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Parks and Recreation - 06/15/1981 1981 JUNE 1 .9 15 MINUTES CITY OF EDEN PRAIRIE r. i AGENDA EDEN PRAIRIE PARKS, RECREATION AND NATURAL_ RESOURCES COMMISSION MONDAY, JUNE 1, 1981 7:30 P.M., CITY HALL COMMISSION MEMBERS: Richard Anderson, chairperson; Pat Breitenstein, Marge Friederichs, Marty Jessen, Jerry Kingrey, Jesse Schwartz, Larry VanMeter COMMISSION STAFF: Bob Lambert, Director of. Community Services 6:15 p.m. Tour Staring Lake Park, Senior Center and Flying Cloud Fields Approx. Time to Begin Item 7:30 I. ROLL CALL II. APPROVAL OF AGENDA III. MINUTES OF MAY 18, 1981 IV. PETITIONS, REQUESTS AND COMMUNICATIONS None V. RECOMMENDATIONS AND REPORTS A. Reports of Commissioners None B. Reports of Staff 7:35 1. Layout of Round Lake Ballfield Lighting for Football Use 7:40 2. Eden Prairie Soccer Association/Preserve Park 7:45 3. Council Report of May 19, 1981 VI. OLD BUSINESS 7:50 A. Policy on Public Use of City Services (cont. from May 4, 1981) 8:30 B. Proposed Community Education Policy Statement 8:45 C. Proposed Fees & Charges for Community Center (cont. from May 18) 9:15 D. Slope Ordinance Committee Recommendation VII. NEW BUSINESS 9:45 A. Policy on Trail Construction - Commission Goal 10:00 B. Preserve Park Bike Trail 10:15 VIII. ADJOURNMENT APPROVED MINUTES EDEN PRAIRIE PARKS RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, JUNE 1 , 1981 7:30 P.M. , CITY HALL COMMISSION MERB'r:RS PRESENT: Richard Anderson, chairperson; Pat Breitenstein, Marge Friederichs, Marty Jensen, Jerry Kingrey (late), Jesse Schwartz, Larry VanMeter COMMISSION STAFF: Robert A. Lambert, Director of Community Services OTHERS PRESENT: Dick Dahl, E. P. News Chuck Pappas, Community Center Manager Stuart Alexander, Athletic Coordinator I. ROLL CALL The meeting was called to order at 7:30 P.M. , by Chairperson Richard Anderson. Tour of Staring Lake Park, Senior Center and Flying Cloud Fields preceded the meeting. ' II. APPROVAL OF AGENDA MOTION: Breitenstein moved to approve the Agenda as published. VanMeter seconded the motion and it carried unanimously. III. MINUTES OF MAY 18, 1981 MOTION: Jensen moved to approve the Minutes of May 18, 1981, as published. Friederichs seconded the motion and it carried unanimously. IV. PETITIONS. REQUESTS AND COMMUNICATIONS None V. RECOMMENDATIONS AND REPORTS A. Reports of Commissioners None B. Reports of Staff 1. Layout of Round Lake Ballfieid Lighting for Football Use Lambert referred to Staff memo of May 28, 1981 as an information item. 2. Eden Prairie Soccer Association/Preserve Park Lambert referred to Staff memo of May 28, 1981 describing the parking problem at Preserve Park. He said that as of Saturday the problem has been solved by spreading the games over a longer period of time on Saturday morning which apparently has alleviated the problem. r Minutes - Parks, Recreation & approved June 1, 1981 Natural Resources Commission -2- Anderson asked that as long as there are so maWf kids who participate in the program (600), could a shelter and a telephone be provided and candy/pop be provided? Lambert said that as long as this is a temporary location for the soccer practices (1 year) he didn't feel it was worth the investment. 3. Council Report of May 19, 1981 Lambert reported Council action as follows: - Approved Swedlund proposal to offer $400,000 for purchase of the property and $5,000 option price. - Approved More House acquisition - Approved Red Rook Park acquisition - Approved bids for tennis courts at Middle School and Creekwood Park. i VI. OLD BUSINESS A. Policy on Public Use of City Services (cont. from May 4, 1981) Lambert reported that Staff mailed the May 1, 1981 , memo to various Eden Prairie organizations as requested by this Commission. Lambert referred to Staff memo of May 28, 1981, which reports on the organizations who responded to the mailing, i.e. Gymnastics Club, Football Association, Rotary, Hookey Association. Resident Moe Cook was present on behalf of the Football Association. He said his association has asked for no City services as yet, but because they are a new organization will need general mailing services (registration), typing, etc. , in the near future. Lambert reviewed the Councilts decision to authorize one mailing (not annually) by the new associations as they get started. Kingrey said he thought the City committed to doing one mailing per year for each association. Lambert reiterated this is a one time mailing only. Jessen suggested the Happenings publication be used as a registration vehicle for the associations- perhaps to include a tear-out coupon. The Happenings schedule is quite flexible so could be scheduled to come out around registration time. Jessen suggested this would give the Happenings a new, positive function and residents would look to it as the ir,.formational bulletin on City athletic programs as well as other things. Anderson suggested compiling all registration dates for the various athletic organizations and then work together to arrange Happenings around those dates, perhaps on a quarterly basis. r Minutes - Parks, Recreation & _approved June 1, 1981 Natural Resources Commission -3- Carol Evenson was present on behalf of the Gymnastics Association and stated that because their program runs on a year round basis and registration occurs every 7 weeks for a new session, their needs are different from the other organizations. She further said their registration mailings differ each time so even though they know the full year schedule they feel a need to advertise for each session (4-5 times/year). MOTION: Jessen moved to recommend Staff investigate the possibility of scheduling Happenings around the registration dates of the athletic associations. Breitenstein seconded the motion and it carried unanimously. DISCUSSION: Jessen asked Staff if they would agree to prepare the game schedules for the different associations. Lambert replied they would type the schedules but the associations would be responsible for printing them (Insty-Print) at their own expense. Jessen asked the Gymnastics Association representative how many kids enrolled in each session? Ms. Evenson said on the average 110-120. Jessen suggested that being they send out 3,300 copies of literature 4-5 times per year and only get 110-120 participants each time, it is a very expensive proposition. CLambert stated, for all present, that somehow people get the impression that because an organization offers a program they are doing the City a service. In fact, they are not, but are offering the young people in the community a service. c Lambert said that when the associations were formed Staff committed to additional secretarial time, but it has always been the intention that the secretarial time be supplied by the new receptionist/seoretary hired upon opening of the Community Center. The Staff secretary's time is very committed and only typing of schedules with plenty of advance notice is reasonable at this time. Kingrey expressed feelings that the associations clearly are doing the City a service in that they are assuming many of the responsibilities the City would be asked to do under citizen pressure if the services were not offered. E Moe Cook agreed with Kingreyts philosophy and said that as a volunteer he often feels chastised for helping his community through service in the Football Association. Lambert apologized for any ill feelings among the associations and said the purpose of the memo was to clarify commitments made a year ago when the associations were formed. Through this memo Staff hoped to (. create good communication between Staff and the associations in d Minutes - Parks, Recreation & approved June 1, -1981 Natural Resources Commission -4- offering the same services to all groups and letting the groups know what Staff can and cannot do to aid their operations. Jessen suggested the Commission consider the following: The associations try limiting their advertising to regularly scheduled City publications (Happenings, recreational services mailing) and if anything beyond that is desired they pay for production on their own and the City will assist in drafting the copy. Also, the City prepare and produce a team sport schedule, one copy per participant. Also, the City produce copies of the coaches manual for each coach and a general sport play manual for each participant and anything else is at the expense of the association. Schwartz expressed a fear that Lions, Rotary, etc., might request copies of manuals and the service might get out of hand. Kingrey expressed concern that youth organizations and civic organi- zations should not be thought of and discussed on the same level. Anderson suggested that Staff consider the discussion tonight, and draft a motion and present it to the Commission for comment at the next meeting. B. Proposed Community Education Policy Statement Lambert referred to Staff memo of May 28, 1981 and the attached draft of the Policy Statement. Jessen referred to Policy section 801.5R under 4.2.4.1. Custodial Services, and 5. Supervision. He feels both of these sections should be more clearly defined so the Commission is aware of exactly what Community Servioes is being charged for. Anderson asked if Community Education plans to charge any other organizations. Lambert replied no. Lambert said the reason he feels Community Education is wanting to charge the City directly for services such as "supervision" and "custodial services" is that they are down in funds and if that continues in a few years they will be forced to out programs. The School District pays half of what Community Services pays but their money goes to pay for the smaller organizations who use the school facilities. VanMeter asked if this policy is permanent if adopted? Lambert said no doubt it will be reanalyzed after a budget year. i Friederichs said the only way some of this Commissionts concerns can be addressed is through a joint meeting involving the City Council, School Board and this Commission. Anderson recommended this meeting occur. Lambert said he will write a memo to Mick Anderson with the concerns expressed at this meeting. r Minutes - Parks, Recreation & approved June 1, 1981 Natural Resources Commission -5- r r C. Proposed Fees & Charges for Community Center (coot. from May 18) Lambert noted that this Commission requested Staff look into having a random sample taken to see how marry residents would be interested in a membership sohedule, if offered, for the Community Center. Staff together with Chuck Pappas, were advised by the Research Assistant at Hennepin County Park Reserve District and a report of the survey is included in the memo of May 27, 1981. Based on the survey, Staff recommends the same individual cost as stated in the memo of May 18, 1981, but add membership fees as shown in memo of May 28, 1981. Anderson asked if it would be appropriate to let the high school hockey team practice weekdays at 6:00 a.m. for $27.50 per hour (rate they would pay at Bloomington Ice Gardens) because the arena probably wouldntt be in demand by anyone else at that time and $27.50 would be better than no use/rental. Lambert said that the $27.50 amount is too little and probably wouldn't even pay operating expenses. He continued that the philosophy behind the Community Center has been to offer reasonable rates for users and still meet operating expenses. Jessen summarized that this Commission generally supports the fee schedule as outlined but feels any action should wait until after a joint meeting of the School Board. MOTION: Vanbleter made a motion to recommend that after review of Staff recommendations, this Commission supports, in concept, the fee schedule and prior to approval would like to hear the outcome of the joint meeting of the School Board. Schwartz seconded the motion. AMENDMENT: Jessen moves that while the Commission generally supports the fee structure, the matter of membership be further reviewed as to rate (perhaps should be somewhat less). Kingrey seconded the amendment. VOTE ON AMENDMENT: 5 voted in favor, two opposed (VanMeter, Breitenstein). VOTE ON MOTION:. The motion carried unanimously with Friederiohs abstaining. D. Slope Ordinance Committee Recommendation Lambert referred to memo of May 27, 1981, containing the final action of the Slope Committee. Jessen said he feels Items A).2.a-d should be better defined regarding bluff protection. He feels it will be very hard to define what: is meant by these policies if not more specific such as no building below a certain elevation, oto. i Minutes - Parks, Recreation & approved June 1, 1981 Natural Resources Commission -6- Kingrey said this concern was discussed by the Committee and they It felt the people who already owned property on the bluffs have a right to build as they want to, and also the basis of the ordinance is to direct development on smaller tracts of land without having to purchase rights from the owners. The ordinance is more for the purpose of informing and motivating landowners to do what the City would ultimately like done in terms of bluffs preservation. MOTION: Kingrey moved to recommend approval of, the Slope Committee recommendations per memo with the following changes: Items: 1. delete "significant natural slopes such as" 2. change to read: "Review of, protection, and sensitive attention to the modification of slopes:'.... ..eto. A)2. delete "Planning for:" 2.a. change to read: "Erosion Control - before, during and after construction". 4. change to read: "Utilize new state statute regarding."..eto. B)1. third line change "his" to "the". 2. change to read: "Commission members should visit each site that staff has identified as sensitive". l Friederichs seconded the motion. The motion carried 4 to 3, with Breitenstein, Anderson, Kingrey and Friederiohs voting "aye"; and Schwartz, VanMeter and Jensen voting "naye". DISCUSSION: Schwartz said he sees problems with interpretation of something this loosely defined--everyone sees situations in a different light. Schwartz further said he is comfortable with Section A (Bluff Protection) but feels Section B (Slopes) is not specific enough and interpretation will be a problem. Lambert said this concern was also discussed by the Committee and the Slopes section pertains to development proposals not to any single family homes on 10 acres scattered throughout the City. VII. NEW BUSINESS A. Policy on Trail Construction - Commission Goal MOTION: Jensen moved to continue this item to the next meeting. Breitenstein seconded the motion and it carried unanimously. B. Preserve Park Bike Trail MOTION: Jessen moved to approve Staff recommendation to proceed with the completion of the construction of the trail section. Friederichs seconded the motion and it carried unanimously. Minutes — Parks, Recreation & approved June 1, 1981 r Natural Resources Commission 7- MOTION: Breitenstein moved to dispense with the park tours. Schwartz seconded the motion and it carried unanimously. VIII. ADJOURNMENT MOTION: Kingrey moved to adjourn the meeting at 11:10 P.M.. Breitenstein seconded the motion and it carried unanimously. Respectfully submitted, Carrie Tietz Recording Secretary C_ i l 1 ' AGENDA EDEN PRAIRIE PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, JUNE 15, 1981 7:30 P.M. , CITY HALL COUNCIL CHAMBERS COMMISSION MEMBERS: Richard Anderson, Chairperson; Pat Breitenstein, Marge Friederichs, Marty Jessen, Jerry Kingrey, Jesse Schwartz, Larry VanMeter COMMISSION STAFF: Robert A. Lambert, Director of Community Services Approx. Time to Begin Item 7:30 I. ROLL CALL II. APPROVAL OF AGENDA III. MINUTES OF JUNE 1, 1981 IV. PETITIONS, REQUESTS AND COMMUNICATIONS V. RECOMMENDATIONS AND REPORTS A. Reports of Commissioners C_. None B. Reports of Staff 7:45 1. Red Rock Lake Park Schematic Plan 8:00 2. Fourth Amendment to Anderson Lakes Park Acquisiton Grant 8:05 3. 100% Petition for Prairie East Park Playground Structure 8:10 4. Change Orders - a) Community Center, b) R. L. Park Shelter 8:15 5. Accept Bids on Tennis Court Construction at Creekwood and Middle School 8:20 6. Council Report i VI. OLD BUSINESS 8:25 A. Proposed Community Education Policy Statement - Merle Gamm and Mick Anderson 8:45 B. Public Use of CityFacilities Policy y - (cont' from 6/1/81) Parks, Recreation & -2- June 15, 1981 Natural Resources Commission 8:55 C. Proposed Policy on Trail Construction and Maintenance (cont' from June 1, 1981) 9:05 D. Proposed Policy on Level of Service for Maintenance of Parks VII. NEW BUSINESS 9:20 A. Eden Prairie Hockey Association Holiday Tournament 9:25 VIII. ADJOURNMENT i d� I i i ,APPROVED MINUTES EDEN PRAIRIE PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, JUNE 15, 1981 7:30 P.M. , CITY HALL COMMISSION MEMBERS PRESENT: Larry VanMeter, acting chairperson; Pat Breitenstein, Marge Friederiohs, Marty Jessen, Jerry Kingrey (7:45) COMMISSION MEMBERS ABSENT: Richard Anderson, Jesse Schwartz COMMISSION STAFF: Robert A. Lambert, Director of Community Services OTHERS PRESENT: Dick Dahl, Eden Prairie News Steve Calhoun, Park Planner Merle Gamm Mick Anderson, Director of Community Education I. ROLL CALL The meeting was called to order at 7:33 P.M. , by Acting Chairperson, Larry VaWdeter. II. APPROVAL OF AGENDA Addition: V.B.7. LAWCON Grant Preliminary Ranking — Lambert MOTION: Jessen moved to approve the Agenda as published with the addition. Breitenstein seconded the motion and it carried unanimously. III. MINUTES OF JUNE 1, 1981 Change: page 3, para. 3 (Discussionj, add the word "game" to the end of the first sentence. Jessen MOTION: Breitenstein moved to approve the Minutes of June 1 , 1981 with the change. Friederiohs seconded the motion and it carried unanimously. IV. PETITIONS, REQUESTS AND COMMUNICATIONS None V. RECOMMENDATIONS AND REPORTS A. Reports of Commissioners None B. Reports of Staff 1. Red Rock Lake Park Schematic Plan Lambert presented a schematic plan for Red Rock Park and invited questions and comments from the Commission and the residents in attendance. Steve Calhoun, Park Planner, was also present as park �. designer. Minutes - Parks, Recreation & .approved June 15, 1981 Natural Resources Commission -2- VanMeter asked the size of the park. Lambert said 18 acres which in.oludes dedication. Lambert said as a neighborhood park this site will serve approximately 800 homes. For the next several years it will function for neighborhood "pick-up" football and softball games, tennis, skating, eta. As the population of Eden Prairie grows to 30-40,000, the useage might change with more youth league games being scheduled in the neighbor- hood parks. Jessen asked why only one softball field is planned? Lambert said topography, drainage patterns, eta., would only accommodate one. Resident John Mooney asked how close the trails and drainage swale will come to the lots along the northern perimeter of the park? Lambert pointed out the trail and drainage pattern on a map and commented that the extent of the drainage system is not yet known-- perhaps some tiling will have to be done or a storm drainage pond may be considered. Several residents commented on how wet the area presently is all summer long. Lambert commented that the hockey rink area is the only lighted area planned. Staff hopes grading can be completed late this summer. MOTION: Kingrey moved to approve the schematic plan of Red Rook Park. Breitenstein seconded the motion and it carried unanimously. 2. Fourth Amendment to Anderson Lakes Park Acquisition Grant MOTION: Jessen moved to approve the Amendment per Staff reoommendation. Breitenstein seconded the motion and it carried unanimously. 3. 10q Petition for Prairie East Park Playground Structure Lambert reviewed the history of Hustadts commitment to construct the Prairie East Park. Hustad+s have not followed through on this commitment and the City has had to regrade and seed what Hustadts did in 1980. Lambert said he recently met with Wally Hustad and Mr. Hue-bad said the Bluffs Company does not have the money necessary to complete the park and is petitioning for the City to purchase and install the play structure at the park. Jessen said he feels this is bad policy, has never been done in Eden Prairie before and feels the City should see if there is $5,000 left in the bond with Hustad•a to cover construction of the park. Lambert doubts if there is anything left of the bond to cover this. Kingrey stressed that the bonding policies in the future should be written in a way to prevent this kind of situation from happening again. a Minutes - Parks, Recreation & :approved June 15, 1981 Natl:ral Resources Commission -3- MOTION: Jessen moved to recommend approval of the Petition, recognizing this is the only alternative to get the job done but he doesn't feel that financing through special assessment is a good policy. Kingrey seconded the motion4 DISCUSSION: Kingrey recommended Staff explore having a protective bonding policy to ensure the developer follows through in the future. AMENDMENT: Jessen moved to amend the motion that before special assessment is carried out, the bonding policy with Hustad's (Bluffs Co.) be investigated to see if $5,000 can be found. If funds are obtainable through the bond, the motion to approve special assess- ment will be rescinded. Kingrey seconded the amendment. VOTE ON MOTION: The amended motion carried unanimously. ry 4. Change Orders - a) Community Center, b) R. L. Park Shelter MOTION: Kingrey moved to approve the following change orders: 17 The City pay fifty percent of the extra exoavation request, $3,584.50; 2) Install the overhead door and frame at the Zamboni room along with a modification of that door, $3,845.60; 3) Modification to the footings and foundation required due to the storm sewer pipe encountered during excavation at the Round Lake Park shelter, $2,983; and 4) Change the water heater at the Round Lake Park Shelter from electric to gas, $260. Breitenstein seconded the motion and it carried unanimously. 5. Accept Bids on Tennis Court Construction at Creekwood and Middle School MOTION: Jessen moved to approve acceptance of bids to Tennis West per Staff recommendation. F'riederichs seconded the motion and it carried unanimously. 6. Council Report Meeting of June 2, 1981: - Accepted donation from Lions Club but denied request to rename Round Lake beach as it would set a precedent for other groups. - Approved irrigation this year at Round Lake Park but no action on lighting. - Approved Preserve bike trail. 7. LAWCON Grant Preliminary Ranking As an information item, Lambert reported that the City received preliminary grant rankings and Eden Prairie is ranked 7th for funding / and the out off is 5. Lambert thought it was safe to say there would be no funding for Swedlund property from LAWCON in 1982. I Minutes - Parks, Recreation & approved June 15, 1981 Natural Resources Commission -4- VI. OLD BUSINESS A. Proposed Community Education Policy Statement - Merle Gamm and Mick Anderson Eden Prairie school financial manager, Merle Gamm, was present to discuss some of the questions raised by this Commission at the last meeting regarding the Policy Statement. Gamm pointed out that costs have escalated faster than revenues and the present reimbursement for services that the City is paying does not meet the expenses incurred by Community Education. He further said that the reimbursement established several years ago has only been increased each year by a 6-7% aoross the-board increase which has not been enough to meet expenses. Gamm said the new reimbursement proposed would cost the City approxi- mately $10-12,000 annually, instead of the current $6,000+ annually. This new rate reflects reimbursable expenses for direct variable costs as based on amount of useage by each organization. Those subject to the reimbursement will be the School, the City, and Community Group I which are groups with 75% or more membership within City i.e. Boy Scouts, etc. Community Education will be charged for Community Group I costs because typically these groups do not have funds available. Other groups whose membership is not mainly from the City will be charged a rental fee. b Gamm noted "direct variable costs" to include the following: - supervision of buildings (opening/olosing doors, etc.), pro rata basis by useage. - "additional" custodial costs - equipment useage - transportation costs Garcon said the Policy Statement will be rewritten to make the points discussed at this meeting more clear. Mick Anderson suggested one way to out costs might be to schedule more programs into one building rather than utilizing several different buildings. Jessen asked what the total Community Education budget is for 1981-827 Anderson said $78,000 expenditures, $70,000 total revenue. MOTION: Kingrey moved to approve the Community Education Policy Statement per Staff rocommendation. Friederichs seconded the motion C and it carried unanimously. i r Minutes - Parks, Recreation & approved June 15, 1981 Natural Resources Commission -5- f DISCUSSION: Kingrey asked Staff to come back to the Commission next year with a report on how this reimbursement plan works out. B. Public Use of City Facilities Policy - (cont_, from 6/1/811 140TION: Jessen moved to approve the Policy per Staff recommendations. Breitenstein seconded the motion and it carried unanimously. A representative of the Eden Prairie Girls Athletic Association was present and expressed her support of the plan. C. Proposed Policy on Trail Construction and Maintenance - cony from June 1 1 1 Jessen suggested the policy be more specific in terms of maintenance, that sweeping is needed when there are sand buildups, erosion problems-- he feels examples should 'be given. Also in terms of low hanging branches, Jessen feels a specific height should be written into the policy according to safety standards. Jessen also suggested that 11sterilant", a weedr killer used before the asphalt is laid, be added to the construction specifications. 140TION: Jessen moved to adopt the Policy on Trail Construction and Maintenance with modifications. Breitenstein seconded the motion and it carried unanimously. D. Proposed Policy on Level of Service for Maintenance_ of Parks Friederichs pointed out there are two goals listed under "skating" and this should be corrected. Jessen suggested both the Park Maintenance and Trail Policies be written in the same style. Lambert said that Staff would like to see mini skating rinks and play- ground on wheels be phased out. These programs were started when Eden Prairie's park system was first developing and now those programs are becoming obsolete. Jessen suggested that Staff come back to this Commission with the costs per year for these two programs and the number of users per year. MOTION: Jessen moved to continue this item to the next meeting. Friederichs seconded the motion and it carried unanimously. DISCUSSION: Kingrey requested Staff to further develop the park ranger idea and report back to the Commission. Minutes — Parks, Recreation & ,approved June 15, 1981 Natural Resources Commission —6— VII. NEW BUSINESS A. Eden Prairie Hockey Association Holiday Tournament Lambert asked Commission members how they feel about the Hooke,y Association having a tournament in early January when the schools are on Christmas vacation. He pointed out that this would eliminate free skating completely for the duration of the tournament. Jessen said he is in favor of this as it would promote support from the City to the Hockey Association. VanMeter also is in favor of a tournament but feels the City should probably limit the number of tournaments that are held per year. VIII. ADJOURNMENT MOTION: Jessen moved to adjourn the meeting at 10:00 P.M. Friederiohs seconded the motion and it carried unanimously. Respectfully submitted, Carrie Tietz C Recording Secretary