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08/17/2009 - Advisory Parks & Recreation Commission AGENDA ADVISORY PARKS COMMISSION EAGAN, MINNESOTA August 17, 2009 7:00 p.m. WORKSHOP Eagan Municipal Center 6:30-7:00 PM Conference Rooms 2A & B 2010-2014 CIP Review 1. Call to Order and Pledge of Allegiance 7:00 pm II. Adopt Agenda 7:01 pm III. Approval of Minutes of Regular Meeting of May 18, 2009 7:02 pm IV. Visitors to be Heard 7:03 pm V. Director's Update Pages 3-4 7:04 pm VI. Consent Agenda 7:08 pm VII. Development Proposals 7:09 pm VIII. Old Business 7:10 pm IX. New Business A. 2010-2014 Parks CIP Pages 5-6 7:10 pm B. 2010 Park Dedication Fees Pages 7-8 7:15 pm C. 2010 Fee Schedule Page 9 7:20 pm X. Other Business and Reports 7:25 pm XI. Communications 7:26 pm XII. Round Table 7:27 pm XIII. Adjournment 7:30 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. Next Advisory Par'scs Commm-ssion Meeting -WA September 14,2009 ADVISORY PARKS COMMISSION 2009-2010 MEETING SCHEDULE Jun May Aug Sept Oct Nov Dec Jan Feb Mar Apr May NAME 18 Tour 17 14 19 16 14 14 11 15 19 17 Thurs Thurs only Rebecca Aanning X X ! X Thor Anderson X X 0* Phil Belfiori, Chair X 2-L- Jennifer Dahlquist X 0* f X Bruce Goff, Secretary X XI Laurie Halverson V Chair X X X , Duane Hansen X X Michael Palmer (Alternate) 0* X U* X = present O = absent O* = notified staff of absence prior to meeting Recreation Sub-Committee Natural Resources Sub-Committee Acguisitiont Development Sub-Committee UPCOMING MEETINGS: OPEN ISSUES: September 8: City Council workshop Alternative Funding • Parks CIP Sub-committee appointments (Sustainability/Green Initiatives) • MRPA Awards of Excellence Emerald Ash Bore update by Forestry Division Policy on outside vendors at P&R events ADVISORY PARKS COMMISSION 2009-10 MEMBERS NAME AN P4 TER OW N T 6 R E-RES TART X REBECCA AANNING 2009 952-412-2371 (H) 5/20111 1848 Sapphire Point (2 yr. 2009) 651-687-5772 (W) Eagan, MN 55122 becky.aannina(a7gmalcom THURSTON "THOR" ANDERSON 2008 651-688-8157 (H) 5/2010 1658 Mallard Drive (2 yr. 2008) 651-687-8804 (W) Eagan, MN 55122 thoranderson onyahoa.cam (N) thurston.anderson@thomsonreuters.com PHIL BELFIORI 2002 651-905-0293 (H) 5/2011 3671 Canary Way (1yr. 2002) 651-266-9112 (W) Eagan, MN 55123 (3 yr, 2003) 651-230-2051 (cell) (3 yr, 2006) 2 r, 2009 Phil.Betfiari(o?ei.stpaut.mn.us JENNIFER DAHLQUIST 2007 612-803-0262 (H) 5/2010 3885 Gibraltar Trail (1 yr. 2007) 612-626-1602 (W) Eagan, MN 55123 (2 yr, 2008) Jenniferdahlguist@gmail.eom BRUCE GOFF 2008 651-686-7170 (H) 5/2011 782 Mill Run Path (1 yr. 2008) 952-833-8183 (W) Eagan, MN 55123 (2 yr. 2009) Bruce.goff(comcastnet LAURIE HALVERSON 2006 651-249-9245(Cell) 5/2011 680 Brockton Circle (1 yr, 2006) 651-686-0183 (H) Eagan, MN 55123 (2 yr, 2007) Ihalversonta?cpintemetcom (2 yr, 2009) DUANE L. HANSEN 2004 952-894-9228 (W) 5/2010 3911 Denmark Ave (1 yr. 2004) 651-687-9566 (H) Eagan, MN 55123 (3 yr. 2005) dlhansen&_com (2 yr, 2008) MICHAEL PALMER (Alternate) 2009 (651) 454-4476 (H) 5/2010 4474 Reindeer Lane (1 yr. 2009) (651) 662-3326 (W) Eagan, MN 55123 mwpaimer0hotmail.corn Eagan City Staff E-Mail: isiohnson@cityofeagan.com cmesko@cityofeaaan.com golson@cityofeagan.com shove@cityofeagan.com emacbeth@cityofeagan.com 4-22-09 Phone #651-675-5505 (Cherryl's # after 4:30 p.m.) Eagan Parks and Recreation Phone Number: 651-675-5500 Eagan Parks and Recreation Staff E- ail Director Juli Seydell Johnson isiohnsonC)cityoagan.co Administration: Cherryl Mesko, Superintendent of Operations cmesko@)cityoLeggan.com Paul Olson, Superintendent of Parks poison@cityo eta an.co Paula Nowariak, Recreation Program r pnowariak0citypLeagan.com Sonya Rippe, Recreation Facilities Mgr srippe@cityofeaaaan.com Forestry: Gregg Hove, Forestry Supervisor ghovecityofeagan.co Water Resources: Eric Macbeth, Water Resources Coordinator emacbeth@)citvofeagan.com TO: ADVISORY PARKS COMMISSION FROM: JULI SE ELL JOHNSON, DIRECTOR OF PARKS RECREATION DATE: AUGUST 14, 2009 WORKSHOP 6:30-7:00 PM Conference Rooms 2A & B 2010-2014 CIP Review ITEM I: Call to order ITEM H: Approval of agenda ITEM III: Approval of minutes of May 18, 2009 ITEM IV: Visitors to be Heard Staff is not aware of any visitors who wish to address the Commission at this time. ITEM V: Director's Update Director Johnson will provide a brief overview of activities and events within the department. ITEM VI: Consent Agenda There are no Consent Agenda items for the Commission to review. ITEM VII: Development Proposals There are no development proposals for the Commission to review. ITEM VIII: Old Business There are no Old Business items for the Commission to review. ITEM IX: New Business A. The APrC will review the CIP information at the 6:30 workshop. If the Commission is comfortable moving forward with a recommendation they may wish to take action to move their recommendations to the City Council for consideration. B. The 2010 Park and Trail dedication fees will be reviewed and discussed for recommendation to the City Council. C. The 2010 Fee Schedule will be reviewed and discussed for recommendation to the City Council. 1 ITEM X: Other Business and Reports There are no other business items for the Commission to review. ITEM XI: Communications There are no communication items for the Commission to review. ITEM XII: Round Table Any items of concern that might be placed on upcoming agendas or items of interest will be identified. ITEM XIH: Adjournment 2 AUGUST 2009 DEPARTMENT HAPPENINGS STRENGTHEN COMMUNITY IMAGE AND SENSE OF PLACE • The Eagan Art Festival was held on June 27 & 28 at the Eagan Community Center Festival Grounds. Attendance was over 6,600 people, a 10% increase over last year. The Children's art tent had 600 kids and the Art Experience Tent had 300 participants. These tents were facilitated by the Eagan Art House. The puppet wagon will perform the last show of the season on Friday August 14, close to 3,000 people enjoyed the free shows and crafts this summer. • Cascade Bay's Birthday 10 year birthday celebration was on August 13d'. Captain C Breeze hosted Radio Disney and hundreds of visitors cooling off on a hot August night. • The Eagan Swim team has reserved Cascade Bay again as a fundraiser site on August 20'. SUPPORT ECONOMIC DEVELOPMENT • Lockheed Martin held their annual employee picnic at the community center again this year. An estimated 1300 people attended. • A national antique postcard and paper show was held in the community center gyms in July. This event was new to the ECC this year and has booked for next summer. It also created new rental interest from attendees. PROMOTE HEALTH AND WELLNESS • 80 teams are registered for fall softball which begins the week of August 10d'. • Registration for fall basketball, flag football and volleyball is ongoing with leagues beginning in September. • Hosted the MRPAIUSSSA Women's C, D Competitive & D Recreational State Softball Tournament August 15-16 at Northview Athletic Fields with 40 teams participating. • Civic Arena hosted 8 teams for a summer hockey league; down slightly from summer 2008. Fourteen (14) team have already signed up for the Civic Arena's fall hockey league. • The Simple Steps walking program in Dakota County will be continued through the fall months this year. Check out www.dakotcoun .us and search for Simple Steps to find more information. • New playgrounds at Wescott Station and Quarry Parks are complete, Rahn is underway, and Northview is next. • A fitness member appreciation event which will include a BBQ picnic will be hosted at the ECC on Wednesday, August 19d'. • New treadmills and ellipticals are scheduled to be delivered during the week of annual shutdown at the ECC. • Next "Healthy Conversation" is scheduled for the evening of Sept. 2nd to discuss Boomer Therapy which utilizes a combination of bodywork, breath, and myofascial stretching. PROTECT ENVIRONMENTAL RESOURCES • The City of Eagan submitted a federal grant to pursue the viability of a geothermal application for the Civic Arena. • Rain gardens are being installed adjacent to Moonshine and Rahn park shelter buildings. • Experimenting with no mow grass in new Rahn/Cliff median. • Calls related to Emerald Ash Bore have dwindled, no Eagan sites ...yet. Damaged/susceptible trees being removed over the winter. + Buckthorn spread still an ongoing concern calls for the removal program increasing as fall comes. 3 FACILITATE COMMUNITY CONNECTIONS • Mark your calendars for Lone Oak Days! Saturday, September 26 and Sunday, September 27, 11:00am-4:00pm • Parks and Recreation will have a presence at the September 12 Septemberfest event hosted by Dakota County Technical College. Another opportunity to take the Discover the Value promotion out into the community. PRO E RECREATION EXPERIENCES • The Eagan Art House summer registrations are up 15% over summer 2008. • Preschool summer classes and camps wrapped up on August 14, and over 400 children participated. • Fall registration for preschool has begun and a special "Preschool Preview" will be held at the ECC on Wednesday, September 9 from 9:30-11:30am. • Summer camps for ages 6-12 will be ending the week of August 21. Over 500 youth participated in these camps that included sports, crafts, cheerleading, science, nature and adventures. • There were almost 600 participants from preschool through adult in tennis programs this summer. • The Eagan Skate School offered a one week figure skating camp the week of August 3"' • New observation deck completed at Patrick Eagan Park, enhancing view by relocating trees • Beginning layout of fall turf fields, resting large areas of turf @Thresher Fields • Reminder, after Labor Day park restrooms will be open only for scheduled events. • Berry Ridge Park trail being resurfaced as part of larger citywide trail project GENERAL ANNOUNCEMENTS • The ECC will be closed for its annual maintenance from August 31 through September 7. The building will be open again at 5:45 a.m. on September 8. 4 Date: August 14, 2009 Agenda Item: IX-A; 2010-2014 CIP Action X Information City of Eap MEMO Attachments X 21. CIP . Location Map AGENDA ITE : JX-A; 2010 -2014 CAPITAL IMPROVEMENT PLAN (CIP) TO: ADVISORY PARKS COMMISSION PREPARED BY: JULI SE ELL JOHNSON, DIRECTOR of PARKS RECREATION ITEM OVERVIEW: Review, and consider for approval, the proposed 2010-2014 Park and Recreation Department Capital Improvement Plan BACKGROUND/HISTORY: One of the primary responsibilities of the APrC is the annual preparation and updating of the Departmental Capital Improvement Plan. The CIP serves as a blueprint and planning guide for park projects. Projects included in the CIP must be either a park development or improvement project. Projects construed as being maintenance are not eligible. Funding for the CIP comes from the Park Site Fund (PSF), which is primarily money collected from developments at the time of platting in lieu of a dedication of land. ANALYSIS: Historically the APrC has submitted to the City Council a CIP that consists of the current or "active" year, generally the year at hand, and projections that encompass a total of five years. During the review process, the active/current year of the CIP is finalized and a new "fifth" year is added. To allow sufficient time for implementation, the current year of the CIP is generally considered to be final while all other years are subject to change as part of future reviews. The structure of the five year project schedule of the CIP has generally been driven by the projected balance of revenues and expenditures of the PSF combined with need and/or demand. To provide a better view of the future, recent versions of the CIP have included a list of potential projects, though; they may not be scheduled or funded for years to come. This list has become known as the "Parking Lot". There has also been considerable discussion regarding the identification of alternative funding sources for the CIP. DISCUSSION/ EVALUATION: A number of projects in the proposed 2010 CIP represent the continuation of ongoing programs and initiatives specific to replacement and upgrade. Examples include the replacement of aged playgrounds, lights and signage. As defined in the 20/20 Plan, these are considered "fiduciary" responsibilities. Other improvement projects such as those proposed for Central Park are tied to the implementation of long range plans and an emerging need. The CIP also includes two line item allocations that are renewed on an annual basis as needed. These are the land acquisition "opportunity" fund which would be used to help acquire priority open space should it become available and the "small projects" fund which is used to complete smaller, unanticipated, capital projects or to help leverage additional financial assistance from an association or alternative funding source. The land acquisition "opportunity" costs are not included in the fund balance projections but do indicate an ongoing willingness to consider PSF expenditure for land acquisition. 2010 CIP Project Summary • Central Par llipse Service Building; Construction of a building that would provide a covered shelter, restrooms and storage space for activities conducted in the ellipse area including; Art Fair, the 4th of July celebration and summer long Market Fest, also general patron use. • Playground Replacements (1);Continuation of the ongoing rotational replacement program. Projected to include the east and west playgrounds at Trapp Farm Park as well as the surrounding support amenities Final determination to be made after late season inspections. • Signage System Upgrade; Fourth phase of the installation of new entrance signage; completing neighborhood parks and moving to athletic and community park sites. • Small Projects; Continuation of funding for opportunities and needs that become apparent or available during the year • Acquisition; Funding for acquisition opportunities. A workshop with the City Council is currently scheduled for September 8, 2009 at which time the APrC will present the 2010-2014 CIP to the Council for their consideration and possible approval. The focus being on 2010 SUBCOMMITTEE DISCUSSION/RECOMMENDATION: The APrC will review the proposed 2010-2014 CIP in a workshop to be held on August 17', prior to the regular APrC meeting. The attached CIP outlines also represent the consensus from prior years discussions and subsequently, prior recommendations of the APrC ALTERNATIVES FOR COMMISSION CONSIDERATION: 1. Recommend, to the City Council, approval of the 2010-2014 CIP as presented 2. Recommend approval pending changes 3. Table the issue for further discussion PARKS ANRECREATION DEPARTMENT POTENTIAL CAPITAL IMPROVEMENT PROJECTS 2010 - 2014 YEAR - 2010 LOCATION PROJECT DESCRIPTION ESTIMATED FUNDING EST. BALANCES COST BALANCE Jan. 1, 2010 = $1,623,000 Central Park Construct Ellipse Service Building • Toilets $275,000 PSF • Shelter • Storage Proposed • Trapp Farm Playground Installation $62,000 PSF East/West TBD City Wide Park Signage System, Phase IV $28,000 PSF Numerous Small Projects $30,000 PSF/P TBD Acquisition Opportunities ($650, 000) PSF/P/G Sub-Totals $395000 $ 395,000 (without acg} $1,228,000 Estimated 2010 Revenues $ 75,000 Estimated Balance 1/2011 = $1,303,000 G:\Budget\P&Rec Pot DevWot Proj BY YEAR 2010-2014 - Rev. 7/29/2009 PSF = Park Site Fund P = Potential Partnership G = Grant PARKS AND RECREATION DEPARTMENT POTENTIAL CAPITAL IMPROVEMENT PROJECTS 2010-2014 YEAR - 2011 LOCATION PROJECT DESCRIPTION ESTIMATED FUNDING EST. BALANCES COST BALANCE - Jan. 1, 2011 $1,303,000 Cedarvale New Park Development $200,000 PSF/P Central Park Ellipse and Field Irrigation $85,000 PSF Proposed • Bur Oaks N/S Playground Installation $105,000 PSF • Wescott Commons 3 @ $35,000 Captain Dodd Park Sun Shelter $30,000 PSF Numerous Small Projects $30,000 PSF/P TBD Acquisition Opportunities ($650, 000) PSF/P/G $ 450,000 Sub-Totals $450,000 (without acta) = $ 853,000 Estimated 2011 Revenues $ 75,000 Estimated Balance 1/2012 = $ 928,000 G:\Budget\P&Rec Pot Dev\Pot Proj BY YEAR 2010-2014 - Rev. 7/29/2009 PSF = Park Site Fund P = Potential Partnership G = Grant PARKS AND RECREATION DEPARTMENT POTENTIAL CAPITAL IMPROVEMENT PROJECTS 2010 - 2014 YEAR - 2012 LOCATION PROJECT DESCRIPTION ESTIMATED FUNDING EST. BALANCES COST BALANCE - Jan. 1 2012 = 928 000 Patrick Eagan Park Master Plan Phase IV $ 40,000 PSF Removal of Deerwood House • Access Improvements Northview Park Tennis Court Improvements $100,000 PSF/P • Surface • Lighting Lexington/Diffley Park Skate Park Improvements $65,000 PSF Big Goat Ball Field Field Lighting Upgrade $90,000 PSF TBD Playground Installation $70,000 PSF 2 $35,000 Numerous Small Projects $30,000 PSF/P TBD Acquisition Opportunities ($650,000) PSF/P/G Sub-Totals $ 395,000 $395,000 (without acg) $ 533,000 Estimated 2012 Revenues $ 100,000 Estimated Balance 1/2013 = $ 633,000 G:1Budget\P&Rec Pot Dev1Pot Proj BY YEAR 2010-2014 - Rev. 7/29/2009 PSF = Park Site Fund P = Potential Partnership G = Grant PARKS AND RECREATION DEPARTMENT POTENTIAL CAPITAL IMPROVEMENT PROJECTS 2010 - 2014 YEAR - 2013 LOCATION PROJECT DESCRIPTION ESTIMATED FUNDING EST. BALANCES COST BALANCE -Jan. 1 2013, = 633,000 TBD Athletic Field Lighting $ 235,000 PSF/P Blackhawk Park Playground Upgrade $ 75,000 PSF Section 16 Master Plan $30,000 PSF TBD Trail Signage System $25,000 PSF Numerous Small Projects $30,000 PSF/P TBD Acquisition Opportunities ($650,000) PSF/P/G Sub-Totals $ 395,000 395 000 (without acq) $ 298,000 Estimated 2013 Revenues $ 100,000 Estimated Balance 1/2014 = $ 398,000 G:\Budget\P&Rec Pot Dev\Pot Proj BY YEAR 2010-2014 - Rev. 7/29/2009 PSF = Park Site Fund P = Potential Partnership G = Grant PARKS AND RECREATION DEPARTMENT POTENTIAL CAPITAL IMPROVEMENT PROJECTS 2010 - 2014 YEAR - 2014 LOCATION PROJECT DESCRIPTION ESTIMATED FUNDING EST. BALANCES COST BALANCE - Jan. 1, 2014 = $ 398,002 Holz Farm Park Park Development Phase II $ 200,000 PSF/G Cedarvale Park Development Phase II $150,000 PSF/P TBD Playground Installation $120,000 PSF 3 $40,000 Numerous Small Projects $28,000 PSF TBD Acquisition Opportunities ($650,000) PSF/P/G Sub-Totals $ 498,000 $498,000 (without acg) = $ 100,000 Estimated 2014 Revenues $ 100,000 Estimated Balance 1/2015 = $ - 0- G:\Budget\P&Rec Pot Dev\Pot Proj BY YEAR 2010-2014 - Rev. 7/29/2009 PSF = Park Site Fund P = Potential Partnership G = Grant PARKS AND RECREATION DEPARTMENT POTENTIAL CAPITAL IMPROVEMENT PROJECTS Category/ Potential Location Estimated Funding Park Devel.-Qpment 1. Moonshine Park $200,000 PS/LS 2. Section 16 - Federal Drive $200,000 PS/LS 3. Section 11 - Thresher South $200,000 PS/LS 4. Rahn South $150,000 PS/LS 5. Holz Farm Park Phase 111 $150,000 PS/LS Sub-Tots Park Improvements 1. Wandering Walk Trail $100,000 PS 2. Bur Oaks Trail Paving $90,000 PS 3. Thomas Lake Trail Lighting $100,000 PS 4. Rahn Court Construction $120,000 PS 5. Goat and Bridle Bldg. Expansion $200,000 PS 6. Cedarvale Enhancement Phase III 100 000 PS/P Sub-Total 7101000 Li tin 1. Lexin ton/Diffle Fields (6 new) $500,000 PS 2. Ohman Soccer Fields $150,000 PS 3. Northview Fields 6-8 (3 new) $180,000 PS 4. Thresher Fields $100,000 PS Sub-Total $!3;$U,Uuu Master Plans 1. Rahn Park South $30,000 PS Sub-Total $30,000 TOTAL $2,570,000 Misc 1. School Site Partnerships TBD PS/P/G 2. Acquisition O ortunities TBD PS/P/G 3. Grant Opportunity Match TBD PS/P/G 4. Fiduciary Responsibilities TBD PS/P/G g:\Park Rec Poten Dev\Potential CIP Proj 8 5 99 will Date: August 14, 2009 Agenda Item: IX-B; 2010 Park Dedication Rates Action x ( Information tachments C1tyof}aQ,allMO At AGENDA ITEM: TX-B; 2010 PARKS and TRAIL DEDICATION FEES TO: ADVISORY PARKS COMMISSION PREPARED BY: JULI SEYDELL JOHNSON, DIRECTOR OF PARKS RECREATION ITEM O EW: Recommend to the City Council the park and trail dedication fees for 2010 BACKGROUND/HISTORY: When reviewing development proposals, the APrC makes a recommendation regarding the method of satisfying park and trail dedication requirements, the two options being a land dedication or cash payment. Cash park dedications are the primary source of revenue for the Park Site Fund. Trail dedication is allocated to the City trail fund. Each year it is the responsibility of the APrC to review dedication rates and make a recommendation to the Council for the upcoming year DISCUSSION/EVALUATION: Based upon recent legislation, a local unit of government must be able to demonstrate a justifiable method of calculating park dedication linked to property value. The City has long had a basic formula for calculating residential dedication that incorporates a value variable. In 2005, staff completed an update of the value base to ensure consistency with the assessed valuations. Nearly 1000 properties were reviewed, the resulting averages leading to a significant rate increase in nearly every zoning classification for 2006 and improved adherence to actual values. In early 2007, in light of the new legislation, the City developed and implemented a user/value based formula for Commercial/Industrial properties, replacing "net acres". Over the course of the year, the formula was reviewed by staff, the APrC, and City Council to determine if it met the intended objectives. It was subsequently revised and approved by the City Council at their September 4,2007 meeting. For the last several years, when determining the recommended adjustment for the residential dedication rates, has staff contacted the County Assessors office to obtain the estimated property valuation adjustment the County would use for property taxes payable on Eagan properties in the coming year. Any percentage increase was then applied to the revised value base used for calculating dedication. This method was intended to avoid a lag in rates and to ensure a justifiable basis for the fees consistent with then pending legislation. Based upon the input of the Assessor, dedication rates for 2007 were raised by approximately 5% while the rates for 2008 and 2009 remained unchanged. The most recent projections provided to the City indicate that the average Market Value of a home in Eagan will decline in 2010. In light of this downward trend in the housing market and the associated property values, it may be appropriate to consider keeping the 2010 park and trail dedication rates unchanged from those approved for 2009. It should be noted for reference that many communities combine parks and trail dedication fees into a single blended rate and do not differentiate in the residential classifications. Because the administration of the trail development program in Eagan is assigned to the Engineering Department, segregation of the park and trail fees is appropriate. 2009 approved 2010 proposed Parks Trails Par 's Trail,, Sin le Famil $3308 per unit $250 per unit Same Sarno Duplex 3258 per unit 250 per unit Same Same Townhouse/Quad 3458 per unit 250 per unit Same Same Apartment/Multi 3212 per unit 250 per unit Same Same Commercial 869 per 1000 s .ft. of bldg 1251 per net acre Sire SamE Industrial 236 per 1000 s .ft. of bldg 1251 per net acre Same S I73_ C/I prior to 1983 2618 per net acre 1251 per net acre Same fa.rne T ATI S FOR COMMISSION CONSIDERATION: 1. Recommend that the City Council adopt the 2010 parks and trails dedication rate schedule as presented with no change from the 2009 rates. 2. Recommend that the City Council adopt an amended parks and trails dedication rate schedule for 2010 3. Other. Date: August 14, 2009 Agenda Item: IX-C; 2010 Fee Scheduie Action X Information H-, Attachments X 1. 2010 proposed fee schedule City of Eap MO AGENDA ITEM: IX-C; 2010 FEES AND CHARGES TO: ADVISORY PARKS COMMISSION PREPARED BY: JULI SEYDELL JOHNSON, DIRECTOR OF PARKS & RECREATION ITEM OVERVIEW: Consideration of 2010 fees and charges. BACKGROUND/HISTORY: The APrC is asked to annually review the fees charged for private use of park facilities and recreation equipment. Based on a recommendation by the APrC, the City Council will establish the fees to be charged during fiscal year 2010. Fees were increased in 2009 by 3% after not being increased in 2008. DISCUSSION During the review and discussion of the 2010 fees and charges staff suggests the consideration of the following: • Increase the Youth/Adult Tournament fee by $5 for residents and $10 for non-residents due to an increase in costs associated with the service at the tournaments. • The addition of Designated Green Space fee for use within a park that is not a designated field. • The addition of a Dunk Tank Fill fee in parks. This fee includes staffing, truck use and water. • The addition of a Special Event fee for runs, walks or larger events being held entirely in the City. The only recommended fee is for closing the trail and posting signs. A use guide is being created to assist with these requests and could result in some additional fees to be added later this year for 2010. ALTERNATIVES FOR COMMISSION CONSIDERATION: 1. Recommend to the City Council approval of the 2010 fee schedule as proposed. 2. Recommend to the City Council approval of the 2010 fee schedule as amended. 3. Other. 2010 FEE SCHEDULE Eagan Parks & Recreation The following facility rental fees are subject to 7.125% State sales tax and require a $150.00 damage deposit payable at the time of registration. Sales tax Is Included In the proposed 2010 fees. Eagan based school organizations that have a Joint Powers Agreement with the City may schedule use of Eagan Park Shelters and Pavilions free of charge, although a damage deposit Is required. 20 '10 .ir.a ant Fli, )i .wait League Pwteat/dppedi Fee Fee charged to team choosing to protest rule or eligibility $ 53 $ 53 $ 55 $ 55 $ 55 $ 55 Fee charged to team choosing to appeal suspension/expulsion $ 53 $ 53 $ 55 $ 55 $ 55 $ 55 Athletic Field/Facility Maintenance Fees Unless obviously known, the user will be considered non-resident. Proof of residency of 75% or better will qualify for resident rate. Youth Traveling Teams - Eagan & Eastview Athletic Associations $ 100 NA o Soccer - per team $ 100 $ 100 o Baseball/Softball - per team practice fee for season $ 25 $ 25 o Baseball/Softball - per game fee $ 15 $ 15 Adults o Up to 9 games per team $ 245 $ 490 $ 252 $ 505 $ 252 $ 505 o More than 9 games, fee for each additional game > 9 $ 34 $ 68 $ 35 $ 70 $ 35 $ 70 Tournaments - per field/day or single games o Youth $ 50 $ 100 $ 52 $ 103 $ 57 $ 114 o Adult $ 73 $ 146 $ 75 $ 150 $ 80 $ 160 Lights $ 55 $ 55 o Northview per hour (includes all 4 fields) $ 57 $ 57 $ 57 $ 57 o Goat Hill per field per hour $ 30 $ 30 $ 30 $ 30 o Clearwater per field per hour $ 30 $ 30 Building cleaning per full day use only $ 73 $ 73 $ 75 $ 75 $ 75 $ 75 Specialty field set-up charge to be determined on a case-by-case basis. This cost would be in addition to the field use permit cost. Band Shelf at Central Park Band Shell Only- per hour $ 75 $ 100 $ 75 $ 100 Band Shell with Sound System (includes staff) - per hour $ 120 $ 150 $ 120 $ 150 Band Shell with Microphone Only $ 50 $ 50 $ 50 $ 50 Wedding Ceremonies - per hour $ 58 $ 65 $ 58 $ 65 Wedding Ceremonies with Oaks rental - per hour $ 50 $ 50 $ 50 $ 50 Wedding Ceremonies with Sound System (includes staff) - per hour $ 100 $ 125 $ 100 $ 125 Band Shell only o Half Day $ 355 $ 444 o Full Day $ 670 $ 838 Band Shell w/sound system requires staff technician 0 $20/hour Included in fee o Half Day $ 565 $ 706 o Full Day $ 1,050 $ 1,313 Band Shell In conjunction with wedding/reception reservation at ECC charged per hour $ 58 $ 58 Canoe Storage from May 1 - October 31 Blackhawk Park/Blackhawk Lake near the boat ramp, Thomas Lake Park/Thomas Lake near the fishing dock and Bur Oaks Park on the southwest side of lake. Your canoe must be registered and licensed in Minnesota. $ 42 $ 53 $ 43 $ 54 $ 43 $ 54 Central Park Festival Grounds: Ellipse only - one day event $ 147 $ 184 $ 151 $ 189 $ 151 $ 189 Designated Green Space within a Park Disc Golf Course per hour $ 52 $ 103 $ 5 $ 6 $ 5 $ 6 $ 5 $ 6 Dunk Tank Fill in City Park - filled by Parks staff (doesn't Include dunk tank) Weekdays - Monday - Friday from 7 am - 3:30 pm $ 100 $ 100 Weekends/Evenings after 3:30 pm $ 175 $ 175 Holz Farm Rentals from June - August per day Group size limited to 80 $ 240 $ 300 $ 247 $ 309 $ 247 $ 309 Staff attendant required with fee charged per hour $ 10 $ 10 $ 10 $ 10 $ 10 $ 10 Moonshine ar , 1317 ur y oa : This building can accommodate groups of 20 or less. This includes availability of overhead/coffee pot/kitchen. Upstairs - retreat/meeting space All day rental - kitchen Included $ 134 $ 168 $ 138 $ 173 $ 138 $ 173 6 hour time slot - kitchen Included $ 90 $ 113 $ 93 $ 116 $ 93 $ 116 Downstairs - activity space All day rental $ 45 $ 56 $ 46 $ 58 $ 46 $ 58 6 hour time slot $ 31 $ 39 $ 32 $ 40 $ 32 $ 40 Outdoor Hockey Rinks per hour With or Without Ice & Lights $ 18 $ 22 $ 18, $ 23 $ 18 $ 23 Without Ice $ 6 $ 8 $ 6 $ 8 $ 6 $ 8 Park a ter u ngs: Bridle Ridge, Goat Hill, uarry, Sky Hill and Trapp Farm. These buildings can accommodate groups of 30-40 people. All day rental from 10 am - 10 prn $ 134 $ 168 $ 138 $ 173 $ 138 $ 173 Half-day rental from 10 am - 4 pm or 5 pm -10 pm $ 90 $ 113 $ 93 $ 116 $ 93 $ 116 Pavilions: Blackhawk, Central Park, Thomas Lake and Trapp Farm. These pavilions can accommodate groups as large as 150 people. All day rental from 10 am -10 pm $ 134 $ 168 $ 138 $ 173 $ 138 $ 173 Half-day rental from 10 am - 4 pm or 5 pm -10 pm $ 90 $ 113 $ 93 $ 116 $ 93 $ 116 Kitchen use $ 45 $ 56 $ 46 $ 58 $ 46 $ 58 Sand Volleyball Courts per court per hour $ 4 $ 5 $ 4 $ 5 $ 4 $ 5 Special Events Closing trail & posting signs $ 50 $ 100 Sun a ers: o view, eary, a ne agan an W a l n u t H i l l . These s e ers can accommodate groups of 15-25. The Lexington-Diffiey shelter can accommodate 40-45 people. $ 45 $ 56 $ 46 $ 58 $ 46 $ 58 Thresher Fields accommodates 50-60 people. Sun Shelters can be reserved per day. Tennis Courts per court per hour $ 4 $ 5 $ 4 $ 5 $ 4 $ 5 Use of parks for large groups and/or charity walks/runs/rides Groups using a substantial portion of park grounds or trail. Activities allowed only If not In conflict with existing City programs/services $ 60 $ 75 $ 62 $ 77 $ F? $ 77 en or arm t $ 25 31 26 32 32 a -11[ J! You,,, Groups _l1.ou 4, li.bu a Go.uu 9 iu,uu a Lr.VV a _w,uu Local Civic Groups $ 31 $ 31 $ 40.00 $ 20.00 $ 40.00 $ 20.00 Local Resident Groups $ 40.00 $ 20.00 $ 40.00 $ 20.00 o Per hour rental $ 31 $ 60 NA NA NA NA o Maximum one day rental $ 270 $ 540 NA NA NA NA Non-Resident Groups $ 50 $ 25 $ 50 $ 25 Profit Making Groups $ 75 $ 35 $ 75 $ 35 o Per hour rental $ 72 NA NA NA NA o Maximum one day rental $ 430 NA NA NA NA - py per oay t eu X Z- C&,,-,,y ac,: . s e gib* "pop-up") - a i4 . $ _ _y... 76 $ sb $ i o $ 95 vane Chuckwegon grill per day (requires a 2" ball hitch for towing) $ 45 $ 56 $ 46 $ 58 $ 46 $ 58 Extra picnic tables per table with a maximum of 6 $ 17 $ 21 $ 18 $ 22 $ 18 $ 22 Volleyball se horseshoes and bocce bell (price Per Item with $50 deposit) $ 4 $ 5 $ 4 $ 5 $ 4 NA Subject to approval ADVISORY PARKS CO SSION EAGAN, MINNESOTA WORKSHOP MEETING OF MAY 18, 2009 Prior to their regular meeting the Advisory Parks Commission met in a workshop session for an organizational meeting and to elect officers for the 2009-2010 meeting year. Members present included Rebecca Aanning, Thor Anderson, Phil Belfiori, Jennifer Dahlquist, Bruce Goff, Laurie Halverson and Duane Hansen. Member Michael Palmer was not present. Elections were conducted with the following results; Phil Belfiori was elected Chair, Laurie Halverson was elected Vice Chair and Bruce Goff was elected Secretary. Members voted to accept the 2009-10 meeting schedule as presented and deferred the appointment of members to the various subcommittees. A suggestion was made by Member Belfiori that the APrC consider a conversation that might suggest wrapping issues around sustainability or green initiatives into the existing commission should the City Council wish to move in that direction. MINUTES OF REGULAR MlEETIiNG OF MAY 18, 2009 A regular meeting of the Advisory Parks Commission was called to order at 7:00 p.m. on May 18, 2009 with the following Commission Members present: Thor Anderson, Phil Belfiori, Jennifer Dahlquist, , Laurie Halverson, Duane Hansen and Rebecca Aanning. Members Goff and Palmer were not present for the meeting. Staff included Director Juli Seydell Johnson; Superintendent of Operations, Cherryl Mesko; and Rental Coordinator Melissa Wind. APPROVAL OF AGENDA Member Dahlquist moved, Member Halverson seconded, with all present members voting in favor to approve the agenda as presented. APPROVAL OF MINUTES OF APRIL 20, 2009 Member Halverson moved and Member Hansen seconded, with all present mcinbers voting in favor to approve the minutes of April 20, 2009. VISITORS TO BE HEARD There were no visitors to be heard. DIRECTOR'S DEPARTMENT UPDATE Director Johnson began explaining that due to budget constraints mowing routes will be pulled back in some of the lesser used parks. Grass may not be mowed as short or may be mowed less often. Director Johnson did not foresee this being a problem for any of the park users. Grass will be killed in larger park areas including Wescott Station Park, and native prairie grass will be planted, which will require less maintenance in the future. Emerald Ash Bore has been found in the Twin Cities Area and traps will be installed and monitored by the Department of Agriculture. Member Belfori asked if City Forester Gregg Hove may want to come to speak to the Commission members to give them a better understanding of the situation. Director Johnson replied by saying that although the city forestry report does not come until later in the summer or early fall, it would be a good idea to push that report up, as more information develops regarding Emerald Ash. Director Johnson added that the City website offers current information on Emerald Ash Bore. It was noted that Parks and Recreation is applying for a large block grant through the Federal Recovery Act to improve energy efficiency. Director Johnson explained that a consultant will come in to all city facilities and buildings and do energy audits making a list of recommendations on how to run the buildings more efficiently. Advisory Parks Commission May 18, 2009 Page 2 The Eagan Community Center is now offering lower cost birthday parties for non peak times. Cascade Bay will be open for the season on Friday June 12e with 150 on staff. The Captains Course mini golf course is now open for the season. Hiring is finished for all summer programs and staff training will begin. Director Johnson reminded everyone that although dandelions are obnoxious, they are not noxious, and are not routinely removed from parks. ~1 - t;r, "f ALE DA There were no consent agenda items for the Commission to review. €"VELOPMENT r4OPOSAL There were no development proposals for the Commission to review. OLD BUSINESS There were no Old Business items for the Commission to review. NEW BUSINESS There were no New Business items for the Commission to review. TFH1 BUSINESS AND REPORTS Superintendant of Operations Mesko introduced Rental Coordinator Melissa Wind who gave a brief overview of the activities and events at the Eagan Community Center. Highlights included after being open for 6 years an estimated 2 million guests have walked through the building, which averages about 900 people per day. Coordinator Wind also introduced and reviewed the new marketing brochure currently being used to promote rentals, memberships and events at the ECC. Superintendant Mesko distributed a copy to all commission members and Member Hansen, commenting on the professional appearance, asked if the brochure was done in house and was impressed to hear that it was. Other highlights included the growth of meetings and events such as the Mothers of Multiple sales, the Eagan Rotary weekly meetings, and outdoor wedding ceremonies at Central Park. Member Belfori thanked Coordinator Wind for a very nice presentation. Member Anderson asked about the seating capacity for weddings and Coordinator Wind responded that the Oaks banquet facility could seat 350 for a meal event. COMM Director Johnson pointed out a positive email sent to the Civic Arena for a well done birthday party. RE?'"'b Member Hansen welcomed new Chair Phil Belfori and Vice Chair Laurie Halverson. Member Halverson welcomed new Members Rebecca Aanning and Michael Palmer. Member Aanning expressed her excitement to serve on the Commission and member Belfori thanked Aanning for volunteering her time. Advisory Parks Commission May 18, 2009 Page 3 ADJOURNMENT With no further business to conduct, Member Halverson moved, Member Dahlquist seconded with all members voting in favor to adjourn the meeting. The meeting was adjourned at 7:30 p.m. Secretary Date