11/14/2005 - Advisory Parks & Recreation Commission
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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