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Parks and Recreation - 09/17/1984 _ i 1984 SEPTEMBER 17 MINUTES CITY OF EDEN PRAIRIE I AGENDA EDEN PRAIRIE PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, SEPTEMBER 17, 1984 7:30 P.M., STARING LAKE PARK SHELTER COMMISSION MEMBERS: Marty Jessen, chairperson; Raiford Baker, Pat Breitenstein, Moe Cook, Gary Gonyea, Jerry Kingrey, Jesse Schwartz i COMMISSION STAFF: Bob Lambert, Director of Community Services Approx Time to Begin Item 7:30 I. ROLL CALL II. APPROVAL OF AGENDA III. APPROVAL OF MINUTES - AUGUST 20, 1984 IV. PETITIONS, REQUEST'S AND COMMUNICATIONS 7:35 A. Request from Performing Arts 7:40 B. Donations from Cherne Corporation V. DEVELOPMENT PROPOSALS 7:45 A. Cardinal Creek Village 8:00 B. Edenvale II VI. REPORTS OF COMMISSIONS, BOARDS AND STAFF A. Reports of Commissioner - none B. Reports of Director of Community Services 8:15 1. Department Reorganization 8:20 2. 1985 LAWCON Grant Application C. Report of Community Center Manager 1. Monthly Community Center Report 8:30 D. Community Education Advisory Council Monthly Report 8:35 E. City Council Meeting Report VII. OLD BUSINESS 8:40 A. 1984 LAWCON/LCMR Grant Application 8:45 B. Letter from Eden Prairie Baseball Association 8:55 C. Request for Funding Needs Assessment Eden Prairie Park, Recreation $ Natural Resources Commission -2- September 17, 1984 VIII. NEW BUSINESS 9:05 A. 1985 Budget Summary i 9 :45 B. Round Lake Outlet 9:55 C. Bridges for Staring Lake Bike Trail I 10:05 D. Lighting Facilities at Staring Lake Park 10:15 IX. ADJOURNMENT r APPROVED MINUTES EDEN PRAIRIE PARKS, RECREATION AND NATURAL RESOURCES COMMISSION Monday, September 17, 1984 7:30 p.m., Staring Lake Shelter COMMISSION MEMBERS PRESENT: Marty Jessen, chairperson; Raiford Baker, Pat Breitenstein, Moe Cook, Jerry Kingrey, Jesse Schwartz COMMISSION MEMBERS ABSENT: Gary Gonyea COMMISSION STAFF: Bob Lambert, Director of Community Services OTHERS PRESENT: Chuck Pappas, Community Center Director; Carol Foy, Park Planner I. ROLL CALL The meeting was called to order at 7:45 p.m. by chairperson, Marty Jessen following a short inspection of the playstructure being constructed at Staring Lake Park. II. APPROVAL OF AGENDA Lambert added E. Policies Re: Managers Attending League Organizational Meetings, F. Senior Center Improvements and G. MRPF Golf Team under New Business. MOTION: Breitenstein moved to approve the agenda as amended. Schwartz seconded the motion and it carried. III. APPROVAL OF MINUTES OF AUGUST 20 1984 MOTION: A motion was made by Cook to approve the minutes of August 20, 1984 as published. Schwartz seconded the motion and it carried. IV. PETITIONS, REQUESTS AND COMMUNICATIONS A. Request from Performinq Arts Refer to memo dated August 27, 1984 from the Performing Arts Committee. Lambert reviewed the request from the Performing Arts Committee asking that the City either build a permanent bandshell or purchase C a mobil unit to be used for the "Summer Concerts in the Park" at Round Lake Park. The Committee has made a request to the Lions Club for funding. r APPROVED MINUTES EDEN PRAIRIE PARKS, RECREATION AND NATURAL RESOURCES COMMISSION Sept. 20, 1984 -2- Jessen felt that this structure could be very versatile and could also be used for Schooner Days. Cook asked what the difference in price is between a portable and permanent structure. Lambert said a portable structure runs from $15,000-$20,000. Cook then asked how portable the unit would be and if it could be moved easily. Lambert said the unit is on a trailer similar to an 18 wheeler, is open on one end and has an enclosed generator and sound system. Both Edina and Bloomington have units similar to this. Baker commented that he would be more in favor of a portable unit over a permanent structure, since an ampitheater is planned for the future at Purgatory Creek Recreation Area. He suagested that the City check with the cities that own portable units. Kingrey said he questions the expense of such a structure and would rather not make a recommendation for it. Lambert said that such a structure would improve the sound and draw better attendance. Motion: A motion was made by Baker to do a study to see what the costs are for a portable bandshell versus a permanent structure. Kingrey seconded the motion and it carried. B. Donations from Cherne Corporation Refer to letter dated September 5, 1984 from G.A. Ratcliffe, President of Cherne Corporation. This is an information item only. Lambert reported that the Cherne Corporation is making a $12,000 donation to the City. Kingrey asked how the City responds to a donation of this type. He suggested that the City send a letter or certificate of appreciation. Lambert said he usually writes a letter in behalf of the mayor. Jessen suggested that the City purchase a plaque to present to Cherne Corporation in appreciation of their donation. Cook asked how these donations are used. Lambert said that the money goes into a fund with the cash park fees. Kingrey suggested that a phone call be made to all who donate money to the City and ask them if they wish the donation to be made public or put in the newspaper. This would be entirely up to the individual or donor. APPROVED MINUTES ( EDEN PRAIRIE PARKS, RECREATION AND NATURAL RESOURCES COMMISSION Sept. 20, 1984 -3- V. DEVELOPMENT PROPOSALS A. Cardinal Creek Village This proposal will be discussed at the next meeting. B. Edenvale II f Refer to staff report dated September 7, 1984. Bob Lambert introduced Scott Anderson from Anderson Development, Inc. Mr. Anderson reviewed the development proposal by saying that the application was submitted on August 8. They are .; requesting the replatting of two smaller lots (6 and 7) into one large lot to accommodate an office/warehouse building. The site meets minimum setback requirements for building and parking from all property lines. The amount of grading will be minimal. Utilities can be provided by connecting to the existing facilities. Office frontage will be overlooking the golf course. Mr. Anderson also pointed out the conservation zone and added that soil conditions will be corrected with as much natural vegetation as possible being maintained. Lambert said that the pond design would be discussed with the Watershed District after it goes to the Planning Commission. Lambert asked how much vegetation would be kept. Mr. Anderson replied that 1 to 1.2 acres would remain undeveloped. Lambert commented that property corners could be seen from the golf course and for this reason, as much vegetation as possible should be preserved. Kingrey asked if the vegetation on the north end of the site plan is existing or planned. Anderson said there is some of each. Lambert commented that he feels it is important to screen the parking areas as much as possible. Kingrey asked if the oak trees along Martin Drive would be kept. Anderson said yes, they would be. Jessen asked how large the parking area will be. Anderson answered i that it will be less than one-half acre. Motion: Kingrey moved to recommend approval of Edenvale II per staff report and recommendations. Breitenstein seconded the motion and it carried. APPROVED MINUTES ( EDEN PRAIRIE PARKS, RECREATION AND NATURAL RESOURCES COMMISSION Sept. 20, 1984 -4- VI. REPORTS OF COMMISSIONERS, BOARDS AND STAFF I A. Reports of Commissioners None l B. Reports of Director of Community Services 1. Department Reorganization Refer to memo dated September 12, 1984 from Bob Lambert, Director of Community Services. This is an information item only. Lambert reviewed the changes that were approved by the City Manager as of September 1, 1984. This includes the title change of Community Center Manager to Superintendent of Recreation since his duties extend beyond those at the Community Center. Lambert referred to the organizational chart which shows line of responsibility and name changes. The titles of Maintenance I and Maintenance II should be changed to more closely match their responsibilities. These changes have not yet been approved, but are proposed to be Community Center Maintenance Supervisor and Community Center Operations Supervisor, respectively. Another suggestion is the need for a working foreman position under the Superintendent of Parks with the senior maintenance man being promoted to parks foreman which is a non-union position with a slight wage increase. An additional recommendation is that the Recreation Supervisor and Superintendent of Recreation share an office with more office space to be added in the future. 2. 1985 LAWCON Grant Application Refer to memo dated September G, 1984 from Bob Lambert, Director of Community Services. This is an information item only. Lambert reported that the $101,000 LAWCON grant requested earlier this year for the construction of chain link fencing and lighting two softball fields at Round Lake Park is not being considered for 1985. APPROVE[! MINUTES EDEN PRAIRIE PARKS, RECREATION AND NATURAL RESOURCES COMMISSION Sept. 20, 1984 He added that possibly the Lions Club and softball team surcharges could provide the funds over several years if the City would pay for it now and be reimbursed. Lambert said the lighting salone hould beldonesonebyearout $a�d 0thealdighting tht pdonepthehe fencing following year. Cook commented that he feels that youth football should get equal time on the softball fields. Kingrey suggested getting together with other associations and interested parties and discuss with them the funding for I modifications or additions to the fields. Lambert said that there will not be a Commission meeting on October 1 and the Lions Club will be meeting on October 11 to consider funding this project. Schwartz asked if the grass on the fields comes back as quickly in the fall as it does in spring. Jessen said if games weren't played daily, there should not be a problem with the grass. Lambert said it will have to be watched closely so priority users do not get pulled off the fields. ( Kingrey commented that he feels there will be more maintenance costs involved when lighting is added. Jessen said that with the team surcharges and Lions Club funding, the City could advance the $75,000 to light the first I' two fields with the rest later on. Kingrey said he doesn't like the idea of sending Bob to the Lions Club with this idea without more discussion. Rod Olson, a member of the soccer team, commented that he felt the City should consider a lighting system that allows you to add more lights in the future. Kingrey said he has a concern with getting recreational lighting only since it won't accommodate tournaments. Cook said he feels that Round Lake Park is the park to have tournament lighting and said it could be an advantage if other cities don't have this type of lighting. Lambert said that Round Lake is meant to be more of a community park than an athletic field and that the City would probably receive complaints from neighboring homes if too much lighting ( is put in. . -APPROVED MINUTES I EDEN PRAIRIE PARKS, RECREATION AND NATURAL RESOURCES COMMISSION Sept. 20, 1984 j ( -6- i Cook commented that he feels the City is defeating its own purpose if Round Lake Park is not used for athletics. He also said that the neighboring people should be contacted for their opinion on the matter. Kingrey said he felt this subject alone would make it �. worthwhile to have a special meeting. Jessen said that since the application was made for funding, it would seem that it has already been decided to go ahead. j Lambert agreed with Jessen, but said it seems some people are having second thoughts. Schwartz commented that he remembered this being discussed when ` the teams began paying a surcharge and that he thought the plans for Round Lake Park had already been decided. He asked what the original proposal was and if it would be more beneficial to spend the money on fencing and lighting at Round Lake Park or on something else. Jessen said if this was high priority for LAWCON funding, it should also be first for Lions Club funding. C Kingrey said he wanted to clarify that he has no aversion- to using non-tournament lighting at Round Lake Park. Motion: Jessen moved to recommend to the Lions Club that their funding be used along with the softball teams surcharge funds for community education purposes. Cook seconded the motion and it carried. C. Report of Community Center Manager 1. Monthly Community Center Report This is an information item only. Kingrey said he noticed that the paper did not mention the North Stars practicing in Eden Prairie. Pappas said that they get free ice time at the Met so they are probably practicing there. He added that they are scheduled to practice at the Community Center on September 21, but can cancel with 24 hours notice. h APPROVED MINUTES r EDEN PRAIRIE PARKS, RECREATION AND NATURAL RESOURCES COMMISSION Sept. 20, 1984 -7- D. Community Education Advisory Council Monthly Report This is an information item only. E. City Council Meeting Report Lambert reported that at the August 28 meeting the Council approved the subleasing of the leaf program and Carmel Park. He added that the Council had 15 public hearings at this meeting. At the September 4 meeting, the Council approved the proposed study of Lake Riley sharing the cost with Chanhassen; the Crosstown plan; the Purgatory Creek master plan and the plan to do a joint study with the Watershed District on Purgatory Creek and Staring Lake. They also approved the recommendation not to have a woodpile ordinance. There were 12 public hearings at this meeting. VII. OLD BUSINESS A. 1984 LAWCON/LCMR Grant Application Refer to memo dated September 6, 1984 from Bob Lambert, Director of Community Services. C Lambert recommended that when acquiring parkland, the City should adopt a policy to get two independent appraisals and if they vary more than 15%, a third appraisal be obtained before a purchase agreement is drafted. Motion: Breitenstein moved to recommend approval of the LAWCON/LCMR Grant Application procedure per staff recommendation. Schwartz seconded the motion and it carried. B. Letter from Eden Prairie Baseball Association Refer to letters from Bob Lambert, Director of Community Services and the Eden Prairie Baseball Association. Lambert reported that he has not received a response •to the letter he wrote to the Baseball Association. Kingrey said that he believes the Baseball Association is putting together a letter at this time. C. Request for Funding Needs Assessment Refer to memo dated September 10, 1984 from Bob Lambert, Director of Community Services. Lambert reviewed the four quotes that were received for the survey and recommended that the Council approve the quote of $4,300 from IMI Research. This cost is to be divided between the City and the School. !NAPPROVED MINUTES EDEN PRAIRIE PARKS, RECREATION AND NATURAL RESOURCES COMMISSION Sept. 20, 1984 -8- Lambert said he talked to Perry Forrester who feels that IMI is a very reputable firm and would do a good job for the least amount of money. Motion: Cook moved to recommend approval of the IMI Research proposal with the City and School dividing the cost. Breitenstein I, seconded the motion and it carried. VIII. NEW BUSINESS A. 1985 Budget Summary i Refer to memo dated August 14, 1984 from Bob Lambert, Director of Community Services. Lambert said that only the summary pages of the budget were included in the packets. He noted an error under Community Center expenditures as $327,420 should read $390,450. Some items for the Community Center that will probably be removed from the 1985 budget are the coin mechanized locks, sprinkler system and tables. �. Jessen asked what the recreational revenue is. Lambert said he would check on it and report back. Jessen also asked if there is any human resources revenue. Lambert said no. He also added that athletics really are self supporting and that the surcharge from the softball teams goes into a separate fund. Motion: Kingrey recommended approval of the 1985 budget. Schwartz seconded the motion and it carried. B. Round Lake Outlet Refer to memo dated September 4, 1984 from Bob Lambert, Director of Community Services. Cook commented that he feels it would be better to drain the area in fall instead of spring. Lambert recommended that the lake level be monitored and if it does not drop significantly, to be prepared to rent a pump in the spring of 1985. The Engineering Department has recommended that an outlet be established at the 880 contour and a 24 inch pipe from Round Lake south under Highway 5 to Mitchell Lake. Kingrey suggested that the City examine the legal liability of putting more water into Mitchell Lake. Cook asked if grants are available. Lambert said that this is part of the storm water system. APPROVED MINUTES EDEN PRAIRIE PARKS, RECREATION AND NATURAL RESOURCES COMMISSION Sept. 20, 1984 -9- Motion: Kingrey moved to recommend approval of the Round Lake Outlet project for 1985. Cook seconded the motion and it carried. C. Bridges for Staring Lake Bike Trail Refer to memo dated September 6, 1984 from Bob Lambert, Director of Community Services. Lambert reviewed the final phase of proposed bridge construction from the creek north of the Senior Citizen Center southerly along the east side of Staring Lake across vo-tech property. He requests authorization to advertise for bids. Motion: Baker moved to authorize the City to advertise for bids on these bridges. Cook seconded the motion and it carried. D. Lighting Facilities at Starinq Lake Park Refer to memo dated September 12, 1984 from Bob Lambert, Director of Community Services. t Lambert introduced Carol Foy who is the new Park Planner. Lambert reported that the City is receiving quotes from three companies for the installation of lighting for the parking lot, sliding hill and skating area at Staring Lake Park. He reported that the lowest bid so far is $15,340. Lambert discussed the lighting plan explaining various types of lights and cost estimates. Kingrey said the location of the poles within the sliding area should be considered carefully. Baker asked if the lights would also be used in the summer. Lambert said they wouldn't be used unless a group is using the shelter. Jessen asked if there were plans to light the entire trail around the lake. Lambert said there are no -plans to do this, but it may happen in the future. APPROVED MINUTES EDEN PRAIRIE PARKS, RECREATION AND NATURAL RESOURCES COMMISSION Sept. 20, 1984 -10- Cook asked if lighting was planned near the playstructure. Lambert said there are no plans to do so. Lambert reported that the plan is to do the underground wiring before the winter, leaving stubs above the ground to connect in spring. Cook asked if all underground wiring would be done at one time. Lambert said he feels it would be a good idea to do so. Y Motion: Schwartz moved to recommend approval of the underground wiring per the ad plan with later date. Cookrate secondedethermotdionlandlit wiring to be donene at at carried. E. Policies Re Managers Attending League Organizational Meetings Lambert reviewed the policy which was begun five years ago requiring all managers to attend a meeting at the beginning of the a season and to put any necessary money down at that time. The teams which played the previous year have priority over other teams. Lambert added that there is a case in which a hockey manager did not attend the meeting and insists that his team will be playing anyway. Lambert has explained to him that any team whose manager does not attend the initial meeting is automatically out for the season , if there are sufficient teams attending the meeting. This is an information item only and requires no action. F. Senior Center Improvements Refer to memo dated September 14, 1984 from Stuart Fox. Lambert reported that the City has an appropriation of $23,900 in CDBG funds that have to be used by the end of the year or be lost. i He recommends that the money be used to drill a new well, to l improve the septic system tank and to put in a water softener. Motion: Breitenstein moved to approve the use of the CDBG funds per staff recommendation. Schwartz seconded the motion and it carried. i i APPROVED MINUTES EDEN PRAIRIE PARKS, RECREATION AND NATURAL RESOURCES COMMISSION Sept. 20, 1984 -11- G. MRPF Golf Team Lambert said that the MRPF Golf Team will be having a tournament on September 28 at Braemar Golf Course. It includes all the golf you 1 wish to play and a steak dinner at 6:00 p.m. Lambert had a sheet available for those who wished to sign up. IX. ADJOURNMENT Motion: Kingrey made a motion to adjourn the meeting at 10:00 p.m. Breitenstein seconded the motion and it carried. Respectfully submitted, l Lois Boettcher Recording Secretary C II I C -