03/17/1997 - Advisory Parks & Recreation Commission1997 ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION
MEETING SCHEDULE
NAME Feb Mar April May June July Aug Sept Oct Nov Dec Jan
24 17 14 19** 16 14 18 15 20. 17 15 19**
0
Randall Ahern
0*
Tim Callister
X
Terry Davis
X
Jerry Farlee Alternate
X
Barbara Johnson
X
Guy Kohinhofer
X
George Kubik
X
ee Markell
X
Da le Petersen
X
John Rudolph
X
Michael Vincent
Recreation Sub-Committee Natural Resources Sub-Committee Land Acatlsidon Sub-Committee
John Rudolph Daryle Peterson Michael Vincent
George Kubik Tim Callister Lee Martell
Guy Kohinhofer Terry Davis
Jerry Farlee
UPCOMING MEETINGS: Holz Farm Task Force
5:00 pm.... Mar. 17.....Joint Council/APRNRC Meeting
OPEN ISSUES
1. Tour of Community Centers In other cities
2. Commission Review Workshop
ADVISORY PARKS, RECREATION AND
NATURAL RESOURCES COMMISSION
1997 MEMBERS
NAME AND ADDRESS TERM START TELEPHONE TERM
EXPIRES
Randall Ahern 1996 882-1953 (H) 1/99
4655 Wildwood Street (new 3 year) 891-4100 (W)
Eagan, MN 55122 Resigned March, 1997 683-9900 (W)
Tim Callister 1996 452-3848 (H) 1/98
1268 E. Balsam Trail (replaced Sherie 726-5519 (W)
Eagan, MN 55123 Wallace's term)
Terry Davis 1997 452-2635 (H) 1/2000
4895 Safari Pass (3 yr - 1997) 310-8941 (W)
Eagan, MN 55122-2690 452-2152 (Home fax)
Jerry Farlee (Alternate) 1997 454-1927 (H) 1/98
3694 Wescott Hills Drive 220-8855 (W)
Eagan, MN 55123
Barbara Johnson 1997 452-2609 (H) 1/98
4535 Oak Chase Road (replaced Stephen
Eagan, MN 55123 Thompson's term)
Guy Kohlnhofer 1996 688-6757 (H) 1/2000
4608 Manor Drive (3 yr. 1997) 942-3052 (W)
Eagan, MN 55123
George Kubik 1993 452-3887 (H) 1/99
3053 Pine Ridge Drive (3 yr. 1996) 725-3516 (W)
Eagan, MN 55121
Lee Markell 1990 456-0749 (H) 1/2000
895 Park Knoll Drive (3 yr. 1994) 297-3790 (W)
Eagan, MN 55123 (3 yr. 1997) 297-5818 (FAX)
Daryle Petersen 1996 681-0170 (H) 1/98
4126 Lantern Lane (replaced Tom 572-5155 (W)
Eagan, MN 55123 Walkington's term)
John Rudolph 1993 454-8761 (H) 1/98
1644 Norwood Court (3 yr - 1995) 707-2402 (FAX)
Eagan, MN 55122 707-2526 (voicemail)
Michael Vincent 1994 686-9017 (H) 1/99
3786 Windtree Drive (3 yr. - 1996) 924-9747 (W)
Eagan, MN 55123 905-0382 (FAX)
3/7/97
AGENDA
ADVISORY PARKS, RECREATION AND NATURAL RESOURCES
COMMISSION
EAGAN, MINNESOTA
Monday, March 17, 1997
7:00 PM
Eagan Municipal Center
City Council Chambers
A. 7:00 PM Regular Meeting
B. Call to Order and Pledge of Allegiance 7:02 pm
C. Award of Appreciation - David Szott 7:03 pm
D. Approval of Agenda 7:08 pm
E. Approval of Minutes of Regular Meeting of January 21 and Febru ary 24, 1997 7:09 pm
F. Visitors to be Heard 7:10 pm
G. Department Happenings Pages 3-4 7:15 pm
H. Consent Agenda 7:25 pm
1. Development Proposals
(1) Eagan Business Commons - Ryan Construction Pages 5-12 7:26 pm
J. Old Business 7:40 pm
K. New Business
(1) Earl F. Anderson Playground Presentation 7:41 pm
(2) Child Protection Policy Pages 13-15 8:10 pm
(3) Quarry Park Request Pages 17-19 8:20 pm
L. Parks Development Update
(1) Park Signs Pages 21-23 8:25 pm
M. Water Resources Update
(1) Citizen Wetland Monitoring Pages 25-26 8:40 pm
N. Other Business and Reports
(1) Subcommittee Reports 8:45 pm
(2) Winter Recreation Report Pages 27-35 8:50 pm
(3) Set Commission Meeting Dates 9:10 pm
0. Round Table 9:15 pm
P. Adjournment 9:20 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 disabled 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 attempt
to provide the aids.
city of eagan MEMO
TO: Advisory Parks, Recreation and Natural Resources Commission
FROM: Ken Vraa, Director of Parks and Recreation
DATE: March 14, 1997
RE: March 17, 1997 Commission Meeting
As you can see, the joint Council/Commission meeting has a very aggressive agenda
followed by our regularly scheduled meeting. It is staff's expectation that the regular
agenda will be fairly short so that we should be able to adjourn at a reasonable hour.
David Szott will be present to receive an award of appreciation followed by the approval of
the agenda, the minutes of January 21 and February 24 and Department Happenings.
There are no Consent Agenda items and only one development proposal for the
Commission to review this month.
John Demko and Dave Owens from Earl F. Anderson will be present to provide
information the Commission had previously requested regarding playground equipment.
They will be addressing issues of safety, ADA requirements, the changing technology in this
industry and will be available to answer specific questions Commission Members may have.
Memos are provided regarding the Child Protection Policy, Quarry Park Request and
Citizen Wetland Monitoring. Recreation Supervisors Oyanagi and Nowarlak will be present
to review winter recreation programs as well.
Commission Members should note the meeting dates for 1997 and be prepared to adopt
the meeting dates with changes as noted.
As a final note, you will find a copy of a letter in your packet from Randall Ahem
tendering his resignation on the Commission because of work conflicts.
Please note that the joint meeting will begin promptly at 5:00 pm so there will be sufficient
time to address the agenda items with the Council. As usual, if you are unable to attend,
please give us a call at 681-4661.
r
PARKS AND RECREATION
MARCH DEPARTMENT HAPPENINGS
1. Recreation staff are meeting monthly with the Yankee Doodle Festival planning group. Event
organizers will provide sponsors for the Little Doodler's Art Tent. Recreation and Community
Education will coordinate volunteer workers for the tent.
2. The Eagan Seniors group is enjoying the new McDonald's restaurant for its twice monthly
gatherings. Attendance remains constant among the "regulars" and two new couples have
recently come to the activity.
3. Recreation staff have begun planning summer activity although spring programs do not begin
until March 17. Tennis is pretty well mapped out except for the adult lesson component.
The USTA "Play Tennis America" format is being considered for adults. It involves a free
lesson followed by opportunity to sign up for lessons.
4. Invitations to return for last summers seasonal staff are In the mail. Applications are being
accepted for the limited number of vacant positions to be filled. The high rate of return is
Important to the summer programs.
5. The February 22, Family Fun Night was well attended. Kit and Kaboodle provided silly, fun,
family entertainment. Families then played in the gym or swam. 40-50 families took part.
6. The Department may host two additional undergraduate interns this year, one In the summer
and one next fall. The potential summer intern is from North Dakota State University. The
Department has not worked with that university's intern program before. The fall student
would be from the U of MN.
7. Evening in the Park events are shaping up. As of this writing, all but two dates are filled,
groups are vying to perform! It appears that six dates can be filled utilizing the planned
budget. The primary audience is families with young children.
8. Recreation staff attended a workshop sponsored by the School District 196 Family Services
Collaborative. The workshop entitled "Working Together for Change" focusing on leadership
for the common good in a shared power world. This, In essence, is what collaboration Is all
about. The workshop produced some interesting dynamics for those arrested in the top down
hierarchical way of leadership.
9. Some of Eagan Athletic Association registration numbers for spring/summer sports are known.
• In-house softball and baseball are at 1996 levels.
• Travel baseball is down at older age groups.
• In-house soccer is at 1020 children and rising; up 200%.
• Travel soccer is down at the older age groups.
10. Field space will easily handle the numbers of participants EAA is showing. The one to watch
carefully is in-house soccer at the youngest age levels. Staff Is confident that all needs will be
met. In fact, with the Lexington Diffley soccer fields now available, the Department
anticipates resting Quarry, Bridle Ridge and Mueller Farm soccer fields for the first time in 5
or 6 years. This will allow the turf on those three fields to recover from Its current worn
state.
11. The Civic Arena has a new Assistant Manager, Chadd Benson. Chadd's first day Is March 17.
12. The Civic Arena will host the 1997 North American Short Tract Speedskating Championships
on March 28, 29 a 30. The three day event attracts skaters from across the United States
and Canadian Providence's. Last year 160 skaters were Involved In the championships. There
is no admission charge.
13. The Wescott Center has been very busy! We are averaging between 50-60 youth participants
per day. We can't wait for fairer weather to return so we can utilize the outdoors more often.
14. The Wescott staff and I are planning spring break activities which will run March 24-31. We
are joining Paula's program for 3 of the field trips.
15. The annual tree sale will be conducted on Saturday, April 26th at the City Maintenance
Facility. Order forms were included in the spring brochure which was distributed to all
residents.
16. Analytical and historical data for the Borchert-Ingersol (North Park) site have been
submitted to the MPCA/VIC program for review. Upon approval the data will be
submitted to Dakota County for review.
17. Mr. John Fenn has been hired to fill the vacant forestry/park maintenance position. John
has been the city forester for the city of Robbinsdale. He brings an exclusive background
In forestry, nursery propogation and Installation to the position. John will start with Eagan
on March 14th.
18. Applications are now available for a variety of summer seasonal positions with the Park,
Forestry, and Recreation divisions. Daytime, evening, and weekend maintenance positions are
available. Applications can be obtained at City Hall or the Maintenance Facility or by calling
681-4660.
19. City Forestry Supervisor, Gregg Hove, will be attending a tree preservation conference from
March 16-18. Information obtained at the conference will be used to develop a new
preservation brochure and other educational materials.
20. A research assistant will again be hired by the Park/Forestry Divisions to continue the facility
and tree Inventory, begun last year using the Global Positioning System (GPS). The end
product will be a detailed site Inventory in map form which will be useful for planning,
maintenance and development.
21. Plans are nearing completion for the Installation of a large landscape planting around the
new park sign at the corner of Lexington and Diffley. The plans Include the Installation
of a subsurface "drip" Irrigation system which utilizes neoprene rubber hose. The system
is considered to be more efficient In a landscape application then the traditional sprinkler
type systems.
22. During the seasonal transition, staff has begun work on or completed construction projects at
Wescott Commons Center, the Civic Arena, and several park buildings. Other current
projects Include equipment maintenance and repair, sign construction, table repairs, and
playground repairs. The new sign will be completed at a savings In excess of 50% when
compared with the bid price.
23. The city of Inver Grove Heights and Eagan recently shared in the purchase of a new
topdressing unit. Because use of the unit Is very seasonal, a shared purchase was considered to
be cost effective for both cities. A letter of understanding outlining scheduling and
maintenance procedures has been developed.
24. At the request of EAA and Dakota Hills Middle School the city will construct and Install two
new batting tunnels at DHMS. The materials are being paid for by EAA and the school
district.
25. The city will again participate in the "4" Your Parks cleanup on April 26, sponsored by
WCCO and MRPA. Interested groups can register by calling 681-4700.
Cs 11 /march happenings
ADVISORY PARKS, RECREATION AND NATURAL RESOURCES
COMMISSION
MARCH 17, 1997 MEETING
DEVELOPMENT AGENDA
EAGAN BUSINESS COMMONS
1. This development will be responsible for a cash parks dedication and a cash trails
dedication.
2. The Tree Preservation Plan shall be approved with the following conditions:
• 70 Category B trees shall be installed in addition to any approved
landscape requirement (Category B trees are defined as 21/2 inch caliper
deciduous trees or 6 foot height coniferous trees) or some combination
of Category A, B, or C trees to equal 70 Category B trees and
• A cash mitigation in the amount of $20,184.
• A revised landscape plan shall be submitted to staff indicating the
location, species and size of tree mitigation trees.
• 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 trees/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.
3. The development shall be subject to an on-site ponding and supplemental cash
dedication requirement to fully meet water quality mitigation obligations.
4. Exemptions from regulation under the Wetland Conservation Act shall be issued
for the two potential wetland areas in the northern portion of the site.
city of eagan MEMO
TO: ADVISORY PARKS, RECREATION AND NATURAL RESOURCES
COMMISSION
FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATION
DATE: MARCH 14, 1997
RE: EAGAN BUSINESS COMMONS
BACKGROUND
Roseville Properties is requesting a Preliminary Subdivision (Eagan Business Commons) to create
4 lots for Industrial development of 26 acres located at the northwest corner of the
Intersection of R.H. 55 and Lone Oak Road.
Most of the property is currently undeveloped with the exception of five residential lots
abutting Lone Oak Road. The proposed subdivision consists of 4 lots ranging In size from 4.24
acres to 7.24 acres. The conceptual site plan indicates that two of the lots will
containoffice/showroom type buildings that have a more decorative exterior finish, and two lots
will contain more typical warehouse buildings.
All the proposed lots can be developed with buildings and parking that meet seback
requirements with the exception of Lot 1, Block 2 which Is across the street from a P (Public
Facilities-Lone Oak Church) and A (Agricultural) zoning district. Code requires a 100 foot
buffer yard where an I district is across the street from a R, A, or P district. As such, a
variance is also requested to allow buildings and parking within the 100 foot buffer yard.
The proposed landscape plan Is acceptable with a few modifications. The proposed plan
Includes a mix of deciduous and evergreen trees and shrubs. Some additional shrub clusters
should be located around the parking lot on Lot 3, Block 1 to provide screening at 75%
opacity. Staff also suggests adding more plants arond the proposed ponds near the T.H. 55
entrance. In addition, the applicant should consider preserving some of the existing woodlands
to the south of the building on Lot 1, Block 1 rather than replace them with new tree
plantings.
This site Is located within Eagan Tax Increment Financing District #3 also known as the
Highway 55 Redevelopment District. The District was created in 1996 to assist in the orderly
development and redevelopment of properties with substandard conditions located on either
side of T.H. 55 between Lexington Avenue and Lone Oak Road.
PARKS AND TRAILS DEDICATION
This development will be responsible for a cash parks dedication and a cash trails dedication.
TREE PRESERVATION
This 28 acre site is located north of Lone Oak Road and west of U.S. Highway 52 in the SE
1 /4 of Section 2. The existing conditions of the site are 80% open grassland and 20%
wooded. All of the vegetation is located either just north of Lone Oak road or just west of US
Highway 52.
Sienlficant Vegetation
The submitted tree Inventory Indicates that significant vegetation on the site currently consists
of 84 significant trees and 103,000 square feet of woodlands. Significant trees are categorized
as follows:
"anti Species and Size
14 Hardwood deciduous trees 6" - 20" (Ash, maple, birch)
4 Hardwood deciduous trees 20" - 30"
30 Softwood deciduous trees 12" - 24" (Elm, boxelder, cottonwood)
5 Softwood deciduous trees > 24"
31 Coniferous trees > 24' height (Spruce, pine)
84
The significant woodlands are comprised of elm, boxelder, and cottonwood trees In the 2"
to 30" diameter ranges. As mentioned briefly In the preceding section, all of this
significant vegetation is located in areas about 60' to 120' wide along both Lone Oak Road
and U.S. Highway 52.
The development proposal as submitted will result In the removal of 74 significant. trees
(88.1 % of the total existing) and in the removal of 103,000 square feet of significant
woodlands (100% of the total existing). According to the City of Eagan Tree Preservation
Ordinance allowable removal for this type of development (Multi-lot, commercial, single
phase development) Is set at 47.5% of the existing significant vegetation. With a proposed
removal greater than allowable limits, tree preservation mitigation Is calculated as follows.
Significant
vegetation Existing
conditions Proposed to
be removed Allowable
removal Amount to
be mitigated Mitigation
Cat. B trees
Trees 84 74 40 34 136
Woodland 103,000 sq ft 103,000 sq ft 48,925 sq ft 54,075 sq ft 216
352 trees
Cash mitigation equivalent of 352 Category B trees = $105,600.00
Discussion
With the intention of developing a reasonable mitigation proposal for this development, staff
has reviewed this site as to the "quality" of significant vegetation currently existing on site.
First, the 103,000 square foot significant woodland (located parallel to US Highway 55) Is
more than likely the result of re-growth of volunteer vegetation typical of a disturbed site. This
plant material (cottonwood, boxelder, and elm trees) probably began growing following the
original grading and Installation of the adjacent highway. Secondly, the individual trees located
on the south property line (north of Lone Oak Road) are typical "residential landscape" trees,
and are currently growing In yards of existing homes. These individual trees are spruce,
pine, maple, elm, and birch species. A portion of the existing trees In this residential area are
located In the future easement of Lone Oak Road and have therefore been exempted from the
applicant tree Inventory, as they will be removed during the expansion of Lone Oak Road.
Through meetings with the applicant, they have expressed the desire to remove most of the
exisiting vegetation. General appearance and tree quality are major reasons for removal
provided to staff as the applicant proposes to prepare the site for development. With this
desire In mind, and the applicants expressed need to maximize developable space on site, staff
has prepared the following mitigation proposal. This proposal will allow for both some tree
removal mitigation, while at the same time allowing for this site to be developed.
Staff Proposal
Removal of the significant woodlands Identified by the applicant comprise 61 % of the tree
mitigation. Understanding the origin and quality of this woodlands, staff is proposing to reduce
the required mitigation by that same 61 %. Therefore, the developer will be responsible for
39% of the original mitigation, or a tree installation/cash mitigation total of $41,184.00.
This total mitigation shall be fulfilled In the form of:
a. Installing 70 Category B trees (dollar value of $21,000.00) on site, In addition to
any addition to any approved landscape requirement (Category B trees are
defined as 2 Y2 inch caliper deciduous trees or 6 foot height coniferous trees)
or some combination of Category A, B, or C trees to equal 70 Category B
trees, and
b. providing a cash mitigation in the amount of $20,184.00.
Recommendation
Staff Is recommending approval of the Tree Preservation Plan as proposed with the
following conditions:
To require that the applicant fulfill tree mitigation requirements by:
a. Installing 70 Category B trees, In addition to any approved landscape requirement
(Category B trees are defined as 2 2 Inch caliper deciduous trees or 6 foot height
coniferous trees, (or some combination of Category A, B, or C trees to equal 70
Category B trees)), and
b. providing a cash mitigation In the amount of $20,184.00.
To require that a revised landscape plan be submitted to staff Indicating the location, species
and size of tree mitigation trees.
To require that Tree Protective Measures (i.e. 4 foot polyethylene laminate safety netting be
Installed at the Drip Line or at the perimeter of the Critical Root Zone, whichever Is greater, of
significant trees/woodlands to be preserved.
To require that the developer 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.
WATER QUALITY/WETLANDS
This development Is located In northeastern Eagan In Drainage Basin F. It will generate runoff
that will flow to the north, eventually discharging to Pond FP-1, a MnDNR protected water
designated as a nutrient trap In the City's water quality management plan. There are no
designated recreational water bodies downstream of the proposed development. The
/I
developer has incorporated on-site ponding into the development, but the ponding
configuration meets only a portion of the total ponding requirements for full mitigation.
Because there are no downstream recreational water bodies, staff recommends that the
remaining water quality mitigation be met with a supplemental cash dedication.
There are two small areas on the site; one at the very north end of the site and the other along
the northeast boundary that exhibit wetlands characteristics. However, a thorough examination
of historic air photos of this area shows no evidence of wetlands in either location prior to road
construction and development activities in the area. In addition, the soils survey shows no
hydric soil units In either area. Finally, this information and an examination of topographic
Information indicate that If the areas are wetlands, the wetlands were created as a result of the
blockage of small drainages that resulted from grading activities for roads and other
developments and thus are exempt from regulation under the Wetlands Conservation Act.
Recommendations
• The development shall be subject to an on-site ponding and supplemental cash dedication
requirement to fully meet water quality mitigation obligations.
• Exemptions from regulation under the Wetland Conservation Act be Issued for the two
potential wetland areas in the northern portion of the site.
I
a\? a
A
?1 I I ? ? ?; `? '
•r'
?? ? ¢,
?\?
I •
„
V
\
l
I
-t 3
,
? n ? f
'
i I
I
J
it I t
JIM
OR 0 fill
D ? ;:
V ly! Z
Iri Ii
N .
\ Z' W 'i ?. 11
t ' I i1
•1 t
a
10 u
>K
Iii.. :
? ~
"? ',`?
\
•,
?! '
. ,-
+
l
•? i VIII I
11
I? ?
? ? I
? ? I i 'i' b.•f+ ?Tt ?Y?1
::?
' r..
.?1 -..
.. _ K
\
\
IV f j... 1.. ff? "f ? ,. ?'i
I I 1 ? t;' \ c
44
ICI:. !' •, .. 1 e t..?>_.
it t t _ _ _ (s I' L^ 1 S ?L 'y'
? ., 1 .` ,e..y • ._ 1 .. n .... .... ?-. .. • • 1 : C to j I s_ ? t t!? .- , ''s;.. 1
.i u ) 1 ,3tt3y
,t ?-t\ ? r :{. :MA:b?0y0tIM1l(.1_?NOIt'•
rt?
slim
a.
•e t ('?• i z
VIA w
fit
Jill!
?' \ 39 1 it
,?11 I '? /1 ?f. C I 111
I c 1'r
l ?, -E lit
fit
j.p
i ?! s z $ 111
4L if!
0 a i}! !'i?, u! 3
MUM 1111 till 11
tl ra
1411
tf,
4 I I'j,j i r tf I %' Q 8 f;1 113 t
-= ? ??:7 r I W ? I ??k
I I I Sl/
i •
ilk
A
?.r .:
F ?I I Fr.• t:: o ,
i
t
E
m
m
c)
m_
cn
t
t
EAGAN BUSINESS COMMONS
Eagan, Minnesota L?f ?'! Ii tt ?I'
/J I' 1
O
0?
k
s` N
&
o
f !?
?
' f * III I I
'I ` 3
4 y ?
\
_ I - u ' I I L ; .L W!IllIII , } t `'\
_
IIT'I^Triil TM-i1Ti1L 0 `tK a d
P
r
\ S
1 l
: tt l J, r„ y A, Z
X11
II•Is I I ?•!. L A? `? ?`? to
I,I I vy " . ? Cx ?? i •
1)1
t .I, $ I ','1+• `f ; .•,, -• 1y ? ',II I I ?'I I ''i i+/, 4 i ?'; l
,? ry,_,l il' '_•,!? ..ll I Ili IJ LII••,?
?t I Yy t , ?, a
x ??t 1
r _ -(EE?IVE '=
t + a
Ivo.
?1 I
2
0
city of eagan MEMO
DATE: March 5, 1997
TO: Advisory Parks, Recreation and Natural Resources Commission
FROM: Ken Vraa, Director of Parks and Recreation
p Q Dorothy Peterson, Superintendent of Recreation
SUBJECT: Child Protection Policy
For Commission Action
To approve or deny ratification of the attached Child Protection Policy and if approved
recommend adoption by the City Council.
Background
The proposed Child Protection Policy has been developed to respond to the question, "What
would the City do in the event of an employee, intern or volunteer being the subject of a complaint
of harassment, intimidation, verbal, psychological, physical or sexual abuse involving a child?"
The proposed policy has undergone review by the recreation subcommittee on two occasions, the
Director of Parks and Recreation, recreation staff, the City Personnel Director and the City
attorney's office. All parties recommend adoption.
• Does the Child Protection Policy protect the City from legal action in the event of an incident?
The intent of the proposed policy is to state the care with which employees, interns and
volunteers are selected, trained and supervised. The volunteer aspect is new and refers to
volunteer positions that are long term commitments; none currently exist.
The proposed policy further outlines what steps would occur in the event of a complaint against
an employee, intern or volunteer. Further, the proposed policy proclaims acceptance of no
responsibility for independent organizations such as EAA, scouts, 4H groups and the like.
In the event of an incident with the policy in place, the City would be less likely to be held legally
responsible for the illegal acts of an individual. In addition, the policy affirms the City's
determination to safeguard children who participate in City-sponsored activities.
r8/dp35.97
CHILD PROTECTION POLICY
This Child Protection Policy is established to meet the stipulations of the National Child
Protection Act (Public Law 103-209) and to attempt to assure safety to children who participate
in City sponsored activities.
Coverage: (a) All employees and interns.
(b) All volunteer positions in municipal employment existing or hereafter created
that have occasion to interact with children without direct, continuous supervision
by a regular employee.
Hiring Procedure
1. Job descriptions shall be established for each position/category of positions.
2. Job postings shall include:
• Minimum requirements.
• Equal opportunity statement.
3. Applicants must fill out City application form and provide other information as requested.
4. Candidates meeting minimum qualifications may be considered for personal interview
subject to:
• Number of positions to be filled.
• Objective review and point total (100 maximum) of minimum and desired
qualifications. Veterans preference points will be applied when requested.
5. Candidates interviewed will be asked to respond to questions related to the position; all
candidates will be asked the same questions.
6. All candidates interviewed shall be requested to sign the City form authorizing a criminal
background check for the conviction of a crime or crimes as authorized by Minnesota
Statute Chapter 364 and as otherwise allowed under the Minnesota Child Protection
Background Check Act, Minnesota Statutes 299C.60 - 299C.64. Criminal background
checks will only be performed for those applicants whom the City is still considering hiring
after the initial interview.
• State Statute does not create a duty to perform a background check. By enacting this
policy the City is not under a duty to perform a background check on any employee,
intern or volunteer.
7. The existence of a criminal conviction record will not automatically disqualify a candidate
from employment with the City, though certain types of criminal convictions may prohibit
working in certain positions. Records of arrest not followed by valid conviction;
convictions which have been, pursuant to law, annulled or expunged; and misdemeanor
convictions for which no jail sentence can be imposed, will not be considered by the City.
Before any applicant is rejected on the basis of a criminal conviction, he/she will be
notified in writing and will be given any rights to processing of complaints or grievances
afforded by Minnesota Statute Ch. 364 and Section 299C.60 - 299C.64.
8. Candidate evaluation will continue with reference checks.
9. Positions will be offered to individuals who best fit requirements of the position.
/1
I. Regular employee training shall be provided as appropriate to a position.
2. Seasonal and temporary employees and volunteers shall undergo training that shall include
but not be limited to:
• Personnel procedures and responsibilities.
• Program/activity related experience in a workshop type setting.
• General observation and awareness of surroundings of the work environment.
• First aid and CPR.
• Performance expectations, supervision, and evaluation.
• Department/City policies and procedures including the prohibition of harassment,
illegal discrimination, and child protection.
Supervision
1. Program sites will receive a minimum of one site visit from supervisory staff each day.
The purpose is informal feedback and assistance.
2. Supervisors shall provide seasonal/temporary employees with telephone and pager numbers
at which they can be reached.
3. A staff meeting or meetings shall be held as required by supervisory staff.
4. Supervisor/seasonal-temporary individual meetings will be held concerning:
• Performance below expectation.
• Conformance with City policy.
• Exit interviews.
Child Protection Complaint Investigation Policy
1 The following steps may be taken by supervisory staff concerning a complaint of
harassment, intimidation, verbal, psychological, physical or sexual abuse involving a child
against an employee, intern or volunteer. The City's basic personnel policies, including its
sexual harassment policy, will govern an investigation for child protection.
• Immediate suspension with pay for the duration of the investigation. In the case of a
volunteer, cessation of the volunteer activity. Notification shall be in writing.
• Report the incident to the Director of Personnel who will conduct an investigation
providing a preliminary report within 72 hours if possible.
• If the complaint against the employee could result in a criminal charge, the complaint
will immediately be reported to the police department.
• Maintain confidentiality.
2. Minnesota Data Privacy Act provisions will be followed.
INDEPENDENT ORGANIZATIONS
The City of Eagan is not responsible for background checks or liable for actions by personnel
and volunteers from independent organizations that use City facilities.
cs 10%hildpro.tect
/S.
._ city of eagan MEMO
TO: Advisory Parks, Recreation and Natural Resources Commission
FROM: Ken Vraa, Director of Parks and Recreation
DATE: March 14, 1997
RE: Quarry Park Request
At the February meeting, Commission Members were made aware of a request by John
Marks and Sam Remillard to pave a hockey rink at Quarry Park. This Item was referred to
the Acquisition/Development Subcommittee for further review.
The subcommittee did look at this request and opined that this could be Included for
consideration and Inclusion in the overall CIP review. A letter was sent to the gentlemen
making the request so that they would be aware of the Commission's review and
consideration for such a facility.
KV:cm
11
city of aagan
THOMAS EGAN
March 6,1997 Mayor
PATRICIA AWADA
BEA BLOMQUIST
SANDRA A. MASIN
THEODORE WACHTER
John Marks Council Members
Sam Remillard
THOMAS HEDGES
Pilot Knob Elementary School City Administrotcr
1436 Lone Oak Road
Eagan, MN 55121 E. J. VAN OVERBEKE
City Clerk
Dear John and Sam;
Your letter requesting consideration for paving the Quarry Park hockey rinks has been given
to the Advisory Parks, Recreation and Natural Resources Commission for consideration.
At this time, no recommendation or decision has been reached about your request.
You may be aware that the City, with a contribution from the Eagan Hockey Association,
did pave a rink at Goat Hill Park late last summer. This project cost over $ 10,000 to
complete. The success of this project has not yet been evaluated because the work was
done so late in the year. We are hopeful that it will be heavily used by in-line skaters which
would justify the additional investment in another similar project at some future date.
There is some concern as to whether a paved rink at Quarry can be accomplished because
a water main goes directly beneath the rinks and paving could cause the winter frost to
penetrate deeper and freeze the water main. Soil conditions would also have to be
evaluated to determine If this is a feasible location. These, and other issues, would have to
be resolved before a project at Quarry could proceed. Hopefully you will be able to use
the Goat Hill facility until a decision is made regarding paving another rink.
Thank you for addressing your needs and desire for roller hockey. I know It's a fast
growing sport with a number of people of all ages.
Sincer lyf
Ken Vraa
Director of Parks and Recreation
KV:cm
cc: Tom Egan, Mayor
Tom Hedges, City Administrator
MUNICIPAL CENTER
3830 PILOT KNOB ROAD
EAGAN MINNESOTA 55122-1897
PHONE (612) 681-4600
FAX (612) 681.4612
TDD (612) 454.8535
THE LONE OAK TREE
THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY
Equal Opportunity/Affirmative Action Employer /I
MAINTENANCE FACILITY
3501 COACHMAN POINT
EAGAN. MINNESOTA 55122
PHONE (C)12)681-4300
FAX (612) 681-4360
TDD (612) 454.8535
-Pilot Knob Elementary School
1436 Lone Oak Road
Eagan, Minnesota 55121
February 14, 1997
Parks And Recreation Department
3830 Pilot Knob Road City Of Eagan
Eagan, Minnesota 55122
Dear Whom It Concerns:
We are students from Pilot Knob. We are writing because of Quarry Park hockey
rinks. We would like to know if you could please have the rinks paved this summer. It
would give us kids a place to play roller hockey, adults would like it too. It would also
be easier to ice the rinks over in the winter. All the kids would really appreciate it if you
would consider it. We would have alot of fun! We kids really like roller hockey.
Thankfully yours,
m emillard, o n ar s
19
MEMO
- city of eagan
TO: ADVISORY PARKS, RECREATION AND NATURAL RESOURCES
COMMISSION
FROM: C.). LILLY, LANDSCAPE ARCHITECT/PARK PLANNER
DATE: MARCH 11, 1997
RE: COMMUNITY PARK SIGNAGE
BACKGROUND
As recently as four years ago all park identification signs were the same. Although this has
worked very well for neighborhood parks, it has let to a degree of confusion with the public in
being able to Identify larger community parks. This has resulted in staff having to explain how
to find these parks and visitors trying to find them.
To help resolve some of these issues, staff developed new criteria for community park
identification signs. The size of the sign was increased with a unique design different than
neighborhood park signs to assist the public In identifying community parks. Two examples of
the new design are at Blackhawk Park and Lexington Diffley Athletic Fields. The monumental
nature of these signs creates an identifiable landmark that Eagan residents and visitors can easily
locate.
Staff would like to add two more community park signs at Thomas Lake Park and Trapp Farm
Park in 1997.
ANALYSIS
Last January sketches were drawn for future community park signs with Concept A and B
presented to the Commission for their feedback. The Commission requested that cost
estimates be obtained for the signs. Sign fabricators were contacted and given artistic license to
develop the best sign they could for the most reasonable price. An important criteria for the
fabricators was that the sign was to be built with durable, aesthetically pleasing materials.
Four sign fabricators submitted designs and associated cost estimates. The estimate from Cylex,
Inc. was eliminated since the weight of the imitation stone would require a footed concrete wall
to support it. The cost for Concept A was $13,675 and Concept B was $9,345 excluding
shipping from Tempe, Arizona. The manufacturing process for this type of sign would also
not allow for a see-through tree symbol.
The remaining three sign manufacturers slightly altered concept plans A and B to enhance the
aesthetics and to get the best cost estimate. Although designs varied, the materials they
selected were fairly consistant. All sign materials selected are sandblasted redwood, all internal
frames are a combination of steel and wood and all tree symbols are metal and see through.
CA /
Some concerns had been voiced by Commission Members regarding the use of redwood.
When asked about options, sign fabricators stated that redwood Is most often used because of
Its tendency not to crack or have knots in the wood. Redwood by itself is not an especially
strong wood however with steel and wood Internal framework anchored to a concrete footing,
It should be as strong as it needs to be.
LOCATION
The sign for Thomas Lake Park on Pilot Knob Road must be double sided for best visibility.
The sign will be aligned perpendicular to the curb for optimal reading from the north and south
bound lanes.
The sign for Trapp Farm Park on Wilderness Run Road may be either single or double sided
since the sign would be located at the apex of a curve in the road. This option for a single
sided sign Is presented as a cost saving measure.
LANDSCAPING
All signs will be mounted on supports three feet above the surrounding ground elevation. This
will keep them above normal snow depths and allow sufficient room for landscaping around
their bases. Landscape materials suggested around the base of these signs are perennial flowers
such as purple and white coneflower, black eyed susan, rose coreopsis and daylilys. These
varieties are long blooming and tend to be more drought tolerant than most species. A gently
curving perennial border will also make lawn care around these signs easier to maintain. The
combination of beautiful signage and landscaping will further enhance the positive character and
Image of the community parks.
SIGNAGE COST
The following Is a cost analysis for both singe and double sided signs. Staff requests the
Commission select one signage concept for Thomas Lake and one for Trapp Farm Park. The
Commission may select one fabricator for both signs or different companies for each location.
A. SIGN CITY, Annandale. MN
Concept A Single Sided $10,450
Double Sided 12,536
Concept B Single Sided 9,432
Double Sided 11,980
B. EDISON SIGNS. Lone Lake. MN
Hybrid Single Sided $4,910
Hybrid Double Sided 5,740
C. A-LA-POINTE SIGNS, Minneapolis. MN
Concept A Single Sided $4,100
Double Sided 4,900
Concept B Single Sided 4,600
Double Sided 5,400
IMPLEMENTATION
From the time the order is received by a sign shop It takes approximately 10 weeks to
construct the signs. If the order Is placed mid-March, the signs should be ready to Install by
the first week of June. During the month of May, the exact sign locations could be staked and
parks maintenance staff can pour the concrete footings so they will have two weeks to set prior
to Installation of the signs. Once the signs are Installed and approved, landscaping could be
completed during the month of June. The same process could be followed until all of the
community park signs have been updated.
FOR COMMISSION ACTION
The Commission should review the design/cost options and recommend from the following:
• Preferred design for Thomas Lake Park.
• Preferred design for Trapp Farm Park.
• Do not proceed; discontinue further work on this project.
H\Chenyi\Mar-97 CommiuionWark Signage.cj
TO: CITY COUNCIL C/O THOMAS HEDGES
ADVISORY PARKS, RECREATION, AND NATURAL RESOURCES
COMMISSION
FROM: RICH BRASCH, WATER RESOURCES COORDINATOR
DEPARTMENT OF PARKS AND RECREATION
RE: PARTICIPATION IN DAKOTA COUNTY WETLAND ASSESSMENT,
MONITORING, AND AWARENESS PROGRAM
DATE: MARCH 12, 1997
Issue
The issue before the Council and Commission is whether the City should participate in a
cooperative program with Dakota County, the MN Pollution Control Agency (MnPCA), and the
Audubon Council for development and evaluation of a citizen-based wetland monitoring,
assessment, and education program.
Background
Dakota County, the Minnesota Pollution Control Agency, and the Audubon Society are
proposing a cooperative project to test and evaluate a wetland monitoring methodology that can
be implemented by citizens and will generate information of use to local governments in wetland
management. The principle thrust of the program is to train citizens to carry out a technically
valid monitoring technique which relies on a systematic evaluation of vegetation and
invertebrates to assess the quality of the wetland. Equally important is whether the information
generated from the program will be useful to local governments in their water resource and
wetland management efforts. The effort is similar to one started by MnPCA more than 20 years
ago to involve citizens in monitoring and tracking lake water clarity on a systematic basis. City
water resources staff currently coordinate the involvement of 15-25 citizen lake monitoring
volunteers who monitor lakes within Eagan.
A similar citizen-based wetlands monitoring project was tested last year on a small sub-set of
volunteers composed mainly of teachers from Apple Valley, Burnsville, and Lakeville. The
participants were universally enthusiastic about their participation in the program. This years
effort would be expanded to include lay citizens as well and would cover a larger geographic area
of Dakota County.
The development and application of the technique is drawing national interest for two principle
reasons. First, it may be a very cost-effective way of generating information on the quality of
wetland resources that local governments could find useful in establishing priorities for wetland
protection. Second, it may be a way for citizens to generate useful, technically valid information
on a very important aspect of the natural resources base and thus become actively involved in
wetland resource management at the grass roots level.
Project Proposal Description
The project would involve three tasks. The first is citizen monitoring of selected depressional
wetlands. It is expected that a total of six teams of five volunteers/team will be operating within
Dakota County, with each team monitoring 5-10 wetlands. If the City elects to participate in the
project, 1-2 teams would cover Eagan. The second task involves performing a detailed technical
investigation of a sub-set of wetlands monitored by citizens in order to evaluate the accuracy of
the citizen assessments. This task would be performed either by outside technical experts of
MnPCA staff. The third task would be the development of public education materials on the
wetland resources of Dakota County.
Duties of City water resources staff in the project would include recruitment of volunteers,
participation in wetland assessment training sessions put on by MnPCA staff, selection of sites,
providing technical guidance and coordination assistance for citizen teams, and review and
distribution of education materials. The term of the project is expected to extend through
September 1998, and a City water resources staff time commitment of 100-145 hours is
estimated. No significant cash outlay on the part of the City will be required. The majority of
the coordination responsibilities for the project will lie with the Dakota County Environmental
Education Program, with the cities of Burnsville, Lakeville, and Eagan the main municipal
cooperators. It is expected that a presentation of the results of the project would be made to the
City upon completion of the effort.
For Council/Commission Action
Staff seeks direction from the Council and Commission regarding whether the City should
participate in the project.
Rich Brasch
Water Resources Coordinator
c2(-
MEMO
- city of eagan
TO: KEN VRAA, DIRECTOR OF PARKS AND RECREATION
FROM: ]ON OYANAGI, RECREATION SUPERVISOR
DATE: MARCH 11,1997
RE: WINTER PROGRAM. REPORT
The 1996/97 winter season was once again filled to the brim with activity. The weather controlled the
outdoor programs. The indoor programs were limited by access to gyms and meeting areas. The staff
supervising the skating sites and the tubing hill did a great job even though we had to scramble to cover all
13 parks. And throughout the hustle and bustle the 1997 softball season was mapped out.
The following Is a brief summary of the various programs I directly supervise, a reaction to the survey
completed by intern Ben Duvik, and recommendations for the future.
BASKETBALL
Adult basketball leagues are played on Wednesday and Thursday evenings. Four leagues are offered
including:
3-on-3 Unofficiated on Wednesday with six teams
5-on-5 Officiated Upper on Wednesday with ten teams
5-on-5 Officiated Lower on Wednesday with six teams
5-on-5 Officiated on Thursday with eight teams
The leagues fill up quickly and more space is needed. The officials are not readily available but I have
been fortunate to find associations to do the assigning rather than handling the duties myself. The winter
league runs for ten games ending in mid-March for Wednesday(because there are no skip dates due to
school activities) and in early April for Thursdays(because there are so many skip dates).
BROOMBALL
The number of teams remained strong this year. the following leagues were offered:
Sunday Red League with six teams
Sunday Blue League with six teams
Monday League with eight teams
Friday Co-Rec Upper League with six teams
Friday Co-Rec Middle League with six teams
Friday Co-Rec Lower League with six teams
00 17
2
The Co-Rec program seems to grow stronger every year. Those leagues are run In conjunction with
Burnsville Recreation on behalf of the South of the River Recreators. Officials are very hard to come by.
Eagan hosted a referee clinic to help provide some training for new officials. I ended up with six
referees to cover the three evenings of play. There were two new individuals and a solid experienced
group. The scheduling and paying of the officials does add quite a bit of work to the process.
BOOT HOCKEY
The boot hockey program has grown in popularity and competes with broomball in attracting new teams
to outdoor winter sports. This year was the first In which I had to turn two teams away due to limited
space. Next year there will be a closer look at accommodating as many teams as are interested. Once
again there is the problem of finding officials to cover these games. I have been fortunate to find two
referees to cover both rinks all season. Adding rinks puts more pressure on finding officials.
The leagues offered were:
Red League on Saturdays with six teams
Blue League on Saturdays with six teams
Both leagues are divided as equally as possible based on skill level. Next year I am contemplating
creating upper and lower leagues in order to provide even competition for the duration of the season.
Behavior has been a concern for several years but was relatively controlled this season.
4-ON-4 HOCKEY
This was a surprising year for 4-on-4 hockey. I was evaluating whether or not to offer the leagues in
1997/98 due dropping numbers In previous years. However, Wednesday nights saw a slight increase to
six teams and Saturdays grew to eight teams. All of last year's teams returned and three new teams
joined the ranks. Behavior was a problem this season. There were a couple of pushing and shoving
matches along with some naughty words. Because there are no referees the teams are on their own.
This usually is a great system because most players are very polite. A select few seem to think that the
only way to play Is the way they played in college and then maybe some pro scouts might notice them!
If the numbers increase, I can look to create leagues based on skill level in order to avoid mismatches.
DOG SLED RIDES
Ward and Colleen Wallin came down from Two Harbors with their team of huskies to offer dog sled
rides on February 8 at Trapp Farm Park. The trail was groomed on Schwanz Lake and the event
coincided with the ice fishing demonstration and the tubing hill. 150 children were given rides. This
unique opportunity grows more popular each year.
HOLZ FARM
The Friends of the Farm have been very active through the winter months. Last November the first
official Board of Directors was voted in and have been conducting monthly meetings ever since. Plans
for 1997 activities are being developed. Grants are being submitted to a variety of foundations for
renovation and programming dollars. A benefit dinner was held at Jensen's Supper Club February 2
with over $300.00 raised to benefit the Friends group and an additional $5.00 per anniversary meal
sold throughout February also being contributed.
The Minnesota Farmers Union has been working with the Friends to Inform their members about Holz
Farm and to look at opportunities to use the site for some of their functions. They are trying to
revitalize their Dakota County members and feel this is an appealing project. Two dates are planned to
hold day camps at Holz Farm bringing rural and suburban kids together.
Currently progress has been slowed in order to have the City of Eagan's building Inspectors review the
plans for use of the site. They will recommend Improvements, place restrictions, and detail safety
measures that must be in place, before the public can officially use Holz Farm. There are the conflicting
issues regarding preservation of the historical flavor versus making the site accessible and fire safe.
Caution Is advisable from both aspects in order to carefully build and create a great site for the future.
EVENTS FOR PERSONS WITH DISABILITIES
On Sunday, December 15, 75 people enjoyed a Winter Fun Fest at the Rosemount Community Center.
This event was geared towards families with a child who has a disability. A snow storm the prior
evening kept almost half of the registered participants away. Those that came enjoyed Indoor skating,
dog sled rides, carnival-type games, ping-pong, pool, foosball, air hockey, and lots of prizes and
refreshments. The South of the River communities co-sponsored this event. Money for the event was
obtained through a grant from the Minnesota Recreation and Park Association.
A Valentine's Dance was held February 13 at the Rosemount Community Center. Approximately 150
adults with disabilities attended. This was co-sponsored by the South of the River Recreators and River
Valley Project Explore.
A tubing evening for adults with disabilities, February 20, was cancelled due to poor conditions(warm
weather). Around 40 people had registered.
Staff continues to meet with a consortium of professionals called the Dakota County Recreation and
Leisure Group. Their mission is to coordinate and communicate recreational opportunities for adults
who are developmentally disabled. Initially the group was looking towards municipal parks and
recreation to create programs that their clients wanted. Lately, the group is seeing that many activities
are out there and that the word needs to get out. Also, with a little coordination, special events and
programs needing larger numbers can happen without duplication or lack of Interest. A hotline is being
planned to provide quick and easy access to current events. A softball league is In the works for this
summer. The events that the S.O.R.R. group plans are also Included.
Plans are forming for the third annual Recreation and Leisure Day May 14 at Trapp Farm Park. This
program brings special education students from the area high schools out to sample a variety of
recreational activities. Participants rotate through four stations with choices such as in-line skating,
canoeing, outdoor cooking, t-shirt design, orienteering, fishing and more. This year the focus will be on
emotionally and behaviorally disturbed individuals. The hope is that students will come away with new
interests and the knowledge of how to pursue them in their communities.
OUTDOOR SKATING LESSONS
The outdoor lessons dropped off slightly In numbers compared to last year and the Introduction of the
Indoor program. There still were numbers to support the outdoor offering and the lesser fees. John
Glynn taught seven sections and Patty Brown taught two sections. Both instructors make the lessons fun
and show much patience with their students. Patty started a new pre-school lesson. There is a demand
for this age group and by focusing on their developmental skills, the burden of Including them In the
general beginners classes is reduced. 63 students registered for the nine classes.
THE OUTDOOR WINTER RECREATION SITES
This area consumes the largest amount of my time and energy during the winter months. The budgeting
for a program assistant to help cover supervising the seasonal staff has made a world of difference In
keeping me fresher and saner. The seven day a week, evening, weekend and holiday responsibility lasted
for 10 weeks this year. That Is the longest season I have seen in the eight years of performing these
duties. The weather allowed us to open December 20 and the blacktopped rink kept Goat Hill open
until February 26. Trapp Farm remains open through March 9.
EVENTS
Skate With Santa was held Saturday, December 21, 1996. For one hour, Santa skated with the public
at Clearwater Park. He gave out candy canes and we offered to videotape anyone who wished to
capture the moment. Close to 100 youth and their parents stooped In to enjoy a wonder-filled day.
J1
4
During the school vacation break, a variety of events were held each day to jazz up the warming shelter
sites. They Included:
A Box Hockey Tournament
Skating Games and Races
Snow Sculpture Contest
Coloring Contest
Snow Bowl - Football On Ice!
Guess How Much Candy In the Jar
Each individual site organized the specifics for each activity. Quarry and Rahn Parks won the Snow
Sculpture Contest with gigantic tunnels and carvings. The large amount of snow contributed to their
inspiration.
TRAPP FARM PARK
The tubing hill at Trapp Farm Park continues to grow in popularity. There were several weekend days
when 200-plus people crowded the hill. Groups come out in droves on Wednesday nights, for Cub
Scout meetings, celebrating birthdays and entertaining out-of-town guests. 36 groups called to let us
know they were coming during open hours. Paid reservations are maintaining strong numbers. Four
groups of over 100 students from Black Hawk Middle School used Trapp Farm as a field trip this winter.
In addition, nine other paid reservations were held for a total of $900.00 in revenue. Dakota County
scarified the hill with their groomer on two or three occasions which helped to extend the season.
BLACKHAWK PARK
Blackhawk Park was new to the system this year. Frankly, the site was not used much at all. The
occasional walker or skier would happen upon the shelter but few people actually came to go skating or
sliding. The word is not out there yet. The setting and facilities are great for families to enjoy. An
event or two would have helped promote the park. Refer to my comments for future thinking at
Biackhawk Park.
SEASONAL STAFF
Seasonal staff recruitment was once again a struggle. Woodhaven Park opened one week after all of the
others do to a shortage of staff. After that we pieced together coverage for all of the sites. Overall, the
leaders did a solid job attending to the park guests and maintaining the building and grounds. We were
put In the difficult position of firing one of the staff and phasing out another. When the numbers are
tight, this puts a great strain on the rest of the staff. The graduated closing of sites helps free up people
to cover as substitutes or fill in when trouble occurs. A few staff received compliments directly or via
phone calls to our office. There are a few dedicated servants among the bunch. With Jason Schwamb
leaving, the era of the person working more than two seasons seems to be over with. No one else hired
this winter had worked more than one previous season.
HOT CHOCOLATE
Hot chocolate sales were provided at seven sites and Blackhawk. As of March 6, $3130.00 was earned
while $1460.00 was spent on supplies. That's a net gain of $1670.00, or enough to buy next year's
stock of hot chocolate, cups, napkins and stir sticks. Requests are frequently made for other Items such
as pop, candy and snacks.
HOURS OF OPERATION
The skating season was fine tuned to maximize public use while efficiently using the minimal number of
staff available. Hours at Lexington , Pilot Knob and Woodhaven were reduced on weekends. Late hours
were eliminated at Clearwater, Carnelian, Ridgeciiff and Sky Hill. A few complaints about the reduced
weekend hours were received from the Lexington Park area. Pilot Knob was essentially dead during week
nights.
GOAT HILL PARK
The blacktopped rink at Goat Hill Park created base Ice faster than the other rinks, kept a smoother
surface In a variety of weather conditions, and kept the Ice longer with warmer temperatures. At the
end of the skateable season we closed all of the sites except Goat Hill.
MAINTENANCE
The maintenance crews provided excellent Ice In spite of the horrific weather. This winter was a season
of extremes. Bitter cold was followed by lots of snow. The snow was followed by bitter cold. The cycle
would repeat. Once In a while a really warm day or two would melt and soften the ice. There were few
"ideal" days to be outdoors.
ATTENDANCE
The numbers have not yet been tabulated from the attendance reports. Ranking the sites by attendance,
In my professional opinion, would look like this:
Weekday evenings Weekends
1. Bridle Ridge 1. Trapp Farm
2. Goat Hill 2. Goat Hill
3. Quarry 3. Bridle Ridge
4. Rahn 4. Clearwater
5. Sky Hill 5. Quarry
6. Trapp Farm 6. Rahn
7. Clearwater 7. Sky Hill
8. Carnelian 8. Carnelian
9. Rldgecliff 9. Ridgecliff
10. Woodhaven 10. Lexington
11. Lexington 11. Woodhaven
12. Pilot Knob 12. Pilot Knob
13. Blackhawk
Notice that Bridle Ridge and Goat Hill stay near the top while Trapp Farm and Clearwater jump from
the middle to the top on weekends. The bottom third remain constant with Blackhawk added because It
was only open on weekends.
During the holiday vacation period there were two weeks of extended hours. Cold weather greatly
impacted attendance. Typically, the start of the season coincides with this vacation period and the sites
are at their busiest. After New Year's Day, the Eagan Hockey Association uses the reserved Ice at five
sites and the numbers remain high with this regular use. At the beginning of February the attendance
falls off and continues to spiral downward until the end of the season, typically mid-February.
WINTER WARMING HOUSE SURVEY
Intern Ben Duvick spent many hours talking with people In the warming shelters about life, love and how
they liked the rinks. He reported his findings to the Advisory Parks, Recreation and Natural Resources
Commission February 24. 1 would like to give my reaction to the numbers as well.
RECREATION HAPPENINGS HOTLINE
That one-third of those surveyed use the hotline Is very disappointing. The use of the number is
promoted In the winter brochure, Is posted at each site, and is handed out on a flyer at each site. One
problem Is that many people know the phone number to their favorite site. Most phones at the shelter
are out and available to the public. They can dial 611 to obtain the number or If they have caller ID
they can call home and read the number. They call the site to find out how the Ice Is, if we are open, if
their friends are there, and to tell their children to come home. The problem with the public calling the
shelters Is that supervisors are unable to reach the staff if needed and the line may be tied up in an
emergency.
6
My hunch on another reason that the Happenings hotline Isn't fully utilized Is because most people make
up their own mind! If the snow Is coming down or the temperature Is above freezing or if the windchill
is -25 degrees then they make the decision to stay home. Except for leagues, lessons, or practices no
one really has to go skating. For our adult leagues, the manager of each team Is instructed to call the
Manager's Hotline and the call his or her team or have them call you. In this way everyone can get
through to find out If their game Is on or not Instead of getting a busy signal.
STAFF PERFORMANCE
I was pleased with the scores for recognizing who the staff person is and whether they were friendly or
not. We stress the Importance of wearing the red windbreaker, of acknowledging people as they enter,
of being accessible to everyone, and assisting those who desire help. In three other cities visited I saw the
staff sitting In an office area and never coming out to Interact with the public.
DAYS VISITED
The number of visits and days visited were Interesting. I wasn't surprised to see that most people visit a
rink once, twice, maybe three times a week. As stated previously, the numbers probably would reflect a
large number of visits early In the season and then a tapering off. Homework affects many youth and
shortens or eliminates a trip to the rink. I was somewhat surprised to see Tuesdays and Thursdays as the
lower attended days and Wednesdays so high. A lot of families are impacted Wednesdays by church
activities. Perhaps school activities and sports Impact Tuesdays and Thursdays attendance figures.
DEALING WITH BUDGET CUTS
When faced with possible budget cuts the popular choice was to close the less utilized sites. Close behind
was to close one day a week. Closing Mondays was the top pick if we did close one day. That does not
seem consistent with the earlier question about "which days do you visit the rinks?". Monday was
consistently listed as a top attendance day! If and when a decision would have to be made affecting the
winter sites, part of the discussion will need to be around whether to make everyone feel the cutback or
not. Closing some sites would not be noticed by those at sites remaining open. Closing one day per
week at all sites would Impact everyone and cause them to take notice. Cutting back hours would also
impact users across the city but only those who might be out early or late on a regular basis.
AGES SURVEYED
The age range graphs are somewhat deceiving. The graph really shows who took the survey. It does not
show who attends the sites. We know by vision that the vast majority of skaters and visitors to all of the
skating sites are youth age 6 to 15. Most adults, except for adult leagues, are there with their children.
HOURS OF OPERATION
The majority were satisfied with the hours of operation. We have tried to provide the rinks when they
want to use them whilemaintaining an efficient use of resources.
SUGGESTIONS FOR IMPROVEMENT
Some of the comments for improving the sites are understandable yet fall into the category of "would be
nice if you didn't have to worry about money". Most are not cost-effective. Examples are:
Selling food Olympic-size oval
skate sharpening Small rink for under 10
More blacktopped rinks Different seating
Expand the shelter Indoor bathrooms at Clearwater
More parking at Bridle Ridge
Some of the suggestions are based on maintenance procedures:
Better Ice More consistent ice
Longer season More lighting on the pleasure rinks
Improve Ice Rinks cleared when it snows
Better Ice Sweep the floors more often
0-1 ?
And some ideas impact programming:
Sell snacks Bonfires
Stay open later Promote youth activities
More open skating space
7
Overall, the survey was informative and should prove useful when making decisions affecting the outdoor
skating program.
RECOMMENDATIONS. COMMENTS, CONCERNS
I would like to close with ideas to consider for next season and beyond.
STAFFING
Each year the recruitment of good staff Is a concern. The past few years we have hired enough bodies to
open all twelve, and now thirteen, staffed sites. This has brought on problems with marginal and,
sometimes inappropriate, employees working with the public. Ads are placed with both local
newspapers. Flyers are posted at all area colleges and high schools. Announcements are read to high
school students. Guidance counselors receive letters. Senior citizens are asked but the numbers are
small in this young community. Past staff are asked to spread the word. The flyer Is posted for City
employees to see. Evaluations are held with each departing staff person to find ways to Improve the
overall program including how we can make the job more attractive. So far there haven't been any new
enhancements suggested. The newspapers have done articles about the crisis for the last two years.
New recruitment ideas are desired.
1. One thought is to see if a booth could be set up at each high school to attract staff.
2. Another is to wear a sandwich board sign at each major intersection in Eagan during the month
of November.
3. The pay needs to be examined against other entry level service jobs in the area.
4. The darkness at closing time and isolation of the job are causing females concern and
apprehension.
5. Perhaps an overall Parks and Recreation marketing campaign could be ignited to help build
support, interest, exposure, integrity and attractiveness to the programs and facilities. One part
would include all of the seasonal jobs and attempting to make them look attractive and desirable.
6. Restructure the program to reduce the numbers of staff needed.
7. Talk with high school coaches to have them plug the job with their team members who do not
have a winter sport.
8. Have the community liaison officer at each high school mention the job to possible candidates.
9. Talk with work coordinators at schools to develop a relationship with our program and theirs.
10. Talk with seniors groups.
11. Ask churches to talk with their seniors and youth group leaders.
12. Your ideas here!
New retention Ideas include:
1. Provide perks or incentive programs to earn perks.
2. Make the uniform they wear attractive or "cool" enough so that a pride develops.
3. Offer incentives for hours worked, milestones or for earning compliments.
4. Offer social gatherings just for the fun of it!
5. Bring surprises to staff on duty such as treats, coupons for freebies, snacks or pop.
6. Jazz up manuals, training sessions, name tags, or anything else we might give them.
7. We currently offer paid training, CPR certification, and meals at training sessions.
8. Have an awards ceremony at the end of the season.
9. Offer to write a Letter of Reference for them.
STRUCTURE OF WINTER RECREATION SITES
To ease the strain on finding enough good staff, one solution would be to restructure the winter
program.
1. This year we reduced the weekend hours at Lexington, Pilot Knob and Woodhaven to
noon to 5:00 p.m. This reduced the need for staff on the weekends to one per site
Instead of two.
2. Keep the major sites open as usual. Change the following sites:
Pilot Knob - Becomes an adult league site seven days a week. Broomball, 4-on-4 Hockey
and Boot Hockey would be scheduled there. On nights when two rinks are needed, one
rink at Quarry Park would be scheduled In addition to Pilot Knob.
Lexington - No warming shelter. Provide a wind screen bench and put the lights on a timer.
Woodhaven - No warming shelter. Provide a wind screen bench and put the lights on a
timer. Another option for Woodhaven is to utilize the large area to convert it to a big
pleasure rink similar to Clearwater. This could be the alternate site for the adult leagues if
Pilot Knob is not selected, however the parking area is much smaller and intrudes on the
neighbors.
Ridaecliff - No warming shelter. Provide a wind screen bench and put the lights on a timer.
Blackhawk - Create a major winter recreation wonderland! St. Louis Park has a site called
Northern lights that includes:
Warming Shelter Tot Sliding Hill
Walking Trail Skating Loop
Soft Puck Hockey Rink Cross Country Ski Trail
Snow Sculpture Area Triple Track Bobsled Run
Concessions 20,000 Tree Lights
Blackhawk could easily provide the setting for most of these activities and possibly more.
The parking lot can handle large crowds and the neighbors are not drastically affected by the
lights, noise or traffic. This plan would require using Blackhawk Lake for skating purposes.
Parks maintenance has moved away from maintaining rinks on lakes. The large hill could be
used for the bobsled run. Their are great cross-country ski trails in place. The shelter would
work well as a concession area serving food and renting skates and skiffs. The bunny sliding
hill Is in place.
3. Create a large hockey site(3 to 4 rinks) where the Eagan Hockey Association could practice, the
adult leagues could be staged, and tournaments could be hosted. Perhaps North Park could be
this setting. This would take the heavy load off of Bridle Ridge and Goat Hill. At that point we
would have major use concentrated at North, Blackhawk and Trapp Farm while Goat Hill, Bridle
Ridge, Rahn, Quarry and Sky Hill parks would return to their neighborhood service. I realize
this concept moves away from the easily accessible neighborhood shelter and focuses on fewer
community wide locations. I feel this would lessen conflict between user groups, provide
exciting facilities not easily obtained in a neighborhood setting, Condense resources to be more
efficient, and possibly create a sexier program with which to attract seasonal staff.
4. The requests keep coming for us to serve other refreshments such as pop, candy and snacks at
the sites. For 1997-98, a limited experiment may be tried out at the busier shelters such as
Goat hill, Bridle Ridge and Trapp Farm. Initially, the added choices will hopefully cover their
expenses. This is meant to be a service rather than a money-maker.
24
S. A clinic, camp and/or league for youth to play hockey outdoors will be investigated. The
thought Is to provide an alternative to the indoor, travel program for those who would like to
try the sport before committing a lot of time and money. The program would also serve youth
not interested in the travel aspect but wanting an organized league. This will obviously cut into
time available for open hockey at sites programmed. The site or sites dedicated to leagues and
hockey would also be able to service this program.
In closing, the winter season provides a variety of services and programs for the community and beyond.
There are many struggles to manage and barriers to overcome. Providing my views in this report is meant to
point out some of these issues. If we keep them quiet, the public will be unaware of the problems or
choices. I feel we are at a juncture when new ideas are ready to ripen and changes, subtle and oven, can
create fun and meaningful opportunities for Eagan while holding onto traditional offerings as well.
Advisory Parks, Recreation and Natural Resources Commission
1997 Meeting Dates
February 24, 1997
March 17, 1997
April 14, 1997
May 19 *, 1997 Conflict with City Council
Alternate dates: Thursday, May 15 or 22
June 16, 1997
July 14, 1997
August 18, 1997
September 15, 1997
October 20, 1997
November 17, 1997
December 15, 1997
January 19*, 1997 Conflict with Martin Luther King Day
Alternate dates: Thursday, January 15 or 22
Randall J. Ahem
4655 W ldwood street
Eagan, Minnesota 55122-3386
Home Phone 882-1953
March 04, 1997
Ken Vraa
Director of Parks and Recreation
City of Eagan
3830 Pilot Knob Road
Eagan, MN 55122-1897
Dear Ken;
When I started on the Advisory Parks, Recreation and Natural Resources Commission my work schedule was
very flexible, with regards to the needs of the commission. In the last year I have opened two new businesses.
These ventures have taken more and more of my time. It has become increasingly harder to set aside dedicated
quality time for the commission's activities. Both of my businesses have increased sales in the spring and fall.
With that in mind, I just do not see how I can continue to be active with the commission, along with building my
businesses to desired levels. Therefore, I feel it best to resign from the commission. I have enjoyed the last year
of commission experiences, but feel that the commission would best be served with another who could spend
more time on researching and familiarizing themselves with the issues of the community.
It has been a pleasure to meet all the commission members, the Mayor, City Council Members, and the entire staff.
I think that the work that is done by those involved with the City of Eagan is of the highest standards and I am
proud of the quality of leadership that Eagan possesses. I have been thoroughly impressed with the manner
in which both sides of the issues are beard at the commission meetings. I feel that this lends credibility to our
cities leadership and decision-making processes. With all that said, I thank you all for the opportunity to serve the
City of Eagan.
Warmest regards,
Randall 1. Ahern
Subject to Approval
MINUTES OF REGULAR MEETING OF
ADVISORY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION
EAGAN, MINNESOTA
FEBRUARY 24, 1997
A regular meeting of the Advisory Parks, Recreation and Natural Resources Commission was called
to order at 7:00 p.m on February 24, 1997 with the following Commission Members present: Terry Davis,
Jerry Farlee, Barbara Johnson, Guy Kohinhofer, George Kubik, Lee Markell, Daryle Petersen, John Rudolph
and Michael Vincent. Commission Members Randall Ahern and Tim Callister were not present. Staff
present included Ken Vraa, Director of Parks and Recreation; Dorothy Peterson, Superintendent of
Recreation; Paul Olson, Parks Superintendent; C.J. Lilly, Landscape Architect/Parks Planner; Rich Brasch,
Water Resources Coordinator; Gregg Hove, Forestry Supervisor; Pam Dudziak, Planner and Cherryl Mesko,
Secretary.
INTRODUCTION OF NEW MEMBERS
Director Vraa introduced Barbara Johnson, Terry Davis and Jerry Farlee as the three new members
on the Commission. Member Davis will be serving a three year term; Member Johnson will be serving a one
year term and Member Farlee will be serving a one year alternate term. Members Kohinhofer and Markell
were also appointed to three year terms.
COMMISSION ORGANIZATION
After describing the responsibilities for each office and explaining the voting procedure which
included initialing ballots, Director Vraa opened nominations for the Chairperson. John Rudolph nominated
and George Kubik seconded the nomination of Lee Markell. George Kubik nominated and Lee Markell
seconded the nomination of John Rudolph. Lee Markell nominated and Daryle Petersen seconded the
nomination of Michael Vincent. George Kubik moved, John Rudolph seconded with all members voting in
favor for close the nominations for Chairperson. Written ballots were submitted and counted naming Lee
Markell as Chairperson.
Director Vraa opened nominations for Vice-Chair. Daryle Peterson nominated and John Rudolph
seconded the nomination of Michael Vincent. George Kubik nominated and Lee Markell seconded the
nomination of John Rudolph. Lee Markell moved, Michael Vincent seconded with all members voting in
favor to close the nominations for Vice-Chair. Written ballots were submitted and counted naming John
Rudolph as Vice-Chair.
Director Vraa opened nominations for Secretary. George Kubik nominated and Lee Markell
seconded the nomination of Michael Vincent. A unanimous ballot was cast for Michael Vincent as
Secretary.
AGENDA
Director Vraa asked that Item N, Water Resources Update be moved up on the agenda to follow
Item J, Development Proposals. John Rudolph moved, George Kubik seconded with all members voting in
favor to accept the agenda as amended.
VISITORS TO BE HEARD
There were no visitors that wished to be heard under this agenda item.
Advisory Parks, Recreation and Natural Resources Commission
Minutes of February 24, 1997 Meeting
Page 2
DEPARTMENT HAPPENINGS
Items highlighted by Director Vraa Included the upcoming adult softball registration, benefit dinner
at Jensen's Supper Club for the Friends of the Farm, $900 grant from the Family Service and Collaborative
Children's Library Service Program for tutoring and extended kindergarten at Wescott, the February 8 ice
fishing event, spring program offerings, computer upgrades within the department, preschool winter program
activities, $1,000 grant from the DNR to research and develop a new tree preservation brochure and the
upcoming Interviews for Forestry/Park Maintenance worker position.
CONSENT AGENDA
OAK HILLS CHURCH
Michael Vincent moved, George Kubik seconded with all members voting in favor to make the
following recommendations to the City Council relative to Oak Hills Church:
1. This development will not be responsible for a parks dedication fee, however, If the use of this
development changes from PF than the new designation will be subject to a cash parks
dedication fee.
2. This development shall be responsible for a cash trails dedication.
3. This development will require the applicant to install 5 Category A trees or 10 Category B trees
or 20 Category C trees as mitigation for tree removal In excess of allowable limits. A revised
landscape plan should be submitted to reflect this tree mitigation.
4. 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
trees/woodlands to be preserved.
5. 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.
6. Water quality mitigation requirements shall be met through on-site ponding.
7. Draining or filling of the jurisdictional wetland shall be prohibited and a minimum 30 foot wide
ungraded buffer measured back from the delineated wetland edge shall be preserved (excluding
the area affected by detention basin construction).
DEVELOPMENT AGENDA
RATHMAN ACRES - GREGORY & VALERIE RATHMAN
Planner Dudzlak noted that this request Is for the approval of a Preliminary Subdivision of
approximately 15 acres located at the southwest corner of Blackhawk Lake, east of Blackhawk Road and
north of Silver Bell Road. The proposed subdivision would create eight lots ranging In size from just under /2
acre to 3.27 acres, with an average lot size of about 2 acres. Dudziak continued that the existing residence is
located on the western portion of the site. Lots 1 and 2 are proposed to have direct access to Blackhawk
Road and Lou 3, 4 and 5 would have access off a 200 foot cul-de-sac, Skater Circle, which would be
extended east from Blackhawk Road. Lots 6, 7 and 8 would have access via the 20 foot wide existing
private access drive off Riverton Avenue, Riverton Point which serves four lots within Blackhawk Lake
Addition. Lots 1-5 would be connected to sanitary sewer and Lots 6-8 would have private septic systems.
Coordinator Brasch explained that the eastern 3 lots will drain to the east and will have negligible
impact therefore a cash water quality dedication is being recommended. Staff Is requesting, however that a
conservation easement be secured to provide protection of riparian and adjacent upland areas along
Blackhawk Lake as a condition of any variance granted under the shoreland zoning regulations. The area
covered in the conservation easement should extend a minimum of 100 feet back from the OHW of
Blackhawk Lake, Brasch concluded.
Advisory Parks, Recreation and Natural Resources Commission
Minutes of February 24, 1997 Meeting
Page 3
Forestry Supervisor Hove noted that the Rathmans want to maintain as much of the vegetation on
site as possible. The Tree Preservation Plan that has been submitted will result in the removal of .3 acres
(3.1 % of the total). The developer is proposing to prepare Lots 1, 3, 4 and 5 during the initial site
preparation and then perform custom lot grading of Lots 6, 7 and 8.
Member Vincent asked if there would be an opportunity to connect a trail from this development to
Blackhawk Park. Director Vraa responded that there are four lots between the property to be developed and
the park which would make it difficult to create a trail at this time. It was also noted that the portion of
Blackhawk Park near this development was Identified in the early assessment phase as one that should not be
disturbed. Member Markel) questioned the installation of private septic systems on some of the lots.
Director Vraa stated that in this particular development if septic systems are not allowed, the lots would have
to have lift stations installed to tie Into the sanitary sewer system which may be cost prohibitive to do.
After further brief discussion, Michael Vincent moved, George Kubik seconded with all members
voting in favor to make the following recommendations to the City Council relative to Rathman Acres:
1. This development shall be responsible for a cash parks dedication.
2. This development shall be responsible for a cash trails dedication.
3. The Tree Preservation Plan as proposed shall be approved with the following conditions:
• 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 trees/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.
• Individual Lot Tree Preservation Plans shall be submitted at the time of Building
Permit Application for Lots 6, 7 and 8.
4. This development shall be subject to a cash water quality dedication based on the area and
development density of all lots excluding Lot 2 which is already developed.
5. A conservation easement shall be secured to provide protection of riparian and adjacent
upland areas along Blackhawk Lake as a condition of any variance granted under the shoreland
zoning regulations. The area covered in the conservation easement should extend a minimum
of 100 feet back from the OHW of Blackhawk Lake.
HOMESTEAD VILLAGE, INC. - PLANNED DEVELOPMENT AMENDMENT
Planner Dudziak Introduced this proposed request for a Preliminary Planned Development to
construct a three story, 133 unit extended stay hotel on 3.96 acres on the southeast corner of 1-35E and
Lone Oak Road at Denmark Avenue. A previous Planned Development for this property was approved in
1988 for the construction of a 123 room hotel and a restaurant. The current proposal consolidates the two
lots and proposes construction of a 133 unit three story hotel and no restaurant. Dudziak continued that the
parking lot surrounds the building and the building's main entrance is oriented toward Lone Oak Road. A
single driveway access Is provided to Denmark Avenue. Sidewalks are shown within the site and provide a
connection to the public trail along the south side of Lone Oak Road. The developer was also proposing a
sidewalk within the Denmark Avenue right of way along the full length of the property, Dudziak concluded.
Forestry Supervisor Hove reviewed tree preservation issues noting that no Tree Preservation Plan Is
required for this application however suggested some alterations to the landscape plan. Water Resources
Coordinator Brasch noted that the development's location is in a high priority drainage and It would be
appropriate for the development to provide on-site ponding for flood volume control. Brasch noted that
although the pond shown on the revised plans dated 2-3-97 contained sufficient wet volume for the
Advisory Parks, Recreation and Natural Resources Commission
Minutes of February 24, 1997 Meeting
Page 4
development, its average depth is 2 feet instead of the minimum 3 feet required in the City's pond design
standards. Brasch concluded that there were no jurisdictional wetlands within the parcel.
Director Vraa explained that the developer has shown a sidewalk on the east/southeast portion of
the development in anticipation that Interstate Drive (now known as Denmark) will extend to the south and
connect to the Promenade development and Northwood Drive. Vraa noted that the existing Trails System
Plan does not include a trail along this segment of Denmark. It was also noted that consideration should be
given relative to the potential development to the south of the proposed Homestead Village development. If
the Commission chooses to recommend this trail segment It would be appropriate that the Trails System
Plan be changed to reflect the inclusion Vraa concluded.
Member Kubik opined that with the potential for development to the south it would seem logical to
provide a connection to the Promenade area. Member Kohinhofer asked how to proceed with updating the
Trails System Plan. Director Vraa responded that It would be appropriate to make the request of the City
Council so that a public hearing can be scheduled to facilitate the change.
George Kubik moved, Michael Vincent seconded with all members voting in favor to make a
recommendation to the City Council that the Trails System Plan be amended to allow for the extension of
the trail south of Homestead Village, Inc. along Denmark to Northwood Drive. Staff would work out the
east or west location of the trail.
Michael Vincent moved, George Kubik seconded with all members voting in favor to make the
following recommendations to the City Council relative to Homestead Village, Inc.:
1. This development shall be responsible for a cash trails dedication and a change will be made
to the Master Trail Plan to reflect a trail that will extend to the south of this development and
connect to the Promenade development and Northwood Drive.
2. This development shall be responsible for a cash parks dedication.
3. No Tree Preservation Plan is required for this application.
4. The following alterations shall be made to the landscape plan:
• Wider spacing of Colorado Blue Spruce and Fraser Fir trees.
• Wider spacing or alternating species of oak trees along Interstate Drive (Denmark)
• Sufficient soil preparation or alternate species selection of maple trees north of parking
lot.
5. Water quality mitigation shall be met through on-site ponding. The pond design should be
modified so that the mean depth of the pond Is no less than 3 feet. A skimmer of acceptable
design to the City should be installed on the outlet.
WATER RESOURCES UPDATE
LAWN CHEMICAL UPDATE
Coordinator Brasch noted that the City Council had directed staff to meet with commercial
applicators to solicit their feedback on the proposed lawn chemical ordinance. Fifteen commercial
applicators were Invited to a meeting on January 30. Three notified staff they would not be able to attend
because of scheduling conflicts but expressed their Interest In keeping abreast of any ordinance the City is
considering adopting. They also mentioned that compliance with the fertilizer control ordinances adopted by
other communities in the Twin Cities did not present insurmountable problems for their firms.
Only one commercial applicator, Barefoot Grass, attended the January meeting. They responded
that their company would have no problem complying with an ordinance as outlined by staff. Some minor
changes to the ordinance were suggested which would affect the phosphorus content and application date
components.
Advisory Parks, Recreation and Natural Resources Commission
Minutes of February 24, 1997 Meeting
Page 5
As a follow-up to the January 30 meeting Coordinator Brasch suggested two options; one to pursue
the adoption of the lawn chemical control ordinance and the second to Increase efforts to solicit voluntary
cooperation from commercial applicators and postpone consideration of ordinance adoption for at least one
year.
Member Markel) wondered if the lack of attendance by the commercial applicators could be
construed as acceptance of the proposed ordinance. If that were the case, he suggested that the ordinance
be pursued and ask for the voluntary participation by residents. Member Vincent opined that it appears that
commercial applicators are finding similar situations In other cities they are working In. Member Kubik
cautioned that with only one participant in the meeting the City may want to keep on top of feedback from
applicators in the future. Member Petersen concurred stating that since the Council was uncertain if they
wanted to proceed with this ordinance it may be beneficial to get further feedback from applicators before
proceeding. He suggesting sending the proposed ordinance to the applicators to solicit their feedback.
Member Davis asked If this type of ordinance varies from city to city or Is it fairly similar.
Coordinator Brasch noted that they are very similar; the primary difference appears to be the phosphorous
content of the fertilizer. Member Davis added that if the ordinance was similar to what the applicators are
following in other cities, there may not be a great need to solicit further input.
After further discussion it was recommended that staff send a copy of the draft ordinance to all
applications with a cover letter soliciting their Input. The applicators should be given two weeks for
comment and then the ordinance will be brought back to the City Council for further direction.
FISH LAKE ALUM DOSING UPDATE
Coordinator Brasch explained that Fish Lake has been designated as a high priority water body in
Eagan and as such the City has worked at reducing the phosphorous level of the lake since there are no
options for diverting surface water into the lake. The City has proposed using alum to remove phosphorus
from the storm sewer inflows to Fish Lake. There appears to be significant Information that indicates an
increase in the criteria for aluminum to a level that would be necessary to achieve the target removals would
pose little toxic risk to aquatic life. However, the technical basis for the adjustment in the criteria remains an
Issue and MnPCA remains concerned about the precedence that such a change would set. Another concern,
Brasch added, is that any permit received from the State to operate a dosing system will probably be of
limited duration until the effectiveness and Impact of operation of the system Is evaluated. Although this
item was included as informational, staff Is Interested In feedback from the Commission regarding the
recommendations being made to the MnPCA.
Member Rudolph felt that the City was taking a very pro-active stand and that this positive stand
may provide benefits to other communities who are looking at this experimental program for their own use.
Member Kubik asked if the City has expressed a willingness to write this project up to share with other cities.
Kubik complimented staff and the Natural Resources Subcommittee for their extensive work in reviewing this
Issue in an attempt to find a cost effective way to Improve a highly valued water body in the City.
CITY PARTICPATION WITH TORO ENVIRONMENTAL SOLUTIONS PROGRAM
Coordinator Brasch explained that the Dakota Environmental Education Coordinator has approached
the City to determine If they would be interested In participating in the TORO Company's Environmental
Solutions Program to promote the use of mulching mowers. The primary Intent of the program is to reduce
the amount of grass clippings disposed of through the solid waste system. The program Involves promoting
use by residents of TORO's mulching mowers for several months. In return participating residents agree to
put up signage that indicates they are a "Mulching Mower Demonstration Yard". Residents then have the
Advisory Parks, Recreation and Natural Resources Commission.
Minutes of February 24, 1997 Meeting
Page 6
option of purchasing the mower from the dealer at a discount at the end of the demonstration program.
The City's effort would be part of a larger county-wide effort through which common environmental
messages would be promoted.
Member Kubik asked if the City Attorney typically provides feedback on ethics Issues and wondered
If this would be one that should be looked at before proceeding. In response to a question of who else
would be Involved In the program, Coordinator Brasch responded that Dakota County as well as other cities
in Dakota County will be participating. Member Peterson opined that If this Is promoted as an environmental
education opportunity there would be some benefit to participating.
After further brief discussion, George Kubik moved, John Rudolph seconded with all members
voting In favor to pursue the TORO Environmental Solutions Program but suggested that the program be
passed through the City Attorney's office for clarification of ethical and legal implications.
OLD BUSINESS
DAKOTA HILLS UPDATE
Director Vraa introduced this Item noting that Dakota Hills Middle School had approached the City
to maintain ballfields on the school site. Since the school district does not have the type of equipment to
maintain the fields In the same manner as the City fields, they have requested that they contract some of
those services from the City. The Commission was asked to review the draft agreement before It is sent back
to the school district for their review.
Member Vincent suggested that some type of dispute resolution be incorporated in the agreement.
Member Kohinhofer wanted it clearly Identified who would Incur the cost should an accident occur on the
school fields. Member Petersen asked what would happen if the City lost the ability to use these fields.
Superintendent Peterson responded that the school fields are used by the majors in baseball 5 nights a week
plus Saturdays from May through mid-July. Were the school fields not available, It would impact 20-22
teams that would not be able to be facilitated with existing fields.
Member Rudolph stated that although the City was being paid for services rendered would this work
stretch an already stretched maintenance staff. Superintendent Olson responded that this location was a
workable approach since the school fields are adjacent to an existing athletic facility therefore there isn't an
Issue of trailering equipment to a remote location for maintenance. Should this request come at another
location, the City may not be able to consider it.
George Kubik moved, John Rudolph seconded a motion to approve the letter of understanding with
Dakota Hills Middle School as presented.
Member Davis asked that the "appropriate" liability coverage be clarified with a specific dollar
amount. He also opined that the agreement should make sure that all costs are covered although It appears
that they are. Director Vraa stated that rates are designed to cover all costs but there Is no profit or
overhead figured into the numbers. It was also noted that this agreement should be for a minimum of 2
years.
After further brief discussion, Chairman Markell called the motion which was carried unanimously.
Advisory Parks, Recreation and Natural Resources Commission
Minutes of February 24, 1997 Meeting
Page 7
BORCHERT/INGERSOLL UPDATE
Director Vraa explained that the Borchert/ingersoll property had been acquired as tax forfeit
property from Dakota County. During the acquisition process, Gopher Resources had requested that Parcel
B be exchanged for Parcel A. Since there have been some outstanding environmental issues with the
property, the City has not officially taken title toit. The County, however, has allowed Gopher to acquire
Parcel B so they can proceed with the expansion of Gopher Resources.
The City has diligently been pursuing a closure plan with Dakota County for this property. The
County has asked for additional testing on the site over the past year which has extended the time frame
when the City had hoped to acquire the property.
Superintendent Olson explained that the City had secured the services of Northern Environmental to
do testing on the site. The most recent testing found a trace level of DOC well below the level of concern
by PCA. The City Is taking a cautious approach to the results and is waiting to hear back from VIC. It is
hoped that the City will receive a letter of "No Future Action" since they have made a good faith effort to
remedy the situation. In this case the clean-up would be surface removal of appliances, etc. It is hoped that
the City will know more information by early-mid summer.
ANDERSON PARCEL UPDATE
Director Vraa stated that staff has met with the Anderson regarding sanitary sewer service to their
property. They will get back to the City once they have had an opportunity to review their options.
PETITION PROCESS
Superintendent Peterson reminded the Commission that they had requested that the Recreation
Subcommittee review the subject of a petition process. After reviewing how petitions are handled through
other City departments, the subcommittee came up with a set of guidelines for Commission review.
Member Davis asked how "affected property owners" would be determined. Superintendent
Peterson stated that it Is typically identified in the request. Member Kubik noted that the idea behind the
petition process was to get clear articulation of what the petitioners want.
There was some discussion about whether this should be used as a guideline or whether a
standardized form should be created so that all requests are uniform. Michael Vincent moved, George Kubik
seconded with all members voting in favor to adopt the petition guidelines for use in the department.
NEW BUSINESS
COMMISSION GOALS AND WORK PROGRAM
Director Vraa reviewed some of the carry over items from last year's work agenda and asked the
Commission to identify the Items they feel are Important to Include In the 1997 Work Program.
Member Kubik opined that the central park/facility study was important and suggested that visits to
community centers in the metro area would be appropriate. Michael Vincent added programming for teens.
Member Kubik noted that the Commission had attempted to recruit teens to participate In the Recreation
subcommittee in the past but there wasn't a strong Interest by teen to pursue It for an extended period of
time. Member Kohlnhofer suggested allocating a block of time, or an extra meeting to have a brainstorming
Advisory Parks, Recreation and Natural Resources Commission
Minutes of February 24, 1997 Meeting
Page 8
session. Member Kubik asked If there were any policies that the Commission should be reviewing. Director
Vraa stated that the Commission will be addressing the Child Protection Policy at their March meeting. It
was decided that a tour to community centers in Shakopee, Chaska and Chanhassen would be scheduled.
Other work program ideas should be brought to the attention of Director Vraa.
PARKS DEVELOPMENT UPDATE
Parks Planner Lilly noted that the City Is preparing for the upcoming Arbor Day event. The
celebration is scheduled for May 3 from 9 a.m. to 1 p.m. and will take place at Blackhawk Park. The
Commission and public were invited to participate.
OTHER BUSINESS AND REPORTS
WARMING SHELTER SURVEY - BEN DUVICK, INTERN
Superintendent Peterson explained that Ben Duvick was completing his Internship with Eagan Parks
and Recreation and part of that internship was a research project which required Ben to conduct a survey of
winter warming house users. This project included establishing the questions to be asked, conducting the
survey, writing a report to reflect the results of the survey and making a presentation to the Commission.
Ben explained that the purpose of the survey was to receive feedback from users of the outdoor
skating rinks and facilities with Eagan to determine if the rinks and buildings are serving their purpose. The
survey period was from early January through February 24, 1997. In an attempt to Interview 100
participants all sites were visited and every fifth visitor was interviewed. Various circumstances resulted in a
total of 77 visitors being surveyed.
Upon reviewing some of the questions asked, Ben noted that the majority of people responded that
the quality of the Ice was good, however when asked what improvements could be made, better ice was
suggested. He did find that most people are not aware of how outdoor Ice is made and maintained. He
suggested that some education be provided to make people more aware of the process.
In response to the question regarding use of the Happenings Hotline Ben found that very few people
use It. He suggested that the number be better advertised or that It be posted many different places so that
It Is more visible than It appears to be now.
In response to a question regarding to potential closure of sites for budgetary reasons, most people
surveyed favored sites being closed one day per week or closing sites that have the least attendance.
Member Kubik asked what surprises Ben found during the interview process. Ben responded that
people not being aware of the Hotline number since It Is advertised so frequently.
The Commission thanked Ben for his thorough report that will be beneficial as the department looks
at how changes can be made to the outdoor rinks
MCCARTHY PROPERTY
Director Vraa noted that Lillian McCarthy had passed away recently which meant that the City
would soon be acquiring her home as part of Patrick Eagan Park. It is expected that the estate will be settled
by the end of May. The question about what will be done with this property will need to be addressed at
that time.
Advisory Parks, Recreation and Natural Resources Commission
Minutes of February 24, 1997 Meeting
Page 9
SET ACQUISITION/DEVELOPMENT SUBCOMMITTEE MEETING
Director Vraa noted that the Acquisition/Development Subcommittee will meet on February 27 to
work on the C.I.P.
JOINT COUNCIL/COMMISSION MEETING
Director Vraa asked Commission Members to hold open March 17, 5:00 p.m. for a possible joint
meeting with the City Council. Further Information will be made available to Commission Members as soon
as it is available.
MARCH AGENDA ITEMS
Items identified by Director Vraa that will appear on the March agenda will be 2 development items,
review of the Child Protection Policy, DNR report and scheduling a meeting date for May.
ROUND TABLE
Member Petersen commented on the February 4 City Council meeting when the Council suggested
that the Parks budget be the first to be scrutinized. Petersen opined that the department and its budget has
been operating within the boundaries set forth by the City Council. He continued that the jewel of the City
is the parks and the recreation programs that are offered. He stated that the department Is doing an
excellent job in providing these facilities and services to residents. Petersen expressed a strong desire for the
Commission to respond to the City Council in support of the Parks and Recreation Department.
Member Johnson asked what conclusion the Council had come to regarding the budget. Member
Vincent clarified that the Council has asked that there be another line item added to the budget calculation
which would include a 5% reduction in the overall budget.
Member Markell suggested that perhaps If Commission Member(s) were present at all Council
meetings they may be able to respond to questions the Council has. Member Petersen suggested that the
Commission find a way to open up a regular line of communication with the Council. He added that the
Commission is a group of volunteers trying to work for the best interest of the residents and that there is no
hidden agenda. Member Davis suggested that everyone could take a turn at Council meetings. Member
Kubik suggested that a positive effort should be made to communicate with the Council so that both groups
have a good understanding of their roles and responsibilities. Kubik opined that the Commission had a good
rapport with the Council and that they continue to grow with open communication.
Member Petersen asked the status of the question by the Council regarding activities at Wescott
being held at area schools. Director Vraa responded that Superintendent Peterson Is preparing a response to
that question as directed by the City Administrator.
Member Kubik asked If the Commission could have some video presentations prior to meetings such
as demonstrated accomplishments within the Department, i.e. specific parks and the facilities within them,
the recreational opportunities provided, assistance with winter snow removal, maintenance of outdoor Ice,
etc. It was thought that this would be a good way to provide Information to the public, Commission and
Council perhaps on a quarterly basis.
Advisory Parks, Recreation and Natural Resources Commission
Minutes of February 24, 1997 Meeting
Page 10
ADJOURNMENT
With no further business to conduct, George Kubik moved, Daryle Petersen seconded with all
members voting In favor to adjourn the meeting. The meeting was adjourned at 10:40 p.m.
Secretary
Date
MEMO
-- city of eagan
TO: HONORABLE MAYOR & CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: March 14, 1997
SUBJECT: APRNRC INFORMATIVE ITEMS
There are several items not included on the agenda for formal discussion between the
APRNRC and City Council. These items are considered informative; however, if time
permits and there are questions regarding one of these topics, questions could be asked of
staff or members of the APRNRC. Those topics are as follows:
CAPITAL REQUEST FOR LIGHTING IN PARKS
Following the community notification meeting that was held last Thursday, March 6, the
Parks & Recreation Department has received calls from residents asking for the
installation of lights in neighborhood and community parks. The calls have been small in
number, but it does represent an attitude of fear that exists in the Cinnamon Ridge
development and adjacent neighborhoods.
WATER QUALITY an. FISH LAKE
Enclosed on pages 3 through is a copy of a memo from Rich Brasch, Water
Resources Coordinator, providing information on the water quality at Fish Lake.
CHILD PROTECTION POLICY
Enclosed on pages 6 through is a memo regarding the status and need for a child
protection policy.
WESCOTT COMMONS LOCATION
Recently, at a City Council meeting, City Councilmember Wachter raised questions about
integrating the Wescott Commons program with a school facility. The reason for
combining the program with a school facility is to reduce the need for rental of a unit at
the Wescott Commons location. Enclosed on pages 1i through is information ,IL regarding the program.
DAKOTA HILLS MIDDLE SCHOOL FIELD MAINTENANCE
Enclosed on pages .3 . through 31 is a copy of a memo from Director of Parks &
Recreation Vraa regarding discussions between the City and Dakota Hills Middle School
regarding field maintenance.
PARTICIPATION IN TORO ENVIRONMENTAL SOLUTIONS PROGRAM
Enclosed on pages through is a memorandum concerning a program which
Toro Inc. offers to local governments. The purpose of the program is to promote the use
of mulching mowers by providing such mowers on a temporary basis to interested
residents. The APRNRC is recommending that the City participate. The City Attorney
has identified no legal or ethical restrictions to such participation. If given direction by
the Council, staff will place this item on a regular Council agenda for approval.
City Administrator
Attachments
TLH/vmd
TO: CITY COUNCIL C/O THOMAS HEDGES
FROM: RICH BRASCH, WATER RESOURCES COORDINATOR
DEPARTMENT OF PARKS AND RECREATION
RE: UPDATE ON ALUM DOSING COMPONENT OF FISH LAKE PHASE II PROJECT
DATE: MARCH 12, 1997
Background/Issue
As City Council members may recall, a key component of the City's effort to improve the water
quality of Fish Lake is the construction and operation of a "dosing" station which would inject small
amounts of alum into the mainstem of the storm sewer system draining to the lake in order to decrease
phosphorus entering the lake from the watershed. With the approval of the City Council to proceed
with the project, staff submitted a permit application to the State in June, 1996 to secure authorization
to carry out the alum dosing component. Because the use of alum to treat inflows to lakes is relatively
new, the processing of the permit has been very slow. However, we are nearing the end of permit
negotiations and the Commission and staff wanted to take this opportunity to brief the City Council on
the alum dosing aspect of the Fish Lake project.
Attached is a letter staff sent to the Mn Pollution Control Agency regarding several key issues on
which the dosing project hinges. Staff reviewed an earlier draft of this letter with the APRNRC at their
February 24, 1997 meeting before it was finalized and sent to the MnPCA. While the memo contains
some technical jargon, the messages are discernable if Council members keep in mind two key points.
First, in order to use alum to remove phosphorus from the stormsewer inflows to Fish Lake, we need to
convince regulatory authorities that a relaxation in the criteria for aluminum in waters of the state is
appropriate. The current criteria will allow us to achieve only about one-third to one-half of the
phosphorus removal we need to meet the City's water quality target for Fish Lake. There is an
abundance of information that indicates that an increase in the criteria for aluminum concentrations to
a level that would be necessary to achieve our target removals would pose little toxic threat to aquatic
life. However, the technical basis for the adjustment in the criteria is an issue and MnPCA remains
concerned about the "precedence" that such a change would set.
Second, any permit we receive from the State to operate a dosing station will probably be of limited
duration until the effectiveness and impact of the operation is thoroughly evaluated in the field. This
issue is obviously of concern to the City as well. Staff and the APRNRC have outlined a position in
the memo which attempts to balance the financial obligations of the City for construction,
operation/maintenance, and monitoring of the system with the possible limited duration of the permit.
Council Direction Requested
Staff and the APRNRC are interested in whether the position and strategy outlined on the second page
of the letter to MnPCA appears reasonable to the City Council. No formal action is requested.
?;7
Rich Brasch
Water Resources Coordinator
cc. Ken Vraa
Advisory Parks, Recreation, and Natural Resources Commission
r
city of eagan
March 3, 1997
T^+CMAS EGAN
.ICV?r
MR. MARK TOMASEK PATRICIA AWADA
WATER QUALITY DIVISION N
T
MN POLLUTION CONTROL AGENCY SA
NDRA A. A
A. MA
520 LAFAYETTE ROAD NORTH
THEODO
THEODORE
WACHTER
C
ST. PAUL, MN 55155 ouncil Memhers
bers
THOMAS HEDGES
Dear Mark:
Cry Acminlstrbtor
E. J. VAN OVERBEKE
ity d
Thanks very much for your efforts in setting up the meeting with the Department of Natural Res o
urcceC,sean the
Ramey Washington Metro Watershed District representatives to discuss the alum dosing proposals for the
Fish Lake and Tanners Lake projects. I certainly gained more insight into what it will take to get the Fish
Lake dosing proposal off the ground. I also continue to believe that, with the majority of phosphorus loading
to Fish Lake coming through a single pipe and with the constant flow conditions provided by the lift station,
we have a near ideal situation at Fish Lake for the application of alum dosing.
As you know, the City's Water Quality Management Plan identifies Fish Lake as the second highest of thirty
long-term lake enhancement priorities in the community. Concern about the degrbiation of water quality in
Fish Lake in the mid-1980's was one of several factors that convinced the City Council to embark upon
development and implementation of a vigorous water quality management effort. The high turn-out at both
the public information meetings held to gather comment on the Fish Lake Diagnostic/Feasibiliry Study and
Implementation Plan in 1993 and 1994 confirmed continuing high interest on the part of city residents about
improving the quality of the lake.
The City has done its best to implement conventional watershed Best Management Practices to improve the
quality of runoff entering Fish Lake. The entire 3,000 acre watershed is swept in the spring and fall each year,
with direct drainage areas receiving top priority. Virtually all new developments in the watershed are required
to incorporate on-site ponding to treat runoff prior to discharge off-site. The watershed contains over 100
natural and constructed basins which treat runoff before it enters Fish Lake. In addition, the City has stepped
up its efforts on an already vigorous public education program to curtail pollutant loadings at the source. The
City's diligent application of both structural and non-structural BMP's has significantly reduced the
phosphorus concentrations of the water in the mainstem of the stormsewer system near Fish Lake.
The Fish Lake Phase I study reviewed and evaluated numerous remedial alternatives to reduce phosphorus
loading to the lake. Dosing of alum into the mainstem of the storm drainage system to further reduce already
low phosphorus concentrations was selected as the most cost-effective option for achieving the load reductions
necessary to reach in-lake water quality goals. MnPCA technical staff who reviewed the report and
recommended the project for Phase II funding under the Cleanwater Partnership Program agreed with that
strategy.
We are now at a pivotal point for implementation of the dosing aspect of the project. In response to the City's
June 1996 application for a special permit to proceed with the dosing project, we have had numerous
discussions with both representatives of your agency and the MnDNR regarding the conditions under which
the dosing project should proceed. I hope we are moving closer to adopting an approach that recognizes our
efforts are aimed at improving an already highly degraded urban system which will require balancing a
number of benefits and impacts. For Fish Lake, it seems likely that the ecological and societal benefits of
improving lake water quality will far outweigh the potential impacts of somewhat elevated total aluminum
loading associated with the dosing project proposed. However, we won't actually know the trade-offs in these
benefits and costs until we've had a chance to run and monitor system effectiveness and impacts over the
intermediate to long-term.
MUNICIPAL CENTER
b30 Pgpt KNOB ROAD THE LONE OAK TREE MAINTENANCE FACILITY
EAGAN. MINNESOTA 55122-18,2' THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY E501 COACHMAN POINT
PHONE (612) 081.4000 P CNE MI2) l .43 55122
EAGAN
FAX (612) 081 4612 Equcl Opportunity/Affirmative Action Employer P'"CNE (0 i 2) 08.4JC0
,00 (6I 2) 454 85.35 Fax (612) 00
"CC (oi2)454 454-858515
In the interests of bringing the permitting phase of this project to closure, I would like to outline some
guidelines for what I believe it will take to get the Fish Lake alum dosing proposal off the ground from the
City's standpoint. First, the permit to operate the dosing system must have at least a five year term in order to
allow sufficient time to refine system operation, detect significant long term trends in lake water quality, and
make the financial risks to the City reasonable. The cost for design and construction of the dosing station is
estimated at about $40,000 in 1993 dollars. It is my judgement that this would be perceived as a reasonable
expenditure on the part of the City even if the project is operated for only five years. However, at annualized
costs of $15,000 per year ($9,000/year annualized capital cost and 56,000/year for operation and
maintenance), plus monitoring costs, it is still a rather costly undertaking for the City.
Second, the total aluminum criteria applied to the outlet of Pond JP-47 must be high enough so we can operate
at our proposed dosing rate of 1 mg/liter. The pilot dosing study suggested an aluminum removal efficiency of
approximately 40% in Pond JP-47. Thus, a total aluminum standard of 600 ug/1 applied at the outlet of Pond
JP-47 would likely be sufficient to allow dosing at the recommended rate. There is ample information
available showing that the increase in chronic toxicity risk associated with raising the total aluminum criteria
from 262 ug/l to 600 ug/l is minimal. I think there are also some relatively inexpensive methods we can
employ to try to increase removal efficiencies for particulate aluminum, such as installing temporary baffles to
better disperse flow between the inlet and the outlet. The City does IIQI want to have to incur the expense
(about $75,000) of excavating Pond JP-47 to attempt to increase floc removal at this stage of an experimental
project that may not be allowed to continue beyond five years. It is also very important to note that our work
so far indicates ti-at elevated total aluminum concentrations resulting from a dosing operation would be
composed almost entirely of bound or particulate aluminum and that dissolved aluminum in treated water
discharged to Fhch Lake (and likely to Pond JP-47 as well) would remain well below the aquatic criteria.
There is a strong possibility that the un-developed upland between Hurley Lake and Pond JP-47 could be
developed at some point during the five-year test period for the dosing operation, allowing the City to secure
the land for a floc settling basin by requiring a land dedication through the development approval process. To
secure the land now would require condemnation, which the City feels is prohibitively expensive. Again, it
would be difficult to convince the City Council that this expense is warranted now when we don't know
whether the dosing system should or can operate beyond five years.
In closing, I want to again reiterate the City's commitment to implementing an alum dosing project to enhance
Fish Lake as a local and regional recreational resource. We also believe that it may be in the best interests of
state lake management to implement a few of these projects so that they can be rigorously evaluated to better
define the role this practice can play in protection and enhancement of Minnesota's aquatic resources. As
such, the City expects to carry out a reasonable amount of monitoring to help define the effectiveness, costs,
and impacts of operation of the system over the long term.
I look forward to hearing from you in the near firture so we can continue to move this project forward and
bring closure to this issue within the next several months. Please let me know if you have any questions or
need more information from us.
Sincerely,
Rich Brasch
Water Resources Coordinator
cc. Ken Vraa
Paul Nelson/Steve Kloiber
JOINT COUNCIL/APRNRC MEETING
March 17, 1997
5:00 PM
CHILD PROTECTION POLICY
Staff has been working on a "Child Protection Policy" for the Department of Parks
and Recreation. Although the City had previously implemented the required
background check on full time, part time and seasonal employees, volunteer workers
were not be required to go through that process. Given two separate events
reported late last year in which volunteers were involved with criminal sexual
behavior in a park setting, staff and the Advisory Commission initiated a review of
the need to develop a policy which also covers volunteers. This policy excludes the
necessity to do background checks on volunteers who do not interact with children
and those who do not have continuous supervision by a regular employee.
The policy also excludes the City from assuming any responsibility for background
checks or liability for actions by personnel and volunteers from independent
organizations that use City facilities.
The policy covers hiring procedures, training, supervision and complaint
investigation. This policy has been reviewed with the City Attorney's office and
Assistant to the Administrator Duffy.
6
CHILD PROTECTION POLICY
This Child Protection Policy is established to meet the stipulations of the National Child
Protection Act (Public Law 103-209) and to attempt to assure safety to children who participate
in City sponsored activities.
Coverage: (a) All employees and interns.
(b) All volunteer positions in municipal employment existing or hereafter created
that have occasion to interact with children without direct, continuous supervision
by a regular employee.
Hiring Procedure
1. Job descriptions shall be established for each position/category of positions.
2. Job postings shall include:
• Minimum requirements.
• Equal opportunity statement.
3. Applicants must fill out City application form and provide other information as requested.
4. Candidates meeting minimum qualifications may be considered for personal interview
subject to:
• Number of positions to be filled.
• Objective review and point total (100 maximum) of minimum and desired
qualifications. Veterans preference ,oints will be applied when requested.
5. Candidates interviewed will be asked to respond to questions related to the position; all
candidates will be asked the same questions.
6. All candidates interviewed shall be requested to sign the City form authorizing a criminal
background check for the conviction of a crime or crimes as authorized by Minnesota
Statute Chapter 364 and as otherwise allowed under the Minnesota Child Protection
Background Check Act, Minnesota Statutes 299C..60 - 299C.64. Criminal background
checks will only be performed for those applicants whom the City is still considering hiring
after the initial interview.
• State Statute does not create a duty to perform a background check. By enacting this
policy the City is not under a duty to perform a background check on any employee,
intern or volunteer.
7. The existence of a criminal conviction record will not automatically disqualify a candidate
from employment with the City, though certain types of criminal convictions may prohibit
working in certain positions. Records of arrest not followed by valid conviction;
convictions which have been, pursuant to law, annulled or expunged; and misdemeanor
convictions for which no jail sentence can be imposed, will not be considered by the City.
Before any applicant is rejected on the basis of a criminal conviction, he/she will be
notified in writing and will be given any rights to processing of complaints or grievances
afforded by Minnesota Statute Ch. 364 and Section 299C.60 - 299C.64.
8. Candidate evaluation will continue with reference checks.
9. Positions will be offered to individuals who best fit requirements of the position.
Training
1. Regular employee training shall be provided as appropriate to a position.
2. Seasonal and temporary employees and volunteers shall undergo training that shall include
but not be limited to:
• Personnel procedures and responsibilities.
• Program/activity related experience in a workshop type setting.
• General observation and awareness of surroundings of the work environment.
• First aid and CPR.
• Performance expectations, supervision, and evaluation.
• Department/City policies and procedures including the prohibition of harassment,
illegal discrimination, and child protection.
Supervision
1. Program sites will receive a minimum of one site visit from supervisory staff each day.
The purpose is informal feedback and assistance.
2. Supervisors shall provide seasonal/temporary employees with telephone and pager numbers
at which they can be reached.
3. A staff meeting or meetings shall be held as required by supervisory staff.
4. Supervisor/seasonal-temporary individual meetings will be held concerning:
• Performance below expectation.
• Conformance with City policy.
• Exit interviews.
Child Protection Comniaint Investigation Policy
1 The following steps may be taken by supervisory staff concerning a complaint of
harassment, intimidation, verbal, psychological, physical or sexual abuse involving a child
against an employee, intern or volunteer. The City's basic personnel policies, including its
sexual harassment policy, will govern an investigation for child protection.
• Immediate suspension with pay for the duration of the investigation. In the case of a
volunteer, cessation of the volunteer activity. Notification shall be in writing.
• Report the incident to the Director of Personnel who will conduct an investigation
providing a preliminary report within 72 hours if possible.
• If the complaint against the employee could result in a criminal charge, the complaint
will immediately be reported to the police department.
• Maintain confidentiality.
2. Minnesota Data Privacy Act provisions will be followed.
INDEPENDENT ORGANIZATIONS
The City of Eagan is not responsible for background checks or liable for actions by personnel
and volunteers from independent organizations that use City facilities.
es 10/childpro.tect
CITY OF EAGAN
DATA PRACTICES ADVISORY FOR
PROTECTED INFORMATION FORM
VOLUNTEERS
READ THIS ADVISORY BEFORE COMPLETING THIS FORM:
The Minnesota Government Data Practices Act requires you to be informed that the following information which you have
been asked to provide on the attached form is considered private data.
1. Your full name.
2. Any and all previous names by which you are known, regardless of whether or not they were your legal names.
3. Your date of birth.
4. Your sex.
5. Your criminal history data maintained by agencies, political subdivisions and state-wide systems.
The purpose and intended use of this data is to conduct the background inquiries which this City uses to establish your
eligibility to serve as a volunteer for a Parks & Recreation program n to protect children who may interact with the
volunteer. Although you may not be directly interacting with children. potential exists. Therefore, though the City is
under no obligation to do so, it is conducting background checks in order to protect children. The specific use for each
category of data is described below:
I . To conduct a thorough and complete criminal history and background check, all names by which an applicant is or has
been known must be listed.
2. In order to access driver's license data, date of birth must be supplied.
3. In order to access criminal history data, date of birth, and sex must be supplied.
4. A complete criminal 'tistory and driver's license check are conducted to determine whether there are any program-
related factors which affect your suitability to serve as a volunteer. Driver's license checks only affect those positions
which require that the volunteer drive during the program.
This data will be used solely for the above mentioned purposes. This data will not be made available to the City's volunteer
coordinator unless a criminal conviction record is discovered In that case, information gained by use of previous names, date
of birth, or race, will be forwarded to the volunteer coordinator without reference to date of birth, age or race.
existence of a criminal conviction record will not automatically disqualify you from volunteering with the City, though
c rtain types of criminal convictions may prohibit you from working in certain positions. Your rights under Minnesota
Statute Chapter 299C.62, Sub 3, are:
(I) The right to be informed that the City will request a background check on the applicant for purposes of the applicant
becoming a volunteer with the City and to determine whether the applicant has been convicted of any crime set forth
under the Child Protection Background Check Act; i.e., child abuse, murder, manslaughter, felony level assault or
any assault crime committed against a minor, kidnapping, arson, criminal sexual conduct and prostitution-related
crimes;
(2) The right to be informed by the City of the response to the background check and to obtain from the City a copy of
the background check report;
(3) The right to obtain any record that forms a basis for the report;
(4) The right to challenge the accuracy and completeness of any information contained in the report or record pursuant
to the Government Data Practices Act;
(5) The right to be informed by the City if the application has been denied because of the background check; and
(6) The right not to be required directly or indirectly to pay the cost of the background check.
You are not legally required to provide the requested information. However, if you do not, the City will be unable to conduct
the required background inquiries and will not be able to process your application and the City will not be able to consider
you as a volunteer.
I have read and understand the information stated above.
Signature
Date
ci
PROTECTED INFORMATION FORM
FULL NAME:
Last First Full Middle Name
DATE OF BIRTH:
SEX:
DRIVERS LICENSE STATE & NUMBER:
VOLUNTEER POSITION APPLIED FOR:
List any and all other names by which you are or have been known:
Have you ever been convicted as an adult for a crime which has not been annulled, expunged, set
aside, purged or sealed by a court?
EYes p No If YES, give date and place, nature of offense and disposition:
I certify that all statements by me, on this form, are true, complete and correct to the best of my
knowledge and belief, and are made in good faith. I understand that any false information on this
form may be cause for rejection, or dismissal if already a volunteer.
Signature of Applicant Date
,c
MEMO
city of eagan
TO: TOM HEDGES, CITY ADMINISTRATOR
FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATION
DOROTHY PETERSON, SUPERINTENDENT OF RECREATION
DATE: MARCH 17, 1997
RE: INQUIRY CONCERNING USE OF A SCHOOL SITE FOR THE
YOUTH DEVELOPMENT PROGRAM
It is staff's understanding that Councilmember Wachter has inquired whether money could be
saved if a school site were used for the Youth Development Program. Attached for background
information is a copy of a March 27, 1996 memorandum which chronicles the goals and progress
of the Youth Development Program.
As the Department of Parks and Recreation has come to know the Wescott neighborhood, on site
programming for recreational activity and collaboration with other agencies is efficient and
effective.
One of our first objectives was to have a "presence" in the neighborhood so that police and the
City would not be viewed as outsiders. This concept was in line with the Police Department's
Community Oriented Policing effort.
ISSUES
Would the benefit be the same if Wescott Youth Development Programs were conducted at an
off-site school rather than from an on-site apartment?
• How continuing progress in building trust for the City, reducing juvenile police contacts
and the youth development recreational activity program would fare at a school site is
an unknown.
• How Community Oriented Policing efforts; that is the neighborhood presence of police
officers plus occasions not in uniform, would be affected is an unknown.
• What emphasis should the cost of apartment rent have in the overall picture of the
collaborative effort in the Wescott neighborhood?
• The City's continuous presence in a school may not reduce rental costs as it could lead
to the school district initiating a rental arrangement to cover their costs. This is the
situation with the YMCA.
INFLUENCING FACTORS:
Two specific incidents demonstrate the importance of the City's presence in the
Wescott neighborhood.
• Two years ago the Youth Development Coordinator observed a new "move in". The
new "family" generated a lot of traffic, did not have typical family make-up and the
atmosphere did not feel right. Working with the Police Department, the new "family"
was identified as active drug dealers. Due to vigilance, they were soon gone from the
neighborhood.
• Recently, the Youth Development Coordinator arrived at Wescott to find a potential
volatile argument in progress at a school bus stop. Parents and children from several
families were shouting, pushing and shoving and threatening physical violence. The
Youth Development Coordinator took the families into the Service Center and worked
to diffuse the situation. In addition, she has arranged for an outside agency to provide
anger management training.
Other factors that influence the need for on-site presence at Wesoctt:
• Lack of public transportation is an on-going limiting factor for residents in the Wescott
neighborhood. This transportation issue affects even the weekly shopping for many.
• Schools are a threatening environment for people who did not (parents) or do not
(students) achieve success in their school experience.
• Recognizing this school aversion, Dakota Hills Middle School and Glacier Hills
Elementary fund tutors to work with Wescott youth in a familiar environment; the City's
Wescott apartment
• Two neighboring cities, Burnsville and Rosemount are emulating Eagan's Youth
Development Program in high density apartment neighborhoods.
• Access to a school site would be limited by school hours and restricted by summer
maintenance.
• The trust being fostered among Wescott residents toward the City centers around the
experiences being offered to the children right in the neighborhood.
DISCUSSION
The department of Parks and Recreation actively seeks grant assistance as an ongoing effort
to offset program costs. School District 196, Early Childhood Family Education, the library
and Dakota Partnership for Healthy Communities are current partners providing funding for
programs. In excess of $4,000 of other organizations funds are now earmarked for
Wescott. An example is an Early Childhood Family Education School District grant which
provides a school bus to bring preschoolers and parents to the Rahn Way Center opening
up GED, ESL and Head Start programs to Wescott residents. This enables Parks and
Recreation to focus activity to age groups other than preschoolers.
In addition, the Eagan Police Department has recently received a $10,000 grant. The Wescott
neighborhood has been earmarked for programs. Parks and Recreation and the Police
Department will partner to benefit the neighborhood. Those endorsing the project include Sgt.
Tom Shoenecker, DHMS Assistant Principal Jim DeLong, City Attorney May and District
Judge Mary Pawlenty.
The school district through its professional perspective of working with children and families in
a low/moderate income, high density neighborhood have endorsed the on-site initiatives. A
school site overlooks the transportation problem of getting youth/parents to and from the off
site location at varied hours during the day. A school location would probably mean the
programs would be severely limited on days and dates in which the program is probably
needed most; holiday for kids, but not working adults. These are the very times kids can find
ways to get into trouble.
The City's Wescott apartment serves the neighborhood as a "relief valve" for the children.
Regardless of what is occurring at home, i.e. family dispute, alcohol consumption or lack of
boundaries; children can come to the center to find positive role models, a schedule of regular
recreational activity and the opportunity to be a normal child.
It should be emphasized that Parks and Recreation is not doing the work of County Social
Service agencies, public health, the school district or any other agency. They are doing this
work and expending dollars from their budget. A true collaborative has emerged whereby
better understanding of areas of expertise has been achieved for staff, Wescott families and
duplication of effort is avoided.
The Wescott neighborhood is intensely sensitive to their community being referred to as the
most unsafe area in the City. Parks and Recreation through its programming expertise and
other agencies as partners are working to bring main stream experiences, values and skills to the
community. All of this effort would be lost by moving off site. The city's investment pays off
with each child who succeeds and stays in school, who looks for and finds a summer job, with
each family that learns conflict resolution, with each police call that is not made, with each
activity that fosters understanding of a culturally diverse population and each time the residents
volunteer to assist with their children's activity.
Experience with this population would suggest that moving off site would equate to no
program.
1-3
MEMO
- city of eagan
DATE: March 27, 1996
TO: Tom Hedges, City Administrator
FROM: Ken Vraa, Director of Parks and Recreation
SUBJECT: Youth Development Coordinator - Wescott Commons
You had requested additional background information relative to the Youth Development Coordinator
position which serves the Wescott neighborhood (and others) and what the impact of the program has
been. Specifically, you inquired whether there was any information relative to a reduction in the
incidence of reported crime or police contacts within this neighborhood. Police Administrative Assistant
Southern has provided me with a report relative to this issue which is summarized as part of this
memorandum.
Because the Youth Development Coordinator position is currently vacant as a result of the recent
resignation of Walker Lee Ashley, staff has met with Dakota Hills Middle School's Principal Pat Sullivan
and Assistant Principal Jim DeLong. The objective was to review the effectiveness of the Youth
Development program from their perspective. An internal review of the original goals of the program
and an assessment of attainment has been conducted.
ORIGINAL PROGRAM INITIATION
The Youth Development Coordinator position was created in response to the increasing number of
juvenile offenses coming from the Wescott neighborhood, the property owners requests for city
assistance in dealing with social-economic deterioration in the Wescott Square area, and in response to
nearby property owners who were looking to the City to "do something" with the problems that were
spilling over into their neighborhoods. In addition, a task force of School District, County, neighborhood
and City personnel were meeting to assess the scope of deficits that were contributors to juvenile
problems at school and in the community. As information was gained, it was determined that structured
activities were essential for this area, given the Inordinately high number of youth in this dense housing
development. Also, the significant number of low Income residents with limited resources for leisure
activity was a factor. (See economic attachment *1) The School District reports data which
substantiates the number of youth reflects the high number of youth in an isolated area. (See
attachment *2).
The first programming efforts actually occurred In 1993, largely through volunteer efforts by the
neighborhood which were coordinated with the City Parks and Recreation Department. A temporary
trailer was placed on site by the City and various activities were scheduled out of the trailer.
Unfortunately, community activities were not cohesive, the leadership was split, and the program did not
materialize to the extent desired. In November of 1993, with the support of the Eagan police, City
staffs recommendation to hire a coordinator to staff and program the site was proposed. The Youth
Development Coordinator position was approved by the City Council for inclusion in the 1994 budget at
3/4 time.
Hedges memo
March 27, 1996
Page two
The Council will also recall that the property owners of Wescott approached the City with a proposal
that the City acquire vacant lots for the purpose of developing a neighborhood park and creating a play
area for the youth. The property owners contributed substantially to the acquisition of the vacant land
for the park and Wescott Commons was subsequently developed using HRA/Community Development
Block Grant Funds. A coordinator was hired In April of 1994 to begin programs on site. The park was
completed in July, 1994, and the Wescott Service Center (apartment) began operation In the summer of
1994 at 1R the normal rent with the owners group covering the other 50%. This cost sharing
agreement was continued In place for 1995. In December of 1994, the City and School District/Dakota
Nils Middle School, began a cooperative relationship In which 25% (10 hours per week)of the Youth
Development Coordinators time would be spent In the school. The City would be reimbursed for this
time. The relationship between the school and the City was seen as another positive step in forging
stronger relationships by completing a connection of home, school and community.
Not to be forgotten is the concept and involvement of the Police Department's "Community Policing"
efforts in this process. Through program and activities, the police officers assigned to the area were
often involved or 'visible" to the residents.
The Camegic Corporation of New York in its study entitled "A Matter of Time; Risk and Opportunity in
the Non-School Hours" points out that "unfortunately young people from poor families are most likely to
We in unsafe neighborhoods and to be unsupervised during the after school hours. They are the least
likely to have access to constructive alematives." The study points out the unsupervised after school
hours represents a period of significant risk; "it's a time when adolescents may engage in dangerous
and even illegal activities ..." "substance abuse ..."
Several recommendations are made in the report to deal with the "at risk" youth, but can be
summarized by the report which notes that "both theory and empirical evidence strongly support the
idea that community based programs are essential to the healthy development of young adolescents."
PROGRAMS
initiation of programs often comes from the collective thoughts of the families and youth in the parks'
immediate vicinity. This "buy in" of program ideas is one measure of success at the site. On any given
morning, afternoon or evening, programs are being offered to the community. The Service Center has
become the focal point of the neighbors for recreation, support, Information and socialization. It is not
just the youth who are served, but also the adults.
Many of the programs offered are In partnership with others. Already mentioned is the relationship with
the School District which extends to an academic tutoring program at the service center that services
between 6-12 students on Tuesdays and Thursdays during the school year. Seven students achieved a
C average or better during the winter term, a marked improvement. This program has served well over
245 students since Its Inception. Tutoring is funded through Dakota Hills Middle School which hires the
tutorial staff. Attached is a letter from James DeLong, Assistant Principal at Dakota Hills Middle School,
which outlines the success of the tutorial program as well as the success that Walker Lee was able to
achieve at the site. (See attachment 93)
District 196 Community Education is providing an Early Childhood Family Education (E.C.F.E.) activity
at the Wescott Service Center. E.C.F.E. programs provide early intervention by involving parents and
pre-school children in meaningful activities while addressing parenting issues. The program services
approximately 40-50 families.
Hedges memo
March 27, 1996
Page three
Fast Forward, funded by the McKnight Foundation, provides staff support to local collaborations. Fast
Forward helps families utilizing computer networks to build self sufficiency through better case
management. This service comes to the Center twice per month with it's on-one network and assists 3-
5 families each time. In addition, emergency assistance can be affected via the network.
Parks and Recreation programs include a girls group/cooking program (ages 12-17) run in conjunction
with Dakota County Extension; a morning latch key program and a Junior Program for youth ages 6-10.
Between 35-40 youth take part in the Junior Program. A summer basketball league for boys and girls
(ages 9-17) had approximately 100 participants in 1995.
The site also offers numerous seasonal programs, activities, recreational and educational trips.
Examples are trips to the Science Museum, Skateville, Minnesota Zoo, a Halloween party, photos with
Santa, a Christmas caroling group which went to the Oak Woods of Eagan senior apartments, just to
mention a few.
IMPACT ON CRIME - POUCING
As part of this review, staff researched recent literature for data on the impact of recreational programs
on crime and policing. TIME magazine, in it's November 14th edition, had an article entitled "Going Soft
on Crime" which notes that many mayors and judges "most of them Republicans, are breaking party
ranks to say that it's prevention, not inflexible punishment, that puts a dent in crime". Police in Dallas
report a 26% drop in juvenile arrest after a gang intervention program began reaching out to youth. In
Ft. Myers, Florida the juvenile crime rate dropped 27% since the start up-three years ago of an
academic and recreation program. (See attachment #4 for a copy of this article)
The National Parks and Recreation Association, in a copyrighted article in March, 1994, makes note of
the efforts of the City of Phoenix, Arizona to reduce crime. This article reports that crime calls tabulated
by police show a reduction by as much as 52% in areas with expanded recreational programming.
Reductions in juvenile crime are being reported in many other communities as well. The Evanston,
Illinois Director of Parks and Recreation reports that during the six month period his department ran a
late night program for youth in a high crime area which borders Chicago, juvenile crime dropped by
40%. After the program was allowed to lapse because volunteer funding expired, crime went back up
by 70% during the following six months. The program has since been reinstated and again juvenile
crime has started a downward trend.
Closer to home, Minneapolis' new police chief cites his police league basketball program, a recreational
program offered by the police department, as one of his major accomplishments in the fight against
crime in Minneapolis. The chief, in explaining the program as a means to reduce inner city crime said,
"If we don't get a hold on this generation (of youth), we're going to have the devil to pay".
In Eagan, according to a memo prepared by Ken Southern, at the request of Chief Geagan and the
Parks and Recreation Department, juvenile offenses in the Wescott area during 1995 were down by
57% from 1994, 59% from 1993 and 55% from 1992. This change is considered significant given that
the overall calls to the Wescott area increased during 1995. (Note: The magnitude of these numbers
may be influenced significantly by the relatively small area and small base number, where a reduction of
one crime or one call could mean a large percent.) What is significant is that there is a reduction in
juvenile crime and that this reduction corresponds to reductions experienced by larger populations in
larger cities. A copy of the memo is attached for your review.
Hedges memo
March 27, 1996
Page four
Research and the experience of others demonstrates that the provision of meaningful and structured
activities for young people does deter costly negative behavior seen in the modem youth gang member.
The City of Eagan can offer an alternative more positive experience for youth by providing recreational
and other programs that promote positive, preventive experiences. When you provide yeareadans/
°Ppa s and swvkas ibr youngsters you get TEAMS; when yaa don% you get GANGS'.
REVISE POSITION DESCRIPTION
Staff has revised the Youth Development Coordinator position (Attachment pages _J to reflect the
addition of the responsibilities associated with Dakota Nils Middle School. this description was also
shared with residents of the area served by this position. Staff is seeking authorization to fill this
position in order to begin program planning for summer months.
Respectfully Submitted,
;9".
Ken Vraa, Director of Parks and Recreation
NOW If Members of the Council would care to review the Camegic Corporation Report (152 pages) or
information from the Search Institute on "Healthy Communities: Healthy Youth" I have it
available in my office.
aftm?& Wt
SEP-27-1994 14:28 DATA COUNTY - NSC
Area 1 Area 2 Ana 3
Area 1= Zip Cods 56123, 8 or wo VMWco!'t Square or TraD
Arm 2 . Zip Code 55122, 44# to 440 Clnarnmon Rldpe Tral or Clyde
Ana 3 a Zip Code 56121, 1860 to 170 River Uuff Drs, QnwvtlaIe Drive, RaWi op Drive,
Far Oaks Road, Farnham Drive, Evergreen Drive, River Bluff Ct.
ECONOMIC ASSISTANCE
Cases 73 28 31
Chants 247 66 90
Medical Astance 210 62 80
Food stamps 204 47 74
DC 134 31 57
Family General ApWancs 7 0 9
General Asafitance 1 10 1
MN mentaJ Aid 2 . 1 0
Emrrgurxy Assistance 0 0 6
Total Services 508 151 237
SOCIAL SERVICES
Cases 14 3 5
Clients 38 3 10
ChOdrsns Servo" 14 0 13
Day Can Subsidy 20 0 3
Chsrrtical Heath 2 2 2
Services 1 0 1
DO 0 0 1
Chid DO 0 1 0
TotalServkes 38 3 10
PUBLIC HEALTH
Cases 8 2 0
cum 1s 2 0
Chid Tian tonic 8 2 0
Family Health Promotion 5 0 0
SIdisd Morns Hea*h 2 0 0
Maternal Mean 1 a 0
Total Services 1s 2 0
6124582948 p.02/02
D csted data 'Rom HOB, NEC and *1U on S-23.04
=-99X
/8
TOTAL P.02
JAN 25 '95 e9:2acn
, PZAXIFZMC
JAJVAR? 13, 1993
1:30 - 11:30 A.M.
=":Zlt suss tl.?iiRTAit?
P.2
asaeers to atttadaaoe: luaa Traenkel, Nary (?MCA),, Paula (Park&Rec), Leta
Poz, Dorothy Peterson, fancy Peterson, Greta, Jenne suble, walker Lee hshly,
Jim DeLong, Lynn Opatray and Vicki Turner.
She group identified the following audience:
AUCHINCS 1TU09 NTi OONCSRtas SUMMER P OG f11
W___ K?.11S Arita M cam tion. now Surrwrmr ioflooi
Mid=30 rrrrrpsn*1 and Park & PAC teak M
Fit • 2S ms .ru. tourrrartrte?ts
(GMS/Di"?S) ir+ovt to schod
Duckwoo:i K4•30 Mary +mO
wva* a wsc f iU) Mid-35 SMOG m school
Mss?
(SKI, /WS)
own K4=00 Mtyprourd
(4 mad a Ovsorvrrm/Yanbt
Do=k) Ha• 17 MidSa m school
Cir+r rron Rage Mt -3" 0 Srfdga lD me- am
(Loomed m Cadar/d") (OR/s~IMS)
Mtsdowlards Ms.35 I.E. Min popWsoon No Wk
(OR/1MMS) Mph !SL paptWIon Wd" to shod
Mph reds
WEks+r Athfy eery not Nrvt
tlrm to work wth err ra
surrwnsr.
• integration - ways to link corsimitias to vbat we are already doing.
• Targeted programing
LL cr /
The Entire City of Eagan:
____»...»__»»..».»..»»...........». 93.8%
...»...»__»»...__......._....__.......»»_..._»__...»_»_»._»...._».»_»»_».».
African.American _»..._. 02.8%
American Indian, Eskim or
o 00.1 %
Asian or Pacific
Hispanic ..........__»..»...»»»_»»...___..»»..._»_..»_._»__.._......._...._»...____»_..._»..»............ 00.4%
Wescott Commons:
White.. ...
African-American 5 1 %
Am. Indian, Eskimo or Aleutian-_ 02%
Asian or Pacific Islander»_.»__».»»»... 09%
Hispanic .....»-------------- 05%
Meadowlands:
White...._.».»»»........»_...»...__.........._. 73 %
African-American.....»_...__.___._»...».10%
Am. Indian, Eskimo or Aleutian..........00%
Asian or Pacific Islander..._._ ...............».12%
Hispanic .___-__....----- .....-------- 05%
Cinnamon Ridge:
White.-......._ _...__».»_.»----.57%
AfricarpAmerican .._......_.»...»_.»».17%
Am. Indian, Eskimo or Aleutian 01%
Asian or Pacific Islander....».»_._....23%
Hispanic...._»......_.».»».»...»»....»».. 0 2 °?6
Duckwood Trail:
61 %
African-American »_.»........ ___35%
Am. Indian, Eskimo or Aleutian 00%
Asian or Pacific Islander_--_ 03 %
Ispanir 01%
OD
DAKOTA HILLS MIDDLE SCHOOL
4183 Braddock Trail
Eagan, MN 55123-1575
(612) 683-6800
Patrick L. Sullivan, Principal
James A. DeLong, Assistant Principal
Wendy McNamee, Administrative Assistant
"Educating Our Students to Reach Their Full Potential."
TO: Tom Hedges, City Administrator, Eagan, MN
FROM: James DeLong, Assistant Principal, Dakota Hills Middle School
DATE: February 5, 1996
SUBJECT. Wescott Program
ft has been brought to my attention that at a recent city council meeting, a council member raised
questions relating to programming for the Wescott community. During the past year and a half since we
began programming, our students who live at Wescott have grown tremendously and have been given
opportunities not previously available. The positive effect of the ten hours per week that Walker Lee
Ashley spends interacting with students and families is unmeasureable. Our academic tutoring program at
Wescott on Tuesday and Thursday afternoons has been very successful. On any given Tuesday or
Thursday, there are approximately eight to twelve students receiving academic help from teachers from
Dakota Hills. These teachers are paid from our own budget, but are provided space at the Wescott
Service Center to help students who live in that area improve their academic levels. During the current
school year, we have eight different teachers who rotate through a schedule to tutor at the Service Center.
Throughout the last five months of the 1994-95 school year, 273 students received tutoring at Wescott. An
evaluation was given to the students' classroom teachers to verify whether the tutoring program was
successful. Conclusions from the evaluations were that 64% of the students who participated in the
tutoring sessions improved in their classroom assignments and classroom completion, 48% improved in
classroom behavior and attitude, and 54% improved their academic grades. The results for the 1995-96
school year so far have yet to be compiled, however, we have recorded 318 students who have received
tutoring up through February 1. This one component of programming has been very instrumental in
helping students become successful.
Secondly, another vital part of our involvement in the Wescott area has been to develop an awareness and
sensitivity to cultural diversity. I can attribute a large portion of our success with minority issues at DHMS
this past year to the interaction of Walker Lee with students and families. Walker Lee has been involved in
support groups with students who live in the Wescott area and have focused on topics dealing with
relationships and respect, peer pressure, role models, the importance of an education, rascism,
tereotyping, specific racial incidents at DHMS and in the Eagan community, self-esteem/racial self-
esteem, intercurtural communication and community responsibility. After reviewing evaluations returned by
the student participants, there was a sense that issues that have risen during the school year have been
acknowledged and that students feel comfortable in addressing and discussing their frustrations with staff.
Walker has helped bridge communication from school to Wescott homes, and has been very helpful in
transporting parents to meetings at school. During the past year and a half since we began programming
'l l
at Wescott, there has been a tremendous amount of parent satisfaction and involvement. During the first
four years that OHMS was open, we had a 12% of Wescott families participate at student conferences.
During the past three years that percentage has risen to over 90% parent participation at conferences.
Even though we changed our conference format, much credit has to be given to Walker because he heli
notify the parents of the upcoming conference time, assists parents in scheduling their conference, as well
as provides transportation to attend a conference, if needed.
With our 25% investment of Walker's salary, there is absolutely no doubt that we benefit greatly from the
City of Eagan's commitment to provide assistance for the Wescott area. The families at Wescott whose
children attend OHMS are much more comfortable and involved, not only because a trusting relationship is
being developed, but also because students and parents acknowledge and share that for the first time, the
community and school are helping them become responsible and committed community members.
If there is a need for OHMS to share their thoughts at an upcoming city council meeting, please feel free to
give me a call at 683.6800.
"0a--414r'W1 .16;
POLICE DEPARTMENT
city of eagan MEMO
DATE: February 12, 1996
TO: Ken Vraa
FROM: Ken Southorn
SUBJECT: Wescott Sauare Protect
At the request of Chief Creagan, I have accumulated data relative to Police Department
calls for service at Wescott Square for your use in evaluating the effectiveness of the
program. The data included in this study is from the last four years (92 - 95).
The most dramatic change in the pattern of calls in the Wescott Square area is that of
juvenile offenses. Juvenile offenses in 1995 are down 57% from 1994, 59% from 1993, and
55% from 1992. This change is even more significant considering that overall calls to that
area have increased during 1995. Juvenile calls for all types of offenses were reduced
dramatically with the exception of theft (2 additional cases in `95). Notable examples are:
Assault
Burglary
CSC
Disturbing Peace
Incorrigible Juvenile
Domestics
Down 76% from 1994
Down from $ cases in `94 to zero in 195
Down 66% from 1994
Down 75% from 1994
Down 33% from 1994
Down 66% from 1994
Contacts with youth of all ages during 1995 were down 61 % from the previous year and
down 57% and 41% respectively from 1993 and 1992. The ages of the juveniles in this
study range from 4 to 17 years of age. The predominate ages of the involved youth are
from 13 to 15 years of age. Unfortunately a number of the juveniles are repeat offenders,
for instance:
One 11 year old had 6 offenses in 1994.
One 13 year old had 5 offenses in 1994.
(Wescott Square Project - Page 2)
One individual had 12 offenses between 1993 & 1995 (age 13 - 15)
One individual had 5 offenses between 1992 & 1993 (age 13 - 14)
One individual had 5 offenses between 1992 & 1994 (age 12 - 14)
Calls for juvenile incidents occur throughout the year, but are more prevalent during the
'fair weather "months. For the most part there is a higher frequency from April thru
October than during the balance of the year. During 1995 we experienced three calls in
April, five in May, zero in June, four in July and six in August.
Most of the juvenile calls for service occurred during the afternoon and evening hours. The
greatest concentration of these calls occurred between 3:00 P.M. and 10:00 P.M. During
1995 a 44.8% reduction in juvenile incidents was noted in this time period.
Location of the offenses within the area does not present any particular trend.
Occurrences are widely distributed throughout the complex. Repetitions at particular
addresses relate to repeat offenders mentioned above but do not seem to represent a pocket
of activity.
I have attached charts which will provide additional information for.
Type of Call - Juvenile
Type of Call - All Calls for Service
Ages of Juveniles
Repeat Juvenile Offenses by Age
Repeat Juvenile Offenses - Frequency / No. of Offenses
Hour of Incident
Month of Incident
If I may provide any additional information or answer any questions, please contact me at
ext. 709.
cc: Pat Geagan
Jim Sewald
Rick Swanson
WESCOTT SQUARE INCIDENTS - JIUVENILE ONLY
YR Change YR Change YR Change Yr
TYPE OF CALL 92 % to 95 93 % to 95 94 % to 95 95
Assault 11 -36.4% 8 -50.0% 17 -76.5% 4
Burglary 0 0 2 -100% 8 •100% 0
CSC 0 0 1 0 3 -66.6% 1
Disturbing the Peace 2 -50% 7 45.7 4 -75.0% 1
Incorrigible Juvenile 4 -50% 2 0 3 -33.3% 2
Juvenile Runaway 7 -14.3% 11 -45.5% 7 -14.3% 6
Property Damage 7 -28.6% 13 -61.5% 5 0 5
Theft 1 +500% 2 +150% 3 +66% 5
Domestics 14 -92.9% 8 -87.5% 3 -66.6% 1
• Other 3 -66.6% 9 •88.9% 8 -87.5% 1
TOTAL 59 -55.1% 63 -58.7% 61 -57.4% 26
S
WESCOTT SQUARE INCIDENTS - ALL
YR Change YR Change
TYPE OF CALL 92 % to 95 93 % to 95
Assault (A) 25
Burglary (B) 5
CSC (L) 1
Disturbing Peace (N) 28
Property Damage (P) 13
Theft (T&U) 11
Vehicle (V) 2
Domestics 36
Other 11
TOTAL 132
+48% 23 +61%
+300% 5 +300%
+300% 4 0
+71% 39 +24%
+13% 7 +114%
+109% 14 +14%
+250% 4 +75%
+53% 55 -12.8%
-27.3% 16 -50.0%
+64% 167 +30%
YR Change
94 % to 95
46 -19.6
12 +66%
6 -33.3%
51 -05.9%
10 +50%
18 +28%
2 +250%
54 +1%
7 +14%
206 +5%
Yr
95
37
20
4
48
15
23
7
55
8
217
?6
WESCOTT SQUARE INCIDENTS - AGES of JUVENILES
AGE 92 93 94 95
17 0 11 6- 0
16 2 4 3 I
X15 2 7 16 12
-14 4 11 15 5
'/13 6 11 6 5
12 7 4 2 0
11 4 4 9 0
10 4 6 1 1
9 6 1 1 1
8 4 1 2 0
7 2 1 0 0
6 1 0 3 1
5 1 0 1 0
4 1 0 2 0
TOTAL 44 61 67 26
CHANGE
to 95 -41% -57.4% -61.2%
WESCOTT SQUARE INCIDENTS - REPEAT JLNENII,E OFFENSES
Over the 92 - 95 time period, a number of juveniles have had multiple offenses. Below is a
representation of those individuals who have had two (2) or more offenses during that time.
AGE 92 93 94 95
People / Offenses People / Offenses People / Offenses People / Offenses
17 3 7 2 2
16 2 4
15 1 3 51 15 2 7
14 323 10 4 7 2 4
13 2' 4 35 8 36 8 2 3
12 27 4 1 2
11 2' 7
10 1 2 2 4
9 1 2
8 1 2
7 1 1
' One IS yr old individual had 4 offenses.
2 One 14 yr old individual had 4 offenses.
' One individual in 92, 94 & 95 had 4 offenses (age 10 -13).
One individual from 92-94 had 5 offenses (age 12 - 14).
' One individual from 93 - 95 had 12 offenses (age 13 - 15), mostly runaways.
6 One 13 yr old individual had 5 offenses.
' One individual in 92 & 93 had 5 offenses (age 13 - 14).
' One 1 l yr old individual had 6 offenses.
Maw+vL
JUVENLE REPEAT OFFENSES
NLNMER OF INDIVIDUALS
REPEAT
OFFENSES 92 93 94 95
6 1
5 1 1
4 2 1
3 4 3
2 6 9 S 4
TOTAL 6 I5 11 3
The balance of the juveniles had only single offenses in any given year.
.i.4 Loff
0?
WESCOTT SQUARE INCIDENTS - HOUR OF THE DAY
Tunes reflect Police Department call times.
HOUR 92 93 94 95 TOTAL
0000 -0059 1 1 1 3
0100 - 0159 1 1 2
0200 - 0259 1 1
0300 - 0359 0
0400- 0459 1 1 2
0500 - 0559 0
0600-0659 0
0700 -0759 1 1
0800 - 0859 1 1 1 3
0900- 0958 1 2 1 4
1000 - 1059 1 1 2
1100-1159 1 1 1 1 4
1200- 1259 5 1 2 8
1300 - 1359 3 2 5
1400 - 1459 2 2 4
1500 - 1559 2 3 3 8
1600 - 1659 4 4 9 3 20
1700 - 1759 3 5 2 10
1800 - 1859 2 4 1 1 8
1900- 1959 3 5 4 2 14
2000 - 2059 4 3 6 2 15
2100-2159 1 4 4 6 15
2200-2259 1 2 2 1 6
2300 - 2359 2 1 1 4
.30
WESCOTT SQUARE INCIDENTS - MONTH OF OCCURANCE
MONTH 92 93 94 95
January 1. 4 1 1
February 1. 6 4 0
March 3 3 1 2
April 4 1 7 3
May 4 3 4 5
June 1 7 9 0
July 3 2 4 4
August 3 2 4 6
September 5 3 4 1
October 2 6 4 0
November 1 6 3 1
December 1 1 1 1
JOINT COUNCIL/APRNRC MEETING
March 17, 1997
5:00 PM
CITY OF EAGAN/DAKOTA HILLS MIDDLE SCHOOL
FIELD MAINTENANCE AGREEMENT
The Advisory Commission recently reviewed a draft of an agreement in which City
staff would perform specific maintenance tasks on Dakota Hills Middle School fields.
Work performed would be charged out at normal City billng rates (see attachment).
Staff has a meeting with school staff scheduled for March 19 to identify which tasks
are to be included in the agreement. Unless the Council/Commission has thoughts
to the contrary, it is staff's understanding that we should continue to explore this
issue and to develop a final agreement.
3?
1
- city of eagan
TO: ADVISORY PARKS, RECREATION AND NATURAL RESOURCES
COMMISSION
FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATION
DATE: FEBRUARY 20, 1997
RE: FIELD MAINTENANCE AGREEMENT
DAKOTA HILLS MIDDLE SCHOOL
ISSUE:
To review and make a recommendation on a proposed field maintenance agreement between
the Parks and Recreation Department and Dakota Hills Middle School for the balifields at
Dakota Hills.
BACKGROUND:
Principal Pat Sullivan and Assistant Principal Jim De Long of Dakota Hills Middle School have
previously requested that the City consider doing the complete care and maintenance of the
schools baiifields consistent with the standards of Eagan's parks. As Jim DeLong has said in
discussing the proposal, " We want you to treat our fields as if they were a city park facility".
HISTORY:
The City and school district have had a long relationship of working together to benefit the
community and tax payer. For example, the property where Woodlands Elementary School
and Mueller Farm Park are located was acquired through a joint purchase. A development,
maintenance and use agreement exist between the city and the district for this property which
provides playflelds and play equipment for children during school hours and use by the
community during non school hours.
With the construction of Eagan High and Dakota Hills, an agreement was struck allowing the
schools to use Northview Athletic Fields and In return, the community uses the schools facilities
for community programs. The school district paid for a very significant portion of the eleven
tennis courts located at Northview. For many years the department has dragged balifields at all
the school locations In the city. There are numerous other examples of joint utilization and
sharing of facilities, equipment and expertise.
The EAA has also participated In some situations in which field improvements have been made,
contributing funds for bench installation, pitching rubbers and home plates.
REQUEST:
In making the request to the City to perform the field maintenance, )im Delong noted that
they do not have the proper equipment or knowledge base to do many of the tasks associated
with the fields maintenance. As a result, some of the fields are slowly deteriorating. Tasks
such as rebuilding the pitching mounds or re-blading the Infield take both an experienced staff
and the right equipment. The school is concerned about the safety and condition of the fields
without proper care.
The City would maintain the turf and infields for four balifields, overlay soccer fields and the
football fields. We would not take care of the Irrigation system at this time. Mr. DeLong has
noted that Eagan's fields are In good playing condition and would like the City to apply the
same level of care and attention to the school fields. He Is also concerned that the fields be In
good condition for the schools' use In the spring and during the summer when the community
uses them, therefore the maintenance would occur during the summer as well as during the
school year.
DRAFT AGREEMENT:
Staff recently met with the two principals to review the various types of routine maintenance,
time lines for work and tasks that are not routine In nature to insure there is a good
understanding as to what is required. We also believe that if the city were to proceed, it
should be with the understanding that it be for a minimum of two years so the program can be
properly evaluated.
As you will note from the attached draft, the City would bill the school for the work
performed at a rate that covers labor and equipment cost. Supplies, such as additional infield
material, would be a cost to the school. If the agreement Is finalized, it would commence this
spring.
DISCUSSION:
The request for continued maintenance on the school fields Is somewhat unusual. However,
given the school district/City's past collaborative efforts, perhaps not. Dakota Hills Is willing to
pay the City to do this work. Given the City's equipment and knowledge base, we can probably
do it cheaper then school staff who have to split time between grounds and building
maintenance. Staff has some concern for becoming stretched too thin given the current
staffing and parks responsibility. Some staff shifting would be required and the addition or
expansion of seasonal staff hours would be necessary to make this program work.
There Is the simple question to be answered: How does the City benefit from this? The answer
to this is hard to quantify, but can be responded to by saying that better maintained fields in
the summer benefit the youth baseball/softball programs. There have been times when the
community has complained vigorously about the length of grass and other field conditions. If
the school took the attitude that the fields need only be playable when school is in session, and
the summer use does not matter, it's very likely the community would not use them. Fewer
school fields means the community would look to the City to build additional fields elsewhere.
That was the case with some of the fields at Metcalf Jr. High. Staff believes that a case can be
made for this being an economic benefit to the City in this unique situation.
The position can also be made that perhaps this agreement goes one step too far in the
relationship between the school and city. There are other schools in Eagan and would we do
the same for them If requested?
FOR COMMISSION ACTION:
It would be appropriate for the Advisory Commission to review this issue and it's implications
for the City and community. A recommendation to the City Council would be appropriate.
MEMO TO: Mr. Jim DeLong
Assistant Principal
Dakotah Hills Middle School
FROM: Eagan Park and Recreation Department
DATE: February 19, 1997
SUBJECT: Letter of Understanding, Cooperative Maintenance Program
The City of Eagan and Independent School District #196 have determined that the athletic fields
located at the Dakotah Hills Middle School are an important component of both school and
athletic association-sponsored athletic activities. Whereas the City and School District have also
agreed that athletic programs, and subsequently the community, would benefit from an increased
level of field maintenance and that the School District does not currently have the necessary
manpower or equipment to accomplish this. Therefore, the City has agreed to provide the
resources necessary to maintain the fields under the following terms and conditions:
A. The City shall provide the manpower and equipment necessary to carry out the selected
activities of a field and turf maintenance program as described in Addendum #1. The
specific activities of the maintenance program shall be identified through consultation with
the School District.
B. The City shall be solely responsible for the scheduling of City manpower and equipment
after consultation with the School District. Every effort will be made to accommodate
school activity schedules, though conflicts may result.
C. All work approved by the School District and completed by the City will be billed to the
School District monthly on a "time and materials" basis utilizing the unit fees and charges
as established by the City of Eagan in the approved 1997 fee schedule. The 1997 fee
schedule is detailed in Addendum #2.
In future years of the agreement, the most current fee schedule shall be made part of this
agreement as Addendum #2 and become the basis for the calculation of any charges.
D. The actual cost of any materials used to maintain the turf or fields will be borne by the
School District.
E. Should the needs of the City or community require a re-allocation of manpower or
equipment, the City reserves the right to temporarily modify or discontinue the
maintenance program. The City will make every effort to notify the school district in a
timely manner.
F. The City or School District may render this letter of understanding null and void by
providing the other parry with a two-week written notice. Said notice will pertain only to
this agreement.
G. Each party shall hold the other harmless for any claims or causes of action that may arise
from the use or maintenance of the school site, except for any claim or cause of action
arising out of any intentional act or gross negligent conduct. Each party shall be
responsible for maintaining appropriate liability insurance.
H. This letter of understanding shall be effective from to
.9
For the City of Eagan:
Title
For School District #196:
Title
/: LfpmtD.Lont.044
Date:
Date:
2L
1997 MAINTENANCE RATES
PER APPROVED CITY FEE SCHEDULE
• Pick-Up Truck S 22 @ Hr.
• 1-Ton Dump Truck S 23 @ Hr.
• Single-Axle Dump Truck S 32 @ Hr.
• Tractor (W/ or W/O Grader or Drag) S 15 @ Hr.
• Skid Steer S 35 @ Hr.
• Tank Truck S 40 @ Hr.
• Groundsmaster 72 Mower $ 22 @ Hr.
• 455 Mower S 26 @ W.
• 580 Mower S36@Hr.
• Lining Cart/Utility Truckster $ 10 @ Hr.
• Power Top-Dresser S 10 c@ Hr.
Maintenance Staff (Supplied by City)
• Maintenance Staff Person S 23 @ Hr.
• Seasonal Staff Person S 10 @ Hr.
• Acquired by School District
- Field Ag-lime
- Mound Clay
• Available Through the City
- Lining Paint
4
S 12 @ Ton
S 14@Yard
S 5.00 @ Field
@ Application
-q t2
DAKOTA HILLS MIDDLE SCHOOL
COOPERATIVE FIELD/TURF MAINTENANCE PROGRAM
CITY ACTIVITY SUMMARY
Mode I Recommendation
Total Acreage = 20 acres
Activity Area = 4 baseball fields
= 1 soccer/football field
A) TURF MAINTENANCE
1) Mowing and trimming
• Mow large turf areas with high capacity rotary 2 times a week
• Mow edges and borders with small rotary mower 1 time a week
• Trim around obstacles with hand mower and trimmer I times a week
2) Fertilization
• Apply granular, slow release fertilizer with 3 times a season
rotary spreader (May, July, Oct.)
3) Aeration
• Core aeration of athletic areas 2 times a season
(May, Sept.)
4) Topdressing (Optional, to be determined)
• Application of granular mix with rotary spreader 1 application
(Sept.)
5) Overseeding (Optional, to be determined) 1 application
• Athletic quality mix seeded with slicer seeder (Sept.)
B) Field Maintenance
1) Spring renovation I time a year
• Grade, fill and level infields (April)
• Redefine baseline and infield edges
• Reshape pitching mound
• Miscellaneous
2) Field enhancement (Optional, to be determined)
• Grade and level infields I time a year
• Reshape pitching mounds (June/July)
• Miscellaneous
3) Field dragging/daily preparation
• Mechanical dragging of infield surfaces Each day
'NOTE: School District to line for school games.
City to line for EAA games
4) Striping of fields
Paint lining of foul lines and game lines on ball fields 1 time a week
and game fields
C) Miscellaneous
1) Trash removal
• Pick up and dispose of refuse from scheduled EAA events
2) Irrigation system management
• Provides consultation on installations, repairs and operation
3) Other maintenance (Optional)
• Additional maintenance provided per request
• Dependent upon the availability of city staff
'NOTE: The cost of providing the described maintenance functions shall be
determined by the approved City Fee Schedule
I:\24b\dakhills.045
TO: CITY COUNCIL C/O THOMAS HEDGES
FROM: RICH BRASCH, WATER RESOURCES COORDINATOR
DEPARTMENT OF PARKS AND RECREATION
RE: APPROVAL TO PARTICIPATE IN TORO ENVIRONMENTAL SOLUTIONS
PROGRAM
DATE: MARCH 12, 1997
Introduction/Background
Attached is a memo prepared for the APRNRC meeting on February 24, 1997 which outlines a
proposal for City participation in TORO's Environmental Solution Program. The APRNRC
voted to recommend participation in the program, pending a check with the City Attorney
regarding any potential ethical problems. The City Attorney was consulted and identified no
potential ethical problems the way the program is proposed.
Council Direction Requested
Staff and the APRNRC are requesting approval from the City Council to participate in the TORO
Environmental Solutions Program as outlined.
A i - /,-;: ?
Rich Brasch
Water Resources Coordinator
TO: ADVISORY PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION
FROM: RICH BRASCH, WATER RESOURCES COORDINATOR
DEPARTMENT OF PARKS AND RECREATION
RE: PARTICIPATION IN TORO ENVIRONMENTAL SOLUTIONS PROGRAM
DATE: FEBRUARY 19, 1997
Introduction/Background
The Dakota Environmental Education Coordinator has approached the City of Eagan to determine if we
would be interested in participating in the TORO Company's Environmental Solutions Program to promote
the use of mulching mowers. The primary intent of the program is to reduce the amount of grass clippings
disposed of through the solid waste system. However, there are other environmental benefits as well.
Mulching of grass clippings usually reduces the need to apply fertilizer and consequently reduces the
potential for fertilizer mis-application. In addition, keeping grass clippings on the lawn means they are kept
off pavement. Both help protect water quality.
Participation in the program involves promoting use by residents of TORO's mulching mowers for several
months. The City would be involved in holding a kick-off seminar and advertising/promoting the program.
Interested residents then arrange with a local TORO dealer to use the mowers for 1-2 months on a trial
basis. In return for using the mowers free of charge, the participating residents agree to put up signage that
indicates they are a "Mulching Mower Demonstration Yard" and answer questions from interested
neighbors regarding the use.of the mowers. Residents then have the option of purchasing the mower from
the dealer at a discount at the conclusion of the demonstration program. City staff time to coordinate the
program is estimated at 25-35 hours, and it is not anticipated that any significant cash outlay would be
necessary on the part of the City. The City's effort would be part of a larger county-wide effort through
which common environmental messages would be promoted.
Issue
The issue before the Commission is whether the City should participate in this program. Commission
members may wish to consider the potential environmental benefits of the program, whether those benefits
are consistent with the City's environmental management objectives, and whether participation in the
program could be construed as an inappropriate endorsement of one company's product.
For Commission Action
It would be appropriate for the Commission to decide on a recommendation to the City Council regarding
whether the City should participate in this program or not.
Rich Brasch
Water Resources Coordinator
AGENDA
SPECIAL CITY COUNCIL MEETING
Monday
March 17, 1997
5:00 p.m.
Community Room - Municipal Center Building
1. ROLL CALL & ADOPTION OF AGENDA
H. VISITORS TO BE HEARD
5:00-7:00 III. JT MTG WITH ADVISORY PARKS, RECREATION
& NATURAL RESOURCES COMMISSION
• Consideration of lawn chemical ordinance
• Direction Re: Central Park & Other Capital Items
Recognized in Lee Markell Letter/January 31, 1997
• Direction Re: Acquisition of North Park
(Borchert Ingersoll)
• Prioritization of CIP Items
• Direction Re: Patrick Egan Park Master Plan
(includes direction re: acquisition of Lee Anderson Parcel)
• Citizenship Wetland Assessment Project
• Public/Private Recreation Programming
• Other Business
7:00 IV. DIRECTION, AIRPORT RELATIONS COMMISSION,
PROFESSIONAL CONSULTATION
7:10 V. 1997 COMMUNICATIONS WORK PROGRAM/
WALLACE GROUP
VI. OTHER BUSINESS
VII. ADJOURNMENT
MEMO
- city of eagan
TO: HONORABLE MAYOR AND CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: MARCH 12, 1997
SUBJECT: SPECIAL CITY COUNCIL MEETING/MARCH 17, 1997
A special City Council meeting is scheduled for Monday, March 17, 1997 at 5:00 p.m. in
the Community Room in the Eagan Municipal Center. The meeting is structured as a
joint session with the Advisory Parks, Recreation and Natural Resources Commission
from 5:00 to 7:00 p.m., and then two other agenda items will be discussed which include
direction to the Airport Relations Commission regarding professional consultation and the
1997 Communications Work Program revision for the Wallace Group.
The Advisory Parks Recreation and Natural Resources Commission will leave the special
City Council meeting at approximately 7:00 to begin their monthly APRNRC meeting in
the Council Chambers.
JOINT APRNRC MEETING
There are seven items listed on the agenda that require policy direction by the City
Council to the APRNRC. The following provides a brief discussion about each item
followed by the direction the APRNRC and City staff needs relevant to the agenda item.
Also included for City Council review are a number of items that are considered
informational and, if time permits, it may be appropriate to discuss one of those items.
CONSIDERATION OF LAWN CHEMICAL ORDINANCE
This item has been considered by both the City Council and APRNRC. Since the
Council's last discussion, a draft ordinance has been finalized and forwarded to
commercial applicators for comment. Enclosed on pages through c . is a copy of
memo from Water Resources Coordinator Rich Brasch regarding this matter.
Special City Council Meeting
March 17, 1997
ACTION TO BE CONSIDERED:
To provide direction as to whether a lawn chemical ordinance or continuation of
community wide education is appropriate for coordination by the APRNRC and City staff.
DIRECTION REGARDING CENTRAL PARK AND OTHER CAPITAL ITEMS
LEE MARKELL LETTER
Lee Markell, Chair person of the APRNRC sent a letter to the City Council dated January
31, 1997, asking for direction on several capital items including steps for a study and of
possible locations and functions of community facilities including a central park. For a
copy of that letter, refer to page(s)
ACTION TO BE CONSIDERED:
To provide direction to the APRNRC and staff regarding each of the following items:
ACQUISITION OF NORTH PARK
During the past three years, the City has been considering the acquisition of a tax
forfeited parcel of property that was formerly owned by Borchert Ingersoll, located in
northeast Eagan, more specifically, north and adjacent to Gopher Smelting. The property
has been referred to as "North Park." To date, the City has not officially acquired the
property and at a recent joint meeting of the City Council and Advisory Planning
Commission held on February 25, there were questions and concerns raised by City
Council members as to whether the property should be acquired and designated as
parkland. Whether the City should or should not acquire the tax forfeited property from
the County and proceed with its designation as a park needs to be determined before any
additional cost is incurred in finalizing the acquisition.
For copy of background information, refer to a memo prepared by the Director of Parks
and Recreation found on pages 5 through I(. For information relative to the state
legislation which granted the City the right to acquire the parks property and the
exchange of property, a memo is enclosed on pages 7through Ja' prepared by the
City Attorney's office. For a technical review and information relative to the environmental
review the City has conducted, refer to correspondence prepared by the Superintendent
of Parks to the MPCA on pages through .
ACTION TO BE CONSIDERED:
To provide direction to the APRNRC and staff regarding the future acquisition of North
Park.
a
Special City Council Meeting
March. 17, 1997
PRIORITIZATION OF CIP ITEMS
Direction was given by the City Council to the APRNRC to evaluate all capital projects
identified in the park systems plan and reprioritize those projects with the assumption that
the only revenue source available for financing the CIP is the Park Site Development
Fund.
Enclosed on pages through is a copy of a work plan prepared by the
Acquisition and Development Subcommittee of the APRNRC in regard to the CIP items.
If the Council concurs, the subcommittee and commission will use this format as an
approach to its prioritization.
ACTION TO BE CONSIDERED:
To provide direction as to how the APRNRC evaluates the CIP.
PATRICK EAGAN PARK MASTER PLAN
The APRNRC is asking for direction regarding the preparation of a master plan for Patrick
Eagan Park. Also addressed is the status on the acquisition of the Lee Anderson parcel.
Enclosed on page(s) is a copy of a memo from the Director of Parks and
Recreation.
ACTION TO BE CONSIDERED:
To provide direction to the APRNRC regarding the preparation of a master plan for
Patrick Eagan Park.
CITIZENSHIP WETLAND ASSESSMENT PROJECT
The City has used volunteers from throughout the community for lake monitoring for a
number of years. The City has an opportunity to work with Dakota County, the Minnesota
Pollution Control Agency and the Audubon Society to expand citizen wetland monitoring
to cost effectively provide additional useful information for local government wetland
management. The program would require a modest commitment of staff time but it has
the potential of leveraging substantial additional monitoring information without additional
out-of-pocket costs for the City. Additional information concerning the program is
enclosed in the memo on pages 72 throug
.
hO C1
ACTION TO BE CONSIDERED:
To provide direction to the APRNRC regarding participation in the Dakota County
Wetland Assessment Monitoring and Awareness Program in cooperation with the MPCA
and Audubon Society.
3
Special City Council Meeting
March 17, 1997
PUBLIC/PRIVATE RECREATION PROGRAMMING
The City of Eagan has been contacted by the Lost Spur Country Club, the Osman Shrine
Temple, asking if the City would be interested in using the golf course on a cooperative
basis and providing lessons, leagues, etc. The City has also been contacted by the
Eagan Athletic Club about some joint public/private recreation programming at that
facility. Following a meeting with Fred Morgan, owner of the Eagan Athletic Club, it
appears that his interests extend further and may include the potential for City
participation in the club itself. Staff has requested a letter from Mr. Morgan in this regard.
It is hoped that the letter will be available for review on Monday's meeting.
Enclosed on page IW3 for City Council review is a copy of a letter from the Shrine.
ACTION TO BE CONSIDERED:
To provide direction to the APRNRC and City staff regarding future discussions with the
Osman Shrine Temple regarding the Lost Spur Country Club and Eagan Athletic Club for
joint recreational programming opportunities.
AIRPORT RELATIONS COMMISSION PROFESSIONAL CONSULTATION
At a special City Council meeting held jointly with the Airport Relations Commission on
October 15, 1997, commission members presented a number of items for discussion with
the City Council including the possibility of the City retaining a national consultant from a
legal and operations standpoint to support the City in various noise abatement activities.
The packet information from that meeting is enclosed on pages _5_ / through The
minutes of the meeting reflecting the discussions are enclosed on page Z(,. Based on
the Council's indications at that time, the commission requested responses from a
number of nationally recognized firms. A copy of one of the letters outlining the City's
potential needs is enclosed on pages through 3. The City has received one
response to date due to conflicts within the industry due to firms representing other cities
in our metropolitan region.
Earlier this year, the commission determined that it would be worthwhile to move forward
with further analysis of the one proposal received and solidify a cost proposal for
consideration by the City Council. At that time, the commission asked that the Council be
informed of its intentions to be certain that it was operating within the direction given. A
question was raised about the informative item, but no direction was provided at that time.
The commission has asked that its Chair, Jon White, approach the City Council to get
clarification as to whether to investigate the costs of a proposal in this regard or to
discontinue work on this matter. While this is not a joint meeting, other members of the
commission may be present as well.
4
Special City Council Meeting
March 17, 1997
ACTION TO BE CONSIDERED:
To approve or deny the continued exploration of outside professional consultation by the
Airport Relations Commission along the lines defined in 1996.
1997 COMMUNICATIONS WORK PROGRAM/WALLACE GROUP
The 1997 Communications Work Program was presented at a Special City Council work
session on February 4. At that meeting the City Council discussed each of the goals
outlined by the Communications Coordinator and the Wallace Group. Staff was directed
to revise the goals and budget to represent to the City Council. The Communications
Coordinator, Assistant to the City Administrator Duffy and City Administrator have met
with Roy and Sheri Wallace and reviewed all of the objectives that were originally outlined
in the proposed1997 Work Program. The list has been revised and reprioritized for
consideration by the City Council. For a copy of that information, refer to the memo from
the Communications Coordinator enclosed on pages [. ' through
Please note that the attached information attempts to separate the tasks that are
performed by our in-house Communications Coordinator from those goals that would be
outsourced to the Wallace Group. Adopting a communications plan and providing more
written/formal communications with the business and residential community was identified
as a top goal for several years by both the City Council and management team at annual
retreats. Due to funding restrictions, it took a couple of years to hire a Communications/
Recycling Coordinator (one-third recycling and two-thirds communications). It has been a
conscious decision of the City Council to not add any additional staff but to outsource
additional communications objectives to a consultant. The Wallace Group was hired in
November of 1995 and some of their accomplishments, as directed by the City Council, in
1996 are outlined in the attached memo.
ACTION TO BE CONSIDERED:
The Wallace Group and staff are looking for direction regarding the Communications
Work Program for 1997, as presented.
City Ad inistrat
TLHTjeh
TO: CITY COUNCIL C/O THOMAS HEDGES
ADVISORY PARKS, RECREATION, AND NATURAL RESOURCES
COMMISSION
FROM: RICH BRASCH, WATER RESOURCES COORDINATOR
DEPARTMENT OF PARKS AND RECREATION
RE: ADOPTION OF LAWN CHEMICAL CONTROL ORDINANCE
DATE: MARCH 12, 1997
Background
At a joint meeting of the City Council and the Advisory Parks, Recreation, and Natural
Resources Commission on December 4, 1996, one of the agenda items was the passage of a lawn
chemical control ordinance as an aid in reducing phosphorus loads to the community's lakes.
The City Council directed staff to meet with potentially affected commercial applicators
regarding this issue. Staff held that meeting on January 30, 1997. The attached memo to the
Advisory Parks, Recreation, and Natural Resources Commission summarizes the results of the
meeting and describes two options for action on the lawn chemical control issue.
At its February 24, 1997 meeting, the APRNRC voted unanimously to recommend to the City
Council that a lawn chemical control ordinance be developed in accordance with the components
agreed on by a working committee of APRNRC and City Council members (see attached
Fertilizer Control Ordinance - Draft Components) and that the ordinance be adopted for
implementation this spring. The APRNRC also directed staff to send a draft of the fertilizer
ordinance to all commercial applicators invited to the January 30 meeting and solicit their input
on the content of the ordinance. On February 26, staff sent a draft ordinance out for review and
requested that comments be forwarded to the City by Friday, March 14. Thus far, comments
have been received from four of the 15 parties to whom the draft ordinance was sent. A
summary of those comments is attached. Staff will be prepared to report on the nature of all
comments received at the March 17 City Council/APRNRC workshop.
Council Direction Requested
Staff request direction regarding preparation and adoption of a lawn chemical control ordinance.
As mentioned previously, the APRNRC has recommended that the City Council proceed with
adoption of an ordinance so it can be implemented as early as possible this year.
Rich Brasch
Water Resources Coordinator
(0
TO: ADVISORY PARKS, RECREATION, AND NATURAL RESOURCES
COMMISSION
FROM: RICH BRASCH, WATER RESOURCES COORDINATOR
DEPARTMENT OF PARKS AND RECREATION
RE: OUTCOME OF MEETING WITH COMMERCIAL LAWN APPLICATORS;
OPTIONS FOR FUTURE ACTION
DATE: FEBRUARY 17, 1997
Introduction
At a joint meeting of the City Council and the Advisory Parks, Recreation, and Natural Resources
Commission on December 4, 1996, there vas a discussion concerning the possible adoption of a
lawn chemical control ordinance as an aid in reducing phosphorus loading to lakes. The draft
ordinance was aimed primarily at licensing of commercial applicators. Commercial applicators
service about one-third of the residential :awns in Eagan and most commercial and industrial
property. After some discussion, it was agreed that it would be helpful for staff to meet with
potentially affected commercial applicators regarding the issue. On January 17, City staff sent a
letter to 15 commercial applicators who service this area inviting them to a January 30 meeting
with staff to discuss a variety of issues. All Commission members received a copy of the letter
and the mailing list. Following is a brief summary of the meeting as well as an outline of future
options for action on this issue.
Of the 15 commercial applicators invited to attend, 3 notified staff that they would not be able to
attend because of scheduling conflicts. All expressed an interest in keeping abreast of any
ordinance the City is considering adopting but also mentioned that compliance with the fertilizer
control ordinances adopted by other communities in the Twin Cities did not present any
insurmountable problems for their firm. One representative mentioned that an ordinance aimed
only at regulation of commercial applicators could be construed as "picking on" one group.
Only one commercial applicator, Dave Hope representing Barefoot Grass, attended the January
30 meeting. In addition to Dave, Charlotte Shover of the Dakota County Extension office and
Mark Zabel from the Mn Department of Agriculture attended. After a discussion of the
components of a possible ordinance, Dave indicated that his company would have no problem
complying with an ordinance built around that framework. Dave indicated that his firm has also
developed the capability to do soil testing to tailor the fertilizer applications to the nutrient needs
of the soil, although that testing is now done only on an as-requested basis. Some minor changes
to the ordinance were suggested which would affect the phosphorus content and, application date
components. We also discussed the most effective way to resolve problems with fertilizer and
pesticide/herbicide applications in the field if we see them. Dave and Mark both suggested
contacting both the local manager of the company as well as the licensing and enforcement
personnel at the Department of Agriculture to report a problem. In addition, we agreed it would
be a good idea to communicate directly with commercial lawn care company representatives in
March to brief them on the community's goals for proper lawn practices to protect the
7
environment, identify what messages the community is sending to residents in this regard, and
solicit the cooperation of the company.
There are two options the Commission may wish to consider in forwarding to the City Council a
recommendation for future action on the lawn chemical control ordinance issue. They are as
follows:
1. Pursue adoption of lawn chemical control ordinance The commercial applicators with
whom we communicated had no significant opposition to adoption of an ordinance
following the conceptual framework discussed during the last several months. However,
the City will need to act quickly if an ordinance is to be ready for this spring. While non-
zoning ordinances such as this one can become effective upon adoption and publishing by
the City Council, it is possible that the Council may want outside review and comment
before it votes on the issue.
2.
D, ostpone consideration of ordm n adoption for at least one y a* City staff would seek
to improve communication with commercial lawn care companies regarding City
objectives for phosphorus control and the role of tie commercial applicators in reaching
those objectives. In addition, staff would make a more concerted efforts to identify and
resolve problems in the field through systematic, periodic reviews of field operations this
summer. Adoption of an ordinance could be re-considered after evaluation of this effort.
Staff anticipates that a recommendation from the Commission would be forwarded to the City
Council for consideration at their March 4 meeting or at a future Council/Commission workshop.
Rich Brasch
Water Resources Coordinator
cc. Ken Vraa
2
FERTILIZER CONTROL ORDINANCE
CITY OF EAGAN
DRAFT COMPONENTS
(January, 1997)
I. Commercial applicators operating within the City would need a license
from the City each year.
II. Conditions of the license would be as follows:
A. Phosphorus content of any fertilizer applied within the City
would be limited to a maximum of 3% phosphorus by weight.
B. City would be allowed to randomly sample fertilizers used by
commercial applicators within the city to determine compliance
with phosphorus content standards.
C. The total amount of phosphorus that can be applied to a unit
area of turf would be limited to .5 lbs per 1000 square feet per
growing season.
D. An exemption would be allowed if higher rates of application or
phosphorus content is documented by a reliable soils test.
E. Prohibit fertilizer applications when the ground is frozen or
between November 1 and April 15.
F. Prohibit spillage of fertilizer on impervious surfaces/ require
clean-up.
G. Require licensees to have sticker issued by City affixed to their
vehicle denoting possession of a valid license for that year.
III. Newly established turf grass should be exempt from the provisions of
this ordinance regarding fertilizer content and application rate for the
first growing season.
IV. License forfeiture would likely be the primary enforcement mechanism
for compliance with conditions of the license.
,::T
SUMMARY OF COMMENTS RECEIVED ON DRAFT LAWN CHEMICAL ORDINANCE
(Prepared March 13, 1997)
1. Morgan Lloyd - Lawns-R-Us
Has no problem with an ordinance if it is not much different than other
communities in the Metro area and everyone will be required to play by the same
rules.
His company only uses phosphorus when they put down new sod.
2. Steve Churnham - Tru-Green Chemlawn
He has two problems with the proposed ordinance. First, it does not regulate the
homeowner. Even if it did, enforcement of an ordinance regulating homeowner
use of fertilizer is impossible. Second, the dates of allowable application will
vary depending on weather conditions.
Also indicated that he didn't think the ordinance addressed the most significant
phosphorus contributor to lakes which is vegetative material on paved surfaces.
3. Scott Severson - Greenstuff Lawn
Compliance with the ordinance presented will not be a problem for his firm. The
approach makes sense.
His only concern is that he does not want to be required to post yet another sticker
on his vehicle.
4. Chuck Sterzinger - Apple Property Services
All commercial lawn care companies are already licensed by the Department of
Agriculture, and are already very aware of their responsibilities to apply fertilizer
in an environmentally sound manner.
He does not believe licensing of commercial applicators by the City will decrease
fertilizer pollution because the problem rests with individual homeowners in his
opinion.
They are a relatively small company with 40-50 total accounts - three of which are
in Eagan- and he does not think that requirements for a license by each city will
do anything but make it more difficult for responsible lawn care companies to stay
in business.
January 31, 1997
Dear Mayor Egan and City Council Members,
At the most recent joint meeting with the City Council held on November 19, 1996, the
Council directed the Commission and staff to pursue a study to determine the general
suitability of various sites within the community for aquatic, multi-use facilities and/or a
central park.
In discussing the scope of this task, and in order to come back with a product that is
meaningful to the Council and community, we recognize that there needs to be greater
definition given to the task by the Council. The Commission also believes that the
complexity and multiplicity of issues involved, having to do with possible design solutions,
will require the assistance of an outside consultant. Therefore, the Commission authorized
me to prepare this request to the Council seeking authorization to secure the services of a
park planning consultant.
The scope of services for the consultant would include:
1. Assist the Commission and Council in defining a "program" to be used in the
analysis of various sites.
2. Provide a space needs analysis for each of the various components.
3. Assist the Council/Commission in determining a weighted priority system for
site selection. This selection process should include, but not be limited to, the
following:
a. ease of access for vehicles and pedestrians,
b. location within the community,
c. adjacent amenities,
d. physical features,
e. relationship to complementary facilities which can be supportive,
f. availability of infrastructure and
g. ability to meet multiple needs.
4. Do an initial survey of both public and private property to identify the existence
of sites that warrant further, more detailed review.
5. Prior to the completion of a report, conduct a public informational meeting(s)
to solicit input from the community for a draft document.
Eagan City Council
Page 2
6. Provide general direction with cost comparisons of sites. This task may lead into
a cost benefit analysis, depending on the degree of specificity in the program
design'of any particular facility.
This Is just a general outline of the work to be completed. If the Council authorizes the use
of a consultant, the Commission and staff would complete the scope of services portion
which would provide greater detail. Input on the services needed is requested from the
Council to insure the final product meets the Council's expectations. After completion of
the scope of services, a request for proposal would be sent to specifically Identified firms
that have a background In this type of study. We believe that a firm could be selected
within four to five weeks after the request for proposals are Issued and could begin work
Immediately thereafter. This study should take four to six months to complete.
in considering this, the Council may also wish to consider having a member, or members,
of the Council participate in the process of work definition and consultant selection along
with other consultant/Commission work sessions.
Thank you for. your attention to this matter. Any additional Council direction relative to
this study would be greatly appreciated.
Sincerely,
Lee Markell, Chairman
Advisory Parks and Recreation and Natural Resources Commission
la
_city of eagan MEMO
TO: TOM HEDGES, CITY ADMINISTRATOR
CITY COUNCIL
ADVISORY PARKS, RECREATION AND NATURAL RESOURCES
COMMISSION
FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATOIN
PAUL OLSON, SUPERINTENDENT OF PARKS
DATE: MARCH 13, 1997
RE: BORCHERT-1NGERSOLL (NORTH PARK) SITE
BACKGROUND
To meet the projected community demand for athletic facilities in the next three to five years,
the City has proposed the development of a complex to be known as North Park to be located
in the northeast quadrant of the City. A significant portion of the site proposed for the park is
a tax forfeited parcel known as the Borchert-Ingersoll site. By statute, tax forfeited parcels
become the property of the State of Minnesota and the administrative responsibility of the
County in which the parcel is locate. The tax forfeited parcel does not include the 18 acres
upon which the original buildings and entrance drive are located.
In 1994, the City and Mr. John Tapper, CEO of Gopher Resources, a privately operated lead
recycling company located adjacent to the tax forfeited parcel (Parcels A and D) began
negotiations for a land exchange involving a portion of the parcel. In exchange for a portion of
the tax forfeited parcel (Parcel A), Gopher Resources would deed to the city other property
contiguous with the adjoining tax forfeited land with access to Yankee Doodle Road (Parcel B).
The new configuration would provide the City with an accessible site large enough to
accommodate an athletic facility, preserve a major wetland and provide ownership of additional
lakeshore property. The property exchanged with Gopher would be used as part of a facility
expansion project.
City staff performed a preliminary review of the property with County staff assisting.
Assurances that the site could successfully be "closed" as an unauthorized dump site were
received. An exhibit was prepared showing the land swap which was later to be part of the
materials presented to the state.
In 1995, upon completion of the negotiations with Gopher and subsequent final approval of
the City Council, legislation authorizing the acquisition of the tax forfeit parcel and exchange of
Parcel A for Parcel C was prepared and an agreement with Gopher was approved. Because the
tax forfeited property is adjacent to a state protected water body, the prior approval of the
Department of Natural Resources was also required. Legislation authorizing the acquisition
specified that the property be used for public purpose. The City's acquisition of the tax
forfeited property for public purpose received final approval by the Legislature in 1995.
l3
In the fall of 1995, the Dakota County Department of Environmental Management requested
that the City conduct a detailed environmental review and possible site "cleanup" prior to
commencing park construction. Their request was based upon historical suspicions-that
potential environmental contaminates, produced both on and off the site, had been buried
there. Field reviews by County staff had also identified a small amount of specific foreign
materials often considered to be "indicators" of industrial or hazardous waste. The indicators
included pallet banding materials, mechanical components and several fluid filters. The
potential contamination of ground water being the primary concern.
DISCUSSION
In the summer of 1996, the City contracted with an environmental consulting firm, Northern
Environmental, to conduct a limited round of shallow ground water testing. The purpose of
the testing was to make a preliminary assessment of contaminant leaching and flow through and
under the fill pile, prior to the City assuming ownership. The initial results detected trace
amounts of several foreign compounds including bis (2-Ethyihexyl) phthalate, acetone and
lead. The bis/phthalate and acetone were also detected in the associated laboratory blank and
were likely attributable to laboratory contamination. The lead concentration of .056 mg/I was
considered minimal however additional exploration was considered to be warranted.
A single shallow monitoring well capable of yielding a reproducible sample was installed in the
late summer at the point where the elevated lead level had been detected. To the surprise of
all, the well was now dry. Upon further investigation it was determined that a clay "tense" had
created a "perched" cell of water that was dry due to a lack of rain fall.
Following consultations with Northern Environmental the City determined that it would be
prudent to conduct deep well testing that would not only determine the flow of ground water
under the fill pile but also develop a profile of the fill pile. At approximately the same time the
City of Eagan applied for inclusion in the Minnesota Pollution control Agency (MPCA),
Voluntary Investigation and Cleanup Program (VIC). VIC staff conducted a site visitation and
provided additional information regarding the program. The VIC Program appears to offer the
type of assurances the City of Eagan, being the potential owner of a parcel having a
questionable environmental history, would covet before consummating the acquisition. A fear
of the unknown and the subsequent cost of a potential cleanup would be significant deterrents
to proceeding. Following review of the City's application dated August 28,-1996 the Borchert
Ingersoll Site was approved for further review and analysis by VIC staff.
In November of 1996, Northern Environmental completed a second round of subsurface
testing. Four wells were installed in the area of the fill pile. Two of the wells penetrated the fill
pile down to ground water while the others were placed at the toe of the slope. The data
revealed that the ground water did not flow directly to the adjacent pond but instead flowed in
a radial pattern from North to South. Trace levels of 1, 1 Dichlorethane, Methylene Chloride
and DRO were detected. The Methylene Chloride was determined to be a lab contaminate
while the DRO required resampling due to lab error. DRO was detected during the
resampling, however the concentration was less.
Soil chemistry testing and composition analysis were also completed on samples taken from
those well points that had penetrated the fill pile. The fill was found to be from 16 to 25 feet
thick and composed primarily of sand, gravel, concrete and black dirt with minor amounts of
woody vegetation. The absence of any detectable levels of organic contaminates would seem
I
to suggest that an on-site sources were most likely small and localized. No evidence of
municipal waste o other types of debris were encountered. The City had previously
undertaken a cleanup and removal of surface debris from recent unauthorized dumping.
In March of this year the City submitted all analytical test results and a pictorial and
topographic history of the site to the MPCA/VIC program for their review. The City has
specifically requested that the MPCA issue two types of letters providing a degree of assurance
regarding any potential enforcement actions:
• No Action Letter - States that a release of hazardous substances, according to the
technical definition, had been detected however the levels detected are below the
Minnesota Department of Health recommended allowable limits. As a result, no
additional cleanup would be required other than perhaps the removal of unauthorized
surface debris.
• No Association Letter - issued to a voluntary party who, through a good faith effort,
has detected contaminants at a site which are currently the source of a detectable
release or have the potential to be released. If a No Association Letter is issued, any
future actions taken by the City in accordance with specified provision, will not
associate the City with the release and protect the City from future cleanup liability.
Upon issuance of the No Association Letter and No Action Letter the City will submit the
information to Dakota County for their review as per the applicable County ordinances. We
remain unsure of the County intentions pertaining to site cleanup, additional testing and closure
plan preparation as their position has changed more than once regarding this property. In our
opinion the data would seem to indicate that contaminants are present only in trace amounts
posing no threat to public health or safety. Additional testing and removal of the fill would
seem unreasonable and unnecessary. Our hope is that the County will draw the same
conclusions and the acquisition process can be completed along with the completion of a
closure plan.
LAND EXCHANGE
Although the City has not taken official title to the property to be exchanged with Gopher
Resources, the County has permitted, and the Council has authorized the preliminary plat for
the expansion of Gopher Resources. A closing on the exchange parcel can be held shortly to
accommodate Gopher's expansion.
Ken Vraa, Director of Parks and Recreation
qWA OL'o...
Paul Olson, Superintendent of Parks
h\cm\council memos\B-I Site 3-17
1,
.s. \ `-i , ` v .I -Ly--r?1...1??;>1:.:j • ?" :?`??A? ?- -i :L?' (Y- _ _ '__.vr'7:a? r
r ";?.\\r } It fMtlyl: \\ `` ?, _ ?;'`?? \\``\.? '??_ ?°??r \ It.?y ? _1? ? ?•y pit
...n \`` t,r\,,, il?v Z - 11 ?V 3;11 ?_ - _ , I- _ \??,,,!?t?tt: ?\\a`.., t _ _- _ _ _I r.-•i !?i I r. Y ?,?
1 r l?\? ` t r
w \•+.., tIr ! ,} \ 1 \?iJ. y/',J\\ \.\ ?,'r\t?? 1 •????• \ r , _ - `• rl `'.t ,r1"-1. Ili
7i °???1 J?? 1\?. ?!•1? le \L ? \,
I It I ? TR\/.'
I I ,?;:. ?, 1
,
1?I .'butt 1 'iylilNG .\? It\\; \r`i?• ??, r I,t ?` t?; -4f , •' 11N LL ?` \ \ 11? ha'rl?l? 1 \y , 1 e?? ?`???• ?. ?, ..??? \ . r ? Nyy?' /
r v 3 \ III I Ir 1 11 , , ? ?C ?? L , ,J. 1 , \ , tl?\\`` \ • ?'_ •,ty,l.\ ii ? _?
:
(
tt(r 11 It
of N.
1 ?..t_?.: 1 tt//It`\ /,,1 / - 1 , 'n \` \ ;?,\ ;`?? ?+ I• r
1.- 1 y? `.?i" }\?\`?- `'?,
/ - r III`: •'?` 1 ? . 11'?^ w\t?`
1 ; ` t, \ - r pb?? 1_r.1?`. I` \••1_I It i ,y ?t- + ;\ . •?..,.
\ N.
?`?.iwf6._?? ?= _ / 1.'?? / ? I.? ?` }`, 1\ \QItl. 7?1' Z/:I? r I?a ?>?
;'llJ `-\6.s? _ _-, - •r ? ?I \ \\??\? '{\??tl 11 , t \`` 11, f r l?. ?,• _T.?-T _ aK?.?`"/-'-•_: _
i' _ 4fJ' -? '??t'j-,21i\? Irt ;` t IMItoG 1 .i. ;\t\? 1. It + 1 r' h U? , •- \
'1' ...•.? °` _\? \, Y?7 \\\\ t \'\, t r r I t M
N?"? \`\..?;P\
`t, t 1111r fir' , , \` ?` •11 r /? l?
siA _ A y?s C? ", • - - ;{r^. 1 1•. ,r_?1 \\! t
1\ I ?, li I lt: mono .?''
j1`J fi9Z U ?\ O t Illf r 1 // r_ ,? r 1 L
eliilF ,V' 1 • \ `' t IA`
z,`•. ` - ! I 1 1 1 1 ; / r , t. \ 1 ?: - TI
•T ,, ,t"Qr. t + ?1 -(/'.\ mod: \ 1 r `i\ ,t _
r ">ii/r' r t, `\ •/` 1 1 1• vb, r? / t I.v. 1 I 1 I \'
l.•' :•yN I t \ 1` tT ?R ! e' / t?_ 1 +t{ N, '? 1 1\ '` \' /°r?
?It .'',,, 'rp,ryr 11 R .1 `'1 , /% ? -I%t? w. / 1 I 1 ` - ? -?•_ Y\ ` \ `- _ - _
1•il 1 >. / rl r ?l •F. 7n I ' , `\ 1 r . - _ . \ ? I 1` \; -'-tom ; \ ta• ` `j `I "•°. ` - ' - _ _ -
IS rl? r+ `I .J,.1 p;/I`,i r rr ulrr frIi --t ,h ?l'Y? f?EJ `?j' `\ »r ? I Y
?''? 1 1t'i #n'f'?;1j/ „ IN?•. AA
II. ,1" •.115,, I 1?• i I / N r + ' i-' ?/ tl?
\•,? f 11 . a Ir \1111
it I 'N
1 ?'j J ? 1 e ! ?i i` ~ / l 1r 111 \ / / \'`\•`'\?/°` \•?\? r - \ \ \ / .1/t'`_"7 ?,?
11 i_` \??'\O `Af. ?tl ?. \',`? ? e, I IV /t\ ? \ \ ?` \ \ \Itt t "!?
\t? ?n?,`?14 I I..I 1\?Ntr\ %\
I;' , I: .,??•!`???:. } t ?1 ``\? \I ,y '? `,I I,r II 1 I I I?11 t `\?.•?+ " `\? `? \ 'tyt? \`\ I t• + +
?,t_, \ 1 \Itl , 1 1 1 1? \ ` e\II -. \ \ ` \re`\? K'[ 1 j 1` t+ } '\l \
it it
IN IN ?1\0 t
'Y'/ _ / 1t.,.\ } +, , • ,i ?I r r \ `. 11 1\ \1• e . ?\N, . 1 , 1 t ` 4'1
it - ; \I\, x.c?'t /`, ) 11I?IlE 1 \? \\\ \ 1 \\ \
`\t, ,1-F \\ ICStUIbkQEE ?..\-'I / \` + t .\\., 1 1 \ \ \ o
,' r Ir ?jj\M a -?I\ \ ?t?:+r ' t \ 11 l t lil?i'/plc t ?\\?I?'lll? j \\ ` ?
\ `\\? ?\??`\ " ? I It bro•S7__.ee `h???
}tom 1 ' ? i., . n?[?(I ??,? ?? ?i rY+ ?1?r. , ` / tip, ,
111 t \ \ \ 1
,PQ'`'\\\t+ttt?+t\•t IIt n tltl'_;; ? c t ? ." + \\\ 1 `.1.
.1 (l r•,?.. r,,,\``.Y\\??,011h I` } 11„ l?11 •r?h? ?I/// e _ .\-i 1 \? ` ??.?. \' 11
, now , 1°?\,I+\t+t++t`t1h\vA `I:WE
•\ \ ? ? \\,?1 llllill/ .}r I `-=-, ,? ,;`
.I 1 , • •?... _ \. ),Itl?tn\+`i \??? ` tl'?.5 ? I I H 1 !11'
rllllll`+`\C •\ t • +11 'Il,(?/, I 1 II ?ly + ?` / `??? ?? ?,; _
frrn1, rltt;\'d`iQtt ,lll 1
t?liltlP>J 1tyIIIH In, 0t 16)1,11I'M FiElt ?• - ?+I
.I _ /it i/Islll l!`,?11111 \ \Iltl p111t1 i 41! III 1' ?. t I t \ \ \,` `_ rt,
Grq. ,In F? 111 { 1tt L. ? \ \\ ? ? i ` \ t `? \`` }?
r!r , rlt /1 I lil: 11 11? i.\ , ? .t ? \ \\ \
it
1, ;I,i.• II`:2: ?'hdt i'?\r 1 I ltl` i1iI11t1H',t,t(' 11 1 ,,??° I \ \ , -? \ ` \ . \ ? ?\ -'---" ,
r \t+ tt \ t 1,1 ll`` b \\ \, 11 te IN %'? I 1 tl\ \ `1\`\ '?' ???li•1 .\ I 1 11} I?itll,lk 11 1 \tl 1 •1' -'t t \ \\t11I; 1 \ \ 1\ '•` ` \ •: \•^\C.' _
-, \, \.+Lt',i. ?a \ \ \1 11 Illtp 1,.,1, \ tt\\\ Iiv#IEU FIEEA t 1
? N.
I `• ,?\ `•?y? t? ..,/, ,? . , t \. t,, ?V"¦? \?\
1'MI.II I ..+ .,.;I/' , .•\ t+\ \u'\?1\
-( X• ,'_. _ r•; 1.0 \Y,y ` t. 11 •E \ tlllh??t\'`???;<?F.Y?`..?1 t. `:._ `_ 1 \ `?+?`" • \ -. .?\\\` ,
I' raleitir 4i t 1' \:\ a i'ilt\^ Y + \\„ ? \ `\ `
11 -?\ . fi -- ` - •r ' r
r1 yJw\ IN ``? ++
` r11r?, ?. \ ,r
rir?_ 1 \ P A ? _,, \, 1
1 r 1 t 1,? /1'1/11'r f- ~I r , \
_ ¦'??[ ` \\ fr
1, .11-u l!-.9 :fir y.:/ .'{n tI tC,11 ri r,r „\, rrl• "
?iG !liillrr _', ti-z.c9a t?`•ICT11{??t? \t, PP aM???`r\(\:. ??,1 'A 11 , 1 1 \` ?i r, ???2.'e=? a ?r\' •`t? 1? 'a
.ivy Q t.`. '" 1 °°"
Atl if/• ,? '. ._1111111x,' -`\`.\.1 ,?.\ \, i``• \ -
- ?i- 1? \ 111i IrI1N?h'
,. ? I I ilp 11'x-,`.;;\t 114 II\,\IIr1•+x a\j"? `_ - _ _ •e" I ` ?` ,l\ .
• I ,I Il''"1)xt X4 11 ?', 1.1 , \`? 'r'te ` \.•`\ ,I J \ `\, J1
ntt 'l I "'7"\il ' \ \ I IlI :II III N?tP?\\f \ < _ ? • ?? \ )( ',/ ? '
?.I ? Y 11 f • t I I II 1'1',I?t\Ir..S ? la//111
1 1 r• /,l III 1\It•?:= q s ?+ ( 11 'r 1111+11`1\` `\`? \\? ?t \`?\ 1, + 'r ?,`
11 1
1 \. - 1 ?- /? . :`ti , ill +
}`N _ e \ '.-'+11j • -.-? ?` :. ,\ 1111111 +\1\ \\`-?`ti \`., ._ `_ fill,`?
too,
- ? Z??i: ?\ ``?_ 11111 '?\a \ ? ? Q ^ \l!?I III `
It
• 1-TY rla ?`.`, ?`?: ?`y` 1 III 'f 1j
I\Nt
11 zz,,
vr:\,
/ .-_ -.- 11!•,'''i 1\? > ` ` . 1
\- 333 1 \' - - .?\?" ?" l ` 1 .( ?1
•\?.?\?'.?? _?, +r (?.` \ \` \\•:??`? A
I1 )? r, y
.; ` I'• 'q: ?. \.= is _ \ ,`,\:: •\??+11111 r\``'i=' ?.'iIx Uhf
^? 1.-qr! -??.t` 11• r (? 1 + \.\ dil / / -•i I 11 ?
t\` 17?C ,t-,111 1, Ir. 1i1 _?+ ?.
It or NN.
Y>w: qt'; / ,I I .1 r r' C _t b .c . I t l•l't'? _ _ Sr ?^? F I . r l,1., A
rY ]t:; .'m% \? !r•r'lln' ` 1'I`J. L?_? ` ti/' -t `=?L?t jSM \`\\11x`111` , ?i? t. r \?\s f
?l 1 F_?\\ 1• i -i s J :!1./?? ?'- ' ?r r ? 1 ?.1 ?•• ut
i? ?t" ./I,, 1 t `. IIdlt ,-i \\,
y?=dFe_ Zoo
?• . Itt( 1Ir ?Py-(?{??_' IJ < s a !be l??i s>as>? ?p?'??`? / •r ' °I r ??
?L•-"-? O'? s?:T ? \ i :+-z: :w_t?Kj ?1??_ I - 'r'fb, I • ?_.
Y- i`1'. ih I rr ?• 'IJ IrA \
``;. ,r,?4iv ', •/ •? ?i{` ? i\ ?•' \\ „__- •i..'j?7+'?,?5=_/?inq?•' er it N
'1 ' •+1 / 1 B - .ra-rr? l.r^ r. 'i- t ?' .Ip? M sj1J?', r.
Ian \,1 ??.. rJq rll lit • _ lx 1• Ili
\ ;111 =ylq I-1` '71 3;Z ?)t? tj.=-1`'\ /'';e - ?7';? .r '(, I.t..
to
- - _ '/i ? i -- - ?r• _ _ a / '. s - ' y ?f -',i ? .dr• t , , •E ? I
I .it ..',I' 1• it
MEMORANDUM
TO: Tom Hedges, City Administrator
FROM: Mike Dougherty, City Attorney
DATE: February 27, 1997
RE: Acquisition of North Park
Our File No. 206-13051
At the joint City Council/Advisory Planning Commission meeting held on February 25,
1997, there was considerable discussion regarding the acquisition of the tax-forfeited
property from the County and its designation as a park (North Park). Several
Councilmembers spoke of the fact that the City has not acquired the property nor has it
made a determination that the property would be designated as parkland.
As you no doubt recall, due to the property being tax forfeited, the County is charged
with the responsibility to oversee the disposition of the property. At the behest of Gopher
Smelting, legislation was introduced and approved by the State legislature which granted
the City the right to acquire the park property from the County, without any
consideration. Furthermore, the legislation allowed the City to exchange a portion of the
park property for a parcel of land contiguous to the park property (a parcel owned by
Gopher). However, one important element of the legislation is that the conveyance to the
City must explicitly provide that the land shall revert to the State of Minnesota if it is not
used by the City for public park or open space. Additionally, any property that the City
should receive through an exchange of the parkland property shall be similarly restricted
for use as a public park or open space, any other use of the property will cause the State
of Minnesota to reacquire ownership of the property.
Presently, the City of Eagan is under contract with Gopher Smelting to exchange a
portion of the parkland property to be acquired for a parcel contiguous to the parkland,
which is owned by Gopher. On behalf of the City and Dakota County, our office has
completed a quiet title action to ensure that the City has good title to the parcel to be
conveyed to Gopher Smelting. Also, we have reached a tentative settlement with Gopher
regarding its appeal of assessments for Yankee Doodle Road, which were levied against
the parcel to be received by the City in the exchange. Assuming that the settlement of the
assessment issue is approved by the City Council, the land exchange should be completed
shortly.
11
We have informed the County, and I believe there have been ongoing discussions
between the City and County staffs regarding the cleanup of the debris still located upon
the remaining parkland property. We do not expect that the City will acquire title to the
remaining parkland property until such time that the City is satisfied that all
environmental issues have been satisfied. It may be that the present Council decides not
to pursue acquisition of the remaining land. However, to the extent that the City does
eventually acquire the remaining portion of the parkland property, that land together with
the parcel acquired from Gopher Smelting is required to be held for parkland and/or open
space. Any use of either parcel other than for park or open space shall cause the State of
Minnesota to automatically reacquire the property.
If you have any questions, please give me a call.
MGD/wkt
cc: Ken Vraa, Director of Parks and Recreation
Robert B. Bauer, Assistant City Attorney
city of eagan
THOMAS EGAN
Mcvcr
February 28, 1997
Mr. Joel Otto
Project Manager
MPCA/Site Response Section
V.I.C. Unit
520 LaFayette Road
St. Paul, MN 55155-4194
Dear Joel:
PATRICIA AWADA
BEA BLOMQUIST
SANDRA A. MASIN
THEODORE WACHTER
Council Members
THOMAS HEDGES
City Administrator
E. J. VAN OVERBEKE
City Clerk
The City of Eagan has been considering the acquisition of a tax forfeited parcel of property in
Eagan for nearly three years. The site, known locally as the Borchert-Ingersol parcel, is intended
to be part of a proposed athletic field complex scheduled for construction in approximately 3 - 5
years.
In the fall of 1995, the Dakota County Department of Environmental Management requested that
the City conduct a detailed environmental review and possible site "cleanup" prior to
commencing park construction. lTheir request was based upon historical suspicions that potential
environmental contaminants, produced both on and off the site, had been buried there. Field
reviews by County staff had also identified a small amount of specific foreign materials often
considered to be "indicators" of industrial or hazardous waste. The indicators included pallet
banding materials, mechanical components and several fluid filters. The potential contamination
of ground water being the primary concern.
In the summer of 1996 the City contracted with an environmental consulting firm, Northern
Environmental, to conduct a limited round of shallow ground water testing. The purpose of the
testing was to make a preliminary assessment of contaminant leaching and flow through and
under the fill pile, prior to the City assuming ownership. The initial results detected trace
amounts of several foreign compounds including bis (2-Ethylhexyl) phthalate, acetone and lead.
The bis/phthalate and acetone were also detected in the associated laboratory blank and were
likely attributable to laboratory contamination. The lead concentration of .056 mg/l was
considered minimal however additional exploration was considered to be warranted.
Cont'd.....
MUNICIPAL CENTER
3830 PILOT KNOB ROAD
EAGAN. MINNESOTA 55122-1897
PHONE (612) 681-4600
FAX (612) o81 -4012
TDD (612) 454 8535
THE LONE OAK TREE
THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY
Equal Opportunity/. (9 Employer
MAINTENANCE FACILITY
3501 COACHMAN POINT
EAGAN. MINNESOTA 55122
PHONE (612) 681.4300
FAX (612) 681-4360
TDD (612) 454-8535
Mr. Joel Otto
February 28, 1997
Page 2
A single shallow monitoring well be capable of yielding a reproducible sample was installed in
the late summer at the point where the elevated lead level had been detected. To the surprise of
all, the well was now dry. Upon further investigation it was determined that a clay "lense" had
created a "perched" cell of water that was dry due to a lack of rain fall.
Following consultations with Northern Environmental the City determined that it would be
prudent to conduct deep well testing that would not only determine the flow of ground water
under the fill pile but also develop a profile of the fill pile. At approximately the same time the
City of Eagan applied for inclusion in the Minnesota Pollution Control Agency (MPCA),
Voluntary Investigation and Cleanup Program (VIC). VIC staff conducted a site visitation and
provided additional information regarding the program. The VIC Program appears to offer the
type of assurances the City of Eagan, being the potential owner of a parcel having a questionable
environmental history, would covet before consummating the acquisition. A fear of the unknown
and the subsequent cost of a potential cleanup would be significant deterrents to proceeding.
Following review of the City's application dated August 28, 1996 the Borchert Ingersol Site was
approved for further review and analysis by VIC staff.
In November of 1996 Northern Environmental completed a second round of subsurface testing.
Four wells were installed in the area of the fill pile. Two of the wells penetrated the fill pile
down to ground water while the others were placed at the toe of the slope. The data revealed that
the ground water did not flow directly to the adjacent pond but instead flowed in a radial pattern
from North to South. Trace levels of 1,1 Dichloroethane, Methylene Chloride and DRO were
detected. The Methylene Chloride was determined to be a lab contaminant while the DRO
required resampling due to lab error. DRO was detected during the resampling, however the
concentration was less.
Soil chemistry testing and composition analysis were also completed on samples taken from
those well points that had penetrated the fill pile. The fill was found to be from 16 to 25 feet
thick and composed primarily of sand, gravel, concrete and black dirt with minor amounts of
woody vegetation. The absence of any detectable levels of organic contaminants would seem to
suggest that any on-site sources were most likely small and localized. No evidence of municipal
waste or other types of debris were encountered.
Given the level of testing completed to date by the City and predicated upon PCA/VIC review
and approval of the materials included in this submission the City of Eagan is requesting the
issuance of a No Association Letter and a No Action Letter prior to its acquisition of the parcel.
The City only became aware of the potential for contamination during the preacquisition process.
The City has made a good faith effort, at its expense, to determine the level of contamination, if
Cont'd.....
a-Z)
Mr. Joel Otto
February 28. 1997
Page 3
any. The City had previously undertaken a cleanup and removal of surface debris from recent
unauthorized dumping. Upon assuming ownership of the parcel the City would again remove
loose surface debris in anticipation of the park construction process. The primary fill area is the
proposed location of a parking lot. Slope stabilization work may also be completed if necessary.
Upon issuance of the No Association Letter and No Action Letter the City will submit the
information to Dakota County for their review as per the applicable County ordinances. We
remain unsure of the County intentions pertaining to site cleanup, additional testing and closure
plan preparation. In our opinion the data would seem to indicate that contaminants are present
only in trace amounts posing no threat to public health or safety. Additional testing and removal
of the fill would seem unreasonable and unnecessary. Our hope is that the County will draw the
same conclusions.
To aide you and the VIC staff in a review of the site and circumstances I have enclosed a variety
of attachments per your request. Each individual item is numbered to correspond with the
following summary description.
#1 Results of step 1 Environmental Investigation
#2 Results of ground water monitoring, well installation and sampling (step 2).
#3 Areal Photographic
a) 1937 1:20,000
b) 1940 1:20,000
c) 1951 1:20,000
d) 1957 1:20,000
e) 1964 1:20,000
f) 1966 1:20,000
g) 1973 1:24,000
h) 1978 1:9,600
I) 1990 1:9,600
j) 1991 1:40,000
#4 Topographic History
a) 1896 1:62.500
b) 1951 1:24,000
c) 1967 1:24,000
d) 1993 1:24,000
(Contour Interval)
C.I.=20'
C.I. = 10'
C.I. = 10'
C.I. = 10'
Cont'd.....
a?
Mr. Joel Otto
February 28, 1997
Page 4
#5 Anecdotal Interviews
a) John Tapper Gopher Resources
b) Other Sources
- Carl Robinette 425-1649 Gopher Resources (40 years)
no recollection of seeing hazardous material dumping, primarily construction
debris.
- Mike Doyle 854-8544 Excavator (1980's)
Saw no dumping of materials other than construction debris.
The City of Eagan looks forward to working with you and the VIC program. Should you require
any additional information or desire to discuss an issue please contact me at 681-4313. Your
assistance is greatly appreciated.
Respectfully
Paul Olson
Superintendent of Parks
PO/pjp
CC Tom Hedges, City Administrator
Ken Vraa, Director of Parks and Recreation
I:\44wp\joe1otto.059
as
JOINT COUNCIL/APRNRC MEETING
March 17, 1997
5:00 PM
FOR COUNCIL/COMMISSION ACTION
Review the draft methodology and criteria for development of the Parks Capital Improvement
Program and provide direction/approval of process.
BACKGROUND
The City Council has requested that the Advisory Commission prepare a Capital Improvement
Program for the Park Site Acquisition and Development Fund which responds to the question,
"If this was all the money you were to have, how would you spend it?". The amount of
money being identified is $2,000,000.
The sub-committee, Lee Markell, Terry Davis and Michael Vincent, have met to begin that
task. (See attachment for additional background.)
DRAFT OUTLINE
The sub-committee's work has focused on developing the internal process and criteria for
prioritization.
The basis of this prioritization begins with the Vision and Mission Statement of the Department:
To preserve and enhance ecologically diverse open space throughout the City of Eagan,
continue parks development and provide high quality active, educational opportunities to
meet current and future needs and interests of a diverse and changing population.
The sub-committee has developed 7 criteria to be used in evaluating park needs. Clearly the
objective criteria needs to be framed within subjective realities. The sub-committee recognizes
the importance of balance between athletic, neighborhood, revitalization, preservation and
acquisition. The ongoing intent should be to invest in a diversity of needs and projects for
those the City serves. A measure of flexibility must be maintained beyond the first years to be
able to rapidly respond to needs that are emerging or may become clearly defined.
The proposed C.I.P. prioritization criteria are:
Those projects that:
• The City has expressed a commitment to perform. For example, Walden
Heights Park.
• Focus on needed neighborhood parks development or enhancement.
• Meet Consumer Products Safety Commission guidelines or other safety
regulations or guidelines.
• Require compliance with Americans with Disabilities Act guidelines.
• Generate revenue.
• Reduce long term operational costs.
• Realize partnership opportunities.
Each of the above criteria will be individually weighted. A previous commitment may be
weighted at 30%. A realized partnership opportunity at 5%.
a:1)
The sub-committee also felt that the C.I.P. prioritization process should focus on projects that
are estimated to be in excess of $10,000. Smaller projects, while perhaps vital to
neighborhoods, would be cumbersome and time consuming within the process, given the size of
the task. Therefore, projects less than this amount would be combined together and processed
through a designated portion of the Park Site Fund set aside specifically to deal with these
needs. These funds could be identified as "contingency".
In addition, the sub-committee would like to designate a portion of the funds for the
unforeseen and the unexpected opportunities that are certain to arise.
FORMAT FOR PRESENTATION
The Commission would develop a matrix formula to evaluate each park/park project utilizing
the aforementioned criteria. This matrix is a "working document" and might appear as in the
following example:
C riteria
J
Park Name Project #1 #2 #3 #4 #5 #6 #7 Overall Conclusion
Berry Patch Replace old trail and
broken stairway.
Blackhawk Constuct 3 season
building on north side.
The sub-committee speculated on how the Council would like the C.I.P. presented and
reasoned that a matrix would be simple, readable and understandable. An example is
provided:
Park Name
+.. ? C tq
a a? °? o? j U o
i u
J C
Q 0 ? co
ii
Notation
Berry Patch $$ $$$ Replace Trail
Blackhawk $$ $$$ 3 Season Shelter
Bridle Ridge $$ $$$ Light Parking Lot
Bur Oak $$ $$$ Install Security Light
The matrix would also identify for the reader which projects would not be funded from the
$2,000,000.
FOR COUNCIL/COMMISSION DISCUSSION
The sub-committee would like consensus and additional direction. If this process format is
acceptable, the subcommittee and Commission would like to move forward with this process.
a?-
Memo to: Acquisition and Development Committee
From: Ken Vraa, Director of Parks and Recreation
Re: Capitol Improvements Program, Park Site Fund
Date: December 26, 1996
Issue:
The City Council has asked the Commission to recommend a Capitol
Expenditure budget for parks development, based on the funding
available in the Park Site Fund. The Council has identified this
approach as "Pay as You Go"
History:
Staff and Commission have previously presented five year CIP
documents that projected the financial needs and costs for park
development for the five year period. The costs for these projects
usually exceeded the funds in the park site fund, inferring that
either the items identified in the CIP would not all be completed
or additional sources of revenues would have to be found to finance
the project list.
Typically the first year of the CIP project list was approved. In
1996 that list included several projects that were not completed,
such as the Walden Heights neighborhood park or the trail in
wondering Walk Park. These two projects were included for work in
anticipation of the needed parkland dedication and, particularly as
in the case with Walden Heights, the very high priority given for
the completion of this park. Obviously, the park dedications have
not occurred, and the projects remain undone.
Status of the Park Site Fund.
As projected in November of 1995 for fiscal 1996, the Park site
fund would finish the year with about $360,000 in reserves.
However, revenues from park dedication in 1996 have been more then
triple that which was forecasted and, because projects were not
initiated and Blackhawk was under expenditure projections, the Park
Site Fund will finish 1996 with a carry forward balance of just
over 1.7 million. 1997 revenues will bring that total to about 2
million.
Priority for funding.
Given the Council direction, "if this were all the money you were
to have, how would you spend it?" the Commission needs to develop
a priority list of projects to be done over the next several years.
Implied, if not stated, is that there would be no park bond
aS
referendum to fund needs that go beyond the funds that are now or
will be in the fund in the future.
Given the potentially long list of possible park projects, the
commission should first consider what are the guidelines to be used
to help decide what are the priorities? Should neighborhood park
development come before community parks or is it just the opposite?
Where does acquisition come in? Do current needs take priority
over projected needs of five to seven years? What about projects
that were identified for 1996 and not done or those projected for
1997.
Where to start, where to go.
Clearly, there is no one singular place to start. There are
probably a dozen approaches that could be taken to come up with
both the criteria to develop the list and the list itself. The
Commission has a great deal of information already in place and
that is the park systems plan. This document helped identify the
vast number of potential projects / needs of the park system from
lighting of ball fields to replacement of play equipment. Reviewing
this document should help the committee and commission as it
tackles this task.
Time Frame for Completion.
Although there is no stated deadline for completion, its reasonable
that at least a major portion be done soon or at least this coming
years projects identified and agreeded to. There are several
projects that were previously identified to be funded for this
coming year (1997) and work initiated on them in anticipation that
they would be underway. These projects should either be identified
as priority projects to be continued or they are not as important
as projects several years hence. Although it would be ideal to have
a final list completed at one time, this may not be possible.
Having a partial list in order to have projects underway for this
coming year should be considered.
Lets get Started!
I would like the sub-committee to meet the week of Jan 6. Would you
be able to meet at 5:00 on Wednesday the 8th? Please advise if this
not acceptable and other dates that are preferred.
Respectfu,ly,
JOINT COUNCIL/APRNRC MEETING
March 17, 1997
PATRICK EAGAN PARK
FOR COUNCIL/COMMISSION ACTION
Staff is seeking direction in regards to Patrick Eagan Park in general and specifically two
issues relative. to the park.
BACKGROUND
At a previous joint Commission/Council meeting, direction was given to continue to
work with the land owners (Lee Andersons) to the south of the entrance road off
Lexington Avenue to determine if there was still an interest in selling a portion of their
property for incorporation into the park. Staff was to report back on the outcome of
those discussions.
The Council will recall that the City has a Scenic and Open Space matching grant from
the Department of Natural Resources for $26,000 with which to acquire a portion of
the 10 + acre parcel. Staff has received a grant extension from the DN R giving the City
until May 1, 1997 to come to some conclusion on the grant.
Staff met with Mr. Anderson a few weeks ago to discuss options. Mr. Anderson had
several questions regarding sanitary sewer availability and how much of his property
might be serviced. Gravity sewer would not be serviceable to a significant portion of his
property thus requiring a lift station or individual septic systems if developed. Staff met
with Mr. Howard Kyllo on Friday, March 14 to review possible development ideas for
the Anderson parcel. Mr. Kyllo stated that the Andersons had contacted him for
advice on the options open to them which include full development or sale of a portion
of the land and dedication of a portion.
The second issue associated with the park has to do with the recent passing of Lillian
McCarthy. Lillian had a life estate in her home and with her recent passing, the City
will take possession of the home on May 31. Her daughter and son in law, who had
been staying with Lillian to take care of her, are organizing her possessions and intend to
have an estate sale in May before vacating the home.
Discussion and direction is requested regarding what might be done with the home in
the short and long term. Should the home be rented? What feasible options should
be explored that require more information? Is there a park purpose for the structure?
Is this finally the time to develop a "master plan" for the entire park or is the
incremental approach still acceptable?
Q1
TO: CITY COUNCIL C/O THOMAS HEDGES
ADVISORY PARKS, RECREATION, AND NATURAL RESOURCES
COMMISSION
FROM: RICH BRASCH, WATER RESOURCES COORDINATOR
DEPARTMENT OF PARKS AND RECREATION
RE: PARTICIPATION IN DAKOTA COUNTY WETLAND ASSESSMENT,
MONITORING, AND AWARENESS PROGRAM
DATE: MARCH 12, 1997
Issue
The issue before the Council and Commission is whether the City should participate in a
cooperative program with Dakota County, the MN Pollution Control Agency (MnPCA), and the
Audubon Council for development and evaluation of a citizen-based wetland monitoring,
assessment, and education program.
Background
Dakota County, the Minnesota Pollution Control Agency, and the Audubon Society are
proposing a cooperative project to test and evaluate a wetland monitoring methodology that can
be implemented by citizens and will generate information of use to local governments in wetland
management. The principle thrust of the program is to train citizens to carry out a technically
valid monitoring technique which relies on a systematic evaluation of vegetation and
invertebrates to assess the quality of the wetland. Equally important is whether the information
generated from the program will be useful to local governments in their water resource and
wetland management efforts. The effort is similar to one started by MnPCA more than 20 years
ago to involve citizens in monitoring and tracking lake water clarity on a systematic basis. City
water resources staff currently coordinate the involvement of 15-25 citizen lake monitoring
volunteers who monitor lakes within Eagan.
A similar citizen-based wetlands monitoring project was tested last year on a small sub-set of
volunteers composed mainly of teachers from Apple Valley, Burnsville, and Lakeville. The
participants were universally enthusiastic about their participation in the program. This years
effort would be expanded to include lay citizens as well and would cover a larger geographic area
of Dakota County.
The development and application of the technique is drawing national interest for two principle
reasons. First, it may be a very cost-effective way of generating information on the quality of
wetland resources that local governments could find useful in establishing priorities for wetland
protection. Second, it may be a way for citizens to generate useful, technically valid information
aQ
on a very important aspect of the natural resources base and thus become actively involved in
wetland resource management at the grass roots level.
Project Proposal Description
The project would involve three tasks. The first is citizen monitoring of selected depressional
wetlands. It is expected that a total of six teams of five volunteers/team will be operating within
Dakota County, with each team monitoring 5-10 wetlands. If the City elects to participate in the
project, 1-2 teams would cover Eagan. The second task involves performing a detailed technical
investigation of a sub-set of wetlands monitored by citizens in order to evaluate the accuracy of
the citizen assessments. This task would be performed either by outside technical experts of
MnPCA staff. The third task would be the development of public education materials on the
wetland resources of Dakota County.
Duties of City water resources staff in the project would include recruitment of volunteers,
participation in wetland assessment training sessions put on by MnPCA staff, selection of sites,
providing technical guidance and coordination assistance for citizen teams, and review and
distribution of education materials. The term of the project is expected to extend through
September 1998, and a City water resources staff time commitment of 100-145 hours is
estimated. No significant cash outlay on the part of the City will be required. The majority of
the coordination responsibilities for the project will lie with the Dakota County Environmental
Education Program, with the cities of Burnsville, Lakeville, and Eagan the main municipal
cooperators. It is expected that a presentation of the results of the project would be made to the
City upon completion of the effort.
For Council/Commission Action
Staff seeks direction from the Council and Commission regarding whether the City should
participate in the project.
i-i- IT*-?
Rich Brasch
Water Resources Coordinator
aI
Robert E. Ferguson
1997 Potentate
1720 Taconite Trail
Eagan, MN 55122
Phones
Res. (612) 454-3909
Bus. (612) 683.6980
Fax. (612) 683-6870
DIVAN
Ronald L. Nelson
Chief Rabban
Jerry Plachecki
Assistant Rabban
Stanley R. Tyler
High Priest & Prophet
Thomas L. Huppert
Oriental Guide
LR. "Larry" Stahl
Recorder
George Toby
Treasurer
Richard E. Thompson
First Ceremonial Master
Henry M. Paulson
Second Ceremonial Master
Sully Robins
Director/Counselor
Michael L Hildebrand
Marshall
Rahn S. Lund
Captain of the Guard
Charles V. Ferguson
Outer Guard
A.A.O.N.M.S.
Osmaq hr
i tLe
2750 Sibley Memorial Highway . St. Paul, MN 55121
(612) 452-5660 . Fax (612) 683-0231
Marvin L. Ellison, Business Manager
February 19, 1997
j n
Mr Thomas Hedges, City Administrator
City of Eagan
3830 Pilot Knob Rd
Eagan, Mn 55122
Subject: Lost Spur Golf and Country Club
Dear Mr Hedges:
Mr. Ferguson and I met with you and the Mayor on December 19, 1996
to discuss the potential interest by the city of Eagan for the use of the
golf course. We appreciate very much your spending time with us to
discuss this matter. We came away from our meeting with a feeling
that we perhaps maybe able to develop a relationship with the city of
Eagan for use of the Lost Spur Golf Course.
The Lost Spur Management Committee at its January 14, 1997 meeting,
reviewed and speculated on the matter of the City of Eagan's potential
interest in using the Lost Spur Golf Course in some way for the 1997
golf season. We would like to propose we meet with the appropriate
City of Eagan staff members in the near future to discuss the city's
potential interest and to provide for scheduling of the City's programs at
the Lost Spur Golf Course it the City is interested in programming here
in 1997.
Please advise if you have any questions regarding this proposal.
Sincerely Yours,
`Jene T Sigvertsen, AlA
CN''
cc: Robert Ferguson
Lost Spur Mgnt Committee
30
Host of the 1997 Midwest
4k
MEMO
city of eagan
TO: CITY ADMINISTRATOR HEDGES
FROM: ASSISTANT TO THE CITY ADMINISTRATOR HOHENSTEIN
DATE: OCTOBER 11, 1996
SUBJECT: ISSUE OVERVIEW - CITY COUNCIL AND AIRPORT RELATIONS
COMMISSION JOINT MEETING
The City's Airport Relations Commission last met jointly with the City Council at the end
of 1995 as the Council took up the issue of the Dual Track Airport Planning Process. As
you know the State concluded that the process be ended in the last Legislative session
and that facilities at the current site be expanded to accommodate projected growth.
While the airport issue has become less important to some communities in the aftermath
of this decision, its immediacy for the City of Eagan has increased due to the continued
high growth of operations and the expected construction of the North-South runway as
40 the means of expansion of the current site.
The Commission has identified a number of issues to be shared with the City Council.
Because of the limited time available at the workshop meeting, they have prioritized the
items they wish to discuss to conform with the time available.
BACKGROUND
The City of Eagan has experienced a growing incidence of aircraft noise impacts in the
years following the introduction of jets in the commercial airline fleet and especially since
deregulation resulted in the increased use of Minneapolis-St. Paul International Airport
as a hub. At the same time, the City has been developing, while designating a
substantial portion of the northern part of the City for noise compatible land uses such as
commercial and industrial. Despite this planning effort, noise effects are still felt in many
parts of the community. This Is partially because some residents will be bothered by
aircraft at different levels of impact and partially because the sheer number of operations
is far above what many people experienced when they first moved into their homes. In
addition, the north-south runway will introduce overflights in areas of south, west and
central Eagan which have received substantially less noise in the past.
31
DISCUSSION ITEMS
Land Use Policies and Metropolitan Council Policy Contours - The City of Eagan has a
long standing history of concentrating commercial and industrial uses in areas expected
to be impacted by aircraft noise. The City's planning has been reinforced by land use
compatibility guidelines prepared by the Metropolitan Council. These policies generally
defined the Eagan-Mendota Heights Corridor where aircraft are to be concentrated.
Earlier this year, the Metropolitan Council began the process of amending the Aviation
System Statement and Guide Plan to conform with the approved expansion plan. One
of the primary aspects of the amendment was to develop new noise policy zone
boundaries consistent with expanded operations. Staff shared the initial proposed
boundaries with the City Council and received direction to urge the Metropolitan Council
to retain noise zones of a sufficient size to maintain noise compatible uses where they
currently exist.
At the same time, the Airport Relations Commission was reviewing the City's noise
policies for land use and concluded that the tools themselves - conditions for noise
attenuation and notice to buyers as conditions of subdivision - were still valid but that the
area in which they are applied should be expanded. Their reasons are that noise impacts
are felt over a broader area than is depicted in typical DNL 65 or 60 contours, any
reduction in the area controlled by the policies might tend to encourage residential
development too close to the airport and the introduction of new noise in west and south
Eagan requires some guidance for infill development and redevelopment of the area.
These issues were discussed with the Metropolitan Council and their advisory bodies are
recommending that the current policies be retained and that they be applied to an area
around the airport up to one mile from the current 60 DNL contour. This is at least as
large and somewhat larger than the current policy contours. The Council is expected to
put this draft amendment out for comment in the next several weeks and the Commission
will provide a formal recommendation to the City Council at that time. Rather than the
City developing policy boundaries of its own, it appears more logical to respond instead
to the Metropolitan Council's proposal, especially since it so closely conforms to the
findings of our own Commission.
MSP Mitigation Program - Mayor Egan has been an active participant in the MSP
Mitigation Committee, using input from the Commission as a basis for negotiations with
the other cities, the MAC and Metropolitan Council. The City's stated position as
recommended by the Commission had four main points:
1. State Funding for Abatement and Mitigation
- As Much a Part of the Airport Decision as its Location
2. Larger Mitigation Area - More Mitigation Tools than Part 150
- 60 DNL plus 3-2-1 Phase-In of Noise Abatement Programs
- MSP Airport Area Concept Package
3;?
3. Equitable Sharing of Impacts by All Benefitting Communities
- Narrower Corridor Operations
- River Bottom Departure for Runway 17-35 Traffic
- Expansion of Nighttime Hours
- Nighttime Operations on Runway 4-22
4. Independent Operations Monitoring System
The draft Mitigation Report attached outlines the results of the process. The report
Includes a number of Eagan's positions or modifications of them. In particular
1. MAC funding should exceed the currently projected $25.5 million per year
and, if that is not sufficient to complete the program in a reasonable time
frame, state funding should be requested.
2. The Sound Insulation program will be completed to the year 2005 60 DNL
with consideration of a reduced insulation package (3-5 dB) to the 54 DNL
if it is warranted after homes within the 60 DNL contour are completed.
The Community Protection Package plus additional community stabilization
tools are included in the proposal.
3. Corridor operations will be reviewed although there are interests in Inver
Grove Heights and Minneapolis lobbying to rescind corridor operating
standards as a part of that review. A river bottom standard instrument
departure will be one of the tracks used for operations to the south and
west. The MAC will negotiate with the airlines to expand the voluntary
nighttime restriction hours by one-half hour to 10:30 p.m. to 6:00 a.m.
Runway 4-22 will be used more hours of the day and night as anticipated
in the runway extension EIS. On the downside, the committee is
recommending, over the Mayor's opposition, that construction of the north-
south runway be moved up and benchmarks of groundbreaking in 1998 and
operations in 2003 were established. The Commission believes that the
City of Eagan's interests are best served by that runway being built as late
as possible so that the quietest possible stage Ill fleet is in place before
operations begin over that part of the City.
4. The report calls on MAC to expand its ANOMS monitoring system although
it is non-specific as to the extent of the expansion and did not endorse the
concept of a separate system that wouldn't require FAA participation.
5. Other aspects of the report evolved through the discussions and
negotiations between the Mayors and MAC.
The Commission wishes to discuss the implications of the report with the Council and
what additional positions, If any, the City should take in this regard. Since the report will
ultimately be forwarded to the legislature, It may make sense to include the report or
desired modifications of it in the City's airport legislative program.
33
PDATES AND FEEDBACK
Legislative Program and Initiatives - The Council previously approved a Commission
recommendation to support federal legislation requiring the Department of Transportation
to further limit noise impacts in areas around airports. Last year, the City also adopted
a legislative program for state airport issues and pursued it with the City's Legislative
delegation. It is anticipated that a number of airport related issues will still be before the
Legislature this year especially in light of the fact that operations growth continues to
exceed projections. At the last Commission meeting, Chair Schlax submitted the
attached draft of legislative issues for consideration by the Council and Commission
together with any issues raised by Tuesday's discussion.
Leoal Consultation - The Commission has been exploring the possibility of discussing the
City's aircraft noise situation with a national consultant from a legal and operations
standpoint. Mayor Egan contacted the firm of Cutler and Stanfield at the most recent
NOISE Conference to determine whether they might submit a proposal for this service.
The firm declined citing a possible conflict of interest because of previous work done for
the City of Minneapolis. Staff continues to research the possibility with other firms and
has received a response from one firm to date. The Commission will review any
proposals and provide a recommendation to the City Council.
INFORMATION ITEMS
Current Operations and Noise Abatement Departure Profiles - The level of operations
outside of the corridor continues to be excessive, averaging between twenty and twenty-
five percent of all flights from the south parallel runway. Over the past year, the City is
also experiencing a dramatic increase in the number of short final arrivals which overfly
the City and make sharp turns to get into the arrival pattern. The City has been in
contact with the FAA concerning both of these issues with limited success.
With respect altitude, rather than location, the MAC has withdrawn its earlier analysis of
the Noise Abatement Departure Profiles and will be developing a new analysis for City
review later this year. The Commission will review this information when it is available
and provide a recommendation to the Council for a City position at that time.
Community Survey Responses - The Commission recently reviewed the Community
survey results as they pertain to aircraft noise. The consultants also provided a
breakdown of the locations of those responses within the City. The Commission noted
that aircraft noise is significant in that it was the second most mentioned negative aspect
of the community, following taxes, and more than sixty percent of those who find their
neighborhood's noise environment to be poor cited. aircraft noise as the reason. The
responses were spread throughout the City with some concentrations near the edges and
ends of the corridor. The Commission is cautious about drawing too many conclusions
about the location data because the raw number of the responses was fairly limited. It
was concluded however that aircraft noise impacts are felt throughout the City and not
concentrated in one area.
3`f
Sound Insulation Program - Recent articles have raised concerns about the effects of the
sound insulation program on indoor air quality. Articles in this regard are attached. The
MAC Is moving quickly to respond to these concerns by communicating with the affected
homeowners, distributing carbon monoxide detectors and preparing designs to remediate
the problem and better ventilate the homes. Detectors and remediation will also become
standard features of the program for future homes. It would appear that the problems
encountered are scattered, are the natural consequence of tightening a home's exterior
and can be corrected relatively easily once detected.
The Commission looks forward to this opportunity to meet with the City Council and. staff
would be happy to provide any additional information the Council may require.
Assistant to the City Administrator
EAGAN SPECIAL CITY COUNCIL MEETING MINUTES; OCTOBER 15, 1996
PAGE 2
adopt an ordinance requiring residents to provide the responsibility of snow removal adjacert
property in certain areas. 16A 4Z?
JOINT MEETING WITH AIRPORT RELATIONS COMMITTEE
Mayor Egan welcomed members of the Airport Relations Committee who were present for the joint
meeting.
Commission Chair Mike Schlax overviewed the issues currently before the Commission which
warrant discussion with the City Council. In addition to several updates, the discussion items were noise
related land use policies, noise mitigation for an expanded airport and how these issues should be pursued
through the legislature and legal channels.
With respect to Airport Noise Land Use Policies, the Commission asked the Council what its
expectations are in terms of land use controls around operations areas including the corridor and the
north/south runway. Mayor Egan noted that the Comprehensive Plan and conditions placed on subdivisions
are useful tools to prevent noise sensitive land uses in noise impact areas. City Councilmember Hunter
stated that the corridor generally works, despite flaws in the operations and that few people purchasing
homes in the City are surprised by planes being overhead. Mayor Egan stated that the Commission and
the Council should consider the appropriate contours for land use, mitigation and stabilization tools
including contours for the north/south runway.
With respect to mitigation, Mayor Egan noted that the MSP Mitigation Committee did not accept
all of the positions of the City, but that mitigation will be provided beyond the 65 DNL and that the City was
successful in forming alliances with other communities, especially Minneapolis. The Commission noted that
the mitigation plan does not provide for an independent noise and operations monitoring system with
enforcement. The Mayor responded that the City was not successful in getting support for this
recommendation. City Councilmember Awada stated that it is important to keep operations in the corridor
and the Commission agreed that it wants to see the corridor enforced and that the current levels of 20 to
25 percent of operations outside the corridor is unacceptable. Commissioner Harrison stated that actual
excursions are higher. Mayor Egan also noted that the growth projections used in airport planning are
dramatically understated.
The. City Council asked the Commission to monitor the ongoing progress of the mitigation program.
There was discussion of the use of a legal and operations consultant to assist the City with its positions.
Councilmember Awada stated that if there is something that the City can do legally to enforce operations
standards, it should be explored.- Councilmember Wachter asked the Commission to recommend a
legislative program based on City priorities and initiatives which were omitted from the Mitigation Committee
report. In particular, the Council noted that a triggering mechanism in the law for reconsideration of land
banking or other growth options would be worthwhile.
OTHER BUSINESS
There were no Items for other business.
The meeting adjourned at 6:30 p.m. to the regular City Council meeting.
October 15, 1996
Date
TLH
City Clerk
city of eagen
THOMAS EGAN
McvC
September 20, 1996 PATRICIA AWADA
BEA BLOMQUIST
SANDRA A. MASIN
Richard W. Danforth THEODORE WACHTER
R.W. Danforth and Associates Ltd. Ccuncd Members
303 Harbor Drive THOMAS HEDGES
Seneca, SC 29627 City Ad^ ^ s rte c
E J. VAN OVERBEKE
Dear Mr. Danforth: City Clerk
Thank you very much for the opportunity to briefly discuss Eagan's aircraft noise situation and
the interest we have in retaining a firm or firms for consultation concerning operations
alternatives for Minneapolis-St. Paul International Airport. The City's initial interest would be
to consult with an attorney or operations specialist knowledgeable in federal noise regulations to
brief on the growth of operations at MSP, the proposed expansion of the airport, the history of
noise compatible land use planning in Eagan, the airport's noise abatement activities and legal
and operational parameters for alternatives.
This briefing would be followed by one or more in-person consultations with the City Council,
City staff and Airport Relations Commission concerning possible alternatives and strategies for
bringing about the changes necessary to limit operations impacts in Eagan to the greatest extent
possible. Depending upon the strategies selected, the City may retain the firm or firms for
additional consultation, negotiation, professional support or legal action as appropriate.
By way of background, the City of Eagan is a developing community south and southeast of
MSP. The airport's two principle runways direct between fifty-five and sixty percent of all
operations to the southeast. Due to the timing of construction of major river crossings and
interstate highways, Eagan developed recently enough to anticipate the impacts of-commercial
jet airport operations on these runways. Based upon the operational representations of the
airport, FAA and the Metropolitan Council, a regional planning agency, a large area of the
northern part of Eagan was planned for noise-compatible, commercial and industrial development.
A substantial portion of that area has developed consistent with that plan while much of the
southern portion of the community, where noise impacts were to be less, consists of various
densities of residential and retail development.
In the early 1970's, MSP developed its first preferential runway system and, recognizing the noise
compatible planning to the southeast, designated that direction to have first priority for operations.
In response to this designation, Eagan negotiated a set of departure and arrival procedures to
maintain operations over the noise-compatible area and to minimize operations over noise
sensitive areas. The airport, FAA and airlines participated in these negotiations which culminated
in the definition of the Eagan/Mendota Heights Corridor in the local tower order.
MUNICIPAL CENTER
3830 PILOT KNOB RO4:'
EAGAN n9T.NESO1A 55'22-1897
PHONE (6. 681-4600
FAX (6' 2? `5 4612
TDC c'21454-85315
THE LONE OAK TREE MAINTENANCE FACILITY
THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY E5,, EAGAN M ESC A r?.
PHONE 'r t8'
Equal Opportunity/Affirmative Action Employer =AX (612; cE -43c^
In particular, departures were to be issued a heading approximately ten degrees north of centerline
for at least three miles from the runway end and arrivals were to be vectored to a four mile final
approach. The Metropolitan Council, in consultation with the airport and FAA, incorporated
modeled assumptions for the procedures into the regional planning policies for cities surrounding
MSP.
Following deregulation and the operations growth associated with Northwest and Republic
hubbing activity, the corridor procedures began to erode and, by extension, the land use controls
became less effective means of noise abatement. Operations increasingly impacted adjacent
neighborhoods despite ATCT's insistence that no procedures had been changed. In 1986, the
Tower Order was changed internally to broaden the operations area by adjusting departures south
to the localizer. Despite resident protests, no environmental review was done and the changes
were left in place. Over the past ten years compliance with even the expanded operations area
has further deteriorated to the point that approximately twenty-five percent of all operations on
the south parallel runway track south of the localizer within the first three miles. The level of
non-compliance is reported monthly through the airport's ANOMS system. Despite Eagan's
repeated insistence that compliance be improved and excursions reduced, no substantial
improvement has occurred.
The City is also facing the consequences of the state's recent decision to expand the airport at
its current location rather than relocate it to a new site. The two alternatives were extensively
studied over the past seven years as means of anticipating and managing operations growth in
the region. Eagan was very active throughout the airport decision. The City's position was that
the airport should only expand if the new airport site were land banked and an aggressive
package of noise mitigation tools were included in the cost of the expansion.
The Legislature's decision was to not bank the new site and they directed the preparation of a
mitigation program as a separate process after the siting decision had been made. As a
consequence, there are parties actively opposing any mitigation greater than Part 150 tools
applied within a projected future 60 DNL contour. Eagan and a number of other cities engaged
in the mitigation planning process support an expanded package of tools applied to a much larger
area of eligibility and phased out at graduated distances from the airport to better reflect the
diminishing impact of operations over distance. We realize that this will be expensive and that
only a portion of the area will be eligible for Part 150 or PFC funding, but the principal
shortcoming of the airport's noise mitigation efforts in the past is that they do not go far enough
to offset the real impacts of the industry.
In addition to absorbing over half of all operations in the northern part of Eagan, the western and
southern portions of the City will be impacted by the 17/35 runway proposed to be built under
the airport's expansion. This runway is scheduled to carry thirty-seven percent of all departures
and permit the airport's capacity to expand by nearly twenty percent. The area of Eagan to be
affected by this runway includes some of the oldest, most established neighborhoods in the City.
Specifically, it is an area where aircraft overflights were not anticipated and the land uses are not
compatible with aircraft operations.
38
a
Overriding all of these concerns is the City's awareness that operations growth at MSP continues
to exceed the projections used in the expansion/relocation study. For the expansion plans to be
adequate over the twenty-five year planning horizon, the airport may not grow faster than one-
half of one percent per year. Over the past five years, growth has averaged between four and
five percent. As such, the capital improvements and operational assumptions planned for the
airport are likely to be overutilized much sooner than has been anticipated by the airport and the
State. As such, strategies need to be identified to anticipate the means the airport will use to
manage future growth.
The City of Eagan is seeking assistance to:
1. Influence regional, state and federal policy to minimize noise at its source
2. Place noise impacts from operations at MSP where there are few if any people and
equitably distribute the rest among the communities surrounding the airport and
3. Develop and implement a noise mitigation program which will extend sufficiently into the
noise impacted communities and provide adequate tools to limit impacts on residents
4. Analyze local and industry trends and develop realistic projections for the growth in
operations demand within the region.
Please forward a response addressing your possible interest in working for the City of Eagan and
outlining your firm's qualifications to assist in this effort, your proposed costs for telephone and
in person consultations and any potential conflicts of interest which would prevent you from
serving in this capacity.
I look forward to your response. Please call me if you have any questions in this regard.
Sincerely,
Jon Hohenstein
Assistant to the City Administrator
3I
MEMO
city of eagan
TO: TOM HEDGES, CITY ADMINISTRATOR
HOLLY DUFFY, ASSISTANT TO THE CITY ADMINISTRATOR
FROM: JOANNA FOOTE, COMMUNICATION/RECYCLING COORDINATOR
DATE: March 14, 1997
SUBJECT: 1997 PROPOSED COMMUNICATIONS ACTIVITIES
At the Special City Council meeting of February 4, 1997 we discussed numerous ideas for the City Council to
recommend for incorporation into the 1997 Communications program. The list of proposals had been compiled as a
way of building upon the accomplishments of 1996 in order to enhance the overall communications program. To
date, City staff and Council members have worked in conjunction with the Wallace Group and have gone through
positioning exercises and have developed a consensus on the themes that best convey a sense of the City. Further, a
significant survey of resident opinions and attitudes was conducted and the results were disseminated widely.
Finally, the media training program began with a large meeting with various City staff, on some of the key
elements, with "hands-on" exercises planned for 1997.
Other activities and subjects have included preparation of the Koch Refinery grant proposal for alum treatment of
Fish Lake, work on media information regarding the water quality award, the "adopted tree" story, personnel issues,
Carriage Hills, the May, 1996 wind storm, Country Joe lawsuit, the Mayor's op-ed article, discussion on the park
bond referendum, working with the business community and several other topic areas.
Also in 1996 the communication program included the following ongoing in-house duties of the Communications
Coordinator. Most of these programs are scheduled to continue in 1997
In House Communications Coordinator Tasks:
(2/3 time allocation to Communication Program, 1/3 time to Recycling)
• Experience Eagan Newsletter--prepare, print and deliver quarterly to all residents
• Chamber Newsletter-monthly Eagan Update
• Press Releases\Media Relations
• Miscellaneous informational brochures/inserts/publications
• New Resident Guide
• Community Pages-Eagan Fire Department Phone Directory
• Lion's Club/City Map
• Business Outreach Meeting coordination/promotion
• Quarterly Employee Newsletter
• Miscellaneous Advertisement production/placement
• Special Event coordination/promotion
• Open House/Tours
• Arbor Day
• Earth Day
• July 4'
• Lone Oak Days
• Cablecast Public Meetings
• Community Information Cable Bulletin Board
• Miscellaneous Cable Production
• Voter information programming
• Miscellaneous public /neighborhood meetings
• Video Reproduction-City Council/Public Meetings
• Municipal Center Sign Board
• Other Miscellaneous Communications Projects
The Communications program has grown substantially since the incorporation of the Communication/Recycling
Coordinator position in late 1993 and again with the additional services provided by the Wallace Group, beginning
in late 1995. Staff is now seeking final direction from the Council regarding the additional objectives which have
been proposed for incorporation in 1997 to continue the expansion of the City's Communications efforts.
Understanding that all of the additional objectives cannot be incorporated in 1997without either eliminating some of
the current communication program functions, bringing in The Wallace Group and other appropriate consultants, or
expanding the current 2/3 time communication staff allocation.
Staff including yourself, Holly Duffy and I have worked, along with the Wallace Group to compile the following
table showing the possible additional objectives as presented at the February 4, 1997 workshop, staff's
understanding of the City Council's modification of the possible additional objectives for 1997 and a work plan
which staff and the Wallace group agree could be the best utilization of the $26,000 communication budget
allocation, based on the City Council's stated priorities.
X11
City of Eagan
1997 Proposed Additional Communications Activities
Proposed Project
Consultant costs as
Fi- MM wimp 'T
All costs as modified
` ne?id rem identified at 2/4/97 following 2/4/97 workshop
Workshop
^ Non-Personnel Consultant costs
Annual Report (Upgrade) $4,000 10,000 p `
tingJdelivery. -s. $4,000 Wallace's Ftk # ?' ?? $0
Business Newsletter $ ,000 nntm' i ry * { $8,000 Wallace's
' $ 000 $7,500 Wallace's
Bus Tour-EDC $500 ? bus ren
$500 Wallace's $0
X
Bus Tour-Volunteers X00 r?t tis re f l . " '* Fs? $500 Wallace's 00. ?' ?`
r,,+2 $0
Business Outreach $100 fi # hotice3rpbsters etc ,.. a $0 $0
Cable Bulletin Board $2,000 Braun/Cable Consultants $1,500 Braun
Cable Production (additional) $10/hr. Braun/Cable Consultants $0
Communication Counseling ?$6,000 Wallace's $6,000
-- Crisis Communication Plan $b: $3,000 Wallace's $0
Media Training $5,000 Wallace's ;' $3,500 Wallace's
J , Neighborhood Outreach 00'_135100' printing, notices, po, sters etc $1,50043,000 Wallace's ! $0
Photography a $50Q l;l)00 came`r?,lkotsluings'Council/Ciept TTda, $0 $0
Press Releases/Media Stories--12/yr. 0- $6,000 Wallace's f + $6,000 Wallace's
Web Page Software 300 $0 00 $0
a
D ,G ?4 €x $9,90 ?$8,SOd?
$24
500
t{{t ,
1 $25,900 Total'
*Provided from separate budget
Based upon the discussion by the City Council at the 2/4/97 workshop and our meetings with the Wallace Group
since that time, the two columns at the right of the table reflect the items and associated costs which can best be
accomplished within the $26,000 communications allocation. In this proposal, the Annual Report upgrades, the
Crisis Communications Plan upgrades and the additional Cable Production would be eliminated from the
Communications budget in 1997.
These upgrades would not be included in 1997 for a number of reasons including:
Annual Report
Although this was identified as a medium to high priority at the 2/4/97 workshop, with the idea of the
Annual Report replacing one issue of the City Newsletter, it cannot be accomplished for two reasons. First,
the newsletter is distributed near the first of March, May, September and December. The March, 1997
newsletter is already out and the May newsletter content needs to be prepared by April 10, 1997. This does
not allow enough time for Departments to prepare the Annual Report information effectively this year.
Secondly, the newsletter is used to promote a number of educational programs which are funded through
grants from various agencies. Several of the grants require the City to publish program information to all
of its residents in order to receive funding. If the Annual Report replaces a newsletter, the City would have
to satisfy these requirement through another mechanism which would likely add greater expense.
If the Council so directs, Annual Report "highlights" from each department could however be included as
an article in the May 1997 newsletter. A separate Annual Report of some sort could then be considered for
the 1998 budget.
Crisis Communications Plan
This item was a low priority from the City Council and was therefore eliminated as a budgeted item.
Modifications will be made by staff as necessary and as staff time allows.
Additional Cable Production
Council indicated a wish to have any increased cable production accomplished by the Cable Access
volunteers, and therefore not budget any communications funds for this purpose. As access volunteers are
under no obligation to the City, any requested projects will be produced based on volunteer interest and
availability, which will not necessarily ensure that the projects will be produced.
Modifications to the consultation costs have been made, based on Council input, for the Business Newsletter, EDC
and Volunteer Bus Tours, Business Outreach Meetings, Cable Bulletin Board, Media Training, Neighborhood
Outreach and Photography Projects. These modifications help to decrease the cost of each project while preserving
a high quality finished product which the City will be proud to produce. These modifications would be as follows:
Business Newsletter
This project was determined to be of a high priority to the City Council members as well as to the
Economic Development Commission, Chamber of Commerce and City staff. The Economic Development
Commission and Chamber of Commerce each budgeted $4,000 toward the printing and delivery of this
publication. Their budgeting was based upon the idea that Chamber staff, City staff and Economic
Development Commission members would work collaboratively to produce this quarterly publication. As
we have discussed, staff is concerned about the quality and timeliness of this publication if it is produced in
this fashion. The Wallace Group is able to coordinate the layout, design and content of this publication, in
conjunction with the aforementioned groups, to ensure timely production. They can do this at a cost that
fits within this Communication budget.
If a project of this scope were to be added instead as a staff responsibility, communication staff time would
need to be increased from the current 2/3 time or some of the current projects would need to be eliminated.
Community Development staff would also be required to add this responsibility to its present workload.
41!??
EDC and Volunteer Bus Tours
These bus tours can be accomplished at minimal expense. A $500 budget has been established by the EDC
for its tour for the rental of buses. The Communications budget can allow for matching funding for the
Volunteer Bus tour. Informational materials for participants can be produced in house at no direct cost to
the communications budget.
Business and Neighborhood Outreach Meetings
As discussed with the City Council, these meetings can be done effectively with no direct budget
allocation. The Business Outreach meetings are being accomplished jointly with the Chamber of
Commerce and can continue effectively in this fashion. The neighborhood Outreach meetings can be
accomplished in a similar manner with notification through the local newspapers and Cable television at no
direct cost to the Communication budget.
Cable Bulletin Board
The cable bulletin board has previously been maintained primarily by Paragon Cable staff. The new in-
house system will require maintenance and upkeep by City staff and/or a cable consultant. As this system
is a few weeks away from operational, it is difficult to determine how much time will be necessary for
coordination and updating maintenance. As indicated previously, this project will be in addition to current
Communications tasks and will need to be coordinated accordingly. This is a very visible project which
will need to be upgraded frequently. In order to ensure this, funding has been indicated within this
communication budget for the purpose of utilizing a cable consultant as necessary, up to $1,500.
Media Training
As mentioned previously, the Wallace Group conducted media training in a large group format for a
number of City staff with the intent of conducting a second half, "hands-on" session. Based on Council
direction, Staff and the Wallace's have decreased the number of participants for this session at a
subsequent reduction in cost for which this project can be accomplished.
Photography
It is suggested that the City maintain good quality photos of each City Councilmember as well as key staff
to be used in the City newsletter and media publications, awards and recognition events and Community
presentations. The costs of photos taken at City recognition ceremonies as requested by Councilmembers
and the Council/staff photos can be accomplished within this proposed budget.
The other items included in the modified budget proposal include, ongoing communication counseling and
assistance with press releases and media stories, a service which the Wallace Group has provided throughout 1996
as indicated previously. City staff and a majority of the Council seemed to maintain that these additions have
provided a strong benefit to the communications program.
Press Releases/Media Stories and Ongoing Counseling
These stories, releases and counseling are geared toward "sharing our good news," maintaining and
strengthening Eagan's positive image and helping to educate the public about matters of interest and
importance to the community. As indicated, these efforts have encompassed a wide variety of topics in
1996 from the preparation of materials for Council and staff response, as well as media releases regarding
the Country Joe Lawsuit (throughout the various stages), the public awareness of the National Water
Quality Award and many other topic areas. These services help staff to more effectively provide education
and communication vehicles for interaction with the public directly as well as through the media. The
ongoing counseling also helps to focus and fine tune the other projects being produced through the City's
ongoing communications program.
4
As previously stated, staff is seeking direction from the Council regarding the additional objectives for the 1997
communications work program. The modified budget accomplishes most of the projects which were identified as
communication priorities by the City Council at the February 4 City Council meeting and provides a sufficient level
of funding to produce high quality products. Please contact me if you have questions regarding this information or
to direct me further on how to proceed.
s/Joanna Foote
Communication/Recycling Coordinator
MEMO
city of eagan
TO: HONORABLE MAYOR & CITY COUNCILMEMBERS
FROM: CITY ADMINISTRATOR HEDGES
DATE: March 14, 1997
SUBJECT: APRNRC INFORMATIVE ITEMS
There are several items not included on the agenda for formal discussion between the
APRNRC and City Council. These items are considered informative; however, if time
permits and there are questions regarding one of these topics, questions could be asked of
staff or members of the APRNRC. Those topics are as follows:
CAPITAL REQUEST FOR LIGHTING IN PARKS
Following the community notification meeting that was held last Thursday, March 6, the
Parks & Recreation Department has received calls from residents asking for the
installation of lights in neighborhood and community parks. The calls have been small in
number, but it does represent an attitude of fear that exists in the Cinnamon Ridge
development and adjacent neighborhoods.
WATER DUALITY na. FISH LAKE
Enclosed on pages 3 through is a copy of a memo from Rich Brasch, Water
Resources Coordinator, providing information on the water quality at Fish Lake.
CHILD PROTECTION POLICY
Enclosed on pages 6 through is a memo regarding the status and need for a child
protection policy.
WESCOTT COMMONS LOCATION
Recently, at a City Council meeting, City Councilmember Wachter raised questions about
integrating the Wescott Commons program with a school facility. The reason for
combining the program with a school facility is to reduce the need for rental of a unit at
the Wescott Commons location. Enclosed on pages // through is information
regarding the program.
DAKOTA HILLS MIDDLE SCHOOL FIELD MAINTENANCE
Enclosed on pages .3 . through 31 is a copy of a memo from Director of Parks &
Recreation Vraa regarding discussions between the City and Dakota Hills Middle School
regarding field maintenance.
PARTICIPATION IN TORO ENVIRONMENTAL SOLUTIONS PROGRAM
Enclosed on pages through is a memorandum concerning a program which
Toro Inc. offers to local governments. The purpose of the program is to promote the use
of mulching mowers by providing such mowers on a temporary basis to interested
residents. The APRNRC is recommending that the City participate. The City Attorney
has identified no legal or ethical restrictions to such participation. If given direction by
the Council, staff will place this item on a regular Council agenda for approval.
City Administrator
Attachments
TLH/vmd
TO: CITY COUNCIL C/O THOMAS HEDGES
FROM: RICH BRASCH, WATER RESOURCES COORDINATOR
DEPARTMENT OF PARKS AND RECREATION
RE: UPDATE ON ALUM DOSING COMPONENT OF FISH LAKE PHASE II PROJECT
DATE: MARCH 12, 1997
Background/Issue
As City Council members may recall, a key component of the City's effort to improve the water
quality of Fish Lake is the construction and operation of a "dosing" station which would inject small
amounts of alum into the mainstem of the storm sewer system draining to the lake in order to decrease
phosphorus entering the lake from the watershed. With the approval of the City Council to proceed
with the project, staff submitted a permit application to the State in June, 1996 to secure authorization
to carry out the alum dosing component. Because the use of alum to treat inflows to lakes is relatively
new, the processing of the permit has been very slow. However, we are nearing the end of permit
negotiations and the Commission and staff wanted to take this opportunity to brief the City Council on
the alum dosing aspect of the Fish Lake project.
Attached is a letter staff sent to the Mn Pollution Control Agency regarding several key issues on
which the dosing project hinges. Staff reviewed an earlier draft of this letter with the APRNRC at their
February 24, 1997 meeting before it was finalized and sent to the MnPCA. While the memo contains
some technical jargon, the messages are discernable if Council members keep in mind two key points.
First, in order to use alum to remove phosphorus from the stormsewer inflows to Fish Lake, we need to
convince regulatory authorities that a relaxation in the criteria for aluminum in waters of the state is
appropriate. The current criteria will allow us to achieve only about one-third to one-half of the
phosphorus removal we need to meet the City's water quality target for Fish Lake. There is an
abundance of information that indicates that an increase in the criteria for aluminum concentrations to
a level that would be necessary to achieve our target removals would pose little toxic threat to aquatic
life. However, the technical basis for the adjustment in the criteria is an issue and MnPCA remains
concerned about the "precedence" that such a change would set.
Second, any permit we receive from the State to operate a dosing station will probably be of limited
duration until the effectiveness and impact of the operation is thoroughly evaluated in the field. This
issue is obviously of concern to the City as well. Staff and the APRNRC have outlined a position in
the memo which attempts to balance the financial obligations of the City for construction,
operation/maintenance, and monitoring of the system with the possible limited duration of the permit.
Council Direction Requested
Staff and the APRNRC are interested in whether the position and strategy outlined on the second page
of the letter to MnPCA appears reasonable to the City Council. No formal action is requested.
it4?. xg-i?. ?
Rich Brasch
Water Resources Coordinator
cc. Ken Vraa
Advisory Parks, Recreation, and Natural Resources Commission
3
r
r
city oFecigcin
March 3, 1997
THOMAS EGAN
\ cvcr
MR. MARK TOMASEK PATRICIA AWADA
WATER QUALITY DIVISION B
N B
T
MN POLLUTION CONTROL AGENCY A
RA A. A
T
A
T
520 LAFAYETTE ROAD NORTH HEODORE E W
ACH
HEODORE
Council Members
ST. PAUL, MN 55155
THOMAS HEDGES
Dear Mark:
City Administrator
E. J. VAN OVERBEKE
City Clk
Thanks very much for your efforts in setting up the meeting with the Department of Natural Resour
ces and the
Ramsey Washington Metro Watershed District representatives to discuss the alum dosing proposals for the
Fish Lake and Tanners Lake projects. I certainly gained more insight into what it will take to get the Fish
Lake dosing proposal off the ground. I also continue to believe that, with the majority of phosphorus loading
to Fish Lake coming through a single pipe and with the constant flow conditions provided by the lift station,
we have a near ideal situation at Fish Lake for the application of alum dosing.
As you know, the City's Water Quality Management Plan identifies Fish Lake as the second highest of thirty
tong-term lake enhancement priorities in the community. Concern about the degriiation of water quality ish Lake in the mid-1980's was one of several factors that convinced the City Council to embark upoin
development and implementation of a vigorous water quality management effort. The high turn-out at both
the public information meetings held to gather comment on the Fish Lake Diagnostic/Feasibility Study and
Implementation Plan in 1993 and 1994 confirmed continuing high interest on the part of city residents about
improving the quality of the lake.
The City has done its best to implement conventional watershed Best Management Practices to improve the
quality of runoff entering Fish Lake. The entire 3,000 acre watershed is swept in the spring and fall each year,
with direct drainage areas receiving top priority. Virtually all new developments in the watershed are required
to incorporate on-site ponding to treat runoff prior to discharge off-site. The watershed contains over 100
natural and constructed basins which treat runoff before it enters Fish Lake. In addition, the City has stepped
up its efforts on an already vigorous public education program to curtail pollutant loadings at the source. The
City's diligent application of both structural and non-structural BMP's has significantly reduced the
phosphorus concentrations of the water in the mainstem of the stormsewer system near Fish Lake.
The Fish Lake Phase I study reviewed and evaluated numerous remedial alternatives to reduce phosphorus
loading to the lake. Dosing of alum into the mainstem of the storm drainage system to further reduce already
low phosphorus concentrations was selected as the most cost-effective option for achieving the load reductions
necessary to reach in-lake water quality goals. MnPCA technical staff who reviewed the report and
recommended the project for Phase II funding under the Cleanwater Partnership Program agreed with that
strategy.
We are now at a pivotal point for implementation of the dosing aspect of the project. In response to the City's
June 1996 application for a special permit to proceed with the dosing project, we have had numerous
discussions with both representatives of your agency and the MnDNR regarding the conditions under which
the dosing project should proceed. I hope we are moving closer to adopting an approach that recognizes our
efforts are aimed at improving an already highly degraded urban system which will require balancing a
number of benefits and impacts. For Fish Lake, it seems likely that the ecological and societal benefits of
improving lake water quality will far outweigh the potential impacts of somewhat elevated total aluminum
loading associated with the dosing project proposed. However, we won't actually know the trade-offs in these
benefits and costs until we've had a chance to run and monitor system effectiveness and impacts over the
intermediate to long-term.
MUNICIPAL CENTER
38M PILOT KNOB ROAD THE LONE OAK TREE MAINTENANCE FACILITY
EAGAN. MINNESOTA 55122.18x7 THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY 3501 COACHMAN POINT
PHONE (612) 681.4000 PHONE MINNESOTA 55122
0300
FAX (612) at 4612 Equal Opportunity /Affirmative Action Employer FAX ON (6E12) (612)681. 8330
rD0 (612) 454 8 5 3 5 T00 (012) 454 454.8535
In the interests of bringing the permitting phase of this project to closure, I would like to outline some
guidelines for what I believe it will take to get the Fish Lake alum dosing proposal off the ground from the
City's standpoint. First, the permit to operate the dosing system must have at least a five year term in order to
allow sufficient time to refine system operation, detect significant long term trends in lake water quality, and
make the financial risks to the City reasonable. The cost for design and construction of the dosing station is
estimated at about $40,000 in 1993 dollars. It is my judgement that this would be perceived as a reasonable
expenditure on the part of the City even if the project is operated for only five years. However, at annualized
costs of $15,000 per year ($9,000/year annualized capital cost and $6,000/year for operation and
maintenance), plus monitoring costs, it is still a rather costly undertaking for the City.
Second, the total aluminum criteria applied to the outlet of Pond JP-47 must be high enough so we can operate
at our proposed dosing rate of I mg/liter. The pilot dosing study suggested an aluminum removal efficiency of
approximately 40% in Pond JP-47. Thus, a total aluminum standard of 600 ug/1 applied at the outlet of Pond
JP-47 would likely be sufficient to allow dosing at the recommended rate. There is ample information
available showing that the increase in chronic toxicity risk associated with raising the total aluminum criteria
from 262 ug/1 to 600 ug/I is minimal. I think there are also some relatively inexpensive methods we can
employ to try to increase removal efficiencies for particulate aluminum, such as installing temporary baffles to
better disperse flow between the inlet and the outlet. The City does II4I want to have to incur the expense
(about $75,000) of excavating Pond JP-47 to attempt to increase floc removal at this stage of an experimental
project that may not be allowed to continue beyond five years. It is also very important to note that our work
so far indicates ti-at elevated total aluminum concentrations resulting from a dosing operation would be
composed almost entirely of bound or particulate aluminum and that dissolved aluminum in treated water
discharged to Fish Lake (and likely to Pond JP-47 as well) would remain well below the aquatic criteria.
There is a strong possibility that the un-developed upland between Hurley Lake and Pond JP-47 could be
developed at some point during the five-year test period for the dosing operation, allowing the City to secure
the land for a floc settling basin by requiring a land dedication through the development approval process. To
secure the land now would require condemnation, which the City feels is prohibitively expensive. Again, it
would be difficult to convince the City Council that this expense is warranted now when we don't know
whether the dosing system should or can operate beyond five years.
In closing, I want to again reiterate the City's commitment to implementing an alum dosing project to enhance
Fish Lake as a local and regional recreational resource. We also believe that it may be in the best interests of
state lake management to implement a few of these projects so that they can be rigorously evaluated to better
define the role this practice can play in protection and enhancement of Minnesota's aquatic resources. As
such, the City expects to carry out a reasonable amount of monitoring to help define the effectiveness, costs,
and impacts of operation of the system over the long term.
I look forward to hearing from you in the near future so we can continue to move this project forward and
bring closure to this issue within the next several months. Please let me know if you have any questions or
need more information from us.
Sincerely,
Rich Brasch
Water Resources Coordinator
cc. Ken Vraa
Paul Nelson/Steve Kloiber
JOINT COUNCIL/APRNRC MEETING
March 17, 1997
5:00 PM
CHILD PROTECTION POLICY
Staff has been working on a "Child Protection Policy" for the Department of Parks
and Recreation. Although the City had previously implemented the required
background check on full time, part time and seasonal employees, volunteer workers
were not be required to go through that process. Given two separate events
reported late last year in which volunteers were involved with criminal sexual
behavior in a park setting, staff and the Advisory Commission initiated a review of
the need to develop a policy which also covers volunteers. This policy excludes the
necessity to do background checks on volunteers who do not interact with children
and those who do not have continuous supervision by a regular employee.
The policy also excludes the City from assuming any responsibility for background
checks or liability for actions by personnel and volunteers from independent
organizations that use City facilities.
The policy covers hiring procedures, training, supervision and complaint
investigation. This policy has been reviewed with the City Attorney's office and
Assistant to the Administrator Duffy.
6
CHILD PROTECTION POLICY
This Child Protection Policy is established to meet the stipulations of the National Child
Protection Act (Public Law 103-209) and to attempt to assure safety to children who participate
in City sponsored activities.
Coverage: (a) All employees and interns.
(b) All volunteer positions in municipal employment existing or hereafter created
that have occasion to interact with children without direct, continuous supervision
by a regular employee.
Hiring Procedure
1. Job descriptions shall be established for each position/category of positions.
2. Job postings shall include:
• Minimum requirements.
• Equal opportunity statement.
3. Applicants must fill out City application form and provide other information as requested.
4. Candidates meeting minimum qualifications may be considered for personal interview
subject to:
• Number of positions to be filled.
• Objective review and point total (100 maximum) of minimum and desired
qualifications. Veterans preference points will be applied when requested.
5. Candidates interviewed will be asked to respond to questions related to the position; all
candidates will be asked the same questions.
6. All candidates interviewed shall be requested to sign the City form authorizing a criminal
background check for the conviction of a crime or crimes as authorized by Minnesota
Statute Chapter 364 and as otherwise allowed under the Minnesota Child Protection
Background Check Act, Minnesota Statutes 299C.60 - 299C.64. Criminal background
checks will only be performed for those applicants whom the City is still considering hiring
after the initial interview.
• State Statute does not create a duty to perform a background check. By enacting this
policy the City is not under a duty to perform a background check on any employee,
intern or volunteer.
7. The existence of a criminal conviction record will not automatically disqualify a candidate
from employment with the City, though certain types of criminal convictions may prohibit
working in certain positions. Records of arrest not followed by valid conviction;
convictions which have been, pursuant to law, annulled or expunged; and misdemeanor
convictions for which no jail sentence can be imposed, will not be considered by the City.
Before any applicant is rejected on the basis of a criminal conviction, he/she will be
notified in writing and will be given any rights to processing of complaints or grievances
afforded by Minnesota Statute Ch. 364 and Section 299C.60 - 299C.64.
8. Candidate evaluation will continue with reference checks.
9. Positions will be offered to individuals who best fit requirements of the position.
Training
1. Regular employee training shall be provided as appropriate to a position.
2. Seasonal and temporary employees and volunteers shall undergo training that shall include
but not be limited to:
• Personnel procedures and responsibilities.
• Program/activity related experience in a workshop type setting.
• General observation and awareness of surroundings of the work environment.
• First aid and CPR.
• Performance expectations, supervision, and evaluation.
• Department/City policies and procedures including the prohibition of harassment,
illegal discrimination, and child protection.
Supervision
1. Program sites will receive a minimum of one site visit from supervisory staff each day.
The purpose is informal feedback and assistance.
2. Supervisors shall provide seasonal/temporary employees with telephone and pager numbers
at which they can be reached.
3. A staff meeting or meetings shall be held as required by supervisory staff.
4. Supervisor/seasonal-temporary individual meetings will be held concerning:
• Performance below expectation.
• Conformance with City policy.
• Exit interviews.
Child Protection Complaint Investigation Policy
The following steps may be taken by supervisory staff concerning a complaint of
harassment, intimidation, verbal, psychological, physical or sexual abuse involving a child
against an employee, intern or volunteer. The City's basic personnel policies, including its
sexual harassment policy, will govern an investigation for child protection.
• Immediate suspension with pay for the duration of the investigation. In the case of a
volunteer, cessation of the volunteer activity. Notification shall be in writing.
• Report the incident to the Director of Personnel who will conduct an investigation
providing a preliminary report within 72 hours if possible.
• If the complaint against the employee could result in a criminal charge, the complaint
will immediately be reported to the police department.
• Maintain confidentiality.
2. Minnesota Data Privacy Act provisions will be followed.
INDEPENDENT ORGANIZATIONS
The City of Eagan is not responsible for background checks or liable for actions by personnel
and volunteers from independent organizations that use City facilities.
cs 10/childpro.tect
CITY OF EAGAN
DATA PRACTICES ADVISORY FOR
PROTECTED INFORMATION FORM
VOLUNTEERS
READ THIS ADVISORY BEFORE COMPLETING THIS FORM:
The Minnesota Government Data Practices Act requires you to be informed that the following information which you have
been asked to provide on the attached form is considered private data:
1. Your full name.
2. Any and all previous names by which you are known, regardless of whether or not they were your legal names.
3. Your date of birth.
4. Your sex.
5. Your criminal history data maintained by agencies, political subdivisions and state-wide systems.
The purpose and intended use of this data is to conduct the background inquiries which this City uses to establish your
eligibility to serve as a volunteer for a Parks & Recreation program in to protect children who may interact with the
volunteer. Although you may not be directly interacting with children.?v potential exists. Therefore, though the City is
under no obligation to do so, it is conducting background checks in order to protect children. The specific use for each
category of data is described below:
I. To conduct a thorough and complete criminal history and background check, all names by which an applicant is or has
been known must be listed.
2. In order to access driver's license data, date of birth must be supplied.
3. In order to access criminal history data, date of birth, and sex must be supplied.
4. A complete criminal history and driver's license check are conducted to determine whether them are any program-
related factors which affect your suitability to serve as a volunteer. Driver's license checks only affect those positions
which require that the volunteer drive during the program.
This data will be used solely for the above mentioned purposes. This data will not be made available to the City's volunteer
coordinator unless a criminal conviction record is discovered In that case, information gained by use of previous names, date
of birth, or race, will be forwarded to the volunteer coordinator without reference to date of birth, age or race.
The existence of a criminal conviction record will not automatically disqualify you from volunteering with the City, though
certain types of criminal convictions may prohibit you from working in certain positions. Your rights under Minnesota
Statute Chapter 299C.62, Sub 3, are:
(I) The right to be informed that the City will request a background check on the applicant for purposes of the applicant
becoming a volunteer with the City and to determine whether the applicant has been convicted of any crime set forth
under the Child Protection Background Check Act; i.e., child abuse, murder, manslaughter, felony level assault or
any assault crime committed against a minor, kidnapping, arson, criminal sexual conduct and prostitution-related
crimes;
(2) The right to be informed by the City of the response to the background check and to obtain from the City a copy of
the background check report;
(3) The right to obtain any record that forms a basis for the report;
(4) The right to challenge the accuracy and completeness of any information contained in the report or record pursuant
to the Government Data Practices Act;
(5) The right to be informed by the City if the application has been denied because of the background check; and
(6) The right not to be required directly or indirectly to pay the cost of the background check.
You are not legally required to provide the requested information. However, if you do not, the City will be unable to conduct
the required background inquiries and will not be able to process your application and the City will not be able to consider
you as a volunteer.
I have read and understand the information stated above.
Signature Date
PROTECTED INFORMATION FORM
FULL NAME:
Last First Full Middle Name
DATE OF BIRTH:
SEX:
DRIVERS LICENSE STATE & NUMBER:
VOLUNTEER POSITION APPLIED FOR:
List any and all other names by which you are or have been known:
Have you ever been convicted as an adult for a crime which has not been annulled, expunged, set
aside, purged or sealed by a court?
EYes p No If YES, give date and place, nature of offense and disposition:
I certify that all statements by me, on this form, are true, complete and correct to the best of my
knowledge and belief, and are made in good faith. I understand that any false information on this
form may be cause for rejection, or dismissal if already a volunteer.
Signature of Applicant Date
'c
MEMO
city of eagan
TO: TOM HEDGES, CITY ADMINISTRATOR
FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATION
DOROTHY PETERSON, SUPERINTENDENT OF RECREATION
DATE: MARCH 17, 1997
RE: INQUIRY CONCERNING USE OF A SCHOOL SITE FOR THE
YOUTH DEVELOPMENT PROGRAM
It is staff's understanding that Counciimember Wachter has inquired whether money could be
saved if a school site were used for the Youth Development Program. Attached for background
information is a copy of a March 27, 1996 memorandum which chronicles the goals and progress
of the Youth Development Program.
As the Department of Parks and Recreation has come to know the Wescott neighborhood, on site
programming for recreational activity and collaboration with other agencies is efficient and
effective.
One of our first objectives was to have a "presence" in the neighborhood so that police and the
City would not be viewed as outsiders. This concept was in line with the Police Department's
Community Oriented Policing effort.
ISSUES
Would the benefit be the same if Wescott Youth Development Programs were conducted at an
off-site school rather than from an on-site apartment?
• How continuing progress in building trust for the City, reducing juvenile police contacts
and the youth development recreational activity program would fare at a school site is
an unknown.
• How Community Oriented Policing efforts; that is the neighborhood presence of police
officers plus occasions not In uniform, would be affected is an unknown.
• What emphasis should the cost of apartment rent have in the overall picture of the
collaborative effort In the Wescott neighborhood?
• The City's continuous presence in a school may not reduce rental costs as It could lead
to the school district initiating a rental arrangement to cover their costs. This is the
situation with the YMCA.
INFLUENCING FACTORS:
Two specific incidents demonstrate the importance of the City's presence in the
Wescott neighborhood.
• Two years ago the Youth Development Coordinator observed a new "move in". The
new "family" generated a lot of traffic, did not have typical family make-up and the
atmosphere did not feel right. Working with the Police Department, the new "family"
was Identified as active drug dealers. Due to vigilance, they were soon gone from the
neighborhood.
• Recently, the Youth Development Coordinator arrived at Wescott to find a potential
volatile argument in progress at a school bus stop. Parents and children from several
families were shouting, pushing and shoving and threatening physical violence. The
Youth Development Coordinator took the families into the Service Center and worked
to diffuse the situation. In addition, she has arranged for an outside agency to provide
anger management training.
Other factors that influence the need for on-site presence at Wesoctt:
• Lack of public transportation is an on-going limiting factor for residents in the Wescott
neighborhood. This transportation issue affects even the weekly shopping for many.
• Schools are a threatening environment for people who did not (parents) or do not
(students) achieve success in their school experience.
• Recognizing this school aversion, Dakota Hills Middle School and Glacier Hills
Elementary fund tutors to work with Wescott youth in a familiar environment; the City's
Wescott apartment
• Two neighboring cities, Burnsville and Rosemount are emulating Eagan's Youth
Development Program in high density apartment neighborhoods.
• Access to a school site would be limited by school hours and restricted by summer
maintenance.
• The trust being fostered among Wescott residents toward the City centers around the
experiences being offered to the children right in the neighborhood.
DISCUSSION
The department of Parks and Recreation actively seeks grant assistance as an ongoing effort
to offset program costs. School District 196, Early Childhood Family Education, the library
and Dakota Partnership for Healthy Communities are current partners providing funding for
programs. In excess of $4,000 of other organizations funds are now earmarked for
Wescott. An example Is an Early Childhood Family Education School District grant which
provides a school bus to bring preschoolers and parents to the Rahn Way Center opening
up GED, ESL and Head Start programs to Wescott residents. This enables Parks and
Recreation to focus activity to age groups other than preschoolers.
In addition, the Eagan Police Department has recently received a $10,000 grant. The Wescott
neighborhood has been earmarked for programs. Parks and Recreation and the Police
Department will partner to benefit the neighborhood. Those endorsing the project Include Sgt.
Tom Shoenecker, DHMS Assistant Principal Jim DeLong, City Attorney May and District
Judge Mary Pawlenty.
The school district through its professional perspective of working with children and families in
a low/moderate income, high density neighborhood have endorsed the on-site initiatives. A
school site overlooks the transportation problem of getting youth/parents to and from the off
site location at varied hours during the day. A school location would probably mean the
programs would be severely limited on days and dates in which the program is probably
needed most, holiday for kids, but not working adults. These are the very times kids can find
ways to get into trouble.
The City's Wescott apartment serves the neighborhood as a "relief valve" for the children.
Regardless of what is occurring at home, i.e. family dispute, alcohol consumption or lack of
boundaries; children can come to the center to find positive role models, a schedule of regular
recreational activity and the opportunity to be a normal child.
It should be emphasized that Parks and Recreation is not doing the work of County Social
Service agencies, public health, the school district or any other agency. They are doing this
work and expending dollars from their budget. A true collaborative has emerged whereby
better understanding of areas of expertise has been achieved for staff, Wescott families and
duplication of effort is avoided.
The Wescott neighborhood Is Intensely sensitive to their community being referred to as the
most unsafe area In the City. Parks and Recreation through its programming expertise and
other agencies as partners are working to bring main stream experiences, values and skills to the
community. All of this effort would be lost by moving off site. The city's investment pays off
with each child who succeeds and stays in school, who looks for and finds a summer job, with
each family that learns conflict resolution, with each police call that is not made, with each
activity that fosters understanding of a culturally diverse population and each time the residents
volunteer to assist with their children's activity.
Experience with this population would suggest that moving off site would equate to no
program.
1-3
MEMO
_ city of eagan
DATE: March 27, 1996
TO: Tom Hedges, City Administrator
FROM: Ken Vraa, Director of Parks and Recreation
SUBJECT: Youth Development Coordinator " Wescott Commons
You had requested additional background information relative to the Youth Development Coordinator
position which serves the Wescott neighborhood (and others) and what the impact of the program has
been. Specifically, you inquired whether there was any information relative to a reduction in the
incidence of reported crime or police contacts within this neighborhood. Police Administrative Assistant
Southern has provided me with a report relative to this issue which is summarized as part of this
memorandum.
Because the Youth Development Coordinator position is currently vacant as a result of the recent
resignation of Walker Lee Ashley, staff has met with Dakota Hills Middle School's Principal Pat Sullivan
and Assistant Principal Jim DeLong. The objective was to review the effectiveness of the Youth
Development program from their perspective. An internal review of the original goals of the program
and an assessment of attainment has been conducted.
ORIGINAL PROGRAM INITIATION
The Youth Development Coordinator position was created in response to the increasing number of
juvenile offenses coming from the Wescott neighborhood, the property owners requests for city
assistance in dealing with social-economic deterioration in the Wescott Square area, and in response to
nearby property owners who were looking to the City to "do something" with the problems that were
spilling over into their neighborhoods. In addition, a task force of School District, County, neighborhood
and City personnel were meeting to assess the scope of deficits that were contributors to juvenile
problems at school and In the community. As information was gained, it was determined that structured
activities were essential for this area, given the inordinately high number of youth in this dense housing
development. Also, the significant number of low Income residents with limited resources for leisure
activity was a factor. (See economic attachment #1) The School District reports data which
substantiates the number of youth reflects the high number of youth in an Isolated area. (See
attachment #2).
The first programming efforts actually occurred In 1993, largely through volunteer efforts by the
neighborhood which were coordinated with the City Parks and Recreation Department. A temporary
trailer was placed on site by the City and various activities were scheduled out of the trailer.
Unfortunately, community activities were not cohesive, the leadership was split, and the program did not
materialize to the extent desired. In November of 1993, with the support of the Eagan police, City
staffs recommendation to hire a coordinator to staff and program the site was proposed. The Youth
Development Coordinator position was approved by the City Council for inclusion in the 1994 budget at
3/4 time.
Hedges memo
March 27, 1996
Page two
The Council will also recall that the property owners of Wescott approached the City with a proposal
that the City acquire vacant lots for the purpose of developing a neighborhood park and creating a play
area for the youth. The property owners contributed substantially to the acquisition of the vacant land
for the park and Wescott Commons was subsequently developed using HRA/Communlty Development
Block Grant Funds. A coordinator was hired in April of 1994 to begin programs on site. The park was
completed in July, 1994, and the Wescott Service Center (apartment) began operation In the summer of
1994 at 1/2 the normal rent with the owners group covering the other 50%. This cost sharing
agreement was continued In place for 1995. In December of 1994, the City and School District/Dakota
Hills Middle School, began a cooperative relationship In which 25% (10 hours per week)of the Youth
Development Coordinator's time would be spent In the school. The City would be reimbursed for this
time. The relationship between the school and the City was seen as another positive step in forging
stronger relationships by completing a connection of home, school and community.
Not to be forgotten is the concept and involvement of the Police Department's "Community Policing"
efforts in this process. Through program and activities, the police officers assigned to the area were
often involved or "visible" to the residents.
The Camegic Corporation of New York in its study entitled "A Matter of Time; Risk and Opportunity in
the Non-School Hours" points out that "unfortunately young people from poor families are most likely to
live in unsafe neighborhoods and to be unsupervised during the after school hours. They are the least
likely to have access to constructive alternatives." The study points out the unsupervised after school
hours represents a period of significant risk; "it's a time when adolescents may engage in dangerous
and even illegal activities ...0 'substance abuse ..."
Several recommendations are made in the report to deal with the "at risk" youth, but can be
summarized by the report which notes that "both theory and empirical evidence strongly support the
idea that community based programs are essential to the healthy development of young adolescents."
PROGRAMS
Initiation of programs often comes from the collective thoughts of the families and youth in the parks'
Immediate vicinity. This "buy in" of program Ideas is one measure of success at the site. On any given
morning, afternoon or evening, programs are being offered to the community. The Service Center has
become the focal point of the neighbors for recreation, support, information and socialization. It is not
just the youth who are served, but also the adults.
Many of the programs offered are in partnership with others. Already mentioned is the relationship with
the School District which extends to an academic tutoring program at the service center that services
between 6-12 students on Tuesdays and Thursdays during the school year. Seven students achieved a
C average or better during the winter term, a marked improvement. This program has served well over
245 students since Its Inception. Tutoring is funded through Dakota Hills Middle School which hires the
tutorial staff. Attached is a letter from James DeLong, Assistant Principal at Dakota Hills Middle School,
which outlines the success of the tutorial program as well as the success that Walker Lee was able to
achieve at the site. (See attachment 03)
District 196 Community Education Is providing an Early Childhood Family Education (E.C.F.E.) activity
at the Wescott Service Center. E.C.F.E. programs provide early Intervention by involving parents and
pre-school children In meaningful activities while addressing parenting Issues. The program services
approximately 40-50 families.
/5,
Hedges memo
March 27, 1996
Page three
Fast Forward, funded by the McKnight Foundation, provides staff support to local collaborations. Fast
Forward helps families utilizing computer networks to build self sufficiency through better case
management. This service comes to the Center twice per month with its on-line network and assists 3
5 families each time. In addition, emergency assistance can be affected via the network.
Parks and Recreation programs include a girls group?cooking program (ages 12-17) run in conjunction
with Dakota County Extension; a morning latch key program and a Junior Program for youth ages 6-10
Between 3540 youth take part In the Junior Program. A summer basketball league for boys and girls
(ages 9-17) had approximately 100 participants in 1995.
The site also offers numerous seasonal programs, activities, recreational and educational trips.
Examples are trips to the Science Museum, Skateville, Minnesota Zoo, a Halloween party, photos with
Santa, a Christmas caroling group which went to the Oak Woods of Eagan senior apartments, just to
mention a few.
IMPACT ON CRIME -POUCING
As part of this review, staff researched recent literature for data on the impact of recreational programs
on crime and policing. TIME magazine, in it's November 14th edition, had an article entitled "Going Soft
on Crime" which notes that many mayors and judges "most of them Republicans, are breaking party
ranks to say that it's prevention, not inflexible punishment, that puts a dent in crime". Police in Dallas
report a 26% drop in juvenile arrest after a gang intervention program began reaching out to youth. In
Ft. Myers, Florida the juvenile crime rate dropped 27% since the start up-three years ago of an
academic and recreation program. (See attachment $4 for a copy of this article)
The National Parks and Recreation Association, in a copyrighted article in March, 1994, makes note of
the efforts of the City of Phoenix, Arizona to reduce crime. This article reports that crime calls tabulated
by police show a reduction by as much as 52% in areas with expanded recreational programming.
Reductions in juvenile crime are being reported in many other communities as well. The Evanston,
Illinois Director of Parks and Recreation reports that during the six month period his department ran a
late night program for youth in a high crime area which borders Chicago, juvenile crime dropped by
40%. After the program was allowed to lapse because volunteer funding expired, crime went back up
by 70% during the following six months. The program has since been reinstated and again juvenile
crime has started a downward trend.
Closer to home, Minneapolis' new police chief cites his police league basketball program, a recreational
program offered by the police department, as one of his major accomplishments in the fight against
crime In Minneapolis. The chief, in explaining the program as a means to reduce inner city crime said,
"if we don't get a hold on this generation (of youth), we're going to have the devil to pay".
In Eagan, according to a memo prepared by Ken Southern, at the request of Chief Geagan and the
Parks and Recreation Department, juvenile offenses in the Wescott area during 1995 were down by
57% from 1994, 59% from 1993 and 55% from 1992. This change is considered significant given that
the overall calls to the Wescott area increased during 1995. (Note: The magnitude of these numbers
may be influenced significantly by the relatively small area and small base number, where a reduction of
one crime or one call could mean a large percent.) What is significant is that there is a reduction in
juvenile crime and that this reduction corresponds to reductions experienced by larger populations in
larger cities. A copy of the memo is attached for your review.
16
Hedges memo
March 27, 1996
Page four
Research and the experience of others demonstrates that the provision of meaningful and structured
activities for young people does deter costly negative behavior seen in the modem youth gang member.
The City of Eagan can offer an alternative more positive experience for youth by providing recreational
and other programs that promote positive, preventive experiences. When you prow* naaadonai
aFPortt?Ntles andswvk es !bryoungsters you get TEAMS; *1m you don% you get GANGS".
REVISE POSITION DESCRIPTION
Staff has revised the Youth Development Coordinator position (Attachment pages I to reflect the
addition of the responsibilities associated with Dakota Hills Middle School. this description was also
shared with residents of the area served by this position. Staff is seeking authorization to fill this
position in order to begin program planning for summer months.
Respectfully Submitted,
Ken Vraa, Director of Parks and Recreation
Note: If Members of the Council would care to review the Camegic Corporation Report (152 pages) or
information from the Search Institute on "Healthy Communities: Healthy Youth" I have it
available in my office.
..mnK,
17
SEP-27-1994 1428 DAKOTA COUNTY - NSC
Mat Area 2 Area 3
ECONOMIC ASSISTANCE
Cans 73 28 31
Clients 247 65 90
Medical Atestance 210 62 90
Food Stamps 204 47 74
DC 134 31 57
Family General Assistance 7 0 9
General Assistance 1 10 1
MN St pplemental Aid 2 . 1 0
Emergency Assistance 0 0 6
Total Services 668 151 237
SOCIAL SERVICES
Oasis 14 3 5
Clients 38 3 19
Chi revs Services 14 0 13
Day Care Subsidy 20 0 3
Chemical Health 2 2 2
services 1 0 1
DD 0 0 1
Chid DD 0 1 0
Total Services 38 3 19
PUBLIC HEALTH
Cases 8 2 0
tents 16 2 0
Chid Tien 00c 8 2 0
Family Health Promotleon 6 0 0
SIdMd Moms Neagh 2 0 0
Maternal Health 1 0 0
Total Services 16 2 0
Ic t$ente 42 Is 14
,W,44C?M
Aria 1 = Zip Cods 55123, IM or 00 VMese t Square or Trail
Aria 2 • Zip Cods 55122, 44# to 400 C*wnmon Ridge Trap Or Ck+do
Ares 3 w Zip Oode 55121, 1550 to 170 Rkw Bluff Driers, anveNflaks Drive, Rai i 'op Drie,
Four Oaks Road, Farnham Drive, Essryresn Drive, River Bluff Ct.
Otcated data Item NCB, HEC and NNU on S M-94
a-99%
/9/
6124502348 P. 22/22
TOTAL P.02
JAN 25 '95 09:26Ar'i
8M 1MOR* PIAXWINC 000(ITTU
JAWMM 12, 1995
S:30 - 11:30 A.M.
4a".TZR sins st narr?ues
P.2
.,?ac le
¢z
asa•rs 3a atttadaaoa: Puss tra•nks 1, nary (sxcA) , Paula (Park&Rec), Leta
Poe, Dorothy Peterson, Nancy Peterson, grata, J•aaa lnbl•, Walker L•• Ashly,
Jia D•Lonq, Lynn Opatray and Vicki Turner.
no group identified the following audience:
AIJDIENC S ITUMTS OONCSM N$ MUMMER PNOORE$$
waaooa ___ __
_
940125 Arm Mn vanslion, mw SurfM $k i*0 I
Mid•S0 nWEPrrt and Psrk i RAC laiksmal
His-25 nssidats. fournomeru
(GMS/DMM$) hops to sshoo?
CuoM?wood K4-30 v+e?y Mltie
WD cM uds & ) Mid-39 SMOS ID
Ms=7
(oM$, sMMS)
Own X4000
41000d at OorohrMn/YW S
Doodw) me-17 N+dOs to aehod
Cinrarnon Midge Me-36a Sddps to sohooi
(LooMad M OWer/difr) (Of'l/ONMS)
MMdowiarlds Ms.35 S.E. Asian popuisdon No perk
(OR/* We) MMph ESL pop.IRMon Minidpe to sohod
M hru s
WMw AmMy my not Hsvs
fto to .conk vAh on re
au?rwner.
• Integration • Ways to link cossumiti•s to what vs are already doing.
• Targeted programing
/9
The Entire City of Eagan:
White ......» ................. ...»»»..»».»»»»..».....»...........».........._».»»»»».....»_«»..».......»»».......... 93.8%
African-American ....... ».... ».»»»»»..»...»_»...........»...»«....»...»»__...»»»_» ................_..»«».... 02.8%
American Indian, Eskimo or Aleutian »»_».....».......»_.»»»».»»»...»..«»._.....»»..»_.»»«...»...00.1
Asian or Pacific islander_»...».,_..»» .................».»........»...»»«»»»»»._«»..»».__..»..»........._.02.9%
Hispanic ..........» ................. ».... ..._..»..».......»»..»».»..»....»...»»».........»»__»_».........»..»........ 00.4%
Wescott Commons:
White ..... _....... «»._...«..»...».«....._........ 33%
African-American _..._»._...»».....»«...». 5 1 %
Am. Indian, Eskimo or Aleutian__.......O2%
Asian or Pacific Islander_.._-_...... 09%
Hispanic »».»»»..»»..._«...»»«»»...«»«. 05%
Meadowlands:
White .. .». .»...»»_......»».....».»»«. 73%
African-American ......... »»..._.....«. 10%
Am. Indian, Eskimo or Aleutian ...«..... 00%
Asian or Pacific Islander ...... _._»..._.»...12%
05°k
Cinnamon Ridge:
White ............. «_»...«»......».....«...««. 5 7%
Af ican•Amencan ..»»....»......«_.._«. 17%
Am. Indian, Eskimo or Aleutian _..01 %
Asian or Pacific Islander.......»».«....23%
Hispanic.«...».»».»».......».«..«....«.... 02%
Duckwood Trail:
White...__- _.._.»».».»....».»........ 61 %
African-American «_ ........... ..._......... 3 5%
Am. Indian, Eskimo or Aleutian-00%
Asian or Pacific Islander..«._«.__....03%
Hispania 01%
On
DAKOTA HILLS MIDDLE SCHOOL
4183 Braddock Trail
Eagan, MN 55123-1575
(612) 683-6800
Patrick L. Sullivan, Principal
James A. DeLong, Assistant Principal
Wendy McNamee, Administrative Assistant
"Educating Our Students to Reach Their Full Potential."
TO: Tom Hedges, City Administrator, Eagan, MN
FROM: James DeLong, Assistant Principal, Dakota Hills Middle School
DATE: February 5, 1996
SUBJECT: Wescott Program
It has been brought to my attention that at a recent city council meeting, a council member raised
questions relating to programming for the Wescott community. During the past year and a half since we
began programming, our students who live at Wescott have grown tremendously and have been given
opportunities not previously available. The positive effect of the ten hours per week that Walker Lee
Ashley spends interacting with students and families is unmeasureable. Our academic tutoring program at
Wescott on Tuesday and Thursday afternoons has been very successful. On any given Tuesday or
Thursday, there are approximately eight to twelve students receiving academic help from teachers from
Dakota Hills. These teachers are paid from our own budget, but are provided space at the Wescott
Service Center to help students who live in that area improve their academic levels. During the current
school year, we have eight different teachers who rotate through a schedule to tutor at the Service Center.
Throughout the last five months of the 1994-95 school year, 273 students received tutoring at Wescott. An
evaluation was given to the students' classroom teachers to verify whether the tutoring program was
successful. Conclusions from the evaluations were that 64% of the students who participated in the
tutoring sessions improved in their classroom assignments and classroom completion, 48% improved in
classroom behavior and attitude, and 54% improved their academic grades. The results for the 1995-96
school year so for have yet to be compiled, however, we have recorded 318 students who have received
tutoring up through February 1. This one component of programming has been very instrumental in
helping students become successful.
Secondly, another vital part of our involvement in the Wescott area has been to develop an awareness and
sensitivity to cultural diversity. I can attribute a large portion of our success with minority issues at DHMS
this past year to the interaction of Walker Lee with students and families. Walker Lee has been involved in
support groups with students who live in the Wescott area and have focused on topics dealing with
relationships and respect, peer pressure, role models, the importance of an education, rascism,
stereotyping, specific racial incidents at DHMS and in the Eagan community, self-esteem/racial self-
steam, intercultural communication and community responsibility. After reviewing evaluations returned by
the student participants, there was a sense that issues that have risen during the school year have been
acknowledged and that students feel comfortable in addressing and discussing their frustrations with staff.
Walker has helped bridge communication from school to Wescott homes, and has been very helpful in
transporting parents to meetings at school. During the past year and a half since we began programming
`L764?
at Wescott, there has been a tremendous amount of parent satisfaction and involvement. During the first
four years that DHMS was open, we had a 12% of Wescott families participate at student conferences.
During the past three years that percentage has risen to over 90% parent participation at conferences.
Even though we changed our conference format, much credit has to be given to Walker because he hel
notify the parents of the upcoming conference time, assists parents in scheduling their conference, as well
as provides transportation to attend a conference, if needed.
With our 25% investment of Walker's salary, there is absolutely no doubt that we benefit greatly from the
City of Eagan's commitment to provide assistance for the Wescott area. The families at Wescott whose
children attend DHMS are much more comfortable and involved, not only because a trusting relationship is
being developed, but also because students and parents acknowledge and share that for the first time, the
community and school are helping them become responsible and committed community members.
If there is a need for OHMS to share their thoughts at an upcoming city council meeting, please feel free to
give me a call at 683-6800.
0 ?
,aa.1alwl jll?
IT-
4P POLICE DEPARTMENT
MEMO
city of eagan
DATE: February 12, 1996
TO: Ken Vraa
FROM: Ken Southorn
SUBJECT: Wescott Square Protect
At the request of Chief Geagan, I have accumulated data relative to Police Department
calls for service at Wescott Square for your use in evaluating the effectiveness of the
program. The data included in this study is from the last four years (92 - 95).
The most dramatic change in the pattern of calls in the Wescott Square area is that of
juvenile offenses. Juvenile offenses in 1995 are down 57% from 1994, 59% from 1993, and
55% from 1992. This change is even more significant considering that overall calls to that
area have increased during 1995. Juvenile calls for all types of offenses were reduced
dramatically with the exception of theft (2 additional cases in `95). Notable examples are:
Assault
Burglary
CSC
Disturbing Peace
Incorrigible Juvenile
Domestics
Down 76% from 1994
Down from 8 cases in 194 to zero in 195
Down 66% from 1994
Down 75% from 1994
Down 33% from 1994
Down 66% from 1994
Contacts with youth of all ages during 1995 were down 61 % from the previous year and
down 57% and 41 % respectively from 1993 and 1992. The ages of the juveniles in this
study range from 4 to 17 years of age. The predominate ages of the involved youth are
from 13 to 15 years of age. Unfortunately a number of the juveniles are repeat offenders,
for instance:
One 11 year old had 6 offenses in 1994.
One 13 year old had 5 offenses in 1994.
?3
(Wescott Square Project - Page 2)
One individual had 12 offenses between 1993 & 1995 (age 13 - 15)
One individual had 5 offenses between 1992 & 1993 (age 13 - 14)
One individual had 5 offenses between 1992 & 1994 (age 12 - 14)
Calls for juvenile incidents occur throughout the year, but are more prevalent during the
"fair weather "months. For the most part there is a higher frequency from April thru
October than during the balance of the year. During 1995 we experienced three calls in
April, five in May, zero in June, four in July and six in August.
Most of the juvenile calls for service occurred during the afternoon and evening hours. The
greatest concentration of these calls occurred between 3:00 P.M. and 10:00 P.M.. During
1995 a 44.8% reduction in juvenile incidents was noted in this time period.
Location of the offenses within the area does not present any particular trend.
Occurrences are widely distributed throughout the complex. Repetitions at particular
addresses relate to repeat offenders mentioned above but do not seem to represent a pocket
of activity.
I have attached charts which will provide additional information for:
Type of Call - Juvenile
Type of Call - All Calls for Service
Ages of Juveniles
Repeat Juvenile Offenses by Age
Repeat Juvenile Offenses - Frequency / No. of Offenses
Hour of Incident
Month of Incident
If I may provide any additional information or answer any questions, please contact me at
ext. 709.
cc: Pat Geagan
Jim Sewald
Rick Swanson
a?
WESCOTT SQUARE INCIDENTS - JIWENILE ONLY
YR Change YR Change YR Change Yr
TYPE OF CALL 92 % to 95 93 % to 95 94 % to 95 95
Assault 11 -36.4% 8 -50.00/0 17 -76.5% 4
Burglary 0 0 2 -100% 8 -100% 0
CSC 0 0 1 0 3 -66.6% 1
Disturbing the Peace 2 -50% 7 -85.7 4 -75.0% 1
Incorzigible Juvenile 4 -50% 2 0 3 -33.3% 2
Juvenile Runaway 7 -14.3% 11 -45.5% 7 -14.3% 6
Property Damage 7 -28.6% 13 -61.5% 5 0 5
Theft 1 +500% 2 +15001c 3 +66% 5
Domestics 14 -92.90/a 8 -87.5% 3 -66.6% 1
• Other 3 -66.6% 9 -88.9010 8 -87.5% 1
TOTAL 59 -55.1% 63 -58.7% 61 -57.4% 26
S
ep-
WESCOTT SQUARE INCIDENTS - ALL
YR Change YR Change YR Change Yr
TYPE OF CALL 92 % to 95 93 % to 95 94 % to 95 95
Assault (A) 25 +48% 23 +61% 46 -19.6 37
Burglary (B) 5 +300% 5 +300% 12 +66% 20
CSC (L) 1 +300% 4 0 6 -33.3% 4
Disturbing Peace (N) 28 +71% 39 +24% 51 -05.9% 48
Property Damage (P) 13 +13% 7 +114% 10 +50% 15
Theft (T & U) 11 +1090/0 14 +14% i8 +28% 23
Vehicle (V) 2 +250% 4 +75% 2 +250% 7
Domestics 36 +53% 55 -12.8% 54 +1% 55
Other 11 -27.3% 16 -50.0010 7 +14% 8
TOTAL 132 +64% 167 +30% 206 +5% 217
C06
WESCOTT SQUARE fl4CDENTS - AGES of XTVENILES
AGE 92 93 94 95
17 0 11 6 0
16 2 4 3 1
45 2 7 16 12
44 4 11 15 5
A3 6 11 6 5
12 7 4 2 0
11 4 4 9 0
10 4 6 1 1
9 6 1 1 1
8 4 1 2 0
7 2 1 0 0
6 1 0 3 1
5 1 0 1 0
4 1 0 2 0
TOTAL 44 61 67 26
CHANGE
to 95 -41% -57.4% -61.2%
WESCOTT SQUARE INCIDENTS - REPEAT JUVENILE OFFENSES
Over the 92 - 95 time period, a number of juveniles have had multiple offenses. Below is a
representation of those individuals who have had two (2) or more offenses during that time.
AGE 92 93 94 95
People / Offenses People I Offenses People / Offenses People / Offenses
17 3 7 2 2
16 2 4
15 1 3 5' 15 2 7
14 323 10 4 7 2 4
13 2` 4 33 8 36 8 2 3
12 27 4 1 2
11 2= 7
10 1 2 2 4
9 1 2
8 1 2
7 1 1
' One 15 yr old individual had 4 offenses.
2 One 14 yr old individual had 4 offenses.
3 One individual in 92, 94 & 95 had 4 offenses (age 10 -13).
` One individual from 92-94 had 5 offenses (age 12 - 14).
'One individual from 93 - 95 had 12 offenses (age 13 -1 S), mostly runaways.
' One 13 yr old individual had 5 offenses.
' One individual in 92 & 93 had 5 offenses (age 13 - 14).
One 11 yr old individual had 6 offenses.
Wa"VLAV
ANENILE REPEAT OFFENSES
NUMBER OF INDIVIDUALS
REPEAT
OFFENSES 92 93 94 95
6 1
5 1 1
4 2 1
3 4 3
2 6 9 5 4
TOTAL 6 15 11 3
The balance of the juveniles had only single offenses in any given year.
w-gptoff
a?
WESCOTT SQUARE INCIDENTS - HOUR OF THE DAY
Tunes reflect Police Department call times.
HOUR 92 93 94 95 TOTAL
0000- 0059 1 1 1 3
0100 - 0159 1 1 2
0200 - 0259 1 1
0300 - 0359 0
0400 - 0459 1 1 2
0500 - 0559 0
0600- 0659 0
0700 - 0759 1 1
0800 - 0859 1 1 1 3
0900 -0958 1 2 1 4
1000 - 1059 1 1 2
1100-1159 1 1 1 1 4
1200 - 1259 5 1 2 8
1300 - 1359 3 2 5
1400 - 1459 2 2 4
1500 - 1559 2 3 3 8
1600- 1659 4 4 9 3 20
1700- 1759 3 5 2 10
1800 - 1859 2 4 1 1 8
1900 - 1959 3 5 4 2 14
2000 - 2059 4 3 6 2 15
2100-2159 1 4 4 6 15
2200 - 2259 1 2 2 1 6
2300 - 2359 2 1 1 4
20
WESCOTT SQUARE INCIDENTS - MONTH OF OCCURANCE
MONTH 92 93 94 95
January 1. 4 1 1
February 1 6 4 0
March 3 3 1 2
April 4 1 7 3
May 4 3 4 5
June 1 7 9 0
July 3 2 4 4
August 3 2 4 6
September 5 3 4 1
October 2 6 4 0
November 1 6 3 1
December 1 1 1 1
3/
JOINT COUNCIL/APRNRC MEETING
March 17, 1997
5:00 PM
CITY OF EAGAN/DAKOTA HILLS MIDDLE SCHOOL
FIELD MAINTENANCE AGREEMENT
The Advisory Commission recently reviewed a draft of an agreement in which City
staff would perform specific maintenance tasks on Dakota Hills Middle School fields.
Work performed would be charged out at normal City biling rates (see attachment).
Staff has a meeting with school staff scheduled for March 19 to identify which tasks
are to be included in the agreement. Unless the Council/Commission has thoughts
to the contrary, it is staff's understanding that we should continue to explore this
issue and to develop a final agreement.
3c;?,
MEMO
- city of eagan
TO: ADVISORY PARKS, RECREATION AND NATURAL RESOURCES
COMMISSION
FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATION
DATE: FEBRUARY 20, 1997
RE: FIELD MAINTENANCE AGREEMENT
DAKOTA HILLS MIDDLE SCHOOL
ISSUE:
To review and make a recommendation on a proposed field maintenance agreement between
the Parks and Recreation Department and Dakota Hills Middle School for the balifields at
Dakota Hills.
BACKGROUND:
Principal Pat Sullivan and Assistant Principal Jim De Long of Dakota Hills Middle School have
previously requested that the City consider doing the complete care and maintenance of the
schools balifields consistent with the standards of Eagan's parks. As Jim DeLong has said In
discussing the proposal, " We want you to treat our fields as If they were a city park facility".
HISTORY:
The City and school district have had a long relationship of working together to benefit the
community and tax payer. For example, the property where Woodlands Elementary School
and Mueller Farm Park are located was acquired through a joint purchase. A development,
maintenance and use agreement exist between the city and the district for this property which
provides playfieids and play equipment for children during school hours and use by the
community during non school hours.
With the construction of Eagan High and Dakota Hills, an agreement was struck allowing the
schools to use Northview Athletic Fields and in return, the community uses the schools facilities
for community programs. The school district paid for a very significant portion of the eleven
tennis courts located at Northview. For many years the department has dragged ballfields at all
the school locations In the city. There are numerous other examples of joint utilization and
sharing of facilities, equipment and expertise.
The EAA has also participated In some situations In which field Improvements have been made,
contributing funds for bench Installation, pitching rubbers and home plates.
33
REQUEST:
In making the request to the City to perform the field maintenance, Jim Delong noted that
they do not have the proper equipment or knowledge base to do many of the tasks associated
with the fields maintenance. As a result, some of the fields are slowly deteriorating. Tasks
such as rebuilding the pitching mounds or re-blading the infield take both an experienced staff
and the right equipment. The school Is concerned about the safety and condition of the fields
without proper care.
The City would maintain the turf and Infields for four bailfields, overlay soccer fields and the
football fields. We would not take care of the Irrigation system at this time. Mr. DeLong has
noted that Eagan's fields are in good playing condition and would like the City to apply the
same level of care and attention to the school fields. He is also concerned that the fields be In
good condition for the schools' use In the spring and during the summer when the community
uses them, therefore the maintenance would occur during the summer as well as during the
school year.
DRAFT AGREEMENT:
Staff recently met with the two principals to review the various types of routine maintenance,
time lines for work and tasks that are not routine In nature to insure there is a good
understanding as to what is required. We also believe that If the city were to proceed, it
should be with the understanding that it be for a minimum of two years so the program can be
properly evaluated.
As you will note from the attached draft, the City would bill the school for the work
performed at a rate that covers labor and equipment cost. Supplies, such as additional infield
material, would be a cost to the school. If the agreement Is finalized, it would commence this
spring.
DISCUSSION:
The request for continued maintenance on the school fields is somewhat unusual. However,
given the school district/City's past collaborative efforts, perhaps not. Dakota Hills Is willing to
pay the City to do this work. Given the City's equipment and knowledge base, we can probably
do it cheaper then school staff who have to split time between grounds and building
maintenance. Staff has some concern for becoming stretched too thin given the current
staffing and parks responsibility. Some staff shifting would be required and the addition or
expansion of seasonal staff hours would be necessary to make this program work.
There is the simple question to be answered: How does the City benefit from this? The answer
to this is hard to quantify, but can be responded to by saying that better maintained fields in
the summer benefit the youth baseball/softball programs. There have been times when the
community has complained vigorously about the length of grass and other field conditions. if
the school took the attitude that the fields need only be playable when school Is in session, and
the summer use does not matter, It's very likely the community would not use them. Fewer
school fields means the community would look to the City to build additional fields elsewhere.
That was the case with some of the fields at Metcalf Jr. High. Staff believes that a case can be
made for this being an economic benefit to the City In this unique situation.
The position can also be made that perhaps this agreement goes one step too far in the
relationship between the school and city. There are other schools In Eagan and would we do
the same for them If requested?
FOR COMMISSION ACTION:
It would be appropriate for the Advisory Commission to review this Issue and It's Implications
for the City and community. A recommendation to the City Council would be appropriate.
3
MEMO TO: Mr. Jim DeLong
Assistant Principal
Dakotah Hills Middle School
FROM: Eagan Park and Recreation Department
DATE: February 19, 1997
SUBJECT: Letter of Understanding, Cooperative Maintenance Program
The City of Eagan and Independent School District #196 have determined that the athletic fields
located at the Dakotah Hills Middle School are an important component of both school and
athletic association-sponsored athletic activities. Whereas the City and School District have also
agreed that athletic programs, and subsequently the community, would benefit from an increased
level of field maintenance and that the School District does not currently have the necessary
manpower or equipment to accomplish this. Therefore, the City has agreed to provide the
resources necessary to maintain the fields under the following terms and conditions:
A. The City shall provide the manpower and equipment necessary to carry out the selected
activities of a field and turf maintenance program as described in Addendum #1. The
specific activities of the maintenance program shall be identified through consultation with
the School District.
B. The City shall be solely responsible for the scheduling of City manpower and equipment
after consultation with the School District. Every effort will be made to accommodate
school activity schedules, though conflicts may result.
C. All work approved by the School District and completed by the City will be billed to the
School District monthly on a "time and materials" basis utilizing the unit fees and charges
as established by the City of Eagan in the approved 1997 fee schedule. The 1997 fee
schedule is detailed in Addendum #2.
In future years of the agreement, the most current fee schedule shall be made part of this
agreement as Addendum #2 and become the basis for the calculation of any charges.
D. The actual cost of any materials used to maintain the turf or fields will be borne by the
School District.
E. Should the needs of the City or community require a re-allocation of manpower or
equipment, the City reserves the right to temporarily modify or discontinue the
maintenance program. The City will make every effort to notify the school district in a
timely manner.
35
F. The City or School District may render this letter of understanding null and void by
providing the other party with a two-week written notice. Said notice will pertain only to
this agreement.
G. Each party shall hold the other harmless for any claims or causes of action that may arise
from the use or maintenance of the school site, except for any claim or cause of action
arising out of any intentional act or gross negligent conduct. Each party shall be
responsible for maintaining appropriate liability insurance.
H. This letter of understanding shall be effective from to
.9
For the City of Eagan:
Title
For School District # 196:
Title
L•tSpretDeLons.044
Date:
Date:
36
1997 MAINTENANCE RATES
PER APPROVED CITY FEE SCHEDULE
• Pick-Up Truck S 22 @ Hr.
• 1-Ton Dump Truck S 23 @ Hr.
• Single-Axle Dump Truck S 32 @ W.
• Tractor (W/ or W/O Grader or Drag) S 15 @ Hr.
• Skid Steer S35@Hr.
• Tank Truck S 40 @ Hr.
• Groundsmaster 72 Mower S 22 @ Hr.
• 455 Mower S 26 @ Hr.
• 580 Mower S 36 @ Hr.
• Lining Cart/Utility Truckster S 10 @ Hr.
• Power Top-Dresser S 10 @ Hr.
Maintenance Staff (Supplied by City)
• Maintenance Staff Person
• Seasonal Staff Person
• Acquired by School District
- Field Ag-lime
- Mound Clay
• Available Through the City
- Lining Paint
S23@Hr.
S 10@Hr.
S 12 @Ton
$14@Yard
S 5.00 @ Field
@ Application
4
3?
DAKOTA HILLS MIDDLE SCHOOL
COOPERATIVE FIELD/TURF MAINTENANCE PROGRAM
CITY ACTIVITY SUMMARY
Mode I Recommendation
Total Acreage = 20 acres
Activity Area = 4 baseball fields
= I soccer/football field
A) TURF MAINTENANCE
1) Mowing and rimming
• Mow large turf areas with high capacity rotary 2 times a week
• Mow edges and borders with small rotary mower I time a week
• Trim around obstacles with hand mower and trimmer I times a week
2) Fertilization
• Apply granular, slow release fertilizer with 3 times a season
rotary spreader (May, July, Oct.)
3) Aeration
• Core aeration of athletic areas 2 times a season
(May, Sept.)
4) Topdressing (Optional, to be determined)
• Application of granular mix with rotary spreader I application
(Sept.)
5) Overseeding (Optional, to be determined) 1 application
• Athletic quality mix seeded with slicer seeder (Sept.)
B) Field Maintenance
1) Spring renovation I time a year
• Grade, fill and level infields (April)
• Redefine baseline and infield edges
_ • Reshape pitching mound
• Miscellaneous
2) Field enhancement (Optional, to be determined)
• Grade and level infields I time a year
• Reshape pitching mounds (June/July)
• Miscellaneous
3) Field dragging/daily preparation
• Mechanical dragging of infield surfaces Each day
'NOTE: School District to line for school games.
City to line for EAA games
4) Striping of fields
Paint lining of foul lines and game lines on ball fields 1 time a week
and game fields
C) Miscellaneous
1) Trash removal
• Pick up and dispose of refuse from scheduled EAA events
2) Irrigation system management
• Provides consultation on installations, repairs and operation
3) Other maintenance (Optional)
• Additional maintenance provided per request
• Dependent upon the availability of city staff
'NOTE: The cost of providing the described maintenance functions shall be
determined by the approved City Fee Schedule
I:124b\dakhills.045
3?
TO: CITY COUNCIL C/O THOMAS HEDGES
FROM: RICH BRASCH, WATER RESOURCES COORDINATOR
DEPARTMENT OF PARKS AND RECREATION
RE: APPROVAL TO PARTICIPATE IN TORO ENVIRONMENTAL SOLUTIONS
PROGRAM
DATE: MARCH 12, 1997
Introduction/Background
Attached is a memo prepared for the APRNRC meeting on February 24, 1997 which outlines a
proposal for City participation in TORO's Environmental Solution Program. The APRNRC
voted to recommend participation in the program, pending a check with the City Attorney
regarding any potential ethical problems. The City Attorney was consulted and identified no
potential ethical problems the way the program is proposed.
Council Direction Requested
Staff and the APRNRC are requesting approval from the City Council to participate in the TORO
Environmental Solutions Program as outlined.
/ ? a /.-7. ?
Rich Brasch
Water Resources Coordinator
TO: ADVISORY PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION
FROM: RICH BRASCH, WATER RESOURCES COORDINATOR
DEPARTMENT OF PARKS AND RECREATION
RE: PARTICIPATION IN TORO ENVIRONMENTAL SOLUTIONS PROGRAM
DATE: FEBRUARY 19, 1997
Introduction/Background
The Dakota Environmental Education Coordinator has approached the City of Eagan to determine if we
would be interested in participating in the TORO Company's Environmental Solutions Program to promote
the use of mulching mowers. The primary intent of the program is to reduce the amount of grass clippings
disposed of through the solid waste system. However, there are other environmental benefits as well.
Mulching of grass clippings usually reduces the need to apply fertilizer and consequently reduces the
potential for fertilizer mis-application. In addition, keeping grass clippings on the lawn means they are kept
off pavement. Both help protect water quality.
Participation in the program involves promoting use by residents of TORO's mulching mowers for several
months. The City would be involved in holding a kick-off seminar and advertising/promoting the program.
Interested residents then arrange with a local TORO dealer to use the mowers for 1-2 months on a trial
basis. In return for using the mowers free of charge, the participating residents agree to put up signage that
indicates they are a "Mulching Mower Demonstration Yard" and answer questions from interested
neighbors regarding the use.of the mowers. Residents then have the option of purchasing the mower from
the dealer at a discount at the conclusion of the demonstration program. City staff time to coordinate the
program is estimated at 25-35 hours, and it is not anticipated that any significant cash outlay would be
necessary on the part of the City. The City's effort would be part of a larger county-wide effort through
which common environmental messages would be promoted.
Issue
The issue before the Commission is whether the City should participate in this program. Commission
members may wish to consider the potential environmental benefits of the program, whether those benefits
are consistent with the City's environmental management objectives, and whether participation in the
program could be construed as an inappropriate endorsement of one company's product.
For Commission Action
It would be appropriate for the Commission to decide on a recommendation to the City Council regarding
whether the City should participate in this program or not.
Rich Brasch
Water Resources Coordinator
1_//