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Parks and Recreation - 06/18/1984 i 1984 JUNE 18 MINUTES CITY OF EDEN PRAIRIE AGENDA (` EDEN PRAIRIE PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, DUNE 13, 1984 7:30 P.M., SCHOOL ADMINISTRATION BUILDING BOARD ROOM COMMISSION MEMBERS Marty Jessen, chairperson; Raiford Baker Pat Breitenstein, Moe Cook, Gary Gonyea, Jerry Kingrey, Jesse Schwartz COMMISSION STAFF: Bob Lambert, Director of Community Services Approx. Time to Begin Item 7:30 I. ROLL CALL II. APPROVAL OF AGENDA AND OTHER ITEMS OF BUSINESS III . APPROVAL OF MINUTES - May 2, 1984 IV. PETITIONS, REQUESTS AND COMMUNICATIONS 7:30 A. Request from Gary Jeub C 7:40 B. Request from J. R. Nord Incorporated V. DEVELOPMENT PROPOSALS None VI. REPORTS OF COMMISSIONERS, BOARDS AND STAFF A. Reports of Director of Community Servcies 7:45 1. Letter from Metro Council Regarding: Final Environmental Impact Statement for Crosstown 62 I 7:50 2. Recycling Information on St. Louis Park Program B. Report of Community Center Manager 7:55 1. Monthly Community Center Report C. Reports of Athletic Coordinator 8:00 1. Senior Men's Hockey - Spring 1984 Season Ending Report 2. Go-Rec Volleyball - Winter 1984 Season Ending Report 3. Men's 3-Man Basketball - Spring 1984 Season Ending Report 4. Women's Volleyball - 1984 Season Ending Report 8:05 D. Community Education Advisory Council Monthly Report -2- Parks, Recreation $ Natural Resources Commission June 18, 1984 8:10 E. City Council Meeting Report VII. OLD BUSINESS 8:15 A. Bike Trail Grant Application 8:20 B. Bids on Playstructure at Staring Lake Park 8:50 C. Needs Assessment S VIII. NEW BUSINESS 8:55 A. Teen Cooperative Employment Service 9:05 B. Program Scholarships 9:15 IX. ADJOURNMENT C APPROVED MINUTES EDEN PRAIRIE PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION Monday, June 18, 1984 7:30 p.m., School Board Room COMMISSION MEMBERS PRESENT: Pat Breitenstein, acting chairperson; Raiford Baker, Moe Cook, Gary Gonyea COMMISSION MEMBERS ABSENT: Marty Jessen, Jerry Kingrey, Jesse Schwartz COMMISSION STAFF: Bob Lambert, Director of Community Services OTHERS PRESENT: Jan Flynn, Human Services Coordinator I. ROLL CALL The meeting was called to order at 7:35 p.m. by Pat Breitenstein for chairperson, Marty Jessen. II. APPROVAL OF AGENDA MOTION: Gonyea moved to approve the agenda as published. Cook seconded the motion and it carried. III. APPROVAL OF MINUTES OF MAY 21, 1984 MOTION: Cook moved to approve the minutes as published. Gonyea seconded the motion and it carried. IV. PETITIONS, REQUESTS AND COMMUNICATIONS A. Request from Gary Jeub Refer to letters dated September 10, 1982; November 9, 1982 and May 30, 1984 from Gary Jeub; letter dated September 15, 1982 from Edenvale Homeowners Association; letter dated November 16, 1982 and memo dated June 13, 1984 from Bob Lambert, Director of Community Services. Lambert reviewed the 1982 request from Mr. Jeub, who was not present at this meeting, in which he requested authorization to remove a blacktop trail along his property. Jeub was concerned about his k . personal liability of the trail. The initial request to remove the trail was sent to the Edenvale Homeowners Association, who in turn told Mr. Jeub to contact the City for their permission to remove the trail since the City required the pathway. Mr. Jeub was advised by Bob Lambert that since the trail was on a utility easement rather than a trail easement and since the City was not ordering removal, he did have a right to remove it, but at his own expense. i APPROVED MINUTES EDEN PRAIRIE PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION June 18, 1984 -2- Jeub recently requested a reimbursement from the City in the amount of $389.24 for removal of the trail. Lambert told the Commission that he could find no reference in agreements between the City and the developer or in the plan that shows the City required this trail and suggests that the City not reimburse Mr. Jeub for his expenses in removing the trail. MOTION; Baker moved to make a recommendation to the Council not to reimburse Mr. Jeub for his expenses in removing the trail from his property. Cook seconded the motion and it carried. B. Request from J.R. Nord, Inc. Refer to letter dated May 24, 1984 from J.R. Nord, Inc. and memo dated June 13, 1984 from Bob Lambert, Director of Community Services. Mr. Nord is requesting that the City rename the park located on the corner of Duck Lake Trail and County Road 4 as Eden Valley Park to identify it with the development in which it is located. Lambert recommended the approval of the name change. MOTION: A motion was made by Gonyea to recommend that the Council approve naming the eight acre park on Duck Lake Trail "Eden Valley Park". Baker seconded the motion and it carried. V. DEVELOPMENT PROPOSALS None VI. REPORTS OF COMMISSIONERS, BOARDS AND STAFF A. Reports of Director of Community Services 1. Letter from Metro Council Regarding Final Environmental Impact Statement for Crosstown 62 Refer to memo dated June 13, 1984 from Bob Lambert, Director of Community Services, letter dated May 31, 1984 from the Metro Council and Final Environmental Impact Statement dated May 22, 1984. This is an information item only. Lambert stated that the major environmental concerns on County Road 62 are the creek crossing over Nine-Mile Creek and the wet- land north of Birch Island Lake east of County Road 4. To alleviate the impact of the wetland, this project will improve other wetland locations by developing open water ponds and making them more visually appealing. APPROVED MINUTES EDEN PRAIRIE PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION June 18, 1984 -3- Gonyea asked if it would dump to County Road 4 and that County Road 4 bike trails should be upgraded in that case. Breitenstein noted the location of a large grader on a trail on Valley View Road. Gonyea asked if something could be done about the dirt on the trails on Dell Road near new development areas. 2. Recycling Information on St. Louis Park Program r Refer to memo dated June 13, 1984 from Bob Lambert, Director of Community Services. Lambert said that Kingrey had asked about the possibility of a recycling program for the City of Eden Prairie. Craig Dawson, new Assistant to the City Manager, set up a recycling program in St. Louis Park. Lambert asked if the Commission had any interest in a program of this type for Eden Prairie. Breitenstein asked if the City gets paid for picking up items. Lambert said that the City has a contract with another company to do the pickups. Baker said he would be interested in having Craig Dawson talk to the Commission about a recyling program after Dawson has prepared a report on the subject. Lambert said he would ask Dawson to speak to the Commission at a future meeting. B. Report of Community Center Manager 1. Monthly Community Center Report This is an information item only. Lambert said that this report is mainly a summary of activities at the Community Center for last month. Cook commented on the availability of facilities for birthday parties, etc. and asked if the public was aware of these. Lambert said that there may be a notice on the bulletin board at the Community Center. Cook said that possibly an ad should be put in the newspaper. Gonyea asked if area parks can be rented. Lambert said that they can be with a fee of $25 for 50 or less people and more for a larger group. The park is limited to one group per day for �: each shelter. APPROVED MINUTES t EDEN PRAIRIE PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION June 18, 1984 -4- C. Reports of Athletic Coordinator 1. Senior Men's Hockey - Spring 1984 Season Ending Report This is an information item only. Cook commented on the three changes Stu Alexander would like to see and asked if Alexander develops the rules. Lambert said that Alexander discusses these with him and the changes are generally agreed upon. Gonyea commented that the best idea is to have no referees. 2. Co-Rec Volleyball - Winter 1984 Season Ending Report This is an information item only. 3. Men's 3-Man Basketball - Spring 1984 Season Endinq Report This is an information item only. 4. Women' s Volleyball - 1984 Season Ending Report This is an information item only. Breitenstein commented that all of the reports were well written and interesting to read. D. Community Education Advisory Council Monthly Report This is an information item only. Lambert said that the Commission is welcome to make any suggestions for new programs for this fall. The Community Education Advisory Board suggested that the Kids Korner Program be transferred to the school as part of the Family Education Program so there would be access to more of the facilities. The City Recreation Supervisor agreed that the change would offer additional facilities, but that since the program was initiated by the City and people identify it with the Summer Kids Korner Program held in the City parks, that it should remain a City program. The City will continue to operate the Kids Korner Program for now. Cook asked if people can go to either the City or the school to register for programs. Lambert said that they cannot because of the different computer systems being used. Lambert also mentioned that only about 1/4 of the programs are run during the summer. Community education programs are not offered to make money, but rather as a community service. i APPROVED MINUTES EDEN PRAIRIE PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION June 18, 1984 -5- E. City Council Meeting Report Lambert reported that at the June 5, 1984 meeting, the Council approved the following: the grading of Homeward Hills Park and the sending out of bids for this work; the Eden Prairie Horsemen' s request per the Commission' s recommendations; the Commission' s recommendation that the City take over maintenance responsbilities for Sterling Fields Park and the development of the two mini-parks in the Bluffs West neighborhood upon recommendation of the Commission. VII. OLD BUSINESS A. Bike Trail Grant Application r Refer to memo dated June 14, 1984 from Bob Lambert, Director of Community Services and letter dated May 21, 1984 from F.C. Marshall of the Minnesota Department of Transportation. This is an information item only. Lambert stated that the Minnesota Department of Transportation has informed the City that there will be no funding available this year for local bike trail construction. Breitenstein and Cook both commented that they felt an announcement to this effect should be put in the newspaper. Lambert said that this will be done following a decision from the Council as to , whether trails on County Road 1 and Mitchell Road which were scheduled for 1984 will be moved to a later date. There was also some discussion on the number of people biking or jogging who do not use the trails and whether they can be ticketed. Lambert said there is no law in effect to prevent biking or jogging on the streets. B. Bids on Playstructure at Staring Lake Park Refer to memo dated June 14, 1984 from Bob Lambert, Director of E Community Services. Lambert reported that the City predetermined a $15,000 installed price and developed general specifications for the playstructure including steps, inclined ramps, 12' long straight slide, cargo net, tire swing, fire pole, overhead ladders, clatter bridges and rope bridges. The structure could include a tornado slide and wave slide or be able to add these in the future. The City also provided a r� conceptual plan, informed the manufacturers of the $15,000 budget �_- and told them the bids were to be at or near this figure and suggested all companies give "the most bang for the buck". a APPROVED MINUTES EDEN PRAIRIE PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION June 18, 1984 -6- Four quotes were received and the City used a matrix in order to score each quoted structure. The scoring and value assigned to each criteria are quite subjective, but both Landscape Structures and Hilan came out closely on total score and substantially higher than the other two. The major difference is the guarantee. Landscape Structures gives a 20 year guarantee and the others give a 10 year guarantee. Both Landscape Structures and Hilan representatives were invited to present their proposals at this meeting. Tom Howard from Builders Engineering Company, the designer for Hilan, was present with their proposal. r Mr. Howard asked in which areas of scoring Hilan had scored low. Lambert read off the potential value of each criteria and the scores a given to Hilan. Regarding the warranty, Howard stated that after checking with the manufacturer, they would match the 20 year warranty offered by Landscape Structures. He also showed a model of the playstructure and showed a sample of the type of wood that is used. He stated that the structure is made of wolmanized treated red pine. A wave slide could be added on to the structure later. Regarding the toxic substance used to treat the lumber, Howard said a child would have to eat the wood to have any ill effects. Even if exposed daily, a child would get less than he gets in his three daily meals. The structure is very strong and has no metal except the clamp nuts used on the platform space. This also adds to the aesthetic appeal of the structure. Lambert asked the dimensions of the platforms. Howard said there are 13 measuring 4 x 4 which amounts to almost 200 square feet. The height of the platforms is 716" off the ground up to 916". The top of the rail on the swings is 616". Cook asked how many children the structure could accommodate and Howard told him from 40-50 children. Baker asked why the design includes two tire swings instead of one. Howard said these swings are very popular and encourage group play. 1,. APPROVED MINUTES EDEN PRAIRIE PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION June 18, 1984• -7- Lambert asked about the guarantee on the lag bolts and if there were any other color choices than shown on the model. Howard said the only colors available are orange for the tunnel and yellow for the slide which is the way they have been manufactured for 12 years. Cook asked about the importance of a wave slide on the structure. Lambert said this could be added in the future. Dave Olan from Earl Anderson and Associates, the designer for Landscape Structures, presented his proposal showing a plan for the playstructure. Olan stated that his company has been in business for 10 years and also manufactures traffic signs. Landscape Structures Has been in -: business for 15 years and manufactures primarily wooden products. Olan said that safety is very important and that pieces are tied together with pipe bolts and cap screws. The structure is made up of 6 x 6 redwood posts with rounded edges, chain is coated to prevent injury and tires are coated to prevent the black from rubbing off. He showed samples of the wood, chain and pipe bolts that are used. All parts carry a 20 year guarantee. The materials are all natural and contain no toxic substances. The structure also has a safety wall at both 6' and 10' heights. Lambert asked the number of square feet of platform space. Olan said there are 15 measuring 4 x 4. Olan added that there are some of the Landscape Structure's playstructures at Round Lake Park and Centax. Cook asked how many children the playstructure would accommodate Olan said it would accomodate at least 50 children. Cook also asked how many different ways there are to access the slide. Olan said there are seven. Gonyea asked if there have been any structural problems on the playstructures at Round Lake Park. Olan said that one piece of wood and the tube slide have been replaced. The tube slide is now made of a different material. The Commission asked the park planner, for his comments. He said he prefers the Hilan design because of its circular shape. However, Landscape Structures' design includes a wave slide. - - - - ---- - - IiAPPROVED MINUTES C EDEN PRAIRIE PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION June 18, 1984 -8- Baker commented that he feels there are more activities possible on the Hilan design. MOTION: A motion was made by Cook to recommend that the Council award the bid for the playstructure at Staring Lake Park to Hilan mainly because of the circular design. Gonyea seconded the motion and it carried. C. Needs Assessment Refer to memo dated June 14, 1984 from Bob Lambert, Director of Community Services. Lambert reported that he is continuing to contact consultants to assist in preparing the survey and tabulating results with the least amount of cost involved. He anticipates the cost to be about $5,000. He recommends that three or four Commission members serve on an ad hoc committee to assist with the survey. The committee would meet with Lambert and report their findings to the Council. Baker and Gonyea volunteered to serve on the ad hoc committee. Lambert will speak to those not present at this meeting to see if there is any interest from them to be on the committee. Breitenstein and Cook said they would serve on the ad hoc committee if they are needed. MOTION: A motion was made by Baker to receive quotes from several consultants and proceed with the time frame set forth in Lambert's memo. Gonyea seconded the motion and it carried. VIII. NEW BUSINESS A. Teen Cooperative Employment Service Refer to memo dated June 14, 1984 from Bob Lambert, Director of Community Services. Jan Flynn, Human Resources Coordinator, was present to explain the proposed program. Flynn reported that the program was developed by a joint effort between PROP (People Reaching Out to Other People) and the YMCA. - - - - _ _ - _ . ._ ' _____..._ ..__ ' ..... . - .. __•___ __ ..._..•.... ............--'._.:i ., ..............ter APPROVED MINUTES EDEN PRAIRIE PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION June 18, 1984 -9- Sue Matson originally developed this program and has volunteered to act as Program Coordinator. The City' s involvement came about when the need arose for a brokerage type agency to receive calls and give out names for the employment service. Breitenstein asked if there would be set fees for particular types of work. Flynn said that when a person calls the City, they will be given three or four names of youth living in their neighborhood or nearby to contact regarding the work to be done. She added that the program is being reviewed by the City Attorney at the present time. However, it is difficult to set an hourly or flat rate. Flynn said the main purpose of the program is to give youth too young to get other jobs a way to earn money and develop self responsibility. Lambert reported that he had just received a letter from the City attorney following his reviewal of the forms and liability aspects a. of the program and read the letter to the Commission. Flynn stated that the forms being used were modified forms from those used by the City of Richfield. C. MOTION: A motion was made by Gonyea to recommend that the Council approve the Teen Cooperative Employment Service. Cook seconded the motion and it passed. B. Program Scholarships Refer to memos dated June 14, 1984 from Bob Lambert, Director of 4 , Community Services. Lambert reported that the reason this item is being discussed is that in the past the City has said that if someone cannot afford a a program, the City would waive the fee. However, this has never been advertised and there is no policy. Lambert has requested that the Human Resources Coordinator discuss this with the Human Rights and Services Commission, the Community Education Commission, the Community Education Advisory Council and the Parks, Recreation and Natural Resources Commission. r Flynn stated that normally the Human Rights and Services Commission serves those in the community who have financial or housing problems. However, some of these low income families desire to participate in City or Community Education sponsored activities or classes, but cannot afford the fee. Baker reported that in the case of the hockey teams, if someone C cannot afford to participate, the money is gotten from local service and civic organizations. He feels this program could be done in the same way. 1 ' APPROVED MINUTES C EDEN PRAIRIE PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION June 18, 1984 -10- Lambert asked Cook how the Athletic Association handles cases such as these. Cook said that very few have occurred in the past, but he was not aware of any specific procedure. He said perhaps it was written in the bylaws. Lambert added that it was the feeling of the Community Education Advisory Council that an application for program scholarships should be kept simple and if a person even asked for assistance, it could be assumed that they probably needed it. They suggested that a certain amount of money be budgeted for this purpose, that everyone should pay a percentage of the fee and that there be a set limit per quarter per family. Records should be kept on who applied for what program and how often they apply. This could be done for one year to see how much money is spent and how many people are using the program. Flynn said that an application form has been drafted. One source of possible funds could be civic and service organizations in the community. Flynn' s recommendations for the program are that it should be consistent among all groups involved, a board should be established to handle the money and delegate it. The money should be in hand before the program is started. The fact that scholarships are available and how to obtain them should be advertised. When registering for a class, it should be noted that a scholarship has been applied for so a space in the class is reserved. Possibly the first four days of registration could be set asisde for scholarship applications so that they can be reviewed and awarded as soon as possible. There was much discussion among the Commission members on this issue and the more it is discussed, the more questions seem to be raised. Lambert said that if you are going to promote a program such as this, you need a policy written and money available. Flynn added that there could be as many as 1,000 families eligible for program scholarships. _ . APPROVED MINUTES EDEN PRAIRIE PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION June 18, 1984 -11- Breitenstein commented that she feels a small group should be put together to further discuss this issue since the Commission itself cannot make a decision. IX. ADJOURNMENT Gonyea moved to adjourn the meeting at 10:00 p.m. Cook seconded the motion and it carried unanimously. Respectfully submitted, Lois Boettcher Recording Secretary C_ - `, -