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CC Packet 2013 10 14AGENDA CHANHASSEN CITY COUNCIL MONDAY, OCTOBER 14, 2013 CHANHASSEN CITY HALL, 7700 MARKET BOULEVARD CITY COUNCIL WORK SESSION IN THE FOUNTAIN CONFERENCE ROOM Discuss Massage Business Licensing massage therapy licensing.pdf Discuss Utility Rate Study, Ehlers & Associates utility rate study.pdf Discuss 2014 -2018 Capital Improvement Program (CIP) and Review Third Quarter Revenue Activity cip.pdf REGULAR MEETING, CITY COUNCIL CHAMBERS CALL TO ORDER (PLEDGE OF ALLEGIANCE) PUBLIC ANNOUNCEMENTS Invitation to Halloween Party invitation to halloween party.pdf Invitation to Seminary Fen Event, Saturday, October 26 invitation to seminary fen clean up.pdf Invitation to Rice Marsh Lake Trail Ribbon Cutting trail invitation.pdf CONSENT AGENDA All items listed under the Consent Agenda are considered to be routine by the City Council and will be considered under one motion. There will be no separate discussion of these items. If discussion is desired, that item will be removed from the Consent Agenda and considered separately. City Council action is based on staff's recommendation for each item. Refer to the council packet for each staff report. Approval of City Council Minutes dated September 9, 2013 09 -09 -13 -cc -ws.pdf, 09 -09 -13 -cc -sum.pdf, 09 -09 -13 -cc.pdf Receive Planning Commission Minutes dated September 3, 2013 Summary Minutes Verbatim Minutes 09 -03 -13 -pc -sum.pdf, 09 -03 -13 -pc.pdf Receive Park & Recreation Commission Minutes dated August 27, 2013 Summary Minutes Verbatim Minutes 08 -27 -13 -prc -sum.pdf, 08 -27 -13 -prc.pdf Lift Station #10 Improvements: Award of Bid lift station 10 award contract.pdf TH 212 Improvements from Chaska to Cologne: Approve Resolution Supporting Carver County's Application for Corridor for Commerce Funding approve resolution for th 212 improvements.pdf Library Parking Ramp Rehabilitation Project 02 -02 -1: Approve quote library parking ramp rehab approve quote.pdf Approve Quote for Construction of Concrete Pedestrian Median on Galpin Boulevard at W. 78th Street galpin boulevard intersection improvement.pdf Repeal Conditional Use Permit for Private Stable, 3530 and 3670 Highway 7, Premier Bank repeal stable permit cup.pdf Approval of Cell Tower Lease, T -Mobile t -mobile.pdf Ordinance Approving Street Name Changes in the Camden Ridge Plat approve street name changes.pdf Approve Stipulations of Settlement for Acquisition of Right -of -Way in Conjunction with the TH 5 Improvements, Abbariao, Ekstrum/Burdick and Gauer Parcels approve stipulations of settlements for acquisition of right -of -way.pdf VISITOR PRESENTATIONS See guidelines for Visitor Presentations at the end of the agenda. Introduction of Lori Anderson, President, SouthWest Metro Chamber of Commerce (verbal) Chanhassen Library Presentation, Nick Dimassis and Kathy Bognanni (verbal) PUBLIC HEARINGS Presbyterian Homes Conduit Debt Refunding Bonds: Public Hearing and Consider Host Approval Resolution, and Approval of Joint Powers Agreements and Housing Program presbyterian homes.pdf COUNCIL PRESENTATIONS ADMINISTRATIVE PRESENTATIONS CORRESPONDENCE PACKET correspondence.pdf ADJOURNMENT GUIDE FOR VISITOR PRESENTATIONS Welcome to the Chanhassen City Council meeting. In the interest of open communications, the Chanhassen City Council wishes to provide an opportunity for the public to address the City Council. That opportunity is provided at every regular City Council meeting during Visitor Presentations . 1.Anyone indicating a desire to speak during Visitor Presentations will be acknowledged by the Mayor. When called upon to speak, state your name, address, and topic. All remarks shall be addressed to the City Council as a whole, not to any specific member(s) or to any person who is not a member of the City Council. 2.If there are a number of individuals present to speak on the same topic, please designate a spokesperson that can summarize the issue. 3.Limit your comments to 5 minutes. Additional time may be granted at the discretion of the Mayor. If you have written comments, provide a copy to the council. 4.During Visitor Presentations, the council and staff listen to comments and will not engage in discussion. Council members or the City Manager may ask questions of you in order to gain a thorough understanding of your concern, suggestion, or request. 5.Please be aware that disrespectful comments or comments of a personal nature, directed at an individual either by name or inference, will not be allowed. Personnel concerns should be directed to the City Manager. Members of the City Council and some staff members may gather at Brindisi's Pub, 501 West 78th Street in Chanhassen immediately after the meeting for a purely social event. Members of the public are welcome. A.5:30 P.M. 1. Documents: 2. Documents: 3. Documents: B.7:00 P.M. C. D. 1. Documents: 2. Documents: 3. Documents: E. 1. Documents: 2. Documents: 3. Documents: 4. Documents: 5. Documents: 6. Documents: 7. Documents: 8. Documents: 9. Documents: 10. Documents: 11. Documents: F. 1. 2. G. 1. Documents: H. I. J. Documents: K. AGENDA CHANHASSEN CITY COUNCIL MONDAY, OCTOBER 14, 2013 CHANHASSEN CITY HALL, 7700 MARKET BOULEVARD CITY COUNCIL WORK SESSION IN THE FOUNTAIN CONFERENCE ROOM Discuss Massage Business Licensing massage therapy licensing.pdf Discuss Utility Rate Study, Ehlers & Associates utility rate study.pdf Discuss 2014 -2018 Capital Improvement Program (CIP) and Review Third Quarter Revenue Activity cip.pdf REGULAR MEETING, CITY COUNCIL CHAMBERS CALL TO ORDER (PLEDGE OF ALLEGIANCE)PUBLIC ANNOUNCEMENTS Invitation to Halloween Party invitation to halloween party.pdf Invitation to Seminary Fen Event, Saturday, October 26 invitation to seminary fen clean up.pdf Invitation to Rice Marsh Lake Trail Ribbon Cutting trail invitation.pdf CONSENT AGENDA All items listed under the Consent Agenda are considered to be routine by the City Council and will be considered under one motion. There will be no separate discussion of these items. If discussion is desired, that item will be removed from the Consent Agenda and considered separately. City Council action is based on staff's recommendation for each item. Refer to the council packet for each staff report.Approval of City Council Minutes dated September 9, 2013 09 -09 -13 -cc -ws.pdf, 09 -09 -13 -cc -sum.pdf, 09 -09 -13 -cc.pdf Receive Planning Commission Minutes dated September 3, 2013 Summary Minutes Verbatim Minutes 09 -03 -13 -pc -sum.pdf, 09 -03 -13 -pc.pdf Receive Park & Recreation Commission Minutes dated August 27, 2013 Summary Minutes Verbatim Minutes 08 -27 -13 -prc -sum.pdf, 08 -27 -13 -prc.pdf Lift Station #10 Improvements: Award of Bid lift station 10 award contract.pdf TH 212 Improvements from Chaska to Cologne: Approve Resolution Supporting Carver County's Application for Corridor for Commerce Funding approve resolution for th 212 improvements.pdf Library Parking Ramp Rehabilitation Project 02 -02 -1: Approve quote library parking ramp rehab approve quote.pdf Approve Quote for Construction of Concrete Pedestrian Median on Galpin Boulevard at W. 78th Street galpin boulevard intersection improvement.pdf Repeal Conditional Use Permit for Private Stable, 3530 and 3670 Highway 7, Premier Bank repeal stable permit cup.pdf Approval of Cell Tower Lease, T -Mobile t -mobile.pdf Ordinance Approving Street Name Changes in the Camden Ridge Plat approve street name changes.pdf Approve Stipulations of Settlement for Acquisition of Right -of -Way in Conjunction with the TH 5 Improvements, Abbariao, Ekstrum/Burdick and Gauer Parcels approve stipulations of settlements for acquisition of right -of -way.pdf VISITOR PRESENTATIONS See guidelines for Visitor Presentations at the end of the agenda. Introduction of Lori Anderson, President, SouthWest Metro Chamber of Commerce (verbal) Chanhassen Library Presentation, Nick Dimassis and Kathy Bognanni (verbal) PUBLIC HEARINGS Presbyterian Homes Conduit Debt Refunding Bonds: Public Hearing and Consider Host Approval Resolution, and Approval of Joint Powers Agreements and Housing Program presbyterian homes.pdf COUNCIL PRESENTATIONS ADMINISTRATIVE PRESENTATIONS CORRESPONDENCE PACKET correspondence.pdf ADJOURNMENT GUIDE FOR VISITOR PRESENTATIONS Welcome to the Chanhassen City Council meeting. In the interest of open communications, the Chanhassen City Council wishes to provide an opportunity for the public to address the City Council. That opportunity is provided at every regular City Council meeting during Visitor Presentations . 1.Anyone indicating a desire to speak during Visitor Presentations will be acknowledged by the Mayor. When called upon to speak, state your name, address, and topic. All remarks shall be addressed to the City Council as a whole, not to any specific member(s) or to any person who is not a member of the City Council. 2.If there are a number of individuals present to speak on the same topic, please designate a spokesperson that can summarize the issue. 3.Limit your comments to 5 minutes. Additional time may be granted at the discretion of the Mayor. If you have written comments, provide a copy to the council. 4.During Visitor Presentations, the council and staff listen to comments and will not engage in discussion. Council members or the City Manager may ask questions of you in order to gain a thorough understanding of your concern, suggestion, or request. 5.Please be aware that disrespectful comments or comments of a personal nature, directed at an individual either by name or inference, will not be allowed. Personnel concerns should be directed to the City Manager. Members of the City Council and some staff members may gather at Brindisi's Pub, 501 West 78th Street in Chanhassen immediately after the meeting for a purely social event. Members of the public are welcome. A.5:30 P.M.1.Documents:2.Documents:3.Documents:B.7:00 P.M.C.D.1.Documents:2.Documents:3.Documents:E.1.Documents:2. Documents: 3. Documents: 4. Documents: 5. Documents: 6. Documents: 7. Documents: 8. Documents: 9. Documents: 10. Documents: 11. Documents: F. 1. 2. G. 1. Documents: H. I. J. Documents: K. AGENDA CHANHASSEN CITY COUNCIL MONDAY, OCTOBER 14, 2013 CHANHASSEN CITY HALL, 7700 MARKET BOULEVARD CITY COUNCIL WORK SESSION IN THE FOUNTAIN CONFERENCE ROOM Discuss Massage Business Licensing massage therapy licensing.pdf Discuss Utility Rate Study, Ehlers & Associates utility rate study.pdf Discuss 2014 -2018 Capital Improvement Program (CIP) and Review Third Quarter Revenue Activity cip.pdf REGULAR MEETING, CITY COUNCIL CHAMBERS CALL TO ORDER (PLEDGE OF ALLEGIANCE)PUBLIC ANNOUNCEMENTS Invitation to Halloween Party invitation to halloween party.pdf Invitation to Seminary Fen Event, Saturday, October 26 invitation to seminary fen clean up.pdf Invitation to Rice Marsh Lake Trail Ribbon Cutting trail invitation.pdf CONSENT AGENDA All items listed under the Consent Agenda are considered to be routine by the City Council and will be considered under one motion. There will be no separate discussion of these items. If discussion is desired, that item will be removed from the Consent Agenda and considered separately. City Council action is based on staff's recommendation for each item. Refer to the council packet for each staff report.Approval of City Council Minutes dated September 9, 2013 09 -09 -13 -cc -ws.pdf, 09 -09 -13 -cc -sum.pdf, 09 -09 -13 -cc.pdf Receive Planning Commission Minutes dated September 3, 2013 Summary Minutes Verbatim Minutes 09 -03 -13 -pc -sum.pdf, 09 -03 -13 -pc.pdf Receive Park & Recreation Commission Minutes dated August 27, 2013 Summary Minutes Verbatim Minutes 08 -27 -13 -prc -sum.pdf, 08 -27 -13 -prc.pdf Lift Station #10 Improvements: Award of Bid lift station 10 award contract.pdf TH 212 Improvements from Chaska to Cologne: Approve Resolution Supporting Carver County's Application for Corridor for Commerce Funding approve resolution for th 212 improvements.pdf Library Parking Ramp Rehabilitation Project 02 -02 -1: Approve quote library parking ramp rehab approve quote.pdf Approve Quote for Construction of Concrete Pedestrian Median on Galpin Boulevard at W. 78th Street galpin boulevard intersection improvement.pdf Repeal Conditional Use Permit for Private Stable, 3530 and 3670 Highway 7, Premier Bank repeal stable permit cup.pdf Approval of Cell Tower Lease, T -Mobile t -mobile.pdf Ordinance Approving Street Name Changes in the Camden Ridge Plat approve street name changes.pdf Approve Stipulations of Settlement for Acquisition of Right -of -Way in Conjunction with the TH 5 Improvements, Abbariao, Ekstrum/Burdick and Gauer Parcels approve stipulations of settlements for acquisition of right -of -way.pdf VISITOR PRESENTATIONS See guidelines for Visitor Presentations at the end of the agenda.Introduction of Lori Anderson, President, SouthWest Metro Chamber of Commerce (verbal)Chanhassen Library Presentation, Nick Dimassis and Kathy Bognanni (verbal)PUBLIC HEARINGS Presbyterian Homes Conduit Debt Refunding Bonds: Public Hearing and Consider Host Approval Resolution, and Approval of Joint Powers Agreements and Housing Program presbyterian homes.pdf COUNCIL PRESENTATIONS ADMINISTRATIVE PRESENTATIONS CORRESPONDENCE PACKET correspondence.pdf ADJOURNMENT GUIDE FOR VISITOR PRESENTATIONS Welcome to the Chanhassen City Council meeting. In the interest of open communications, the Chanhassen City Council wishes to provide an opportunity for the public to address the City Council. That opportunity is provided at every regular City Council meeting during Visitor Presentations . 1.Anyone indicating a desire to speak during Visitor Presentations will be acknowledged by the Mayor. When called upon to speak, state your name, address, and topic. All remarks shall be addressed to the City Council as a whole, not to any specific member(s) or to any person who is not a member of the City Council. 2.If there are a number of individuals present to speak on the same topic, please designate a spokesperson that can summarize the issue. 3.Limit your comments to 5 minutes. Additional time may be granted at the discretion of the Mayor. If you have written comments, provide a copy to the council. 4.During Visitor Presentations, the council and staff listen to comments and will not engage in discussion. Council members or the City Manager may ask questions of you in order to gain a thorough understanding of your concern, suggestion, or request. 5.Please be aware that disrespectful comments or comments of a personal nature, directed at an individual either by name or inference, will not be allowed. Personnel concerns should be directed to the City Manager. Members of the City Council and some staff members may gather at Brindisi's Pub, 501 West 78th Street in Chanhassen immediately after the meeting for a purely social event. Members of the public are welcome. A.5:30 P.M.1.Documents:2.Documents:3.Documents:B.7:00 P.M.C.D.1.Documents:2.Documents:3.Documents:E.1.Documents:2.Documents:3.Documents:4.Documents:5.Documents:6.Documents:7.Documents:8.Documents:9.Documents:10.Documents:11.Documents:F.1.2.G. 1. Documents: H. I. J. Documents: K. CHANHASSEN CITY COUNCIL WORK SESSION SEPTEMBER 9, 2013 Mayor Furlong called the work session to order at 5:30 p.m. COUNCIL MEMBERS PRESENT: Mayor Furlong, Councilman McDonald, Councilwoman Tjornhom, Councilwoman Ernst, and Councilman Laufenburger STAFF PRESENT: Todd Gerhardt, Laurie Hokkanen, Paul Oehme, Kate Aanenson, Todd Hoffman, Terry Jeffery, and Greg Sticha UPDATE ON STORM WATER MANAGEMENT. Todd Gerhardt explained that a business owner in town is challenging how the City charges for utility fees. Terry Jeffery explained the results of an audit which suggests the City adopt a resolution regarding compliance with the Wetland Conservation Act. Mayor Furlong suggested changing wording to provide flexibility in the resolution. Terry Jeffery explained a change in venues for holding public hearings annually to comment on MS4 and the SWPPP such as neighborhood meetings, open houses, etc. Councilman McDonald asked about the process if the public doesn ’t agree with staff ’s recommendations. Terry Jeffery reviewed changes associated with the NPDES Construction Permit . Councilman McDonald asked for clarification on the requirement to retain one inch of runoff from new impervious surface . Todd Gerhardt explained that staff will develop standards as part of the process for updating the Surface Water Management Plan incorporating watershed districts standards. Mayor Furlong noted the burden on developing communities like Chanhassen with these new standards. Terry Jeffery discussed the Surface Water Utility Fee assessment methodology for horticultural/garden center business es and how it affects the 5 business in the community. Councilman McDonald asked for clarification on how the base rate was determined. Mayor Furlong asked about the effects of using the commercial base rate instead of residential base rate. Council members discussed the need to re-evalua te b ase rates for all land uses and the effect on the entire stormwater utility fund. Todd Gerhardt explained the next step in the process is to meet with the 5 affected businesses to get their feedback before bringing the item back before c ouncil. FINAL REVIEW OF P ROPOSED 2014 BUDGET BEFORE SETTING THE PRELIMINARY LEVY. Greg Sticha reviewed the power point presentation being presented at the regular City Council meeting with staff ’s recommendation of adopting Scenario 2 for setting the preliminary levy. Councilman Laufenburger asked for clarification of what ’s included with setting the preliminary levy amount and allocation of line items. Greg Sticha reviewed documents requested by Councilwoman Ernst showing surplus and building permit history since 2003. Greg Sticha explained the inclusion of expenditure reduction alternatives submitted by the city manager at the last work session. Councilwoman Ernst asked about the reduction in the sealcoating levy. Councilman Laufenburger asked about unanswered questions. Staff explained that the biggest unknown number was health care costs. Mayor Furlong adjourned the City Council work session at 6:50 p.m. Submitted by Todd Gerhardt City Manager Prepared by Nann Opheim CHANHASSEN CITY COUNCIL REGULAR MEETING SUMMARY MINUTES SEPTEMBER 9, 2013 Mayor Furlong called the meeting to order at 7:00 p.m. The meeting was opened with the Pledge to the Flag. COUNCIL MEMBERS PRESENT: Mayor Furlong, Councilman McDonald, Councilwoman Tjornhom, Councilwoman Ernst, and Councilman Laufenburger STAFF PRESENT: Todd Gerhardt, Laurie Hokkanen, Paul Oehme, Kate Aanenson, Todd Hoffman, Greg Sticha, and Roger Knutson PUBLIC ANNOUNCEMENTS: Mayor Furlong presented the Maple Leaf Award to Dale Gregory recognizing the great job he ’s done as Park Superintendent over the last 42 years. CONSENT AGENDA: Councilwoman Tjornhom moved, Councilwoman Ernst seconded to approve the following Consent Agenda items pursuant to the City Manager ’s recommendations: 1.Approval of City Council Minutes dated August 26, 2013. 2.Receive Planning Commission Minutes dated August 20, 2013. 4.Approval of Fireworks Permit for Chanhassen High School. All voted in favor and the motion carried unanimously with a vote of 5 to 0. VISITOR PRESENTATIONS: EASTERN CARVER COUNTY SCHOOL DISTRICT 112 REFERENDUM UPDATE, DR. JIM BAUCK, MARK KUSKE, CRAIG LARSEN, AND BRETT JOHNSON. Superintendent Dr. Jim Bauck introduced Craig Larsen from the IT department, Mark Kuske, Board member, Tim Klein and Director of Finance, DeeDee Kahring who were in the audience before giving a power point presentation outlining information for the upcoming referendum. If people have questions about the election, he directed them to his direct office phone line or the School District 112 website. APPROVE RESOLUTION AUTHORIZING ISSUANCE OF REVENUE NOTE FOR RIDGEVIEW SENIOR HOUSING FACILITY. This item was withdrawn per the applicant ’s request. SOUTHWEST VILLAGE 2 ND ADDITION, SUBDIVISION OF 2.75 ACRES LOCATED AT THE NORTHEAST CORNER OF HIGHWAY 101 AND LYMAN BOULEVARD, APPLICANT: RYLAND HOMES: A.PRELIMINARY AND FINAL PLAT APPROVAL AND SITE PLAN APPROVAL FOR 38 TOWNHOMES. B.APPROVAL OF DEVELOPMENT CONTRACT. City Council Summary – September 9, 2013 2 Kate Aanenson presented the staff report and Planning Commission update on this item. Mark Sonstegard, representing Ryland Homes thanked city staff for helping with the planning process. Councilman Laufenburger asked the applicant to explain traffic circulation on the site. Councilwoman Tjornhom asked if there was adequate parking stalls. Mayor Furlong asked about the distance between the road and trail to the building , associated safety concerns, and landscaping. After comments from council members the following motions were made. Councilwoman Ernst moved, Councilman McDonald seconded that the Chanhassen City Council approve the P reliminary and Final P lat to replat Outlot C, SouthWest Village into 38 lots and one outlot, SouthWest Village 2 nd Addition as shown in plans dated received August 2, 2013 , s u b j e c t t o t h e f o l l o w i n g c o n d i t i o n s a n d a d o p t i o n o f t h e a t t a c h e d F i n d i n g s o f F a c t : P a r k C o n d i t i o n s 1.In lieu of parkland dedication and/or trail construction, full park dedication fees shall be collected at the rate in force at the time of final plat approval. A t t o d a y ’s r a t e , 2 0 1 3 , t h e s e f e e s w o u l d t o t a l $1 4 4 ,4 0 0 (3 8 t o w n h o m e s x $3 ,8 0 0 p e r u n i t ). Engineering Conditions 1.The existing gas line and fiber optic line must be relocated to the drainage and utility easement. 2.The developer must submit a soils report with boring logs, indicating soil conditions, permeability. 3.The survey benchmark and elevation must be indicated on the topography plan. 4.The grading plan must show the proposed grades for all driveways. 5.An erosion control escrow is required in the amount of $14,850 (110% of the estimated erosion control cost). 6.The developer ’s engineer must revise the labels of the watermain lengths in the profile view so that they match the plan view. 7.The developer ’s engineer must revise the watermain and sanitary sewer profile street name label to match the plan view. 8.The developer ’s engineer must revise the service connection tables with the correct block and lot numbers. 9.Partial water and sewer hook-ups are due at the time of final plat. The hook-up fees will be assessed at the rate in effect at that time. 1 0 .The developer must submit written confirmation with the final plat application indicating that the MnDOT pond located in the south loop of the Highway 101 ramp has been sized to accommodate runoff from this development. City Council Summary – September 9, 2013 3 1 1 .Hydraulic calculations must be submitted with the final plat submittals and must include storm sewer inlet capacity analysis to verify that 100% of the runoff from a 10-year event can be captured and evaluate downstream conveyance for capacity. 1 2 .The utility plan must be revised to show the following: a.Show the proposed water service to the bus station. b.Due to differential settlement, the three valves and the sanitary sewer manhole must not lie within the proposed paver-block circle at the intersection of the access road at the western private driveway intersection. The valves can be relocated outside of the paver-block circle. Sanitary sewer manhole 503 can be installed to the north of the paver -block circle and an additional manhole can be installed to the west of the paver-block circle. c.Sanitary sewer manhole 501 must not lie within the sidewalk. d.Eliminate the 90-degree bend in the watermain at the Highway 101 intersection and replace with two 45-degree bends. e.The final utility plan must show the sewer and water services to the townhome units. 13.MnDOT will be invoicing the City for a portion of the utility improvements for this development. The developer must pay for 100% of the invoices that the City receives for this work. 14.Each new lot is subject to the sanitary sewer and water hookup charges. These fees are collected with the building permit and are based on the rates in effect at the time of building permit application. The party applying for the building permit is responsible for payment of these fees. 15.Encroachment agreements are required for the two drainage and utility easements due to the extensive landscaping and sidewalk proposed. B u i l d i n g O f f i c i a l C o n d i t i o n s 1 .The developer must submit a list of proposed street name(s) and an addressing plan for review and approval prior to final platting of the property. 2 .Each lot must be provided with separate sewer and water services. 3 .A final grading plan and soils report must be submitted to the Inspections Division before permits can be issued. Water Resources Conditions City Council Summary – September 9, 2013 4 1.The Surface Water Pollution Prevention Plan shall include all elements as required under the General Permit Authorization to Discharge Stormwater Associated with Construction Activity under the National Pollution Discharge Elimination System/State Disposal System Program MN R100001. This includes, but is not limited to: a.Impervious surface coverage pre- and post-development; b.Total disturbed area c.Soils Map d.Training Documentation e.Chain of responsibility f.Map indicating surface waters or acceptable alternative g.Narrative, design and calculations as to how part III.D of the permit will be met or written authorization from the MPCA exempting this site from the current permit rules. h.Other required elements as listed in the permit and/or Chapter 19 of Chanhassen City Code. 2 .S t r e e t c l e a n i n g o f s o i l t r a c k e d o n t o p u b l i c s t r e e t s s h a l l i n c l u d e d a i l y s t r e e t s c r a p i n g a n d s t r e e t s w e e p i n g a s n e e d e d . 3 .Surface Water Management trunk storm sewer fees d u e p a y a b l e t o t h e C i t y a t t h e t i m e o f f i n a l p l a t r e c o r d i n g , i s $38,472.50 . 4 .T h e a p p l i c a n t s h a l l a p p l y f o r a n d o b t a i n p e r m i t s , a s n e c e s s a r y , f r o m t h e a p p r o p r i a t e r e g u l a t o r y a g e n c i e s (e .g ., R i l e y -P u r g a t o r y -B l u f f C r e e k W a t e r s h e d D i s t r i c t , M i n n e s o t a P o l l u t i o n C o n t r o l A g e n c y (N P D E S P h a s e I I C o n s t r u c t i o n S i t e P e r m i t ), M i n n e s o t a D e p a r t m e n t o f N a t u r a l R e s o u r c e s (f o r d e w a t e r i n g ), A r m y C o r p s o f E n g i n e e r s , M i n n e s o t a D e p a r t m e n t o f T r a n s p o r t a t i o n , M i n n e s o t a D e p a r t m e n t o f H e a l t h ) a n d c o m p l y w i t h t h e i r c o n d i t i o n s o f a p p r o v a l .” A l l v o t e d i n f a v o r a n d t h e m o t i o n c a r r i e d u n a n i m o u s l y w i t h a v o t e o f 5 t o 0 . Councilwoman Ernst moved, Councilman McDonald seconded that the Chanhassen City Council approve the site plan for 38 town homes for Planning Case 2013-19 for SouthWest Village Townhomes as shown in plans dated received April 13, 2006 , a n d a m e n d e d l a n d s c a p e p l a n d a t e d r e c e i v e d A u g u s t 2 , 2 0 1 3 , s u b j e c t t o t h e f o l l o w i n g c o n d i t i o n s : L a n d s c a p i n g C o n d i t i o n s 1.Increase bufferyard plantings along Lyman Boulevard to include a minimum of 14 trees and 24 shrubs. 2.All of the trees located on Highway 101 and Lyman Boulevard between the trail and the curbline shall be moved to the other side of the trail. The trees will be located within the County Right-of-Way. The applicant will be responsible for all long-term maintenance and irrigation of the landscaping within the Right-of-Way. Engineering Conditions City Council Summary – September 9, 2013 5 1.On-street parking is not permitted on the private streets. 2.Any landscaping or structures proposed to be located within the right-of-way must be approved by the regulating agency. Building Official Conditions 1.Accessibility must be provided to all portions of the development and a percentage of the units may also be required to be accessible or adaptable in accordance with Minnesota State Building Code Chapter 1341. Further information is needed to determine these requirements. 2.Buildings over 9250 square feet of floor area are required to be protected with an automatic sprinkler system. For the purposes of this requirement property lines do not constitute separate buildings and the areas of basements and garages are included in the floor area threshold. 3.The buildings will be required to be designed by an architect and engineer as determined by the Building Official. 4.Demolition permits must be obtained before demolishing any structures on the site. Application for such permits must include hazardous substances investigative and proposed mitigation reports. 5.Walls and projections within five feet of property lines are required to be of one-hour fire- resistive construction. 6.Retaining walls over four feet high require a permit and must be designed by a professional engineer. 7.The developer and/or their agent shall meet with the Inspections Division as early as possible to discuss plan review and permit procedures. Fire Marshal Conditions 1.A three-foot clear space must be maintained around fire hydrants. 2.“No Parking Fire Lane ” signs will be required as well as yellow painted curb. Contact the Chanhassen Fire Marshal for exact location of signs and curbing to be painted. 3.Submit proposed street names to Chanhassen Fire Marshal and Chanhassen Building Official for review and approval. 4.Prior to combustible construction, fire hydrants must be made serviceable. 5.Prior to combustible construction, fire apparatus access roads capable of supporting the weight of fire apparatus shall be made serviceable. City Council Summary – September 9, 2013 6 6.Temporary street signs shall be installed prior to and during time of construction.” All voted in favor and the motion carried unanimously with a vote of 5 to 0. Councilwoman Ernst moved, Councilman McDonald seconded that the Chanhassen City Council approve the Development Contract for SouthWest Village 2 nd Addition conditioned upon the applicant shall supply the City with a cash escrow or letter of credit for $546,045.50 and pay a cash fee of $293,891.97. All voted in favor and the motion carried unanimously with a vote of 5 to 0. LAKE ST. JOE ’S COVE, SUBDIVISION OF 4.04 ACRES LOCATED EAST OF THE CITY LIMITS AND SOUTH OF CIMARRON SUBDIVISION BETWEEN KINGS ROAD ANDMILL CREEK LANE, APPLICANT: STEVE KROISS, STS PROPERTY, LLC: A.PRELIMINARY AND FINAL PLAT APPROVAL. B.APPROVAL OF DEVELOPMENT CONTRACT AND PLANS & SPECIFICATIONS. Kate Aanenson presented the staff report and Planning Commission update on this item. Todd Simnig and Steve Kroiss with STS Properties, LLC were available to answer questions. Councilman Laufenburger moved, Councilwoman Tjornhom seconded that the Chanhassen City Council approves the Preliminary and Final Plat for Lake St. Joe ’s Cove subject to the following conditions and adoption of the attached Planning Commission Findings of Fact and Recommendation: Building Official : 1. Provide a 1:200 “clean ” plat drawing. 2. Demolition permits are required for the removal of any existing structures. 3. Submit proposed street-name(s) to Building Official and Fire Marshal for approval. 4. Buildings may be required to be designed by an architect and/or engineer as determined by the Building Official. 5. A final grading plan and soils report must be submitted to the Inspections Division before permits can be issued. 6. Retaining walls over four feet high require a permit and must be designed by a professional engineer. 7. Each lot must be provided with separate sewer and water services. 8. The applicant and/or their agent shall meet with the Inspections Division as early as possible to discuss plan review and permit procedures. Engineering : City Council Summary – September 9, 2013 7 9.Access to the properties in Victoria must be maintained. 10.The plat delineates the 10-foot easement at the front and back of the lots, and a 5-foot easement at the sides of the lots, but the plat must call them out as a “drainage and utility easement.” 11.Plat must dedicate driveway access easement on Lot 4, Block 3 for access to the property in Victoria. 12.The easement between Block 1, Lot 1 and Block 1, Lot 2 must provide enough room to excavate the pipe for maintenance at a 1:1.5 slope. 13.The easement at the northeast corner of Block 3, Lot 1 must provide enough room to excavate the pipe for maintenance at a 1:1.5 slope. 14.The plat document must be amended to include Outlot B, which is shown in the plans. 15.The survey of the existing property shows contour lines in the Cimmaron development north of Lake St. Joe ’s Cove, but it must also show all existing buildings and driveways 100 feet beyond the property boundary. 16.The grading plans must show the benchmark elevation used for the survey. 17.In the relatively flat areas, such as the swale that directs water to Catch Basin 6, the grading plan must show spot elevations and flow arrows to indicate the direction of the water. 18.The 15-inch storm sewer pipe from CBMH1 to the existing structure shall be constructed with a minimum 0.70 % slope. 19.The existing storm sewer manhole on Outlot A, Cimmaron Addition must be replaced to include a 3-foot sump. 20.The property owner at 7040 Mill Creek Lane must agree to any work being done on his or her land. The proposed grading on this property must also be included in the grading plan. 21.The slopes must be less than 3:1. The developer ’s engineer must revise the grading on Outlot A and Block 3 to meet this standard. 22.The contours show water flowing to the northeast corner of Block 1, Lot 1. The developer ’s engineer must revise the grading or mark the elevation at the building corner to direct water flow away from the structure. 23.The driveway grades on Block 1, Lot 2 and Block 3, Lot 3 must be revised so that the grade does not exceed 10% at any point on the driveway. 24.An escrow (110% of the estimated erosion control for this development) is required before site grading begins. City Council Summary – September 9, 2013 8 25.The following materials are prohibited for retaining wall construction: smooth face, poured- in-place concrete (stamped or patterned concrete is allowed), masonry, railroad ties or timber. 26.Walls taller than 6 feet shall not be constructed with boulder rock. 27.The grading behind the retaining wall must be modified so that water will not drain down the face of the wall. 28.A Homeowners Association shall be created to take ownership of the retaining wall. 29.The plans must annotate the width of the roadway, sidewalks, and the right-of-way. 30.The plans must show the station where the new construction ties in to the existing road as well as the limits of construction. 31.The plans must include erosion control measures to the limits of construction. 32.The developer ’s engineer must revise the grades of the driveway at Block 1, Lot 2 and Block 3, Lot 3 to be between 0.5 and 10.0% at any point on the driveway. 33.The driveway on Block 3, Lot 4 must be moved out of the 10-foot side yard setback. 34.In the submitted plans, the pipe length in the profile view does not match the length of pipe in the plan view. This must be revised so the plans are consistent. 35.The watermain will connect the stubs at Kings Road and Mill Creek Lane to create a loop. 36.At the time of the final plat, the assessment for Minnewashta Parkway improvements plus the additional accrued interest must be paid or reassessed. 37.Water and sewer hookups are due at the time of final plat. The hookup fees will be assessed at the rate in effect at that time. Fire Marshal : 38.Proposed fire hydrant(s) location is acceptable. 39.No burning permits will be issued for tree/brush removal. They must be chipped or hauled away. 40.Prior to new home combustible construction fire hydrants must be made serviceable. 41.Prior to new home construction fire apparatus access roads capable of supporting the weight of fire apparatus shall be made serviceable. 42.A three-foot clear space must be maintained around fire hydrant(s). City Council Summary – September 9, 2013 9 Natural Resource Coordinator : 43.The trees should be field located as to allow for a 20-foot wide access to the pond. The applicant shall work with staff to delineate a clear zone to the pond. 44.Tree protection fencing shall be installed at the edge of grading limits near preserved areas of trees. Parks and Recreation : 4 5 .In lieu of parkland dedication and/or trail construction, full park dedication fees shall be collected at the rate in force at the time of final plat approval. A t t o d a y ’s r a t e , t h e s e f e e s w o u l d t o t a l $4 6 ,4 0 0 (8 l o t s x $5 ,8 0 0 p e r l o t ). Water Resources Coordinator : 46.Wetland must be shown at the 948 foot contour and the 25-foot buffer and 30-foot setback must be shown accordingly. 47.All wetland and buffer areas not within an outlot must be contained within a drainage and utility easement. 48.Wetland buffer signage must be shown on the plan and installed concurrently with the erosion prevention and sediment control practices. 49.The applicant must apply for and receive a General Permit to Discharge Stormwater Associated with Construction Activity Under the National Pollution Discharge Elimination Sy s tem/State Disposal System 50.The applicant must provide a standalone Storm Water Pollution Prevention Plan (SWPPP) containing the required elements as detailed in the above permit to the city prior to any earth- disturbing activities. 51.A dewatering plan must be provided to the city and at least 48-hours notice given prior to drawing down the existing pond for the purpose of installing the infiltration bench. This dewatering plan shall be incorporated into the SWPPP. 52.The details must be changed to reflect the most up-to-date city standard details. 53.The invert elevation at the downstream end of the storm sewer pipe from CBMH 1 to the existing manhole shall be lowered to an elevation that allows for a greater slope than the immediately upstream pipe run. 54.The applicant ’s engineer shall move the filtration bench to the west side of the pond outlet for improved maintenance access. If this is not practicable from an engineering perspective, supporting documentation must be provided to and agreed upon by the city. City Council Summary – September 9, 2013 10 55.A twenty (20) foot wide maintenance access which allows cross slope meandering shall be shown on the plan and provided for during construction. 56.SWMP Fees totaling $15,646.50 shall be provided to the City with final plat. All voted in favor and the motion carried unanimously with a vote of 5 to 0. Councilman Laufenburger moved, Councilwoman Tjornhom seconded that the Chanhassen City Council approve the Development Contract and the construction plans and specifications for Lake St. Joe ’s Cove conditioned upon the following: 1.The applicant enter into the Development Contract and supply the City with a cash escrow or letter of credit for $513,766.64 and pay a cash fee of $95,318.38. 2.The applicant ’s engineer shall work with City staff in revising the construction plans to meet City standards. All voted in favor and the motion carried unanimously with a vote of 5 to 0. CONSENT AGENDA: CAMDEN RIDGE, 1500 PIONEER TRAIL: A.FINAL PLAT APPROVAL. B.APPROVAL OF DEVELOPMENT CONTRACT AND PLANS & SPECIFICATIONS. Kate Aanenson clarified that a condition number 11 should be added under engineering conditions which would state, all street right-of-way shall be shown at 55 feet including the street extending to the north. Councilman Laufenburger moved, Councilwoman Ernst seconded to approve the Final Plat for Camden Ridge subject to the conditions in the staff report, with the following changes: Page 15, item 12 has been modified to 55 feet; and Page 23, condition 11 under Engineering would read, A ll street right-of-way shall be shown at 55 feet including the street extending to the north. All voted in favor and the motion carried unanimously with a vote of 5 to 0. Councilman Laufenburger moved, Councilwoman Ernst seconded to approve the development contract and the construction plans and specifications for Camden Ridge conditioned upon the following: 1.The applicant shall enter into the development contract and supply the City with a cash escrow or letter of credit for $2,043,442.42 and pay a cash fee of $664,589.16. 2.The applicant ’s engineer shall work with City staff to revising the construction plans to meet City standards. All voted in favor and the motion carried unanimously with a vote of 5 to 0. PROPOSED 2014 BUDGET: RESOLUTION APPROVING CERTIFYING PRELIMINARY LEVY TO THE CARVER COUNTY AUDITOR. Greg Sticha presented a power point presentation outlining the details of the 2014 budget with staff ’s recommendation to use Scenario 2 when setting the preliminary levy amount . Councilman Laufenburger City Council Summary – September 9, 2013 11 asked that any items approved in the 2013 CIP that d o not get completed in 2013 be shown with the 2014 CIP. Mayor Furlong clarified the action being taken by the City Council in setting the preliminary levy amount. Councilwoman Ernst moved to approve the 2014 preliminary levy with the following reductions: $10,000 in conferences/seminars , $40,000 building inspector , $15,000 police car, $6,800 in copier expenses, $25,000 with a CSO for a one year test, $30,000 for the lifeguard s at Lake Ann, and reduce the salary increase from 3% to 1%, which would be roughly $80,000. There was no second and the motion failed for lack of a second. After comments from council members, the following motion was made. Resolution #2013-42: Councilman McDonald moved, Councilman Laufenburger seconded that the City Council approve a Resolution adopting the preliminary 2014 general fund budget of $10,004,199 and establishing a total preliminary levy of $10,424,390 for 2014, and establishing Truth in Taxation public hearing dates for 2013, collectible in 2014. All voted in favor, except for Councilwoman Ernst who opposed, and the motion carried with a vote of 4 to 1. COUNCIL PRESENTATIONS. None. ADMINISTRATIVE PRESENTATIONS. Todd Gerhardt informed the council that the September 23, 2014 City Council meeting has be en cancelled. Paul Oehme provided updates on road projects. Councilman Laufenburger asked for an update on the high district water tower at Minnetonka Middle School West. CORRESPONDENCE DISCUSSION. Todd Gerhardt and Laurie Hokkanen outlined the timeline and procedures for the National Citizen Survey. Councilwoman Ernst moved, Councilman Laufenburger seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 5 to 0. The City Council meeting was adjourned at 9:00 p.m. Submitted by Todd Gerhardt City Manager Prepared by Nann Opheim CHANHASSEN CITY COUNCIL REGULAR MEETING SEPTEMBER 9, 2013 Mayor Furlong called the meeting to order at 7:00 p.m. The meeting was opened with the Pledge to the Flag. COUNCIL MEMBERS PRESENT: Mayor Furlong, Councilman McDonald, Councilwoman Tjornhom, Councilwoman Ernst, and Councilman Laufenburger STAFF PRESENT: Todd Gerhardt, Laurie Hokkanen, Paul Oehme, Kate Aanenson, Todd Hoffman, Greg Sticha, and Roger Knutson PUBLIC ANNOUNCEMENTS: Mayor Furlong: Thank you and welcome to everybody here in the council chambers with us, as well as those watching at home. We ’re glad that you all chose to join us this evening. At this time I would ask members of the council if there are any changes or modifications to the agenda. If not without objection we ’ll proceed with the agenda as published. I ’d like to start this evening with a presentation of a Maple Leaf award to Dale Gregory on his upcoming retirement as Park Superintendent so Mr. Gerhardt and Mr. Hoffman. Tonight we ’re here to honor and to recognize Dale Gregory who is retiring as a park superintendent and his wife Roseanne and we ’re glad that you joined us here this evening. On behalf of the entire City Council, your co-workers, citizens of Chanhassen, it ’s my honor and pleasure this evening to be presenting you a Chanhassen Maple Leaf Award. This award is our presentation this evening is to recognize Dale ’s service for 42 years as a city employee. For his outstanding service and dedication and it ’s with pride that we say thanks for all the service you have done over the years to our city and for the benefit of our city. That service has been supervising the park staff maintenance. Directing the construction and maintenance of regional areas, facilities, equipment, planning and coordinating park construction projects and trails and a variety of other things. Dale started as the first park employee for the City. He was a department of one at the time in 1971 with the opening of Lake Ann Park. A new park in the city. We needed someone to help maintain it and Dale was the gentleman that was given that responsibility. Since then he has been involved in the construction and development of everything city park and trail that we have today. Furthermore Dale has been actively involved in, or directly in charge of the day to day maintenance of those facilities and improvements upon their completion. I know you can attest to the fact that our park system has grown a little bit since you first started working. It should be known that throughout his career as well Dale has always taken on additional responsibilities and assignments just because they need to be done. Not necessarily when asked but just because he saw what needed to be done and he did it. These extra tasks have been done without reward or recognition but really has helped make our city a much better place for all of us to enjoy. He has loved everything about this job. I know he ’s told me and others of that and he ’s especially proud of the accomplishments that he ’s had and I know that what has kept him coming back here is for so many people is just the love of the city and the love of our park system and enjoyed working with all the good people we have here on staff. In retirement I understand you ’re going to do more fishing. Dale Gregory: Lot more. Mayor Furlong: A lot more fishing. Some traveling. Volunteer work. Maybe time for repairs around the house or the cabin and I know spending more time up at your lake place as well so that ’s wonderful. Todd, Todd, any thoughts or comments? Chanhassen City Council – September 9, 2013 2 Todd Hoffman: Dale I just want to say thank you. I ’ve worked with Dale for 26 years that I ’ve been here with the City of Chanhassen and in that time he ’s continually taken on more responsibility in managing what we have here for our parks and trail system and he ’s always done a great job. I could pick up the phone at any time and ask Dale to do something on behalf of the citizens and he ’d be glad to so on behalf of all our employees that are here this evening, Dale thank you for all your services. Todd Gerhardt: Well I ’ve also had the pleasure of working with Dale for the past 27 years and we ’ve gotten a lot of recognition over those years and a big part is our park system and it ’s really the crown jewel for Chanhassen and a lot of credit goes to Dale and his crews in maintaining that system and making it the real jewel that it is for our community. The trails. The parks and every time somebody goes out there I hear compliments of how well it ’s maintained. Roger Knutson has, our city attorney has had kids that have played on our soccer fields and his kids were very good at soccer and traveled throughout Minnesota and other states and he says Chanhassen fields are the best that they ’ve played on and that ’s just a testament of your dedication and you should be very, very proud of your efforts over these past 42 years in making Chanhassen a very special place for people to enjoy in the park system and trails so thank you. Mayor Furlong: After 42 years a plaque is going to have to do it. With all you ’ve done and to echo the comments other people have made, so many people talk to us and I know the council too about how much they enjoy our parks. How beautiful the city is and the park is. Parks are and your involvement and everyone else ’s involvement to make sure that that happens just on a day in and day out basis is something that we can say thank you very sincerely for all your work over the years. Dale Gregory: Thank you. Mitch Johnson: Can we take a quick photo? Todd Gerhardt: Sure. Mayor Furlong: Council members, any other comments? Councilwoman Ernst? Councilwoman Ernst: Yes, so Dale I ’m not exactly sure but I think you might have worked with my father in law, Jack Ernst. Dale Gregory: I worked with him for a long time. Councilwoman Ernst: And I think you were probably about 12 or something like that and I just want to say thank you so much for all your long time services here for the City of Chanhassen. We ’re going to miss seeing your friendly face around here so hopefully you ’ll be back from your fishing trips and we ’ll still be able to see you once in a while so thank you. Dale Gregory: We ’ll be back on occasion. Councilwoman Ernst: Great. Mayor Furlong: Councilwoman Tjornhom. Councilwoman Tjornhom: Yeah, I would also like to just, I think we should clarify the fact that it ’s probably not 42 years of service but probably 42 years of love. Even to stick around the long and to do what you ’ve done for us in this town and our parks, I think it ’s a real honor. We ’re honored that you were here with us and kind of helped us go through our growing pains in you know developing those parks and Chanhassen City Council – September 9, 2013 3 getting a system down. I ’m sure once you ’re gone, because of your 42 years they will still be wonderful but it ’s because of you and what you probably even taught your co-workers and so I think that ’s invaluable and I know you ’ll be very hard to replace so hopefully you ’ll still keep that phone on so when there ’s a question, you will be able to be reached so. Dale Gregory: Actually I ’d like to say one thing I haven ’t. What ’s made my job the easiest is having a good crew. Councilwoman Tjornhom: Well and it takes a leader to make a good crew so like I said once again congratulations and we ’re very, very honored that you have been with us for all this time. Dale Gregory: Thank you. Councilwoman Tjornhom: Don ’t forget us. Councilman Laufenburger: Dale, there is clear testimony to the work that you ’ve done. That ’s you ’ve accomplished but what ’s so surprising to me and which we all can take as a model from your behavior is the attitude that you have. Always an upbeat attitude. Always an attitude of what ’s it going to take for us to get this done and not an attitude of oh, do we have to do this again or you know why can ’t we do this some other way. It ’s the attitude that is the example and the leadership that makes it possible for you to have yourself surrounded by great employees. Great employees come from great leadership. Dale, thank you. You ’re a great leader. Councilman McDonald: I guess all I ’d like to just add my thanks. As I said a while ago but it ’s difficult to add anything more from what my fellow council members have said. I don ’t know where we would have been without you so thank you for all those years of staying with us. Thank you. Todd Hoffman: I should announce that there will be an open house on Friday, September 27 th . Dale ’s last day here at noon at the Klingelhutz Pavilion at Lake Ann so if you can join us for lunch that day and bid Dale and Roseanne farewell please do so. Mayor Furlong: Alright, thank you everyone. Thank you. Let us move on with the other items on our agenda this evening. CONSENT AGENDA: Mayor Furlong: I would like to, in talking to staff, remove item number 3 for some clarification items and given that we have people here let ’s just bring that up under, well we ’ll bring it up after the new business items. There ’s just some clarification on some of the conditions in the plat. Not material but it ’s something that has to be done. Or I believe has to be done. With that, items 1, 2 or 3. Is there any. Councilman Laufenburger: 1, 2 and 4. Mayor Furlong: I ’m sorry, thank you. 1, 2 and 4 under Section E. Is there any desire for separate discussions either by members of the council or by the public? If not is there a motion to adopt items E1, 2 and 4? Councilwoman Tjornhom moved, Councilwoman Ernst seconded to approve the following Consent Agenda items pursuant to the City Manager ’s recommendations: 1.Approval of City Council Minutes dated August 26, 2013. Chanhassen City Council – September 9, 2013 4 2.Receive Planning Commission Minutes dated August 20, 2013. 4.Approval of Fireworks Permit for Chanhassen High School. All voted in favor and the motion carried unanimously with a vote of 5 to 0. VISITOR PRESENTATIONS: EASTERN CARVER COUNTY SCHOOL DISTRICT 112 REFERENDUM UPDATE, DR. JIM BAUCK, MARK KUSKE, CRAIG LARSEN, AND BRETT JOHNSON. Mayor Furlong: We do welcome this evening Superintendent Dr. Jim Bauck with the Eastern Carver County School District and some other members of, representatives of the school district to talk to us and to the public about the upcoming referendum. Good evening. Dr. Jim Bauck: Good evening. Thank you Mayor and council members. Thanks for the time tonight. Mayor Furlong: Absolutely. Dr. Jim Bauck: I do know and realize that you wanted the cliff note version of the presentation but I do want you to know that you ’ll be emailed tonight the full exam on the questions that you ’ll need to be able to respond to so while I ’m shortening up your presentation, the data still will be. Mayor Furlong: We ’ll still be tested on everything, is that what you ’re saying? Dr. Jim Bauck: Yes, you ’ll be asked about everything. We ’re going to see if our presentation will work. We gerrymandered some things together here and we ’re going to see if we ’re successful. If not we ’ll pick it up from there and just, and talk for a few minutes. I do have some others with me this evening. Craig Larsen from our IT department and Mark Kuske. Board member Tim Klein. Our Director of Finance DeeDee Kahring is here tonight too and should we have some questions at the end of the presentation, they ’ll probably help assist me in answering those questions. What I hope to accomplish in a few brief minutes here this evening is to give you just kind of a general overview of what we ’re presenting to the community as we ’re out and about. Our building principals are working with building staff and with parent groups. At the district level we are presenting out and about. City Council. We have every council in our school district will have a presentation. Rotarians. Ki wanis. All those types of groups. Since we encompass such a multi faceted with 4 communities and somewhere between 55,000 to 60,000 people. What we ’re trying to accomplish in the presentation when we ’re out and about is to make sure the pe o ple know what the proposal is. What it brings, if it ’s a successful vote. If it ’s approved. What happens if it ’s not approved and what does it cost taxpayers so we ’ll see how this works. And there we go. Just like our communities and congratulations to Chan community here most recently, our school district is also receiving national recognition. Particularly in the last 5, 6, 7, 8 years and part of that recognition is where we have been in the last half a dozen years. New curriculum. Restructuring of how we ’re delivering instruction in the classroom but it ’s also where we are going and that is personalized learning. 24/7 learning. Looking at different instructional styles for kids. Different learning styles or teaching styles for teachers and we are part of a 3 state consortium right now and the leader in that group from the State of Minnesota as to how we ’re going to move public schools forward with it ’s educational format. Of course with a bottom line to that personalized learning is student achievement and our ACT scores have been consistently going up the last few years. Again in response to the changes that have been made but we believe we can do even better and that ’s the point of these referendums. We also put on here on the presentation for the community some of the state exams so they can see that. We have consistently been somewhere between 12 to 18 percent above state averages for exams from reading to Chanhassen City Council – September 9, 2013 5 science to mathematics. Every time you go out and about in the community and you ’re talking about taxes, financial accountability comes up. I think you as a council, we as a school district are always looking for ways to kind of trim the budget. Sharpen our pencil up so it ’s not just refunding bonds that I ’m sure you ’ve taken advantage of too over the last few years but in addition to that it ’s looking for partnerships. It ’s doing things like the Carver County Link that was celebrated a week ago. That saves us some dollars by providing us some additional fiber access. Even just to East Union which is way out in that corner of our school district. Partnerships with our bus company. Looking at propane fuel instead of regular fuel so it ’s multiple things. That survey piece there at the end is from Decision Resources. We ’ve partnered with them for 25 years. I know your City Council has used them also and Bill Morris said that ’s one of the top recorded responses from the 7 county metro area as far as do people think they ’re getting a good value in our school district here. I think more about financial accountability, if we harkens back to Governor Pawlenty ’s stand on where do you spend a dollar on school districts and that column or that little etch or sketch there that says 72.4 cents, that was his definition of dollars in the classroom and he wanted 70 cents of every dollar to be spent in the classroom. We have been doing that for a number of years going forward. What is a referendum? We have to go out and ask for an increase in tax dollars. They can be in the operating side. They can be in the capital side. They can be on bond referendum. A lot of people think that locally we support our schools almost entirely with local tax dollars. Actually 76% of our operating budget is state dollars. 19% is local but that 19% is pretty critical. In fact out of 337 districts, I think 318 have local operating referendums in place to support community decisions on the types of programs they want in their school district. Those are the two questions. We have a renewal up and securing technology and they ’re both focused on achievement. Question one is a renewal of a levy that was voted on back in 2003. We ’re not asking for an increase in funding. It will not increase taxes. There ’s a value add there though that we can ’t forget. What have we done in the last 10 years? It ’s things like our Stem and Hand ’s On Science in elementary ’s right now. It ’s holding our class sizes. We ’re right at about the metro average right now. A little lower than the metro average for elementary. Slightly higher for the secondary schools. It ’s putting Kinder Academy in place for those kids who need a boost for kindergarten. It ’s putting La Academia so people have a choice if they want a second language in our school district early on starting in kindergarten. It ’s 20 AP courses. It ’s Project Lead the Way. It ’s all of those things. That ’s what that $9 million does for the school district. Yeah, we ’ll cut some money if it ’s not renewed and we ’ll talk about that in a few minutes. You have a real sensitive. So how do we stack up when you look at the metro area for operating referendums? That gold bar represents our district. The kind of greenish bar is the average in the metro area. If you look at the districts that are on the top end, a lot of them are our neighboring districts and where would we be if the renewal is not approved by the community? We ’d be at the bottom of the 7 county metro a rea on operating referendums. Councilman Laufenburger: Is that a per student number? Dr. Jim Bauck: That is a per student number, correct Denny. We always like to do things on a per student basis because that ’s a fair way to make a comparison. Otherwise the data gets kind of skewed. Likely reductions, those are the types of things that the board has already discussed. They do have a framework for it. It ’s all preliminary. They would make those final decisions if the community doesn ’t renew it but we do have to trim $9.1 million dollars in order to make that operating budget work. It means about 1 out of 8 teaching positions. 80% of our budget is employee cost. 73% of that 80% is teacher cost. 5 years of budgeting, 3 years of reductions, 3 years of staying away from the classroom, eventually you get to the instructional side of the equation because you can ’t just keep elim inating everything else. We also talk a little bit about what happens in districts where they haven ’t been able to either renew or add additional dollars. Lakeville had a number of articles in the Tribune recently. They have now trimmed about $30 million in the last 10 years. Their high school class sizes averages between 40 to 49 the Board Chair reported. And their elementary, upper elementary is 32 to 35 in grades 4 and 5. We ’re a far cry from that. Second question. It ’s for $2.45 million dollars. It ’s contingent on question one. Chanhassen City Council – September 9, 2013 6 Question one has to pass in order for question two to succeed and it ’s structured that way because we need the operating dollars renewed so we can continue those efforts. Otherwise why worry about the technology piece that we would be introducing. It ’d for 6 years only and that ’s in response to the last question two years ago. People said well show us what you ’re going to do before you as k for a longer period of time and the first year really has an emphasis on security. How have we funded technology in the past? There ’s really 3 or 4 main avenues. When we built new schools and we ’ve built 4 of them in the last 14 years, we added not only technology in those schools. We also added things like fiber, telephone system and other infrastructure needs were wrapped into those bond issues so we took care of some district wide needs in each of those bond issues over the last dozen years. We also took operating dollars and capital dollars. We dedicated around $400,000 to $500,000 in operating dollars to help replace devices and do things of that nature and we did some dollars out of the capital budget. When the state budget when into crisis mode, which you people dealt with too, the Board rightfully so redirected those funds to core costs. Teachers. Running buses. Things of that nature so those dollars were repurposed rightfully so at that time. The other piece that sometimes doesn ’t get mentioned, we have some great parents. You do in your community. We do in Chaska, Victoria and Carver and East Union and they ’ve made a number of contributions to our, particularly our elementary buildings and making sure they have adequate technology. How have other districts been doing it? That ’s what our neighboring districts are doing with capital referendum questions like this second question that we ’re proposing. Our ’s would come out to about $236. We ’d also continue our capital budget being spent on technology which would add about $100 so it really would push us about to $336 on an annual basis for capital. Mayor Furlong: Question. Isn ’t, didn ’t I see somewhere Doctor that Bloomington is going out for a referendum this year as well? Dr. Jim Bauck: Yes they are. There are a few of these districts. Eden Prairie is just asking for a renewal of their capital levy but they are asking for an increase of 900 some dollars on their operating levy, which is a significant increase. They ’re going to go right to the cap which would be about $2,200 under the new state law. Mayor Furlong: Okay. Dr. Jim Bauck: So, and we ’d still be right around $1,200 or $1,100 so. Mayor Furlong: So, but the Bloomington number here which is at 220. Dr. Jim Bauck: Could change. Mayor Furlong: They ’re asking for more. Dr. Jim Bauck: Yeah. And part of their ’s is security also Mayor so there ’s probably a mix and a match in there just like our ’s. Mayor Furlong: Perfect. Dr. Jim Bauck: Good question. Mayor Furlong: Thank you. Dr. Jim Bauck: Why now? Well first of all we have to maintain what we have. We have aging computers. We replaced the oldest computers in our district this spring. Three labs. They ’re over 10 years old. We didn ’t throw the computers away. We took them apart. Craig, Mark and that staff and we Chanhassen City Council – September 9, 2013 7 are using parts out of those computers to keep the ones that are 7 to 10 years old alive and running, okay. And that ’s about 25% of our computers right now are over 7 years in age. 5 to 6 years in age is about half of our computers and then you have 25% that are newer than 5 years. And Chuck ’s going to talk a little bit about infrastructure. Chuck: …out and about it ’s more, things like wireless access points. Network …so just all the behind the scenes equipment that ’s going to be required to make sure that all the stuff works. Just like at any business they have to make sure they have connectivity to every device they use. Dr. Jim Bauck: I ’m going to cut him short because we ’re going to keep on the cliff note version. The second reason for doing this is to accelerate personalized learning. A lot of people say well, you mean the technology tool ’s going to increase me from a B to an A. Not necessarily. It ’s just like the pencil didn ’t give me an A on my report card either. It ’s the work that I did with that tool. We believe that personalized learning, and we ’ll talk about some examples later in the presentati on, will make that difference, and we ’re going to have a couple people talk about that right now. Craig Larsen: Personalized learning is really looking at each student ’s needs and hopefully challenging them at the appropriate level. So being able to identify where they ’re at in certain learning and then be able to take that and move them forward. Real time feedback is very important. Technology allows us to be able to do that so teachers can very quickly get instant feedback and be able to assess the results so that they ’re able to take a look at what students have learned already and they might actually skip lessons or move more quickly over certain concepts that they know the entire class already has a real good grasp of it but in addition maybe the entire class doesn ’t really understand it but there ’s a few students that have a great idea. It ’s very obvious from this real time assessment that they get it and so the teacher can challenge them and enrich their learning. And then for students that aren ’t understanding things they can just get real quick feedback and see hey, I need to help them out and reinforce those concepts and you know re-teach that to them so that they ’re able to feel successful and be able to move forward. It ’s an incredible link between personalized learning and technology. Without technology and we can probably do this much with personalized learning. If you think about the devices you may have in your own home, computer devices whether it ’s a laptop, a desktop, a tablet PC , probably any age person in your home can pick it up and find something to do with it that ’s appropriate for them. It ’s very adaptable. Technology within the schools really allows us to customize the experience for learners. Dr. Jim Bauck: We are not talking about a one to one initiative. We ’re making that very clear to our public. We would have to ask for a significant dollar figure above what we ’re asking of our community to consider to do a one to one but more important we don ’t believe a one to one initiative is the right direction to go. Where we ’re kind of hanging our hat is no different than Edina and Burnsville right now. We ’re saying how we teach, what we teach will determine what we buy. We ’re not buying gadgets just to buy gadgets and so I just want to make that really clear because some people have already said well, does every kid need an iPad? We don ’t intend to buy iPads for every student, nor do we intend to buy iPads as a collective device for the entire district. We ’ll buy iPads where it ’s appropriate to use them in the classroom but there are many other devices that are needed in the classroom beyond an iPad. A good example is Project Lead the Way which is engineering, biomedical engineering and regular engineering. iPads don ’t work in there. You buy a student an iPad to go into that classroom, not going to help him or her with that course work. Security is part of the question too. Question two. Security came through a facility task force study as the number one priority from our architectural firm that reviewed all of our facilities and also a task force that looked at reports from the principals and the same report from the architectural firm. The number one recommendation was you need some bricks and mortar to change some things. Some of the fixes are pretty simple. It ’s just putting in a double entryway and directing traffic to the office. Others are a little more complicated. And also looking at additional cameras. Keyless smart doors so you have to do a key swipe to get in as staff and visitor check in systems at I Chanhassen City Council – September 9, 2013 8 guess was just in the metro news here a week ago with Anoka, Eden Prairie, Ro b binsdale and M innetonka. Do we have a plan? I just had the staff hand out to you, but this is kind of a more larger view of it. If you look at year one, most of the dollars will go to security. About $1.9 million. The bricks and mortar piece is at the bottom of the chart there at $1.15. Then you work your way up. And then the critical needs for technology are the three or four things listed at the top. That ’s where we have to go in and make some repairs now or we ’re going to lose what we have in place already. Going forward for years 2 and 3, the plan looks about the same. We will not look at security again until year 5 and then take a look at are there some things that we have to update in order to make sure that we maintain the security that we ’ve put in the building. I think the thing about security, and we talked about this at Community Leaders, are the things that we ’re going to do are just going to mitigate. You know contain some issues. You ’re never going to prevent a full fledged crisis from happening unless I suppose you ’re going to put armed guards around the building with barbed wire fence and you almost have a jail approach in a way, and schools aren ’t just, that ’s now how we ’re made to function. Ongoing though the emphasis is on technology. A million dollars in devices replacing aged devices. Adding some new devices to do personalized learning. A million dollars annually in infrastructure and $400 some thousand dollars to support both in the classroom to make sure teachers are using the technology and to keep the tools up and running. And then it just continues out for the 6 years with the assessment of technology. Return on investment. When I talked earlier about personalized learning, this is what I was talking about. Not the tool but what we do with the tool that allows children to learn faster and quicker. We had some great results this year in a math initiative with flip classrooms. If you know what flip classroom is, is the kids go home and get the lecture at home on their device. They come to school the next day and the teacher can check, did they really understand those concepts or not and what group of students do I need to work with on a hands on basis to make sure that they are learning the objectives I want to have accomplished in that classroom. We had higher test scores from those kids from that pilot this year. Also in speech, having kids exit their speech therapy more quickly when they use a device versus traditional methodology. On our website you will find that we have a couple studies cited in there from the state of Maine that ’s done a technology look at how has it impacted their state test scores in the entire state and one from North Carolina. Just as important though is a nimble curriculum. When all of us went to school, we got a math text book and that math text book probably had 7 names before it was, before your name was etched in there. I always looked to see if my brother was in there because he was a little older than me. And that ’s the curriculum you have. When you look at electronic resources, and we did this in math this year, we switched from the electronic research we were piloting last year to a new one this year because the vendor wasn ’t working with us on price nor did we feel it was maybe the exact right curriculum that we wanted to have so you can change things much more rapidly and much more quickly and cost savings come with that in efficiency. Kindergarten kids. They ’re tactile learners. They ’re visual. They ’re not always you know sitting in the class and sitting in their seat and reading and technology allows us to work with those kids on higher order skills that doesn ’t, wouldn ’t have occurred without it. Robert Stevens : One of the things we ’re looking for is really the use of technology in the home or in the work setting to be more efficient. To help people stay healthy as well so for us technology is just one of the most important parts of our industry and we really need skilled people who can help us not only deliver the technology but understand it and help our patients become better at utilizing technology. Dr. Jim Bauck: So it ’s not just learning to use a tool to do a better algebraic equation. It ’s also understanding technology so when they go into the workplace they know how some of those things work, whether it ’s in college or whether it ’s in the workplace. One more comment on personal learning and then we ’ll move to the last piece. How many of you had algebra 9 th grade, 10 th , 11 th or 12 th grade? Just raise your hand. 9 th , 10 th , 11 th , 12 th . Okay. How many of you had algebra grade 8? Nobody? How many of you had grade 7? 6? 5? We have 70 fifth graders. Excuse me, we have 60 sixth. Now I ’ve got the numbers wrong. We have 60 sixth graders that are in algebra right now. We have 70 that are coming that way next year. We have a hundred some that are fourth and fifth graders that are in pre-algebra right now. Chanhassen City Council – September 9, 2013 9 When we talk about personalized learning, back to what Mark said earlier in the video and Brian, that ’s what we ’re looking at folks. Is taking off the ceiling and letting kids gravitate to the system where they belong academically and not so much chronologically. Right now the requirement is algebra in 8 th grade but we are, we have 200 some kids in 7 th grade already that are in algebra this year and that number is only going to grow and it ’s going to go lower in our system. Bob talked a little bit about 21 st century skills and I think he said it very eloquently. What happens if question two doesn ’t pass? Those are the things that kind of take place and I want you to hear from a couple teachers. Amy Frederick son : As an example last week Friday we had in 7 th hour the internet was in and out. In and out. In and out and that happens quite frequently but we ’re getting so close to AP test time that the materials that we needed to cover that day all went out the window. Trying to reboot. Reboot. Reboot. We wasted so much time. Dr. Jim Bauck: We ’re going to lose Project Lead the Way. We ’re going to lose any course that ’s dependent on technology. I was in, not Amy ’s class but another one. It took 15 minutes for all the kids to login and get on and by then some of the other kids that are already logged in were getting bumped out. Okay. We don ’t have the infrastructure in place to make it work. Personalized learning. Patrick Shipway: If I didn ’t have technology my class would be extremely limited. I would have to say teach only one or two ways just to the kids that fit that style. I would not be able to get all the kids the resources they need to make their learning the most efficient and effective route possible. We ’d have to teach them an old lecture format. One speed. One pace. One set style for kids, which is not the best for all of them. Some, yes. All, definitely not. Dr. Jim Bauck: And like Bob Stevens said, it ’s a basic today. You ’re going to hear from a parent from our district. Kelly Loosbrock: Technology is a basic now. I mean it ’s as basic as the pencils and papers that we use at work and the computers that we ’re on. I mean it ’s everything is run through the computers at my work now, as well as everyone else ’s work. When they head into college, those professors don ’t have time to sit down and teach a kid how to put a presentation together. How to build spreadsheets. How to access the internet properly or all the tools that are available out there that technology offers. If we don ’t give them the basics, we ’re handcuffing them when they walk out of these schools. Dr. Jim Bauck: What does it cost? That ’s residential. We also have on our website all of the other type of property values. The first question again is not a tax increase. Question two has the tax increase with it. So that ’s, and we have a lot more information on the website about where to vote. Also property tax. Mechanisms that can help people who are in a little more difficult financial situation. And last. In this presentation you heard from a variety of people. Teachers, staff, parents and community. You were given a tremendous amount of information about daily operating costs and a description of the shortcomings in our technology which is a basic and essential tool for an education today. We shared our vision that Eastern Carver County Schools will provide each student with an education personalized to him or her. These referendum questions are critical to that vision and to the improvement of student achievement. Question one keeps and maintains current services and programs. It will allow the district to maintain and build upon the student achievement gains in recent years. Question two remedies critical gaps in devices and weak infrastructure providing the types of tools that students need to learn. As important question two meets key benchmarks for personalized learning for each student and enhances facility security for everyone in our schools. This school community is committed to preparing students for today as well as tomorrow. It ’s our community. It ’s our school district. It ’s our future and it ’s our decision on November 5 th . And I think better said is by a parent at the end. Chanhassen City Council – September 9, 2013 10 Holly Loosbrock: I think good schools are essential to have a good community. It is what brings people into your community and the type of people that move into your community move there because they want the best for their kids. Dr. Jim Bauck: I want to thank you. Tom gave me the nod though and said I could run a little longer so I did take a few more minutes than I originally had planned but I gladly stand for questions right now or I can ask some of the others to step forward and help answer but I ’ll turn it back to you Mayor. Mayor Furlong: Thank you very much. Questions. Questions? Just to confirm, November 5 th . Dr. Jim Bauck: Correct. Mayor Furlong: Is the date of, I call it an election but there really is no election. Dr. Jim Bauck: We ’re the only issue on the ballot. Mayor Furlong: You ’re the only one so it ’s these two questions on the ballot and for Chanhassen residents living in District 112 they would vote at the Chanhassen Rec Center. Dr. Jim Bauck: Correct. Mayor Furlong: Okay. Dr. Jim Bauck: As normal for a school election, correct. Mayor Furlong: And I guess then the other question, from the technology question , it sounds like that is to replace or to expand what ’s behind the scenes. You said you know it ’s not to give an iPad to every student. Dr. Jim Bauck: That is correct. Mayor Furlong: Regardless of need. Dr. Jim Bauck: Yes, that is correct. We ’re going to spend as much on infrastructure as we are on devices and so that alone says that we have some aging pieces that have to be replaced and even with the devices mayor, it ’s not so much the age. My computer at home is 8 or 9 years old and for what I want it and use it for, it ’s alright. But our problem is, is you can ’t put 10 Mark Math on there or Alex Math on there. The operating systems and the software that we have today don ’t run on those older computers so we ’re starting to run into that wall with some of the devices so it ’s a little of both. Division is, we need to replace some aging devices and some aging infrastructure and we need to add a little of both to actually actualize that mission of personalized learning. Mayor Furlong: How much is the technology in a school or a school facility different than, you know you asked us when we were in high school we took algebra at some point. How much has that changed over the years? Dr. Jim Bauck: I would say in the last 5 to 7 years dramatically. What teachers want to use and what students have access to, even outside of schools, it has changed dramatically. The curriculums that are now available, like Alex Math and other things that you know resource companies have come, and the free resources that are out there so it ’s not just what you pay to Alex Math for that curriculum or another company, but it ’s also all the free resources that are out there that can augment or even be a mainstay of a Chanhassen City Council – September 9, 2013 11 course so when you ’re looking at instructional modalities it opens up a lot of doors for kids. When you ’re looking at content, yeah. Free sources. Sources we have to buy so it ’s, in my opinion Tom, and Mark and Craig would probably have a, maybe they have a different opinion. They ’re welcome to come to the podium but I ’d say in the last 5 to 7 years it ’s expanded dramatically. Mayor Furlong: So just in the last 5 to 7 years. Dr. Jim Bauck: Yes. Mayor Furlong: Regardless of the last 10, 15, 20. Dr. Jim Bauck: Correct. And I think a lot of it. Audience: In the last year. Dr. Jim Bauck: Well and the last year. Audience: We can ’t keep up. There ’s free and new resources coming out every day. It ’s just amazing. Dr. Jim Bauck: Two years ago I used the example, kids at Chan High School and the teacher said, because she knew she didn ’t have the right software or whatever, she said how many have Smart Phones with you today? X amount. Well when they ’re in our building they can only, you know so away they went to work on their own device for the lesson that day because they could access so many more resources than we could with the equipment we had in the classroom. And that ’s just 2 years ago so. Mayor Furlong: Okay. Very good. Thank you. Dr. Jim Bauck: Thank you. Mayor Furlong: If people are interested in getting more information, how can they go about doing that? Dr. Jim Bauck: They can call my office directly but they can also go to our website. We have a lot of information out on the district website and if that leads to more questions, don ’t hesitate to call my office or Brett Johnson in our Communications Department. We will come out and meet with any neighborhood groups that you have that want a presentation. The full presentation and gladly answer questions or whatever they would like us to do. We just want people to be informed and ready to go vote on November 5 th . Mayor Furlong: Well it ’s a significant question for the district and so yes. People that live in the district, please get informed about it. Please understand what the questions are and what the impact, ramifications of the questions are and then vote on November 5 th . Dr. Jim Bauck: And we just need a few minutes to grab a couple pieces of equipment and we ’ll be out of your way. Mayor Furlong: Okay. Dr. Jim Bauck: Thank you very much. Mayor Furlong: Thank you. Is there anyone else that would like to speak or address the council under visitor presentations before we move on? Okay. With that we ’ll move onto the next item on our agenda Chanhassen City Council – September 9, 2013 12 and I will start with the next item, item G(1). I apologize, at the beginning of the meeting I should have informed anybody that was here for this, or anybody watching at home that was waiting for this item, this was the question regarding resolution authorizing the issuance of revenue notes for the Ridgeview Senior Housing Facility. The applicant has withdrawn the request and we received that information, the council received that information this afternoon and so we will not be addressing this item tonight. We will be pulling it off our agenda and again I apologize for not stating that at the start of the meeting. So with that, and at this point there is no planned time that it will come back. If the request comes back then we will deal with it at that time but at this point it ’s being withdrawn by the applicant and so we will move on. SOUTHWEST VILLAGE 2 ND ADDITION, SUBDIVISION OF 2.75 ACRES LOCATED AT THE NORTHEAST CORNER OF HIGHWAY 101 AND LYMAN BOULEVARD, APPLICANT: RYLAND HOMES: A.PRELIMINARY AND FINAL PLAT APPROVAL AND SITE PLAN APPROVAL FOR 38 TOWNHOMES. B.APPROVAL OF DEVELOPMENT CONTRACT. Kate Aanenson: Thank you Mayor, members of the City Council. As you indicated this is for approval for a site plan and for a subdivision. The applicant being Ryland Homes. This property is located at the intersection of Lyman Boulevard and 101 at the northeast corner and surrounding this area is the Southwest Transit Park and Ride lot and to the east then would be also some subdivisions as there is the Springfield neighborhood to the south. Across the street from this is the Kraus-Anderson project that ’s been under construction and to the, in the southwest corner is also some residentially guided property. Included in here the zoning map on this. This piece of property is actually guided for mixed use so a PUD was put together on this property. It is consistent with the zoning and the PUD. Excuse me the PUD zoning and the land use. So Southwest Village was put together, and the standards were put forward for this PUD. You can see the park and ride has been built. This is the original drawings that were shown here. There is commercial then that would be along Highway 101 and then on the south is the townhouse projects. There ’s been a few people looking at the townhouse projects over the years and from owner to rental and now that Ryland ’s picked up, actually the number of units pretty much mirrors what the original intent was. Some of the things that were included in the PUD would be the buffer on the east side, which created that nice transition between the lots immediately to the east. Again getting access to this property off of Lyman Boulevard and coming back out onto 101 as you circulate through the project. So this proposal then includes the preliminary and final plat. This project and the project next as we ’re getting towards the end of our construction season, want to proceed quickly so they ’re coming forward with both the preliminary and final plat. When this item did appear before the Planning Commission there was nobody in attendance raising objections on this and there was little site grading to kind of get going before they can actually pull a permit and they ’re hoping to do that as soon as they can get their development contract approved. So again the final part of this would be site plan approval and then that development contract so you ’re actually doing three actions then tonight. This is an aerial view of the site. Kind of how it lays out. Again this buffer area here that was part of the original PUD, again we did modify this PUD a number of years ago allowing the units to come closer to the street. It ’s more urban type project. A little different than what we ’ve done in this city in the past but again being next to the transit hub it was intended to have that urban feel and then you ’ve got commercial across the street. This project also contemplated and incorporated t he sidewalks within the project. As you can see here this is one of the elements, staff put a lot of time and consideration and that was trying not to put too many sidewalks in but they do serve different purposes. For example in this middle area, try to show this as more of a green common space and eliminated the sidewalks going all the way across creating that envelope. Some additional green buffer there. In addition there are sidewalks internally for the users and then there ’s the larger sidewalk trail that would be on 101 and on Lyman Boulevard as well as the internal. There is guest parking in the middle of the project that does meet the city ordinance. This was a question Chanhassen City Council – September 9, 2013 13 that the Planning Commission asked too. There is parking in the driveways. They ’re large enough that they could provide additional guest parking but if there was overflow there is this area here. There is street lights. That was one of the questions we did receive from the neighbors in the area. There ’s pack lights on the units themselves and then there ’s additional street lighting for the projects so this would be the rendering. I ’ll show you the materials here. Thank you. You ’re fine. I ’ll just zoom out here. So the materials here again, the highly articulated. We ’ve got the standing seam siding. We ’ve got the bricks on the bottom. Shingles, shutters to articulate. You can see the rhythm in the building itself. The change between the different units. There ’s also be street lighting on these two. I think again the neighbors had concern about but the lighting would be very low. There ’s street lighting again from the commercial project. What this project also does, as was brought up when we talked about the Kraus-Anderson project that ’s under construction right now, this building would actually block some of that lighting coming into the neighborhood, to the Springfield with the heights of the buildings and so that should help provide some of the noise and light attenuation that would be going into that neighborhood. This project also incorporates some of the amenities that we put in place in this PUD. Kind of those corner pieces where there ’s architectural features. Kind of those things that make traffic calming. As we look forward into the future coming over the river crossing, the new river crossing, 101 ’s going to carry a lot more traffic so I think having these amenities in place to provide that queuing that there ’ll be someone crossing the streets and that was one of the things the Planning Commission also talked about too is to make sure that there was an adequate crossing for this pedestrians at this location. And then to get across to the conveniences across the street and to the transit hub which were incorporated so again showing the lighting plan. This lighting is similar to what we put in the entire project, including the Southwest Station parking too so it ’d be similar. Very architectural. Again this is the subdivision of itself. We ’re creating the 38 lots which was the original proposal. We had attempts to put in quite a few more but I think this really serves the site the best in providing not only the guest parking but some of that green space. As we know there will be a lot of trips going around between the traffic and the buses so I think this works out very well. So this is the subdivision itself. So with that, Planning Commission did recommend approval and the staff is recommending approval and I ’d be happy to answer any questions you have. Mayor Furlong: Thank you. Questions for staff. No questions? Okay, thank you. Is the applicant here? Representative. Good evening. Mark Sonstegard: Good evening Mayor, members of the City Council. My name ’s Mark Sonstegard. I ’m representing Ryland Homes this evening. I just have a few comments and then I ’d be happy to answer any questions that you may have. First of all Ryland ’s pleased to be back working in the city of Chanhassen on a new development. Chanhassen ’s always been one of the areas that we like to work in. Great market. Great city. I ’ll add great schools so it ’s nice to be here. And also to add to that, great staff. When we first were starting to look at this project, one of the first things we do is we call your staff and then sit down and just have a real nice, easy conversation about what ’s anticipated for the site. What ’s doable and see if it ’s a good match for Ryland so it helps in the process extremely well that you guys have a great staff to work with. The site plan that you see before you is consistent with I believe the original PUD. Ryland has a row townhome that matched the original footprint fairly nicely so the layout came rather easily. Part that we worked with staff on again is you know good layout for pedestrian traffic. Some green space. It ’s a tight neighbor, it ’s a tight little area but we were able to create two nice pieces of green space and then flow through the neighborhood. Especially pedestrian flow. There ’ll be some sight lines as you walk through here that will be, that were created with the building orientations. The green spaces and then the hardscapes that we ’re adding. Our timeline, we started working on this with staff in June. We have our application in. We ’re anticipating with your approval tonight to be under construction by the end of the month. We have contractors lined up and ready to go. We ’ll hope to have it developed during the month of October and then have a townhome building started so we can be open for Spring Preview in March, 2014. Development or build-out is going to take about 20 months from the time we start to the time we close our last home which will put us in the summer of 2015. Size of our Chanhassen City Council – September 9, 2013 14 townhomes, they start around 1,640 square feet and they go up to 2,250 feet. All the townhomes are two car garages. 3 bedrooms. 2 1/2 baths. 9 foot ceilings and then a number of amenities, or options that you can purchase. Usually you ’re interested in sale price so I ’ll just kind of let you know where we ’re looking. Base price on the smaller homes is going to be in the 190 ’s. The larger homes with a number of options, we ’re looking into the 280 ’s. With that I ’m happy to answer any questions you may have. Mayor Furlong: Okay, thank you. Any questions? Councilman Laufenburger. Councilman Laufenburger: Thank you Mr. Mayor. Mark, nice to have you in front of us again too. We ’re always pleased with your developments. Can you, with this on the screen, just talk a little bit about traffic flow into and out of the development? Mark Sonstegard: Yeah. Can I get right here so I can point? I can slide it over. Councilman Laufenburger: There you go. Mark Sonstegard: Okay. Traffic into the neighborhood, if you ’re coming from the north it will be down 101 this way and then in this way. If you ’re coming from north on 101, it ’s in here. There ’s no left turn in here. Councilman Laufenburger: Oh yeah, okay. Mark Sonstegard: So the majority of the traffic into the neighborhood would be to the southern, or that southeast corner. And then you loop around and then into the neighborhood that way. This street is a street that is basically we ’ll share the maintenance on with Southwest Village, or with Southwest Station and then the streets inside here will be solely the responsibility of our homeowners association. Councilman Laufenburger: So those two roads will also be accessed for the parking at Southwest Station, is that correct? Mark Sonstegard: Yeah, those roads are already in. Councilman Laufenburger: Already in place. Mark Sonstegard: Yep. Councilman Laufenburger: Cool. I had just one more question. You said you ’ll be ready to show a townhouse by, did you say early next year? Mark Sonstegard: Our, what we, yeah we ’re anticipating development work in October. Start our, this will be our model home right here. We anticipate starting that towards the end of October, early November and having that model right there open for Spring Previous March, 2014. Councilman Laufenburger: Wow, nice. This question may be for Ms. Aanenson. I noticed on one of your original overheads you actually showed 3 different areas. There ’s the station itself. This residential and then there ’s a commercial area which is right on 101 between the station and 101. Do you have any, have you had any interest or any looking at that area yet? Kate Aanenson: There ’s a representative from Southwest Transit here that maybe he ’ll speak to that but they ’ve been looking at that. Trying to get that leased so. Chanhassen City Council – September 9, 2013 15 Councilman Laufenburger: Okay, so it ’s still available is what you ’re saying? Kate Aanenson: That ’s correct. Councilman Laufenburger: Okay, alright. Thank you Mark. Mayor Furlong: Other questions? Councilwoman Tjornhom. Councilwoman Tjornhom: Looking at the drawing in front of us, is there enough parking? Public parking. It looks like there ’s what, how many spots? Like 8. Kate Aanenson: Yes there is. It does, you need like a quarter per unit. This question was also asked by the Planning Commission. It does meet the city ordinance. As I stated there are 2 parking spaces in the driveway, and the driveways are long enough to accommodate guest parking and so there is enough for guest parking. Councilwoman Tjornhom: Is this typical of the amount of spaces we would reserve for? Kate Aanenson: Yes, it ’s the same ratio we apply for a project anywhere. For an attached project, yeah. Councilwoman Tjornhom: Okay, thank you. Mayor Furlong: Other questions? Distances. Help us understand. From the, from that building in the upper left portion of the screen to 101. How close is the building to the trail or to the road there? Do you know what the setback is and maybe Ms. Aanenson if you know that. And then I ’m curious about the distances and setbacks as well on the south, in the southern buildings as well. From Lyman. Kate Aanenson: Try and see if it ’s in the staff report here. So the setback from Lyman is 15 feet. Is that correct? Mark Sonstegard: That is correct. Kate Aanenson: And then from 101 I ’ve got 47 feet. Mayor Furlong: 47? Kate Aanenson: Right-of-way from 101 to here. Mayor Furlong: I ’m sorry, I don ’t know what you ’re pointing at. Kate Aanenson: Oh I ’m sorry. Mark Sonstegard: Oh I can get it. Mayor Furlong: Okay. That ’s from the right-of-way or from the? Kate Aanenson: From the property line. Mayor Furlong: Property line, okay. Kate Aanenson: Correct. Chanhassen City Council – September 9, 2013 16 Mark Sonstegard: So Lyman is 15 correct? Kate Aanenson: Correct. Mark Sonstegard: So here ’s the property. There ’s the property line and then the homes are set back 15 feet. And then over here is the 47. Kate Aanenson: Correct. Mark Sonstegard: From this property, for at least 47 feet there. Mayor Furlong: And I guess my questions or comment here is, from a safety of the occupants standpoint, especially on those southern buildings with 15 feet. That ’s fairly close to, I mean the trail ’s inbetween that and the road but fairly close to that road. Is that typical of a setback requirement or is that just part of the PUD? Kate Aanenson: We put that, we made that modification to the PUD. Again this is a more urban look so we talked about that gap inbetween and you get that no man ’s zone so we get 15 to the property line but there ’s another 15 feet to actually the right-of-way and we ’ve got the right turn in there. Mayor Furlong: Okay, is the trail within the right-of-way? Kate Aanenson: This trail is. Mayor Furlong: Along Lyman. Kate Aanenson: No, it ’s outside the right-of-way. The sidewalk is inside of, oh excuse me the property line. The trail is in the right-of-way, I ’m sorry. Yes. Mayor Furlong: Okay. Kate Aanenson: So you actually have another 15 feet. Mayor Furlong: So what ’s, and maybe you ’re answering my questions. From the curb there Mr. Oehme, maybe you have a sense. We ’ve got the distance from the curb to the trail and then the trail to the, what ’s the distance between the property line I guess and the road itself and the curb. Paul Oehme: Sure. Mayor, City Council members. There ’s on the 101 side there ’s approximately a 10 foot green space between the right-of-way line and the trail. Then the trail ’s about 10 feet and then I think there ’s another 8 feet or so. Mayor Furlong: Between the property line and the curb? Paul Oehme: Correct. Mayor Furlong: And how about on the Lyman side? Paul Oehme: On the Lyman it ’s approx, it varies a little bit with the turn lane there but I think it ’s, I think the green space between the back of the curb and the trail is roughly about 5 feet. The trail ’s another 10 feet to 15 and then I think it ’s another 8 feet to the right-of-way so 20 feet. Chanhassen City Council – September 9, 2013 17 Mayor Furlong: So 20 plus and then the 15 setback. 23 from the curb to the end … Paul Oehme: Correct and I believe that ’s from the narrowest location in the turn lane area. Kate Aanenson: And that was the rational basis we gave to moving those forward a little bit because we already had that in the right-of-way. That additional green space to make this project lay out better. Mayor Furlong: Is there a, it ’s hard to see from that with the trees laid over the top. Is there a sidewalk that runs in front of those homes within that 15 foot? Mark Sonstegard: Yes. Kate Aanenson: Yes. Mayor Furlong: That runs laterally across. Mark Sonstegard: Parallel with the trail. Mayor Furlong: Okay. So there ’d be a sidewalk running in front of the homes and then a little bit of green space for the rest of the property. Mark Sonstegard: And then the trail. Mayor Furlong: And then the green space, then the right-of-way which includes the trail. Mark Sonstegard: Yeah, and then boulevard and then the road. Mayor Furlong: Okay. Kate Aanenson: Yeah so there ’s an internal trail. Excuse me, internal sidewalk around the entire project so this would be for the residents of that. If someone was to use guest parking and wanted to get on the sidewalk to come around to one of the units to the front door. So that internal sidewalk goes around the entire project. And then the public trail is within the right-of-way here, both streets. That was the challenge. In the design itself was trying to not duplicate. They have different functions and we spent a lot of time with park and rec trying to resolve that and I think really you know Ryland did a great job trying to figure out a way to create that green space and yet make it, have the mobility, because this is a different type of product. You may somebody moving in here that only has one car so you ’re kind of going to a different market here. So we worked hard to try to provide that continuity of being able to walk and then also give it that urban feel. Mayor Furlong: And with regard to the, along the internal roads here where the driveways are. I saw some comment about some separating the driveways with some green space or some landscaping. Kate Aanenson: Correct. Mark Sonstegard: Yeah. Mayor Furlong: Is the plan. Mark Sonstegard: Yeah, the driveways will be grouped together. Chanhassen City Council – September 9, 2013 18 Kate Aanenson: I ’ve got a map. Mark Sonstegard: Yeah. The driveways will be grouped together in two ’s and then there ’s, or maybe here you can see it better but yeah, we ’ll have green spaces inbetween the driveways with a tree or some, a little bit of lawn so you ’re not seeing just a row of asphalt. That was something we worked on with staff. Kate Aanenson: Yeah, no I think that, again the challenge and I think trying to mimic what we have going on on the other side. Creating that seating area showed some of those amenities which I think really add a lot to whether people here, and to get the commercial can enjoy someone sitting here. Having that public space. Making it safer that there ’s, that those amenities matching up what ’s going on across the street and in this corner too. So trying to really create that buffer here on this side. That ’s with that additional landscaping. That greater setback is for the noise attenuation on that side. And yet making it feel good with landscaping and the like. Mayor Furlong: Great, thank you. Any other questions at this point? Mark Sonstegard: Okay, thank you. Mayor Furlong: Thank you very much. The public hearing was held at the Planning Commission. My review of the minutes indicated that no one spoke. I don ’t know if anybody ’s interested in providing public comment this evening on this. If they are we ’d certainly welcome it at this time. Otherwise seeing none, let ’s just bring it back to council then for discussion and action. Thoughts and comments from members of the council. Councilwoman Ernst. Councilwoman Ernst: Mayor I actually think this is a very …site and it sounds like all the issues have been talked about and discussed and so, and I would definitely support this proposal. Mayor Furlong: Thank you. Any other comments or discussion? Okay. I think it ’s a worthwhile proposal. I know that this is one that has been worked on for a while with a number of different participants and so I want to thank certainly Ryland Homes and Southwest Transit for their diligence here on this project and thank you to staff too for working with these and the many other applicants or potential applicants that have come through so this will be a nice addition to that area of our city and provide more homes for people looking to move to Chanhassen, which we always welcome. With that be happy to entertain a motion. Councilwoman Ernst: I ’ll make a motion. Mayor Furlong: Councilwoman Ernst. Councilwoman Ernst: I make a motion that Chanhassen City Council approve a preliminary and a final plat to replat Outlot C, Southwest Village into 38 lots and one outlot, Southwest Village 2 nd Addition and site plan approval for construction of 38 townhomes, Southwest Village Townhomes subject to the conditions of approval and adoption of the attached Findings of Fact. Mayor Furlong: Thank you. Is there a second? Councilman McDonald: I ’ll second. Mayor Furlong: Motion ’s been made and seconded. Any discussion on the motion? Chanhassen City Council – September 9, 2013 19 Kate Aanenson: Can we get one clarification? We are approving the development contract also. Mayor Furlong: Yes, Councilwoman Ernst do you want to include this as part of your motion? Councilwoman Ernst: Oh, and the development contract. Mayor Furlong: And development contract, okay. And Mr. McDonald you ’ll second that addition? Councilman McDonald: I ’ll second. Mayor Furlong: Okay, motion ’s been made and seconded. Any other discussion? Hearing none we ’ll proceed with the vote. Councilwoman Ernst moved, Councilman McDonald seconded that the Chanhassen City Council approve the P reliminary and F inal P lat to replat Outlot C, SouthWest Village into 38 lots and one outlot, SouthWest Village 2 nd Addition as shown in plans dated received August 2, 2013 , s u b j e c t t o t h e f o l l o w i n g c o n d i t i o n s a n d a d o p t i o n o f t h e a t t a c h e d F i n d i n g s o f F a c t : P a r k C o n d i t i o n s 1.In lieu of parkland dedication and/or trail construction, full park dedication fees shall be collected at the rate in force at the time of final plat approval. A t t o d a y ’s r a t e , 2 0 1 3 , t h e s e f e e s w o u l d t o t a l $1 4 4 ,4 0 0 (3 8 t o w n h o m e s x $3 ,8 0 0 p e r u n i t ). Engineering Conditions 1.The existing gas line and fiber optic line must be relocated to the drainage and utility easement. 2.The developer must submit a soils report with boring logs, indicating soil conditions, permeability. 3.The survey benchmark and elevation must be indicated on the topography plan. 4.The grading plan must show the proposed grades for all driveways. 5.An erosion control escrow is required in the amount of $14,850 (110% of the estimated erosion control cost). 6.The developer ’s engineer must revise the labels of the watermain lengths in the profile view so that they match the plan view. 7.The developer ’s engineer must revise the watermain and sanitary sewer profile street name label to match the plan view. 8.The developer ’s engineer must revise the service connection tables with the correct block and lot numbers. Chanhassen City Council – September 9, 2013 20 9.Partial water and sewer hook-ups are due at the time of final plat. The hook-up fees will be assessed at the rate in effect at that time. 1 0 .The developer must submit written confirmation with the final plat application indicating that the MnDOT pond located in the south loop of the Highway 101 ramp has been sized to accommodate runoff from this development. 1 1 .Hydraulic calculations must be submitted with the final plat submittals and must include storm sewer inlet capacity analysis to verify that 100% of the runoff from a 10-year event can be captured and evaluate downstream conveyance for capacity. 1 2 .The utility plan must be revised to show the following: a.Show the proposed water service to the bus station. b.Due to differential settlement, the three valves and the sanitary sewer manhole must not lie within the proposed paver-block circle at the intersection of the access road at the western private driveway intersection. The valves can be relocated outside of the paver-block circle. Sanitary sewer manhole 503 can be installed to the north of the paver -block circle and an additional manhole can be installed to the west of the paver-block circle. c.Sanitary sewer manhole 501 must not lie within the sidewalk. d.Eliminate the 90-degree bend in the watermain at the Highway 101 intersection and replace with two 45-degree bends. e.The final utility plan must show the sewer and water services to the townhome units. 13.MnDOT will be invoicing the City for a portion of the utility improvements for this development. The developer must pay for 100% of the invoices that the City receives for this work. 14.Each new lot is subject to the sanitary sewer and water hookup charges. These fees are collected with the building permit and are based on the rates in effect at the time of building permit application. The party applying for the building permit is responsible for payment of these fees. 15.Encroachment agreements are required for the two drainage and utility easements due to the extensive landscaping and sidewalk proposed. B u i l d i n g O f f i c i a l C o n d i t i o n s 1 .The developer must submit a list of proposed street name(s) and an addressing plan for review and approval prior to final platting of the property. 2 .Each lot must be provided with separate sewer and water services. Chanhassen City Council – September 9, 2013 21 3 .A final grading plan and soils report must be submitted to the Inspections Division before permits can be issued. Water Resources Conditions 1.The Surface Water Pollution Prevention Plan shall include all elements as required under the General Permit Authorization to Discharge Stormwater Associated with Construction Activity under the National Pollution Discharge Elimination System/State Disposal System Program MN R100001. This includes, but is not limited to: a.Impervious surface coverage pre- and post-development; b.Total disturbed area c.Soils Map d.Training Documentation e.Chain of responsibility f.Map indicating surface waters or acceptable alternative g.Narrative, design and calculations as to how part III.D of the permit will be met or written authorization from the MPCA exempting this site from the current permit rules. h.Other required elements as listed in the permit and/or Chapter 19 of Chanhassen City Code. 2 .S t r e e t c l e a n i n g o f s o i l t r a c k e d o n t o p u b l i c s t r e e t s s h a l l i n c l u d e d a i l y s t r e e t s c r a p i n g a n d s t r e e t s w e e p i n g a s n e e d e d . 3 .Surface Water Management trunk storm sewer fees d u e p a y a b l e t o t h e C i t y a t t h e t i m e o f f i n a l p l a t r e c o r d i n g , i s $38,472.50 . 4 .T h e a p p l i c a n t s h a l l a p p l y f o r a n d o b t a i n p e r m i t s , a s n e c e s s a r y , f r o m t h e a p p r o p r i a t e r e g u l a t o r y a g e n c i e s (e .g ., R i l e y -P u r g a t o r y -B l u f f C r e e k W a t e r s h e d D i s t r i c t , M i n n e s o t a P o l l u t i o n C o n t r o l A g e n c y (N P D E S P h a s e I I C o n s t r u c t i o n S i t e P e r m i t ), M i n n e s o t a D e p a r t m e n t o f N a t u r a l R e s o u r c e s (f o r d e w a t e r i n g ), A r m y C o r p s o f E n g i n e e r s , M i n n e s o t a D e p a r t m e n t o f T r a n s p o r t a t i o n , M i n n e s o t a D e p a r t m e n t o f H e a l t h ) a n d c o m p l y w i t h t h e i r c o n d i t i o n s o f a p p r o v a l .” A l l v o t e d i n f a v o r a n d t h e m o t i o n c a r r i e d u n a n i m o u s l y w i t h a v o t e o f 5 t o 0 . Councilwoman Ernst moved, Councilman McDonald seconded that the Chanhassen City Council approve the site plan for 38 town homes for Planning Case 2013-19 for SouthWest Village Townhomes as shown in plans dated received April 13, 2006 , a n d a m e n d e d l a n d s c a p e p l a n d a t e d r e c e i v e d A u g u s t 2 , 2 0 1 3 , s u b j e c t t o t h e f o l l o w i n g c o n d i t i o n s : L a n d s c a p i n g C o n d i t i o n s 1.Increase bufferyard plantings along Lyman Boulevard to include a minimum of 14 trees and 24 shrubs. 2.All of the trees located on Highway 101 and Lyman Boulevard between the trail and the curbline shall be moved to the other side of the trail. The trees will be located within the Chanhassen City Council – September 9, 2013 22 County Right-of-Way. The applicant will be responsible for all long-term maintenance and irrigation of the landscaping within the Right-of-Way. Engineering Conditions 1.On-street parking is not permitted on the private streets. 2.Any landscaping or structures proposed to be located within the right-of-way must be approved by the regulating agency. Building Official Conditions 1.Accessibility must be provided to all portions of the development and a percentage of the units may also be required to be accessible or adaptable in accordance with Minnesota State Building Code Chapter 1341. Further information is needed to determine these requirements. 2.Buildings over 9250 square feet of floor area are required to be protected with an automatic sprinkler system. For the purposes of this requirement property lines do not constitute separate buildings and the areas of basements and garages are included in the floor area threshold. 3.The buildings will be required to be designed by an architect and engineer as determined by the Building Official. 4.Demolition permits must be obtained before demolishing any structures on the site. Application for such permits must include hazardous substances investigative and proposed mitigation reports. 5.Walls and projections within five feet of property lines are required to be of one-hour fire- resistive construction. 6.Retaining walls over four feet high require a permit and must be designed by a professional engineer. 7.The developer and/or their agent shall meet with the Inspections Division as early as possible to discuss plan review and permit procedures. Fire Marshal Conditions 1.A three-foot clear space must be maintained around fire hydrants. 2.“No Parking Fire Lane ” signs will be required as well as yellow painted curb. Contact the Chanhassen Fire Marshal for exact location of signs and curbing to be painted. 3.Submit proposed street names to Chanhassen Fire Marshal and Chanhassen Building Official for review and approval. 4.Prior to combustible construction, fire hydrants must be made serviceable. Chanhassen City Council – September 9, 2013 23 5.Prior to combustible construction, fire apparatus access roads capable of supporting the weight of fire apparatus shall be made serviceable. 6.Temporary street signs shall be installed prior to and during time of construction.” All voted in favor and the motion carried unanimously with a vote of 5 to 0. Councilwoman Ernst moved, Councilman McDonald seconded that the Chanhassen City Council approve the Development Contract for SouthWest Village 2 nd Addition condition ed upon the applicant shall supply the City with a cash escrow or letter of credit for $546,045.50 and pay a cash fee of $293,891.97. All voted in favor and the motion carried unanimously with a vote of 5 to 0. Mayor Furlong: Thank you everyone. Appreciate it. Look forward to seeing it come together. LAKE ST. JOE ’S COVE, SUBDIVISION OF 4.04 ACRES LOCATED EAST OF THE CITY LIMITS AND SOUTH OF CIMARRON SUBDIVISION BETWEEN KINGS ROAD ANDMILL CREEK LANE, APPLICANT: STEVE KROISS, STS PROPERTY, LLC: A.PRELIMINARY AND FINAL PLAT APPROVAL. B.APPROVAL OF DEVELOPMENT CONTRACT AND PLANS & SPECIFICATIONS. Kate Aanenson: Thank you Mayor, members of the City Council. This item appeared at the Planning Commission on August 20 th . Again this is similar like the last project, we have a developer that wants to proceed yet this fall and get underway with construction and grading. The applicant STS Properties, LLC. So they ’re requesting for tonight would be for preliminary and final plat. You ’re also approving a development contract with this project and with the plans and specifications. The project includes 8 lots and one outlot and public right-of-way. This project was actually kind of preliminary platted when we did the Cimarron project. This project ’s at the end of Kings Road. It was platted in 2004 and the other project, Cimarron. It had 10 lots and included a stormwater pond. When this project was platted we had them what we call ghost plat how they would lay this out so when this project came forward, really the framework was put in place f or this project to go forward today. So this project is located again behind the Cimarron at the end of Kings Road. This is at the kind of the terminus of the city limits. Access to this Kings Road goes into Victoria. There are lots served in Victoria which I ’ll go into a little bit more detail later. The property to the south of the Kortgard ’s property is actually the large wetland expanse of Lake St. Joe and so this property will be the continuation of those two streets, as I had mentioned before so pretty straight forward as far as that goes. So the city limits and access was an issue when we actually did the Cimarron so we kind of kept that same framework in place. One of the issues with this development is at the end of the Kings Road, as it terminates, there are homes that are served off of that so one of the issues you ’ll see on the plat was they had to continue to provide driveway easements off of the extension of Kings Road. So the Park and Rec Director and myself actually on National Night Out was up in this neighborhood here and just one of the issues that those neighbors would like to see is be able to get connection over to the LRT line over here. The Hennepin County trail line, excuse me, and it ’s pretty much landlocked so I think it ’d be pretty difficult which I know Todd Hoffman, our Park and Rec Director communicated back to that neighborhood but just wanted to bring that up. No one from those neighborhoods did come to the Planning Commission meeting. We did have a chance, as I say to visit with the neighbors up there and see if they had any questions. So this is the extension that needs to be, this will be a requirement that they provide a driveway easement so there ’ll be an easement form that will be recorded with the development contract that those homeowners in Victoria will continue to use the Kings Road to get into their subdivision. So this preliminary plat then conveys the 8 lots and it is a Chanhassen City Council – September 9, 2013 24 residential single family. Our standard residential zone so all the lots will be minimum of 15,000 square feet and some are larger than that. So it does meet all the requirements of the zoning district. So this is what the project looks like as shown. This stormwater plan was actually constructed with the Cimarron development so that was in place. Just being upgraded so there are a couple of recommendations regarding driveway grades and the like but overall the plat is, like I say, well conceived as it was kind of pretty much laid out in how it would be developed moving forward. So with that I ’d be happy to answer any questions you have. It ’s a pretty straight forward subdivision. We are recommending approval as did the Planning Commission. Thank you. Mayor Furlong: Thank you. Any questions for staff on the Lake St. Joe ’s Cove plan? Okay. Thank you. Is the applicant here? Is there anything you want to address to the council? Good evening. Todd Simnig : Good evening. Mr. Mayor, council members, Todd Simnig with STS Properties. Steve Kroiss, my partner is back here also. We were here, boy were just figuring that out. In March or April with the Wynsong project and again just another smaller development that we ’re actually planning on developing and building in and I ’m just open up to any questions you guys might have. Mayor Furlong: Okay, thank you. There are a number of conditions in the report that are being requested. Any concerns about those? Todd Simnig: No. Met with the homeowners off of Kings Road. Actually prepared all the easement documents and everything so I think I went through that pretty thoroughly and didn ’t have any issues with anything. And my engineer didn ’t have any issues with some of the small tweaks that we ended up having also so. Mayor Furlong: Alright, good. Any other questions from members of the council? No? Thank you. Todd Simnig: Thank you. Mayor Furlong: Appreciate seeing you again. That ’s good. Bring it back to council then for discussion. Oh, I don ’t know if anybody here from the public is interested in making any comments but they ’re certainly welcome. Seeing no one, council. Discussion. Comments on this development. Another nice one. Thoughts? Mr. Laufenburger. Councilman Laufenburger: Thank you Mr. Mayor. I agree. I just think what we ’re seeing here is a result of what appears to be, I don ’t want to call it a rebound but certainly appears to be a trajectory of housing development in Chanhassen that we can be very proud of. You can call it, you know there ’s space available. This is wonderful that this now contributes to the inventory of building opportunities that people have coming into the community so I think this is just another example of why people like Chanhassen because there ’s good housing and building opportunities here so I will support this project. Mayor Furlong: Okay, any other thoughts? Comments. Happy to entertain a motion Mr. Laufenburger. Councilman Laufenburger: Be happy to. Mr. Mayor I move that Chanhassen City Council approves the Lake St. Joe ’s Cove preliminary and final plat subject to the conditions of the report, the development contract plans and specifications and we adopt the Planning Commission Findings of Fact. Mayor Furlong: Thank you. Is there a second? Councilwoman Tjornhom: Second. Chanhassen City Council – September 9, 2013 25 Councilman McDonald: I ’ll. Mayor Furlong: Councilwoman Tjornhom got the second. We got to make sure she gets in the Minutes. She ’ll be in the Minutes with comments later. No, that will be fine. With that motion ’s been made and seconded. Any discussion? Hearing none we ’ll proceed with the vote. Councilman Laufenburger moved, Councilwoman Tjornhom seconded that the Chanhassen City Council approves the Preliminary and Final Plat for Lake St. Joe ’s Cove subject to the following conditions and adoption of the attached Planning Commission Findings of Fact and Recommendation: Building Official : 1. Provide a 1:200 “clean ” plat drawing. 2. Demolition permits are required for the removal of any existing structures. 3. Submit proposed street-name(s) to Building Official and Fire Marshal for approval. 4. Buildings may be required to be designed by an architect and/or engineer as determined by the Building Official. 5. A final grading plan and soils report must be submitted to the Inspections Division before permits can be issued. 6. Retaining walls over four feet high require a permit and must be designed by a professional engineer. 7. Each lot must be provided with separate sewer and water services. 8. The applicant and/or their agent shall meet with the Inspections Division as early as possible to discuss plan review and permit procedures. Engineering : 9.Access to the properties in Victoria must be maintained. 10.The plat delineates the 10-foot easement at the front and back of the lots, and a 5-foot easement at the sides of the lots, but the plat must call them out as a “drainage and utility easement.” 11.Plat must dedicate driveway access easement on Lot 4, Block 3 for access to the property in Victoria. 12.The easement between Block 1, Lot 1 and Block 1, Lot 2 must provide enough room to excavate the pipe for maintenance at a 1:1.5 slope. Chanhassen City Council – September 9, 2013 26 13.The easement at the northeast corner of Block 3, Lot 1 must provide enough room to excavate the pipe for maintenance at a 1:1.5 slope. 14.The plat document must be amended to include Outlot B, which is shown in the plans. 15.The survey of the existing property shows contour lines in the Cimmaron development north of Lake St. Joe ’s Cove, but it must also show all existing buildings and driveways 100 feet beyond the property boundary. 16.The grading plans must show the benchmark elevation used for the survey. 17.In the relatively flat areas, such as the swale that directs water to Catch Basin 6, the grading plan must show spot elevations and flow arrows to indicate the direction of the water. 18.The 15-inch storm sewer pipe from CBMH1 to the existing structure shall be constructed with a minimum 0.70 % slope. 19.The existing storm sewer manhole on Outlot A, Cimmaron Addition must be replaced to include a 3-foot sump. 20.The property owner at 7040 Mill Creek Lane must agree to any work being done on his or her land. The proposed grading on this property must also be included in the grading plan. 21.The slopes must be less than 3:1. The developer ’s engineer must revise the grading on Outlot A and Block 3 to meet this standard. 22.The contours show water flowing to the northeast corner of Block 1, Lot 1. The developer ’s engineer must revise the grading or mark the elevation at the building corner to direct water flow away from the structure. 23.The driveway grades on Block 1, Lot 2 and Block 3, Lot 3 must be revised so that the grade does not exceed 10% at any point on the driveway. 24.An escrow (110% of the estimated erosion control for this development) is required before site grading begins. 25.The following materials are prohibited for retaining wall construction: smooth face, poured- in-place concrete (stamped or patterned concrete is allowed), masonry, railroad ties or timber. 26.Walls taller than 6 feet shall not be constructed with boulder rock. 27.The grading behind the retaining wall must be modified so that water will not drain down the face of the wall. 28.A Homeowners Association shall be created to take ownership of the retaining wall. 29.The plans must annotate the width of the roadway, sidewalks, and the right-of-way. Chanhassen City Council – September 9, 2013 27 30.The plans must show the station where the new construction ties in to the existing road as well as the limits of construction. 31.The plans must include erosion control measures to the limits of construction. 32.The developer ’s engineer must revise the grades of the driveway at Block 1, Lot 2 and Block 3, Lot 3 to be between 0.5 and 10.0% at any point on the driveway. 33.The driveway on Block 3, Lot 4 must be moved out of the 10-foot side yard setback. 34.In the submitted plans, the pipe length in the profile view does not match the length of pipe in the plan view. This must be revised so the plans are consistent. 35.The watermain will connect the stubs at Kings Road and Mill Creek Lane to create a loop. 36.At the time of the final plat, the assessment for Minnewashta Parkway improvements plus the additional accrued interest must be paid or reassessed. 37.Water and sewer hookups are due at the time of final plat. The hookup fees will be assessed at the rate in effect at that time. Fire Marshal : 38.Proposed fire hydrant(s) location is acceptable. 39.No burning permits will be issued for tree/brush removal. They must be chipped or hauled away. 40.Prior to new home combustible construction fire hydrants must be made serviceable. 41.Prior to new home construction fire apparatus access roads capable of supporting the weight of fire apparatus shall be made serviceable. 42.A three-foot clear space must be maintained around fire hydrant(s). Natural Resource Coordinator : 43.The trees should be field located as to allow for a 20-foot wide access to the pond. The applicant shall work with staff to delineate a clear zone to the pond. 44.Tree protection fencing shall be installed at the edge of grading limits near preserved areas of trees. Parks and Recreation : 4 5 .In lieu of parkland dedication and/or trail construction, full park dedication fees shall be collected at the rate in force at the time of final plat approval. A t t o d a y ’s r a t e , t h e s e f e e s w o u l d t o t a l $4 6 ,4 0 0 (8 l o t s x $5 ,8 0 0 p e r l o t ). Chanhassen City Council – September 9, 2013 28 Water Resources Coordinator : 46.Wetland must be shown at the 948 foot contour and the 25-foot buffer and 30-foot setback must be shown accordingly. 47.All wetland and buffer areas not within an outlot must be contained within a drainage and utility easement. 48.Wetland buffer signage must be shown on the plan and installed concurrently with the erosion prevention and sediment control practices. 49.The applicant must apply for and receive a General Permit to Discharge Stormwater Associated with Construction Activity Under the National Pollution Discharge Elimination Sy s tem/State Disposal System 50.The applicant must provide a standalone Storm Water Pollution Prevention Plan (SWPPP) containing the required elements as detailed in the above permit to the city prior to any earth- disturbing activities. 51.A dewatering plan must be provided to the city and at least 48-hours notice given prior to drawing down the existing pond for the purpose of installing the infiltration bench. This dewatering plan shall be incorporated into the SWPPP. 52.The details must be changed to reflect the most up-to-date city standard details. 53.The invert elevation at the downstream end of the storm sewer pipe from CBMH 1 to the existing manhole shall be lowered to an elevation that allows for a greater slope than the immediately upstream pipe run. 54.The applicant ’s engineer shall move the filtration bench to the west side of the pond outlet for improved maintenance access. If this is not practicable from an engineering perspective, supporting documentation must be provided to and agreed upon by the city. 55.A twenty (20) foot wide maintenance access which allows cross slope meandering shall be shown on the plan and provided for during construction. 56.SWMP Fees totaling $15,646.50 shall be provided to the City with final plat. All voted in favor and the motion carried unanimously with a vote of 5 to 0. Councilman Laufenburger moved, Councilwoman Tjornhom seconded that the Chanhassen City Council approve the Development Contract and the construction plans and specifications for Lake St. Joe ’s Cove conditioned upon the following: 1.The applicant enter into the Development Contract and supply the City with a cash escrow or letter of credit for $513,766.64 and pay a cash fee of $95,318.38. Chanhassen City Council – September 9, 2013 29 2.The applicant ’s engineer shall work with City staff in revising the construction plans to meet City standards. All voted in favor and the motion carried unanimously with a vote of 5 to 0. CONSENT AGENDA: CAMDEN RIDGE, 1500 PIONEER TRAIL: A.FINAL PLAT APPROVAL. B.APPROVAL OF DEVELOPMENT CONTRACT AND PLANS & SPECIFICATIONS. Mayor Furlong: Ms. Aanenson, our conversation, there were a couple of clarifications that needed in the condition and in the plat drawing itself. Kate Aanenson: Yes. Thank you Mayor for catching that. Typically when we do the final plat we show for tracking purposes the conditions that were recorded with the plat and as it ’s stated in here it said that the roads for the Camden Ridge needed to be 60 foot wide and it said that condition has been met and as they are shown on the plat they are 55 foot wide. In working through that project, in order to get the change in grade to make that work we felt that the 55 foot would be more appropriate. In addition and we talked about a road extending to the north for emergency access, that that also be shown as a public street and that wasn ’t identified on the plat so what we would recommend, and I ’m on page 15 of the staff report that said the right-of-way be shown at 65 feet. That condition should say, has not been met. Or has been modified. It should say has been modified so I would. Mayor Furlong: Has been modified to 55. Kate Aanenson: To 55 but it should actually, this is just a tracking thing. What we really want to do is add another condition to the, under engineering and that would be on page 23. Page 23 under engineering condition you want to add condition number 11. Because the first one ’s just a tracking item that would say this condition has been modified. So the condition under number 11 would state, all street right-of- way shall be shown at 55 feet including the street extending to the north. Therefore the mylar would then have to be modified to meet that. Mayor Furlong: By street to the north, the street, the stubbing out, the stub street to the property. Kate Aanenson: Correct. Mayor Furlong: To the Fox property. Kate Aanenson: That ’s correct. Mayor Furlong: Thank you. Kate Aanenson: So with that we ’re consistent with the original recommendation. Mayor Furlong: From the preliminary, thank you. Kate Aanenson: Correct. Mayor Furlong: Any questions on that? If not then would somebody like to make a motion of approval subject to that additional condition 11 under engineering? Chanhassen City Council – September 9, 2013 30 Councilman Laufenburger: I ’ll get there in just a second Mr. Mayor. Mayor Furlong: Okay, Councilman Laufenburger. Councilman Laufenburger: Okay. Mr. Mayor I move that the Chanhassen City Council approves the final plat for Camden Ridge subject to the conditions of the staff report as stipulated plus changing page 15, item 12. Kate I need your help on that wording. Kate Aanenson: Stating this condition has been modified. Councilman Laufenburger: This condition has been modified to read 55 feet. Kate Aanenson: Correct. Councilman Laufenburger: And page 23, adding item 11 under engineering that all streets will be 55 feet including the stub street to the north into the Fox property. Kate Aanenson: That ’s correct. Mayor Furlong: Thank you. Is there a second? Councilwoman Ernst: Second. Mayor Furlong: Mr. Knutson, is that okay? Roger Knutson: Development contract? Mayor Furlong: And approval of the development contract. Todd Gerhardt: B. Councilman Laufenburger: B, oh excuse me. And item B. 3B. Including the approval of the development contract. Councilwoman Ernst: Second. Mayor Furlong: Motion ’s been made and seconded for items 3A. Or item A modified and then B as presented. Any discussion? Seeing none, motion ’s been made and seconded. We ’ll proceed with the vote. Councilman Laufenburger moved, Councilwoman Ernst seconded to approve the Final Plat for Camden Ridge subject to the conditions in the staff report, with the following changes: Page 15, item 12 has been modified to 55 feet; and Page 23, condition 11 under Engineering would read, A ll street right-of-way shall be shown at 55 feet including the street extending to the north. All voted in favor and the motion carried unanimously with a vote of 5 to 0. Councilman Laufenburger moved, Councilwoman Ernst seconded to approve the development contract and the construction plans and specifications for Camden Ridge conditioned upon the following: Chanhassen City Council – September 9, 2013 31 1.The applicant shall enter into the development contract and supply the City with a cash escrow or letter of credit for $2,043,442.42 and pay a cash fee of $664,589.16. 2.The applicant ’s engineer shall work with City staff to revising the construction plans to meet City standards. All voted in favor and the motion carried unanimously with a vote of 5 to 0. PROPOSED 2014 BUDGET: RESOLUTION APPROVING CERTIFYING PRELIMINARY LEVY TO THE CARVER COUNTY AUDITOR. Mayor Furlong: Mr. Sticha, good evening. Greg Sticha: Good evening Mayor, Council members. The first meeting of September every year, as the City Council ’s aware, we pass a preliminary levy that is used for essentially Truth in Taxation statement purposes that our residents will be receiving the middle of November. This evening, as in previous years, you ’ll be passing a preliminary levy that is a not to exceed number between now and setting a final levy on December 9 th . The levy that you pass this evening will be part of the Truth in Taxation statements that will be received by our residents here, like I said, mid November and then we ’ll set the final levy on December 9 th when we can only go down from this number. We cannot increase the final levy based on what we set this evening for preliminary levy so I ’m just going to go through a brief power point that kind of talks about some of the items that impacted this year ’s budget discussions so far for those people at home who haven ’t had the opportunity to take in some of the budget discussions we ’ve had. Before I go too far I ’m going to go over the budget calendar for the remainder of the year in case people want an opportunity to discuss any of the budget items between now and setting the final levy on December 9 th . This evening we ’ll pass a preliminary levy. Our first meeting in October will be a very intensive budget discussion meeting in particular during the work session. We ’re going to be reviewing our enterprise and special revenue fund budgets. We ’ll also be reviewing the 2014 through 2018 CIP along with how we ’ve done so far throughout 2013 in terms of revenue and expense data through 3 quarters and then we ’ll also be presenting our utility rate study for 2014 presented by our financial advisors, Ehlers as we do every year. November 12 th and 25 th we have some time set aside in each of those work sessions if we need additional discussion time on any of those previous items that we ’ll be discussion on October 14 th . December 2 nd we ’ll be holding the public budget meeting formerly known as the Truth in Taxation hearing. This meeting or hearing will be giving our residents that opportunity to come and speak to the effect of the budget. Again we ’ll be discussing the budget at that meeting based on the preliminary levy and that ’s what the discussion will revolve around at that point and they can give feedback to the City Council that would help direct them for setting a final levy on December 9 th where we will also adopt a 2014 to 2018 CIP and set our utility rates for 2014. The budget assumptions used for preparing the 2014 budget were 3% wage increase for city employees. Now keep in mind the City pay system is a merit based pay system which is different than some communities. It incorporates a couple components which other communities typically have step increases as well as cost of living. Our pay system is a complete merit based pay system. We have 15% included for an increase in health care costs. If you ’ll recall from earlier meetings, and those of you at home that were not able to attend those, Carver County has told us that there ’s approximately 1.8% new construction dollars in the City of Chanhassen which would be, equate to about $180,000 in additional levy dollars available that would not impact the overall individual home in the city of Chanhassen. Building permit revenue we budgeted the same as 2013, which was our practice when we set last year ’s budget as well. And as we get to the couple, three scenarios that we have in this presentation , under both Scenario 1 and Scenario 2, all city service levels will remain the same. Taking a look at Scenario 1 that we ’ve discussed with City Council at previous meetings. This would be an increase in the levy from the previous year by $254,000 or 2.49%. The impact of Scenario 1 is essentially all service levels remain the same. The residential impact would be approximately, now this Chanhassen City Council – September 9, 2013 32 takes into account that your home increased by the average in Chanhassen which was about 4% for taxes payable in 2014 and your home was about a $300,000 home in the city of Chanhassen. Scenario 1 would impact that residential bill on the city portion of the property tax line by somewhere between $2 and $4 dollars. An increase. Scenario 2 would be an increase in a total levy from the previous year by $228,500. 2.24%. This incorporates the new growth that Carver County told us about as well as the new growth of the TIF district. TIF District #8 that is now coming off the tax rolls at the end of this year so total new tax dollars available would be the $228,500. Potential budgeting impacts again, service levels remain the same under Scenario 2. The residential impact, again with the same assumption that your home increased in value by 4% is around $300,000 would be approximately no change in your property tax bill on your city portion of your property tax statement so it might fluctuate a little bit between zero and one dollar or minus one dollar but it ’d be right around zero for Scenario 2. Scenario 3 would be a total levy of $10,334,140. An increase of about $138,000 or 1.36%. In order to achieve Scenario 3 the City Council and staff would have to find about $70,000 in either new revenues or expenditure reductions. The impact on the residents for Scenario 3, again same assumptions under Scenario1 and 2 on the value and size of your home would be about a $7 or $8 to possibly $9 decrease in the city portion of your property tax bill. As we do every year we give additional information to City Council to compare how the City of Chanhassen is doing as compared to our KFS cities. Our cities that we compare ourselves for a number of facets. This particular spreadsheet shows the budgeted expenditures for 2012 versus 2013 as reported with the State Auditor ’s Office. You can see Chanhassen ’s increase from 12 to 13, 1.55% with the average being about 2.88%. As I discussed earlier with the City Council, our number from year to year is relatively consistent. Relatively flat. We range usually in that 1 to 2 percent change from the previous years. Other communities take a different approach and some years they might decrease their levy a little bit and then increase it a little more significantly in other years. This City Council has been from year to year pretty consistent with keeping right around the same increase or change from the previous year and a number that ’s flat and consistent. This spreadsheet shows our budget expenditure comparison between us and some other cities within Carver County. Some of our neighboring cities. Again our increase from 12 to 13 was 1.55% with the average of the other cities being just over 3 percent. This graph shows the per capita spending as comparing Chanhassen to our KFS cities. We have remained at or near the very top of the list in this item the last several years. I don ’t think we ’ve ever been number one on this list but we ’ve always been number 2 or 3 so again we ’re the second lowest per capita spending among our KFS cities with only one city being lower than us. With the average being $472 per capita. As comparing us to our neighboring Carver County cities, we are the highest ranking in terms of spending and per capita spending at $416 with the average being $450. Taking a look at Carver County tax rates as compared to all the other cities within Carver County the average tax rate in Carver County is 61.2-61.3. Our tax rate being 28.428. Very comparable to the City of Chaska. What staff is recommending this evening is setting a preliminary levy of Scenario 2 which is a $228,000 increase from the final levy in 2013. About a 2.2% increase in the levy from the previous year. Staff believes there are a number of factors that still have yet to be determined. We need additional information on a couple of items, including health care costs. We ’re still also evaluating the sales tax law change that took place this past year. The Department of Revenue has been very slow at getting solid information to the cities on exactly what items will and will not be exempt from sales tax next year so we ’re still kind of working on that number as well so there are a few items that make it difficult to estimate a couple of the line items within the budget. Therefore staff is recommending setting a preliminary levy at Scenario 2 of $10,424,390 . I ’d be happy to take questions. Mayor Furlong: Thank you. Questions for Mr. Sticha or other staff members. Mr. Laufenburger. Councilman Laufenburger: Thank you Mr. Mayor. Greg, nice job in preparing this again. Just a comment that I have while I ’m thinking of this, and this really relates to CIP which I know is not on the agenda tonight but let ’s make sure that we carry over to 2014 CIP anything that ’s approved for 2013 CIP but doesn ’t get done this year so we have visibility on that. I know there were a couple incidences of that Chanhassen City Council – September 9, 2013 33 last year. Greg Sticha: We ’ll make them very apparent and in the presentation. We ’ll let you know what those are. Councilman Laufenburger: Thank you very much. Greg Sticha: If we ’re estimating that we will be pushing any over into the next year. Councilman Laufenburger: That ’s what I needed. Okay. Do you have any indication on where the County tax levy will be? Greg Sticha: I have not heard. Councilman Laufenburger: Up or down. Greg Sticha: Todd maybe knows more than I do on that. Todd Gerhardt: I don ’t. Councilman Laufenburger: Okay. Any other council member heard? Mayor Furlong: I know they approved their preliminary but I don ’t know what it was. Councilman Laufenburger: Okay. That ’s it for now. Thanks Greg. Mayor Furlong: Other questions for Mr. Sticha? Mr. Sticha, tonight we ’re doing the preliminary levy. There ’s a preliminary aggregate number that goes along from a spending preliminary budget that goes with that, is that correct? Greg Sticha: Correct. Mayor Furlong: But as far as the items, and even the assumptions that you listed, we ’re not adopting, approving or taking any action as a council on any of those this evening, is that correct? Greg Sticha: That is correct. The $10,424,390 in levy dollars can be used in any way that the City Council deems between now and December 9 th . They could change the general fund spending number. You could change any of the other levies. The capital replacement equipment levy. The sealcoating levy. The one levies you could not change would be your debt levies. Those are structured and so those would have to remain what we ’ve budgeted for this evening so, but the other levies you could split up the remaining amounts any way you wanted. Can ’t increase but you can certainly decrease or change which ones you want to spend more or less. Mayor Furlong: Where the money goes. Greg Sticha: Yep. Mayor Furlong: As we talked about before, the size of the pie can change. It can go down as well as how that pie is divvied up. Greg Sticha: Yep. Chanhassen City Council – September 9, 2013 34 Mayor Furlong: Alright, thank you. Are there any other questions at this point? Councilwoman Ernst. Councilwoman Ernst: Well Greg, I want to thank you for all your information and preparation as well as staff in general. With the presentations and also answering, being available to answer all the questions. So I would like to propose the following, which does not support Scenario 1, 2 or 3. Todd indicated we can make some reductions without significant impacts and some of those reductions were as follows. $10,000 in conferences, i.e. seminars. $40,000 building inspector. $15,000 police car and $6,800 in copier expenses which roughly amounts to $71,800. I would like to make a motion to reduce expenses with that amount, $71,800 as well as reductions with the following. $25,000 with a CSO for a one year test and evaluate how that worked and I believe that this was Councilman Laufenburger ’s idea. I think it ’s a great idea and I think it ’s a way to test it to see if it is something that we really need or not. $30,000 for the lifeguard, which is the same scenario mentioned with the CSO. And then reduce the salary increase from 3% to 1%, which would be roughly $80,000. That gets us to roughly 200 and I think, $206,000. Something to that extent. And then the difference in this case of $30,000 take from surplus which in Greg ’s estimation would be at least $200,000 is your guesstimation and potentially of a half a million but we don ’t know that yet. I get that. So that ’s my motion. And that gets us to the $228,000 that was a difference between 2013 to 2014 in the general fund as well as the general, the levy amount so that ’s my motion. Mayor Furlong: Okay. We ’re still in questions but if you want to make the motion I ’ll certainly, is there a second? Failing a second the motion dies. Are there any other questions? Get to comments now or thoughts. Mr. Laufenburger. Councilman Laufenburger: Thank you Mr. Mayor. Councilwoman Ernst is correct. There were a number of areas of cost savings or potential cost savings for the City that have been discussed in work session and council members have been there and I certainly am very interested in exploring the execution of such cost savings and the impact on service levels over the next, how many weeks do we have before December 9 th Greg? Greg Sticha: 3 months. Councilman Laufenburger: We have 3 months, okay so I ’m very interested in exploring that but I am not prepared at this time to speak with certainty that each and every one of those will be coming out of the budget. I do see a potential for savings but I think there ’s great wisdom in ensuring that we as a City Council are not, I ’m going to use the word ham strung to achieve a number that because of some things that are uncertain, including health care rates and some of those things that you mentioned Mr. Sticha, could potentially prevent us from making the best possible decision for the citizens of Chanhassen so I ’m looking forward to the discussion that will result from a number of the things that Councilwoman Ernst just spoke of but I think it ’s premature at this time to speak with certainty that each and every one of those will come out of the budget. Thank you Mr. Mayor. Mayor Furlong: Thank you. Other thoughts and discussion? Mr. McDonald. Councilman McDonald: Thank you Mr. Mayor. This is always kind of a difficult time and the reason why is that I do believe that the City needs to control it ’s spending but at the same time one of the things I ’ve learned from my years on the council and I ’ve talked to a number of people about this is that there is an insistence that Chanhassen must maintain it ’s services and that ’s parks. That ’s trails. That ’s roads. That ’s everything. It ’s the full gamut and there is a lot of pressure upon the City to maintain those services because each year they grow. They get bigger. There are new services. New ballfields. Lights on ballfields that need to be put in place so there ’s a lot of pressure to increase the amount o f spending that the City does and I think as long as we stay within those kind of criteria as to what we spend money Chanhassen City Council – September 9, 2013 35 on, that we give value back to the public, that there is not a, I don ’t want to say out roar but there is not a dissatisfaction when people pay their taxes because they feel they ’re getting their money ’s worth and I think it ’s one of our jobs on council is to make sure that the citizens do get their money ’s worth. I went to the Night Out and I asked the questions there and that ’s the answer I was told was that, okay I know what my taxes buy. I ’m very comfortable with that. I like what we have. There are some things I would like to improve upon and that ’s part of council ’s job to direct staff to do those things and that ’s where trails and you know fixing roads and adding to parks and putting these lights into ballfields so that we can now use then 2 or 3 times during a cycle instead of just once kind of come into play. My big concern about this budget that I ’ve voiced in council before and again it wasn ’t part of what we were going to do tonight, was some of the individual items and while I can agree that you know Councilwoman Ernst has set a good goal for us, it ’s not to say we can ’t get there by December but there are too many unanswered questions right now and some of those are pretty big. I think we do need to go through those. We need answers to those. I think our goal should always be, as it has been in the past is to lower what we set as a preliminary budget tonight to make it lower by the time we get to December. I ’m comfortable with Scenario 2. I think there ’s enough flexibility in there that there are some unknowns that are some pretty big ones I think this year that we do need answers to. I would hate to see us to get into a position where we have definitely gone too close to the bone and then suddenly, how do we make up those differences so I think I just need some more time. That ’s the way the system was put together. I have no objection to you know any of these that Councilwoman Ernst has brought up. I think all of them need to be looked at but again the criteria I look at is what ’s the impact upon services and I think that ’s something that we need to maintain throughout the community so I am more than willing to look at these reductions and I really look forward to it and it will be some good discussions but I can definitely support Scenario 2 as it is currently put before the council. Thanks Mr. Mayor. Any other discussion? Councilwoman Tjornhom. Councilwoman Tjornhom: Yes. I was just counting, I think this is probably my ninth, actually that ’s almost embarrassing to say. The ninth preliminary budget hearing and you know each one is different. Each one has it ’s own challenges and I ’m always pleased at the end. It always seems to work out and we all kind of can come to the meeting of the minds. Mr. Gerhardt did I think at the last meeting propose several new options and strategies as to where we could probably make some budget cuts. Councilman Laufenburger did talk about the CSO officer. I think Mr. McDonald also had some suggestions about how to decrease spending and so I think that as a whole the council is on the right path or track of investigating everything. I mean we just discussed tonight at work session that this is a start and we still have other options we don ’t even know about yet. We still have expenses we don ’t know about yet and so this is I think actually, this night is symbolic of what ’s going to come for the next 3 months. This is where we ’re going to start and this is where our journey begins and this is where now as a council we will start trying to figure out what is the best case scenario for the people of Chanhassen. You know what is important to this council? Is public safety important because we do have some increases or requests for increases in public safety. We ’ve always said as a council that we are, we are dedicated to making sure that we keep our infrastructure up, whether it ’s our streets. Whether it ’s our parks. Whether it ’s our tennis courts. Whatever it is, that ’s one of our goals also and that I think is a responsibility that we take seriously. People pay their taxes and they live in this town for a reason because we do have excellent services and so usually I think staff is starting with Scenario 1 and we ’re already off to a good start with 2 so I mean that really is a good starting spot this year. I ’m a little nervous about that. Not sure what ’s going on with that but I ’ll take it so like I said I do look forward to starting now and to figure out what our path is going to be and what services we are going to really care about and how we ’re going to make sure that this budget is responsible and that the people of Chanhassen can maintain their lifestyles and the reason why they ’re here. So I will also be supporting Scenario 2 along with staff. Mayor Furlong: Thank you. Any other comments? Chanhassen City Council – September 9, 2013 36 Councilman Laufenburger: Just one. Mayor Furlong: Mr. Laufenburger. Councilman Laufenburger: Yeah I think that it may be construed that, and now this is my opinion. It may be construed by some people that because Councilwoman Ernst ’s motion for a levy that reflects no to all of the, or yes to all of the tax. Excuse me, that reflects yes to all of the cuts that she proposes because that didn ’t even get a second, that this council doesn ’t support it. That ’s not my view. My view is that I support many of those and I want the opportunity to have a very good dialogue about where those cuts will or should and will occur in the city budget so I think that I said this earlier. I ’m looking forward to the dialogue over the next few weeks that gives us a good opportunity to decide how we can be smart about using the money that we ask the citizens of this good city of Chanhassen to pay to support city government. Thank you. Mayor Furlong: Thank you. Any other comments? I guess I will share similar thoughts of some of my fellow council members. I think that this is a starting point and the starting point is no increase on average for the, for residents in Chanhassen. That ’s a darn good starting point and it ’s one we ’ve been at many times before as part of our policy or practice I should say over the last several years and part of that practice is also spending time between now and when we app rove the final levy to evaluate, gather more information and also evaluate options in terms of prioritizing spending and we will be doing that. I would agree with Mr. Laufenburger and Councilwoman Ernst so you know too, there was, I didn ’t second your motion because I don ’t know and have enough information to determine whether or not those cuts at this point a re reasonable and appropriate but we ’ll be discussing all those and that ’s part of the process too as we move through this but as has been our practice, I ’m fairly confident at this point, where there are plenty of uncertainties still and we don ’t have all of the information, I ’m confident that our final levy will be less than this preliminary levy that we ’re moving towards the Scenario 2 preliminary levy which is a no growth in taxes. It captures real growth in the tax base but not inflationary growth and as such I would expect that even if we ended up here at the end, which I think we ’re going to be at a lower level, my opinion, even if we stayed here we would likely see a reduction in our property tax rate because we ’re not capturing that inflationary growth in the tax base and so, and that ’s been a result of our policies over the years as well as a generally declining tax rate. Not each and every year. It ’s a function of market values but on a general trend that ’s been the practice so you know, when we look at spending per capita relative to the other cities, when we look at our tax rates , w hen we look at all the other factors, we ’re tracking pretty well. Are there a number of items that have been identified in these early discussions that we need to talk about more? Absolutely and we ’ll do that and I too look forward to that and I suspect that as a council we ’re going to agree on many of the items as we move towards the final levy so, with that I can certainly support Scenario 2 at this point in time and look forward to working with the entire council and staff as we move to finalize that over the coming weeks and months. With that is there a motion? Do you have a motion Mr. Sticha for a resolution? Greg Sticha: There is. Councilman McDonald: It ’s on the screen. Mayor Furlong: Okay, would somebody like to make a motion please? Councilman McDonald: I ’ll do it. Mayor Furlong: Mr. McDonald. Chanhassen City Council – September 9, 2013 37 Councilman McDonald: I recommend that the City Council takes the staff ’s recommendation of setting a preliminary levy using Scenario number 2 of $10,424,390 to allow for flexibility in planning before setting a final levy in December 9 th . Mayor Furlong: And adoption of the resolution? Greg Sticha: Yeah. The title of the resolution is right on the resolution that ’s in the front of my memo I believe. But it is on the resolution included in the attachment but the only additional item that it has on there is the actual planned expenditures for the general fund. Mayor Furlong: And I ’m trying to get there. Greg Sticha: Which would be 10 million. Mayor Furlong: Can you just hand that to Mr. McDonald please? Greg Sticha: Yep. Mayor Furlong: So in addition to what you said Mr. McDonald, adoption of that resolution? Councilman McDonald: Adoption of this resolution adopting the preliminary 2014 general fund budget of $10,004,199 and establishing a total preliminary levy of $10,424,390 for 2014, and establishing Truth in Taxation public hearing dates for 2013, collectible in 2014. That ’s the title of the resolution. Mayor Furlong: Thank you. Is there a second? Councilman Laufenburger: Second. Councilwoman Tjornhom: Second. Mayor Furlong: I ’ll let the recorder figure out who got that. Alright, motion ’s been made and seconded. Any discussion on the motion? Hearing none we ’ll proceed with the vote. Resolution #2013-42: Councilman McDonald moved, Councilman Laufenburger seconded that the City Council approve a Resolution adopting the preliminary 2014 general fund budget of $10,004,199 and establishing a total preliminary levy of $10,424,390 for 2014, and establishing Truth in Taxation public hearing dates for 2013, collectible in 2014. All voted in favor, except for Councilwoman Ernst who opposed, and the motion carried with a vote of 4 to 1. Mayor Furlong: Thank you. More to come on that item clearly. With that, that completes our items of new business this evening. Todd Gerhardt: Mayor? Mayor Furlong: Mr. Gerhardt. Todd Gerhardt: Just, our internet expert here to my left found Carver County ’s levy was 4.2% above last year ’s which totaled $1.9 million increase. Mayor Furlong: So 4.2%? Chanhassen City Council – September 9, 2013 38 Todd Gerhardt: Yes. Mayor Furlong: Thank you. Councilman Laufenburger: Thank you Senor Sleuth. Todd Gerhardt: And also a big thanks to the Chaska Herald for reporting that. Chanhassen Villager may have but we used the Herald. COUNCIL PRESENTATIONS. None. ADMINISTRATIVE PRESENTATIONS. Todd Gerhardt: Just a notice that our, what is it? September 23 rd meeting will be cancelled. Both work session and regular City Council meeting and our next meeting will be October 14 th at 7:00. Work session at 5:30. And that ’s all I have. Mayor Furlong: Any questions for Mr. Gerhardt and his staff? Mr. Oehme, update on some of the street and road projects? Paul Oehme: Absolutely. This year ’s street improvement project is, all the streets have been paved. We ’re still working on a little bit of restoration. Top soil and seeding so wrapping that project up here in the next few weeks. Good to see. The 101/Pleasant View intersection improvements, all the improvements on the Eden Prairie sid e, the east side of 101 have been completed now. The traffic has now been shifted to the east side of the roadway so now we ’re going to start in on the utilities. Stormwater and some of the retaining wall improvements on the west side of 101 so that ’s, we ’re going to be gearing up for that in the next week, or this week and hopefully make good progress here. Mayor Furlong: Do you have current estimate on completion? Paul Oehme: Yeah, we ’re about another 5 weeks out before we think we can complete it so. Councilwoman Tjornhom: May I say that the new trail is awfully pretty. It was fun to watch it. Mayor Furlong: Along Pleasant View there? Councilwoman Tjornhom: Yep. It really is a good addition so. Paul Oehme: Yep, great so we ’re looking forward to the connection up to, is it Town Line Drive too so that will be a great asset to the community and the region as well so. The pedestrian crossing at 41, that ’s going in. I think most of the concrete work is in now. I think they still have to do a little paving on the trail and then some restoration and I think next week they anticipate putting up the pedestrian crossing too so that ’s coming together real nicely. So and then the one big project is the 101 south project, south of Lyman, we ’re just moving a lot of dirt right now. So that one ’s going well with the dry weather that we had. A lot of storm sewer is going in right now so we ’re grading up to 96 th Street from Kiowa down to, getting down to 96 th Street so that area is being graded out as we speak. Mayor Furlong: Is that the third phase of the project? Paul Oehme: Yeah, the third phase. We actually combined the second phase and the third phase together because of the dirt balance. Chanhassen City Council – September 9, 2013 39 Mayor Furlong: Okay. Paul Oehme: So we ’re making good progress there. And all the retaining walls are in now. The underpass is in. We ’re finishing up the retaining walls. The poured in place retaining walls against the underpass so we ’re almost done with that portion of the project now as well so. Mayor Furlong: Alright, good. Mr. Laufenburger? Councilman Laufenburger: Mr. Oehme, could you just speak to the high district water tower at Minnetonka Middle School West. Is that fully functional right now? Paul Oehme: Absolutely. It ’s been functional for about the last month. Councilman Laufenburger: Okay. And when do you anticipate taking down the old one? Paul Oehme: To be determined. We ’re working with some cellular providers right now to remove that equipment off the old tower and move it to the new tower. One is, one carrier is fairly far along. The other is lacking a little bit. We ’re encouraging them to. Councilman Laufenburger: Are you thinking that it will still come down yet this year or would it be pushed to next spring? What are your thoughts? Paul Oehme: Well we ’d really like to take it down this winter if we ’re going to take it down, just because, we have to get in through the school district property and we ’d like to have the property froze to get the heavy equipment in there so we ’re working towards that goal. You know March timeframe right now. Councilman Laufenburger: Is there water in that tower now? Paul Oehme: No there ’s not. And we actually disconnected that tower hydraulically. We cut the pipe basically so. Mayor Furlong: That was a non-technical term. Todd Gerhardt: Capped it. Paul Oehme: Yeah we have been actually talking to another city, another community about their interest in purchasing or actually getting that water tower for their use so they might want to, actually I think next week they ’re going to come out and take a look at it. Councilman Laufenburger: That would unplanned revenue right? Paul Oehme: Well I don ’t know if we ’re going to get too much dollars off it but instead of scraping it out and we ’d actually end up probably end up cost us something to take it down but we might get it at a no cost deal. They take it away and. Councilman Laufenburger: Thank you Mr. Oehme. Mayor Furlong: Thank you. Any other questions for staff? No? Thank you. CORRESPONDENCE DISCUSSION. Chanhassen City Council – September 9, 2013 40 Todd Gerhardt: Just a note that the survey timeline is in there, in the correspondence packet so if you have any questions. Looks like more towards the end of November, beginning December when we ’ll have the final results. Mayor Furlong: Okay. Alright. Laurie Hokkanen: Those surveys go out tomorrow so if a resident is being selected to participate in the survey, they ’ll get a notification postcard in the next few days and then they ’ll receive their first copy of the survey sometime next week. If they accidentally throw that one away or misplace it, they ’ll get a second one a few weeks later. They ’re asked to only fill it out once so if they ’re diligent and take care of it the first time, they can recycle the second copy. And we ’ll also have a version …on the website so if for instance you ’re not selected to be part of the scientific sample, but they ’re like to give us feedback, we ’d love to have that and they can visit our website. We ’ll have that prominently featured in the news flash section right on the home page to make it easy to find and we ’d love to see a lot of people participate that way. Mayor Furlong: Okay, thank you. Mr. Laufenburger. Councilman Laufenburger: One last question Mr. Oehme. Where are you on the completion of the new water meter radios? Paul Oehme: We are getting close. We have, I think we ’re about 85% complete now so I think we ’re anticipating at the end of next month to have all the substantially completed water meters installed. There ’s going to be some properties that are going to have to still install that either we ’re having difficulty getting acc ess to the properties so there ’s probably going to be another 40 or 50 of those properties but we ’re going to have to finish up by the end of the year but we ’re moving right along. We ’re averaging about over 360 installs a week right now. Councilman Laufenburger: And Mr. Sticha are you already seeing benefits in the utility area from that? Greg Sticha: Sure. We ’re able to, on occasion if we need to bing the tower to find out a current read on a closing of a property, it ’s proving useful in those instances right away. Councilman Laufenburger: Perfect. Okay, thank you. Thank you Mr. Mayor. Mayor Furlong: Certainly. Any other questions? If not, if there ’s nothing else to come before the council this evening, is there a motion to adjourn? Councilwoman Ernst moved, Councilman Laufenburger seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 5 to 0. The City Council meeting was adjourned at 9:00 p.m. Submitted by Todd Gerhardt City Manager Prepared by Nann Opheim CHANHASSEN PLANNING COMMISSION REGULAR MEETING SUMMARY MINUTES SEPTEMBER 3, 2013 Chairman Aller called the meeting to order at 7:00 p.m. MEMBERS PRESENT: Andrew Aller, Mark Undestad, Kim Tennyson, Lisa Hokkanen, Maryam Yusuf, and Stephen Withrow MEMBERS ABSENT: Steven Weick STAFF PRESENT: Kate Aanenson, Community Development Director; Sharmeen Al-Jaff, Senior Planner; and Alyson Fauske, Assistant City Engineer PUBLIC HEARING: SOUTHWEST VILLAGE 2 ND ADDITION, PLANNING CASE 2013-19: REQUEST FOR PRELIMINARY PLAT REVIEW OF 2.75 ACRES OF PROPERTY ZONED PLANNED UNIT DEVELOPMENT (PUD) AND LOCATED AT THE NORTHEAST CORNER OF HIGHWAY 101 AND LYMAN BOULEVARD (SOUTHWEST VILLAGE 2 ND ADDITION); AND SITE PLAN REVIEW WITH VARIANCES FOR 38 TOWNHOMES (SOUTHWEST VILLAGE TOWNHOMES). APPLICANT: RYLAND HOMES. OWNER: SOUTHWEST TRANSIT. Sharmeen Al-Jaff presented the staff report on this item. Commissioner Yusuf asked to see how the internal sidewalk would connect to the existing sidewalk on 101 and to the park and ride ramp. Commissioner Hokkanen asked about adequate guest parking. Chairman Aller asked about access for emergency vehicles and snow removal/storage on site. Len Simich with Southwest Transit explained their snow removal plan. Chairman Aller continued asking about drainage. Commissioner Withrow asked about sound proofing from the bus noise. Mark Sonstegard, representing Ryland Homes, and Ryan Bloom with Westwood Professional Services w ere present to answer questions before reviewing the timeline for development, home designs, and price range. Chairman Aller opened the public hearing. No one spoke and the public hearing was closed. Undestad moved, Yusuf seconded that the Planning Commission recommends that City Council approve the preliminary plat for Planning Case 2013-19 for SouthWest Village 2 nd Addition as shown in plans dated received August 2, 2013 , subject to the following conditions: Park Conditions 1.In lieu of parkland dedication and/or trail construction, full park dedication fees shall be collected at the rate in force at the time of final plat approval. A t today ’s rate, 2013, these fees would total $144,400 (38 townhomes x $3,800 per unit). Engineering Conditions 1.The existing gas line and fiber optic line must be relocated to the drainage and utility easement. 2.The developer must submit a soils report with boring logs, indicating soil conditions, permeability. Planning Commission Summary – September 3, 2013 2 3.The survey benchmark and elevation must be indicated on the topography plan. 4.The grading plan must show the proposed grades for all driveways. 5.An erosion control escrow is required in the amount of $14,850 (110% of the estimated erosion control cost). 6.The developer ’s engineer must revise the labels of the watermain lengths in the profile view so that they match the plan view. 7.The developer ’s engineer must revise the watermain and sanitary sewer profile street name label to match the plan view. 8.The developer ’s engineer must revise the service connection tables with the correct block and lot numbers. 9.Partial water and sewer hook-ups are due at the time of final plat. The hook-up fees will be assessed at the rate in effect at that time. 10.The developer must submit written confirmation with the final plat application indicating that the MnDOT pond located in the south loop of the Highway 101 ramp has been sized to accommodate runoff from this development. 11.Hydraulic calculations must be submitted with the final plat submittals and must include storm sewer inlet capacity analysis to verify that 100% of the runoff from a 10-year event can be captured and evaluate downstream conveyance for capacity. 12.The utility plan must be revised to show the following: a.Show the proposed water service to the bus station. b.Due to differential settlement, the three valves and the sanitary sewer manhole must not lie within the proposed paver-block circle at the intersection of the access road at the western private driveway intersection. The valves can be relocated outside of the paver-block circle. Sanitary sewer manhole 503 can be installed to the north of the paver -block circle and an additional manhole can be installed to the west of the paver-block circle. c.Sanitary sewer manhole 501 must not lie within the sidewalk. d.Eliminate the 90-degree bend in the watermain at the Highway 101 intersection and replace with two 45-degree bends. e.The final utility plan must show the sewer and water services to the townhome units. 13.MnDOT will be invoicing the City for a portion of the utility improvements for this development. The developer must pay for 100% of the invoices that the City receives for Planning Commission Summary – September 3, 2013 3 this work. 14.Each new lot is subject to the sanitary sewer and water hookup charges. These fees are collected with the building permit and are based on the rates in effect at the time of building permit application. The party applying for the building permit is responsible for payment of these fees. 15.Encroachment agreements are required for the two drainage and utility easements due to the extensive landscaping and sidewalk proposed. Building Official Conditions 1.The developer must submit a list of proposed street name(s) and an addressing plan for review and approval prior to final platting of the property. 2.Each lot must be provided with separate sewer and water services. 3.A final grading plan and soils report must be submitted to the Inspections Division before permits can be issued. Water Resources Conditions 1.The Surface Water Pollution Prevention Plan shall include all elements as required under the General Permit Authorization to Discharge Stormwater Associated with Construction Activity under the National Pollution Discharge Elimination System/State Disposal System Program MN R100001. This includes, but is not limited to: a.Impervious surface coverage pre- and post-development; b.Total disturbed area c.Soils Map d.Training Documentation e.Chain of responsibility f.Map indicating surface waters or acceptable alternative g.Narrative, design and calculations as to how part III.D of the permit will be met or written authorization from the MPCA exempting this site from the current permit rules. h.Other required elements as listed in the permit and/or Chapter 19 of Chanhassen City Code. 2.Street cleaning of soil tracked onto public streets shall include daily street scraping and street sweeping as needed. 3.Surface Water Management trunk storm sewer fees due payable to the City at the time of final plat recording, is $38,472.50 . 4.The applicant shall apply for and obtain permits, as necessary, from the appropriate regulatory agencies (e.g., Riley-Purgatory-Bluff Creek Watershed District, Minnesota Pollution Control Agency (NPDES Phase II Construction Site Permit), Minnesota Planning Commission Summary – September 3, 2013 4 Department of Natural Resources (for dewatering), Army Corps of Engineers, Minnesota Department of Transportation, Minnesota Department of Health) and comply with their conditions of approval.” All voted in favor and the motion carried unanimously with a vote of 6 to 0. Undestad moved, Yusuf seconded that t he Planning Commission recommends the City Council approve the site plan for 38 town homes for Planning Case 2013-19 for SouthWest Village Townhomes as shown in plans dated received April 13, 2006 , and amended landscape plan dated received August 2, 2013, subject to the following conditions: Landscaping Conditions 1.Increase bufferyard plantings along Lyman Boulevard to include a minimum of 14 trees and 24 shrubs. 2.All of the trees located on Highway 101 and Lyman Boulevard between the trail and the curbline shall be moved to the other side of the trail. The trees will be located within the County Right-of-Way. The applicant will be responsible for all long-term maintenance and irrigation of the landscaping within the Right-of-Way. Engineering Conditions 1.On-street parking is not permitted on the private streets. 2.Any landscaping or structures proposed to be located within the right-of-way must be approved by the regulating agency. Building Official Conditions 1.Accessibility must be provided to all portions of the development and a percentage of the units may also be required to be accessible or adaptable in accordance with Minnesota State Building Code Chapter 1341. Further information is needed to determine these requirements. 2.Buildings over 9250 square feet of floor area are required to be protected with an automatic sprinkler system. For the purposes of this requirement property lines do not constitute separate buildings and the areas of basements and garages are included in the floor area threshold. 3.The buildings will be required to be designed by an architect and engineer as determined by the Building Official. 4.Demolition permits must be obtained before demolishing any structures on the site. Application for such permits must include hazardous substances investigative and proposed mitigation reports. 5.Walls and projections within five feet of property lines are required to be of one-hour fire- resistive construction. Planning Commission Summary – September 3, 2013 5 6.Retaining walls over four feet high require a permit and must be designed by a professional engineer. 7.The developer and/or their agent shall meet with the Inspections Division as early as possible to discuss plan review and permit procedures. Fire Marshal Conditions 1.A three-foot clear space must be maintained around fire hydrants. 2.“No Parking Fire Lane ” signs will be required as well as yellow painted curb. Contact the Chanhassen Fire Marshal for exact location of signs and curbing to be painted. 3.Submit proposed street names to Chanhassen Fire Marshal and Chanhassen Building Official for review and approval. 4.Prior to combustible construction, fire hydrants must be made serviceable. 5.Prior to combustible construction, fire apparatus access roads capable of supporting the weight of fire apparatus shall be made serviceable. 6.Temporary street signs shall be installed prior to and during time of construction.” All voted in favor and the motion carried unanimously with a vote of 6 to 0 APPROVAL OF MINUTES: Commissioner Hokkanen noted the verbatim and summary Minutes of the Planning Commission meeting dated August 20, 2013 as presented. CITY COUNCIL ACTION UPDATE. Kate Aanenson informed the commission that the September 17 th and October 1 st Planning Commission meetings have been cancelled due to lack of items and reminded them of the tour scheduled for September 11 th with the Park and Recreation Commission and Environmental Commission before providing a City Council update. Withrow moved, Hokkanen seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 6 to 0. The Planning Commission meeting was adjourned at 7:35 p.m. Submitted by Kate Aanenson Community Development Director Prepared by Nann Opheim CHANHASSEN PLANNING COMMISSION REGULAR MEETING SEPTEMBER 3, 2013 Chairman Aller called the meeting to order at 7:00 p.m. MEMBERS PRESENT: Andrew Aller, Mark Undestad, Kim Tennyson, Lisa Hokkanen, Maryam Yusuf, and Stephen Withrow MEMBERS ABSENT: Steven Weick STAFF PRESENT: Kate Aanenson, Community Development Director; Sharmeen Al-Jaff, Senior Planner; and Alyson Fauske, Assistant City Engineer PUBLIC HEARING: SOUTHWEST VILLAGE 2 ND ADDITION, PLANNING CASE 2013-19: REQUEST FOR PRELIMINARY PLAT REVIEW OF 2.75 ACRES OF PROPERTY ZONED PLANNED UNIT DEVELOPMENT (PUD) AND LOCATED AT THE NORTHEAST CORNER OF HIGHWAY 101 AND LYMAN BOULEVARD (SOUTHWEST VILLAGE 2 ND ADDITION); AND SITE PLAN REVIEW WITH VARIANCES FOR 38 TOWNHOMES (SOUTHWEST VILLAGE TOWNHOMES). APPLICANT: RYLAND HOMES. OWNER: SOUTHWEST TRANSIT. Al-Jaff: Chairman Aller, members of the Planning Commission, the application before you today is for a site plan as well as a subdivision. The site is located at the northeast intersection of Lyman Boulevard and Highway 101. Highway 212 is located to the north of the subject site as well. This is a site that was created back in 2004. That ’s when work began on this location and it was planned for a park and ride, retail as well as residential component. The site is guided mixed use on the 2030 land use plan and is zoned planned unit development. The property to the west of the site has a similar zoning. To the south of the subject site we have a residential development, Springfield. The property to the east is also guided residential as well as residential single family zoning. Under the mixed use land use you are permitted to have a development that is commercial neighborhood oriented as well as developments that have high density residential. What the applicant is proposing is a development that consists of high density residential, basically townhouses. The maximum they can have is 16 units per acre and what the applicant is proposing is 13.8 units per acre net so they are below the minimum. The maximum that is permitted on the site. Just to orient you with the site one more time, there is an existing building that is a park and ride ramp. Two stories of this park and ride has been constructed. At a future date when the need presents itself the third floor will be built. There will be a total of 800 parking spaces included in this parking ramp. The building that you see to the west of the subject site, these are intended to be retail office. They have not been developed or constructed yet. However the City has given approval, site plan approval for those buildings. Approval was given back in 2006. And then the area that is to the south of the site is where the residential component was always intended to be. So as mentioned what is before you is a preliminary plat. Currently there is an outlot and city code requires that an outlot be replatted into lots and blocks before it is permitted to be built on. We have a total of 38 parcels and the site plan is for 38 townhouse units. The location of the townhouses on the aerial photograph that you see before you again is on the northeast intersection of Lyman Boulevard and Highway 101. One of the things that you will notice is the area that is to the east of the subject site right here. This is a 100 foot wide buffer strip. It contains mature trees and it serves as an excellent buffer between the subject site and the property to the east of it. One of the things that you might recall again, Kraus-Anderson put a building to the west of Highway 101. This was a strip mall, multi-tenant building. One of the things also that we might want to mention is this is a transit oriented development so you will notice that there are quite a few sidewalks in the area. There are trails. It ’s not your typical townhouse development. One of the things that we also Chanhassen Planning Commission – September 3, 2013 2 need to mention is currently the buses go in via a right-in/right-out off of Highway 101 and there are lanes that are dedicated, the area that is to the east of the ramp. These lanes are dedicated to buses only. Regular vehicles cannot use that lane. One thing I need to point out, we just today we got a memo from MnDOT basically saying that we need to put a sign that says buses only and I ’m sure you ’ve seen those signs in Eden Prairie and they are quite common. For the residential portion, and residents of this development they will be able to access the site off of Lyman Boulevard. This is a full access off of Lyman Boulevard or as mentioned earlier they can come in via a right-in/right-out only off of Highway 101. There is no direct access to the individual homes off of Lyman Boulevard or 101. Everything, every single unit will be accessed via a private street that loops internally. The site plan for this site, overall the project has really been well designed. The applicant is proposing to build again 38 townhomes. Of those we have four 6 units and two 7 units. They are to be located to the northeast intersection of 101 and Lyman Boulevard. Materials on the exterior of the building are right here. Basically there is a stone element. There is some smart siding which is the trim. There is some vinyl siding as well as asphalt shingles. The applicant is also proposing variation in the exterior design of the individual units while the overall building will utilize the same color variation. Shakes and windows will be changing from one building to the next. D ecks and window shutters are used to access the buildings and some of the units are recessed while others project forward. As mentioned some of the units are recessed. Some of the units have different design elements on them. The roof line is accented by dormers. The main focus as you ’re driving along 101 and Lyman Boulevard will be the front elevation of the homes. All the garages will be oriented internally. You will not be able to see them. One of the other things that was done with the garages, just because of the private street and the driveways. They ’ve added some landscaping to just soften the appearance of the rear of those homes. The decks are also on the rear elevation of these townhouses. This type of design is customarily built closer to the property lines. Closer to the streets so when, back in 2006 when the application appeared before the City Council and the design element was discussed with the Planning Commission and City Council it was agreed that these homes should truly have a reduced front yard setback and that ’s why you will see that, the setback is reduced on the residential element of these townhouses. Some of the, this is a planned unit development. Whenever we have a planned unit development we ask for additional elements, amenities and I have to admit that before we even requested these items from the applicant they are the ones that came in, brought them before us so we need to commend the applicant for all the effort that they put into this. There is an outdoor seating area that they are proposing. One of the things that you will notice with the park and ride, there is a trellis and an arbor throughout so they have brought this element back into this development. The first trellis will be immediately above all of the mailboxes and the second one will be for aesthetic reasons only. The upper portion of the arbor is mimicking what you see at the park and ride and then the lower portion of it is just pulling in some residential elements. Light fixtures, there is an approved design for the lights for this development and that ’s what the applicant is proposing to continue with. In order to build those homes we need to replat those parcels and as I mentioned earlier there are 38 parcels. What you see in beige is the location of the individual lots and what is shown in green is the location of the green space. The individual driveways as well as the private street. There will also be some sidewalks there. Staff is recommending approval of the preliminary plat as well as the site plan for the construction of 38 townhouse s and I ’ll be happy to answer any questions you may have. Aller: Anyone have any questions? Yusuf: I just have one. I may have missed it. I like the pictures you showed. Can you please show how the sidewalk will connect to the existing sidewalk on 101? Al-Jaff: So here is the sidewalk. Here is Highway 101 right here. There will be a connection along the north portion of the site. There will be another connection. There are two things happening. There is a trail as well as a sidewalk so you ’ve got two , two pedestrian access points on this site. The area that is closer to the individual homes, that is the sidewalk. There are 1, 2, 3 connections to the trail and there are Chanhassen Planning Commission – September 3, 2013 3 no connections off of 101 except at the end so the individual homes will not have the connection to the main trail. Did I answer the question? Yusuf: You did but I have one more. Al-Jaff: Okay. Yusuf: Will there also be a crossing point between this development and then the transit station right above it? Al-Jaff: There will be a crossing between, right here and that ’s off of Highway 101. And then there will be a crossing along 101 to the west to the development to the west. Yusuf: Thank you. Aanenson: I was just going to add to the comments on the sidewalk. We spent a lot of time internally discussing it and challenging the developer to, for the sidewalk issue. Sidewalk versus trail. Do we need two? Are they duplicating? You have a long sidewalk coming down to the trail. Typically those, the trails are plowed. Sidewalks not necessarily with security so I think a good compromise was made in this middle area where we had a lot of sidewalks to kind of create a little bit more green space because internally this is a way to walk through for someone that wanted to come through this way so I think it ’s a good compromise but because it ’s really an urban setting you still want to create those green spaces and get some privacy so it was a challenge but I think it turned out pretty good. Hokkanen: I do have a question regarding the sidewalk. Do we have enough parking, extra parking spaces because when you have the set-up of townhomes like this, their guests are all going to be coming to their front door, around and it looks in the middle of the development there ’s plenty but on some of the outsides like there ’s no parking spots. Al-Jaff: Combination of two things happening here. The first one is yes, we do have the 10 parking spaces which meets the intent of the ordinance. Hokkanen: Okay. Al-Jaff: The individual driveways in front of the garages and then you are in a development that is transit oriented so there is a parking ramp and, but again this proposal before you meets ordinance requirements on it ’s own. It does not need the park and ride. Aanenson: Again it ’s not shown on here but we do a lighting plan. That was an area that was more well lit, kind of in that area where those parking, guest parking stalls are. That was one of the concerns too that we did hear from some of the neighbors regarding lighting so there is street lighting. Sharmeen showed the picture of the lamps in that PUD so they ’re in this area. Then there are some here, here and here so that again to guide guests to be able to get to the units that they would want to in there and then there ’s additional lighting on the back of the park and ride too so. Aller: Have we looked at, because of the way it ’s formulated, the safety issues? How do we feel about fire and emergency going in and out? Al-Jaff: It ’s been reviewed by the fire marshal as well as engineering staff, the building official and they ’re satisfied. Chanhassen Planning Commission – September 3, 2013 4 Aller: And then snow removal? Are they just going to, are they going to actually take or are they going to plow do you know? Aanenson: Well right now I believe Southwest Transit probably trucks some of their ’s off site. They could push it over into the green space. Len Simich: Hi, Len Simich, Southwest Transit. Right now we do it with a fairly large snow dump in the front part of the ramp. It ’d be on the east side. On the northeast side of the ramp but should we need to truck it out we will. I know a couple years ago we did have that much snow that we actually did remove some of it off site. Aller: Great, thank you sir. And then how are we looking on the drainage issues? Are there any problems? Fauske: Back in 20 04-2005 when the overall PUD of the site was being developed, it was in conjunction with the Highway 212 project that there was some ponding on the northeast side of the site there and that pond was, the intent of that pond was to provide ponding for the entire site, including the townhomes here. In the staff report it does indicate that we would just like a letter confirming that the pond was constructed to provide adequate space for this site and additionally some of the rules have changed since this originally came through in the development phases. There is a new rule that went into effect August 1 st and the developer has been in contact with the MPCA regarding those new requirements and the indication that the MPCA has given verbally is that this particular site would be so called grandfathered in because it was under a set of previous standards and we would just like that information in writing and the developer has been willing to work with us on that. Aller: Great, thank you. Any other questions? Withrow: I ’m just curious about, with regard to the houses adjacent to, or the northern part of the property adjacent to where the buses will be going in and out. Will there be extra sound proofing required? I mean it just seems, I don ’t think I ’d want to be living there in the morning when they ’re whipping through there. Al-Jaff: There was a noise study that was conducted back in 2004 and it concluded that it meets requirements. The Minnesota Pollution Control Agency standards were met. Also the other thing that this parking ramp did was created an actual barrier between Highway 212 and the residential neighborhood to the south of it so if anything it reduced. I understand the question is specifically on the buses but this development, overall development reduced the noise that is generated from Highway 212 and acted as a barrier. Withrow: Thank you. Al-Jaff: You ’re welcome. Aller: Okay, any other questions? Alright, not hearing any questions at this point we ’ll open the public hearing. Or we ’re ask the developer to come forward. If you could state your name and address for the record sir. Mark Sonstegard: Good evening. My name is Mark Sonstegard. I ’m representing Ryland Homes tonight. 7599 Anagram Drive, Eden Prairie. Also with me tonight is Ryan Bloom from Westwood Professional Services. First I want to say Ryland Homes is pleased to be working again with the City of Chanhassen on a new development and also I want to thank staff for working with us on this project. It Chanhassen Planning Commission – September 3, 2013 5 was fairly seamless. We came in about a month and a half ago and laid out the project and we got some really, nice clear direction on what needed to be done and some ideas on where to go and from there that ’s kind of where we came out with the development plans. I just have a few comments. Not a whole lot and then I ’d be happy to answer any questions you may have. Again we basically took the site plan from the original approved PUD. That layout seemed to work the best. Ryland had a carriage townhome proje ct, product that fit that row style townhome nicely so laying, putting it together was a lot of the hard work was already done on that end and then basically we spent a couple weeks just tweaking it, like staff mentioned. Working out sidewalk locations. Some interesting hardscape elements. Landscaping. Parking. We also shifted around a couple green spaces for some additional snow storage for in the winter time. Our plan for this project, we ’re anxious to get going. With the approvals that we ’re anticipating in September, Ryland plans to close on the project in late September, early October and actually develop this during the month of October and our goal is to have a townhome building open for the Spring Parade in March, 2014. For a build out of these 38 homes, we ’re looking about 20 months from start to finish, and that ’s anticipating a sales pace of about 2.5 to 3 homes per month. Little bit of information about the homes themselves. There are 3 designs. There ’s 3 separate homes that we ’re looking at building. The end homes are our larger homes which are 2,200 square feet. We also have that style that can fit in, as an interior unit which is just a little bit smaller at 1,900 square feet. And then we have two other interior homes that are right around 1,600 square feet. All the homes have garages in the rear. They ’re all two car garage. They ’re all 3 bedrooms, 2 1/2 baths. 9 foot first floors and a bunch of options that you can add to your townhome. Price is usually a question most asked so I ’ll just answer it right now real quickly. We ’re anticipating the base price for our homes to be in the $190,000 range and then for the larger homes loaded up with some options we ’re anticipating sales to go into the $280,000 range. So with that I ’m happy to answer any questions you may have. Aller: Great. I always ask the developers if you ’ve had an opportunity to take a look at the report and you ’re working with staff now, is there anything that you foresee would be a problem for you to complete with them as far as conditions that are stated in the report. Mark Sonstegard: No, not at this time. I ’ve gone through the staff report with our engineer. I spoke with Alyson. Worked with Sharmeen. Yeah, we ’ve gone through all the items. Aller: Great, thank you. Hokkanen: One question, based on the elevations, is there a basement? Is there a lower level, main level and an upper level? Mark Sonstegard: Yeah, they ’re three level townhomes. As you enter the front door you have an option to go up half a flight of stairs to the main living area or you can go down half a flight of stairs to a basement which is an optional finish area which you could add, from the square footage that I mentioned before, you can add another 250 to 300 square feet. You can put a bedroom down there or a little TV room and a bathroom. And then also on that lower level is the garage. Again from the front door going up half a flight of stairs there we have a, it ’s an open space concept plan on all the homes where you have kitchen, living space and then you go up another full flight of stairs to 3 bedrooms. Hokkanen: Thank you. Aller: Anyone else? Okay, thank you so much. Mark Sonstegard: Thank you. Chanhassen Planning Commission – September 3, 2013 6 Aller: And would anybody else like to speak on behalf of the development? Alright. We ’ll open up the public hearing at this time. Anyone wishing to speak for or against the motion please step forward. State your name and address for the record. For those of you not in attendance please make sure that you check the website. There is a complete report which includes a number of plan items and descriptive drawings so that you can take a look at this and follow this item before the City Council again on September 9 th , 2013. Seeing no one step forward, I will close the public hearing and open for comment from the commissioners. Undestad: I think it ’s, spent some time on there. Quality time. It looks nice. Fits in nice. Aller: I think the plans look complete. Give you a good idea of I think what it ’s going to look like. I think it fits into the, completes the puzzle that ’s been, being put together solely out there and it will be a good addition. The traffic and the sound and the water having been taken care of. So with that I ’ll entertain any motions that somebody would like to make regarding this project. Undestad: I ’ll make a motion that the Chanhassen Planning Commission recommend the City Council approve preliminary plat to replat Outlot C, Southwest Village into 38 lots and one outlot and site plan approval for construction of 38 townhomes, Southwest Village Townhomes subject to the conditions of approval and adoption of the attached Findings of Fact and Recommendation. Aller: I have a motion. Do I have a second? Yusuf: Second. Aller: Having a motion and a second, any further discussion? Undestad moved, Yusuf seconded that the Planning Commission recommends that City Council approve the preliminary plat for Planning Case 2013-19 for SouthWest Village 2 nd Addition as shown in plans dated received August 2, 2013 , subject to the following conditions: Park Conditions 1.In lieu of parkland dedication and/or trail construction, full park dedication fees shall be collected at the rate in force at the time of final plat approval. A t today ’s rate, 2013, these fees would total $144,400 (38 townhomes x $3,800 per unit). Engineering Conditions 1.The existing gas line and fiber optic line must be relocated to the drainage and utility easement. 2.The developer must submit a soils report with boring logs, indicating soil conditions, permeability. 3.The survey benchmark and elevation must be indicated on the topography plan. 4.The grading plan must show the proposed grades for all driveways. Chanhassen Planning Commission – September 3, 2013 7 5.An erosion control escrow is required in the amount of $14,850 (110% of the estimated erosion control cost). 6.The developer ’s engineer must revise the labels of the watermain lengths in the profile view so that they match the plan view. 7.The developer ’s engineer must revise the watermain and sanitary sewer profile street name label to match the plan view. 8.The developer ’s engineer must revise the service connection tables with the correct block and lot numbers. 9.Partial water and sewer hook-ups are due at the time of final plat. The hook-up fees will be assessed at the rate in effect at that time. 10.The developer must submit written confirmation with the final plat application indicating that the MnDOT pond located in the south loop of the Highway 101 ramp has been sized to accommodate runoff from this development. 11.Hydraulic calculations must be submitted with the final plat submittals and must include storm sewer inlet capacity analysis to verify that 100% of the runoff from a 10-year event can be captured and evaluate downstream conveyance for capacity. 12.The utility plan must be revised to show the following: a.Show the proposed water service to the bus station. b.Due to differential settlement, the three valves and the sanitary sewer manhole must not lie within the proposed paver-block circle at the intersection of the access road at the western private driveway intersection. The valves can be relocated outside of the paver-block circle. Sanitary sewer manhole 503 can be installed to the north of the paver -block circle and an additional manhole can be installed to the west of the paver-block circle. c.Sanitary sewer manhole 501 must not lie within the sidewalk. d.Eliminate the 90-degree bend in the watermain at the Highway 101 intersection and replace with two 45-degree bends. e.The final utility plan must show the sewer and water services to the townhome units. 13.MnDOT will be invoicing the City for a portion of the utility improvements for this development. The developer must pay for 100% of the invoices that the City receives for this work. 14.Each new lot is subject to the sanitary sewer and water hookup charges. These fees are collected with the building permit and are based on the rates in effect at the time of building Chanhassen Planning Commission – September 3, 2013 8 permit application. The party applying for the building permit is responsible for payment of these fees. 15.Encroachment agreements are required for the two drainage and utility easements due to the extensive landscaping and sidewalk proposed. Building Official Conditions 1.The developer must submit a list of proposed street name(s) and an addressing plan for review and approval prior to final platting of the property. 2.Each lot must be provided with separate sewer and water services. 3.A final grading plan and soils report must be submitted to the Inspections Division before permits can be issued. Water Resources Conditions 1.The Surface Water Pollution Prevention Plan shall include all elements as required under the General Permit Authorization to Discharge Stormwater Associated with Construction Activity under the National Pollution Discharge Elimination System/State Disposal System Program MN R100001. This includes, but is not limited to: a.Impervious surface coverage pre- and post-development; b.Total disturbed area c.Soils Map d.Training Documentation e.Chain of responsibility f.Map indicating surface waters or acceptable alternative g.Narrative, design and calculations as to how part III.D of the permit will be met or written authorization from the MPCA exempting this site from the current permit rules. h.Other required elements as listed in the permit and/or Chapter 19 of Chanhassen City Code. 2.Street cleaning of soil tracked onto public streets shall include daily street scraping and street sweeping as needed. 3.Surface Water Management trunk storm sewer fees due payable to the City at the time of final plat recording, is $38,472.50 . 4.The applicant shall apply for and obtain permits, as necessary, from the appropriate regulatory agencies (e.g., Riley-Purgatory-Bluff Creek Watershed District, Minnesota Pollution Control Agency (NPDES Phase II Construction Site Permit), Minnesota Department of Natural Resources (for dewatering), Army Corps of Engineers, Minnesota Department of Transportation, Minnesota Department of Health) and comply with their conditions of approval.” Chanhassen Planning Commission – September 3, 2013 9 All voted in favor and the motion carried unanimously with a vote of 6 to 0. Undestad moved, Yusuf seconded that t he Planning Commission recommends the City Council approve the site plan for 38 town homes for Planning Case 2013-19 for SouthWest Village Townhomes as shown in plans dated received April 13, 2006 , and amended landscape plan dated received August 2, 2013, subject to the following conditions: Landscaping Conditions 1.Increase bufferyard plantings along Lyman Boulevard to include a minimum of 14 trees and 24 shrubs. 2.All of the trees located on Highway 101 and Lyman Boulevard between the trail and the curbline shall be moved to the other side of the trail. The trees will be located within the County Right-of-Way. The applicant will be responsible for all long-term maintenance and irrigation of the landscaping within the Right-of-Way. Engineering Conditions 1.On-street parking is not permitted on the private streets. 2.Any landscaping or structures proposed to be located within the right-of-way must be approved by the regulating agency. Building Official Conditions 1.Accessibility must be provided to all portions of the development and a percentage of the units may also be required to be accessible or adaptable in accordance with Minnesota State Building Code Chapter 1341. Further information is needed to determine these requirements. 2.Buildings over 9250 square feet of floor area are required to be protected with an automatic sprinkler system. For the purposes of this requirement property lines do not constitute separate buildings and the areas of basements and garages are included in the floor area threshold. 3.The buildings will be required to be designed by an architect and engineer as determined by the Building Official. 4.Demolition permits must be obtained before demolishing any structures on the site. Application for such permits must include hazardous substances investigative and proposed mitigation reports. 5.Walls and projections within five feet of property lines are required to be of one-hour fire- resistive construction. Chanhassen Planning Commission – September 3, 2013 10 6.Retaining walls over four feet high require a permit and must be designed by a professional engineer. 7.The developer and/or their agent shall meet with the Inspections Division as early as possible to discuss plan review and permit procedures. Fire Marshal Conditions 1.A three-foot clear space must be maintained around fire hydrants. 2.“No Parking Fire Lane ” signs will be required as well as yellow painted curb. Contact the Chanhassen Fire Marshal for exact location of signs and curbing to be painted. 3.Submit proposed street names to Chanhassen Fire Marshal and Chanhassen Building Official for review and approval. 4.Prior to combustible construction, fire hydrants must be made serviceable. 5.Prior to combustible construction, fire apparatus access roads capable of supporting the weight of fire apparatus shall be made serviceable. 6.Temporary street signs shall be installed prior to and during time of construction.” All voted in favor and the motion carried unanimously with a vote of 6 to 0. Aller: Again this matter will be, move forward with the City Council on September 9, 2013. APPROVAL OF MINUTES: Commissioner Hokkanen noted the verbatim and summary Minutes of the Planning Commission meeting dated August 20, 2013 as presented. CITY COUNCIL ACTION UPDATE. Aanenson: I did include in your packet, we were anticipating a subdivision coming in but as of now we may not have a meeting on October 1 st . We ’ve already cancelled the 17 th but we do have items that will be in for the 15 th so probably at least 2 or 3 so, but we do have our tour coming up. I hope you got a copy of that agenda so we ’ll also be going with the Park Commission and the Environmental Commission so we ’ve got our tour all arranged so we ’re going to depart here promptly at 6:00 so if somebody can ’t make it, if they ’d let us know ahead of time or if you run into a problem that day, let us know so we ’re not holding up for you. I think it ’ll be a very good opportunity to mix with the other commissions and see some sites out in the field. See what ’s going on. I ’ll give you the City Council update if that ’s alright. S o there was two subdivisions that were approved for final plat so they should be, as soon as Alyson ’s working on the development contracts. Getting those recorded. One would be the Bluff Creek Woods and the Fretham so they should be ready to pull permits here yet potentially this fall. And I think that ’s all I had then. Do you have anything else for us? Aller: I think that ’s it for us today. I ’ll entertain a motion to adjourn. Chanhassen Planning Commission – September 3, 2013 11 Withrow moved, Hokkanen seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 6 to 0. The Planning Commission meeting was adjourned at 7:35 p.m. Submitted by Kate Aanenson Community Development Director Prepared by Nann Opheim CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING SUMMARY MINUTES AUGUST 27, 2013 Chairman Kelly called the meeting to order at 7:30 p.m. MEMBERS PRESENT: Cole Kelly, Steve Scharfenberg, Elise Ryan, Brent Carron, Jim Boettcher, Rick Echternacht, Luke Thunberg, Jacob Stolar and Ryan Lynch STAFF PRESENT: Todd Hoffman, Park and Recreation Director; Jerry Ruegemer, Recreation Superintendent; and Mitch Johnson, Recreation Supervisor PUBLIC PRESENT: Jim Manders 6791 Chaparral Lane APPROVAL OF AGENDA: The agenda was approved with the addition of an update under Old Business on the Rice Marsh Lake trail and Lotus Lake tree trimming, and an update under New Business regarding the Three Rivers Park/Hennepin County bike plan. PUBLIC ANNOUNCEMENTS: None. VISITOR PRESENTATIONS. None. APPROVAL OF MINUTES: Carron moved, Boettcher seconded to approve the summary Minutes of the Park and Recreation Commission meeting dated July 23, 2013 as presented and approve the verbatim Minutes of the Park and Recreation Commission meeting dated July 23, 2013 amended to change the comment by Carron on page 14 from Good evening to Good explanation. All voted in favor and the motion carried unanimously with a vote of 9 to 0. KERBER POND TREE TRIMMING. Commissioner Echternacht showed pictures of the bushes and trees that were asked to be trimmed by Jim Manders to provide a view of Kerber Pond. Todd Hoffman explained that the bench was never placed in that location to provide a view of the pond noting staff would recommend doing nothing. UPDATE ON RICE MARSH LAKE TRAIL. Todd Hoffman provided an u pdate on the trail construction. APPROVE RECOMMENDATION TO CITY COUNCIL, 2014-2018 PARK AND TRAIL ACQUISITION AND DEVELOPMENT CAPITAL IMPROVEMENT PROGRAM (CIP). Todd Hoffman reviewed projects proposed in the 2014-1018 park and trail acquisition and development capital improvement program. Commissioner Scharfenberg questioned the need for a dock at Lake Susan. Chairman Kelly asked for clarification of the grant application process for the trail connection to the Arboretum. Chairman Kelly asked about lights at Lake Susan Park. Commissioner Scharfenberg voiced his support for lighting fields at Bandimere Park and not Lake Susan Park. Commission members discussed lighting fields at Lake Susan Park versus Bandimere Park. Commissioner Carron suggested moving $25,000 earmarked for Bandimere Park expansion design and planning to 201 4 . Commissioner Scharfenberg suggested including the construction of tennis courts at Roundhouse Park to 2017 or 2018. Park and Recreation Commission Summary – August 27, 2013 2 Commissioner Ryan questioned spending $25,000 for the Phase II (age 2 to 5) playground equipment planned for Roundhouse Park and Sugarbush Park in 2014 and suggested using that money for picnic shelters . After a lengthy discussion between commission members regarding the location and cost of ballfield lighting, the following motion was made. Carron moved, Echternacht seconded that the Park and Recreation Commission recommends the City Council approve the 2014 through 2018 Park and Trail Acquisition and Development Capital Improvement Program presented by staff with the following changes: m oving $25,000 each for Roundhouse Park and Sugarbush Park picnic shelters to 2016; moving Bandimere Community Park expansion design and planning cost of $25,000 to 2014; and the addition of $250,000 in 2014 for ballfield lighting. All voted in favor and the motion carried unanimously with a vote of 9 to 0. RECREATION PROGRAM REPORTS: KLEINBANK SUMMER CONCERT SERIES EVALUATION. Mitch Johnson presented the report reviewing the KleinBank Summer Concert Series. Commissioner Echternacht suggested looking for a second sponsor to help with the costs. FALL ADULT SOFTBALL LEAGUE REPORT. Jerry Ruegemer presented the report on the fall adult softball league. Chairman Kelly asked how the number of teams compared to last year. COMMISSION MEMBER COMMITTEE REPORTS. RILEY RIDGE PARK PLAYGROUND INSTALLATION. Commissioner s Boettcher , Carron and Scharfenberg provided update s from the playground installation project at Riley Ridge Park. THREE RIVERS PARK DISTRICT/HENNEPIN COUNTY BIKE PLAN. Todd Hoffman provided an update on the email received by staff looking for commissioner involvement. Rick Echternacht volunteered to serve on the planning committee. ADMINISTRATIVE PACKET. Todd Hoffman discussed the park dedication fees , picnic shelter evaluations and The Reach Reader. Commissioner Carron asked about bathroom cleanliness comments from the picnic shelter evaluations. Carron moved, Scharfenberg seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 9 to 0. The Park and Recreation Commission meeting was adjourned. Submitted by Todd Hoffman Park and Recreation Director Prepared by Nann Opheim CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING AUGUST 27, 2013 Chairman Kelly called the meeting to order at 7:30 p.m. MEMBERS PRESENT: Cole Kelly, Steve Scharfenberg, Elise Ryan, Brent Carron, Jim Boettcher, Rick Echternacht, Luke Thunberg, Jacob Stolar and Ryan Lynch STAFF PRESENT: Todd Hoffman, Park and Recreation Director; Jerry Ruegemer, Recreation Superintendent; and Mitch Johnson, Recreation Supervisor PUBLIC PRESENT: Jim Manders 6791 Chaparral Lane APPROVAL OF AGENDA: Kelly: Anybody have anything to add or delete? Scharfenberg: Yeah, I would request an update from staff on the Rice Marsh trail. Can we put that under old business? Kelly: Yep, we ’ll put it as number 2 under old business. Any other changes? Requests. Ryan: Can we get an update on what the decision was for that County bike plan. You had sent … Kelly: Oh okay I see. The Hennepin County Three Rivers. Yeah, we ’ll put that under, I think that ’d be new business. So we ’ll put that under L and move adjournment to M. Echternacht: Comments on the Lotus Lake. The trimming of the trees. Kelly: Okay, that will be number 3 under old business. Trees. Anything else to add? Okay. I think we ’ve got our agenda set. PUBLIC ANNOUNCEMENTS: None. VISITOR PRESENTATIONS. Kelly: Jim, you ’re going to make a presentation tonight? Jim Manders: Just here for the update on what I talked about last week. Kelly: Okay. Thank you. APPROVAL OF MINUTES: Kelly: Any changes to the Minutes for anyone? Park and Recreation Commission – August 27, 2013 2 Carron: On page 14. Middle of the page. Got me saying good evening. Doesn ’t make sense. I don ’t know what I said but. Maybe explanation. Good explanation. Might fit little bit better. That ’s all I have. Kelly: Okay. Is there a motion on the Minutes. Carron moved, Boettcher seconded to approve the summary Minutes of the Park and Recreation Commission meeting dated July 23, 2013 as presented and approve the verbatim Minutes of the Park and Recreation Commission meeting dated July 23, 2013 amended to change the comment by Carron on page 14 from Good evening to Good explanation. All voted in favor and the motion carried unanimously with a vote of 9 to 0. KERBER POND TREE TRIMMING. Kelly: Actually I think I ’m going to reverse the order here. I think we ’ll start with 3 and then do 2 and then go into 1. So 3 would be the Lotus Lake trimming of the trees. The tree removal. Hoffman: Kerber Pond. Kelly: Kerber Pond, that ’s it. Anybody have any comments to make? Echternacht: I went over there and took some pictures and I saw what Jim was referring about and my recommendation is that we do trim the bushes and the trees in front of the bench so that they can enjoy the scenery and I have those pictures if anybody would like to look at them on my phone. Kelly: Todd, has anyone from the City gone out and looked at it since the last meeting and what is the City ’s conclusion at this point? Hoffman: I look at it almost every day and my opinion is that the bench was never placed to be, to have a view of Kerber Pond. It was placed there because it seemed to be a nice place, when we met with the family, the individual that the bench is for lived in Saddlebrook. He enjoyed that trail so it ’s a view of the open space in Kerber Pond Park. It was never really intended to be a view of the large pond itself. My opinion is if you want to get a view of that pond you ’re going to have to do some significant tree cutting and in a place like Kerber Pond Park that ’s intended to be a park preserve and in a park preserve you wouldn ’t go in there and start cutting trees down so you can get a view that ’s going to grow back and get obstructed in the future anyway so that would be staff ’s position. Kelly: And what would the cost be to go in there and clear that area out, do you think? Hoffman: Well the cost would be staff time so you ’d spend a day or two down in there cutting trees down and removing them. Kelly: Okay. Any other comments or questions? Echternacht: Yeah I would agree you would have to continue to maintain it because it ’s going to continue to grow up. There ’s not any big trees in that area. They ’re off to the side but it ’s just the underbrush and the smaller seedlings that are coming up now but we, it would need to be maintained if we did do that. Kelly: Any other comments? Is there a motion on the floor anywhere? Citing no motion we will move on to item number 2. Park and Recreation Commission – August 27, 2013 3 UPDATE ON RICE MARSH LAKE TRAIL. Hoffman: Thank you Chair Kelly and members of the commission. We were talking about this project just before the meeting assembled. Barber Construction started last Thursday and by Friday they had hit the Eden Prairie border with their clearing and grubbing and they were looking for the contractor in the Eden Prairie side who hadn ’t reached the border yet so we were happy to get there first. We ’re very pleased with how they ’re progressing with the construction. Jerry Barber was hoping to be done in 30 days and I think he might meet that if the weather holds so they ’re cleared and grubbed all the way through to Eden Prairie and the trail stub that will go back to the neighborhood, the future neighborhood. They ’ve rocked about a third of the trail to date which is now, so Monday and Tuesday, we worked through Tuesday. We ’ll be meeting tomorrow with all city staff that are interested in the project. Our engineer, Water Resources Coordinator, the contractor and then representatives from Barber to go over any last minute questions because this thing is progressing at such a rate that I think they ’re going to be probably done with the rocking perhaps by the end of this week so very happy with the progress and we ’re talking with Eden Prairie and the council has also been talking about the project. Probably a ribbon cutting first of October at the Rice Marsh Lake. There ’s two parks. Rice Marsh Lake parks. One in Eden Prairie and one in Chanhassen. I think we ’ll be meeting at the Eden Prairie Rice Marsh Lake Park. Kelly: Thank you Todd. Any questions? Let ’s move on to the CIP. APPROVE RECOMMENDATION TO CITY COUNCIL, 2014-2018 PARK AND TRAIL ACQUISITION AND DEVELOPMENT CAPITAL IMPROVEMENT PROGRAM (CIP). Kelly: Todd you want to kind of walk the commission through the CIP and what you ’re proposing and then we ’ll. Hoffman: I will. Thanks Chair Kelly and members of the commission. We have a presentation tonight that we ’ll go through and the presentation covers all of the recommended projects for 2014 through 2018 and then at the conclusion of that presentation we ’ll talk about what ’s not in this recommendation so that we can make sure that we have that on the forefront of our mind as well. This is the recommended park and trail acquisition and development improvement program, our capital improvement program 2014 through 2018. A 5 year plan. So these are the projects that occur annually, each year. Picnic tables and benches. We have $10,000. We purchase new picnic tables as needed. Purchase park benches and then all of the benches that are in our memorial park bench program for resale are purchased out of this fund and then $1,000 for a memorial park bench is put back into this fund when those are purchased. Trees, it ’s a $15,000 annual dedicated purchase of trees for spring and fall tree planting. It funds special tree planting projects to do replacements due to vandalism and we ’ve accelerated it due to the, to protect against the future loss of our ash trees so this fund formerly was $10,000 per year. 2014 projects specifically. So next year we ’ll be patching and resurfacing 4 tennis courts at City Center Park and 1 tennis court at Lake Ann Park, and that ’s a $75,000 investment. That ’s the second round of tennis court resurfacing. The first round was 2 last year. Out at Bluff Creek Elementary and the Rec Center we need to replace a boiler and so that ’s in cooperation with the school district. Eastern Carver County Schools, District 112. This is a 24% total cost of the boiler. The Rec Center operates 24% of the school building, thus we pay 24% of major capital improvement purchases. Recreation Center entrance improvements and so if you ’ve been to the Rec Center you ’ve seen this concrete at the front which has heaved due to frost from water collection in that area of the front walk. This project has been accelerated so it ’s budgeted next year and it ’s underway as of yesterday so that concrete will be coming out. The scupper that dumps into this area will be draintiled into a sanitary or into a, excuse me a storm sewer inlet and then this concrete will be replaced and re-poured. We are paying 100% of our cost on our side in this case and the school district ’s paying 100% of their cost on their side. That ’s $17,000 for the concrete. This item 25 will be rounded out with 3 additional safety and security lights added to the front area. We get a lot of Park and Recreation Commission – August 27, 2013 4 complaints about there ’s not enough light at the Rec Center in the evenings, and those lights will be LED so they don ’t have to be wired to the major power source out at the recreation center and the Bluff Creek. There ’s a 110 outlet right in this vicinity. That ’s where those LED lights will be wired to and then they ’ll be on all evening long for security and safety. Scharfenberg: Todd if I could just interrupt for a second. I ’m glad that we ’re finally. Hoffman: Fixing that. Scharfenberg: Doing that particular project because that ’s been an eyesore for. Hoffman: A long time. Scharfenberg: For a long time so. Hoffman: And a safety concern. Scharfenberg: Yeah. Yeah. Hoffman: Absolutely, yeah. Aesthetics and safety all wrapped in one and that is the second addition so the Rec Center was built in 1995. That ’s the second addition of steps that have been put in there, and it ’s really a water problem. You have no much clay soil there that the water collects and then in the winter it freezes and you get that frost heaving up from those saturated soils. This project ’s been kicked around for a number of years and this is a boat access dock at South Lotus Lake Park and what this item would do would be to invest $10,000 each or there about ’s for aluminum docks for the boat access locations at Lake Ann and Lake Susan, and really that ’s an accessibility issue so we have lots of different folks with different abilities and ages that access our public facilities. Our public water accesses and when you don ’t have a dock to be able to have some type of mobility device get out onto the water and then enter a boat, you really restrict some of those uses for certain populations. Scharfenberg: Todd, can I just ask a question about that? Hoffman: Sure. Scharfenberg: Why, is there a real need for something like that at Lake Susan? And the only reason I ask that, it seems that the majority of the people that are on that lake come in, you know they ’re in there to fish or whatever and then they ’re right back out so what would be the purpose of putting a dock there at Lake Susan? Hoffman: Well these docks are specifically for the purpose of launching and loading into a boat. People and gear into a boat and so when you back your boat in and then you have you know able body or disabled folks, they need to access that watercraft. Very difficult to do if you ’re disabled without a dock and access dock and so this would be a common improvement at most every public water access in the state of Minnesota. We just don ’t have it, a dock at two of our public water accesses so if you launch then you have to kind of drag it back to shore and then people either have to wade part way in or jump in off the front so it ’s accessibility issue. Really since there is no other lake access we should be mandated to install those for accessibility. Talking about one of the last trail connections to the Arboretum so this would just simply to be to continue design and planning to complete the trail underneath Highway 41. That ’s the underpass shown in the photo. In the right hand quadrant is Lifetime Fitness and the left hand quadrant of that image is the brand new, or reasonably new Arboretum sign and so this trail would go, this box culvert would go underneath Highway 41 and then around the Arboretum sign and then the next Park and Recreation Commission – August 27, 2013 5 couple of slides, I ’ll show you the trail. So that ’s starting from the access to the Arboretum and heading back east towards Lifetime Fitness. Kelly: Todd can I interrupt you for a moment? Hoffman: Yep. Kelly: We ’re putting in a grant this year for that underpass, is that correct? Hoffman: We will be, yep. Kelly: Okay because we ’ve been turned down on a grant correct? Hoffman: Correct. Kelly: Now if we get turned down twice what happens? Hoffman: We either find another funding source or continue to look for alternative grant proposals. This is an ISTEA grant. Federally funded transportation and these are the big dollar ones so this is the same kind of grant that funded the Highway 41 trail and underpass. We ’re talking in the million dollar range so that ’s the kind of grant that we need. And with all the different connections and all the different partners this ranked very high so we ’re confident it will rank high again or hopefully rank high enough to get funded so. Kelly: Okay. Ryan: And so does life, sorry. Kelly: Go ahead. Ryan: So does Lifetime and the Arboretum offer letters of support or? Hoffman: They do. Ryan: Is that their involvement? Hoffman: And that ’s very important. Lifetime Fitness offered up free access to their property. No easements required and no cost to the City or the project so that ’s great. The Arboretum same thing. The trail ’s going to go onto their property. They ’re saying you can do that at no cost and you know if you were working on a property where you had to pay for those easements, that would be a significant dollar amount so those are really valuable in kind contributions to the project. Kelly: So Todd for some reason we didn ’t get the grant, we ’re not going to follow through with the design at that point we ’d push it back until we found a funding source? Hoffman: Correct. Kelly: Okay, thank you. Hoffman: And some of these dollars will be invested in that grant application. That grant proposal. Any other planning. We have this much planning done so I think we ’re you know in pretty good sh ape as far Park and Recreation Commission – August 27, 2013 6 as the design goes but if there ’s additional planning or graphics or grant application work that will be paid for out of that allotment. That ’s getting us all the way back to the, you can see the building, Lifetime Fitness in the right hand corner on the top slide. And then the bottom slide is all the way back to Century Boulevard so it goes all the way back to where the daycare and the bank and the Subway are. Here ’s another project that ’s been around for a number of years but has not been funded. It ’s the Roundhouse Park playground phase II so it ’s $25,000 to add a 2 through 5 aged playground so the container is already sized for that and we purchase it and then probably install it through the playground provider or through our staff and then the parents now have an option when they bring a child aged 2 to 5 down to the playground, they don ’t have to play on the older equipment. This is more age appropriate. Sugarbush Park same thing. Phase II for 2 to 5 and if you studied the Consumer Product Safety Commission recommendations, their recommendation is that you have age appropriate playground both for the younger age and the older age and that they ’re separated so parents and users can make a differentiation between those two. And again at Sugarbush Park the container is sized for a phase II playground so Phase I is there which is a 5 through 12 and this would be an additional of the second phase for ages 2 through 5. Right here on City Center Park, $45,000 for the installation of a permanent, or four permanent poles and then a seasonally installed band shell fabric. That ’s a depiction of what it would look like or closely look like so that ’s on the plaza to offer up shade for performers. To add some color to the park. Improve sound quality for the performances. Draw attention to the fact that this is a performance amphitheater and then add some architecture and a sense of place to that amphitheater during the season so this would be taken down during the winter. Installed in the spring and this company that works on these recently, if you ’ve been to the zoo recently, they just did a really large installation of this product at the zoo. Minnesota Zoo. Scharfenberg: Todd when you say it would come down in the fall, is that including the poles or, poles would stay? Just the fabric. Hoffman: Yep. So it ’s the four permanent poles would be there year round and the fabric comes down. And it ’d be down already this time of year. It would already be removed. 2015, Bluff Creek Drive gap trail and so this project was in 2014 and got pushed to 2015. City Manager has requested that not only do we take a look at just the trail but he would want to combine that with a road project which would be a master street and stormwater project so there would be surface improvements to the road. Intersection improvements and then there ’s a significant stormwater problem as you start going down the hill. This image shows the terminus to the trail as you leave highway, or Pioneer Trail and Highway 212 and head south and then the trail just stops. So that section was put in with a state project when Highway 212 was built and the re-route for Bluff Creek Drive and it stops there. So the park fund would fund $500,000 and that would be for walls associated with the trail and then the trail itself and then streets. We would need to put the money in for street improvements, surface improvements, intersection improvements, turn lanes and then stormwater funding. Any questions on Bluff Creek? Kelly: Todd is there any chance with the street project, and we ’d only do that with a street project correct? Hoffman: Correct. Kelly: Any chance the prices might go down a little bit from the $500,000? Hoffman: Or up. Kelly: Or up, so that ’s a good mean? Hoffman: (Yes). Park and Recreation Commission – August 27, 2013 7 Kelly: Okay, thank you. Hoffman: Camden Ridge trail and so Lennar Homes is developing, it ’s the area, it ’s labeled there Camden Ridge so that ’s a new housing development and they ’ll build really the second to last segment of trail coming down Bluff Creek. There will be a section that needs to go under Highway 212 down at the bridge. It goes right underneath and then there ’s a final piece of private property down at the bottom where it will be connected. So what we do here is the developer is grading, they ’re mass grading. They ’re grading lots. They ’re building roads and they build the trail also and then we pay them back for the materials. Bituminous base. The aggregate. Bitumin o us trail, aggregate base and then the stormwater structures. So it ’s not fair to say you just build it all simply because you happened to put your houses on top of where a comprehensive trail plan is but it is fair to say you know what, you ’re out there doing the grading and the site work, why don ’t you go ahead and install that as a part of your planning. We ’ll pay you for the materials. We ’ve done that for 25 years in the City and that ’s really one of the best methods by which we ’ve built our comprehensive trail plan. And it ’s a benefit to their houses because it sells, those connections sell to their houses for their residents. Carron: Is the underpass already in place? Hoffman: The bridge is already in place, yep. Carron: So it ’s a bridge? Hoffman: Yep, it ’s a bridge so it ’s one of those spider bridges. The big, right there by the barn that has all the banners always hung on it. It ’s right there so the bridge is in place. We do not have a Limited Use Permit yet from the State of Minnesota to operate a public trail under there and we don ’t have a destination on the south to get to Pioneer Trail. That ’s still private property so. Scharfenberg: So Todd what has to happen for us to complete that trail to get it, I mean do we, you get an easement from the property owner or you wait for that property owner to sell? Hoffman: We could, I ’ve asked him about considering an easement. I think he ’s kind of upset with the development process and so I don ’t think he ’s in the mood to hand over an easement or sell an easement but at some point that triangle will develop and when it develops or subdivides then the City has the ability to go in there and acquire that last section of trail. So I think we ’re in a waiting game. The owner is Bruce Jeurissen. At least one of the owners. There ’s 3 owners on the south side but if you go down there, the individual that owns the gravel road is Bruce Jeurissen. He ’s developing Camden Ridge and people are going to walk on his road. They ’re going to find that path. They ’re going to walk on that road. I ’ve expressed that to him. I said that ’s really up to you then Bruce if you don ’t want to grant an easement to allow access then you know you ’re going to have to deal with the trespassers. Either post it No Trespassing or gate it off or close it off. This is a new project so it ’s something you ’re not going to recognize. It ’s the County Road 61 pedestrian trail improvements and it ’s a City contribution so that ’s a County road project down on old Highway 212 and it ’s a second component to the bridge crossing so the 101 bridge crossing is the first component. This is the second component with the traffic circles or roundabouts and what, there ’s approximately $600,000 in trail improvements going in there with the underpass. You can see the box underpass right at the large roundabout. So there ’s a trail underpass in red there. So if you go to the left or the west of the roundabout, that ’s where the trail will come underneath and then it will go all the way along the north side of County Road 61 and so the City ’s contribution for that project would be $150,000 and those would be park dedication funds in 2015. Park and Recreation Commission – August 27, 2013 8 Echternacht: Todd is that, on the north side, is that going west then to 101? Where the road goes up the hill now. Hoffman: Yep, it ’s going west towards 101 and then continues from 101 over to Bluff Creek Drive and then it stops. Echternacht: Okay. Hoffman: And then I think it was previous slide, the Bluff Creek slide. Well couple more back. The Bluff Creek, yeah that project. This project would continue down and make the final connection. And then that will continue east in Eden Prairie so there ’s a Hennepin County project in tandem so this is the Carver County section of County Road 61 and then Hennepin County will be doing their piece as well. Constructing the road. Bringing it up so it doesn ’t flood. You have a new bridge that ’s not going to flood so why flood County Road 61 so they ’re going to be bringing that up so that doesn ’t flood when the water comes up, and then they ’ll be putting their trail on the north side all the way into Eden Prairie. So this will be another east/west connector down at the base of the river where you could drop off the LRT. Get onto County Road 61 and then bike all the way into Eden Prairie or turn around and head towards Chaska. Kelly: Todd the $500,000, does that take it down from where it ends on Bluff Creek currently to the LRT or all the way to 61? Hoffman: All the way to and the reason that price jumped was because of that wall that ’s going to be needed between the LRT and this terminus. Kelly: Okay. Hoffman: If you drive it, you drive Bluff Creek trail, there ’s a Lincoln Log type concrete structure. It ’s only about 8 feet off the road right now. That ’s all going to have to come out and be replaced with a new wall to support the earth while this trail is built on the downward side of it. Kelly: So these two projects will then hook up to each other. Hoffman: (Yes). Kelly: Thank you. Scharfenberg: Todd when you, just for clarification purposes. When you said Hennepin County would be building the trail going east, how far will that go? All the way to County Road 4? Hoffman: I think it ’s going all the way, well I can ’t way where the terminus. Is County Road 4 Pioneer Trail? Scharfenberg: County Road 4 is right by the Lion ’s Tap. Hoffman: Yeah, it ’s going there and may go beyond. I don ’t know what the terminus is. Scharfenberg: Okay. Hoffman: It may go all the way up the hill. I ’ll find out and I ’ll send you, I ’ll send you a plan. I saw that plan today. I know it will get you to Lion ’s Tap for sure. It may go all the way up the hill. Park and Recreation Commission – August 27, 2013 9 Kelly: That ’s important. Hoffman: That ’d be nice to bike to the Lion ’s Tap wouldn ’t it? Okay, 2016. We really start to wind down. Just a couple of projects. So we ’re estimating that that lot, that final lot on this property will eventually sell and then we ’re on the hook to pay for those trail improvements. So this is out at Century Drive and this is the last piece of the Chanhassen Nature Preserve trail. The adjoining parcel is the, called Mamac Systems so that ’s, this actually shows the piece that is in place. There ’s the pond on the corner of 96 th and Century. That ’s the pond in the corner. Mamac is right there where the writing is and then this is going to be the last piece going around the north side. And it ’s part of a development contract so when Steiner Development developed all that. Every time a developer comes in we enter into a DC or a Development Contract and that specifies certain things that they ’re going to do as a part of our agreement with them and as a part of this DC we said that, when that lot develops you ’re going to finish that trail so it ’s the same type of arrangement when you start grading. There ’s no reason for us to go in, if we go in there and place a trail before the lot is graded it will probably get torn out and you really don ’t like to do that if you can avoid that so we just simply say when that lot is developed then you finish the trail section and Chan Nature Preserve is a very nice trail. It goes all the way around that 100 acres of wetland and woods so this will be the final piece. Kelly: So Todd if that piece of property doesn ’t sell, this could be pushed back a few years depending upon. Hoffman: Yep. Kelly: Thank you. Hoffman: And it could be brought forward. You know somebody could call tomorrow and say hey, they bought that lot and they ’re going to build on it. These are dedicated project funds so this is an item you can ’t pull out or, it ’s just going to be there until it happens. The amount you know probably will be less than that but the amount will be, is an estimate. 2016 also some, start some planning and design work for that future expansion at Bandimere so we have that, we have a plan in place but we want to expand upon that. Start to identify some true costs of what this project will actually take and then adding ballfield lights to the existing fields. There ’s just a lot of discussion. I know the commission was talking about it at your last meeting. How much money it will take and how will it be paid for? That area of the city is definitely interested in that project and so you know as even when we were out building that playground in Riley Ridge Park people are, you know we know we ’re not going to have a hockey rink but we understand there ’s going to be one in the future down at Bandimere or we know there ’s not a tennis court really south of 5 other than the Rec Center so we know a tennis court is coming so people are picking up on that and so there ’s going to be some demand for those facilities in the future. I think that ’s it. And then briefly just to go over the items that are not in the CIP. The construction of the trail to the Arboretum is not fully funded. The Lake Ann trail loop, going all the way around Lake Ann Park which is on our comp plan is not fully funded. Bandimere Community Park expansion. We just mentioned that. The Highway 7 trail connection to Lake Minnetonka Regional Trail. This is something that the people in Minnewashta Parkway neighborhood were asking for when we were out at National Night Out so we visited with people living in the neighborhoods west of Roundhouse Park. What do you want in parks and trails and they wanted the tennis court at Roundhouse Park and they wanted a connection to the LRT trail and they don ’t have that connection. The Highway 5 connection will happen with Victoria ’s grant. They received a grant for a trail so they ’ll be connecting over to the Arboretum property and onto the LRT and then this route, this Highway 7 trail would be the connection from the north side of Minnewashta Parkway out to the underpass on the LRT. Park and Recreation Commission – August 27, 2013 10 Scharfenberg: And Todd you had suggested, when you and I had talked about this that maybe perhaps a meeting with Victoria would be appropriate to talk to them about that. Hoffman: Yep, and we ’ve made that offer and they ’ve accepted. We ’re just going to coordinate a time and a date when the commissions can get together, or at least some portion of this commission and some portion of their commission to take a look at that. The Roundhouse Park tennis court, just mentioned that. That ’s not funded. Future Phase I park development for the West Water Treatment Plant , which will, is proposed to be called Manchester Park. It ’s at the end of Manchester Road. And then keeping these projects in mind, it ’s important to retain a healthy reserve in the park dedication fund so as you ’re talking about what you ’re going to spend in the next 5 years, we ’ve always talked about it ’s important, we ’d like to at least keep a million dollars in there so if one of these projects, you know the opportunity arises to do it, that we want to be in the position to finance it. With that I ’ll be happy to answer any questions or continue the discussion with the commission and your task tonight is to make a recommendation to the City Council concerning the 2014 to 2018 proposed park and trail CIP. Kelly: I ’ve got some questions and I ’m going to direct them first at Jerry. I want to talk a little bit about lights at Lake Susan, which we don ’t have on the CIP at this point and if we did it would be for $150,000 is my understanding. Jerry as far as timeframe if we had 2 games a night, you know how would that work? Would we have to start the games you have now earlier and then have later games and how late, you know is it feasible to have lights on at the park without people across the street having issues? Ruegemer: Well one thing nice with Lake Susan Park is that we don ’t have a lot of residential in the immediately area. Certainly across the lake there may be some spill over light but I think we certainly can design lights to shine downward more so than, so we lessen that a little bit. As far as you know kind of the rule of thumb is we try to be done by 10:00 at night at the parks with those lights so 2 games a night would be very feasible. Kelly: And what kind of extra maintenance are we looking at for having 2 games a night? Ruegemer: Really no extra maintenance for that initially but you know ballfields are a little bit easier for foot traffic with 3 outfielders and the turf, natural turf areas with that. If it ’s kind of a non-wet situation, there really shouldn ’t be any turf damage to that. We do have a resting, a field resting schedule on soccer fields that we certainly could take a look at extending that into a baseball situation as well but really we haven ’t had any problems with our ballfields currently at Lake Ann that were having double headers on. We did, you know we do some establish, re-establish some turf now and again but for the most part the fields are fully functional 100% of the time. Kelly: Okay. Now right now we ’ve got what, 2 small seating areas for people to come and watch games. I don ’t know if that needs to change or not but is that enough for what ’s going on there and if we have double headers should we have more seating or what are your thoughts on that? Ruegemer: You know I think currently what we have, I mean a lot of people obviously if fans are coming down to watch games, certainly they sit in the bleachers that are available. A lot of people bring a bag of chairs and that sort of thing as well with that. I mean that ’s a fairly minor expense if we would like to expand the bleachers at Lake Susan. That certainly can be up for consideration for future CIP ’s so I don ’t look at that as a real big expense. Kelly: Okay, when you say minor are we talking $10,000? $20,000? Ruegemer: I don ’t even think it ’d be that much. Park and Recreation Commission – August 27, 2013 11 Kelly: You don ’t think so? Okay. Hoffman: For sets of bleachers? Kelly: Right. Hoffman: Yeah …depending on how large they are. Kelly: I ’m sorry, I didn ’t hear you. Hoffman: $10,000 to $15,000 depending on how large they are, yeah. Kelly: Okay. So overall the continued expense of having lights there, obviously we ’ve got the electricity concerns, and I don ’t know how expensive that would get. It seems to me the maintenance wouldn ’t be that much greater overall, from what you just said. So I ’m just kind of curious, I guess our expenses would be electricity then really are continuing expenses and do you have an idea of per field what that is from Lake Ann or don ’t you have it broken down that way? Ruegemer: I don ’t have it broken down. You know the overall budget for utilities at Lake Ann is about that $8,000 or $9,000 range per year but that also includes electricity for the shelters during the winter time and that sort of thing so. Kelly: Right. Hoffman: …per field. Ruegemer: Yeah, I would think so. Kelly: About $1,000. Ruegemer: We certainly try to keep on top of the lighting situation too of having people turn them off when they ’re done and that sort of thing here too so. Kelly: So if we added 2 games a night, is there enough demand out there to have it and, well I ’ll let you answer that before I go to my next question. Ruegemer: Well youth sports today seem like the number of games keep increasing annually for that so, obviously with the CAA programs, the numbers keep growing you know single or double digit percentages on an annual basis. We also have Tonka Baseball. Minnetonka Baseball playing down in that field as well so I ’m pretty confident that we can fill that field with a set of lights. Kelly: So that would be, we ’d be filling it more with new demand and not moving people around from Lake Ann to Lake Susan type of thing? Ruegemer: Well I think it ’s kind of all of the above Cole with that too. It certainly is, I think the number of games would increase with existing organizations that are using that facility so that gives them more flexibility within their programs as well. Kelly: So if we lit Lake Susan, would we be lighting it 3 nights a week? 4 nights a week? 5 nights a week? What would you, or would that continue to grow as time went on? Park and Recreation Commission – August 27, 2013 12 Ruegemer: Yeah I would think a minimum of at least probably 4 to 5 per week. Stolar: If we do the lights, would we do the extra seating too at the same time or would we wait to see if we needed that extra seating or what would we do with that? Ruegemer: I think we certainly could gauge I guess the demand or the need for that. I wouldn ’t say that would be necessary to do it at the same time. We certainly could gain feedback from users out there if it ’s needed then we certainly can budget for that expense. Kelly: Todd and Jerry and I had a discussion about Lake Susan last week and I think Todd kind of had a grand vision that you ’re going to make it a big stadium which, you know if you ’re going to go that route we ’re not going to have the money to do that and Jerry thought that we should just put in the lights and see what happens and see how it grows and what, you know what needs do we have you know for dugouts and other needs at that point but then we also discussed that Jerry should probably bring in all the different groups that are using the fields this winter and have a discussion about you know what are the real needs. What are these groups interested in and what groups are interested in putting in money besides the CAA if any so I think that ’s kind of in the plan to look at right now isn ’t it Jerry? Ruegemer: Yes it is. Scharfenberg: Well again I ’ll just throw in my two cents worth again. I ’m still not convinced that lighting Lake Susan is, the be all end all of you know increasing size. If you ’re going to do that I still think you ’re better off lighting Bandimere, and those 3 fields at Bandimere to increase size for baseball and softball so I ’m not necessarily an opponent of, a proponent of throwing that $150,000 into the CIP. I would certainly recommend potentially talking to other groups. You know that field , if you want to make it into a softball, I mean make it into a regular baseball facility, needs some work. You know you would need to put in dugouts. I think the safety issues around that particular area alone need to be addressed. There ’s probably some cosmetic issues with respect to the diamond itself that could use some work, and I know the Diamond Club, or whatever they ’re called, I know they ’ve been out and have done some work on that field alone but I ’m not necessarily in agreement that $150,000 is going to do a whole lot or add a whole lot to those, and I think those other groups have other facilities available to them that they can use as well for games. Kelly: Any other questions or comments? Thunberg: I agree that if Bandimere is an option sooner, the idea of just you know, if that was the option to pick one. Light one field or spend the extra money and light a bulk of fields, I would, I agree with that logic. However I think in previous discussions we talked about the Bandimere expansion is 5 plus years out and with the growth of the CAA and the numbers that we heard, and I don ’t want to be misquoted so I ’m not going to throw them out there but the youth athletics are growing at a pretty large number and if that ’s a 5 plus year out, we may be behind the 8 ball if we don ’t. If this is an option now to light one field, I think it is a good option and worth looking into and having those, the idea of having those groups in and speaking to what would be the top needs I think is a great idea. Five plus years from now if we continue to see that kind of growth we may be in a position where we are lighting both of the parks anyway so if this is an option now I think it ’s, my vote would be to continue to look into it. Kelly: Other comments. Ryan: I thought that we were able to light Bandimere now. That the conversation was that did we want to wait until you can light the expansion fields as well. That once the construction is done you ’d be able to tap into the electricity and do lights on the 3 fields now. It ’s not necessarily a 5 year out project Park and Recreation Commission – August 27, 2013 13 correct? Hoffman: Sure, you could light, you can take, you ’re talking about $150,000 investment at Lake Susan. You can take that money and take it to Bandimere and you could light a single field there as well. That would, part of the conversation this winter with the groups is, you know what ’s their priority? What facility do they think, if they ’re going to start putting money into it, what facility do they think? Kelly: I also think part of the discussion is, is if we ’re going to light Bandimere it would be cheaper to light 3 ballfields at one time than to go in and piecemeal it. And if you ’re piecemealing it, does it really matter where you ’re piecemealing it at? Hoffman: That ’s what we ran into at Lake Ann. We started, we lit one and then two and then we were going to do more and then …Park Board and the Council said let ’s just do the last … Ryan: So you could, obviously it would be more money but you could light Bandimere today if we wanted to instead of doing $150,000 y ou wanted to do 2 i f it increases the availability and access for softball and baseball, I think that ’s important to consider versus just baseball for Lake Susan. And then additionally, in a separate conversation it ’s my understanding that the CAA is not where they said initially where they are with the fundraising so you know it ’s a lot of projection versus you know they have the money and they have the commitment. They ’re not 100% on the numbers nor are they sure exactly how they ’re going to raise it. They might charge an additional fee so I know they said that they would contribute but you know that money is not there so that is a concern of mine. And then when you look at the addition of the $150,000 that we have for the County Road 61 that just came onto our, you know the park dedication, I think we should be wary of that $150,000 for Lake Susan. Kelly: Other comments? Carron: I guess I ’m for lights. I don ’t know what park. My biggest concern is Lake Susan I wouldn ’t necessarily think it ’d be a double header with the same two teams. I ’m thinking four different teams, is that what you imagined? Ruegemer: It certainly could be with that. There ’s back to back ’s as well sometimes. Carron: Sometimes it goes over. I mean you never know with weather and that sort of thing but I think if you get 4 teams with vehicles in there, that parking lot ’s not going to maintain. You ’re going to have traffic congestion. Ruegemer: A lot of times in the spring too, the high school baseball programs are playing there. Then the community comes afterwards so a lot of times the high school games are going til 6:00-6:30. The community groups come after that so they ’re kind of going into that darkness in you know May. Sometimes too, so it could be two different user groups with that as well so. Carron: Yeah, if you could space them out but there ’s not enough time in the day, just like you mentioned so I guess, I guess that was my thinking there just as far as the parking and getting in and out. The more we keep talking about this I think, we do need lights. It ’s going to happen and is Bandimere going to be the one we want to go with here sooner or later or do we want to put it in, want to put it in. Oh, just blanking on the park ’s name. Ruegemer: Susan. Park and Recreation Commission – August 27, 2013 14 Carron: Lake Susan, sorry. But I think Bandimere ’s more set up for it as far as infrastructure of what we ’re doing and one more comment since I ’m talking now. I think, I know we ’re talking 5 years out and it ’s been mentioned for Bandimere but you always kind of want to do a little planning within reason of the time but I really would like to see the expansion of Bandimere moved up in the CIP because I think again we just sunk a half a million dollars into that house and that land. The State took care of the other land and it ’s kind of an investment there that we ’re just sitting on until we can get going with something. Now I know there ’s a huge funding issue there, a funding gap. We ’ve talked about referendums but I think $25,000, if we can move that up in the CIP to get the planning going on it, that might not be a bad idea. Scharfenberg: So Brent are you looking at maybe just moving it up a year to like 2015? Carron: Yeah. Scharfenberg: Okay. Carron: Yep. Scharfenberg: Yeah, I think that that ’s a good idea. Todd what, do you have available what the, if we were to build a tennis court at Roundhouse, what is the cost of that? Hoffman: Double tennis court? Scharfenberg: Or double or single. I mean what, would we put in a double there or just a single? Hoffman: Yeah, we think we ’d want to put in a double. I ’ll have to take a look in my notes upstairs to give you an accurate … Scharfenberg: But I mean over $100,000 or less than? Hoffman: It ’s close. $80,000 probably for a couple tennis courts. Scharfenberg: Okay. Hoffman: Depending on the … Scharfenberg: You know we haven ’t built one, we haven ’t built tennis courts in a really long time and their use, I think Todd has spoken to it several times. The amount of people that are playing and using them has gone down but you know again I just as a commission we need to listen to the people that are, the constituents and people that live in Chanhassen and this particular community has expressed an interest for several years to have this, have that particular thing built for them. That ’s what they want to see and you know we built, you know we went out to Herman Park and they wanted to add you know that slab for a basketball court and we did that and not a lot of people express a lot of interest about things that they really want and this particular group has had it. Not that they ’ve been here and talked to us about it but obviously they ’ve expressed the interest to staff so I would like to see or propose that we put that in, you know we don ’t have anything listed, anything in the CIP for 2017 or 2018 except for picnic benches and picnic tables and trees so I would like to see that item added in for one of those two years. Kelly: I ’d have a tough time with that as tennis use is going down. Why are we building tennis courts? Especially if we ’re feeling that we can ’t add lights where use is going up, I can ’t see why we ’d be adding something where use is going down, at this point. Park and Recreation Commission – August 27, 2013 15 Scharfenberg: Well the only reason I say that is again because you ’ve had people expressed an interest for something like that and just because they ’re not here, like the CAA is, you know expressing that interest, you can also do other things with tennis courts. You could put up a basketball ball hoop. Is there a basketball? Hoffman: At Roundhouse Park that ’s what ’s …there ’s a pad graded for the double tennis court and then there ’s a basketball, a 50 by 50 basketball there now. Scharfenberg: Oh there is there now, okay. I didn ’t think that there was, okay. Hoffman: …and what the neighbors said, we met there in a cul-de-sac just behind the park is that during the summer they ’re just looking for things that their kids can bike to and tennis was mentioned as one of the things … Thunberg: I think we talked about this in one of the earlier meetings but just for my own benefit, do we, I thought something was said earlier on that from tennis courts we ’ve tried to limit the amount that we ’ve done just because of the maintenance is so high or if it ’s, can you refresh my memory? Hoffman: Sure. The Chanhassen park system used to have, the Chanhassen park plan had a tennis court i n every park in the city so every small park that you had, every neighborhood park had a tennis court because they were designed in the 70 ’s when tennis courts were a big deal. So one of the first things we did in the 80 ’s was to eliminate those off of the park master plans and so we said you know we ’ve got to get these tennis courts, we can ’t have this many tennis courts. You still have to have tennis courts but you can drive or go to a regional park facility. And so the ones that are still on the master plans, the neighborhood west of Lake Minnewashta is completely isolated and so when you ’re out there talking to them, that ’s their first feeling is that they ’re isolated from the community. They appreciate the trail on Minnewashta Parkway. They appreciate Roundhouse Park but you know their kids aren ’t going to bike across Highway 7 to get to a tennis court and so that ’s what they ’re saying is, this is a more regional facility. It serve this whole neighborhood and to still have a tennis court in that plan makes sense. North Lotus Lake Park is another one where there ’s a tennis court there because it ’s a park, a large neighborhood park very similar to Roundhouse where it ’s isolated. It ’s up in the north corner and so Bandimere Park still have a tennis court plan and Roundhouse has a tennis court plan. That ’s it for tennis courts in the city. And then you have the ones at City Center Park, South Lotus, some at Meadow Green. One at Lake Ann so there ’s a few scattered around and so that ’s the overall master plan for tennis courts. There ’s been a lot, probably a dozen taken out. Ryan: I have two other concerns in terms of the plan here for 2014 is the playground phase II for both Roundhouse and Sugarbush. When you met at Roundhouse did they ask, specifically ask for the younger? Hoffman: Not as a part of that. It wasn ’t a part of the conversation of that. You know we were out there for 15 minutes. Ryan: Okay. Hoffman: It didn ’t come up that evening. Ryan: Okay. Just because, and this is in my wheelhouse with young children, you know $25,000 for young, for the young playgrounds, you don ’t typically have 2 year olds playing on playgrounds and they ’re designed for 2 to 5 year olds. The parents are holding them anyways and then once they get to the Park and Recreation Commission – August 27, 2013 16 3 and 4, they typically go and use the larger kids playgrounds and you know the little kids that you ’re designing this equipment for, like teeter totters, those little rocker animal things that they can do independently but you know I go to Lake Ann quite a bit and a number of the other parks that have you know in various cities that have the 2 to 5 year old equipment and the adult, or the older kids equipment and all the kids are on the older kid equipment so I know young parents and families like to have something that a 2 year old or a 3 year old could use, but I don ’t think that it ’s worth an investment of $25,000. I think that there are little kid equipment, like I said teeter totters or rocking horses that could accommodate the young children while the 3, 4, 5 play on the big kid equipment so I don ’t know if it ’s something that you could look into. The price of you know some smaller equipment for the little kids but I think you can, we could cut back the $25,000 fairly considerably. Kelly: So I think what you ’re hearing, what I ’m hearing from you Elise is that with the use that probably we would not get we could put less things there but certain items for younger children? Ryan: Yes. Kelly: And Todd, could we do something like that for like $10,000? Hoffman: Sure. What ’s going to happen is it ’s going to be pretty small and some parents are going to say well why did you even bother with the 10 grand so you want to be careful of that as well. Kelly: Okay. Hoffman: You can buy, $5,000, $10,000, $15,000, $20,000. It ’s just the impact. You know as long as you ’re there doing something. These areas are fairly large so there ’s an area as big as where we ’re sitting and so for $25,000 you either fill it or you put something for $10,000 off to the corner. And so we just want to make sure, these spots have been empty a long time so nobody. Ryan: Well a use might be you know picnic benches, a shelter for families that go to the parks. It ’s really hot in the summer. People always meet there for lunch. Have snacks. To have some sort of a shelter or you know something along those lines I think would be better served versus equipment that really gets under used. Hoffman: Yeah, you could pay it for a shelter for the $25,000. Ryan: Right. Scharfenberg: And it ’s just not Roundhouse and Sugarbush that have these potential additions. I know. Hoffman: Power Hill Park. Scharfenberg: Power Hill Park is another one and I don ’t know, I ’m drawing a blank on any others but I know Power Hill was as well. Hoffman: There might be one at Sunset Ridge. Scharfenberg: I don ’t think at Sunset. They ’ve got some little stuff there already. Ryan: So maybe it ’s a shelter. Maybe it ’s. Kelly: Now isn ’t the mayor putting shelters into a lot of these parks? Park and Recreation Commission – August 27, 2013 17 Hoffman: He ’s discussed it but it hasn ’t, the council hasn ’t talked about the CIP yet so I don ’t know if that will come up or not. Kelly: Okay so that, because they were going to use an alternate fund to do that was my understanding. Hoffman: Well it was just a conversation that the mayor had but there ’s been nothing forwarded yet. Kelly: Okay. Scharfenberg: And do either of those two parks, either Roundhouse or Sugarbush have any sort of gazebo or shelter? Hoffman: Roundhouse has the round house but it ’s not open to the public without reservation and Sugarbush does not. Scharfenberg: Okay. Thunberg: Just to chime in. So we have a 2 year old and from personal experience, he ’s loved both so yes, he does try and run to the big kid playground as well but has enjoyed the smaller kid equipment, and just probably a half a dozen times that we ’ve been to the park where he ’s gone to, or one of the parks with the smaller equipment, there has been families with children every time we ’ve been there using it so that might be an oddball occurrence but one or two families each time that we ’ve been there using it have also been using it so. Hoffman: The most noticeable one in Chan is at Lake Susan so there ’s a 2 to 5 over to the side and then the big one. Kelly: Any further discussion on that? Elise were you thinking taking them out or replacing them with. Ryan: Well I think that if it hasn ’t been brought up that you know kids are getting hurt on the bigger equipment or they ’re in need of it. You know if it hasn ’t been brought to our attention and people are enjoying what they have, I ’d rather see that money go towards shelter like you know at the request of the mayor or you know picnic benches and smaller equipment to reduce the $25,000 for other expenditures we may have. Kelly: So would you be in favor of pulling the money out at this point and then seeing what the City Council does this year for shelters? Ryan: I would. Kelly: Okay. Scharfenberg: Well just to go back to the shelter issue. I mean it doesn ’t sound, I mean from Todd said that they ’re really going to do, necessarily do anything. I mean if you want to put a shelter in, let ’s just put it in the CIP. Kelly: Well I don ’t think we know if they are or they aren ’t is what the answer I got. Park and Recreation Commission – August 27, 2013 18 Scharfenberg: Well but I ’m just saying, if we think that that ’s an issue that we want to put them in, I mean we can certainly put it out a couple of years if the mayor says hey, we ’re going to build shelters at several of the parks then next year you guys take it out and it ’s out of there. Kelly: Okay, other items of discussion? I don ’t know if we have to go anywhere with the picnic tables, park benches and trees have been the same for a long time. Anybody have any comments or thoughts or changes on those they want to make? I don ’t see any reason to make any changes there. Camden Ridge trail has already been voted on by the City Council. That ’s a done deal. Boat, Lake Ann boat access dock and Lake Susan boat access. You know what ’s the general feeling? Todd ’s made a pretty good case that yeah, it ’d be nice for people to have a landing spot and is there a dock on Lake Lotus right now? Hoffman: Yeah, the image that was up there is the dock. Lynch: I think for sure we should get a dock in there because I know from experience you walk down in the water and it ’s real slippery. I mean it ’s pretty dangerous to get in and out of the boat without a dock so. I mean the one on Lake Lotus is nice you know. It ’s just so much easier to get in and out of the boat without having to get into the water and it brings up a whole another issue if you don ’t have a dock there. Kelly: Okay, other comments? Carron: I think it ’s important for a boat landing to have a dock. Kelly: Okay. Moving on, let ’s see we kind of talked about the pedestrian trail, I guess design and planning. Any other comments on that? And the only other thing we haven ’t discussed is the City Center Park bandshell for $45,000 for 2014. Any thoughts, questions? Ryan: Could, in the design of the poles, can they be allowed for signage for other events like to hang for Feb Fest or will there be multi-use other than just for coverage in the summertime? Hoffman: We can certainly do that. The view ’s going to be a little bit obstructed but you could hang a banner on the back two poles. Carron: What ’s the life expectancy of the fabric? Hoffman: Number of years. I don ’t know, it ’s tough stuff. 10-15 years. The same style that ’s popular at pools, zoos, yep. It ’s being widely used and it ’s come a long ways. Scharfenberg: Todd could I just ask a question with respect to 2017-2018. Any particular reason that any of these projects weren ’t spread out or any other projects added in in 2017-2018? Hoffman: The 5 year CIP is focused on 5 years of financing but really the next year is always the most important and what happens with the commission and the council is that it ’s constantly changing that front year and then kind of pushing things out. You can use it as a place holder. You know you could start, Bandimere Park has been brought up as a future priority. You could start to put dollars out there and so, dollars are going to come back into there. Some of those projects that are in that last paragraph are going to start to come forward and if something gets a grant or you know there ’s a meeting where a bunch of neighborhoods get together and come in and start talking about one of these projects, things are going to get pushed forward and they ’re going to come into there so really no reason, specific reason. Scharfenberg: Okay. Park and Recreation Commission – August 27, 2013 19 Hoffman: Traditionally a lot of things out in those years don ’t remain there over time. Kelly: Well my thoughts would be, unless anybody has any other questions, would be to keep everything the way we have it for the picnic tables, trees, the Lake Ann and Lake Susan boat accesses and the pedestrian trail to the Arboretum design and planning knowing that if we get the grant that goes ahead. If we don ’t it goes away. My view would be that we move the Roundhouse Park and Sugarbush Park to 2016 and make that a shelter. That we remain with the City Center Park bandshell and be able to add signage somehow if that ’s feasible. And then we ’ve got the Bandimere Community Park expansion in 2016. Brent would like it seen moved to 2015, which again that, we could move that around. I don ’t see a big deal with that either way. And then the $150,000 for the County Road 61 trail improvements and the Bluff Creek Drive trail improvements. Those timeframes are kind of dictated to us so we really don ’t have any say and of course the $500,000 could be moved to 2016 but we ’ll know more next year. So then I would like to see lights added at least at Lake Susan for $150,000 or Bandimere for $250,000 because we ’re going to have to do some infrastructure if we do Bandimere right away because how long do we want to wait on lights? And then the other question would be, do we want to add in tennis courts over at Roundhouse for $80,000 and where we want to move that in if we did. So that ’s kind of my viewpoint. Carron: What for $80,000 at Roundhouse? Kelly: $80,000 would be the tennis courts if we wanted to add those in over at Roundhouse. Echternacht: I personally would like to see the lighting go to Bandimere. Invest in Bandimere rather than into Lake Susan. And were you looking at 15 on that? 2015? Kelly: 2015 or 16 depending upon what the final costs will be. Echternacht: I say we put it in in 2015 now and it ’s probably going to get moved anyway but. Ryan: And Todd, putting in lights and the plan, the design and planning for Bandimere, would those be separate line items? Hoffman: Separate line items? Ryan: For budgeted purposes or could you do like a Bandimere, you know put everything under Bandimere and have it be, the planning and the. Hoffman: Oh sure you could. Ryan: Okay. And then, because I know you wanted to put Brent the $25,000 in 2015 but we could move that up to 2014 if we ’re moving the playground, or the shelters, if that ’s the direction we go, since we ’re basically moving $50,000 out, we could move the $25,000 in for the planning and get that started to see how we can best utilize lights for Bandimere. Hoffman: So that would be a master planning process. We would bring somebody in to talk about what are all the improvements going to cost over time and then what will the $250,000 get you in lights? Can we do those 3 fields? How is that going to be accomplished? There ’s 6 fields there to light in total and a hockey rink and a tennis court so there ’s lots of work left into the future. Echternacht: Yeah, I think the sooner we start that planning, because we have those other fields out there that we ’re going to need to look at, I ’d like to see it sooner than later. Park and Recreation Commission – August 27, 2013 20 Hoffman: Yep, and that will give everybody, the public, elected officials, administrative staff, an idea of what we ’re talking about for that future long range plan. Ryan: So then I propose that we move the planning up to 2014 to move that along. Carron: With, are we still talking $300,000 in the budget for 2015 for Bandimere for lights? Or $250,000 or is that? I ’m just trying to stay on. Kelly: I don ’t think we know the final costs because you ’ve got to do the infrastructure for lighting of all the areas when you do it. Carron: Do we want to put a placeholder budget out there? Just to kind of let the City Council know this is the direction that we ’d like to go. Kelly: I would think you would have to put $300,000 out probably. Carron: That ’s what I ’m understanding for two ballfields about $300,000. Kelly: Yeah but that, yeah but we ’ve got to do, when you go in you ’ve got to do electricity for the whole place. You ’re not going to go in and do the electricity separately I don ’t think . That ’d be cheaper to do it that way wouldn ’t it Todd? Hoffman: We ’re going to have to have an electrical engineer take a look. There ’s power at a variety of locations now at Bandimere so even before the road project you could have put lighting on three ballfields. There ’s power there and what ’s going to happen is you ’re going to run that somewhere close to the field. Put in a controller and then you go from there so, there ’s going to be different sources. The power for the tennis court and the hockey rinks, that ’s all sitting now at the new 101. Highway 101 so that ’s going to be coming in from that direction so there ’s different sources of power out there. You have a transformer. Have you got that picture? So right now we have a transformer, here I can use the pointer. We ’ve got a transformer down in this area that was brought in for the original construction and that could bring power to these fields and now we have a transformer sitting out here ready to bring power into these areas. So if you light the 3 ballfields down on the south end, that ’s going to be one component. If you light up to the north there ’s going to be a whole another controller or light boxes up in that. Kelly: So we wouldn ’t be lighting just 2 fields? You ’d do 3 so then we ’d have to put $500,000 in the budget? Hoffman: No, I think the estimate was closer to $300,000 to do those 3. $250,000 to $300,000 because they ’re smaller and they ’re all together and so it ’s less. $250,000 to $300,000 and I think you can light those 3 fields at Bandimere. What we ’re talking about is likely a Muscal l ight s ystem and so it ’s pre-fab in their factory in Iowa. It ’s designed before it even gets to the field. It ’s all set. The light standards are created. They come up here. You pour a concrete footing and then they slip the light standard on the top and it ’s ready to go so it ’s pre-wired and that ’s the kind of system that I envision out here. Lake Ann is a much different system. It ’s like a GE system where it ’s much larger poles. Bigger lighting system. Little bit more expensive. Longer term. Those lights at Lake Ann should last 100 years. Probably be some re- wiring to do but these lights, Muscal lighting is another, a different kind of a system. Carron: So I guess what I ’d like to do is, if we do the, if we move the $25,000 for the Bandimere design and planning up to 2014, I ’m all for that. I would like to throw a place holder in 2016 let ’s call. 2015 ’s a pretty big year as is. 2016 for $300,000 for lighting at Bandimere. And we can revisit this going forward Park and Recreation Commission – August 27, 2013 21 but I guess my biggest thing is that, so we can let the council know which direction we ’re going in and kind of keep this on the radar. Thunberg: I guess with that proposal, without taking Lake Susan off, like putting a place holder out there that ’s 3 years from now so I guess, I don ’t know if we know projections of demand of the fields and the growth you ’ve seen in the programs but if we feel like what, if we have those projections that we ’re going to continue to see increased demand that in 3 to 5 years out we ’re going to need Bandimere and that would kind of solve all of the issues or if in 3 to 5 years we ’re going to need Bandimere lit and Lake Susan lit to be able to have a place for everybody, then I still putting it in 2016 is 3 years from now and maybe by that time we ’re going to be wanting to light Lake Susan as well so I would still, if that ’s the case and the demand is there I still would say is 2014 or 2015 something where we ’d still look at Lake Susan. Hoffman: I think we ’re spending the million dollar reserve. Kelly: Well I ’m in favor of Lake Susan because I think it will happen faster and it will get used and our youth will get use out of it with the growth and that ’s my belief right now. So does somebody want to put a question together and add everything in together? Echternacht: I still have a question on Lake Susan and Bandimere. I mean spending $150,000 at Lake Susan, I ’d much rather spend that same you know, $200,000 for two fields maybe at Bandimere versus $150,000 for Lake Susan and do it now rather than further out. Kelly: So, yeah that adds another question. If the cost of Lake Susan is $200,000, how are we getting down to $200,000 for two fields over at Bandimere? Hoffman: Again these are all estimates until we get an actual hard cost together and so, we ’ve had cost estimates on these ballfield lightings for 10 or 15 years and so they fluctuate all over. When you combine fields, you ’ve got to buy a controller. You ’ve got to have access. You know it ’s $25,000 to run power. It doesn ’t matter if it ’s for 1 field or 3 fields so you pay that up front. Then you have to have a controller and you ’ve got to buy a controller no matter if it ’s 1 field or 2 fields so anytime at Bandimere you ’re going to get more bang for your buck if you do 2 or 3 or even more fields. Lake Susan ’s a single field so you ’re going to light one field. It ’s going to be taller. The lights are going to be taller because they ’re baseball lights but it ’s going to be similar to the baseball field at Bandimere so, you ’re still going to spend those dollars you know just about fairly equal at Bandimere if you light the baseball field but where are you going to get cheaper field lighting is at, what are the fields? 1 and 3 so 2 is a baseball field. 1 and 3 you ’re going to light those for much less expensive because Field 2, the baseball field ’s already paid to run the power up. It ’s already paid for the controller. Now it ’s just light standards and hooking them up. If you guys want a lighting baseball study you can table this again and we can bring in the experts next meeting and you can talk baseball field lighting for an hour. Kelly: Why don ’t we do that. Hoffman: Sure can. Kelly: I think we should. Boettcher: Well I think because last month I raised the same question and I was in favor of the Bandimere because if that ’s where everything ’s going to go, just trying to read the tea leaves, Jerry put some input in. Todd did. I would favor that too. You ’ve got more there. There ’s more happening at Bandimere. Not to ignore Lake Susan. You can still do games there. Day games or whatever but if this Park and Recreation Commission – August 27, 2013 22 is where things are going to go, you know even as a team do I want to go here where there ’s 4 fields or 5 fields or do I want to get relegated here where there ’s one? I mean if you have a big tournament, if you have a 3 day weekend or whatever, a bunch of games going on but I agree too. You know we ’re trying to throw numbers out here and we don ’t know where to stick the tail. You know we need somebody that has the information that can tell us, this is what it ’s going to cost. Here ’s what you ’re looking at. That type of thing. I think we should have staff or the experts, the electrical engineers or somebody give us some input so, give us better direction. Hoffman: Yeah we ’d have a lighting consultant come in that sells this and obviously you ’re not buying from them so they ’re going to tell you that night so they ’re going to tell you what it ’s going to cost at Susan and they ’ll run those dollars and they ’ll be glad to come out and talk to you about those lighting fixtures, or lighting numbers and then all of the other items that you ’ve talked about tonight, we can bring back some firmer numbers on those and, you know capital budgeting is, there ’s a couple of ways to go about it. It ’s just set priorities and then say okay staff, these are our priorities. Go find the numbers. Give us the numbers and, or you can talk about the numbers all day long and often times we get stuck in that and what I would encourage you to do as a commission is think just as much about what priorities are out there. You have a million and a half dollars to invest and you have, you want a balanced system and what are those priorities and we often talk about what we hear but then it ’s also your job as a commission to represent those that you don ’t hear from and that ’s really a job of a commission. Sometimes people will step to this microphone or they come to, they send us an email and sometimes we ’ll react to that, but you know other times you also have to kind of get a feel, talking as a parent or talking as a member of the community and kind of you know it ’s that sixth sense when you ’re out there taking a look. What ’s going on in the parks and we don ’t hear from people all that often and it ’s really quite enlightening and fun to hear from people when you ’re out at National Night Out or you ’re out on your tours because you know they just bring things up that you really haven ’t thought about in quite some time. We know people, somebody wants just about everything that ’s on your CIP list and it ’s really your job to prioritize what should that be and then make that recommendation to the council because they ’re looking for you for that advice. They ’re one step farther removed. You know you do this every month. They do parks and recreation a couple of times a year so. Kelly: So Todd when does the City Council have their CIP meeting? Hoffman: Most likely in September-October. They ’re not going to start until October this year. Kelly: Okay, so we could have one more meeting without finishing the CIP and bringing in a lighting expert? Hoffman: You could. Finance is going to be looking for a CIP and so. Kelly: Well here ’s what I ’d like to do is, I ’d like to leave the picnic tables and trees and Camden Ridge and the Lake Ann, Lake Susan, pedestrian trail as it is. I think the Nature Reserve as it is. Move Roundhouse Park and Sugarbush to 2016 and instead of playgrounds make them shelters. Leave the park bandshell in there for this year. Move the Bandimere design into 2014 and then I ’d like to throw in $150,000 to $300,000 lights. Ballpark lights. Hoffman: In 2014. Kelly: In 2014. Scharfenberg: Why 2014? I mean I understand moving it all up that fast. And we ’re not going to vote on it now. We certainly can put a place holder for it somewhere. Park and Recreation Commission – August 27, 2013 23 Kelly: Well are we going to put it 3 years out and then why aren ’t we doing one field next year? So this is, what we ’re trying to do is get the City Council to talk about it. Scharfenberg: Oh I understand that. Kelly: And if we put it out 3 years it ’s not a discussion item. Scharfenberg: Well you can have a discussion with them at anytime about this but. Kelly: Right but it ’s not on their radar for the immediate future and from what I understand there ’s needs now. Whether we do Bandimere or whether we do Lake Susan, there are needs. Scharfenberg: Well I understand there are needs but … Kelly: And we haven ’t voted on it so we can look at it and discuss it some more next meeting. And then leave 2015 as it is. That would leave us with 2016 with the $10,000, the $15,000, the $25,000 and the $25,000 if I ’m correct. And then we still have just the $25,000 in each 2017 and 2018. Ryan: Well I ’d like to get a sense before we put the place holder regardless of the year of $150,000 to $300,000 of you know where everybody ’s at on the commission on does it make more sense again regardless of the cost where we ’d like to have lights because what I ’m understanding is, from a couple of the people that have spoken that it seems that when we ’re going to build out, again not talking about year specific is that Bandimere seems to be the place that we want to go because of the ability to light for both baseball and softball fields. The infrastructure be it parking lots and accessibility. You know we can do lights tomorrow if we need to regardless of it ’s Susan or Bandimere so you know if we ’re going to put a number in and you know whether it ’s 2014 or 2015, I think we should come to an understanding where is the place that we want to make that investment? Is it Lake Susan or is it going to be Bandimere for a little more money? Kelly: Well I think that ’s why we ’re having the selling contractor for lights come in next time so we can have numbers and discuss it with a little more knowledge. We ’re not voting on this tonight. Ryan: Well we ’re trying to get to the bottom of the, where we want to be at the CIP. That ’s what we ’re trying to figure out. Kelly: Right, we ’re setting up something that will be presented to us next meeting and then we won ’t be voting until next meeting. Ryan: Right but numbers fluctuate. I think what I ’m trying to say is let ’s get an understanding on where do we feel that lights are going to be best served. Regardless of price. I mean we know the range. I mean we know the range. Does it make more sense to make the investment in Bandimere or does it make more sense to make the investment at Lake Susan? Kelly: That regardless of price is a hard thing for me because we also want to say, you know we don ’t want to spend all our money. We want to have some money left over in the rainy day fund. Ryan: What ’s the difference of me saying regardless of money and you saying put a place holder in between $150,000 and $300,000? What I ’m trying to get to the bottom of, where do we think it makes more sense to have lights? Park and Recreation Commission – August 27, 2013 24 Kelly: And that ’s what we ’re going to find out next meeting where we think where it would make more sense. Scharfenberg: Elise are you just asking for kind of a straw poll at this point from people? Ryan: Right. Scharfenberg: Kind of where they sit. I think I understand from what everybody has said tonight where people feel but is that all you ’re just asking for? Ryan: Right. I mean yes. Scharfenberg: Could I make a motion that at least we have kind of a silent vote as to the commissioners. Not a silent vote but a raise of hands of where they would prefer lighting at the two fields, and that ’s all I ’m asking for is just a raise of hands. Kelly: I don ’t think we need a motion for that. Would people like to, I mean you know where I ’m at. I think, I don ’t think Bandimere will happen for $300,000 in the near future. I ’m all for Lake Susan and we also have a partner for a funding source so you know where I ’m at, Lake Susan. Boettcher: Why wouldn ’t anybody partner at Bandimere? With CAA was that just, I didn ’t understand what Todd said last, Todd Neils. Was that strictly Lake Susan where they were going to participate? Kelly: That was strictly Lake Susan. Boettcher: What was the reason for just Susan? Kelly: Well they need lights and they figured that made sense. Scharfenberg: Jim my impression from listening to Todd, this is just my impression from listening to Todd, they would be in if you built at Lake Susan or if you built at Bandimere for whatever amount of money they ’re willing to raise. Boettcher: Right. Scharfenberg: I think they ’re willing to come in as a partner. That ’s just my impression. Boettcher: Yeah, and that would make sense. I don ’t know why they would pick and choose like that. Kelly: I didn ’t hear that though so. Boettcher: And like I said I don ’t remember what he said exactly but. I mean you already know where I want to go. I want to go Bandimere but if you want to do a straw poll and see what everybody says. I agree with what Elise says. You know again I don ’t like working with something I don ’t have the real number but I think we do need to have a feel of where everybody wants to go. If the people are here next week and the experts and they ’re talking we can already know in our mind this is what we ’re looking at. Bandimere versus Susan. So if you want to do secret ballots. Hoffman: Chair Kelly I want, even though the council ’s not going to talk about the CIP, the finance department has this on a calendar and they ’re going to want these numbers so if we could forward a recommendation so I can submit those to the finance department. You don ’t have to include baseball Park and Recreation Commission – August 27, 2013 25 lights. You can add those in. You could add them now and modify them but it ’d be nice to have a majority of this. I think we have everything pretty well se ttled except for that one item and then we can modify that. Kelly: Let ’s put in baseball lights for $250,000 and modify it next meeting. Hoffman: Sure. Kelly: Is that agreeable? Scharfenberg: I ’m okay with that. Echternacht: Sure. Hoffman: Okay, that will take a motion and a vote but. For 2014 right? Kelly: 2014. Hoffman: Okay. Carron: You looking for a motion Chair? I will make a motion to approve the CIP for 2014 to 2018 that was given to us by staff with the changes of Roundhouse Park and Sugarbush Park put off to 2016 for shelters, Bandimere Community expansion design for $25,000 be moved forward to 2014. And ballpark lights at a soon designated destination be put in at 2014 for $250,000. Kelly: Is there a second? Echternacht: I second it. Kelly: There ’s been a motion and a second. Carron moved, Echternacht seconded that the Park and Recreation Commission recommends the City Council approve the 2014 through 2018 Park and Trail Acquisition and Development Capital Improvement Program presented by staff with the following changes: m oving $25,000 each for Roundhouse Park and Sugarbush Park picnic shelters to 2016; moving Bandimere Community Park expansion design and planning cost of $25,000 to 2014; and the addition of $250,000 in 2014 for ballfield lighting. All voted in favor and the motion carried unanimously with a vote of 9 to 0. Hoffman: We ’ll have our baseball meeting next month. That ’ll be fun. RECREATION PROGRAM REPORTS: KLEINBANK SUMMER CONCERT SERIES EVALUATION. Johnson: Good evening Chair Kelly and commissioners. On August 8 th we wrapped our summer concert series sponsored by the KleinBank of Chanhassen. We had 8 performances throughout the summer. Each one was an hour long. They ’re all free to the public. We had 6 for older adults and we had 2 for the children. Seven evening and then the one daytime concert. This summer we had some really good numbers. You know I think part of it is the weather that we had earlier in the summer, it was just so beautiful out and low humidity. We avera ged about 400 people per show which makes it one of our most successful in recent years. I ’m really starting to build some steam. You know I was excited to hear that the bandshell could progress in the next couple years and really continue to kind of grow this event. Park and Recreation Commission – August 27, 2013 26 Another highlight, you know like I said we had the one kids concert in the evening . We just had our biggest kids concert we ’ve ever had. The park was packed. We were able to kind of accommodate to some of those, maybe some families who aren ’t able to make it to all the daytime shows so it was kind of a nice nitch that we filled. Had the Grammy Award winning Okee Dokee Brothers for that concert and we also had one of our biggest ones ever with the Daisy Dillman Band. I think a few people were able to make it out but I think we had about 1,000 people down in the park so it was really fun to see. You could hardly walk through the place so we were real excited about the line up this year. You know we had some of those bigger names and it really kind of reflected on our crowd you know size of that and you know in turn I think we really pleased KleinBank too. They like to see those big numbers. They were gracious enough to sponsor the event again for $2,000 this year which kind of helps keep down some expenses and it kind of gets some of those bigger bands in. Each concert we sold kind of the little mini concession stand there. Very successful this year. I think we had over $500 in sales which was more than double what we had last year so that fresh popcorn seems to be popular along with the cotton candy machine that we had out for the one children ’s concert was fun. So yeah, I mean it was a great series. Already looking forward to next year. Getting people already emailing me this week, looking to try to get on my radar so it ’s a great program. Really look forward to continue to build it and kind of continue in the future. On the bottom of the eval there, or the report you ’ll see a few suggestions for 2014. You know one of them is kind of continue to contract with the local bands with the large fan bases like the Daisy Dillman. I think they come from the Lake Minnetonka area. Brought a lot of people to that one and continue to have those two interaction kids concert and keep the one at least in the evening. On the bottom there you ’ll see the revenue and expense report. The revenues include the sponsorship as well as the concession sales. The expenses. The performance fees or the fees paid to the entertainment and then the program supplies that we use for promotional items as well as our items for the concession stand that we sold. So you ’ll see the revenues and expenses and the total balance from the program and this is funded through our 1600 budget for park and rec programs. Be happy to answer any questions or recommendations from anybody. Echternacht: Just a question. Is it a possibility of maybe seeking a second sponsor to help with the cost? Johnson: Yeah, I think we ’ve had other businesses involved. KleinBank is the title sponsor you know and they ’ve been around for a long time and been a great partner but yeah, we could always look for other sponsors too. Kelly: Any other questions or thoughts for Mitch? I know I was able to make two of them this year and it was a fantastic time both nights. I think you guys did a great job. Thank you. Johnson: Thanks. FALL ADULT SOFTBALL LEAGUE REPORT. Kelly: Jerry, fall softball league. Ruegemer: Thanks Chair Kelly. The City of Chanhassen is offering a men ’s fall league again this year. We are playing on Thursday nights. That began last Thursday night, the 22 nd . We have 8 teams total in that, on that night. Little bit more relaxed with that. We ’ve had some hot weather here last week and this week here so it ’s been nice that we haven ’t had any rainout ’s so that ’s been a plus so far. So tea ms are playing double headers out at Lake Ann. It started last week and will go until the tail end of September and rainout ’s will be played the first week in October if needed at this point so no rainout ’s yet so the teams do enjoy playing some extra games for that. It looks like it ’s been a great year so far and will go until about the tail end of September with that program so. Park and Recreation Commission – August 27, 2013 27 Kelly: So how does the 8 teams compare to last year? Ruegemer: We ’re actually down from last year. We had a Tuesday night league as well. I had some teams interested in that again this year and some teams registered. Some teams pulled out and then I had some late teams. Had everybody stayed we could have had another league on Tuesday night but just the timing wasn ’t right so I had about 3 confirmed teams for Tuesday night league so I cancelled the night for this year. Kelly: Any questions for Jerry? Thank you Jerry. COMMISSION MEMBER COMMITTEE REPORTS. RILEY RIDGE PARK PLAYGROUND INSTALLATION. Kelly: Todd, I assume you ’re talking on that? Hoffman: Commissioners are. Kelly: Oh, who ’s talking? I ’m sorry. Boettcher: Those of us that were there and not on vacation. No, it was a good time working with staff. Working with I think on Friday when I was there, were there 6 neighbors Todd I believe? I mean everybody just jumped in when the trucks are coming and keep coming with the pea gravel and guys are out there with shovels and racks and stuff. It was really, you got a real sense of community spirit and it wasn ’t terribly hot but it was really pretty enjoyable and then about the end of the day you started looking at it and you thought were you ever going to get this thing filled up? You know we ’re trying to level it out and for Saturday when I think you were there on Saturday when they brought the mulch and stuff in but constructing it, putting some of the stuff up was pretty cool too. I mean just the guy that was there from the playground supplier, equipment supplier, you know he was kind of barking orders at us and we ’re trying not to drill through our fingers or saw through any toes or anything so, but it was a good time. It really was. Just to have the feeling of the community out there, the neighborhood. Carron: Yeah I think Saturday when I was there , the cool thing about this set up is that it gets everyone out. Gets you know everyone meeting each other in a new area and everyone was introducing themselves and I had to tell numerous people many times that I wasn ’t living in the neighborhood. I was just there for fun but no it was great. Everyone was you know working hard. I mean we had it done by noon basically so that the Saturday afternoon group didn ’t really have anything to do but it was pretty cool. Everyone was talking. Everyone was kind of laughing and you know like move in mishaps and decks that are building on so it was a good atmosphere. It was a good way for everyone to get involved and you ’ll have a good time when we get going on your area too so it was a pretty good success. And good company that put it all together. I mean those guys were on it and they did a really good job. Scharfenberg: And I was there and appreciate the work that Brent was doing. He was sewing fabric that day but you know it was interesting to tell the story to these residents that were there, that that park almost never got built and they found that very hard to believe that they would have had that development but for several commissioners on this commission that voted for that project because I mean as I shared with Todd and Todd recalled that it was a 3 to 2 vote to build that particular park. Not everybody wanted that park built so they found it hard to believe that they would have been in that neighborhood potentially without that park and it is, you know if you go by there now, I ’ve ridden by it several times, that is a wonderful park. It ’s going to draw people not only from Springfield who have their own little private park, but you know down the road. People are going to come from North Bay and that are going to come and enjoy that park and you know kudos to the neighborhood for getting it done and for Jim and for Brent Park and Recreation Commission – August 27, 2013 28 and Todd and the rest of the staff that was out there putting it together because it looks really nice. Hoffman: And you ’ll have a chance to show it off on the tour. It ’s one of our last stops … Kelly: Thank you to all the commissioners who were able to make it out there. Wish I could have been there with you Jim. THREE RIVERS PARK DISTRICT/HENNEPIN COUNTY BIKE PLAN. Kelly: Todd, do you want to speak to that? Hoffman: I sure can. The email came and then we spread it around to all the commissioners so if somebody wants to jump on that board, that planning board you can take that route or you can take kind of the middle of the road where they ’re going to give us highly involved email updates or a low level of involvement where they ’ll just send you emails on key decision points or key developments in their proposal so that ’s up to the commission to decide and we ’ll let them know. Kelly: Any questions? Administrative Packet. Todd, anything specific? I ’m sorry, did you have something you wanted to say? Echternacht: Well I think a decision, do we have to let Hennepin County know if we ’re interested in doing it? Hoffman: Yeah, one of the three you should let us know so if somebody wants to jump on the board or you take the middle of the road or the lower level. Echternacht: Well in my email I said I would volunteer to be on that committee if no one else that does a lot of biking would like to be on it. I would volunteer to do that or at the minimum I think we should at least be in the middle of the road and be kept up on everything but. Kelly: Sign Rick up. Echternacht: I ’ll be glad to do it if no one else. Hoffman: Alright Rick, okay. Kelly: Thank you Rick. Hoffman: Thank you. ADMINISTRATIVE PACKET. Kelly: Todd, anything specific on the Administrative Section that you need to point out to us? Hoffman: Nothing other than we ’re back in the business of bringing in park dedication fees which I think is a good thing and just wanted to let you know through communication on those different developments, where those dollars are at and then I think it ’s always fun to read. Again we ’re talking about hearing from the citizens and we hear from a lot of pavilion users and they have a lot of good things to say about our facilities so appreciate Jerry reaching out to those folks. And then you have the Reach for Resources in there which is our, you know working with our folks for inclusions and disabilities. Park and Recreation Commission – August 27, 2013 29 Carron: Jerry one question. Picnic evaluations, there seems to be a toss up here between really clean bathrooms and not so clean bathrooms, and is there a schedule or when these get signed up do people go out and look at it before. Ruegemer: They ’re cleaned every day. Carron: Really, okay. Ruegemer: 7 days a week. All the bathrooms at Lake Ann and Lake Susan. Hoffman: And the building. Ruegemer: Yeah, and the building so if you know they need power washing, they power wash and the garbage is picked up 7 days a week. The bathrooms are picked up and restocked. Hoffman: The portable toilets are on a twice a week schedule. Ruegemer: Twice a week schedule. Carron: Yep. Okay. Hoffman: And what you ’re hearing in there Brent is that the interior bathrooms at our park building are never what some people would expect when you ’re going to walk into a public park building and so that ’s what you ’re hearing them say. Carron: What about for weddings? Locking them up earlier, I saw that. Ruegemer: You know it, what happens in the summertime is that either the concession staff or lifeguards close the bathrooms at 7:00 when we ’re done for the night. There are portable restrooms that are there. On average you know picnics don ’t normally go much past that 7:00 or 8:00 timeframe. There are some cases where they do go later. If they would like to stay later a lot of times they ’ll ask us for a key or we ’ll offer a key up. That was like one of the times where they didn ’t have a key and you know, we certainly could have, I certainly could have made that phone call and offered a key up. You know a lot of times they give you a wide range of time. We want it from 9:00 in the morning til 9:00 at night and what does that mean but, so I mean those cases do happen. Now that the lifeguard and concession staff are done for the season, then that ’s an automatic call. 3-4 days in advance you want a key, come and grab a key. If not there are portable restrooms there so there are bathroom facilities there so they weren ’t going in the bushes and that sort of thing so. Kelly: Jerry I noticed on a couple of them they said that, is there a board out there that says what group is supposed to be using it because a few groups had to kick somebody off and they weren ’t very happy about it. Ruegemer: Yep there are kind of menu or identification signs as to who has the reservations at the specific picnic pavilions and shelters. There are cases that some people may not get there until 1:00-2:00 in the afternoon for their deal. I always advise people to bring their permits with them to kind of prove to the folks that they do have, they have paid for that reservation shelter and if they refuse to leave then my advice is to just call the sheriff department and they can take care of it. Kelly: Recommendation for weddings out there. I ’ve been to a few outdoor weddings where they ’ve hired, where they brought in their own executive Porta Potties and those are really nice. I ’d make those Park and Recreation Commission – August 27, 2013 30 recommendations to the people that are having weddings. That will take care of some of the issues that they feel they have. Ruegemer: And I ’m completely transparent. If there ’s folks that are booking the Klingelhutz Pavilion that I do make sure that they know that those are portable bathrooms up there. I ’m not the one who wants to ruin their wedding because they have to go into a portable bathroom so there are, I make that completely known at the time before they book. If there are cases where I need to do a special cleaning on the weekend, I will call our bathroom carrier and get folks out there to have, to make sure that the bathrooms are clean for their special day. Kelly: The other nice thing I noticed is every time there was a problem they called, they said the City responded immediately. That ’s, congratulations on that. That ’s nice to hear. Echternacht: Jerry is there, obviously there ’s a contract they sign for the, I would imagine, for the use of that space. Is there anything that you could place on there that the bathrooms will be closed at approximately 7:00 p.m.? If you wish to keep them open you need to request a key 24-48 hours in advance so that you, could that be right on that form? Ruegemer: Yeah, we also have some additional picnic information that we include with the reservation permit so we can certainly add that information onto that form. Scharfenberg: Jerry a question for you. This has something totally opposite of bathrooms and bathroom facilities. Was it this year that we started charging CAA and, at the ballfields for doing additional work. Putting up fences and some of that extra. Was that, did that go into place this year? Ruegemer: That was discussed but not executed. Scharfenberg: Okay. And where are we on that? Ruegemer: We ’re just the good city that keeps providing that high level of service to our local organizations. Scharfenberg: Okay. So what, that just kind of fell on deaf ears or? Hoffman: No, it was not supported as a part of last year ’s budget process by the council. Scharfenberg: Okay. Ruegemer: They are still, CAA is paying for additional bathrooms, that sort of thing for the tournament that they held in July and that sort of thing but, so they ’re paying for those hard costs. Scharfenberg: Okay. Kelly: Any other questions or comments for Todd or Jerry or Mitch? Boettcher: You want to cover anything about this September 11 th joint tour? Any additional info. Hoffman: Some of you have participated before so it ’s a good opportunity to get out and meet other commissioners and then what ’s going to be most exciting about this is really to see that whole Bandimere Park project so you get an up close in-depth look at what ’s going on down there at Bandimere. It ’s pretty eye opening on what ’s going to transform on that highway and that facility so I encourage you to attend. Park and Recreation Commission – August 27, 2013 31 Meet here and it ’s a 2 hour tour and some of you participated, I think it was 2 years ago. Carron: Went last year too. Hoffman: Last year as well, yeah. Great, thanks. Carron moved, Scharfenberg seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 9 to 0. The Park and Recreation Commission meeting was adjourned. Submitted by Todd Hoffman Park and Recreation Director Prepared by Nann Opheim