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10/22/1987 - Advisory Parks & Recreation Commission• • AGENDA SPECIAL MEETING OF THE ADVISORY PARKS AND RECREATION COMMISSION OCTOBER 22, 1987 7:00 P.M. EAGAN MUNICIPAL CENTER 1. Cliff Lake Galleria and Towers. 2. Eagan High School/Dakota Hills Middle School Preliminary Plat - Building location 3. 1st Review - Draft Agreement for Tennis Courts and Athletic Field Use - District #196 4. Community Survey - Community Center Study • • MEMORANDUM TO: ADVISORY PARKS & RECREATION COMMISSION )ROM: KEN VRAA, DIRECTOR OF PARKS & RECREATION DATE: OCTOBER 19, 1987 SUBJECT: SPECIAL MEETING - OCTOBER 22, 1987 Enclosed is your agenda for the special meeting slated for October 22, at 7:00 P.M., at the Eagan Municipal Center; Lunch Room. Staff has prepared a brief memorandum concerning the Cliff Lake Galleria and Tower proposal for your review. Mr. Pat Hoffman and Mr. Peter Beck, of Hoffman Development group, will be available at the Commission meeting, and have been supplied with a copy of Staff's memorandum to the Commission. Staff also expects that representatives of the neighborhood will also be present for this meeting. Commission has been requested to make a recommendation /or transmit a letter with concerns and recommendations to the City Council and to the attention of the Advisory Planning Commission, which will be meeting on the following Tuesday, October 27th. Also enclosed is a brief memorandum and site plan for the Eagan High School /Dakota Hills Middle School, which will also be reviewed at the Commission meeting. Time permitting, Staff would like to review draft agreements for tennis courts and athletic field use at Northview Athletic Fields, which is being proposed in conjunction with the High School /Dakota Hills Middle School. Finally, Staff would like to review with the Commission, the Community Survey intended for the Community Center. Members are perhaps aware by now, that City Council has approved the Commission's recommendation for the hiring of a firm to complete the study and Staff expects to have completed its reviews and interviews of the firms by time of the Commission meeting. GO TWINS! KV /bls z • MEMORANDUM TO: ADVISORY PARKS & RECREATION COPMIISSION 0 ) FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATION DATE: OCTOBER 13, 1987 SUBJECT: CLIFF LAKE GALLERIA TOWERS Commission has previously reviewed the proposed Cliff Lake Galleria Towers proposals and made several suggestions to the developer. The Commission expressed concerns regarding: traffic, impacts on the park sites, landscaping, loss of vegetation, etc. At the October 22nd Commission meeting, it would be appropriate for the Commission to make a recommendation identifying the remaining concerns regarding the project. These should be completed and forwarded to the City Council and Planning Commission. Staff has compiled the Commission's previous comments for possible inclusion into a motion regarding the plat. 1. The Commission has considerable concerns regarding the increased traffic on Rahn Road, and how it may impact the park, and its use. The proximity and high use of Rahn Park ballfields may incur a negative impact from the increased traffic. 2. A proposed access road from Rahn Road into the project, is not aligned with an existing road into the park parking lot. The Commission does not wish to have the park further impacted as a result of higher traffic and inefficient circulation. The eventual upgrading of the existing parking lot will increase the access and egress into the park. The Commission would like the Engineering Department to review this alignment to ensure proper and safe traffic movement. 3. Should the City find it necessary to re- install the existing backstop along Rahn Road, interior to the park, the developer should be responsible for a portion of these costs. The developer should provide in conjunction with the backstop relocation, a physical separation between the road and the park - via a hedge, berm, or a combination of fence and plant material. 4. The developer shall provide for a trailway along Rahn Road, north of Cliff Road to Shale Lane. 5. The developer should provide an internal pedestrian and bikeway path which is responsive to the shoppers and visitors using the site. The pedestrian way should integrate with the public trail system and provide safe and efficient access directly to the commercial facility. Appropriate bike racks or bike parking areas also should be provided. • • • Cliff Lake Galleria Towers Page Two 6. Large parking lot islands should be provided with significant tree massing providing a break -up of the visual continuity of the expansive bituminous parking lot. 7. The developer provide a composit listing of all plant material preserved, machine moved, and hand planted on site. The plant material should be depicted size and type. The developer shall provide the City with a replacement policy for any of these trees lost at a ratio of caliper inch for caliper inch. 8. Walls and plant material be provided for screening of loading docks and service areas. 9. Internal garbage collection should be provided. 10. A trail connection be provided to the Highline Corridor Trail with this plat, and /or with future plating as depicted. 11. Sidewalks should be provided along the proposed east /west road. 12. The small sliver of property on the east side of Rahn Road, proposed to be incorporated into the ponding area, and be sold or transferred to Cliff Lake properties for incorporation into the plat. 13. That the City and Developer shall enter into an agreement which defines a cash dedication amount, if the developer is not able to fulfill the land dedication as proposed in the Eagan Hills PUD. Such an agreement shall become part of the PUD, and this development. 14. That the developer provide for barrier fencing around those trees designated to be saved prior to the start of construction activities. Fencing shall be retained until such time as the construction activity is completed. Advisory Commission members may find other conditions /or recommendations that they may wish to make to the City Council, and should be incorporated into a recommendation memorandum. KV /bls • • MEMORANDUM TO: ADVISORY PARKS & RECREATION COMMISSION FROM: KEN VRAA, DIRECTOR OF PARKS & RECREATION DATE: OCTOBER 19, 1987 SUBJECT: EAGAN HIGH SCHOOL /DAKOTA HILLS MIDDLE SCHOOL PRELIMINARY PLAT APPLICATION Staff has received an application for a preliminary plat for the Eagan High School and Dakota Hills Middle School. What is unusual about this application is that the School District has chosen to follow a "fast track" construction technique in order to complete the school for the 1989/1990 school year. This fast tract construction program will consist of four (4) separate construction packages, with the first contract consisting of grading for the building pad. Other construction packages will be completed by the architectural firm as each phase is completed. It is anticipated that the last package for the entire building and site grading of the athletic fields and facilities, will be done in early 1988. The District has asked the City of Eagan to process this preliminary plat application as rapidly as possible, in order that contracts and occupancy goals can be achieved. The City Administration and City Staff has met with District Staff to formulate what has resulted in an "extremely unusual," and an extremely rapid time frame for processing the preliminary plat, the numerous documents, and coordination with the City. Part of the "new process" involves two reviews of the plat. The first review will be of the site plan pertaining primarily to the building location. This approval will allow the District to proceed with clearing and grading of this site, in anticipation of a foundation permit prior to winter frost conditions. The 2nd review of the plat will be of the remainder of the site - ballfields, etc. FOR COMMISSION REVIEWAL The Advisory Commission will be presented an over -all site plan, and boundary survey, for the proposed High School /Middle School. The Commission is asked to review this site plan and provide comments to the Architect, and to the School District regarding this plan. However, the Advisory Commission is asked to recommend to the City Council approval of the building location, in order that the School District may proceed with the grading package. Other concerns of the Commission can be dealt with separately at a second review session. • • • SCHOOL DISTRICT /CITY FACILITIES KV /bls - 2 - Despite the size of the High School /Middle School site, the School District will not be able to provide for all of the fields and tennis courts that the student population will need. The District and City Staff have prepared a first draft agreement for both the tennis courts and ballfield facilities. Briefly, the District will provide the funding to construct the twelve (12) tennis courts, presuming that they can be placed within Northview Athletic Fields. The District would have first priority for the use of these tennis courts for their tennis teams, physical education classes, and tennis meets. At all other times the City would be able to schedule and make use of these courts. The second agreement covers the utilization of City fields. The School District would like to utilize the two (2) soccer fields and five (5) softball fields at Northview Athletic Field for their extra curricular /student use. Attached to this memorandum is a first draft of both of these agreements for your reviewal. No action is required at this time, however, Staff would entertain direction from the Advisory Commission concerning any omissions /inclusions of concern for these two agreements. 7 • AGREEMENT BETWEEN INDEPENDENT SCHOOL DISTRICT 196 AND THE QT. . • • An agreement made this ki - e : ::: O ::FIELD UTILIZATION , 1987 between the City of Eagan, Dakota County, Minnesota and Independent School District #196, Dakota County, Minnesota. Whereas, the City of Eagan is a Minnesota Municipal Corporation duly authorized and existing under the laws of the State of Minnesota, and Whereas, Independent School Dj *trict'fl 96 duly organized and exiting under the State of Minnesota; and. relationship, Whereas, Independent School District #196 has need of City of Eagan, Parks and Recreation facilities at Northview Athletic Field for student use by Eagan High and Dakota Hills Middl''S81i681 ='SSCtitt i ts; and Whereas the City of Eagan, Parks Re0 - ation Department, administers park fields for use by the community and School District residents; and Whereas, School District facilities andfii:lds at Eagan High and Dakota Hills Middle School will be made . vatjabi :: ;.;.:: :ty and Community programs, and Whereas, the City of Eagan and School District have had a positive working 1 Now therefore, School District #196 and the City of Eagan, Parks and Recreation Department hereby agree to the following: SCHOOL ACCESS TO NORTHVIEW;ATHLETIC FIELD;:; - School District #196 shall ha re;:' o City playfields and diamonds one (1) through five (5), and two (2) soccer fields. The fields shall be available. for school team practices. A. Scheduling Desire to use City fields for practice and /or games shall be communicated annually by the appropriate Assistant Principal or Athletic Director. The request shall be made in writing and directed to the City of Eagan, Park:r'.eation Department. Such a request will be made prior to .eazh year. Such requests will receive priority, subject to C t Pogramined leagues. B. Hours of Use The hours of use slia11''riot'Co flt with the City of Eagan's scheduled - league play, allowing apprppriateme for field preparation for City use following school use. ' 'Gener y, fields will be made available to the School District prior to late afternoon /evening play by City leagues, unless such use is prohibited by circumstances such as, intensive field maintenance, field:::nd site reconstruction, or existing • C. Games or Tournaments D. Park Shelter Building event. FACILITIES In the event that :; tiga$4re desired for games, tournaments, functions. A. Scheduling special events, or : ::events outside;::pf normal practice hours, a separate request shall be mce•, to the Ci1;:3f: :: of Eagan. Such approval will be provided, subject to 4pa ::: :availability and dependent upon program Utilization of the exit :ti : k elter building shall be restricted to game situations only, and shall be made by request in advance of any COMMUNITY /CITY ACCESS TO SalOOL DISTRICT #196 HIGH SCHOOL /MIDDLE SCHOOL The City of Eagan, Parks and Recreation Department and the Community of Eagan and'School District residents desiring access and use of school facilities and fields, exclusive of =tt e''vars3t= =' 'aott3'a11 field, as follows: The City of Eagan shall annually make a request from School District #196, Eagan High School /Dakota H1::s Middle School Athletic Director, for the use of the '::Hi :: W0004cfle School fields. Such requests will receive first priority, af school use needs are met. The District shall determine days, dates, and hours of availability, subject 3 • to School District needs and usage. Generally, fields will be made available to the City following daily school use and on week -ends, unless circumstanc :::::::::.ifAW : :: :: :coi�►munity /City utilization, such as intensive field mai :tenance, recons auction, or severe turf damage. The request for use ::#fall be *: writing and shall be made by C. Summer: Day /Hours Field Maintenance and reshaping. 4 The City of Eagan shall have first: for field use after the school year is overor;: C ty ; ;; ailfi 'community needs until such time as school district programming resumes in the fall. It is assumed the City will request all fields. However, the City shall annually request each specified field for. periods of time. District #196 and the City of :: :Eagan • reaize that field facilities require periods of non - usage / rest ::C©lit:nuous field usage can cause severe turf damage. Both the City ifidSchool District shall take caution so as not to overuse any particular field, and may "rotate out" fields from use during particular times or time to avoid overuse. Rotation may also result in alternating *•taeek -to -week basis, but shall be • coordinated with the appropriate :Iminist>ration staff. A. The City of Eagan shall be respons€ite for providing regular and routine maintenance to Citi'344 ::::::sU x 4S mowing, lining, infield dragging B. School District #196 shall be routine field maintenance on field dragging, chali V field use. C. For the Summer months, :: hii .s is not in session, District #196 shall provide for regular and routine mowing and turf care of district facilities. The City of Eagan shall be responsible for providing infield dragging, cfi4 :it# t ;,: a : deli 4: g for games and /or practices as may be necessary /or use by the community and City. D. Cooperative Maintenance E. Other Maintenance Routine goals, etc., facilities. 5 responsible for providing regular or district facilities, including mowing, ;t r :for games and practices for its own The City of Eagan..will provide, at district request, personnel and equipment to reshape. a8"e.: School District #196 shall be responsible for any additional' mat.erial costs for reshaping shall be dm:::©r.: ::a= basis, unless determined to be unnecessary by the appropriate field personnel involved. said work. Said Other cooperative maintenance arrangements may also be agreed to which provide for equal pa >t'th City and School. maintenance and repair of backstops, field fencing, soccer shall be the respon0'bility of each party for their own • F. Temporary Fences G. Track Facility The running tracks at H. Other Field Areas tournaments, or playoffs. I. Utility Costs 6 Eagan-High School and Dakota Hills Middle School will be available;.::t.: cif: Eagan on days /times which do not conflict with school meets and practices, or at such times as may not conflict with school utilization of infield space. The City of Eagan shall enforce compliance with District regulations as determined by the school district; 'ipro_priate footwear at the time the City utilizes the facilities4:: : :. This agreement shall not restrict School District #196 from requesting the use of other ='C'i'ty = 'f"acifte''''or school events, •including games, The agreement shall not restrict the City from requesting the use of other school facilities for other City events. The City of Eagan and School District #196 shall each pay their own respective fees and charges for utilities. • J. Damage Costs The City of Eagan:;:;:e$::: : : :I strict #196 shall be responsible to recover damage cost ;and /or pay fc3r .repair for any vandalism which may occur to the facilif t :on each progeny. • • 7 • September 9, 1987 October 16, 1987 An agreement made this day of Eagan, Dakota County, Minnesota and Independent School District #196, Dakota County, Minnesota. the State of Minnesota; relationship, and SCHOOL DISTRICT 196 /CITY OF EAGAN Whereas, the City of Eagan is, :$'.Minn T to Municipal Corporation duly authorized and existing and the' lai :: ::©f the State of Minnesota, and Whereas, Independent School District #196 is duly organized and existing under Whereas, Independent School # M�,i�r':e3:i:: .96 requires sufficient space to construct twelve (12) tennirr . for utilization by students of Eagan High School and Dakota Hills Middle School; and Whereas, The City of Eagan ,k:s:::i:::R Department has sufficient space to accommodate twelve (12) tennis cQirts at:::;orthview Athletic Fields which is within close proximity to the high school a nd: middle school site, and Whereas, the City of Eagan and School District have had a positive working Whereas, the City of Eagari' aii'd' Y elgerid'erit School District #196 wish to provide for the construction of twelve:: {:3.2) tennis courts at Northview Athletic Fields, now, therefore, the parties agree as follows: 1 DRAFT 2nd DRAFT , 1987 between the City of • SITE PLANNING • The parties will jointly ap.ro`ie construction of twelve (120ennis courts :: T: planning shall be compatible: :: exist ±' site development by the City oF::4e0a:t:: CONSTRUCTION DOCUMENTS • Plans and specifications for the construction of said tennis courts shall be similar in scope and compat :bilitg: t.c� .P.I. j sting City specifications for tennis court construction under City Contract #87 -2, or adopted and approved by both parties. DEVELOPMENT COST Costs relating to the plannin courts shall be born as follows: B. plans and Northview topography specifications for the Athletic fields. Site and future plans for superior specifications, A. The site topographic surve_y..is to be shared equally by the City of Eagan and School District - 419'6'c he City and District shall each - receive a suitable, reproduci#.e co0: ::pf this survey for its files. School District #196 shall be responsible for any fee or charges associated with the design review by the architectural firm of Hammel, Green, Abrahamson & Associates. Ther: :. sty of Eagan shall be responsible for time, materials'%: :arid: s t.e it4 ng costs associated with design services of its landscape architect.fparks planner, or consultant parks planner in design development, planning, or construction management. 2 C. School District #196 shall be responsible for one hundred percent (100 %) of the construction cost of said tennis courts, including all grading, subsoil preparation, .bituminous, color coating, fencing fabric, tennis posts, nets, wind s.GVeiis;:;:;ai t::4:thp direct cost associated with the construction of the courts. D. The City of Eagan shafilliible for purchase, construction and installation of walks, benches, and plant material associated with the site plan. CONSTRUCTION The City of Eagan, Parks and Recreation shall be responsible for preparing plans and specifications, bids and bid advertising, contract award, construction supervison and.contract administration for the construction of said tennis courts. A. District #196 shall including bid opening Eagan as re- payment i'Q by the City. regarding the intended bid process, B. - District #196 shall approve the bid amount prior to actual award of contract by the City ='o . f'Eagi'i' C. The City of Eagan . shall process:t i pay claims for payment by the D. District #196 shall make periodic arid: timely payments to the City of ifg ::: :cog t::: :construction costs upon invoicing E. Final Payment of the Tennis Court Contract by the City shall coincide with the final payment by the School District. 3 • RESTORATION MAINTENANCE USAGE of said tennis courts following completion and acceptance by both parties. Said maintenance shall incttte A. Replacement and repair of tennis court nets. B. Periodic sweeping /clearning:::: court surfaces. C. Repair or replacementof•epWeourt fencing and fabric material. E. The City of Eagan shall be responsib* for labor and material costs for maintenance of turf and grounds in and around said facility. The City of Eagan shall retain its ownership and control the entire property and park facilities. Said control shall extend to the use of said tennis courts, parking lots and trails, etc. 4 Independent School District shall have priority use of said tennis courts for purposes of scheduling as follows: A. Physical Education High School /Dakota Hills Middle SCHEDULING School students. competition. B. High School /Middle School;tentam practices. C. Tennis meet /matches for Eagan High School /Dakota Hills Middle School students and for any'.::::os ddi rict, region, or state tournament The City of Eagan shall retain priority usage and jurisdiction at all other times than prescribed for High School /Middle School use. The City of Eagan shall maintain and publish a schedule of events for the twelve (12) tennis courts. School District #196 shall notify the City of Eagan Parks and Recreation Department with any intended usage, as noted above, at the earliest opporturii :'ty:''e6tfeduling of any meet or event due to Cancellations for weather, shall b::':co- ord:iated with the City. School District #196 shall have priority for tennis court utilization for its physical education /court classes. The district will make every effort to confine such usage, so as to provide for cis rt(s) facilities to the public. Tennis team usage will have priority $i1 the conclusion of the school activity day, during the Minnesota State High School Leagues approved Seasonal Calendar for Sports. Tennis meet shall have first priority and shall be scheduled with the Parks & Recreation Department at the earliest opportunity for posting and notification to the public. Said tennis meets may be conducted on days and ti::: "egular school days. In no way does this agreei,it restrict::;the school district's opportunity to sponsor state, district, oi'.x0i5t00i4 ce tournaments. "Special tournament" meets shall be coordinated with the City of Eagan for proper notification and. posting for public usage. CO- OPERATIVE PUBLIC USE School District #196, its coaches and officials, shall make an effort to consolidate tennis court usage in order to provide court space for public' play during school priority times. This shall be done at those times when play for physical educati60401meets, and tennis practice requires the courts, allowing the remaindertjf the courts to be used by the public. ADDITIONAL DEVELOPMENT This agreement does not ''re'st're': li�e right of the City of Eagan from completing additional development imprp ments associated with these tennis • courts. Development /Improvemen €` might:::include lighting, tennis return boards, signage, etc. In the case of said improvements, School District #196 will have an option to participate in construction costs. Additional development by the School District shallrequire written approval of the City of Eagan. • FEES AND CHARGES The City of Eagan shall ha i :;:;t1 ;:;r'i h :: Vi ecover cost for the admistration of the tennis courts and to tetain any fees:4d charges which may be levied for the use of the courts byArie public, : in 1uding, but not limited to; tennis lessons, City sponsored tour'n entW.:;light fees, reserved court fees, etc. District #196 shall be exempt from administrative fees as referred in this. paragraph. UTILITY COSTS The City of Eagan shall be water and electrical usage if /when made available to the courts. TENNIS ENCLOSURES responsible for payment of fees and charges for Should the City determine .that : : all of the tennis courts are suitable for enclosure in order to=''extend seasonal play, reasonable fees and charges may be charged to School District #196. However, those fees shall only extend so far as to cover those usesand..times not listed above as school priority. DAMAGE COSTS The City of Eagan shall be responsible to recover damage costs and /or pay for, repair for any vandalism done to th$::ennis court facilities. 7 • LENGTH OF AGREEMENT This agreement will be years, which represent time as this agreement subject to approval by both parties.