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Parks and Recreation - 04/19/1993 1993 IL 5 19 APP� MINUTES PRAIRIE CITY OF EDEN r I AGENDA EDEN PRAIRIE PARKS, RECREATION & NATURAL RESOURCES COMMISSION MONDAY, APRIL, 5, 1993 7:30 P.M., CITY HALL COMMISSION MEMBERS: Pat Richard, Chair; Bruce Bowman, Richard Brown, Claire Hilgeman, Joanne Kube-Harderwijk, Adam Harju, David Kracum, Diane Popovich Lynch, Thomas Marcus COMMISSION STAFF: Robert A. Lambert, Director of Parks, Recreation and Natural Resources; Barbara Penning Cross, Landscape Architect; Stuart A. Fox, Manager of Parks and Natural Resources; Laurie Helling, Manager of Recreation Services I. ROLL CALI. II. APPROVAL OF AGENDA III. APPROVAL OF MINUTES - MARCH 15, 1993 IV. DEVELOPMENT PROPOSALS A. Beargath V. OLD BUSINESS A. Recommendation to Hire Consultant to Ev tuate Community Center Natatorium B. Trapping Ordinance Committee C. Eden Prairie Land Trust RcQuests - City Attorney's Response VI. NEW BUSINESS VII. REPORTS OF COMMISSIONERS AND STAFF A. Reports of Manager of Recreation Services 1. RRe nest from Baseball Associalion for Dean Bowyer Camp VIII. ADJOURNMENT j i parkas/l APPROVED MINUTES ,. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION Monday, April 5, 1993 7: 30 p.m. , City Hall 7600 Executive Drive i COMMISSION MEMBERS PRESENT: Pat Richard, Chair; Bruce Bowman, Richard Brown, Claire Hilgeman, Joanne Kube-Harderwijk, Diane Popovich Lynch, Thomas Marcus COMMISSION MEMBERS ABSENT: Adam Harju, David Kracum COMMITTEE STAFF: Barbara Penning Cross, Landscape { Architect I. ROLL CALL •ti N The meeting was called to order at 7:34 p.m. by Chair, Pat Richard. II. APPROVAL OF AGENDA No changes. i III. APPROVAL OF MINUTES - MARCH 15, 1993 I Hilgeman noted that at paragraph 1 on page 10, it should read j that Suburban Chevrolet had 700 square feet of signs compared to Ford's 60 square feet. MOTION: Kube-Harderwijk moved to approve the minutes of the March 15, 1993, meeting as amended. Motion seconded by Bowman. Motion passed 6-0. IV. DEVELOPMENT PROPOSALS i A. Bearpath Rick Packer of the Sienna Corporation commented that Cross's memorandum of April 1, 1993 , is essentially complete. He indicated that they had received approval for 420 units and that number has been reduced to 299 due to market and environmental conditions. The only thing the Commission members hadn't received with their packet was a concept plan for the clubhouse. Packer indicated there would be a 31 percent tree loss which includes the clubhouse area. He stated the original plan was for a one-story design, which is ; more efficient, but they wanted the clubhouse to have more presence on the site and have redesigned it as a two-story, which reduces the building pad size. He indicated the only i r= Approved Minutes Parks, Recreation and Natural Resources Commission Monday, April 5, 1993 other issue left to resolve is the location of the maintenance building. It is currently anticipated that the building will be along the LRT corridor across from the park. Packer indicated that hole No. 8 had been moved to the wetland to mitigate tree loss, and that there will be enough parking for the 20 or so year-round employees. In response to Brown's question regarding moving hole No. 8 to the wetland, Packer stated that there would be less tree loss by moving it, that the wetlands have basically been separated by farm roads, that none of them function the way they used r to, and that it is sometimes possible to walk across the wetlands in the summer. They will be restoring a small wetland, tripling its size, and it will actually become a type 3 or type 4 wetland and hold water. He also indicated that water discharged into the wetland would be treated. j Richard noted his concern about the appearance of the maintenance shed, and indicated that he wanted to be assured that the building would not become an albatross that could be seen from the city park. Cross indicated that they would be reviewing a detailed site plan, and Packer stated that he would be coming back for finishing details. Packer noted that the building will be set on a hill, higher than the road, and will be set back with trees screening it and separating it from the tee on the 18th hole. Packer commented that they also wanted a separation between the golf course and the maintenance area, especially visually. Brown asked what assurance the city would have that the 1 wetlands would be improved, and if it is a good deal for the City. Cross noted that degraded wetlands in another park area had been used for an NURP pond, and Packer stated that none of the wetlands to be filled in are DNR regulated. Cross indicated that all permits had been applied for and all regulations would be followed. Richard commented that there seemed to be many holes where there are no trees and he felt golf courses with more trees are more appealing. Packer indicated that there will be 1.6 million dollars worth of tree replacement on the golf course and Cross stated that 28, 364 caliper inches of trees need to be replaced. Packer noted that many holes are alongside the woods. Trees would be replaced to protect the roadside, but not along the house sides of the golf course because people ' who build or buythere are paying for the view of the golf i course. Packer commented that there would be enough water on the course that no one is going to care about the trees. t 2 i i f Approved Minutes Parks, Recreation and Natural Resources Commission C Monday, April 5, 1993 Lynch noted that there is a lot of concern about the impact on wildlife and asked what would be done in that regard because of the sculptured lawns. Packer stated that they would be leaving a 25 foot vegetated buffer along the water to discourage geese, but that other than that, there reatlly isn't anything that can be done because geese come to landscaped areas. Cross commented that at Round Lake, there is vegetation around the lake with the exception of the beach and courts area, and that the geese come to those areas. Packer noted that it is rare to golf and not see geese. In response to Brown's comment that the proposal indicates 226 single units and 95 multiple units, Packer stated that there would be 299 total units. Hilgeman asked, with regard to the shoreland ordinance, about : the reference in the March 19, 1993, memorandum from Michael Franzen to change lots 9 and 10, block 7. Packer responded that they will move the lot lines to meet the ordinance. Cross commented that the timing of the construction of Riley Lake Road is critical to this project because in order to build the park, the existing roadway will need to be closed, and cars will need to use the realigned road. She indicated that the developers stated the road could be passable by June of 1994; at the least, rocked and ready for traffic. Hilgeman asked for clarification regarding the request to rezone Block 17-19 to R1-95. Packer indicated that it had been approved with lot waivers. Brown asked if the MPC considers yard chemicals when they figure run off, and Cross confirmed that they do go into all j of that and that the EAW with this project has a whole chapter on runoff. Packer commented that fertilizers used in yards only attach to rocks and such, so the runoff is from the i streets, sidewalks and crossings that the chemicals attach themselves to, and stated that runoff from all hard surface areas are put into sedimentation bases and yards will have individual drains. Cross also indicated that the golf course and park will be using low phosphorous fertilizers except in spring for germination. MOTION: Brown moved to recommend approval of the Bearpath Phase 2 project per Staff recommendations. Motion seconded by Hilgeman, and passed 6-0. 3 i :e I, �t 7 . 1 .._... .. ...... .. ...,_ .. _ .:... n ::..,�... ..`.r::_.. .. '...... ........... .... :.. ._...._.t r ,S . ..-.�.r?. ..., f .."t:'i.. .. ..:r rr: ..L:....c...V.:...n•var r Approved Minutes Parks, Recreation and Natural Resources Commission Monday, April 5, 1993 V. OLD BUSINESS A. Recommendation to Hire Consultant to Evaluate Community Center Natatorium Cross explained that they had received four replies to the Request for Proposal, ranging from $2,500 to $6,000, and that they are considering recommending the Lundquist, Willmar, Potvin and Bender, Inc. bid after evaluating the cost and because Lundquist, Willmar, Potvin and Bender, Inc. has experience with Eden Prairie's system. Hilgeman commented that she thought we had a grasp of what was wrong with the system at the previous meeting and that Johnson Controls had already sent a letter to Dave Black reviewing the options and costs. Hilgeman asked if we were proposing to hire a company, at a cost of $10,000, to do what we have already ascertained. Cross explained that we don't know the technical aspects of the situation, that the engineer would be doing a detailed study, and that previously someone had just made a guess as to the problem based on a telephone call. Richard noted that hiring a consultant would be the way to get an exact answer to the problem. .� MOTION: Lynch moved to recommend authorizing a contract with Lundquist, Willmar, Potvin and Bender, Inc. Motion was seconded by Kube-Harderwijk, and passed 6-0. Hilgeman asked what the percentage meant on the bid relating to design and construction documents and construction observation and if the study could cost more than $10,000. Cross explained that it would be a percentage of the cost of the entire project. B. Trapping Ordinance Committee Cross explained that this was an information item and that the City Council is re-evaluating its decision. Richard commented that he would have been disappointed if the City Council had stayed with its original decision because it didn't reflect the Trapping Subcommittee's findings. C 4 ,. ., ... ..,....,. .... ..::,: .�•,,, -. ,. ,. „. . .. ..e n.s ,fit^s ewer,,o hoe L. 1 Approved Minutes Parks, Recreation and Natural Resources Commission Monday, April 5, 1993 C. Eden _Prairie Land Trust Requests City Attorney Response Cross explained that this was an information item, that the Land Trust had requested some information and Roger Pauley responded to the request. Lynch commented that she had worked with Betty McMahon in preparing the letter to the City in order to find out what the City would be willing to do with the Land Trust. Lynch stated that, after talking with Betty, they are comfortable that the City said they can help with research and education, and that they are working with , the Land Trust. Lynch noted that this subject will go to the City Council on April 6. I Brown commented that when the matter first came up, the Land Trust was asking for an extension in time, and we were contacted by the owners of property and builders and were told that if the project_ was interrupted, the City could be sued. Brown indicated that the question at that time was if the City would be liable and stated that he didn't see an answer to that question in Pauley's report. IC Brown noted that he would like to have the city attorney advise the Land Trust, City Council and this Commission whether the City would be liable if the May 18 deadline passes and an extension is granted. Lynch noted that Pauley had answered all questions that were presented to him, that the letter to Pauley hadn't asked about passing the time frame. Lynch stated that Pauley did indicate the City will not help pay for costs of delay. Richard asked if it is possible they would sue and win, and Cross stated that the City would probably expect a lawsuit, but it is a legal matter for the attorney. Lynch commented that Dick Anderson had said that the City Council is going to be asked to rezone from rural to R1- 13.5, but that the City Council will not be voting on an extension. Hilgeman also noted that the City Council is only voting on the rezoning issue, and stated that there is an � ! excellent argument that it will be denied R1-13.5, because it was always intended to be no less than R1-44. Brown asked if more trees could be saved at RI-13.5 and Hilgeman indicated that is totally a subjective issue. 5 •4 Approved Minutes Parks, Recreation and Natural Resources Commission Monday, April 5, 1993 Cross indicated that more information would be provided at the next meeting. Lynch stated that a letter has been sent to Tanden Co. indicating that we can't come up with the money to buy the big woods and would oppose rezoning. Bowman asked if everything restarts or what happens on May 18. Lynch stated that they can't come to the City Council before that date and that the matter will come back through this Commission. VI. NEW BUSINESS None. <' VII. REPORTS OF COMMISSIONERS AND STAFF A. Reports of Manager of Recreation Serviges 1. RReguest from Baseball Association for Dean Bowyer Camp Bob Lanzi, the Athletic Coordinator, who does field scheduling for adult and youth programs, explained i ., that a reservation request had come in to bring in the Dean Bowyer Youth Baseball Clinic. He stated that in the past this clinic had not been charged for the use of the fields, but that he felt there were some inconsistencies in how other teams were being charged. Lanzi explained that the purpose of charging for the use of the fields would be to help recoup park maintenance costs because the clinic runs to 4:00 p.m. , and since the maintenance crew ends at 3:30, overtime expenses are incurred. Lanzi stated the charge would be $25 per field, and noted that the City Council had said that would be a fair amount. Cross noted that this group is a for-profit i organization making money on City property and indicated that it would be similar to someone teaching private swim lessons at a public beach. Bowman asked whether $25 would cover the overtime i costs, and Cross stated that is the approved rate at this time, but the City may be recommending higher fees in the future. Lanzi stated that Stu Fox had recommended $50, and the City Council had decided on $25 because they didn't want the initial j fee to be so high. 6 �- Approved Minutes f` Parks, Recreation and Natural Resources Commission Monday, April 5, 1993 Lynch noted that even though it would be consistent with policy to charge for the use of the fields, the Dean Bowyer Clinic had probably already put together their budget and we would be asking them to go from zero to $25 per field. Lynch asked if it would be possible to offer them the option of leaving at 2:00 and not being charged for the use of the fields, or staying beyond that and being charged. Lanzi noted that the Baseball Association may be paying for it, that the Clinic usually runs from 9:00 a.m. to 4:00 p.m. , and that they would probably have to leave by 1:00 p.m. in order for the maintenance crew to get the fields done. Lanzi stated that they have been using six fields, but that they would probably use less if there is a charge. Lanzi indicated that as soon as he received the registration form, he had notified the Youth Association and Dean Bowyer Clinic that he would be bringing this matter to the attention of the Parks, Recreation and Natural Resources Commission. Lanzi also stated that last year, the Dean Bowyer Clinic was given permission to use the fields at no charge on a one-year basis and that they weren't guaranteed that the fields would be available again. Bowman asked about the cost of the camp. Lanzi stated his guess was about $90 per child, and that he would get more specific information. Lanzi commented that there are usually eight or ten instructors with six or seven kids each. Richard commented that these successful organizations have a kitty of money that we would all be surprised about and many are subsidizing other programs, so we're not dealing with people who can't afford to cover the fees. Richard indicated that in a month or so he would like to know what the charge might be next year. Hilgeman commented that she doesn't feel bad about charging groups with a lot of money when clubs like i . the Brownies are charged. Lanzi also noted that the Youth Association does +: have the option of not being charged if maintenance I crew does the fields early, and the Youth 7 Approved Minutes Parks, Recreation and Natural Resources Commission C Monday, April 5, 1993 Association maintains the fields with hand rakes themselves later. MOTION: Hilgeman moved to recommend a charge of $25 per field per day, on a one-year basis, for the Dean Bowyer Youth Baseball Clinic per the March 31, 1993, memorandum of Bob Lanzi. Motion seconded by Richard and passed 6-0. VII. DISCUSSION There was discussion concerning the following topics at the end of the meeting. A. Senior Center: Brown asked if this Commission works with the Senior Center, and Lynch responded that it does. In response to Brown's request for information on when the day care center moves out and the senior center moves in, Cross stated that she thought the family center will be moved into its new building in August, 'that the park behind would be started in June and seeded in August. Brown stated that he would like an update on this matter. 7 B. Change Order #5 Eden Prair'e CommL*+7ty Center Ice Arena Addition, Approved at the March 15 . 1993 . meeting of the Parks, Recreation and Natural Resourcgr2 Commission Brown presented the following hypothetical situation as a comparison above-referenced matter: A painter agreed to paint his house for an agreed upon price, Brown decided to change the color, the painter continued to paint, and upon completion Brown paid him. If the painter asked for additional money later, Brown would tell him his contract had been completed. i Brown commented that he didn't think it was fair to the taxpayers to pay the contractor more because he was a "nice guy." Brown stated that the contractor never asked for an j increase in pay ahead of time and then six month later sent in a bill. Brown indicated it bothers him that because the contractor didn't make as much money as he intended, the taxpayers were soaked for another $3,900. Brown stated that he would like more information ahead of time the next time something like this comes up, because he was unhappy with the result of this matter. Hilgeman indicated to Brown that by his voting nay, he did what he could, and indicated that she 8 " Approved Minutes _ Parks, Recreation and Natural Resources Commission Monday, April 5, 1993 felt she should have noted nay on this matter also. Richard asked Brown if he had looked into the matter more after the meeting, because most of the Commission members had voted based on what was explained at the meeting. Lynch noted that for the next time, the Commission should find out what the standard operating procedure is. Brown asked the Commission members, with regard to the bid approved tonight, how they would vote if the contractor asks for more money in another year. Lynch noted that sometimes you get into a situation you do not anticipate, but a contractor shouldn't go ahead with the work without approval . Richard commented that this should be discussed further in the future. C. Tress Donated by Centex: Hilgeman asked about the letter from Bob to Tom Boyce regarding the timing of moving trees, donated by Centex, in order to make use of the trees. Cross explained that Centex Properties has a nursery, that the trees have been evaluated and 1700 have been determined to be good trees, that Centex will be using some of these trees for landscaping and screening, but they are looking for homes for some of the other trees for which they would charge $50 each, except trees which are not tagged as perfect would be free. Cross stated that 200 trees in good condition have been offered to the City free of charge. The City would like to use a lot of the trees at Miller Park, but the trees would have to balled and burlapped and then stock piled and held onto which would mean incurring holding costs. Cross indicated the City is evaluating the situation. Hilgeman commented that she would like to get every tree possible, and asked if all of the trees would have to be spaded up and if we need a place to stockpile them. Cross explained that the trees are at least 2 1/2 inch caliper trees and about 1,000 to 1,800 pounds per tree, and that the trees would need to be spaded and wire basketed at a cost of $45 per tree. I Lynch commented that it might be worth stockpiling them for �. . use on the south end of the Miller Park ball field. i 9 i Approved Minutes Parks, Recreation and Natural Resources Commission Monday, April 5, 1993 Cross stated that the City intends to find homes for the 200 trees. The City needs to get out there in April so Centex can start their construction. Cross noted that the trees not tagged have been damaged. Hilgeman asked if there is a nursery at Round Lake because there seem to be a lot of trees, and Cross indicated that it is an active City nursery and there is another one at Cummins- Grill Home. VIII. ADJOURNMENT MOTION: Lynch moved to adjourn the meeting, seconded by ;Y Richard. Passed 6-0. W. ,,. The meeting was adjourned at 8:52 p.m. by Chair, Pat Richard. Respectfully submitted, Susan Forster Recording Secretary 10 AGENDA ` EDEN PRAIRIE PARKS, RECREATION & NATURAL RESOURCES COMIVIISSION j MONDAY, APRIL, 19, 1993 7:30 P.M., CITY HALL COMMISSION MEMBERS: Pat Richard, Chair; Bruce Bowman, Richard Brown, Claire Hilgeman, Joanne Kube-Harderwijk, Adam Harju, David Kracum, Diane Popovich Lynch, Thomas Marcus, COMMISSION STAFF: Robert A. Lambert, Director of Parks, Recreation and Natural Resources; Barbara Penning Cross, Landscape Architect; Stuart A. Fox, Manager of Parks and Natural Resources; Laurie Helling, Manager of Recreation Services I. ROLL CALL H. APPROVAL OF AGENDA III. APPROVAL OF MINUTES - APRIL 5,_1993 C IV. DEVELOPMENT PROPOSALS None V. OLD BUSINESS VI. NEW BUSINESS A. Recommendation on Naturalist to Assist Natural Resources Study Committee VII. REPORTS OF COMMISSIONERS ANDSSTAFF A. Reports of Landscape Architect/Park Planner 1. Update on Senior Center Plans and Pioneer Park Plans B. Reports of Manager of Parks and Natural Resources 1. Proclamation - Arbor Day Proclamation C. Reports of Manager of Recreation Services 1. Update on Registration Procedures VIII. ADJOURNMENT , .. .. . '..:„ ..,- •.may' .,'a:.:.. •:,n..., ..._.......,........ - ' Y: is APPROVED MINUTES PARKS,RECREATION AND NATURAL.RESOURCES COMMISSION MONDAY,APRIL 19, 1993 7:30 p.m.,City Hall 7600 Executive Drive COMMISSION MEMBERS PRESENT: Pat Richard, Chair; Bruce Bowman, Richard Brown, Joanne Kube-Harderwijk, Adam Harju, David Kracum, Diane Popovich Lynch COMMISSION MEMBERS ABSENT: Claire Hilgeman,Thomas Marcus .1 COMMISSION STAFF: Robert A. Lambert, Director of Parks, Recreation and Natural Resources; Barbara Penning-Cross, Landscape Architect; Laurie Helling,Manager of Recreation Services I. ROLL CALL The meeting was called to order at 7:40 p.m. by Chair,Pat Richard. II. APPROVAL OF AGENDA i No changes. III. APPROVAL OF MINUTES -APRIL 5, 1993 No changes. MOTION: Popovich-Lynch moved to approve the minutes of the April 5, 1993 meeting. Motion seconded by Brown. Motion passed 7-0. i IV. DEVELOPMENT PROPOSALS None V. OLD BUSINESS None C ' 1 Parks,Recreation and Natural Resources Commission Monday, April 19, 1993 Page 2 VI. NEW BUSINESS A, Recommendation of Naturalist to Assist Natural Resources Study Committee Lambert explained that an interview committee consisting of three staff and three committee members interviewed four firms that submitted proposals. Of the four, there were two finalists, Brauer& Associates and Barton Aschman. The interview committee presented its thoughts and feelings as well as a copy of each proposal to the Natural Resources Study Committee. Lambert thought Brauer & Associates clearly gave the best presentation which included aerial photos. Being a seven member team, they seemed to be focused as to what they were going to do and how they were going to do it. Barton Aschman did not have as good of a presentation; however they have a more diverse scientific team consisting of a ? forester, plant pathologist and biologist. Lambert felt either of the two firms could provide a good analysis. Between the two, the committee feels Barton Aschman was stronger in scientific diversity and is one-third less the cost of Brauer& Associates. l The committee is recommending Barton Aschman to do the study. The committee is also recorrunending that the Council request Barton Aschman to provide a quote for aerial photos and mapping of all seven sites. f MOTION: Popovich-Lynch moved to recommend to the City Council that Barton Aschman do the study. Motion seconded by Kube-Hardeiwijk. Motion passed 7-0. i VII. REPORTS OF COMMISSIONERS AND STAFF A. Reports of Landscape Architect/Park Planner 1, Update on Senior Center Plans and Pioneer Park Plans It is still projected that the family center will move out of the center in August. At that time it will be renovated on both levels for use by the seniors and will be brought up to ADA standards. The building department has determined that it will need an architect to bring the center up to ADA standards. It will need special ventilation in the wood shop and it has been determined that a small lift will not meet the codes of the ADA. As a result, an elevator will need to be put into the center. 1 1 j Parks,Recreation and Natural Resources Commission Monday, April 19, 1993 Page 3 There are no funds allocated in the 1993 budget. Plans will have to be made and be presented to the Council for approval of funds. Plans have been broken down into two phases. The first phase being just the remodeling and the second phase being the installing of a lift and bathroom remodeling. Bids are being solicited this week for the park. Plans are to open the bids in May and begin the first week in June. With weather permitting, completion of the park and seeding should be in August. The park will be ready for use in 1994. B. Reports of Manager of Parks and Natural Resources 1. Proclamation-Arbor Day Proclamation-FYI item only - C. Reports of Manager of Recreation Services 1. Update on Registration Procedures There are registration issues that are being addressed regarding the ease of citizens registering for community programs. Currently there are limitations as to the facility, staffing and equipment utilized for registration. No long-term changes have been made until they relocate to the new facility. There is no budget allocated for 1993 to provide for long-term changes such as phone-in or fax registration or new computer equipment. A recommendation will be prepared and submitted to the Commission through Bob Lambert for presentation to the City Council requesting funds. One short-term issue that has resolved is that registration is opened to residents only for the first day and the second day opened up to non-residents with the "first come first served" being the preferred way for registrants. Currently, programs are being looked at to identify programs that do fill because of facility limitations or not being able to accommodate the numbers and determine if its feasible to pull out the ones that do fill up and have mass registration for those programs only. By doing this it will limit the wait for other programs. Also, with the growth in Eden Prairie some of the facilities and staffing cannot accommodate the demand for the programs provided which causes frustration and dissatisfied residents during registration. For summer registration there will be a joint registration with the YMCA and Community Education Department for youth programs. 77. .. 7,1 `w1 Parks,Recreation and Natural Resources Commission Monday,April 19, 1993 Page 4 VIII, ADJOURNMENT MOTION: Kube-Harderwijk moved to adjourn the meeting, seconded by Bowman. Motion passed 7-0. The meeting was adjourned at 8:40 p.m. by Chair, Pat Richard. Respectfully submitted, Theresa M. Pendroy Recording Secretary , ;y