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HomeMy WebLinkAboutParks and Recreation - 02/05/2007 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, FEBRUARY 5, 2007 7:00 P.M., CITY CENTER Council Chambers 8080 Mitchell Road COMMISSION MEMBERS PRESENT: John Brill, Chair; Geri Napuck, Vice Chair; Rob Barrett(arrived at 7:05 p.m.), Tom Bierman, Lee Elliott-S toering, Randy Jacobus, and Michael Moriarity COMMISSION MEMBERS ABSENT: Jeffrey Gerst and Ian Mackay STUDENT REPRESENTATIVES: Alexa Redfield and Kristie Pederson COMMISSION STAFF PRESENT: Bob Lambert, Director of Parks and Recreation Services; Stu Fox, Manager of Natural Resources; and Carol Pelzel, Recording Secretary I. CALL TO ORDER AND ROLL CALL The meeting was called to order by Chair Brill at 7:00 p.m. II. APPROVAL OF AGENDA Brill asked that two items be added to the agenda under Reports of Staff—Director of Parks and Recreation. The first item would be to discuss Camp Edenwood and the second item is the timeline for naming Purgatory Creek Recreation Area. Motion: Napuck moved, seconded by Jacobus, to approve the agenda as amended. The motion carried, 6-0. III. APPROVAL OF MINUTES —JANUARY 2, 2007 Motion: Napuck moved, Elliott-Stoering seconded, to approve the January 2, 2007, Parks, Recreation and Natural Resources Commission minutes as published. The motion carried, 6-0. IV. APPROVED MINUTES —DECEMBER 4, 2006 V. REPORT OF CITY COUNCIL ACTION—JANUARY 2 and JANUARY 16, 2007 Lambert reported that there were no items with regards to park issues for City Council consideration at the January 2 meeting. At the January 16 meeting the Council awarded the bid for construction of the Purgatory Creek Recreation Area boardwalk overlook. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION February 5, 2007 Page 2 VI. REPORT OF PLANNING COMMISSION—JANUARY 8 and JANUARY 22, 2007 Fox reported that at the January 8 Planning Commission meeting various park plans were presented to the Commission. Prairie View Park and Edenvale Park required variances. All of the park plans were approved. The Commission also reviewed a development off of Hilltop Road that includes a nine-lot subdivision that will generate park cash fees. The Planning Commission did not consider any items involving park issues at their January 22 meeting. VII. PETITIONS, REQUESTS AND COMMUNICATION A. SERVICE AREA REPORT—THERAPEUTIC RECREATION Nicole White presented an overview of the Therapeutic Recreation Program. B. BRYANT LAKE SUBMERSIBLE SLALOM SKI COURSE Lambert explained that in January 2006 the City Council granted a one-year permit to the Bryant Lake Ski Team for a submersible slalom ski course. The Ski Team was granted a year-to-year permit. This would allow the Commission and City to review any complaints that may be received regarding this ski course. The course was put in and the City has not received any complaints or has the Three-Rivers Park District received any complaints about this course. Therefore, staff is recommending approval of this permit for another year. They do recommend that it be granted on a yearly basis to keep control in case there are complaints regarding this course. Joe Docter,representing the Bryant Lake Ski Team, appeared before the Commission to answer any questions. Bierman asked how many users they had and what type of frequency occurred. Docter responded that approximately 30 to 40 people used the course and there were approximately 12 primary users. He explained that the course was used a couple of times during the week for no more than two to three hours a time. The course was never in the up position for more than four hours. Elliott-S toering asked if the course is put in the same spot every year. Docter explained that they leave the course in the lake the entire year so it would be in the same spot each summer. Barrett said this past year was a test run and he questioned if the ski team needs to come back each year or can they make it a more automatic approval. Lambert explained that the Ski Team is also required to obtain a permit from Hennepin County every year. Unless the City receives a complaint, staff could write a letter to the Hennepin County Sheriff's Department to see if they received any complaints and if not, they could approve the request administratively. If there were complaints, the permit request would come back to this Commission. Vicki Pellar-Price asked if this is a private group having an event in public waters. Lambert explained that Bryant Lake is not a City park and access to the lake goes through the Three- Rivers Park District. The process that is being followed is required by the State. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION February 5, 2007 Page 3 Motion: Napuck moved, seconded by Moriarity, to recommend approval of a one-year permit to the Bryant Lake Ski Team for a submersible slalom ski course on Bryant Lake and upon lack of any future complaints, this permit request would be granted by City staff and upon receiving complaints, it would be brought back to the Parks, Recreation and Natural Resources Commission for further annual review. Napuck asked what the process would be if a complaint is received. Lambert responded that if there is a complaint during the year, staff will record the complaint and notify the Bryant Lake Ski Team and at the end of the year or prior to the next year's permit, the Ski Team would have to come before this Commission. The complainant would also be invited to that Commission meeting to try and resolve any issues or concerns. If there were no complaints, City staff would recommend continuation of the permit. Napuck asked what would happen if the person who made the complaint did not want to appear before the Commission. Lambert said it would then not be considered a complaint. If they do not want to discuss or try to resolve the issue it is not fair to the Ski Team. Jacobus said he was concerned with requiring the person who made the complaint to appear before the Commission. The person may not be able to make the meeting or may have other reasons for not wanting to appear before the Commission. He suggested that they sit down with City staff to discuss their concerns. Lambert said staff could review the complaints and decide at that time if they need to come before this Commission. Jacobus said the Commission could listen to the complaint and if the person making the complaint does not appear before the Commission he would take that into consideration when making his decision. If they receive letters from two or three people with complaints and they are not willing to appear before the Commission,he would hate not to be able to discuss these concerns. He suggested that they not include any wording in the motion stating that the person making the complaint has to come before the Commission. Vote was called on the motion with all members present voting aye. The motion carried, 7-0. VIII. OLD BUSINESS A. REVIEW OF FINAL SIGNS FOR ELIZABETH FRIES ELLET TRAIL Lambert explained that a few months ago the Commission did review proposed signs for the Elizabeth Fries Ellet Trail in the Richard T. Anderson Conservation Area. Staff is now asking for approval to forward the proposed signs to the City Council for final approval. Vicki Pellar-Price presented the proposed signs beginning with the Bottomland Forest sign. She explained that the upper portion of the sign included a winter scene while the bottom portion was a spring scene. Pellar-Price reviewed the various items on the sign and explained that each sign follows the same format. There are six signs that are correlated to the six biomes located in this conservation area. Pellar-Price said they have reviewed these signs with City staff and will be making the requested changes. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION February 5, 2007 Page 4 Bierman referred to the Dime Novels on the sign and indicated that it would be nice to have the dates of when these novels were published listed. He said it would also be nice to know what the value is of placing this information on the sign. Also, the letters written by Ellet to Cooper are difficult to read. Pellar-Price stated that the point of putting this information on the sign is to show the readers some of the original historical images. Most of what they have placed on the signs they have tried to make readable but a few items can't be read but were included because they will have an impression on the reader. Barrett asked for clarification on the Commission's role in reviewing these signs. He said he felt that overall the changes that have been made have been positive changes. He asked if they are looking for editorial comments or if they are just looking for approval to move forward. Lambert explained that when they proposed to put these different interpretative signs up they were looking for historical facts mixed in with what they will see on the site. Whenever someone puts something permanent in City parks, it comes before this Commission and the City Council and it is up to the Commission and City Council to decide what they want to review. This is the Commission's opportunity to present their comments regarding these signs. This Commission is responsible for what goes into the City's parks. Redfield said she thinks these signs look great and she is very interested in the historical information that is on the signs. She likes to see the documentation even if it's not readable. Redfield said she feels the signs have a good combination of information that will be of interest to everyone. Moriarity said originally he had some concerns about the signs but feels they have been much improved and will be enjoyed by everyone. Napuck said she feels there needs to be an explanation of what the documentation on the signs is and what they represent. Most people will find this information fascinating. Napuck said she thinks the signs are very well done and she would support a motion to accept all of them. Lambert explained that City staff did make some recommendations for changes and those changes have been or will be made. Brill asked if the size of the sign is suitable for what staff is looking for. Lambert responded that the proposed signs fit into the City's existing trail and sign system. Moriarity expressed some concern with the wording on the Big Woods sign describing the Sioux Chief Little Six. He said to avoid a negative interpretation of the Chief;he suggested that the word "hostile"be removed from the description. Pellar-Price said she understands the Commissions' concerns and they can drop the word hostile and try to make it"tamer". Jacobus said they could eliminate the word hostile but indicate that there were many conflicts. Pellar-Price said they would also eliminate the white wild turkey from the sign. The Commission reviewed the Minnesota River Valley sign. Bierman said he liked the notation on Thoreau's Notes and he suggested that they do something similar on the Dime Novels on the Bottomland Forest sign. Bierman also suggested that something be placed in the City's newsletter or Eden Prairie magazine once a month featuring these signs. They PARKS, RECREATION AND NATURAL RESOURCES COMMISSION February 5, 2007 Page 5 need to make sure they advertise them. Pellar-Price pointed out that these images are proprietary and cannot be reproduced. Pellar-Price explained that all seven signs have sponsors. However, they do have to reimburse the City $7,500 for construction of the signs. She indicated that they would be looking for construction sponsors to reimburse the City. Motion: Napuck moved, seconded by Bierman, to recommend approval of the Elizabeth Fries Ellet Interpretive Trail Signage program with the corrections recommended at the February 5, 2007 meeting. The motion carried, 7-0. IX. NEW BUSINESS A. EDENVALE, FOREST HILLS, PRAIRIE VIEW PARK RECONSTRUCTION BIDS Fox reported that the City received bids for the reconstruction of Edenvale, Forest Hills and Prairie View Parks as part of the park referendum commitments. The scope of the work is to redo these three parks. They received 19 bids and the Engineer's estimate was $1.1 million. Fox explained that the low bid came in at$785,795 and staff is recommending award to Quiring Trucking and Excavating for$785,795.48. Fox said staff is familiar with Quiring Trucking and they are located in Shakopee. In the past they have done utility work and over the last three years they have gone into park reconstruction. They are relatively new in this area but have done some work on Edenbrook Park and they did a large project for the City of Lakeville. No problems have been experienced with this contractor or their subcontractors. Motion: Moriarity moved, seconded by Elliott-S toering, to recommend the City Council award the bid for reconstruction of Edenvale, Forest Hills and Prairie View Parks to Quiring Trucking and Excavating in the amount of$785,795.58. The motion carried, 7-0. B. RECOMMEND TO AWARD BIDS FOR PARK SHELTERS AT FOREST HILLS, EDENVALE, PRAIRIE VIEW PARKS Fox explained that staff received bids for the construction of new shelter buildings at Edenvale, Forest Hills and Prairie View Parks as part of the park referendum commitments. They received 18 bids and the Engineer's estimate was for$900,000. The low bid was for $675,000. Basically, the contractor will build the same building three times. Fox further explained that the City's building officials had no concerns with the low bidder, Rochon Corporation. Elliott-S toering asked staff to speak to the deduct items. Fox explained that the deduct items included skate tile, wall benches and painting. If the bids were higher, they would have had City staff complete these items. The bids came in favorable and staff felt there was no reason to recommend any deducts. City staff could not do those items for less than what was included in the bids. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION February 5, 2007 Page 6 Motion: Elliott-S toering moved, seconded by Bierman, to award the bid for construction of Edenvale, Forest Hills and Prairie View Parks shelter buildings to Rochon Corporation in the amount of$674,990. The motion carried, 7-0. C. HENNEPIN COUNTY TRAIL AGREEMENT Lambert reported that the Commission is being asked to recommend approval of a contract between the City and Hennepin County for cost participation from Hennepin County for the trail project on the west side of CSAH 4 (Eden Prairie Road) between CSAH 62 (Townline Road and Rainbow Drive) and also along the east side of CSAH 4 between CSAH 62 and Birch Island Park and south of Birch Island Park to Park Terrace Drive and between Rainbow Drive and Baywood Lane. The estimated cost for this project is $915,000 and Hennepin County is agreeing to reimburse the City $200,000 upon the completion of this project. Lambert explained that they are in the process of obtaining appraisals on 16 properties that require easements with six of those properties requiring permanent easements. Lambert further explained that there are approximately ten other properties where the City will have to grade to fit the trail in or for retaining walls. Lambert said he is not recommending that they proceed with this project until all of the easements are agreed upon. He is suggesting that all of the approvals be completed and once the easements are obtained they can advertise and call for bids. If all of this is not completed until June staff would recommend that the project be delayed and they call for bids in January. It would be too late to start the project in June and have it completed before winter. Elliott-S toering said she attended the neighborhood meeting regarding this project and found it to be very well done and informative. Lambert explained that the neighbors whose property abuts this trail were invited to the meeting. They received some very worthwhile comments and the meeting was very informative for the engineer with regard to drainage issues. Motion: Brill moved, seconded by Napuck, to recommend approval of the agreement for cost participation for construction of the trail along County Road 4, north to CSAH 62. Bierman questioned if they have to identify that this agreement is for both the east and west sides. Lambert responded that they are approving an agreement and that agreement is very specific. Bierman suggested that the motion specifically list the agreement being approved. Amended Motion: Brill moved, seconded by Napuck, to amend the original motion to recommend approval of the Hennepin County Agreement No. PW 03-49-07 for cost participation for construction of the trail along County Road 4, north to CSAH 62. Vote was called on the amended motion with all members present voting aye. The motion carried, 7-0. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION February 5, 2007 Page 7 D. COUNCIL INTERACTION WITH BOARDS & COMMISSIONS Lambert explained that a memo from the City Manager had been sent to the Boards and Commissions based on a request from Mayor Young to improve interaction between the City Council and the various Boards and Commissions. Lambert asked for the Commissions' thoughts on how to improve their communication with the City Council. Barrett asked if the current process is not working. He said it is difficult to know what the Council is looking for. Bierman suggested that perhaps there be more input from the Commission Chair rather than from staff. Lambert said if there is a major issue or concern by this Commission, the Council wants to know about it. They may want to invite the Commission chairs to report to the City Council directly if there is a major issue going on. Brill said he has several recommendations. The first would be that this Commission has a lot of issues that go to the City Council and they need to make themselves known and this could be done through a workshop addressing the major issues. Brill said he feels this Commission is already doing what the Mayor is asking for. The second item would be that when something goes to the City Council and doesn't come before this Commission, it should be referred back to this Commission so that it goes through the proper process. Park issues should come through this Commission first. Jacobus pointed out that Lambert has seen how this Commission works and asked if he would change anything that this Commission does or could be doing better. Lambert responded that he feels this Commission works well right now. There are times when certain items do go to the Council before coming to this Commission because any citizen has a right to go to the City Council directly with their request. In most of these cases, the Council would refer the item to the Commission. Barrett said when an item is not referred to this Commission it is not open for discussion. Brill suggested that the City Council and Parks Commission hold an annual workshop and that a representative from the Parks Commission attend the City Council meetings when they are considering park issues. Barrett said it would be nice to know when there is a disparity between the Parks recommendation and the City Council's action and it would be helpful to know the reason for the Council voting against the Commission's recommendation. A two-way dialogue would be helpful. Moriarity said it might be helpful for the City Council if this Commission would lay out a couple of options for the various items rather than make one recommendation. It may be a better tool for the Council to have several options. He also suggested that they review the Parks Department's budget. The Manager of that Department should make a presentation to this Commission as to what the budget is. This would be helpful to both the Manager and the City Council. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION February 5, 2007 Page 8 Elliott-S toering pointed out that this Commission doesn't necessarily have priorities as much as they follow the agenda presented. She asked what, as a Commission, do they feel should be a priority. The Mayor may have the idea that they have separate priorities but all they really do is follow staff. Lambert explained that it is different from Commission to Commission. Normally the Commission follows the leadership of the staff person. He said the way a Commission operates is based on the staff leadership and some Commissions lend themselves to follow a plan (The Park and Open Space Plan) which this Commission does. Napuck suggested that they add an item on their agenda that includes topics of interest and members of the Commission may bring up topics they would like to discuss or bring forward to the next meeting. Lambert said that they can add anything they want to discuss to the agenda. He said he would add an item to the agenda under the heading of Reports of Commission Members. Napuck said this Commission's role is to assist the Council with policy and in making decisions. She said she feels it is important that this Commission continues to serve as an advisory board to the Council. Lambert explained that there might be a possible duplication of some roles between this Commission and the new Conservation Commission. This is some thing they may want to discuss with the Council. It is important that everyone understands the roles of these two groups. Lambert said he would forward the information discussed this evening to the City Manager who will then forward it to the City Council. X. REPORTS OF STAFF A. DIRECTOR OF PARKS AND RECREATION SERVICES 1. CAMP EDENWOOD Brill stated that there has been some discussion at the City Council level regarding the status of Camp Edenwood and what was happening with Friendship Ventures at the camp. Brill asked for an update as to what is happening at this Camp. He explained that this is park property and asked if this Commission needs to make a recommendation. Lambert explained that a City Council workshop will be held on February 6 to discuss Camp Edenwood. The goal of this site was to provide services for Hennepin County residents with disabilities. Friendship Ventures offered to provide those services and to take over the operation of the Camp from ARC of Hennepin County. They met the City's criteria in providing those services that had been offered by ARC. A lease similar to that with ARC was entered into between Friendship Ventures and the City. After four or five years the State Health Department said they could not continue to operate the camping program in those buildings because they did not meet State health standards. Lambert stated that Friendship Ventures came in with a plan to knock the building down and replace it with a new building. They were unable to raise the funds PARKS, RECREATION AND NATURAL RESOURCES COMMISSION February 5, 2007 Page 9 to build the new facility so those plans were eliminated. The Historical and Preservation Commission contacted a person to inventory the entire City and to identify historical buildings. When the Commission reviewed the report on Camp Edenwood, they recommended that before tearing down the buildings they look at applying for the National Historic Register designation and perhaps grant money would be available to improve those buildings. Lambert further explained that there was $60,000 of grant money available for roof work and insulation and they also received $18,000 from the Eden Prairie Foundation. Friendship Ventures entered into an agreement with the State Historical Society and with National Parks to restore the buildings in phases. Their plan was presented to this Commission, HPC and the Planning Commission and approvals were granted. After the approvals were received, major changes were made to the property and those changes did not go through the approval process. Work began on these buildings without a building permit and they were not following the plans that were originally approved. A "stop work order" was issued. Friendship Ventures now believe that the approved plans are too expensive to complete. They are also stating that a choice has to be made between the old buildings and a program for kids with disabilities. Lambert said he feels Friendship Ventures needs to prove that the programs are incompatible with the historic preservation of these facilities. Napuck said her concern was that this entire process bypassed this Commission and feedback was not received through a public hearing process. This Commission has not been asked to make a recommendation to the City Council regarding changes made to the park land, and what changes to the park are anticipated. Bierman suggested that a motion be made telling the City Council that this Commission would like to have an opportunity to understand what is happening at Camp Edenwood and to be involved in any decisions regarding this site. Moriarity indicated that the Council knows this Commission is here and he said they should let the Council do their job. Barrett said this Commission should be the vehicle for public discussion with regard to park property. Bierman pointed out that this Commission has a vested interest in the park land located at Camp Edenwood and its being redesigned by Friendship Ventures. This Commission should have a public review of Friendship Ventures' intentions at the Commission's next meeting. Motion: Brill moved, seconded by Barrett, to request a public review of the Friendship Ventures past use,present use and future plans for the park land at Camp Edenwood at a future Parks, Recreation and Natural Resources Commission meeting. The motion carried, 7-0. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION February 5, 2007 Page 10 2. DEADLINE FOR NAMING PURGATORY CREEK RECREATION AREA Brill asked what timeline Lambert anticipates for bringing the naming of Purgatory Creek Recreation Area back to this Commission. Lambert said he intends to put this item on the Commission's agenda once he stops receiving input from the public. He currently is getting one to three e-mails a day submitting names for this area. Barrett asked what the Council did not like about the name for this area recommended by the Commission. Lambert responded that they felt there were too many areas named "Prairie" in Eden Prairie. Lambert said he would provide the Commission with a list of proposed names for the lake and the park once the suggestions are no longer being submitted. B. MANAGER OF RECREATION SERVICES C. MANAGER OF PARKS AND NATURAL RESOURCES 1. PURGATORY CREEK RECREATION AREA BOARDWALK BIDS Fox explained that the City Council did award the bid for construction of a boardwalk overlook structure in the Purgatory Creek Recreation Area. Due to the time sensitive nature of the construction timetable, this project was bid in early January and taken to the City Council on January 16 for award. The contractor is expected to begin work on the project within the next two weeks with completion before the ice is too thin to work on. IX. NEXT MEETING Lambert explained that the Commission may have to meet on March 13 to review the bids for the Community Center. Bids will be opened on March 8. The next regular meeting of the Commission is scheduled for Monday, March 5, 2007 at 7:00 p.m. If possible, this meeting would be cancelled and rescheduled for March 13. X. ADJOURNMENT Motion: Barrett moved, Elliott-Stoering seconded, to adjourn the meeting. The motion carried 7-0. The meeting was adjourned at 9:45 p.m.