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03-10-1999 PR MIN . MEETING OF THE ELK RIVER PARK AND RECREATION COMMISSION HELD AT THE ELK RIVER CITY HALL WEDNESDAY, MARCH 10, 1999 Members Present: Chair Lana Huberty; Commissioners Dana Anderson, Dave Anderson, Kuester, Olson and Westrum. Commissioners Peterson and Reitsma arrived at 7:05 p.m. Members Absent: None Staff Present: Phil Hals, Street/Park Superintendent, Steve Wensman, Planner; Debbie Huebner, Recording Secretary Also Present: Jeff Asfahl, Community Recreation Director 1. Call Meetinq To Order Pursuant to due call and notice thereof, the meeting of the Elk River Park and Recreation Commission was called to order at 7:00 p.m. by Chair Huberty. 2. Consider 3/10/99 Park & Recreation Commission Aaenda . COMMISSIONER WESTRUM MOVED TO APPROVE THE MARCH 10, 1999, PARK & RECREATION COMMISSION AGENDA WITH THE FOllOWING ADDITIONS: -ITEM 7.0. - PARK AND TRAil FEES DISCUSSION CLARIFICATION -ITEM 8.B. - JOINT MEETING WITH CITY COUNCil -ITEM UNDER OTHER BUSINESS - TREE PRESERVATION AND lETTERS TO RIDGEWOOD RESIDENTS AND RIDGEWOOD HOMEOWNER'S ASSOCIATION COMMISSIONER DAVE ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 6-0. 3. Consider Minutes of 2/1 0/99 Park & Recreation Commission Meetina COMMISSIONER KUESTER MOVED APPROVAL OF THE FEBRUARY 10,1999, PARK AND RECREATION COMMISSION MEETING MINUTES. COMMISSIONER PETERSON SECONDED THE MOTION. THE MOTION CARRIED 6-0. 4.a. Park & Recreation Commissioner to Attend 3/15/99 City Council Meetina Commissioner Dave Anderson will attend the March 15, 1999, City Council meeting. 4.b. Park & Recreation Commissioner to Attend 3/23/99 Plannina Commission Meetina Commissioner Peterson will attend the March 23, 1999, Planning Commission meeting. . Park & Recreation Commission Minutes March 10, 1999 Page 2 . 5. Open Mike No one appeared for this item. 6. BMX Update A letter from Jim and Roxanne Griswold was received by the Park and Recreation Commission, expressing their support for the proposed bike park and BMX track at Hillside city park. Steve Wensman introduced Margo Foster and John Thompson, Elk River residents, who have been working to establish the Elk River BMX group. Brett Christian was also introduced. Brett helped to establish the St. Michael BMX (Crow River) track. Steve explained that the BMX group is moving forward with plans for the Hillside Park site. Steve indicated that the BMX group will update the Commissioners on their progress and noted that they are looking to the Park & Rec Commission for some direction to move to the next step in the process. Margo Foster reviewed her letter to the Commission dated March 10, 1999, noting that the volunteers have formed a not-for-profit corporation called Elk River Bike Park and BMX. Ms. Foster noted that the group has a number of groups and individuals that are willing to donate time, materials and funds toward the project. She reviewed issues raised by staff concerning liability, parking, fencing, safety and concessions. Ms. Foster explained what type of assistance they are requesting from the city and the responsibilities which will be assumed by the Elk River Bike Park BMX. . John Thompson and Brett Christian reviewed photos of the St. Croix BMX track and related buildings. Discussion followed regarding park requirements. Brett explained that he estimated parking needs for most events would be 60 - 80 vehicles, and there would likely only be 2 large events per year. Ms. Foster indicated that a shuttle service to the track could be provided by making parking arrangements with one of the large retailers or business owners in the community. John Thompson explained that in order to be able to receive donations, they must complete the C3501 process. At this time they are waiting for financial information from the St. Michael operation to aid them in their application process. Steve Wensman indicated he will work with the mountain biking group, Phil and other city staff members on the following issues: lease, widening of the driveway, parking issues and cost of improvements. Chair Huberty indicated she will contact Steve for an update. This item will be placed on the April 14th Park & Rec agenda. 7.a. Trott Brook Farms Park Dedication Steve Wensman asked the Commissioners to consider the Trott Brook Farms park dedication and how the recent changes made in the park dedication fees will affect the plat. Steve asked the Commissioners the following: . -Will the developer be required to pay the fees up front and be reimbursed upon completion of the improvements? Park & Recreation Commission Minutes March 10, 1999 Page 3 . .How will the value of the improvements be determined? (Estimates, actual invoices for materials and labor?) Steve indicated that past minutes indicate the developer will be required to make a presentation of the park improvements, in order for the Commissioners and staff to determine the aesthetics and functionality of the park. .If all the dedication fees are spent for park development, at what rate will the developer be reimbursed? ($900 per unit?). .If the park is completed and all the dedication fees have not been spent, at what point does the developer pay the remainder of the park dedication fees? (When the entire development is completed, or, when each successive platting is done until paid? Discussion followed regarding the need to review plans and specifications for the park improvements, as well as cost estimates or bids. Steve indicated that since this is the first time a developer has proposed to install the park improvements, a policy needs to be established. Typically, a developer pays park dedication fees at the time of final plat. The Commissioners were in agreement to continue to have the developer pay the park dedication fees at the time of final plat for each segment of the project. If, at the time of final plat of one of the phases, the developer has spent more in improvements than he owes, a credit can be issued. . Steve noted that the issue has also been raised whether or not the Trott Brook Farms park is large enough. The Commissioners questioned how much of the park was not wetlands. Steve indicated that there are 8.38 acres of upland and 6 acres of trail corridor. Commissioner Dana Anderson indicated the Commission recently passed a motion to recommend that park dedication not include wetlands and that it must be dry, relatively flat, usable land. Commissioner Kuester questioned why the size of the park was being discussed again. Steve Wensman explained that city staff is in the process of drafting the developer's agreement and the details of the park dedication and park improvements will be included. Commissioner Dave Anderson indicated that he would have been comfortable with the size of the park if Outlot F had been left to the city, as originally proposed. Commissioner Dana Anderson indicated he felt that Outlot F was retained by the developer in exchange for a reduction in the townhouse density. Chair Huberty noted that the April 8, 1998, minutes refer to the city retaining the 3.5 acre parcel to the north (Outlot F). Steve indicated that Outlot F is approximately 15 acres and is mostly wet except for the 3.5 acre knoll which is high and dry. Steve noted that Outlot F could potentially tie in with development to the north and east. Chair Huberty suggested that only the upland area of the park be credited toward the park dedication and one-half of the trail acreage, since it is mostly wetland. COMMISSIONER DAVE ANDERSON MOVED THAT THE PARK AND RECREATION COMMISSION'S CONCERNS REGARDING THE TROTT BROOK FARMS PARK ARE AS FOLLOWS: THE AMOUNT OF REMAINING PARK LAND, CONSIDERING THE LOSS OF OUTLOT F . THE QUALITY OF PARK LAND, CONSIDERING THE AMOUNT OF WATER IN OUTLOTS D AND E; AND, . . . Park & Recreation Commission Minutes March 10, 1999 Page 4 - THAT THE PARK AND RECREATION COMMISSION RECOMMENDS THE FOLLOWING: 1. THAT CREDIT BE GIVEN FOR THE PORTIONS OF OUTLOTS D AND E THAT ARE NOT WETLANDS. 2. THAT THE CITY ACQUIRE OUTLOT F AND CREDIT WILL BE GIVEN TOWARD PARK DEDICATION FOR THE PORTION OF OUTLOT F THAT IS NOT UNDER WATER. COMMISSIONER KUESTER SECONDED THE MOTION. THE MOTION CARRIED 8-0. COMMISSIONER REITSMA MOVED THAT THE PARK AND RECREATION COMMISSION RECOMMEND THAT THE CITY INITIATE AN ORDINANCE AMENDMENT TO SPECIFICALLY STATE THAT ONLY DRY, USABLE PARK LAND WILL BE ACCEPTED AS PARK DEDICATION, AND THAT NO CREDIT WILL BE GIVEN TOWARD PARK DEDICATION FOR DELlNATED WETLANDS AND/OR DRAINAGE PONDS. COMMISSIONER WESTRUM SECONDED THE MOTION. THE MOTION CARRIED 8-0. Commissioner Dana Anderson stated he felt it was important to amend the ordinance. Chair Huberty asked for clarification on payment of park dedication fees for Trott Brook Farms. Steve indicated that the park dedication fees will be paid at the current rate at the time of final plat for each of the phases. Credit will be given for the park improvements toward future phases. The plans and costs will be reviewed by the Commission before any development begins. Marly Glines, 518 3rd Street, suggested that the money could be escrowed from the developer based on estimates or bids, and the funds could be returned to the developer when the improvements are completed. The Commissioners expressed their support for the idea of escrowing the money for the park improvements. 7.b. Island View Fifth Addition Park Dedication Staff report by Steve Wensman. Marly Glines of Dynamics Design and Land Company is requesting preliminary plat to subdivide approximately 11.58 acres in 7 lots between 1 and 3 acres in size. The property is located at the end of the cul-de-sac of Island View Drive. Steve explained that the site lies in Park Service Area 7 and that there are no existing parks or recreation area in this area, and the Master Park Plan does identify a need for a neighborhood park. He noted the Commission may wish to consider the need for pedestrian connections between 189th Avenue and Island View Drive. Staff will be requesting an outlot for a possible road connection to the north. Marly Glines, developer for the project, indicated that city staff has expressed concern that Island View Drive should be connected to the north at some point in the future. He indicated that they are not proposing the connection, but indicated they would be willing to provide an outlot so that it would be possible to connect the road someday. Park & Recreation Commission Minutes March 10. 1999 Page 5 . Commissioner Dave Anderson questioned if it would be feasible to ask for approximately 1 % acres from the southern portion of this plat and acquire 1 % acres from the 2.9 acre peninsula owned by John MacGibbon to create a useful park area. Chair Huberty reviewed the August 7,1996, Park and Recreation Commission motion regarding this property which included acquiring 3 acres of park with river access, and a 30 foot pedestrian corridor off of Island View Drive. Mr. Glines explained that the property owner does not own the lakeshore to the south. Discussion followed regarding options to acquire a 1 % acre park site. A 20' drainage easement was discussed as a future access to the lake with a land bridge. Dave suggested that the Commissioners take a look at Lots 1, 2 and 3 to see if there is any potential for acquiring park land to connect with the property to the south. COMMISSIONER DAVE ANDERSON MOVED TO RECOMMEND THAT IF ISLAND VIEW DRIVE IS NOT CONNECTED TO 189TH AVENUE, A 30 FOOT WIDE CORRIDOR BE ACQUIRED WHICH INCLUDES A 10 FOOT WIDE RECREATIONAL TRAIL, LOCATED BETWEEN LOTS 3 AND 4. COMMISSIONER KUESTER SECONDED THE MOTION. THE MOTION CARRIED 8-0. . COMMISSIONER DAVE ANDERSON MOVED THAT PRIOR TO PLANNING COMMISSION REVIEW ON MARCH 23, 1999, STAFF AND THE MEMBERS OF THE PARK AND RECREATION COMMISSION WORK WITH THE DEVELOPER TO LOCATE A SUITABLE SITE WHICH COULD POSSIBLY BE COMBINED WITH A SITE TO SOUTH OF THE PLAT FOR A NEIGHBORHOOD PARK, APPROXIMATELY 3 ACRES IN SIZE, WITH ACCESS OFF OF THE ISLANDVIEW DRIVE CUL DE SAC BETWEEN LOTS 2 AND 3; AND, IF A SUITABLE PARK SITE IS NOT LOCATED PARK DEDICATION FEES WILL BE PAID WHICH ARE IN EFFECT AT THE TIME OF FINAL PLAT. COMMISSIONER KUESTER SECONDED THE MOTION. THE MOTION CARRIED 8-0. 7.c. Heritaqe Landinq Development Co. Administrative Subdivision Steve Wensman explained that Heritage Landing Development Co. is requesting an Administrative Subdivision to create one new lot from a 7.14 acre parcel. The new lot, Parcel S, will be 1.36 acres in size, and the remaining Parcel A will be 5.78 acres. Steve explained that the applicant proposes to locate a billboard on Parcel S. Staff recommends a cash dedication in lieu of land to meet park dedication requirements for the new lot. COMMISSIONER DAVE ANDERSON MOVED TO ACCEPT A CASH PAYMENT OF PARK DEDICATION FEES ON THE LOT(S) PER CITY ORDINANCE. COMMISSIONER DANA ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 8-0. 7.d. Trail Fees Steve Wensman indicated that some clarification is needed for the recently approved trail fees adopted by the City Council. . The Commissioners and staff were in agreement on the following criteria: Park & Recreation Commission Minutes March 10, 1999 Page 6 . 1. Trail fees are placed in a separate fund from park dedication 2. Developers will continue to be reimbursed for trail construction, first from the trail fees funds and then from park dedication. 3. Standards need to be established for trail construction, particularly construction materials and curb cuts, and the specifications should be supplied to the developer by the city engineer. 8. Set Date for PlanninQ/Goal SettinQ Session April 7, 1999, at 6:00 p.m., at LaRose's Pizza and Pasta Restaurant, was tentatively scheduled for a planning/goal setting session of the Park and Recreation Commission. April 26, 1999, from 6:00 - 7:00 p.m., is tentatively scheduled for a joint meeting with the City Council. It was preferred that the meeting be held in the training. 9.a. Area Recreation Update Jeff Asfahl was present to review the Community Recreation 1998 annual report. Jeff also discussed his memo to the Park and Recreation Commission regarding events and activities. 9.b. Park Improvements for 1999 Phil Hals reviewed the recommendations proposed by staff for park dedication funds. . COMMISSIONER REITSMA MOVED TO RECOMMEND APPROVAL OF THE EXPENDITURES FOR PARK IMPROVEMENTS AS FOLLOWS: MEADOWVALE PARK HILLSIDE 5TH ADDITION COUNTRY CROSSING 3RD COUNTRY CROSSING 1ST MISSISSIPPI OAKS 191sT Yz AVENUE OPEN LOT HILLSIDE AREA WIDE PARK $3,751.20 3,650.00 18,665.50 2,500.00 14,294.00 3,000.00 10.750.00 TOTAL EXPENDITURES $56,610.70 WITH THE FOLLOWING CHANGE: 1. DELETE HILLSIDE 5TH PARK PICNIC TABLES 2. ADD $2,250 FOR A 20' CLASS 5 ROAD FOR HILLSIDE CITY PARK COMMISSIONER KUESTER SECONDED THE MOTION. THE MOTION CARRIED 8.0. Chair Huberty noted that Woodland Trails Park improvements will be considered at the April 14, 199, Park and Recreation meeting. . COMMISSIONER DANA ANDERSON MOVED TO RECOMMEND APPROVAL OF THE PURCHASE OF A SEEDER FROM THE EQUIPMENT RESERVE FUND. . . . Park & Recreation Commission Minutes March 10, 1999 Page 7 COMMISSIONER DAVE ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 8-0. 10.a. Update on February 16. 1999. City Council Meetinq Commissioner Westrum was unable to attend the City Council meeting on February 16. 1999. due to illness. 10.b. Update on February 23. 1999. Planninq Commission Meetinq Commissioner Dave Anderson provided an update on the February 23, 1999, Planning Commission meeting. 11. Other Business Commissioner Dave Anderson distributed 2 letters to be considered for delivery to Ridgewood residents. COMMISSIONER JOHN KUESTER MOVED APPROVAL OF SENDING THE LETTERS DRAFTED BY COMMISSIONER DAVE ANDERSON TO THE RIDGEWOOD RESIDENTS AND RIDGEWOOD HOMEOWNER'S ASSOCIATION. COMMISSIONER DANA ANDERSON SECONDED THE MOTION. THE MOTION CARRIED 8-0. Staff will type letter for Chair Huberty's signature and mail to one to Ridgewood residents and Commissioner Dave Anderson will pick up letter to Ridgewood Homeowner's Association. 12. Adiournment There being no further business, COMMISSIONER DANA ANDERSON MOVED TO ADJOURN THE MEETING. COMMISSIONER WESTRUM SECONDED THE MOTION. THE MOTION CARRIED 8-0. The meeting of the Elk River Park & Recreation Commission adjourned at 10:30 p.m. Respectfully submitted, [)~'~ Debbie Huebner Recording Secretary