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10/01/1981 - Advisory Parks & Recreation CommissionAGENDA ADVISORY PARK AND RECREATION COI'IMITTEE REGULAR MEETING EAGAN, MINNESOTA EAGAN CITY HALL OCTOBER 1, 1981 6:30 P.M. - PARKS TOUR* 7:30 P.M. - REGULAR. MEETING 1. CALL MEETING TO ORDER AND PLEDGE OF ALLEGIANCE 2. ADOPT AGENDA AND APPROVAL OF MINUTES OF SEPTEMBER 3, 1981 AND SPECIAL ;' OF SEPTEMBER 16, 1981. 3. DEVELOPMENT PROPOSALS None 4. OLD BUSINESS None 5. NEW BUSINESS 1. Request of James Plantenberg 2. Winter Skating Program - 1981 -82 3. Trails Plan Funding 6. OTHER BUSINESS /REPORTS 1. National Parks and Recreation Conference - Attendance 2. Teen Program. - Study Committee 3. Establishment of Sub - committee on parks meeting Blackhawk P.U.D. Review /Vienna Wood 4. Committee Job Description 5. Park Sign Logo 6. Other 7. ADJOURNMENT * Members are reminded to call the office if they are unable to attend. The regular meeting will begin at 7:30 PM with the parks tour beginning at 6:30 PM. October 1981 MEMO TO: ADVISORY PARKS AND RECREATION COMMITTEE FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATION RE: OCTOBER 1 COMMITTEE MEETING The regular meeting will be proceeded by a tour of River Hills Park and Ridge Cliffe Park beginning at 6:30 P.M. Dale Runkle, City Planner, will direct this tour in my absence. Although I will not be available during the tour I will be at the regular meeting beginning at 7:30 P.N. There are no residential developments to be reviewed which in- cludes potential parks dedication. Mr. Runkle will provide an overview of other developments within the community for your information. Under Other Business and Reports, there are several items which require the committee's attention. The first item is the National Parks and Recreation Conference to be held in Minneapolis. Dis- cussion by the committee members as to which days members may wish to attend should be concluded. Please refer to your August packet for the agenda of the conference. The second item is for volunteers and appointment to a study committee on teen programming. With the recent resignation of Dick Pettit and Jean Loken, the committee consists only of Carolyn Thurston. It would be de- sirable for two additional members to be appointed to work with department staff on this study. Item three pertains to a general "job description" and workings of the Advisory Committee (gee attached). There has been some discussion by new members of the Advisory Committee that it would be helpful for them to become oriented to the parks committee if they could have some type of handouts. I've taken the liberty of drafting several items for the committee's review which I feel might be given to potential new appointees to help them understand the workings and relationship of the committee. I would suggest as part of an orientation program for new members, that the park packet from the previous two meetings be provided to new members. And, that a member of the existing committee be assigned as an "adviser" to the new member. The role of this individual would be to welcome the new member to the committee and assist them in understanding the happenings of the Advisory Committee. The Director of Parks and Recreation would also be willing to schedule a meeting with newly appointed members to go over significant and pending actions of the committee, answer questions concerning parks, etc. if it were so desired by the member. Staff would appreciate the couuuittees input in regards to this matter. Staff is currently reviewing the Blackhawk P.U.D. in an attempt to "refigure" dedications. Because of the re- alignment of 35 -E since the original P.U.D. was made, some re- negotiations will be required in the north half as well as some refiguring in the south half. A final determination will also have to be made relatively soon concerning the park land in the Vienna Woods addition. Staff has met with the representative of this de- velopment and is in the process of acquiring the final alignment a • • October 1 Committee Meeting - Memo Page 2 for 35 -E. Once this has been received staff will then prepare a proposal for the acouisition of park land in this section. It would be desirable to review these two issues with the parks sub - committee prior to presentation before the committee as a whole. A tentive meeting date could be scheduled to accomplish this task. The City Logo has been transferred to a wood plaque for possible application on park signs. The plaque needs some revision, but will give the members an excellent idea of what is being en- visioned. Last, enclosed in your packet is a copy of the letter which was prepared at the special meeting of September 16th addressed to the Mayor and Council. At this writing, it appears it will be on the Ocotber 6th agenda for the Council. September 25, 1981 Draft The Advisory Parks and Recreation Committee is an appointed committee of the City Council of volunteer citizens. The purpose of the committee is to advise and make recommendations to the City Council concerning both parks and recre- ation issues. In addition the committee provides input to City staff, in affect, acts as an advisory board on community interests concerning recreation and parks. Organization: The committee consist of 10 members who are appointed by the City Council for 3 year terms. Chairman, vice - chairman and secretary are elected annually by the committee members at an "organizational meeting" in January. Study committees are also organized at this time. Meetings are held monthly, or at the call of the chairman. Members Role: As a member of the committee, regular attendance and partici- pation in committee work is expected. Committee work covers a broad range of issues throughout the year. And, the formation of task groups is vital if the responsibilities of the committee are to be executed. Perhaps the most significant responsibility the members have is to keep an open mind to parks issues. Listening, learning and discussion of issues are important aspects of committee work. Decision making should be based on information gathered and what can be seen as the betterment of the City and parks and recreation system. Maintaining objectivity in the face of special interest groups is often difficult, but essential to a balanced approach to parks. The Advisory Committee acts as a group; disagreement and divergent views are expected and desirable. However, these views are not to be represented to outside organizations /committee as being representative of the ciews of the Advisory Committee or City. Members need to be certain that they do not express personal views and interests as that of the City. Page 2 Responsibility /Authority: The committee does not have statutory powers, as do "park boards!' It is a creation of the City Council with the responsibility of parks and recreation. The committee reviews residential development for recommendation of parks dedication; annually reviews the budget, provides input regarding programming, hears citizens requests and investigates issues for recommendation, in addition to the general responsibility of parks and recreation, the committee will perform "special" responsibilities as well. As an example, the Advisory Committee provided input and reviewed the City wide Bicycle Trails Plan, the needs for a Master Parks Plan, and reviewed plans for park development. Staff: The City employs a professional administrator for the parks and recreation department whose responsibility includes the day to day direction and operation of the department. Directly responsible to the City Administrator and City Council, the director prepares the operational budget, purchase major equipment items, oversees the forestry department, and weed control program, plans parks maintenance and development activities, as well as give direction to the effective operation of recreational programming, etc. As the position relates to the Advisory Committee, the director prepares the committees agenda and support information concerning agenda items. Items re- quire committee action, informational items on parks and programs are presented by the director and communicated to the appropriate parties. The City Administrator and City Planner are often at meetings of the Advisory Committee and will comment on council directives, as well as background in- formation pertaining to City development. For Your Information: Park Dedication: The City has enacted an ordinance under Minnesota laws, which grants a community the authority to receive land for park purposes from residential developers. This dedication is set at 100 of the land to be developed. In instances in which suitable land for park purposes is not available, or the amount of land is not sufficient to support a park, a cash dedication is taken. The amount of the cash dedication is based on the type of residential unit. The committee annually reviews the fees for possible adjustment. The cash collected goes into the "park site acquisition and development" fund for purchase and /or development of parks throughout the community. Comp Plan: Required by the Metropolitan Council the City prepared a "Comprehensive Guide. Plan" for the City. One segment of the plan includes parks. Neighborhood service areas were defined to help determine what park needs might be for each portion of the City. C.I.P. or Capital Improvement Program: The department has prepared a C.I.P. document which lists each park area and improvement to each park for a five year period. (This list does not include facilities) The five year program would cost (if funds were available) in excess of 2 million dollars. P.U.D.: A planned unit development is an agreement between a City and developer/ land owner to develop the land included in the agreement according to a specific criteria; including residential densities, park land, commercial area, with a proposed time frame for development. P.U.D.'s run for a period of 5 to 15 years. Master Parks Plan: A Master Parks Plan is a document or intensive study of the park and recreation system to determine existing deficiencies in land and type of facilities the City needs to provide its citizens. The study seeks to focus -in on a specific park needs, prioritize those needs via -vis the rest of the park system needs, as well as provide direction for the department. • 1 Qualifications: ADVISORY PARKS AND RECREATION COMMITTEE JOB DESCRIPTION /QUALIFICATIONS September 25, 1981 1. Resident of the City of Eagan. 2. Willingness and dedication to commit both time and personal energy to the committee. 3. An interest in both parks and recreation issues. 4. Desire to provide a broad range of parks and recreation service to citizens of the community. 5. Interest in and knowledge of the community of Eagan. 6. Interest in recreation and parks fulfilling a vital role in the quality of life for Eagan residents. 7. Willingly seeks input from neighborhoods, organizations, and individuals. 8. Ability to maintain an objective approach to park issues. Responsibilities: 1. Attend and participate in regular monthly meetings and special meetings. 2. Attend and participate in appointing study committee which may be required to conduct the affairs of the Advisory Committee. 3. To make recommendations concerning parks acquisition and development to council and staff. 4. To review and make recommendations concerning recreation programming. 5. Annually elect officers for the Advisory Committee. 6. Provide input into park site planning. 7. Annually review the budget. 8. Performs fact finding tasks for council. Reports to: City Council Director of Parks and Recreation Perform an Evaluation: 1. Self evaluation 2. Regular attendance and participation. 3. Knowledge and satisfaction that committee is full - filling a vital role in the community. Condition of Work: 1. 3 year terms; appointment by council. 2. No compensation; but a great deal of personal satisfaction to be offered. • Job Description /Qualifications Duties of Chairman 1. To preside over regularly scheduled and special meetings. 2. To call special meeting of the Advisory Committee when required to conduct the responsibilities of the committee. 3. To act as spokes person for the committee. 4. With the Director of Parks and Recreation; establish a tentitive agenda for monthly meetings. 5. Assign members to special study committees. 6. Advise and consult with individual members concerning their partici- pation on the committee. Duties of the Vice Chair - person 1. In the absence of the chair - person, conduct meeting of the Advisory Committee. 2. To perform assigned task as might be requested from the chairman. Duties of the Director of Parks and Recreation 1. To assist in the development of the agenda and preparation of packet material. 2. To act as a liaison to the City Council for the recommendations made by the committee. 3. Provide direction and input to the committee concerning parks dedi- cation and recreational programming. 4. To perform fundamental research in the study of parks and recreation issues. 5. To attend meetings of the Advisory Committee and study committee. • October 1981 MEMO TO: ADVISORY PARKS AND RECREATION COMMITTEE FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATION RE: JAMES PLANTENBERG - REQUEST TO PURCHASE PARK LAND PARCEL Background: Mr. James Plantenberg, 1746 Palisade Circle, is requesting to purchase a triangular portion of property to be split off of Oak Chase Park in order to increase the size of his residential lot. A copy of the letter and diagram of the area prepared by Mr. Plantenberg is attached. Mr. Plantenberg would like to acquire the property to continue a road into his lot for a home. Apparently this parcel was previously requested for purchase by Mr. Carlson some years ago, but was denied by the park committee. Analysis: Oak Chase Park is in neighborhood service area 27, and consist of approximately 62 acres of land. Much of the park is under overhead power transmission lines, is split by Oak Chase Road and has two easements crossing the westerly portion of the park. The triangular portion being requested for purchase is west of Oak Chase Road and consist of approximately 8,100 sq. ft. The triangular portion is on the south edge of the park. (see diagram). The land slopes to the pond area further to the south at approximately a three to one slope. This area has numerous poplar trees. This area is not now being utilized for active park space, nor are there any current plans for expansion of park activities into this area, at this time. However, the area does serve as a preserve /open space area and is a positive amenity to the park as a whole. This park land was acquired by the City through parks land dedication. It would appear that the City could sell the requested area if it was so desired. Discussion: The park area in question, although it is not "used ", provides a scenic and desirable amenity to the park. While the sale of the land would provide some income, it does not appear that this land sale would improve the overall character of the park system or this particular park. Mr. Plantenberg has stated that he would be willing to plant up to twenty evergreens to enhance the area and provide screening. If the land in question is viewed as being "surplus" and not as an enhancement to the park, or if the sale of the land can improve the park system as a whole, then a sale would appear to be appropriate. 1 Request to purchase park land parcel - memo October 1981 Page 2 It would be staff's recommendation not to sell this parcel; however, if the committee is to recommend sale of the property, it is staff's recommendation that the property be sold at current park property costs and for the buyer to assume all legal and incidental costs associated with the sale. 1 E Path Boa oG om zaGrtQ fizzi aaia fr ropa a -� ,e/ie Pa4A ea t v ael.A ouieiteug a patcel 91 cfirsty Ate ?wad zekeh 4;41w /iv 2 . trincizsdiel oatett cd/r¢ heavy Glcto& .leize WIL142 d woad' /tvrt m d2/ ,, � • ,,/ d woad a/ao "-tease °- 444.t. g ant G�ixdrl .t/t¢ dtue1/Rr�`"�e eP�ra4i�n9 . adi 04 ZY � P tadiaa QB.s:tontint GO would ado «e /22a Alant' a imi?nanIon q e coo .tta1 ireia . Qvigou oan.ae? � p„AcAae,e ,�/a°'brae ° -!° u.»"!d - ant P n fry haaz .vn ,Q.ac a way ac �-to �a _gamk pect.ai /mg "waaSe ad 2/ /12Ztet j4ke _gam Java d4:111g10% $1 / 8 lie't .,tezzeV oupooseal. twde a/not e , arnalitt 94.ta&net. ,610a A nti Ma. : 14 v" -zzi. Mae P«.ltaado • G?1 97kr 6 ?' : g56?agV.7 /59: a E /226 _ 200 _ -- A/81° 5 ..a )‘) HoR7A Deserlpttons Tor: Tin Frisbee / /I ; ' V- — oo _ Sheet 3 of 3 Sheets Ames A444.) 14>AD 60 Dated: Dec , 2(), 1977 Nogrii 1/4/6 1,"■/) 5h-y :5 2 7 - T .27 11./ - /2 2 30/ • ARM N 89 7 vor . .•• October 1981 MEMO TO: ADVISORY PARKS AND RECREATION COMMITTEE FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATION RE: WINTER SKATING PROGRAM Background: Staff is beginning preparation for the upcoming winter season. Some modification to last years skating program are being reviewed and presented here for considera- tion by the Advisory Committee. Review: Last year the City adopted a three level classi- fication plan for its skating facilities. Class A Rinks: Received highest priority for maintenance and were open for a "longer season'.' Class B Rinks: Were second in priority and had some- what shorter hours /season. Class C Rinks: Which consist of pond locations and locations without warming houses comprised the third level. Although last years warm temperatures caused frequent rink closings and disruption to the skating program, the classi- fication system seemed to work well for the skaters and department. Attendance figures indicated that both Rahn and Well Site, which are Class "A ", were the most heavily used. Carnelian was also used heavily by hockey groups. Other locations attendance was disappointing. Weather is suspected as being the major problem here. Attached is the departments '80 -'81 skating rink schedule for your review. Program Modification: Staff is considering the following modifications to the 1981 -'82 schedule. 1 That the rinks not be open on Christmas day. Last years attendance was very, very low, as an example: 0,0,3,0,1, and Rahn only had 3. Cold temperatures may have kept the attendance down. In addition to the low attendance, securing attendants to work this day presents a problem. Most would prefer to spend the day at home for the traditional Christmas holiday. For these reasons, consideration for closing of the warming house on Christmas day is being considered. 2 That Rahn rink become a "hockey center'.' Staff is considering that the two Rahn hockey rinks be the major rinks for hockey activities. Previously only one rink would be allowed for scheduling of hockey while the other would be "open.' The proposal that would be presented to the hockey association would be to schedule games and practice at Rahn and dis- continue the use of the neighborhood facilities at Carnelian and Woodhaven for practice and games. Well Site would also be severely limited for use as a game /practice facility, to two nights per week • Winter Skating Program - Memo October 1981 Page 2 and Saturday mornings. These two facilities, Rahn. and Well Site, would continue to be classified as "A" rinks with the season continuing until February 15. After this date, and weather permitting, the rinks would be open on a reduced schedule for skating until March 1. The purpose of the Hockey Center concept is to reduce the frequency of use of neighborhood rinks for games and practices, allowing them to be used for informal play. This concept has not yet been discussed with the hockey association, but is believed to be an improve- ment for their activities. A meeting is scheduled for October 6 to discuss the coming winter programs and discussion of this with them. If the associations are in agreement that this is a plausible approach, it is believed that there still will be numerous open hours at Rahn for other use's - Broomball, Boot Hockey, informal skating. Staff is seeking committee discussion and input regarding this item. • EAGAN PARK & RECREATION DEPARTMENT ICE SKATING RINK LOCATIONS Opening date: December 20, 1980 Warming Houses are closed: When the wind chill factor is -30 or colder. After a snowfall of 3" or more until rinks are cleared by City crews. The blue light on the roof of a warming house is on when a warming house is open. PLEASURE SKATING AND HOCKEY WITH WARMING HOUSES Rahn Park Well Site Carnelian Park Lexington Park (McKee Addition) Pilot Knob School Woodhaven Park Highview Park PLEASURE SKATING WITH WARMING HOUSE Cedar Pond PLEASURE SKATING WITHOUT WARMING HOUSES Country Home Heights Evergreen Park Bur Oak Pond WARMING HOUSE HOURS Weekdays, During School Vacation Days and Saturdays Sundays Christmas & New Year's Eve's Christmas & New Year's Day's Next to Rahn School - 2 hockey rinks and free skating area (East hockey rink is available for free hockey at all times) Pilot Knob Road, north of Cliff Road Blackhawk Road & Carnelian Lane Lexington Avenue, north of Lone Oak Road Lone Oak & Pilot Knob Roads Gold Trail, southeast of Beau D'Rue Drive Pilot Knob & Skyline Road County Road 30 near Cedar School Beam Lane, east of Pilot Knob Road, north of Lone Oak Road Pilot Knob Road & Walfrid, south of County Road 30 Highway 49 & Chapel Lane 4:00 PM - 9:00 PM 10:00 AM 9:00 PM NOON - 9:00 PM 10:00 AM - 5:00 PM NOON - 5:00 PM CLOSING DATES February 8, 1981 - Cedar Pond, Highview February 15, 1981 - Carnelian, Woodhaven, Lexington, Pilot Knob. Well Site and Rahn - reduced hours for' as long as possible. • • MEMO TO: TOM HEDGES, CITY ADMINISTRATOR FROM: KEN VRAA, DIRECTOR OF PARKS AND RECREATION RE: FUNDING, TRAILS PLAN August 25, 1981 With the acceptance and approval of the bicycle trails plan by the City Council, the City has taken a significant step to- wards providing a major transportation and recreational link -up within the community. As time consuming and as difficult as the trails plan was to complete, the hardest part of the plan is yet to come. That is the implementation of the plan itself. If the plan is to be totally effective, the plan must be put into motion. If not, the plan becomes valueless and consumes file drawer space. The implementation portion of the plan requires continuous monitoring and directive action by staff to insure that opportuni- ties for trail development, consistent with the trails plan, is taken advantage of. Necessary for the implementation of the plan is funding. This is one aspect that the City must address itself to at an early opportunity to insure that opportunities are not lost. The trails plan document devoted several pages to the fund- ing issue, which is best summarized by saying that: no single source of revenues will be able to provide all the fundin neces- sary to do the trails plan. Rather, a combination of funds will be required i total, and indeed if only a portion of the trails plan is to be implemented. For your review I have included pages from the trails plan addressing the funding issue. Staff has performed a preliminary cost estimate based on both a five year trails construction program as well as a totals trails plan which would be. extended beyond this five year period. The first five year program addresses nearly 22 miles of trails at a projected current dollar cost estimated at $700,000.00. Additional trails envisioned after 1985, as the City continues to expand out- ward, will add additional 39 miles of trails. It is estimated that this would cost $942,000 current dollars. The first years projected cost, for 1981, it was estimated that 9.26 miles of trail would be constructed. As you are aware, 4 miles of this 9.26 are currently under construction with the upgrading of Pilot Knob from Yankee Doodle to 494. A portion of this funding has come from the State trails program as well as City and County participation. Including the current year trails designated for construction -or currently under construction- the total estimate for the entire trails program which encompassing approximately 71 miles would be $1,677,000 in current dollars. If the City is to meet this cost estimate the City will indeed have to find several sources of revenue. This would be true even if • Funding, Trails Plan - Memo Page 2 the community were to have a scaled down trails program from that which is envisioned as part of a fully developed community trails plan. • Undoubtedly the discussion of finding revenue for funding the trails system will be a lengthy one. I will briefly touch upon some of the potential sources for such revenues. The availability of grant funds is rapidly dwindling with the current administration in Washington D.C. It is not likely that this will be a realistic and reliable source of funding. Conse- quently, the City will have to look at locally generated funds, but be observant for opportunities that may present themselves for Federal grant and aids. This would be similiarly true for State aids. A second alternative could be in addition to the parks dedi- cation fees. Like parks cash dedication, an additional cash charge could be made with monies designated specifically for trails development. The disadvantage of this method is that it puts an additional cash burden on the "front -end" of a develop- ment project. Many developers have already made a park land or cash contributions under existing P.U.D.'s, and this may mean going back and trying to re- collect. When the trails plan was being developed, it centered around the concept that it would serve major commercial, industrial employment areas as well as parks and other significant traffic generators within the community. It was assuted that the bene- ficiaries of the transportation system should assist in paying for a portion of the systems cost. Existing cash dedication policies for parks does not apply to commercial /industrial areas, consequently it would seem inappropriate to utilize only these funds. Staff has reviewed the possibilities of designating a portion of the road unit - charge specifically for bicycles trails construc- tion. Currently, the road unit - charges are charged at the rate of $185.00 per unit for R -1, R -2 and R -3 and $148.00 per unit for R -4. A $550.00 per acre charge for industrial property. Conceivably, a percentage of this road unit rate, could be earmarked specifically for trails development. Staff recently reviewed the projection of the number of housing units. remaining to be built at saturation, and a projection of industrial land remaining to be developed. From this data and applying a figure of 10% to be earmarked for trails, the City could anticipate receipt of approximately $430,000 from residential construction and approximately $95,000 from commercial/ industrial development or approximately $525,000. This amount would finance approximately 1/3 of the city wide trails plan in current dollars. Other funding necessary to complete the trails program could potentially come from areas of other sources including parks bond issue or general fund money. • Funding, Trails Plan - Memo Page 3 Perhaps at an early opportunity you could schedule a meeting with the City Council to review the trails plan with the intent of seeing it placed into affect via a specific funding formula/ strategy. With your direction, I could develop in more detail specific dollar amounts that might be generated through various alterna- tives for presentation after some direction has been received from you or the City Council. The council should also discuss how the City intends to proceed with other segments of the trails plan which do not re- quire the laying of bituminous mat. As an example, the trails plan show a section of trail from Johnny Cake Ridge Road north of Cliff Road to the power line as a class II trail. What this would require is the striping of a bike lane area and signing for bicyclist use. City staff has estimated that this cost would be approximately $500.00 in materials to accomplish. The question that needs to be addressed is how these segments should be implemented, when they should be implemented, and obviously the funding for implementation of these segments. well. I will wait your response too in regards to this item as t BEA BLOMCIUIST MAYOR THOMAS EGAN MARK PARRANTO JAMES A. SMITH THEODORE WACHTER COUNCIL MEMBERS HONORABLE MAYOR BLOMQUIST and CITY COUNCIL MEMBERS CITY OF EAGAN PHONE 454 -8100 3795 PILOT KNOB ROAD P.O. BOX 21199 EAGAN, MINNESOTA 55122 THOMAS HEDGES CITY ADMINISTRATOR EUGENE VAN OVERBEKE CITY CLERK September 17, 1981 A Master Parks Plan for the City of Eagan has been a consideration for several years by the Advisory Parks and Recreation Committee. For the past several months members of the Advisory Committee, with the Director of Parks and Recreation, have been making an indepth study of the needs for a Master Parks Plan. The progress of the study committee is reflected through the various memos and minutes of its meetings. Recently, after two special meetings of the study group and the Advisory Committee, we have concluded that the City should embark upon a program which would result in the develop- ment of a city wide Master Parks Plan. Because of the rapid growth and development of Eagan, the City and parks system are in a critical period in which it must plan for its park needs on an orderly and objective basis, rather than having to react to situations as they unfold. We have come to this conclusion and recommendation be- cause we have recognized the importanceof a Master Parks Plan. The importance of a Master Parks Plan extends beyond the good of the parks system. It is for the benefit of the entire community of Eagan. A Master Parks Plan has many positive benefits. Based on a statistical analysis of existing resources of the community, the Master Parks Plan will help to direct the future growth of the parks system efficiently and effectively by recognizing existing deficiencies in the system and the potential growth of this community. Through a process of prioritization, these deficiencies can be met in a timely manner recognizing both long term and short term needs of the system. The master plan will help to insure that the park system achieves a balanced approach towards providing various recreational pursuits while insuring continuity of direction. Finally, the master plan will answer the needs and questions concerning the parks of today. Do we know THE LONE OAK TREE ... THE SYMBO OF STR Anln (Z C WTI+ In1 ICI ( AI4IIAIITV • • BEA BLOMQUIST MAYOR THOMAS EGAN MARK PARRANTO JAMES A. SMITH THEODORE WACHTER COUNCIL MEMBERS These needs include: CITY OF EAGAN 3795 PILOT KNOB ROAD P.O. BOX 21199 EAGAN, MINNESOTA 55122 PHONE 454 -8100 what our park needs are, how many, how much, how soon and where? We have identified various needs that might be studied in a master plan for parks within Eagan. A preliminary list has been compiled, without detail, which serves to show the readily identifiable needs of the system. THOMAS HEDGES CITY ADMINISTRATOR EUGENE VAN OVERBEKE CITY CLERK 1. Various types of recreational facilities the community will need now and in the future. 2. Special use facilities for recreational pursuits. 3. Water based recreational opportunities for adults and children. 4. Need for trails - including passive trails, horse trails, and snowmobile. 5. Types of recreational opportunities that the community will need to provide. 6. Open space, passive and reserve areas: Do we need more? If so how much? What opportunities exist? 7. Acquisition needs. How soon do we need to acquire additional property to maintain the system? What types of park land should the City seek to secure? 8. Development of concept plans for the City's undeveloped parks to insure a systematic and timely development of these identified park areas. 9. Identification of improvements needed on existing developed facilities. 10. The need to study the relationship of all of the above as well as the role of private recreational resources, the impact the school system has on the recreational system, relationship to regional, county and state parks systems and the role of special groups. All of these needs are considered to be essential elements for study in a Master Parks Plan. They can serve as a basis by -2- • THE LONE OAK TREE ... THE SYMBOL OF STRENGTH AND GROWTH IN OUR COMMUNITY. BEA BLOMQUIST MAYOR THOMAS EGAN MARK PARRANTO JAMES A. SMITH THEODORE WACHTER COUNCIL MEMBERS CITY OF EAGAN 379S PILOT KNOB ROAD P.O. BOX 21199 EAGAN, MINNESOTA S5122 THOMAS HEDGES CITY ADMINISTRATOR EUGENE VAN OVERBEKE CITY CLERK which staff, council and committee can further refine to de- velop the issues within the Master Parks Plan. During the study of the Master Parks Plan for Eagan we would look to the City Council for a guiding hand and involve- ment in the analysis and decision making process as the plan begins to take shape. We have also come to the conclusion that involvement of the community through an interactive process is a very desirable element with the Master Parks Plan study. We would invite neighborhood representation as well as those citizens actively involved in adult and youth organizations, business and community leaders, as well as those who have an interest in the future of Eagan to participate in the early phases of the process. In an effort to reduce the consultants time and cost through this process, we the Advisory Committee, have begun to identify how we might be able to become actively involved in the data collecting process. For example, the staff and the Advisory Committee could gather the data on zoning, demographics, existing park boundaries and elements, popu- lation and economic information, existing park policies, much of the regional parks data, as well as private recreational facilities available within the community and surrounding areas. Certainly the knowledge of the three independent school districts might be collected and gathered by advisory members and supplied by cooperative staffs from the school districts. Committee members could also begin to identify key individuals through- out the local business and industrial community as well as knowledgeable people concerning parks needs. It would be ex- pected that the consultant would analyze the data presented, conduct the various neighborhood meetings, prepare concept diagrams of neighborhood parks for development and complete the investigation of the parks needs as previously identified, and finalizing the plan. Through our investigation, we have determined that the services of an outside professional consultant knowledgeable in parks planning is required. The cost of a Master Parks Plan within the scope being envisioned, is estimated to cost in the range of $35,000.00. r BEA BLOMQUIST MAYOR THOMAS EGAN MARK PARRANTO JAMES A. SMITH THEODORE WACHTER COUNCIL MEMBERS Carolyn Thurston Margaret Tilley Sandra Masin CITY OF EAGAN 9295 PILOT KNOB ROAD P.O. BOX 21199 EAGAN, MINNESOTA 55122 PHONE 454-8100 The Advisory Committee would hope that a completed master plan could be available by late 1982. If the council concurs that this is an importantissue for the parks system and City, it will require the detailing by staff of the elements and re- quirements for a consultant to proceed. A. detailed Request For Proposal (R.F.P.) sent out to qualified planning firms who are knowledgeable in parks systems studies, would need to be made. It is estimated that it would take approximately two to three months to complete the process of preparing a R.F.P. and the final selection and securing of a consultant. Once the consultant has been hired a completed study plan would require between seven and nine months to complete. The Advisory Parks and Recreation Committee discussed at great lengths the cost of securing an outside consultant and the relative cost of doing so. We believe the benefit that a Master Parks Plan can produce over the years must be considered an investment in the parks system rather than a cost. It is for this reason that the Advisory Committee would hope that the council would consider the inclusion in its 1982 budget appropriations an amount to cover the cost of this study. If this is not feasible, the Advisory Committee feels strongly that the initiation of this study is of primary importance to the parks system and that a funding might come from the park site acquisition and development fund if no other dollars are available. A Master Parks Plan for the City of Eagan is vitally essential. This Master Plan study should begin at the earliest opportunity without delay. And, the Advisory Parks and Recreation Committee urges the City Council to make a determination as to the importance of the Master Plan study and its funding. , submitted, Ro erJMartin, Chairman Richard Carroll Michael Thomas Mike Fedde Douglas McNeely Steve Johnson -4- THE LONE OAK TREE ... THE SYMBOI CIF 4TRFN[7TM stun n unwTIa iN nI rnuuI miry THOMAS HEDGES CITY ADMINISTRATOR EUGENE VAN OVERBEKE CITY CLERK MEMO TO: FROM: RE: Members Tilley Carroll Pettit Johnson McNeely Thurston Loken Martin Radl Thomas Fedde Masin TOM HEDGES, CITY ADMINISTPATO! KEN VRAA, DIRECTOR OF PARKS AND RECIEATION COMA "ITTEE MEMBER ABSENCES As you'll_ note in reviewing this list of several of the members of the co- ii chairman indicated to me that they c crr past the City Administrator had "c.ct ri have frequent absences to the i° -sc c _:,:. case then either I or the chai 'rtr: informed and we can make person 1 cc their attendance at the me ting4,. P<: appropriate. Recently, the chairman and vice-chairman of tl Recreation Committee spoke to n:o regarding thx absences of several of the committee mer;.herc. the Advisory Committee has recetitly gone thrnt of the needs for a Master Park Plan, aril, arft committee will be able to proceed with t iac del master plan in the very near future. If th .s their concern that frequent absences by r ?rh will impede the progress of the developTxcn. o Plan. Present 6 9 5 9 1 3 September 21, 1981 t Advisory Parks and 'various frequency. of -. The' concern is that 0 an intensive study hopeful that the 1oprent of this is they case, it is s of the committee this ?aster Parks I have reviewed the attendance records o alt Members from January 1, 1981 until the most recent Special 11.'ise, Coninittee meeting on Wednesday evening September 76 as fe'_lc zs? Absent 5 1 2 Resigned 4 Resi gned Resigned 1 f 1 7 4 0 New Member 1 ,f_ ; i. s concern for the attendance Both the chairman and vice- __. c, the trpression that in the I c ' t hesr_ r embers who upear. to. ,t%c.rc' ng. If this is not the ±»> Committee should be it t i c.re rel t lers to encourage cr ev , c%-r by the council is SPECIAL MEETING %i THE ADVISORY PARKS AND RECREATION COMMITTEE Wedne4day, September 16, 1981 Members present: Martin,Masin,Carroll, ThurstOn, McNeely, Johnson, Fedde, also present was ,the Director of Parks and Recreation. Absent: Thomas Chairman Martin called the meeting to,order at 7:10 P.M. A brief re- view for the Advisory Committee members' the work that had been completed by the study committee on the Master Parks Plan. He called their attention to the various reeds that had been identified by the study committee to be included in the development of a master plan and study and presented a draft of a letter from the Advisory Committee to the City Council. He indicated that evenings task was to review the draft of a letter for further refinement and transmittal to the City Council. And, how and . w}ci a recummondation to the Council would be made. The Advisory Committee began to - ;evicw the draft of the letter to the City Council. Each paragraph wa!=, read aloud.with comments and discussion on each item to insure its completeness Several comments were offered by the members of the Advisory Committee to insure that the council was made aware of the fact that the master plan was an essential item for the City at this ,time because of the critical period of growth in -which the City, is currently involved in. After lengthy review of the letter with several rewritten paragraphs. There was a motion byFedde, seconded by Carroll to submit the letter and foretheTorposes of developing a system wide Master Park Plan for the City of'Eagdn, estimated at the cost of $35,000.00 to be Submitted to the council at the earliest opportunity. Members discussed the importance Of the letterdnd the issue and agreed that it would'beadvisable for MemherS of the Advisory Committee to be - present at the time of presentation to the City Council if at all possible. There being no further bufeiness to dIFenss, motion was made with all members accepting that the meting adjourn at 8:55 P.M. Committee Member Absences - Memos Page 2 I would be happy to review this ,listing with ',ou and discuss the process the City should take in encouraging these meri'ers to continue in a steady attendance at committee meetings. Per ",aps a "written statement" from the council establishing its guidelines rn attendance for both the parks and planning committee; would be appropriate.