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11/14/2005 - Advisory Parks & Recreation Commission t AGENDA ADVISORY PARKS COMMISSION EAGAN, MINNESOTA WORKSHOP Monday, November 14, 2005 6:00 PM 7:00 PM Eagan Room - Municipal Center Eagan Municipal Center • Commercial Rental Policy City Council Chambers • Revenue Policy • CIP Schedule Review A. Call to Order and Pledge of Allegiance 7:00 pm B. Approval of Agenda 7:02 pm C. Approval of Minutes of Regular Meeting of October 17, 2005 7:03 pm D. Visitors to be Heard (1) Eagan Art House Update 7:05 pm E. Director's Update (1) Department Happenings Pages 3-6 7:20 pm F. Consent Agenda 7:25 pm G. Development Proposals 7:26 pm H. Old Business (1) Peace Pole Request Update Page 7 7:27 pm 1. New Business (1) 2006 Park and Trail Dedication Fees Pages 8 7:30 pm (2) 2006 Fees and Charges 7:35 pm a. Holz Farm Barn Rental Fee Page 9 b. PA Equipment Rental at Band Shell (to be pulled) J. Other Business and Reports (1) Forestry Division Tree Disease Report 7:45 pm (2) Subcommittee Updates 8:00 pm (3) 20/20 Vision Update 8:05 pm (4) Water Quality Management Plan Update 8:20 pm K. Round Table 8:25 pm L. Adjournment 8:30 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 event. If a notice of less than 96 hours is received, the City will attempt to provide the aids. ission Meeting. .r . „ December 199 2005 VI Y PARKS CO I 2005-06 MEETING SCHEDULE NAME May June July Aug Sept Oct Nov Dec Jan Feb Mar April 16 20 18 15 19 17 14 19 12* 20 20 17 Joseph Bari x x x X X 0 Phil Ifiori x 0 X M ar Danner x X 0 Terry Davis(Chair) X X X N. Mark Filipi x Duane L. Hansen x X X X M whammed Lodhi x 0* 0 Dorothy Peterson x (Vice Chair Richard Pletcher x 0 X X (secretary) Ryan Zipf (alternate) X X x X = present O = absent O* = notified staff of absence prior to meeting Recreation Sub-Committee Natural Resaurc Sub-Committee A _ _:iv_sonf i.L-'jb-Committee Richard Retcher Muhammed Lodhi Dorothy Peterson Ryan Zipf Mark Filipi Margo Danner Terry Davis Duane Hansen Joe Bari Joe Bari Phil Belfiori Terry Davis UPCOMING MEETINGS: OPEN ISSUES Holz Farm N RHP Preliminary Evaluation geptlg~ 5~30pm Workshop to review the 2W20 Vidon plan Parks Master Ran Review finEiudir Volunteer Re cgni,ion Methodology o +d with the I+arit 5:39 ;gym Mooon inc rk 04-2-7---.- 5;30 pm Eagan Room. Nov. 7~ 5~30 pm Tentative workshop with City GOURGil 20/20 Ran ADVISORY PARKS COMMISSION 2005-2006 MEMBERS ®4 AND EADDRESS TERM TELEPHONE TERM START J EXPIRES JOSEPH BART 1999 651-454-8442 (H) 1 5/2008 3033 Timberwood Trail (3 yr. 1999) Eagan, MN 55121 (3 yr. 2002) ibaril@iuno.com (3 yr. 2005) PHIL BELFIORI 2002 651-905-0293 (H) 5/2006 3671 Canary Way (1yr. 2002) 763-287-7167 (W) Eagan, MN 55123 (3 yr, 2003) pbelflori ,wsbeng.com MARGO DANNER 2001 651/454-5688 (H) 5/2007 2037 Flint Lane (3 yr. 2001) Eagan, MN 55122 (3 yr. 2004) mrsmagoo@usfamily.net TERRY DAVIS (Chair) 1997 651-452-2635 (H) 5/2006 4895 Safari Pass (3 yr. 1997) 651-310-8941 (W) Eagan, MN 55122-2690 ((3 yr. 3 yr. 2003) 452-2152 (Home fax) terry.davis .stpaul.com TSIVAD aol.com (home) MARK FILIPI May, 1997 651-602-1725 (W) 5/2007 836 Overlook Place (3 yr. 1998) 651-687-9866 (H) MN 55123 (3 yr. 2001) mark.flipi @metc.state.mn.us Eagan, (3 yr. 2004) DUANE L. HANSEN May, 2004 952-894-9228 (W) 5/2008 - 3911 Denmark Ave (1 yr. 2004) 651-687-9566 (H) Eagan, MN 55123 (3 yr. 2005) hand00 comcast.net HAMMED LODHI May, 2004 952-278-2629 (W) 5/2007 4361 Bear Path Trail (3 yr. 2004) 651-686-5273 (H) Eagan, MN 55122 m lodhi@hotmail.com DOROTHY PETERSON (Vice Chair) 2000 651-454-6532 (H) 5/2006 4337 Sequoia Drive (3 yr. 2000) Eagan, MN 55122 (3 yr. 2003) norsk4a2Z@iuno.com RICHARD PLETCHER (Secretary) 2001 651-687-9177 (H) 5/2008 1074 Northview Park (1 yr. 2001) Eagan, MN 55123 (3 yr. 2002) richard.pletcherp_usarc-emh2.army.mil (3 yr. 2005) RYAN ZIPF (alternate) 2005 651-686-2958 (H) 5/2006 4721 Pebble Beach Way (1 yr. 2005) 651-281-1275 (W) Eagan, MN 55123 rzi f Irr-c 'arm Eagan City Staff E-Mail: jsjohnson@cityofeag_an.com cmesko@cityofeagan.com poison@cityofeagan.com iasfahl@cityofeagan.com shove@cityofeagan.com emacbeth@citvofeagan.com 9-1 -05 Phone #651-675-5505 (Cherryl's # after 4:30 p.m.) Eagan Parks and Recreation one Number: 651-675-5500 Eagan arks and Recreation Staff E- ail Director uli Seydell Johnson jsjoohnson@cityofeagan.co Administration: Cherryl Mesko cmesko@cityo agan.co Paul Olson polson@city eagan.co Jeff Asfahl Lasfahl@cityofeaaan.com Gregg Hove ghove@ctyofeagan.com Resources: Eric Macbeth emacbeth@cityofeaqan.com Recreation Staff: Paula Nowariak vnowariak@citvofeagan.com Sonya Rippe sri e@cityo feagan. com Cathy Bolduc cbolduc@cityofeagan.com Holly Champlin hchamplin@citvofeaaan.com Callahan ccallahan@cityoLeagan.com Campus Facilities: Mark Vaughan mvaug an@cityoofeaga n.co Community Center: Sandy Breuer sbreuer@cityafeagan.com TO: ADVISORY PARKS COMMISSION FROM: JULI SEYDELL JOHNSON, DIRECTOR OF PARKS AND RECREATION DATE: NOVEMBER 10, 2005 ITEM A: Call to order ITEM B: Approval of agenda ITEM C: Approval of minutes of October 17, 2005 ITEM D: Visitors to be Heard Representatives of the Eagan Art House will be present to provide an update of their programming and planning initiatives. ITEM E: Director's Update Director Johnson will provide a brief overview of department activities over the past month. ITEM F: Consent Agenda There are no Consent Agenda items for the commission to review. ITEM G: Development Proposals There are no Development Agenda items for the commission to review. ITEM H: Old Business An update will be provided relative to discussions held pertaining to a request to install a peace pole within Central Park. ITEM I: New Business 1. Each November the Commission reviews parks and trails dedication fees as well as water quality fees to determine if they need to be changed for the subsequent year. This item was discussed in great detail with the City Council at their November 7 workshop. The Commission will be asked to make a recommendation to the City Council for inclusion in the 2006 fee schedule. 2. General department fees and charges were previously reviewed and a recommendation was made by the Advisory Commission to the Council. The two fees that required further discussion and clarification were: a. Holz Farm barn rental fee. Information is enclosed in the packet for Commission review, discussion and recommendation to the City Council for inclusion in the 2006 fee schedule b. Fee associated with the public address equipment at the Band Shell, Additional information is needed to complete the review of this item so this will be pulled from the agenda 1 ITEM J: Other Business and Reports 1. City Forester Hove will provide his annual report about tree diseases impacting the health of the city's tree inventory. 2. Director Johnson will review the 20/20 Vision for Parks, Recreation and Open Space draft document and it would be appropriate for the Commission to make a formal recommendation to the City Council to accept the document as a guide for future planning. 3. Verbal updates will be provided for any subcommittees that have met since the October meeting. 4. Commission member Belfiori will provide an update of the Water Quality Management Plan process. ITEM K: Round Table Any items of concern that might be placed on upcoming agendas or items of interest will be identified. ITEM L: Adjournment NOVEMBER 2005 DEPARTMENT HAPPENINGS RECREATION DIVISION: • Friends of the Farm held their annual meeting on Saturday, November 5. Thanks to the many contributions of the Friends of the Farm volunteers, Holz Farm and the community enjoyed the benefits of another successful harvest throughout the year! • Thanks to the efforts and funding support of the Eagan Athletic Association, work will soon begin to improve the dugouts at Little Goat baseball field, and repair to a backstop at Blackhawk Middle School will be completed in preparation for use next spring. • The winter 2005-06 edition of the "Discover" activities brochure was delivered to all Eagan residences during the week of November 7. • Winter league registration for returning teams is November 7-10 and new team registration is set for November 14-18. The manager's meeting is set for Monday, December 5. • Fall basketball and volleyball leagues are entering the playoffs for league championships later this month. • Planning has begun for the 2006 summer softball season. Information will be available by the beginning of February, 2006. • Over 750 people attended the 2005 Halloween Hodgepodge event at the Eagan Community Center on Sunday, October 30. Event activities included crafts, games, movies, puppet and finger plays, a band, storytelling, and a walk through the terror trail. Over 140 volunteers helped make the event a success. • Staff and seniors are currently working on several senior programs including a visit with Santa in December, volunteer appreciation in January, and the no cook potluck planned for the end of November. There have also been new additions to the palette of activities; an art workshop and classes are new this season, as are cruises for the whole family through Sunshine Travel. • Adapted floor hockey began on Sunday, November 6. There are more than 28 kids registered for the class, which is the most we've ever had in this class and two away from the nir i rn~n~ participation. • A new class will be introduced this winter called "The Other Half' for Kindergarteners to participate in during the other half of the day while they are not at half day Kindergarten. "The Other Half Gym Time" will be offered as an accompaniment at the ECC gym. • The Preschool Staff is working on incorporating more art and artists into the annual preschool Art Show and Auction that will be held on Thursday, December 15 at the ECC. The event is a culminating activity for the fall session to showcase art work that students created during fall preschool session and want to show off for parents and grandparents. 35 pieces were shown last year. • 11 preschool staff attended a conference on Friday, November 4 at Easter Church by the Lake. The conference was hosted by South of the River Preschool Directors and the session's topics were on "Overindulgence, How much is Enough?" and "Speech and Language Development." • After school classes at Glacier are successful. Over 100 students are participating in programs. Transportation is provided home both Tuesday and Thursday. • Second session of after school programs begins at Pilot Knob mid month. Registration is slow and still being taken. • Oasis attendance for the month of October is 253. This is daily attendance, dances and dodge ball participants. • Club Oasis in October held a costume party. 63 middle school age youth attended. • Bring the Noise Event was hosted only one time this month approximately 20 high school age youth hung out at the Oasis. 3 • Bring the Noise Event - Katrina Koncert is scheduled for November 11. Cross promotion with the school has been a huge benefit for us and we anticipate a great turn out. • ETAS - are very focused on their goals this year. They have restructured their meetings to continue twice a month however the first meeting of the month will be a more formal meeting with agenda and the second meeting will be a workshop. The group will divide into project based sub committees and work on their projects for the year. • The board is awaiting some research data to move forward on their coffee beverage bar proposal and opportunity to survey surrounding businesses and ECC members. PARKS DIVISION: • Eagle Scout candidates have completed projects involving the removal of Buckthorn at Wescott Station and Trapp Farm Parks. The focus was on those areas within the parks having the heaviest infestation • The streetscapes and several landscape areas have taken on a new look as most of the low going shrubbery has been cut to the ground, but, don't fear, it is intentional. When done every 2-3 years this type of pruning will promote healthy regenerative growth. • The winterization of all park buildings and outdoor water systems is finally complete. With addition of facilities and the added responsibility that comes with new irrigation in the parkways etc the process now takes nearly 6 weeks to complete in the fall and a comparable amount of time to "start up" in the spring. • The ECC Operations Committee (staff, Mayor and one Council person) have decided to recommend to the full Council that the preparation and maintenance of a skating rink on the ECC pond be discontinued. While the investment of time required to maintain a pond rink is quite high, the use has been extremely low. The skating event held last year on the pond will be moved to another location, most likely Clearwater Park. The gazebo storm windows will again be installed and on a trial basis, minimal heat provided for winter trail walkers. • The ECC Operations Committee does want to see the practice of installing a lighted "holiday tree" on the pond continued. To this end, the City is now seeking a donation of a tree for the pond (City staff will cut an acceptable tree from a donating parties property). An article detailing the procedure is now running in the local paper. • Director Johnson, Superintendent Olson, and a representative of the City Attorneys office will be attending a meeting of the Legislative Commission on Minnesota Resources (LCMR) on November 16 to clarify non-contentious easement issues on the Caponi and Anderson Properties. In a nut shell; a requirement of the County grant is the assignment of a conservation easement on said properties, however the State grant does not allow the assignment of any property rights. Because the "intent" (outcome of owning the property) remains the same, there should be no issue, only clarification. • Ring the bells! Blow the horns! Wave the flags! Shout hurray! The 20/20 plan is now back in the hands of the Consultant for final editing and printing! Thanks to all APrC members for their time and effort in helping develop this important document. • Again this winter, staff will continue with the past practice of using its resources to plow only those parking lots associated with winter amenities or on-going programs. The lots at Northview will also again be plowed by the school district (no City involvement) for overflow student parking. • The position of Park Planner/Landscape Architect has been eliminated. The decision was the result of an organizational study completed earlier in the year which pointed out that the development of new parks is now very intermittent and limited, and the Department is moving into a redevelopment/maintenance phase (also noted in the 20/20 plan). The regular duties will be` absorbed by other staff; consultants may be hired on an as needed basis. 4 • CIP Update (a report including project accounting will be provided in December): 1. Goat Hill Park/Playground; 100% complete. 2. Ridgecliff Park/Playground; 100%complete. 3. Fish Lake/Playground; 100% complete. 4. Lakeside/Playground; 90% complete, some soil work remains. 5. Pilot Knob Park/Tennis Court Renovation; 100% complete. 6. Bridle Ridge Park/ Rink paving, renovation; 95% complete, some fencing remains. 7. Sky Hill Park/Rink paving, renovation; 95% complete, some fencing remains. 8. Holz Farni/Recondition House Siding; 100% complete. 9. Holz Farm/Granary renovation; 100% complete. 10. Central Park/Band Shell lighting; 100% complete. 11. Central Park/Band Shell PA system; 35% complete, contractual installation has begun. 12, Central Park/Trail Lights, 2"d loop; 60% complete, bases and wiring installed, poles being assembled for contractual installation. 13, Central Park/Signage; design work underway. 14. Wescott Square/Shelter; 90% complete, electrical and dirt work remain. FACILITIES DIVISION: Community Center • In honor of America Recycles Day on November 15, the Eagan Conin nr itv L cnte is a drop-off site for Nike's Reuse-a-shoe program. Tennis shoes will be collected through November 22. • The Facility Operations Coordinator and Community Center Manager attended the Minnesota Recreation and Parks Association Annual Conference in Rochester. • The Eagan Athletic Association travel basketball tournament will be held in all three ECC gyms on November 11-13. This is a large event that brings in kids from all over the state. • Currently, 44 of the 52 Saturdays in 2006 have events scheduled. That leaves just 8 left to fill. • The RFP's for the next catering and alcohol contracts were released to the public in late October. A pre-proposal meeting was held at the ECC on November 9 for prospective catering & beverage vendors to tour and ask questions. • Even with the holiday weekend and slower season, there will be four wedding receptions and about 45 meetings currently scheduled for November. Twenty-nine birthday parties are also scheduled however most of those are booked only a couple weeks out - that number is expected to increase considerably. • There are currently 242 members enrolled in the Health Partners Frequent Fitness program and 105 in the BlueCross BlueShield Fitness discounts Program. • New fitness opportunities include an eight week strength and conditioning program for a local high school club soccer team, which began on October 17, and a couple's massage class recently offered on November 5. • The Wellness Works committee has implemented its Wellness Wednesday trivia that is shared with all city employees. • The Fitness Coordinator attended an employee health fair at Lockheed Martin on October 12. Lockheed Martin is allocating $250 to its employees towards fitness membership dues each year. • Dan Glassic, a fitness center attendant (also a graphic designer) designed a very nice mailer to promote the upcoming December Student Holiday Pass. • The stripping and waxing of the Teen Center and Fitness Center hallway has been completed along with the repair of the last remaining water leak in the window curtain. • Quarterly preventative maintenance on all air-handling units, exhaust fans and unit heaters along with the annual tune-up of the three main boilers is completed in preparation for another busy winter. 5 Civic Arena • The west rink that was repaired on September 2 now has another leak that has yet to be found. • Staff has been interviewed and hired for the upcoming season. The Civic Arena employees 63 employee this year. • Tryouts for youth and high school hockey are completed and the fall skating lessons are in full swing. Cascade Bay • Work continues this fall to complete the restoration project that was started before Cascade Bay opened. Portions of the work will also carry through into the spring. • Staff is working on setting timelines for hiring, training in anticipation of the wild pace that is just around the corner. • Staff is currently accepting quotes for restoring the slides and water features that have faded over the last seven years. This will give the park a whole new fresh look for the 2006 season. • Looking at ways to maximize attendance and enhance visitor's experiences in the future, staff is investigating the feasibility of incorporating a mini-golf course and grilling station at Cascade Bay. 6 Date: November 14, 2005 Agenda Item: H-l; Peace Pole Update City of Eagan Action Parks and Recreation MEMO Information Attachments [xq 1. Subcommittee notes AGENDA ITE : H-l; PEACE POLE REQUEST UPDATE TO: ADVISORY PARKS COMMISSION FROM: JULI SEYDELL JOHNSON, DIRECTOR OF PARKS & RECREATION ITEM VI : Subcommittee discussion and reconin ' :ion nu =,lydilig the request to place a peace pole in Central Park. BACKGROUNDIHISTORY: A request to place a peace pole within Central Park was recently received by the Greg and Sue Skog family of Eagan. This item was referred to a subcommittee for further discussion and direction. SUBCOMMITTEE DISCUSSION COMMENDATION: Attached are the meeting notes pertaining to the subcommittee's review and discussion of this issue. After their meetings the subcommittee is recommending that the City of Eagan not accept this specific donation at this time. ALTERNATIVES FOR COMMISSION CONSIDERATION: 1. Recommend that the donation not be accepted as it is not object that is currently needed in a park. 2. Other 7 Item: -1 Attachment # ~,m m ti t j Peace Pole Subcommittee Report The Greg and Sue Skog family of Eagan made a written request to donate a Peace Pole to the City of Eagan for placement in Central Park. This request was referred to a subcommittee made up of Commissioners Peterson, Danner, Bari and Pletcher for study at the September 19 APrC meeting. The subcommittee met on September 22 and November 7. • A Peace Pole is an 8-foot aluminum pole with the words "May Peace Prevail on Earth" written in English and three other languages. • Peacepoles.org traces the origin of peace poles to Japan's World Peace Prayer Society (founded 1955), a non-profit, non-denominational organization dedicated to "uplift humankind toward harmony rather than conflict." ( .worldpeace.org, downloaded September 26, 2005). • No mention of the Peace Pole is found on the Department of Peace web site - it may not have an immediate affiliation with a U.S. partisan political movement. • Organizational affiliation: The World Peace Prayer Society (WPPS) still spearheads the Peace Pole project. WPPS is a United Nations Non- Governmental Organization (NGO) with the United Nations Department of Public Information. • The "prayer" itself appears to be more an appeal toward peace than a prayer to any sort of deity. Initial research indicates the actual prayer is "May peace prevail on earth." For ceremonies, an additional prayer is added: "May peace be in (name of country).,, • Company Peace Pole Makers USA (w .peacepoles.com)claims over 200,000 peace poles in place around the world, in 180 countries. Research indicates the poles have been installed on public land; city halls, local and state parks, shore land, etc. • An opinion was requested from the City Attorney's office. In their opinion, there are no City ordinances or policies that would restrict the placement of this type of object on City property. A suggestion was made that a policy be developed to address this issue in the future. • Parks & Recreation staff confirmed installation of seven Peace Poles on pubic grounds in the metro area. In each of these locations staff found that no formal approval process was undertaken before the pole was installed. The locations are: Jefferson High School - Bloomington, Prairie View Elementary - Eden Prairie, Eastern Heights Elementary - St. Paul, Wood Lake Nature Center - Richfield, Minnesota State Capitol - St. Paul, Public Park - Bloomington, Public Park - Maplewood, and Public Park - Richfield. The Skogs were present at the September 22 subcommittee meeting. They stated that if permission is granted they plan to raise money to fund the purchase and installation of the pole. They prefer that the pole be placed in Central Park but may also be willing to donate if another site is chosen. The Skogs would like to have a ceremony or event at the time the Peace Pole is placed. The Skogs stated that the placement of the Peace Pole is not related to any organized group or political party. The subcommittee discussed the placement of the Peace Pole in terms of the need for an item like this as a park amenity. The pole could be considered public art or a memorial structure. The subcommittee was concerned that if permission was given for this donation that many more donations for memorials and plaques may follow. The subcommittee felt that there are many other items that the Skogs could donate such as a park bench, flower bed, or tree that have a direct relationship to the park and the park users. A gift brochure currently in use by the department presents several items that the department' will accept as donations due to their direct use by park patrons. The subcommittee recommends that the donation not be accepted as it is not an object that is needed in a park at this time. Date: November 14, 2005 Agenda Item: I-1; Park and Trail Dedication Fees Action ` r 1rr Information City of Eagan Parks and Recreation E' Attachments AGENDA ITEM: I-1; 2006 PARK AND TRAIL DEDICATION FEES TO: ADVISORY PARKS COMMISSION FROM: JULI SEYDELL JOHNSON, DIRECTOR OF PARKS RECREATION PAUL OLSON, SUPERINTENDENT OF PARKS ITEM OVERVIEW: Recommend to the City Council the park and trail dedication fees for 2006 BACKGROUND STORY: The Advisory Parks Commission annually reviews park and trail dedication fees in prep~i anon for nial in a recommendation to the City Council. DISCUSSION/EVALUATION: The Advisory Parks Commission previously reviewed options for park and trail dedication fees at a workshop session in October. In addition the commission met with the City Council on November 7 to follow up with their thoughts and ideas about how to approach setting the 2006 fees. Several options were discussed, challenged and developed leading to a recommendation that the APrC felt comfortable bringing forward to the Council for consideration. RECOMMENDED ACTION: Recommend that the City Council approve the 2006 park and trail dedication fees as follows: Park Ded. Trail Ded. Est 06 Land Value Equivalent Single Family $3,278, per unit $238 per unit $ 81,404 Duplex 3,206 238 80,150 Th/Quad 3,178 238 134,535 Apt/M 3,070 238 142,755 Commercial $5,790 per net acre $1,251 per net acre $ 91,887 Industrial 4,868 1,251 $ 78,813 Comm/Ind (pre 1/1/83) = $2,493 per net acre (05 +10%) 8 Date: November 14, 2405 Agenda Item: 1-2a; Barn Rental Program Action X Information City of Eagan Parks and Recreation E Attachments X 1. 9-1-05 meeting summar;. 2. 11-7-05 meeting summa ry AGENDA ITEM: I-2a; HOLZ FARM BARN RENTAL PROGRAM TO: ADVISORY PARKS COMMISSION FROM: JULI SE ELL JOHNSON, DIRECTOR OF PARKS & RECREATION JEFF ASFA , SUPERINTENDENT OF RECREATION ITEM OVERVIEW: Recreation subcommittee recommendations for the Holz Farm barn rental policy and fees. BACKGROUND STORY: At the August 15, 2005 APrC meeting, the commission was presented with the idea of renting t hc'barn at Holz farm for private rentals. The idea stemmed from the success of two trial rentals during 2005. The APrC was favorable to the concept, but asked the recreation subcommittee to research the following areas of concern: • Is there an impact to potential listing on the National Register of Historic Places? • What capacity can the barn and site handle? • What do other comparable venues charge for rental? • . What are the concerns of the city's loss control experts? • What conditions will code enforcement officials impose? • How might increased `wear and tear' impact the site? DISCUSSION/EVALUATION: Staff and the recreation subcommittee held two consecutive meetings to discuss findings of the areas of concern, and are now satisfied with all findings. As a result of the sub committee's work the following conditions will be imposed as part of the permit. • Groups will be limited in size to 80. • Dancing will not be permitted due to safety concerns. • The provision of a handicapped toilet is required and will be included as part of the fee. • All other park and pavilion use policies will apply. • A staff attendant will be required. • Rentals will only be permitted during the months June through August. • The program will be promoted in the spring and summer editions of the "Discover" activities brochure. • The rental fees recommended are: o Resident: $230 per day - plus an additional $10 per hour staff attendant fee. o Non-residents: $280 per day - plus an additional $10 per hour staff attendant fee. RECOMMENDED ACTION: Recommend that the City Council approve the Barn Rental Policy for addition to the 2006 fee schedule. 9 Item: Attachment APrC Recreation Sub-committee 9/1/05 Holz Farm Rental Considerations Agenda Attendance: Terry Davis, Richard Pletcher, Ryan Zipf, Joe Bari & Jeff As i aa,t f - staff rep > Review concept: Based on successful trial rentals this past Summer for a graduation open house and a family reunion, it has been proposed by staff to offer a rental program for use of the Holz Farm Barn. The friends of the Farm org. thought this was a good use and promotion of the facility. The APrC had some items of concern they wished to be addressed by the Rec. sub- committee. > Review items of concern: Capacity - The Community Development Dept. - that deals with code enforcement and matters similar to this is reviewing the capacity requirements for this type of intended use. The committee was also interested in assuring that this type of use be reviewed for loss. control purposes to identify the attractive nuisances. The availability of a handicapped accessible toilet was also a question - staff will research the requirements. > Utility restrictions: It is realized the electrical circuit capacity is limited. This will be identified and called out at the time of the rental to assure clear expectations. - An informational sheet that reviews the particulars about the facility will be reviewed at the time of permitting. ( See attached draft.) Impact on Natl. Historical Registry Status: According to; Dennis Gimmestad of the Minnesota Historical Society - such a use will not affect eligibility status. Any physical changes to the barn such as - installation of tables, or a counter - things like that would effect it - but not a program that simply intends to make the amenity suitable for public use - such as the mere rental of what space exists. > Physical impacts (wear and tear): The committee felt that general wear and tear always occurs and that envisioning that utilization of this amenity as proposed includes on site supervision - that any, unnecessary activities taking place jeopardize the structural integrity etc, would be managed. Additionally it was felt that if the impact are to burdensome that the program is permitted thus use it can be limited or, abandoned > Revenue designation Staff intended that this would become part of the general shelter rental budget item that falls under the general fund category. > Review fee, deposit, and related costs: The committee was interested in what other similar venues that can be rented charge for fees. Staff will conduct a survey of similar venues. Other: The committee discussed the presence of alcohol, and saw no reason to treat it any differently than what existing city requirements entail associated with other shelter / pavilion rentals. Alcohol in bottles, kegs and case lot quantities is prohibited. Guests renting facilities that may involve alcohol are required to provide proof of insurance - (generally covered as part of ones homeowners' ins. policy) and are then authorized by the Director. Item: T - A et. Cherryl Mesko Attachment # 1t i 05 C\t ~~~,~nc~ 'rom: Jeff Asfahl nt: Wednesday, November 09, 2005 1:10 PM To: Cherryl Mesko Subject: FW: Barn rental considerations Cherryl this is the 2nd attachment for the Barn rental write up - thanks - JA Jeff Asfahl Superintendent of Recreation - City of Eagan 651-675-5507 Fro : Jeff Asfahl Sent: Friday, November 04, 2005 12:16 PM To: 'terry.davis@stpauLcom'; 'Zipf, Ryan'; 'richard.pletcher@usarc-emh2.army.mil'; 'jbaril@juno.com' Cc: Juli Johnson Subject: Barn rental considerations Hello: Sorry for the changing concept to convening live or via email. Based on circumstances - in the end I thought it best that we actually meet. As you all agreed was an option, we will plan to convene following the workshop with the City Council on Nov. 7. To aid assurance of an efficient meeting, below you will find the results of the outstanding questions from our last meeting and a new staff recommendation. - Concern: Desired review and comment from Loss Control experts: - Response: I met on site with Eagan's Loss Control Consultant (Bernie Szczesniak) he felt the site was appropriate for the intended use. A comment he shared was that if a group plans to dance that the floor should be overlaid with a temporary covering of sort as the existing floor is a rough grade) Code enforcement officials also encouraged careful consideration of dancing activities - as it may compress capacity levels) - Concern: Handicapped accessible toilet required? - Response - Yes. The unit will be arranged by staff - extra cost for handicapped biff is Approx $100 more than a typical unit - its cost consideration is considered in the permit fee. - Concern: What size of groups can be accommodated? Based on allowable measures per square foot - code enforcement officials recommended that renting groups be limited in size of no more than 80. - Response: The permit application process will identify 80 as capacity level. - Concern: The committee was interested in some comparisons of rental fees for similar venues- - Response: Staff did some research and found 5 examples that provided similarities for comparison. Each had many variables, but as a whole provided a reasonable sampling of value. 1) Washington County Fairgrounds - Pole Barn - 60 x 200 - $400 per day 2) Baker Park Reserve - (Three Rivers Park Dist.) Barn that holds 60 people , has water and electricity - weekdays $100, weekends. $120. 3) Maplewood - Breuntrap Farm - Barn - 50 person capacity - $300.00 day 4) Dakota County Fairgrounds - Pole sheds - 60 X 160 - range (250- 450 per day ) 5) Gale Woods Farm - Minnestrista - holds 320 persons, weekdays $850 - weekends $1050 but it includes, grill soundsystem, stage. Indoor restrooms, commercial refrigerator and freezer, counter space and sinks. Tha original staff recommendation for the rental fee was: Resident 128.00 per day, plus an additional $10 per hour attendant fee (Non resident 176.00 plus 10 per hr. attndt fee) New recommendation. Based on the research - staff recommend: the fees be; $228.00 res. and $276. no.n res. plus the addl. $10 per hr attdt. fee and - Recommend that events planning to host a dance not be permitted at this time. 11/9/2005 Subject to approval ADVISORY PARKS COMMISSION EAGAN, MINNESOTA MINUTES OF REGULAR MEETING OF OCTOBER 17, 2005 A regular meeting of the Advisory Parks Commission was called to order at 7:00 p.m. on Octob 17, 2005 with the following Commission Members present were Phil Belfiori, Terry Davis, Mark I- i pi, Duane Hansen, Dorothy Peterson, Richard Pletcher and Ryan Zipf. Joe Bari, Margo Danner and Muhammed Lodhi were not in attendance. Staff included Juli Johnson, Director of Parks and Recreation; Cherryl Mesko, Superintendent of Operations; Paul Olson, Superintendent of Parks; Jeff Asfahl, Superintendent of Recreation; and Lori Kimball, Recording Secretary. APPROVAL OF AGENDA Director Johnson asked to move Item H-1, Peace Pole, from Old Business to Item J, Other Business and Reports. Member Peterson moved, Member Pletcher seconded; with all present members voting in favor to approve the agenda as amended. APPROVAL OF MINUTES OF September 19, 200 Member Filipi moved and Member Zipf seconded with all present members voti.ig in favor to approve the minutes of September 19, 2005 as presented. VISITORS TO BE HEARD There were no visitors for the commission to hear. SUPERINTENDENT'S UPDATE AND DEPARTMENT HAPPENINGS Juli Johnson, Director of Parks and Recreation, provided a brief overview of the Facilities and Parks departments activities over the past month, Holly Champlin, Recreation Supervisor, provided the quarterly update for the Recreation Department, sharing spring and summer highlights of adult sports, and various family, teen and senior programs offered by Parks and Recreation. CONSENT AGENDA There were no items to review under Consent Agenda. DEVELOPMENT PROPOSALS There were no items to review under Development Proposals. Advisory Parks Commission Minutes of Regular Meeting of October 17, 2005 Page 2 OLD BUSINESS Member Peterson and Superintendent Asfahl provided an update of the Holz Farm Subcommittee which reviewed the considerations associated with application of the Holz Farm property to the National Register of Historic Places. Member Peterson stated that Les Bachman, Superintendent Asfahl, Director Johnson and she reviewed the RFQ's and they were impressed with the U.S. West, Inc. historical preservation group. Peterson said the subcommittee felt the strength of this company was shown in the previous successful submissions to the NRHP. Member Peterson stated that Friends of the Farm support this application because it would provide protection to the farm. Friends of the Farm voted to apply $3,000 to this project. Asfahl opined that acceptance into the NRHP would provide potential for future grants or possible gifts from the public. Asfahl continued that placement on the NRHP would not affect how the farm is currently used and rentals will continue to occur with the farm `as is' and design changes to the buildings would not be allowed. Chair Davis concluded that if Holz Farm becomes part of the NRHP registry, it will provide protection for the hard work given by Friends of the Farm. Chair Davis moved and member Pletcher seconded, present members voting in favor to make a recommendation to the City Council to support pursuing the listing of Holz Farm on the National Register of Historic Places by entering into a contract with U.S. West Research, Inc. in the amount of $6,000. Funding would be provided through a 50% cost share between the Friends of the Farm and the GIP Small Projects Fund. NEW BUSINESS There are no items to review under New Business. WATER RESOURCES UPDATE There are no items to review under Water Resources OTHER BUSINESS AND REPORTS Superintendent Asfahl provided an update of the subcommittee addressing rental of Holz Farm. Asfahl said he is awaiting answers and expects to have this information in ten days. He will provide this information at the November APrC meeting. Director Johnson reminded the commission members of the workshop that will be held on October 27th to review the 20/20 Vision Plan and prepare for the presentation to the City Council. She also reminded the group of the October 26`h presentation by Gordon Price, a walking advocate, who may provide insight and ideas of how to help Eagan become a better walking community. Director Johnson said information regarding a request to place a Peace Pole (a pole that declares peace throughout the world) at Central Park will be put off until the November meeting. Advisory Parks Commission Minutes of Regular Meeting of October 17, 2005 Page 3 ROUND TABLE Member Belfiori thanked the APrC for the opportunity to be on the Water Quality Task Force. Bclliori informed the commission he will be sending a questionnaire to each member asking their opinion regarding commission priorities with regards to the water quality in the City and its parks. ADJOURNMENT With no further business to conduct, Member Peterson moved, Member Pletcher seconded with all members voting in favor to adjourn the meeting. The meeting was adjourned at 7:38 p.m. Secretary Date