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3 ..fir Item#3 city of ' Elk MEMORANDUM • River TO: The City Council and Planning Commission FROM: Stephen Wensman, Planner ez9 DATE: March 29, 1999 SUBJECT: BMX Bike Facility Proposal Update A BMX bike group has made a proposal to the Park and Recreation Commission and will be working its way through the planning process. The proposal is likely to get a Park and Recreation endorsement next month. Background On May 13,1998, the Park and Recreation Commission endorsed a plan to make Hillside City Park a "bike park" to conceptually include mountain bike trails and a BMX track on the dump site if feasible. On March 10th,1999, Margo Foster and John Thompson of the BMX bike group made a presentation to the Park and Recreation Commission providing them with information about their non-profit organization and plans for Hillside City Park. The BMX group discussed their efforts to obtain a non-profit status and their affiliation with the ABA (American Bicycle Association. The bike group also discussed the community interest in the facility and those willing to donate time and money. Attachments • Location Map • Park Concept Plans • Park and Recreation Commission Minutes • 13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • TDD &Phone: (612) 441-7420 • Fax: (612) 441-7425 Memo to the City Council and Planning CommissionBmxudt2 March 29, 1999 Page 2 • Staff Concerns In October, staff went on a fact finding trip to the St. Micheal track. From that trip several observations were made that should be considered when evaluating the proposal at Hillside City Park. These observations have been shared with the BMX group and were addressed at the March 10th Park and Recreation Meeting. The observations are as follows: St. Micheal Track Fees • $2.00 per practice • $8.00 per race • St. Micheal breaks even on concessions • Fees are low and St. Micheal BMX association barely breaks even ABA Recommended Track Size • 5 acre site • 1000' track • 1.5 acre of parking • Hillside City Park dump area is roughly 4.2 acres of available area • Recommended Parking • Parking required for small events - 40-60 cars • Parking for large events - 275 cars • Hillside City Park concept plan holds roughly 100 cars plus 80 near County Rd No.12 Insurance • The ABA has insurance for sanctioned events • The BMX association has insurance for the site and facilities Security Concerns of Hillside City Park • Poor visibility from roads and nearby residences • Securing the site from vandalism • Noise • Fencing off of area during non-use times (4' fence vrs. 6' fence) Recommended Supervision • 2-4 parents when open • Someone to patrol for maintenance problems and for security. Track Use • Open 2-3 times per week • • Special events 3 times per summer and 2 in Fall. \\el kriver\sys\shrdoc\planning\stevewen\ccmmo\bmxudt2.doc Memo to the City Council and Planning CommissionBmxudt2 March 29, 1999 Page 3 • Recommended Maintenance • Closed for a week after rain • Weekly erosion that requires weekly maintenance by association • Daily inspection of conditions • Frequent modifications in the track Safety Concerns • Only 2 requiring ambulances in 2 years at St. Micheal • Fire, police and ambulance accessibility (Hillside Park will require a wider entrance road and improvements). • Police patrol • Phone on site Other Site Requirements and Concerns • City standards for site: landscaping, improved parking, screening, etc. • City plans and timeline for park development: parking, services, etc. • Lease or mechanism to allow use of park land for track use. • Entrance road width and issues. • Adequate parking arrangements • • Power source for lights etc. • Water source for track maintenance and park use • Garbage cans and service • Restrooms or portable toilets Issues Discussed at Park and Recreation Commission • Whether to or not to have the BMX site open to the public or for members only • Whether to or not to have special days open to the public for training, demonstrations, and supervision. • Liability issues • Parking • Fencing • Concessions • Needed structure • Other BMX related structures and activities. • \\elkriver\sys\shrdoc\planning\stevewen\ccmmo\bmxudt2.doc 40 Ric Arninnk di OK 1.-,:tj L.71:7,ma.-7,-,iiiii:., • I IP 11111191Wola Lin IR 1111 • • IA C rWAILIal44ki r . 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Box 490 Elk River, MN 55330 • G o u t,i-rY Ro A 2 ►Z L O - . - ---_ ___1-447 It Yom, te ,%.(t#111 IN- - 1\ 4� :.)„ `, n r. ; i 1 ?`"iiiir . 6..f.-N-M ., c? :-..\ 1. - ,,-;.-'d2.• . )1,-) l'' 4 > t e P ; Pe. • * CC ' 1 ikdailek I IMN. Iti cl.•- •"71:.e.44411iirik M, I - 4:1' OWILVII ( -... mos- --/mia,..1-1norq 1 (. .. k r -%iii, 8 ) HILLSIDE CITY PARK 11 VII r ) �. . ; -' 1 ..! - .c.r. .. ..,\ - *1;------q : lir . .' 11, �:© - .. �\ 1-,,,r-::4X111 5�)lD/.11llr/„ ,,,,,. • ,r- __)i -,, ,)) . ,.,f-/ �N' 'a \ »sem,, .\,„ , i---xc, i ( llairumu/!n\ ii . (1 �yr✓� . :,,,,:, • ,„,_. • %I ki- -,_Na- --rit--fia fit --- .% ...,v. mi .,-,- ----____-__ «terw -- 1' jiiii4rW*41/11 V t,.. Arst,),\w-,1:-4=----' lirc I, tft,,voil k ( 0 ., (71 1 JU i \t4/4lik -'/‘P. - _4.4, --0:0 $ - ' `--) 4, e .,v. "/ pitid _-- . --.-rNs t \ , „h „I .. . .,Th . \\.1. „1, \.t....-r_. , \ .4t, ..,___..._.:24 \ .v\ :ip,,- � Of you' )...,,,, A �;,���y , 0 ‘\) ,....... .,,-,..___:-:-...‘‘,, \.37 lit ? 1 --'1:-. 5 ' '- ‘.\' '' 4b*1 J ' ' f # 7 ,.- ,- ” RA is .!.../.:,71 % 'ft,'. A ,--'' ,�R'I Ili, ; x--,\111AO tpti`, t .0%.rolva, �, 1� � \ � traco: SCALE:1 INCH=10.f0.:77T l - ,hr / --\() i ) .1,k% v i " dahlts. c�cy of�, •• � \\4. C*1 �w so Elk �"v P� PovJ._ LO,-c oo�t . PLANNING River DEPARTMENT • 19504 Tyler Street • Elk River, Minnesota 55330 • •• 612-241-0292 • March 10, 1999 Park and Recreation Commission City of Elk River Elk River,Minnesota 55330 Dear Commissioners : I appreciate this opportunity to update you regarding the efforts of our volunteers to establish a bicycle motocross track(BMX)at the Hillside City Park location. The;;development of Hillside City Park into a recreational area,which supports a variety of biking r act vlties,is a concept we support. Both children and adults can make use of the park. The hills and ` ,are..ideal for mountain biking and the open space you have designated for our use will support a ::::>' Btrack: There is also plenty of room in the park to provide parking. ;::last update, the volunteers have formed corporation called Elk River Bike F�k:an�:S�1X(The Corporation). The Corporation will enable us to manage the BMX track,raise > > #ti0:fvii t5bP ' nand obtain membership in the American Bicycle Association n(ABA) . thatpromotes the sport of BMX on a national basis. > T��ABA is an 18-year-old organization Benes;ofbelonging to the ABA include help with track design,track operations and promotion of • < track events. Membership also provides a vehicle for riders to advance their status in competition from a local to a national level. The ABA has nearly 200 sanctioned tracks and 60,000 active racing members in 44 states. Many of the BMX racers who live in and around Elk River are already ABA members. This was a major factor in our selecting the ABA. Our volunteers have also been working to form community based partnerships with our police,the schools, city staff, civic organizations and other groups interested on the bike park. The results have been particularly positive from local youth,their families and Elk River business owners. We have also provided an addendum to this letter that includes: • answers to questions we think the Park and Recreation Commission may have regarding the BMX track and its operation; • what we need from the City of Elk_River to make the BMX track a success; • BMX track construction costs; • a sample of the ABA insurance coverage; . a map of Ihhside Park showing the BMX track layout and parking spaces; „AwqlgqegNgmg▪gpggpgoWamoxmgMbwom • Addendum • • HELP FROM 1'HL CITY • —Our organization wants to assist the Park and Recreation Commission in making this bike park a reality, but it will require the City's help as well. Things required of the City Things Elk River Bike Park BMX will assist with. -Lease agreement -Pay for lease agreement with City -Maintain walking and biking paths & -Maintain and create BMX track road entrance into the park -Bring in electricity and -Provide light fixtures and poles electrical lights -Pay monthly utility bills -Provide water near track -Water track periodically -Landscaping, outside track -Maintain portable toilets -Pay for monthly rental of toilets -Road signs -Provide dirt/fill for track creation -Provide earthmovers, bobcats -Provide starting gates -Provide fencing -Provide P.A. System -Provide bleachers • 110 • Bleachers: Not mandatory, these would be aluminum or steel frame with wood seating. These would be made per code. Two to ten sets would be sufficient. Each set seats about 50 people, should not exceed 5 rows in height, this eliminates the need for railings and stairways. $2,100 Restrooms: Rental of two (men & women) portable toilets $ 500 • AC►O1ltI1, CERTIFICATE CSF INSURANCE ISSUE DATE(MM/00/YY) 01 27/97 PRODUCERill THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND ICK PILCHER INSURANCE INC. CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE '02 E. Highland POLICIES BELOW. Suite #202 Phoenix, AZ 85016-4665 COMPANIES AFFORDING COVERAGE COMPANY A SPHERE DRAKE INSURANCE P.L.C. `' LEITER -.- COMPANY E INSURED LETTER American Bicycle Association COMPANY C P.O. Box 718 LETTER Chandler, AZ 85244 COMPANY D LETTER COMPANY E LETTER COVERAGES ::<>:>: ::;::;< THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT.TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES.LIMITS SHOWN MAY HAVE BEEN REDUCED BY PATO CLAIMS. T TYPE OF INSURANCE POLICY EFFECTIVE POLICY EXPIRATION LTR( POLICY NUMBER DATE(MM/DD/YY) DATE(MM/DaYT) LIMITS A GENERAL LIABILITY GENERAL AGGREGATE S 1, 000, 000 X COMMERCIAL GENERAL UABIUTY T S DM0 0 911-01 02/02/97 02/02/98 PROOUCTS-COMP/OP AGG. $ 1, 0 0 0, 0 0 0 CLAIMS MADE X OCCUR PERSONAL 8 AOV.INJURY S 1, 000, 000 OWNERS 8 CONTRACTOR'S PROT. I EACH OCCURRENCE S 1, 000, 000 X PARTICIPANT LEGAL FIRE DAMAGE(Any one lire) S 0 1 I MED.EXPENSE(Anyoneperson) $ UTOMOBILE LIABILITY I COMBINED SINGLE y S —1 ANY AUTO I UMIT 1_ ALL OWNED AUTOS I - r I BODILY INJURY S _1 SCHEDULED AUTOS j (Per person) __�HIRED AUTOS -- -- I BODILY INJURY s J NON-OWNED AUTOS I(Per accident) GARAGE LIABILITY i I PROPERTY DAMAGE I S I EXCESS LIABILITY EACH OCCURRENCE S UMBRELLA FORM AGGREGATE S If OTHER THAN UMBRELLA FORM STATUTORY LIMITS WORKER'S COMPENSATION - _ EACH ACCIDENT S AND — EMPLOYERS'LIABILITY DISEASE--POLICY UMIT 5 A OTHER DISEASE--EACH EMPLOYEE S () ]DEDUCTIBLE SDM00911-01 02/02/97 02/02/98 $500 PER CLAIM • DESCRIPTION OF OPERATIONS/LOCATIONSNEHICLES/SPECIAL ITEMS CERTIFICATE HOLDER, TRACK OWNERS, OPERATORS, LANDLORDS AND PARTICIPANTS ARE 'ADDITIONAL INSUREDS FOR ALL OPERATIONS ARISING OUT OF SANCTIONED ABA RACING EVENTS AND/OR TRACKS. ...................... CERTIFICATE HOLDER-; CANCELLAT(ghl.... .. III ':. SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE • EXPIRATION DATE THEREOF, i HE ISSUING COMPANY WILL ENDEAVOR TO SAMPLE CERTIFICATE MAIL 3 0 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE, 1� /Son rnoOn�nTlnn ,��ACORD25•S R/9a) BMXtra Track Guide Minnesota Page 1 of 1 • 8l INFORMATION,ON \ X THE 80YRCE FOR Get Featured ONLINE; MAGAZINE MINNESOTA BMX TRACKS AMERICAN BICYCLE ASSOCIATION Brainerd MN 04 Brainerd Lakes BMX Loius & Barbara Anderson (218) 829-0491 Dilworth MN 04 Dilworth BMX Dick Bowman (701) 235-9892 Faribault MN 02 Faribault BMX Mike Arndt (507) 332-8200 Fergus Falls MN 04 I-94 BMX Dave & Amy Thorpe (218) 739-4802 Hibbing MN 04 Hull Rust BMX Kermit & Sharon Schleicher (218) 263-4139 Lino Lakes MN 02 Rehbein Arena Indoor BMX Nancy Rivard (612) 784-9514 (612) 784-5824 (track) Luverne MN 02 Riverside BMX Ken Peterson (507) 283-8154 Mankato MN 02 Mankato Area BMX Lynn & Darla Austin (507) 625-1232 • Milaca MN 04 R-Place BMX Donna Olson (320) 679-4937 (320) 983-6550 (track) New Ulm MN 02 New Ulm Area BMX Tom Bastain (507) 354-2643 Rochester MN 02 Southside BMX Scott Dingfelder, Kevin Guy (507) 281-3233 Shakopee MN 01 Minnesota Valley BMX John Primrose (612) 881-5580 St. Michael MN 01 Crow River BMX Sheryl Kraft (612) 497-1348 [Back to Track Directory ] BMXtra is produced by XTRA Productions Copyright© 1996 XTRA Productions All rights reserved. • Park&Recreation Minutes May 13, 1998 Page 4 • -Connects by use of floating .,ridges and docks -Overlooks on hills -Bike access in southern half, wa ing only in no. ern half -Connections to neighborhood tra witho elineation of borders COMMISSIONER ANDERSON MOVED .• •CCEPT CONCEPT A FOR DEVELOPMENT OF THE DEERFIELD 2ND ADDITION PA' , AND, AT IF THE COST OF FLOATING DOCKS/BRIDGES IS PROHIBIT! , THEN IMPL•k ENTATION OF CONCEPT B DEVELOPMENT SHOULD B • IN THE SOUTHE• . PORTION OF THE PARK. COMMISSIONER PETER - SECONDED THE MO •N. THE MOTION CARRIED 5-0. Staff will resear cost information on floating docks •ridges for discussion at a future mee ' g. 3. Hillside City Park Steve Wensman indicated that Hillside Park, the former city dump, is approximately 80 acres of rolling, wooded Maple and Oak forest with some lowland trees. Steve explained the location of existing accesses and possible trail corridor locations. He reviewed the following concepts: Concept A -Active use concept -Baseball/soccer field -Sand volleyball court • -Picnic area with play structure and picnic structure- -Tennis courts -Bike trails down center of park and in southern half -Pedestrian trails -Entrance roadway would be widened to 25' -Parking area near baseball field, tennis courts and picnic area -Would require removal of some of the lowland trees to accommodate the tennis courts and parking -Trail connections off site on both powerline corridors -North end would be less active, primarily walking mulch trails Concept B -Interpretive center combined with picnic shelter ' -Biking trail down center of park -Parking close to trees and picnic shelter -Off site trail connections on south powerline corridors only -Identified overlooks -Entrance drive terminates into a one way loop with parking Concept C -Accommodates a BMX track site in dump area -Track would be approximately 1,500 feet -Bleachers, 20 foot hill for starting tower, finish markers, concessions -Path up to concession -Two parking areas; one for BMX and one in the north half • -BMX site would be fenced with a locking gate -Mountain bike trails through and around remainder of site Park&Recreation Minutes May 13, 1998 Page 5 • Commissioner Huberty indicated a property owner expressed concern to her that the BMXers may go onto adjacent property. Commissioner Anderson indicated he felt there is a significant number of mountain bikers in the community who would be willing to build a mountain bike trail, with very little disturbance to the existing trees. John Thompson, Brian Page and Mark Griswold were present to discuss the BMX proposal. He stated the BMX Association would be a non-profit organization and plans to raise funds themselves to build the track. Mr. Thompson noted there are approximately 75 individuals who are either registered with the American Bicycle Association (ABA) and/or are active BMXers. Mr. Thompson explained the property owner mentioned by Commissioner Huberty probably was thinking of motorized vehicles, and did not feel there would be any problem with BMX bicyclists going off the site since the track would be fenced. Chair Anderson indicated the intent of the City is make the park usable for all its residents. Mr.Thompson noted the track would be available for fun, in addition to scheduled events. Brian Page indicated BMXers range in age from 3 years to 40+. Mr.Thompson indicated they will be looking for a source for the dirt to build the track. Discussion followed regarding development of the BMX site and possible lease options. Phil Hals, Streets/Parks Superintendent, indicated a major expense would be improving the access to the site. Phil stated he will try to provide an estimate for the road and parking lot improvements for the June meeting. He also suggested a practice/warm-up area be provided for younger children to use at no charge. Mr. Thompson indicated the ABA membership fee is only$35 per year. He stated they were willing to work with the city to plan for an area that could be used free of charge. Commissioner Anderson suggested that Steve Wensman work with Mike Niziolek on plans for a potential mountain biking trail. CHAIR ANDERSON MOVED TO ACCEPT OPTION C (BIKE PARK) FOR DEVELOPMENT OF THE HILLSIDE PARK, INCLUDING A BMX BICYCLE TRACK LOCATED IN THE FORMER DUMP SITE AND MOUNTAIN BIKING TRAIL THROUGHOUT THE SITE. COMMISSIONER ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 5-0. • C ••. ..•=,,;0.••• • • t Br.. . • •a Ed Hasek, of Westw.•d Dev -!opment Corporation, representing Contractor Properties Developm: nt C..mpany, was present to review the proposed park for the Trott Brook Farms p •t" He noted Steve Wensman walked the property with him to investigate the p;4ssibility of a trail along Trott Brook. Amenities of the park include: • -Trail linkages to the ,orth a ,d east in the park -Tennis/basketball court Park&Recreation Commission Minutes July 8, 1998 Page 3 northern area without going on his property. ••mmissioner Anderson explained that the park property would need to be su -yed and wetlands would be delineated befo - the location of the trail stem could be laid out. Commissioner Olso, arrived at this tim- 7:40 p.m.) A resident questioned hen the pa' will be approved and also,when it is proposed to be develo•-d. Chai Anderson explained that the concept of this park has been endorsed • the ' ommission and that development would depend on available fundi -eds and the priority of this park compared to other parks. He added that cept plans for each of the city parks are being reviewed and no improvem, for this park are being included in the planned upcoming park referendu A resident asked if this p. was pl. ,ned to serve the Hillside Estates area and whether or not a playgr' and would • - included. She also questioned whether a larger playground like e one in Otse•• is being planned for Elk River. Steve Wensman indicated at Hillside Estates s 'II have their own park and a playground is not being planned to be incl :-d in the Deerfield 2nd park. Steve indicated a playground structure is being planned for the Hillside Estates park but not on the scale of the Otsego Park. He indicated there may be a need for a larger scale play structure in a more centralized location in the city at some point •. ill - 7.b.1. Hillside Park • Steve Wensman, Planner, indicated that he visited Hillside Park with Mike Niziolek to determine how the site could be used for mountain biking. Steve then reviewed the following proposals for the Hillside Park: Option A -Demonstrates development of the park as a bike park -Center dump site utilized as an open green area with picnic shelter and parking -20' wide improved entrance road to minimize tree removal,walls and grading -12' bituminous trail adjacent to entrance drive, winding in and out of woods to parking lot and southern power line corridor (trail connector for County Road 13 and Kliever's Marsh) -Unimproved mountain bike trail which utilizes existing trails, ridges and slopes Option B -Bike park including mountain bike trails -BMX biking located in center dump site -Quantity and location of parking for BMX and mountain biking to be established -12' bike trail connecting County Road 12 to the power line corridor. Members of the Commission expressed their support for the bike park concept. They felt that in addition to the fenced BMX track, it was important to provide an area for BMX type biking that would be accessible to the public at any time. Commissioner Kuester expressed concern that the park not be limited to biking only and that the city maintain control of the park. • Park&Recreation Commission Minutes July 8, 1998 Page 4 • Commissioner Anderson noted that an Eagle Scout was present in the audience who was interested in developing the mountain bike trails as a merit project. Discussion followed regarding leasing and insurance liability. It was the consensus of the Commissioners that the BMX group should proceed with establishing their non-profit status, provide more formalized plans for the site and work with city staff to resolve the issue of liability. COMMISSIONER WESTRUM MOVED TO APPROVE CONCEPT B WITH REVISIONS TO INCORPORATE THE BMX SITE MODIFICATIONS AS PROPOSED. COMMISSIONER OLSON SECONDED THE MOTION. THE MOTION CARRIED 7-0. 7.b.2. Lafayette Woods Steve Wensman, Planner, described La a - - ••... . . - _-- - - acre site with extreme elevation changes, consisting of both high ground and wet swampy ground. Steve reviewed the amenities and the restrictions for development of the site. The following options were proposed: Concept A -Gravel or wood chip path connecting the east and west halves to trail, to outlot on 195th with a switch-back -Walking, nature watching, skiing -Play structure shown would require tree removal and located 600 feet from street • Concept B -Same as Concept A, without play structure Concept C -Left as is for conservational purposes -May require seasonal maintenance to remove unwanted trees and weed species CHAIR ANDERSON MOVED TO APPROVE CONCEPT B AS PROPOSED BY STAFF FOR DEVELOPMENT OF THE LAFAYETTE WOODS PARK. COMMISSIONER KUESTER SECONDED THE MOTION. THE MOTION CARRIED 7-0. 7.b.3. Mississippi Oaks 5th Addition Steve Wensman reviewed the concept for the Mississippi Oaks 5th Addition Park: -Main focus on river -Gravel path looping around site with spur to Riverview Drive -Small identification sign at street with flowering shrubs -Mowing of weedy grass and planting of shade grass around looped trail -Removable benches at river bank and picnic tables where there is some sun COMMISSIONER KUESTER MOVED TO APPROVE THE CONCEPT PROPOSED BY STAFF FOR THE DEVELOPMENT OF THE MISSISSIPPI OAKS 5TH ADDITION PARK. COMMISSIONER PETERSON SECONDED THE MOTION. THE MOTION CARRIED 7-0. • V MEMORANDUM Oity of Flk/ Mayor and City Council and River TO: Planning Commission FROM: Scott Harlicker, Planning Assistan 1 DATE: March 29, 1999 SUBJECT: Special Joint Meeting on 3/29/99 On Monday night the Planning Commission would like to discuss with the City Council the following topics: • Future east Elk River development • Role of the Planning Commission and the Commission's relationship with the City Council • Holding additional meetings East Elk River Development • At their annual meeting the Commission discussed future development in east Elk River and it impact on the community. They expressed an interest in how development and the expansion of utilities will impact the schools, traffic patterns, and the overall character of the City. It might be appropriate for the Council and Planning Commission to discuss any specific concepts or visions they may have regarding east Elk River and how development in that area will connect with existing development. Role of the Planning Commission Given the new members on the Council and the Planning Commission, the Commission felt is would be worthwhile to discuss the role of the Planning Commission and the relationship between the Council and the Commission. Attached is some background information from the Minnesota Planning Association regarding the role of the planning commission. Holding Additional Meetings Because of the growth that Elk River is experiencing, the Commission felt it might be beneficial to have an additional joint meeting. One option might be to have a joint meeting at the beginning of the year and a second sometime • during the summer. 13065 Orono Parkway • P.O. Box 490 •Elk River, MN 55330 • TDD &Phone: (612)441-7420 • Fax: (612)441-7425 Memo to Mayor and City Council/Planning Commission March 29, 1999 Page 2 IIAttachments Minutes from Planning Commission's 1999 Annual Meeting Minutes from 1998 City Council/ Planning Commission Joint Meeting III • \\ELKRIVER\SYS\SHRDOC\PLANNING\SCOTT\JOINTMET.D OC I 111 WHAT IS PLANNING? Planning is the ongoing attempt to guide future Idevelopment and redevelopment of a neighborhood, community or region in order to promote the public health, safety, and welfare; to be prepared to take advantage of future opportunities; and to create and maintain a desirable environment. 1111 I PLANNING CONCEPTS City, Township and County planning is based on state I enabling legislation. Planning begins with an analysis of community needs and goals which are then formulated into a Comprehensive Plan. The Zoning Ordinance and other regulations must be based on this Comprehensive Plan in order to be constitutional and to minimize land use conflicts. I , THE PLANNING COMMISSION IS AN APPOINTED ADVISORY BODY WHICH: *researches, studies, and generates ideas on planning issues in order to guide community land use planning. *serves as a feedback mechanism to inform the governing body what citizens want and where the best long-range interests of the community lie. *evaluates information from staff, other public agencies, 11 and testimony gathered in public hearings regarding development proposals, ordinance amendments, capital improvements, and other land use issues in order to make recommendations to the governing body. *supports its decisions with findings of fact based on the health, safety and welfare of citizens, and guided by the Comprehensive Plan. *receives its charge from state enabling legislation. I tO 41 civ1F5RMIIIPICIRIZt7CIRTION _ 2 I � ,, I OVERVIEW I Ac -ording to the quote by Fred H. Ba r, Jr. on page 5 , the planner must plead the cause for unborn generations. It is also important to remember that future generations will be planning for us in our retirement. The Native Americans looked at the impact of their decisions to the seventh generation. It is good for the makeup of a Planning Commission to be intergenerational and integrated by race and gender so that all concerns of the future can be placed in the U forum. Although it is impossible for members of Planning Commissions to function completely apolitically, it is the role of the Planning Commission to make decisions based on objective findings and established policies, not political expediency. 010/ Planning Commissioners make recommendations to governing bodies. These bodies depend on objective and equitable recommendations from the Commission upon which they can lean to arrive at decisions which may be unpopular for them politically, even though these decisions are rational and responsible for present and future generations. Without sound recommendations, policy makers are more subject to political pressure and to "now generation" decisions. U The Organizational Chart can be used to diagram your community' s government structure, and the placement and role of the Planning Commission in this structure. I I I ILL gfFiivP.RMMINC RS3t?C.ATION 4 • PLANNING COMMISSION RESPONSIBILITIES "The first responsibility of the public planner is to the public, present and future, and to the greater public . . so the planner' s public is broad in its generality. It .is also deep. Serving the general public, the planner' s supreme boss, isn' t easy because the part of the general public which happens to be on the scene isn't much interested in what happens to the larger part of the general public which isn't there yet. One of the defects of democracy is that the unborn can' t vote . The planner must plead their cause for them and it isn' t easy. " . . .Fred H. Bair, Jr. The responsibilities of a Planning Commission will vary among jurisdictions depending upon the policy of the community related to planning, the attitude of the governing officials, the level of urbanization, etc. The Planning Commission is responsible for the following: • *Assist in preparing and updating the Comprehensive Plan. � I This plan contains the goals, policies, standards and maps which guide the physical, social and economic development of a community. The Planning Commission assists in establishing these goals and policies by studying background data, examining development problems and opportunities, and working to create a vision of the future of the community. *Assist in originating or reviewing development controls such as zoning ordinances, subdivison regulations, well ordinances, sanitary codes, gravel extraction ordinances and others. *Hold public hearings to review and make recommendations on development proposals , rezonings , subdivisions, and conditional/special use permits. *Assist in the preparation of a Capital Improvement Program. *Provide liaison with other governmental units such as the school district, regional planning agencies , and state agencies . 111 *Through these activities , the Planning Commission instills the planning process into the local government ' s dec±sion making machinery. i'llintaanoasrion 5 In addition to these functions,a good planning commission has many other functions that justify its existence.A few of the most important are: a.A planning commission is a splendid training ground for future officeholders.The one in my town has graduated knowledgeable people familiar with the major problems of government into council seats for years,and it continues to do so. Experienced commissioners also make fine civic leaders, because they've taken the heat on major public issues.They've not only made tough decisions; if they've done their job properly,they've established clear grounds for those decisions. b.A planning commission that is doing its job is looking into the "futurity" (defined by Peter Drucker as the impact that actions taken now will have on the future)of the actions that may be taken in contrast to most elected officials,whose long-range concerns may not extend beyond the next election.A corollary to this concern for the future that marks the good commission is respect and awareness for the traditions and heritage of the past. In many communities the image of the place is projected by the irreplaceable structures and spaces of earlier times.A good commission should be and has been the community's first line of defense against mindless visual pollution and destruction of the values of the past. • c.The good commission, having no political axes to grind,can work toward consensus solutions for problems requiring a lot of technical study,and can send up an objective course of action that the more politicized elected officials might never evolve. d.When politically"hot" issues arise,the commission can and should act as a lightning rod to draw out and clarify the positions of people on all sides of a question. Once this is done,the politicians upstairs can more safely and rationally make"statesmanlike" decisions. e. It has been widely held that the commissioners, rather than the council members or supervisors,are a better group for achieving intergovernmental cooperation,such as joint planning with school districts, utilities,and neighboring jurisdictions.This is because commissioners are not authorized to(and should not)fly the flag of local sovereignty or elected authority or carry on the manipulative pushing and pulling that characterize"playing politics." 7 • f .A good commission has the power to command public attention.Therefore the objective recommendations it sends up to the elected officials have the power to forestall arbitrary, capricious,and ad hoc decision making being covered up with rhetoric and double talk. It is extremely important to keep in i mind that the commission's one real source of power stems from the requirement that the legislative body must seek its advice.To the extent that this advice is logical, clear, and well thought out, it will bear witness in public against other actions that would allow expediency and special privilege to rule. In most states,the existence of a planning commission is a matter of law. None of these laws insures that a planning commission will be worthwhile.Only the people who become planning commissioners can do this. 411 t Ii f: I 8 410 - w Lr • SPECIAL MEETING OF THE ELK RIVER PLANNING COMMISSION HELD AT LAROSE'S PIZZA & PASTA TUESDAY, JANUARY 5, 1999 Members Present: Chair Mesich, Commissioners Chambers, Cote, Kuester and Morris Members Absent: Commissioners Schuster and Thompson Staff Present: Scott Harlicker, Assistant Planner; Steve Wensman, Planner Also Present: Mayor Klinzing and Council Member Motin 1. Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk River Planning Commission was called to order at 6:30 p.m. by Chair Mesich. 2. Consider Planning Commission Agenda COMMISSIONER COTE MOVED TO APPROVE THE JANUARY 5, 1999, PLANNING COMMISSION AGENDA. COMMISSIONER CHAMBERS SECONDED THE MOTION. THE • MOTION CARRIED 5-0. 3. Elect New Planning Commission Chair for 1999 COMMISSIONER KUESTER MOVED TO APPOINT DORAN COTE PLANNING COMMISSION CHAIR FOR 1999. COMMISSIONER MESICH SECONDED THE MOTION. THE MOTION CARRIED 4-0-1. Commissioner Cote abstained. 4. Elect New Vice Chair for 1999 COMMISSIONER CHAMBERS MOVED TO APPOINT TOM MESICH PLANNING COMMISSION VICE CHAIR FOR 1999. COMMISSIONER COTE SECONDED THE MOTION. THE MOTION CARRIED 4-0-1. Commissioner Mesich abstained. 5. Review Planning Commission Rules and Procedures The Planning Commission reviewed the rules and procedures. The following changes were approved by a consensus of the Commissioners: Article III. Term Limits: Strike this section. Article IV. Meetings and Hearings: Section 3. Workshops - Add the sentence, "Itis the normal practice of the Planning Commission to infrequently have `Mobile Workshops'that involve being transported to different venues in the area." • Article IV. Meetings and Hearings: Section 8. Procedure for Public Hearings. Planning Commission Minutes January 5, 1999 Page 2 S 8.2 Protocol-Add Number 10.- The Chair has the right to limit discussion of an item to reasonable time limit if necessary which shall be established prior to opening of a hearing. 6. Review Section 214 of the Elk River City Code Pertaining to Planning Commission The Planning Commission reviewed Section 214 of the City Code regarding the Planning Commission.The following change was suggested for this section of the ordinance: Term expiration be changed from December 31St to January 315}, since new appointments are made in January by newly elected council members. If this change is made, it was suggested that the annual meeting of the Planning Commission be held in February. 7. Evaluate Goals and Objectives Accomplished in 1998 The goals and objectives for 1998 were discussed and reviewed.The following is a reviewed of the 1998 goals: 1. Meet with the City Council in a joint session to discuss one general topic of growth in Elk River and particularly, in East Elk River. Accomplished. 2. Schedule a joint meeting with the Park & Recreation Commission to . discuss common topics among the two commissions. Accomplished. 3. Participate in the 1998 State and National Planning Conferences. Accomplished. 4. Continue to promote for new commission members, training through the government training service. Accomplished. 5. Inspect completed or ongoing development projects that were reviewed by the Planning Commission the previous year. Accomplished. 8. Formulate New Goals and Objectives for 1999 COMMISSIONER MESICH MOVED TO APPROVE THE FOLLOWING GOALS AND OBJECTIVES OF THE PLANNING COMMISSION FOR 1999: 1. COMPLETE COMPREHENSIVE PLAN 2. REVIEW ARCHITECTURAL STANDARDS. 3. REPRESENTATION AND INVOLVEMENT IN CBD VISIONING PROCESS 4. CONSIDER JOINT WORKSHOP WITH ADJACENT COMMUNITIES AND SHERBURNE COUNTY TO DISCUSS SPECIFIC ISSUES. 5. MEET WITH CITY COUNCIL IN A JOINT SESSION TO DISCUSS GROWTH . IN ELK RIVER, PARTICULARLY, IN EAST ELK RIVER. Planning Commission Minutes January 5, 1999 Page 3 6. SCHEDULE JOINT MEETING WITH PARK& RECREATION COMMISSION TO DISCUSS COMMON TOPICS. 7. PARTICIPATE IN 1999 STATE AND NATIONAL PLANNING CONFERENCES. 8. CONTINUE TO PROMOTE TRAINING FOR NEW COMMISSIONERS THROUGH GOVERNMENT TRAINING SERVICE. 9. INSPECT COMPLETED OR ONGOING DEVELOPMENT PROJECTS THAT WERE REVIEWED BY THE PLANNING COMMISSION THE PREVIOUS YEAR. COMMISSIONER KUESTER SECONDED THE MOTION. THE MOTION CARRIED 5-0. 9. Discuss Topics/Issues for Planning Commission Workshop Meetings COMMISSIONER CHAMBERS MOVED TO APPROVE THE FOLLOWING TOPICS AND ISSUES TO BE DISCUSSED AT PLANNING COMMISSION WORKSHOP MEETINGS IN 1999: 1. INVITE CONSULTANT FOR SHERBURNE COUNTY'S COMPREHENSIVE PLAN TO A WORKSHOP SESSION. 2. CBD(CENTRAL BUSINESS DISTRICT) UPDATE 3. COMMUTER RAIL UPDATE 4. ARCHITECTURAL STANDARDS 5. GENERAL DISCUSSION NEIGHBORHOOD PARKS 6. AMENDMENTS TO ZONING AND SUBDIVISION ORDINANCES COMMISSIONER MESICH SECONDED THE MOTION. THE MOTION CARRIED 5-0. • 10. Discuss Topics/Issues for Joint Meeting with City Council COMMISSIONER MESICH MOVED APPROVAL OF THE FOLLOWING ISSUES TO BE DISCUSSED AT A JOINT MEETING OF THE PLANNING COMMISSION AND CITY COUNCIL: 1. DISCUSS ROLE OF PLANNING COMMISSION AND RELATIONSHIP WITH CITY COUNCIL 2. TRANSPORTATION PLAN 3. HOLDING ADDITIONAL JOINT MEETING 4. DISCUSS EAST ELK RIVER DEVELOPMENT COMMISSIONER CHAMBERS SECONDED THE MOTION. THE MOTION CARRIED 5-0. 11. Review Planning Commission Schedule for 1999 The Commissioners reviewed the proposed 1999 Planning Commission schedule of meetings. No changes were made. 2. Schedule Joint Meeting with City Council The Commission indicated they would like a joint meeting with the City Council on February 16, 1999 at 6:30 p.m. It was suggested that the draft transportation plan be discussed at the February • Planning Commission workshop. Planning Commission Minutes January 5, 1999 Page 4 • 13. Attendance to National Planning Conference Attendance to the National Planning Conference in Seattle was discussed. It was the consensus of the Commissioners that two representatives of the Planning Commission will attend the conference this year. 15. Adjournment The meeting was adjourned at 8:37 p.m. Respectfully submitted, /01./"(Xe' • • • SPECIAL JOINT MEETING OF THE ELK RIVER CITY COUNCIL AND PLANNING COMMISSION HELD AT THE ELK RIVER CITY HALL - TRAINING ROOM MONDAY, MARCH 9, 1998 City Council Members Present: Mayor Duitsman, Councilmembers Dietz, Farber, Holmgren and Thompson Members Absent: None Planning Commissioners Chair Mesich, Commissioners Anderson, Cote, Kuester, Present: Morris and Thompson Commissioners Absent: Commissioner Chambers Staff Present: Pat Klaers, City Administrator; Peter Beck, City Attorney, Steve Ach, City Planner; Debbie Huebner, Recording Secretary Also Present: Duane Kropuenske 1. Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk River was called to order at 6:55 by Mayor Duitsman. 2. Consider 3/9/98 Agenda COUNCILMEMBER FARBER MOVED TO APPROVE THE AGENDA. COUNCILMEMBER HOLMGREN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 3. Consider Exemption from Lawful Gambling request by River City Snow Riders COUNCILMEMBER THOMPSON MOVED TO APPROVE THE REQUEST BY RIVER CTIY SNOW RIDERS FORR AN EXEMPTION FROM LAWFUL GAMBLING. COUNCILMEMBER DIETZ SECONDED THE MOTION. THE MOTION CARRIED 5-0. 4. 1997 Planning Department Annual Report Steve Ach, City Planner, presented the Planning Department annual report. Discussion took place regarding follow-up on approved plats, conditional use permits and site plans. The Council asked Steve to report back to the Council after the summer inspection season to determine if conditions of approved site plans are being completed (i.e., landscaping, signage, etc.). ID Special Joint City Council and Planning Commission Meeting March 9, 1998 Page 2 5. Joint Meeting Issues a. Growth in Elk River • Planning Commission Chair Tom Mesich expressed his concern that the increasing residential growth will overwhelm the city's and school district's infrastructure. He stated that if the growth is allowed to continue at its present rate, the taxes on the city's residents could become unbearable. Mayor Duitsman indicated the City's Comprehensive Plan is in place to plan for the City's growth. He stated it is the City Council's responsibility to implement the Comprehensive Plan. He stated the Council has more of a political role, and the Council relies on the Planning Commission's technical review of issues. Duane Kropuenske indicated the impact of residential growth on the school district goes beyond Elk River, and is affected by growth in Zimmerman and Rogers, as well. Discussion followed regarding the need for industrial development in Elk River. Mayor Duitsman indicated some of the gravel pits are nearly mined out, and the City needs to begin looking at these areas for possible industrial development. b. Development Standards The Council and Planning Commission discussed the following issues: • Sidewalks and trails The Councilmembers encouraged the Planning Commission to be more proactive and vocal in commenting at Council meetings on new plats. The Councilmembers also felt it was important a representative of the Park & Recreation Commission attend Council meetings when discussing new plats, in order to state their position and reasons for the recommendations regarding trails and sidewalks. Tree Preservation The group discussed the problem of more trees being removed than expected in new subdivisions such as Cherrywood Hills, Cottages of Elk River and Lafayette Woods. Steve Ach, City Planner, explained how tree preservation plans may vary from what is displayed on paper and what takes place on the site. Discussion followed regarding the loss of saved trees 2-3 years after construction. Methods of dealing with this issue were discussed including a tree inventory, tagging trees to be saved, and a tree replacement program. It was the consensus of the Council and Planning Commission that a tree replacement program may be the most realistic way to approach this issue. c. Downtown Master Plan Mayor Duitsman indicated the HRA will be meeting jointly with the Planning Commission on Tuesday, March 10th, to discuss the downtown. Duane • Kropuenske suggested Jim Brimeyer of the Brimeyer Group facilitate the downtown "visioning" process. V Special Joint City Council and Planning Commission Meeting March 9, 1998 Page 3 • d. Electronic Reader Boards Steve Ach indicated the information for discussion on this item was not available at this time and will be considered at a later date. 7. Adjournment There being no further business, MAYOR DUITSMAN ADJOURNED THE MEETING. The meeting of the Elk River City Council was adjourned at 8:30 p.m. Respectfully submitted, &Me. Debbie Huebner Recording Secretary S • March 29, 1999 City of Elk River Mayor, City Council & Planning Commission 13065 Orono Road Elk River, MN 55330 Dear City Officials, As all of you know first-hand, Sherburne County is one of the fastest growing counties in the United States. With rapid growth and development, communities often do not recognize the value of trees and a community forest soon enough. In response to this, tree preservation policies or ordinances are created with various degrees of success. Considering the cities growth, the City of Elk River needs to seriously consider some method of preserving its' community forest. Witnessing some of the developments that have occurred in the City of Elk River over the past few years and the poor practices within these developments, it seems the city and its' residents have everything to gain and nothing to lose. A recent proposal of putting in a berm for noise/dust reduction instead of preserving large mature oaks to do the job is an example of my message. Starting new oak wilt in a development rather than preserving the integrity of wooded lots is another. Hopefully, everyone recognizes the many benefits trees provide to both a community and its residents. To seriously consider a tree preservation policy, a community must first assess what they have by conducting a tree inventory or at least have a good idea • of what exists and where. Community forestry grants are normally available for this. Goals must be established such as minimizing tree loss during development,preventing oak wilt, or requiring trees to be planted to replace those removed. Because each community is different, each tree preservation policy can be unique. Education is a the most imporant element in establishing a successful program. All decision makers must understand why a policy is needed and the benefits that come from it. There are various types of tree preservation policies. Some put more emphasis on tree replacement and some put more emphasis on tree preservation. Both ensures the community of more neighborhood trees. Tree preservation efforts also have a direct effect on oak wilt. Elk River has the highest incidence of oak wilt in the county. Part of the reason is from the growth that has occurred in Elk River and the trees that have been damaged during development. Each community must decide on how much of its woodlands is appropriate to preserve with the amount of development allowed. Tree preservation policies will not stop growth and development but they will make developers recognize that you value your community forest. Without something in place, there are no incentives to even make an effort. Within the county, the City of Elk River would benefit most from such a policy. Please contact me at 241-2939 if you have any questions. I can offer some assistance in establishing a policy and resources to contact for additional information. S ce el L Tim Edgeton • County Forest Resource Specialist Sherburne County Tree Preservation • A possible subject for consideration during the joint Elk River City Council and Planning Commission Meeting. Are we putting a high enough priority on preserving our remaining urban forests? I realize that tree preservation in a developing community is a very complex issue. I also feel that we can do a better job than we are doing now, though I am not exactly sure how. In a conversation with Terry Mauer last week, he indicated that we could positively impact tree preservation by directing staff to make it a high priority when dealing with developments. I would also like to ask some questions as food for thought. 1. Should our tree preservation ordinance be enhanced or improved? 2. Can we require developers to save ( )% of trees? 3. Can our"conditions" include a"care until established" clause so that the replacements we are requiring have a higher survival rate? • 4. Can zoning be changed to be more sensitive to our forests? (this would require significant tree stands to be identified) Thank you for listening. If you think this is a project that deserves some work and need some help with (and don't mind if I'm from Big Lake Township) I would be willing to learn more about tree preservation and assist in reviewing our ordinance. Dave Anderson 441-4582 •