with the approved Tree Preservation Plan. There are no wetlands on this property, however the developer shall work with Water Resources staff so that the proposed detention basin will be modified to increase its minimum mean depth to 2.5 feet and wet volume to .4 acre feet. Approval of this request is subject to conditions that address the engineering and water quality issues. There were no development proposals for the Commission to review. CONDITIONAL USE PERMIT - BENSON-ORTH DEVELOPMENT Superintendent Peterson introduced this item explaining that the Commission had reviewed this development at their September 18 meeting but had deferred it for further review by the Natural Resources Sub-committee. This development requests approval of a Conditional Use Permit for a truck and freight terminal on 3.68 acres currently platted as Lots 19, 20, and 21, Block 5, Eagandale Industrial Center Park #3 located on the west side of Neil Armstrong. Boulevard south of Apollo Road in the NW 1/4 of Section 11. Jonathan Widem, Natural Resources Sub-committee chair explained that during the discussion by the sub-committee the only unresolved issue appeared to be tree preservation. He noted that the original tree removal was proposed to be 87.5% but after meeting with the developer, the removal has been decreased to 55.5%. Although the ordinance calls for 30% allowable removal, the sub-committee opined that the developer had gone to great lengths to decrease the tree removal on site by moving the building and reducing/reconfiguring parking stalls. The sub-committee felt that the intent of the Tree Preservation Guidelines had been preserved with this development even though the 30% allowable removal could not be maintained and that the developer had made a commendable effort to work with staff to mitigate tree loss on site. Advisory Parks, Recreation and Natural Resources Commission Minutes of October 16, 1995 meeting Page 3 After a brief discussion, Jonathan Widem moved, Stephen Thompson seconded with all members voting in favor to recommend to the City Council that the conditions identified by staff be approvoved relative to the Conditional Use Permit for Benson-Orth Development: COMMUNITY ROOM USE POLICY Superintendent Peterson introduced this item noting that it had been reviewed at the September 18 Commission meeting and deferred to the Recreation Sub-committee for further review and recommendation. Peterson continued that the sub-committee met on October 2 to review this issue and make a recommendation as directed by the Commission. Issues identified by the sub-committee included permissibility of beer, wine and alcoholic beverages, administrative issues such as waivers, access fee or prepayment and fee rates. Other issues discussed were the access to the facility during non-business hours, reservations during hours other than 7:00 am - 10:00 pm and damage deposits. Superintendent then reviewed the recommendations/revisions made by the Recreation Sub-committee along with the proposed fees. Member Markell asked when this issue would be re-visited if the Commission recommended approval of the sub-committee's recommendations. Superintendent Peterson responded that this would be reviewed annually along with all other fees charged by the City. After a brief discussion, George Kubik moved, Jonathan Widem seconded with all members voting in favor to make the following policy recommendations to the City Council for Community Room use: 1. It is the policy of the City of Eagan that access to the Community Room, acceptance of reservations and levels of fees shall be as outlined for categories of user groups. 2. The Department of Parks and Recreation shall administer the calendar of reservations, accept revenue and schedule operations. Reservations will be accepted on January 2 for the ensuing calendar year. 3. Fees, subject to annual review by the City Council, shall be assessed as outlined for the various categories of users. 4. Non-City groups utilizing the Community Room either during regular Municipal Center office hours or after hours shall be provided access to the facility through city seasonal building supervisor staff. 5. The Community Room, in its basic state shall be an open room. Chairs and tables shall be stacked. Each user group shall set up according to its needs and take down at the end of the event. All garbage/trash shall be placed in the receptacles provided including recyclables. 6. The serving kitchen adjacent tot he Community Room is available for use. Access is to be arranged at the time the reservation is made. The City does not provide coffee pots, dishes or tableware. 7. Reservations by community group shall be limited to once a month, between the hours of 7:00 am and 10:00 pm. Requests for more frequent use require review by the City Council. 8. Requests for events beginning prior to 7:00 am or extending beyond 10:00 pm require authorization at the time the reservation is made. Advisory Parks, Recreation and Natural Resources Commission Minutes of October 16, 1995 meeting Page 4 9. Smoking is not permissible in the Community Room or in the Municipal Center itself. 10. Beer, wine and alcoholic beverages are not permitted to be served in the Community Room. 11. Storage space is not available. Community Room User Groups were identified as follows: 1. City Departments a. Park and Recreation programs b. Other City departments c. Commission sub-committee meetings *Reservations must be scheduled one week in advance *These activities may not pre-empt a previously scheduled non-City activity. d. Fees: No Charge 2. Youth Groups (examples) a, Local Boy and Girl Scouts b. Eagan Athletic Association c. Eagan Hockey Association d. Local 4-H groups ,Reservations must be scheduled a minimum of two weeks in advance. Reservations can be made beginning January 2 for that calendar year. e. Fees: No Charge $150 damage deposit required at time of reservation 3. Local Civic Groups (non-profit - examples) a. Rotary Club b. Local Jaycee's c. Local Lions Club *Reservations must be scheduled a minimum of two weeks in advance. Reservations can be made beginning January 2 for that calendar year. d. Fees: No fee will be charged during regular business hours. During non-business hours a fee of $20 per hour (or the current fee set on an annual basis) $150 damage deposit required at time of reservation. 4. Local Resident Groups (examples) a. Parties, graduations b. Receptions „Reservations must be scheduled a minimum of two weeks in advance. Reservations can be made beginning January 2 for that calendar year. c. Fees: Fee charged at $20 per hour/Daily maximum of $200 (or the current fee set on an annual basis) $150 damage deposit required at time of reservation. Advisory Parks, Recreation and Natural Resources Commission Minutes of October 16, 1995 meeting Page 5 5. Non-Resident Groups a. Meetings b. Parties c. Receptions *Reservations must be scheduled a minimum of two weeks in advance. Reservations can be made beginning January 2 for that calendar year. d. Fees: Fee charged at $50 per hour/Daily maximum of $350 (or the current fee set on an annual basis) $150 damage deposit required at time of reservation. 6. Profit Making Groups a. Corporation meetings b. Eagan Business meetings *Reservations must be scheduled a minimum of two weeks in advance. Reservations can be made beginning January 2 for that calendar year. c. Fees: Fee charged at $50 per hour/Daily maximum of $350. (or the current fee set on an annual basis) $150 damage deposit required at time of reservation HOLZ FARM OPEN ISSUES Recreation Supervisor Oyanagi explained that there were additional appointments to the Holz Farm Task Force for the Commission to review and recommend. Those individuals were Pam Johnson, Steve Levin, Vivian Neiger and Patti Johnson. Supervisor Oyanagi continued that the September 23 event at Holz Farm was very successful with over 600 people stopping by during the afternoon. Member Kubik commented on what a great event it turned into. It was noted that SEH has begun a structural analysis of the building(s) and will report their findings to the Task Force. The removal of bat guano will begin shortly, Oyanagi continued, and will be done by staff since the only quote received for removal was $2,500. Much care will be taken during this process to protect from potential inhalation of any particles. The Task Force has visited several other working farms and followed up with brain storming sessions to determine how to best make use of Holz Farm. Oyanagi commented that the survey during the open house, revealed that most people wished to see this property used for an historic farm. After further brief discussion, Stephen Thompson moved, Jonathan Widem seconded with all members voting in favor to recommend that Pam Johnson, Steve Levin, Vivian Neiger and Patti Johnson be added to the Holz Farm Task Force. BLACKHAWK PARK PAVILION Park Superintendent Olson explained that the Commission had looked at preliminary designs for the Blackhawk pavilion at a previous workshop session and provided input for a design they would like to see at this location. Staff has taken the Commission's suggestions and incorporated them into a design they feel will work effectively at this park. Olson continued that the orientation of the building has been rotated Advisory Parks, Recreation and Natural Resources Commission Minutes of October 16, 1995 meeting Page 6 more northwest based on the Commission's recommendations. The building is designed in three pods, or use areas, that will hold approximately 200 people. Two of the pods will be open similar to other park pavilions and the third will have 4 overhead garage doors to allow the building to be open as weather permits and closed during inclement weather. The enclosed area will house restrooms, a kitchen area and storeroom. The site was designed to allow one group or multiple groups to use the building at the same time Olson continued. The building will be bid with asphalt shingles with a metal roof as a bid alternate. The gathering area to the north of the building, overlooking Blackhawk Lake is also being bid at a bid alternate. This area includes retaining wall and fire ring. The architect's estimate for this project, Olson stated, is $307,000 which is within the budget projected for this building. It is also expected that staff will ask tat a well be drilled on site rather than extending the water from the residential area to the northwest. It is expected the well will cost 1/3 of what the cost would be to extend the water. Staff will also explore the possibility of placing a drain field on this site rather than running sanitary sewer for the same reasons. Member Markell asked how much room would be provided in each of the pods. Superintendent Olson explained that each of the three pod spaces was 36' x 36' with additional space in the open triangular area that connects the pods. Member Markell asked why the building was being bid at this time. Superintendent Olson responded that it is hoped that this facility can be open by July, 1996 and in order to accommodate that time frame, work needs to begin this winter. Member Kubik commented that the outside seating area to the north of the building would be a benefit if it was cost effective to construct it. Member Vincent concurred that this fire ring/gathering area would be a positive benefit. Member Markell asked if the area would be handicapped accessible because of the significant grade change. Superintendent Olson responded that handicapped access to this area would be via the trail. George Kubik moved, Michael Vincent seconded with all members voting in favor to recommend to the City Council that the Blackhawk Park pavilion building be authorized for bid as presented. BLACKHAWK PLAYGROUND REMOVAL Superintendent Olson explained that the Commission is requested to review the options relative to the 'old" playground equipment located on the west side of Blackhawk Park near the residential area off Riverton Avenue. This equipment no longer meets standard codes applicable to playground installation and needs to be removed for safety reasons. Olson also noted that since there was a much larger playground structure installed within Blackhawk Park, the Commission would need to decide if this was sufficient for this park of if an additional, smaller structure should be installed to replace the "old' structure. Member Kubik asked how much use the 'old" playground received. Superintendent Olson responded that it appears there is little use because of the diminished play value. Several components have been removed because they have been broken over the years and some have been removed for safety reasons. After a brief discussion Stephen Thompson moved, Michael Vincent seconded with all members voting in favor to remove the 'old' playground equipment located on the west side of Blackhawk Park and work on other options for the use of that space. Member Wallace added that there should be very clear communication with the residents so they are aware the equipment is being removed. Advisory Parks, Recreation and Natural Resources Commission Minutes of October 16, 1995 meeting Page 7 TRAIL ON SLATER ROAD Landscape Architect/Parks Planner Lilly explained that the City is attempting to place 1400' of trail along the Whispering Woods division adjacent to Burnsville on Slater Road. There are 11 homesites along this area and staff is coordinating with the developer to identify the locations of the driveways in conjunction with the alignment of the sidewalk to allow for the appropriate reinforcement throughout the trail. The issue at this time is whether the concrete bids will be competitive enough to allow for the installation yet this year. It was hoped that the work could be done in 1995, however, concrete bids have been high based on the overabundance of work for that industry so the work may not be'able to be done until 1996. Member Thompson asked why this trail was concrete rather than bituminous. Planner Lilly responded that it was matching the existing sidewalk in Burnsville. Lilly concluded that this was provided for Commission information and there was no action required. LEXINGTON/DIFFLEY ATHLETIC SITE Planner Lilly explained that a building would be constructed next to the US West building with some of the work being completed by maintenance staff. Lilly also stated that historic block will be acquired for the installation of the entrance signage at the athletic site. He continued that a concrete bid has been acquired for the footings for the sign and the Streets Department will do the excavation and backfill of the site to reduce the overall price of the project. Member Markell asked what the price was for the stone. Lilly responded it was $15,000 furnished and installed. Markell asked if the City could acquire additional stone in the future. Member Vincent commented on the innovate ideas from staff to provide quality products for a reasonable cost. FISH LAKE DRAWDOWN Water Resources Coordinator Brasch explained that one component of the rehabilitation for Fish Lake was the temporary reduction of the lake by 5 feet prior to ice formation in late November/early December and then bring the level back to normal. This will be in an attempt to expose the bottom and kill the buds of the plants that are choking out the lake. There will be a mailing in November to the shoreline residents about the proposed process. The DNR is also review this issue and have expressed some fishing concerns but also feel this option is worth evaluating. REVIEW/APPROVAL EAGAN PROMENADE WETLAND REPLACEMENT Coordinator Brash explained that the Natural Resources Subcommittee has reviewed this development in the past and were directed to develop a recommendation regarding approval of the wetland replacement plan after the 30 day public comment period mandated by the WCA was over. Since that comment period is over it is appropriate that the Commission re-visit this issue and make a recommendation to the City Council. Coordinator Brash added that only one comment was, received from the public which was positive. The replacement plan, Brasch continued, would involve the creation of 1.08 acres of wetland adjacent to existing wetland areas in the north central portion of the site. This results in the proposed replacement ratio of approximately 2.3:1 which exceeds the 2:1 ratio specified in the WCA. After a brief discussion, Jonathan Widem moved, George Kubik seconded with all members voting in favor to approve the proposed wetland replacement plan. Advisory Parks, Recreation and Natural Resources Commission Minutes of October 16, 1995 meeting Page 8 BOULEVARD TREE INVENTORY PRESENTATION Superintendent Olson explained that the Forestry Department has been working in conjunction with the Street Department to provide a complete boulevard tree inventory. Olson introduced Forestry Supervisor Hove who provided background of the project and then introduced Mark Rehder, Forestry Intern who did the actual inventory. Rehder explained that in doing the inventory a boulevard tree was defined as any tree that is rooted within fifteen feet of the curb. A total of 15,669 trees were inventoried for the project and eighteen data fields were taken for each tree. The data fields include information that will be useful to the Forestry, Planning and Streets Departments. Rehder continued that the tree sites were hand plotted on maps supplied by the engineering department and then an address and site number were given to each boulevard tree found on a lot. Both tree and non-tree visual site obstructions were also noted. A unique GIS number was also attributed to each tree. When the maps are digitized and a GIS program is in place, a spacial display of all the trees in the city, including their eighteen data fields will be available. Intern Rehder reviewed the data fields and results of the data. It is hoped that the data will be used by multiple departments. One of the largest concerns that surfaced during the study was how close small trees are planted to the curb which can produce some potential problems in the future. It was suggested that education be an important component in addressing boulevard tree planting in the future. Member Markell asked if the trees that presented problems with site obstruction were planted or native. Rehder responded they were primarily planted. Member Wallace asked if there were many trees that needed to be removed. Rehder responded that there were many trees that need to be removed. Member Kubik asked if there was enough information from this inventory to set a planting policy for boulevard trees. Forestry Supervisor Hove responded that a case by case evaluation may work better at the present time. Member Kubik thanked Intern Rehder for his in-depth report and commented on the wealth of information this can provide for the City. SUMMER PROGRAM REPORT YOUTH DEVELOPMENT COORDINATOR Recreation Supervisor Ashley explained that the Youth Development program is o the move and expanding to other areas of the City. Ashley continued that programs continue in Wescott Commons and has been stabilizing since last year and reviewed the pre-school, latchkey, tutoring, young male development, young female development and sports programs that have been offered over the past year in that location. Expansion to the Quarry Park area has begun with a youth rally to solicit programming ideas for this community. The Duckwood area will also be incorporated in the Youth Development programming, however, programs will not occur at this site, although the youth will be invited to participate in activities offered throughout the City. Supervisor Ashley commented that budget is a real concern for these programs since the areas are primarily low income and although fees charged are minimal, some people cannot afford to participate. Youth Development does not generate much revenue and Supervisor Ashley expressed his hope that revenue can be generated from other programs to offset some of the costs. Advisory Parks, Recreation and Natural Resources Commission Minutes of October 16, 1995 meeting Page 9 Member Markell asked what kind of staff Walker Lee had for the Youth Development programs. Ashley responded there were six. Markel) asked what Ashley what his budget was. Supervisor Ashley responded he didn't know for sure. Member Kubik asked if there were programs that Youth Development was looking to implement in the future. Supervisor Ashley responded he would like to incorporate some educational trips such as the Northwest training facility, museums, plays, etc. Member Markell thanked Supervisor Ashley for his report and input. Lee Markel), Michael Vincent, David Szott and Sherie Wallace agreed to serve on the Caponi Art Park Committee. Four members were appointed to ensure attendance at all the meetings. With the resignation of Tom Walkington from the Advisory Commission, Stephen Thompson agreed to serve on the Natural Resources Sub-committee. With no further business to conduct, Jonathan Widem moved, Michael Vincent seconded with all members voting in favor to adjourn. The meeting was adjourned at 9:10 pm. Secretary Date MEMO - city of eagan DATE: NOVEMBER 24, 1995 TO: ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATION SUBJECT: JOINT COUNCIL/COMMISSION WORKSHOP TUESDAY, NOVEMBER 28, 7:00 PM EAGAN MUNICIPAL CENTER CONFERENCE ROOMS This is just a reminder of the joint Council/Commission workshop scheduled for Tuesday, November 28. Attached is the proposed agenda for your review. Some of the items have been reviewed by the Commission, however, it is important that the Council/Commission hear the information together so future direction can be coordinated. I have also noted other items that you may wish to place on the agenda. If you have additional items that you wish to discuss as well, please mention them at the beginning of the meeting so they can be placed on the agenda and time allowed for discussion. Hope you had a nice Thanksgiving and I look forward to seeing everyone on Tuesday. /Lw Ke Vraa Director of Parks and Recreation CITY COUNCIL/ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION JOINT MEETING NOVEMBER 28, 1995 EAGAN MUNICIPAL CENTER 7:00 PM AGENDA I. Water Quality Program a. Status/Overview of Program b. Special Projects Update Fish Lake Schwanz Lake c. Dakota County Survey d. Water Quality Plan Update and Status e. Fertilizer Ordinance Status f. Wetland Buffer 11. Fund 64 Budget (Water Quality/Conveyance) III. Holz Farm Task Force Update a. Architectural/Structural Examination b. Roof Repair IV. 1996 Bond Referendum Update V. Tree Preservation Ordinance Status VI. Wescott Commons Activity Center Other Topics Caponi Art Park Civic Arena Golf Course Community Center Unisys Property Parks Dedication Review Oak Wilt/Dutch Elm North Park (Borchert/Ingersoll Property) Upcoming Meetings Thursday, November 30, 1995 Recreation Subcommittee Tuesday, December 5, 1995 5:30 pm CIP Review Wednesday, December 13, 1995 Recreation Subcommittee