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CC Packet 2013 10 28AGENDA CHANHASSEN CITY COUNCIL MONDAY, OCTOBER 28, 2013 CHANHASSEN CITY HALL, 7700 MARKET BOULEVARD CITY COUNCIL WORK SESSION IN THE FOUNTAIN CONFERENCE ROOM 2013 Watercraft Inspection Program Report 2013 ais report.pdf 2014 Budget Discussion, Review Special Revenue and Enterprise Fund Budgets enterprise and special revenue.pdf Begin Development Planning for the Area Surrounding the New River Crossing; Develop a Shared Land Use Vision for County Road 61; and Update on the TH 101 River Crossing Project a -3 new river crossing.pdf Discuss Process for City Manager's Performance Evaluation city managers work plan.pdf REGULAR MEETING, CITY COUNCIL CHAMBERS CALL TO ORDER (PLEDGE OF ALLEGIANCE) PUBLIC ANNOUNCEMENTS Invitation to 2nd Annual Military Appreciation Breakfast military appreciation breakfast.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 October 14, 2013 10 -14 -13 -cc -ws.pdf, 10 -14 -13 -cc.sum.pdf, 10 -14 -13 -cc.pdf Approval of Planning Commission Minutes dated October 15, 2013 10 -15 -13 -pc -sum.pdf, 10 -15 -13 -pc.pdf Approval of Park & Recreation Commission Minutes dated September 24, 2013 09 -24 -13 -prc -sum.pdf, 09 -24 -13 -prc.pdf 2013 Sanitary Sewer Rehabilitation (I/I) Project: Award Construction Contract 2013 sanitary sewer rehabilitation contract.pdf Lift Station #10 Improvements: Approve Quote for Pumps and Electrical Panel lift station 10 quote for pump and electrical panel.pdf Approval of Temporary Liquor License Request, December 6, 2013, St. Hubert Catholic Community st hubert.pdf Call for Sale, 2013A GO Bonds to Refinance 2009A GO Bonds call for sale go bonds.pdf Approve Settlement Agreement for Carver Beach Park Tree Removal, Peter Rocheford settlement agreement rocheford.pdf VISITOR PRESENTATIONS See guidelines for Visitor Presentations at the end of the agenda. LAW ENFORCEMENT/FIRE DEPARTMENT UPDATE Lt. Jeff Enevold, Carver County Sheriff's Office sheriffs report.pdf Chief John Wolff, Chanhassen Fire Department fire chief report.pdf PUBLIC HEARINGS Certification of Delinquent Accounts: Utility Bills delinquent utility accounts.pdf Code Enforcement Bills delinquent code enforcement.pdf NEW BUSINESS ITEM DELETED: Powers Pointe; Preliminary and Final Plat Review; Development Contract Approval; MCES Sewer Connection and Maintenance Agreement COUNCIL PRESENTATIONS ADMINISTRATIVE PRESENTATIONS CORRESPONDENCE PACKET correspondence packet.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: 4. Documents: B.7:00 P.M. C. D. 1. Documents: E. 1. Documents: 2. Documents: 3. Documents: 4. Documents: 5. Documents: 6. Documents: 7. Documents: 8. Documents: F. G. 1. Documents: 2. Documents: H. 1. a. Documents: b. Documents: I. 1. J. K. L. Documents: M. AGENDA CHANHASSEN CITY COUNCIL MONDAY, OCTOBER 28, 2013 CHANHASSEN CITY HALL, 7700 MARKET BOULEVARD CITY COUNCIL WORK SESSION IN THE FOUNTAIN CONFERENCE ROOM 2013 Watercraft Inspection Program Report 2013 ais report.pdf 2014 Budget Discussion, Review Special Revenue and Enterprise Fund Budgets enterprise and special revenue.pdf Begin Development Planning for the Area Surrounding the New River Crossing; Develop a Shared Land Use Vision for County Road 61; and Update on the TH 101 River Crossing Project a -3 new river crossing.pdf Discuss Process for City Manager's Performance Evaluation city managers work plan.pdf REGULAR MEETING, CITY COUNCIL CHAMBERS CALL TO ORDER (PLEDGE OF ALLEGIANCE)PUBLIC ANNOUNCEMENTS Invitation to 2nd Annual Military Appreciation Breakfast military appreciation breakfast.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 October 14, 2013 10 -14 -13 -cc -ws.pdf, 10 -14 -13 -cc.sum.pdf, 10 -14 -13 -cc.pdf Approval of Planning Commission Minutes dated October 15, 2013 10 -15 -13 -pc -sum.pdf, 10 -15 -13 -pc.pdf Approval of Park & Recreation Commission Minutes dated September 24, 2013 09 -24 -13 -prc -sum.pdf, 09 -24 -13 -prc.pdf 2013 Sanitary Sewer Rehabilitation (I/I) Project: Award Construction Contract 2013 sanitary sewer rehabilitation contract.pdf Lift Station #10 Improvements: Approve Quote for Pumps and Electrical Panel lift station 10 quote for pump and electrical panel.pdf Approval of Temporary Liquor License Request, December 6, 2013, St. Hubert Catholic Community st hubert.pdf Call for Sale, 2013A GO Bonds to Refinance 2009A GO Bonds call for sale go bonds.pdf Approve Settlement Agreement for Carver Beach Park Tree Removal, Peter Rocheford settlement agreement rocheford.pdf VISITOR PRESENTATIONS See guidelines for Visitor Presentations at the end of the agenda. LAW ENFORCEMENT/FIRE DEPARTMENT UPDATE Lt. Jeff Enevold, Carver County Sheriff's Office sheriffs report.pdf Chief John Wolff, Chanhassen Fire Department fire chief report.pdf PUBLIC HEARINGS Certification of Delinquent Accounts: Utility Bills delinquent utility accounts.pdf Code Enforcement Bills delinquent code enforcement.pdf NEW BUSINESS ITEM DELETED: Powers Pointe; Preliminary and Final Plat Review; Development Contract Approval; MCES Sewer Connection and Maintenance Agreement COUNCIL PRESENTATIONS ADMINISTRATIVE PRESENTATIONS CORRESPONDENCE PACKET correspondence packet.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:4.Documents:B.7:00 P.M.C.D.1.Documents:E.1.Documents:2. Documents: 3. Documents: 4. Documents: 5. Documents: 6. Documents: 7. Documents: 8. Documents: F. G. 1. Documents: 2. Documents: H. 1. a. Documents: b. Documents: I. 1. J. K. L. Documents: M. AGENDA CHANHASSEN CITY COUNCIL MONDAY, OCTOBER 28, 2013 CHANHASSEN CITY HALL, 7700 MARKET BOULEVARD CITY COUNCIL WORK SESSION IN THE FOUNTAIN CONFERENCE ROOM 2013 Watercraft Inspection Program Report 2013 ais report.pdf 2014 Budget Discussion, Review Special Revenue and Enterprise Fund Budgets enterprise and special revenue.pdf Begin Development Planning for the Area Surrounding the New River Crossing; Develop a Shared Land Use Vision for County Road 61; and Update on the TH 101 River Crossing Project a -3 new river crossing.pdf Discuss Process for City Manager's Performance Evaluation city managers work plan.pdf REGULAR MEETING, CITY COUNCIL CHAMBERS CALL TO ORDER (PLEDGE OF ALLEGIANCE)PUBLIC ANNOUNCEMENTS Invitation to 2nd Annual Military Appreciation Breakfast military appreciation breakfast.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 October 14, 2013 10 -14 -13 -cc -ws.pdf, 10 -14 -13 -cc.sum.pdf, 10 -14 -13 -cc.pdf Approval of Planning Commission Minutes dated October 15, 2013 10 -15 -13 -pc -sum.pdf, 10 -15 -13 -pc.pdf Approval of Park & Recreation Commission Minutes dated September 24, 2013 09 -24 -13 -prc -sum.pdf, 09 -24 -13 -prc.pdf 2013 Sanitary Sewer Rehabilitation (I/I) Project: Award Construction Contract 2013 sanitary sewer rehabilitation contract.pdf Lift Station #10 Improvements: Approve Quote for Pumps and Electrical Panel lift station 10 quote for pump and electrical panel.pdf Approval of Temporary Liquor License Request, December 6, 2013, St. Hubert Catholic Community st hubert.pdf Call for Sale, 2013A GO Bonds to Refinance 2009A GO Bonds call for sale go bonds.pdf Approve Settlement Agreement for Carver Beach Park Tree Removal, Peter Rocheford settlement agreement rocheford.pdf VISITOR PRESENTATIONS See guidelines for Visitor Presentations at the end of the agenda.LAW ENFORCEMENT/FIRE DEPARTMENT UPDATE Lt. Jeff Enevold, Carver County Sheriff's Office sheriffs report.pdf Chief John Wolff, Chanhassen Fire Department fire chief report.pdf PUBLIC HEARINGS Certification of Delinquent Accounts:Utility Bills delinquent utility accounts.pdf Code Enforcement Bills delinquent code enforcement.pdf NEW BUSINESS ITEM DELETED: Powers Pointe; Preliminary and Final Plat Review; Development Contract Approval; MCES Sewer Connection and Maintenance Agreement COUNCIL PRESENTATIONS ADMINISTRATIVE PRESENTATIONS CORRESPONDENCE PACKET correspondence packet.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:4.Documents:B.7:00 P.M.C.D.1.Documents:E.1.Documents:2.Documents:3.Documents:4.Documents:5.Documents:6.Documents:7.Documents:8.Documents:F.G.1.Documents:2.Documents:H.1.a.Documents: b. Documents: I. 1. J. K. L. Documents: M. CHANHASSEN CITY COUNCIL WORK SESSION OCTOBER 14, 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, Greg Sticha , Lt. Jeff Enevold and City Attorney Andrea Poehler PUBLIC PRESENT: Craig Mertz 7955 Stone Creek Drive, #10 Chris Bagdons 2461 Highway 7 Mike L.7818 Market Boulevard Steve Tessmann 7818 Market Boulevard DISCUSS MASSAGE BUSINESS LICENSING. Todd Gerhardt provided background information before Laurie Hokkanen discussed meetings that were held with current business owners in town who expressed concerns with the license amount, who needs to be licensed, education and training, and presented details included in a draft ordinance . C ouncilwoman Ernst asked if existing businesses would have to go through th is process. Councilwoman Tjornhom asked Lt. Jeff Enevold to explain how background checks would work. Councilman McDonald stated his concerns with the proposed ordinance being too onerous in some points and too broad in others and would like more work done in tighten ing the wording. Craig Mertz pointe d out that the proposed ordinance would put his client out of business. Councilman Laufenburger stated his support for licensing to know which businesses are in town , asked how home occupations can be regulated, how the proposed fee compared to surrounding communities, and the source of the ordinance boiler plate being used . Councilman McDonald asked for further clarification on background checks. Mayor Furlong expressed concern with using customer compla ints as grounds for license revocation and discussed how staff and council should f igure out and define what the goal is and use the minimum ordinance in order to reach that goal. Todd Gerhardt explained staff will bring back another draft ordinance after speaking with additional businesses in town. Councilman Laufenburger asked for additional feedback from other communities on how their licensing programs are working. Councilwoman Ernst asked if the goal is to eliminate illegal activities. DISCUSS UTILITY RATE STUDY, EHLERS AND ASSOCIATES. Greg Sticha reviewed an overvie w of the utility rate analysis before introducing Jessica Cook with Ehlers and Associates who discussed highlights fro m the power point presentation showing the proposed 2014 utility rate increases for water , sanitary sewer and storm sewer, and assumptions in growth that were used . Mayor Furlong asked about the effect on the analysis if the apartment development proposed in 2014 doesn ’t occur. Jessica Cook continued reviewing water capital improvement projects proposed through 2023, the p roposed 2014 water rate increases and a proposed change in tier 5 water usage being lowered to 75,000 gallons. Councilman McDonald asked if the tier water rates have impacted conservation of usage. Councilman Laufenburger discussed the effect of increasing rates impacting conservation. Mayor Furlong expressed concern with making tier changes so quickly and s uggested leaving it as is for a while to get a better data base. Councilman McDonald suggested changing the tier struc ture to look at peak City Council Work Session – October 14, 2013 2 cycle usage. Councilwoman Ernst asked about enforcement of the odd/even water usage. Jessica Cook continued discussing water connection fee changes , proposed increases through 2017, Sanitary Sewer CIP projects through 2020, proposed quarterly fee increases through 2017, impact on city storm water fund, and the rate comparison s for water, sewer and storm water charges with key financial strategy cities. Mayor Furlong asked about average usage numbers for summer rate comparisons. Councilman Laufenburger asked if it is reasonable for Chanhassen residents to expect a 3% increase into the future. Jessica Cook explained that there are two scenarios cities use : small and steady increases versus keeping rates flat for a few years and then double digit increases to catch up. Mayor Furlong recessed the work session at 6:55 p.m. It was reconvened at 8:20 p.m. REVIEW 2014-2018 CAPITAL IMPROVEMENT PROGRAM (CIP) AND 3 RD QUARTER REVENUE ACTIVITY. Greg Sticha provided an update on 3 rd Quarter financial s before reviewing de tails of the 2014-2018 Capital Replacement Equipment Fund. Mayor Furlong asked for clarification of what ’s included with security improvement s to City Hall and the payback associated with deicing equipment . Councilwoman Ernst asked about the possibility of refurbishing plo w trucks or buying refurbished plow trucks rather than buying new for $212,000. Greg Sticha continued with highlights of major street improvement projects scheduled for 2014 and 2015. Councilman Laufenburger asked ab out the likelihood that other agenc y contributions will happen and design and construction plans associated with the lower Y improvements . Greg Sticha continued listing capital items greater than $250,000 in 2014 that were not discussed earlier in the memo and provided an update on 2013 CIP projects that will not be completed by December 31, 2013. Mayor Furlong asked for clarification of the 2014-2019 MSA construction fund and if any of th o se projects are in the revolving assessment fund. Councilman Laufenburger asked for clarification of the docks at the Lake Ann and Lake Susan boat ramps . Mayor Furlong and Councilman Laufenburger asked for more information regarding the City Center Park band shell and Lake Susan ballfield lighting . Councilman McDonald asked for an analysis on natural turf versus artificial turf. Todd Gerhardt discussed the PKT-120 line item for neighborhood park shelters. Mayor Furlong adjourned the work session meeting at 9:25 p.m. Submitted by Todd Gerhardt City Manager Prepared by Nann Opheim CHANHASSEN CITY COUNCIL REGULAR MEETING SUMMARY MINUTES OCTOBER 14, 2013 Mayor Furlong called the meeting to order at 7:05 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 City Attorney Andrea Poehler PUBLIC ANNOUNCEMENTS: Mayor Furlong read invitations to the Halloween Party , and Seminary Fen Fall Clean-Up events being held on Saturday, October 26 th and the ribbon cutting event for the Rice Marsh Lake trail loop on Wednesday, October 16 th . CONSENT AGENDA: Councilman McDonald moved, Councilwoman Tjornhom seconded to approve the following consent agenda items pursuant to the City Manager ’s recommendations: 1.Approve of City Council Minutes dated September 9, 2013. 2.Receive Planning Commission Minutes dated September 3, 2013. 3.Receive Park and Recreation Commission Minutes dated August 27, 2013. 4.Resolution #2013-43: Lift Station #10 Improvements: Award of Bid. 5.Resolution #2013-44: TH 212 Improvements from Chaska to Cologne: Approve Resolution Supporting Carver County ’s Application for Corridor Commerce Funding. 6.Resolution #2013-45: Library Parking Ramp Rehabilitation Project 12-02-1: Approve Quote. 8.Repeal Conditional Use Permit for Stable Permit, 3530 and 3670 Highway 7, Premier Bank. 9.Approval of Cell Tower Lease, T-Mobile. 10.Ordinance Approving Street Name Changes in the Camden Ridge Plat. All voted in favor and the motion carried unanimously with a vote of 5 to 0. E(7).APPROVE QUOTE FOR CONSTRUCTION OF CONCRETE PEDESTRIAN MEDIAN ON GALPIN BOULEVARD AT WEST 78 TH STREET. Councilman Laufenburger asked about the funding source and background information on th is project. Resolution #2013-46: Councilman Laufenburger moved, Councilwoman Ernst seconded that the City Council awards a construction contract for the Galpin Boulevard/West 78 th Street intersection improvements to Parrott Contracting, Inc. in the amount of $24,937.00. All voted in favor and the motion carried unanimously with a vote of 5 to 0. City Council Summary – October 14, 2013 2 E(11).APPROVE STIPULATION S OF SETTLEMENT AGREEMENTS FOR ACQUISITION OF RIGHT-OF-WAY IN CONJUNCTION WITH THE TH 5 IMPROVEMENTS, ABBARIAO, EKSTRUM/BURDICK AND GAUER PARCELS. Councilman Laufenburger asked for clarification o n the location of the parcels, and why the City is paying significantly more money now as a result of this settlement than originally planned. Councilman Laufenburger moved, Councilwoman Ernst seconded that the City Council approves settlement agreements for acquisition of right-of-way for Abbariao, Ekstrum/Burdick and Gauer parcels in conjunction with Trunk Highway 5 improvements from Trunk Highway 41 to Victoria Drive, CSAH 11, State Project No. 1002-89. All voted in favor and the motion carried unanimously with a vote of 5 to 0. VISITOR PRESENTATIONS. INTRODUCTION OF LORI ANDERSON, PRESIDENT, SOUTHWEST METRO CHAMBER OF COMMERCE. Lori Anderson introduced herself and explained that she is going around to communities in the Southwest Metro introducing herself and getting to know people. CHANHASSEN LIBRARY PRESENTATION, NICK DIMASSIS AND KATHY BOGNANNI. Nick Dimassis, the Director of the Carver County Library System reviewed library usage trends on the national, county and local levels. Kathy Bognanni, Branch Manager of the Chanhassen library talked about specific programs being offered at the Chanhassen Library. Councilwoman Ernst asked about the demographics of library users. Mayor Furlong congratulated Mr. Dimassis on the 10 year anniversary of the library and asked if expectations when the library was built have been tracked, and an update on the new library being constructed in Excelsior. PRESBYTERIAN HOMES CONDUIT DEBT REFUNDING BONDS: PUBLIC HEARING AND CONSIDERATION OF HOST APPROVAL RESOLUTION, JOINT POWERS AGREEMENTS AND HOUSING PLAN. Greg Sticha outlined what was being requested by Presbyterian Homes. Mark Beezie with Northland Securities provided background information. Mayor Furlong opened the public hearing. No one spoke and the public hearing was closed. Councilman McDonald asked for clarification on the process and why the City of Chanhassen is the host. Resolution #2013-47: Councilman McDonald moved, Councilman Laufenburger seconded that the Chanhassen City Council approve the resolution entitled Giving Host Approval to the Issuance of Senior Housing Revenue Refinancing Notes Under Minnesota Statutes and approval of the Joint Powers Agreement and a Housing Program for the Presbyterian Homes/Chanhassen Summerwood project. All voted in favor and the motion carried unanimously with a vote of 5 to 0. RESOLUTION CONCERNING THE EASTERN CARVER COUNTY INDEPENDENT SCHOOL DISTRICT 112 REFERENDUM. Mayor Furlong read the resolution concerning the Eastern Carver County Independent School District 112 Referendum. City Council Summary – October 14, 2013 3 Resolution #2013-48: Mayor Furlong moved, Councilwoman Tjornhom seconded to approve the Resolution concerning the Eastern Carver County Independent School 112 Referendum. All voted in favor and the motion carried unanimously with a vote of 5 to 0. COUNCIL PRESENTATIONS. Councilman McDonald discussed the Fire Department Open House. Councilman Laufenburger provided an update on the Third Annual Fall Classic being held by the Chanhassen High School Activities Department at the Arboretum on Friday night, October 25 th . Mayor Furlong discussed the lunch he and Mr. Gerhardt attended with Dr. Joel Wiggins, the new President of Crown College , and other representatives from the college who shared plans for their centennial celebration coming up in a few years . ADMINISTRATIVE PRESENTATIONS. Todd Gerhardt provided an update on illegal tree removal by a resident on Lotus Trail. Paul Oehme provided updates on street projects that are wrapping up for the fall. Mayor Furlong asked what could be done to alert motorists to the new pedestrian crossing at Highway 41 and Minnetonka Middle School West. CORRESPONDENCE DISCUSSION. None. Councilwoman Ernst moved, Councilwoman Tjornhom 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 8:15 p.m. Submitted by Todd Gerhardt City Manager Prepared by Nann Opheim CHANHASSEN CITY COUNCIL REGULAR MEETING OCTOBER 14, 2013 Mayor Furlong called the meeting to order at 7:05 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 City Attorney Andrea Poehler Mayor Furlong: Thank you and welcome for everybody here in the council chambers as well as those watching at home. We ’re glad that you joined us this evening. I ’d like to start with prior to approving the agenda to add one item to the agenda. It was a resolution concerning the Eastern Carver County Independent School District 112 Referendum on November 5, 2013. A resolution was distributed to the council this afternoon so without objection we ’ll be adding that as item G(2) under New Business. Are there any other modifications, from members of the council with regard to the agenda? If not then without objection we ’ll approve the agenda as amended. PUBLIC ANNOUNCEMENTS: Mayor Furlong: With that I ’d like to start with a few public announcements this evening. The first relates to our City ’s Halloween Party. City of Chanhassen in support with our local community event sponsors is proud to announce the fourth and final community event for 2013. It is our 29 th Annual Halloween Party. Please join us on Saturday, October 26 th for an evening of fun at the Chanhassen Recreation Center. Children 13 and under are invited to participate in a wide variety of activities including trick or treating, hayrides, carnival games, spooky rooms, refreshments and family entertainment featuring Mixed Nuts. It ’s my pleasure to invite all area residents, their families and friends to join us at the Chanhassen Rec Center 5:30 to 7:30 on Saturday, October 26 th for fun. Please register at City Hall or at the Chanhassen Rec Center. There is a $5 fee for children. Adults are free and it covers all activities. That ’s a lot of fun so thank you. Our park and rec commission will be very involved in that again this year I assume Mr. Hoffman so always a fun time. I ’d also like to extend an invitation to the Seminary Fen Fall Clean-Up event. This is the second annual Seminary Fen Fall Clean- Up and it will take place on Saturday, October 26 th as well. All residents and their friends and family are invited to spend a morning helping to restore the State designated scientific and natural area of the fen. DNR staff will be there to lead volunteers as they help with pulling buckthorn, removing trash and other activities. Afterwards the volunteers will be invited to share and be involved in a tour of the fen with DNR naturalists. The event is sponsored by our Chanhassen Environmental Commission. We thank them for their activities with this regard and in partnership with the DNR. Volunteers can meet at the fen parking at 9:00 a.m., which is off of Flying Cloud Drive. If you have questions or need more information please call City Hall and someone will be able to help you. Again that ’s October 26 th , Saturday the 26 th at 9:00 a.m. And finally this coming Wednesday the cities of Eden Prairie and Chanhassen are pleased to invite residents and businesses from both cities to participate in the grand opening and ribbon cutting of the newly completed Rice Marsh Lake trail loop. The celebration will take place on Wednesday, October 16 th at 5:00 p.m. at the border of the two cities located on the south side of the lake where the two trails meet. Were we able to line those up correctly? So we got them together? Excellent, good. The golden spike is in. Transportation to the event will be by foot, bicycle, shuttle vans, parking at Rice Marsh Lake Park located off of Dell Road in Eden Prairie. If you ’d like more information again contact City Hall. Is this information up on the website too Mr. Hoffman I assume. Chanhassen City Council – October 14, 2013 2 Todd Hoffman: It is. Mayor Furlong: Thank you. 4:30 p.m. Please arrive on Wednesday the 16 th for this event. It should be a lot of fun and that is, I understand I ’m looking forward to being there and seeing that trail myself. Beautiful loop trail around Rice Marsh Lake Park that is really just a great extension of our trail system. So lots of events here in the next couple weeks and we hope that people have the opportunity to take a part. Let ’s move on now to the next items on our agenda. CONSENT AGENDA: Mayor Furlong: If there is desire for separate discussion by either members of the council or the public present I ’d ask that you let me know at this time. Mr. Laufenburger. Councilman Laufenburger: Yes Mr. Mayor. I ’d like to have discussion regarding item number 7 and number 11. Just brief comments and questions about those two. Mayor Furlong: Okay. Alright, we can pick those up before visitor presentations or right after. Councilman Laufenburger: Let ’s do them right before visitor presentations would be fine. Mayor Furlong: Okay, thank you. Any other requests for items on the consent agenda? If not then is there a motion to approve items E(1) through (10) excluding (7). Councilman McDonald moved, Councilwoman Tjornhom seconded to approve the following consent agenda items pursuant to the City Manager ’s recommendations: 1.Approve of City Council Minutes dated September 9, 2013. 2.Receive Planning Commission Minutes dated September 3, 2013. 3.Receive Park and Recreation Commission Minutes dated August 27, 2013. 4.Resolution #2013-43: Lift Station #10 Improvements: Award of Bid. 5.Resolution #2013-44: TH 212 Improvements from Chaska to Cologne: Approve Resolution Supporting Carver County ’s Application for Corridor Commerce Funding. 6.Resolution #2013-45: Library Parking Ramp Rehabilitation Project 12-02-1: Approve Quote. 8.Repeal Conditional Use Permit for Stable Permit, 3530 and 3670 Highway 7, Premier Bank. 9.Approval of Cell Tower Lease, T-Mobile. 10.Ordinance Approving Street Name Changes in the Camden Ridge Plat. All voted in favor and the motion carried unanimously with a vote of 5 to 0. E(7).APPROVE QUOTE FOR CONSTRUCTION OF CONCRETE PEDESTRIAN MEDIAN ON GALPIN BOULEVARD AT WEST 78 TH STREET. Chanhassen City Council – October 14, 2013 3 Councilman Laufenburger: This is the construction of a median in the 78 th Street and Galpin which is right near the proposed, or the approved PUD for the apartment complex. Is that correct Mr. Oehme? Paul Oehme: That is correct. Councilman Laufenburger: Can you give me a little background? First of all this is, this is not a project that was on the CIP for 2013, is that correct? Paul Oehme: Correct. It wasn ’t identified specifically in the CIP. Councilman Laufenburger: Okay. And will it be, will the work happen this year or will it happen in 2014? Paul Oehme: The intent is to construct it this fall yet. Councilman Laufenburger: Okay. So where will it be funded? Paul Oehme: Through pavement management. Councilman Laufenburger: Okay. And then lastly, a little bit of background on what value this median will provide for traffic control and pedestrian access, things like that. Can you just do a little bit of that? Paul Oehme: Sure, absolutely. Just a little background about the intersection too. Again like you had indicated it ’s an intersection of Galpin Boulevard and 78 th Street. There is currently a city trail on the north side of 78 th Street. Galpin Boulevard at that intersection is not a stop intersection. It ’s a through so there ’s, it ’s not a four way stop at that intersection so, plus the intersection across Galpin is fairly wide. There ’s almost 4 lanes of traffic plus the median so we have heard from residents, concerns about the length of that crossing to get across the intersection plus that there ’s not a four way stop. We did talk to Carver County about the operations of that intersection and they ’re, based upon their analysis and the traffic study that we ’ve looked at, they don ’t think a four way intersection is warranted at that intersection right now so to improve upon pedestrian safety we feel that a raised median at that intersection would be appropriate from basically the middle of Galpin Boulevard so if a pedestrian were to cross say from east to west, you would only have to cross basically two lanes of traffic. There ’s a raised median, concrete median or safe zone basically where that person can rest and then move on to basically the southbound traffic lanes and cross at the appropriate time so it gives a little bit of a refuge for the pedestrian to cross a little more safety involved and that median will be signed appropriately. Mayor Furlong: If I could Mr. Laufenburger too, this was something that we heard about as a council at the public comment period when the apartment building was being considered a few times. Councilman Laufenburger: Absolutely, yes. Mayor Furlong: And so it was something that in conversations with staff obviously that crossing was a concern to many people. Councilman Laufenburger: Sure. Mayor Furlong: We have trails on Galpin. We have trails along West 78 th . The park is down, Lake Ann Park is further down West 78 th . I know that having personally observed it, there are a number of people that run along West 78 th and so the question was what can we do to address the concerns from an engineering standpoint and still keep it safe but still keep traffic safe and the mobile too so. Chanhassen City Council – October 14, 2013 4 Councilman Laufenburger: So I think this is good that we ’re doing this. Galpin is actually County jurisdiction, is that correct? Paul Oehme: That ’s correct. Councilman Laufenburger: So are they helping us pay for this? Paul Oehme: They are not. The t rail system typically is all of. Councilman Laufenburger: Our responsibility. Paul Oehme: Yeah, for the local trails. Councilman Laufenburger: So you say that it will be signed so traffic that is coming from Galpin headed in a southerly direction, they will obviously see the presence of this raised median. Paul Oehme: Right. Councilman Laufenburger: Okay. Paul Oehme: Absolutely. Councilman Laufenburger: Okay. Do we typically inform residents within 500 feet of that indicating the construction will occur or is there some other way we ’re, do we feel that it ’s necessary to inform them of that? Paul Oehme: In the past we have. Councilman Laufenburger: Okay. Mayor Furlong: They ’ll see the orange pylons I guess. Councilman Laufenburger: Yeah I guess they will. Absolutely. Anyway I appreciate the forward thinking on this and doing this even before that development occurs so thank you Mr. Oehme. That ’s all I had Mr. Mayor. Mayor Furlong: Thank you. Would you like to make a motion? Councilman Laufenburger: Sure, I ’d be happy to. Mr. Mayor, I move that the City Council awards a construction contract for the Galpin Boulevard/West 78 th Street intersection improvement to Parrot t Contracting, Inc. in the amount of $24,937.00. Mayor Furlong: Thank you. Is there a second? Councilwoman Ernst: Second. Mayor Furlong: Motion ’s been made and seconded. Any other discussion? Questions or comments. Seeing none we ’ll proceed with the vote. Chanhassen City Council – October 14, 2013 5 Resolution #2013-46: Councilman Laufenburger moved, Councilwoman Ernst seconded that the City Council awards a construction contract for the Galpin Boulevard/West 78 th Street intersection improvements to Parrott Contracting, Inc. in the amount of $24,937.00. All voted in favor and the motion carried unanimously with a vote of 5 to 0. E(11).APPROVE STIPULATIONS OF SETTLEMENT AGREEMENTS FOR ACQUISITION OF RIGHT-OF-WAY IN CONJUNCTION WITH THE TH 5 IMPROVEMENTS, ABBARIAO, EKSTRUM/BURDICK AND GAUER PARCELS. Councilman Laufenburger: I ’m not sure where to address this question Mr. Mayor. I guess I ’ll go to you Mr. Oehme if you don ’t mind. My question is, first of all what ’s the area? Is this the area of Highway 5 right near Lake Minnewashta where those homes are very close to the highway and it ’s part of a road that access to Highway 5 was vacated, is that correct? Paul Oehme: That ’s correct. These houses are adjacent to Minnewashta right on Lone Cedar. Councilman Laufenburger: Okay. As I read this item on the consent agenda I was struck by the notion or struck by the stipulation that the City ’s going to be paying significantly more money now as a result of this settlement than we had planned originally. I guess I ’d like to know why. Maybe you can ’t answer that but somebody else can. Paul Oehme: Sure, the engineering department has worked through the city attorney ’s office on these negotiations and maybe if somebody from Roger Knutson ’s office can address that. Andrea Poehler: The condemnation process requires that the City pay for all of the fees and costs associated with the property owner ’s condemnation process if you will if the offer is 20% or more. If the difference, the last offer is 20% lower than what the actual condemnation award comes in at. It gives the Judge the ability to then require a payment of all of those fees and costs so generally weighing the risks, the City often times will increase it ’s offer to something that ’s a little bit more comparable. Kind of a between the numbers. Between the high appraisal and the low appraisal that the City typically has so it ’s a balancing of those risks. Councilman Laufenburger: So my question is, I ’m assuming that this is money that we paid to the homeowners in order to move Highway 5, or the roadway closer to them for safety. The purposes of you know milling and overlaying Highway 5, etc. I ’m wondering why we, why it was an estimate so low to start with. Is that typical approach that you low ball and estimate to a homeowner? Paul Oehme: Absolutely not. So the process is that the City or the governing agency hires an appraiser to go out and look at what the amount of say temporary or permanent right-of-way that ’s needed. Roadway right-of-way what have you for a particular location so we did that. We had an appraiser come out and look at each of these individual parcels and give his best estimate looking at assessed values or appraised values in that area. Sellable market value and look at damages that potentially can occur based upon you know construction timing, access and then damages potentially to their property so it takes into all that into the appraised value. Now the property owner has the right to go out and get an independent appraiser. Councilman Laufenburger: Their own appraiser. Paul Oehme: Their own appraiser, yep so we look at what our appraisal is and then look at the homeowner ’s appraisal and hopefully they come in the same. In this case they were significantly off so that ’s where the city attorney ’s office gets involved and go into negotiations and see where you know Chanhassen City Council – October 14, 2013 6 how these appraisals based upon, you know how are they generated so through those negotiations you know this is the settlement that we have come up with so. Councilman Laufenburger: And this settlement includes not only that portion that the City of Chanhassen will pay but also a portion that the State of Minnesota through MnDOT has agreed to pay as well. Paul Oehme: Yep, absolutely. Yeah, so you know when these, when the appraised values from the property owners came in significantly higher, we did ask MnDOT to help out with the settlement amounts because a lot of the improvements that are, were made through this grant application that the City did receive definitely embeds the trunk highway system so they were kind enough to support you know our settlements and contributing significantly to the settlement amounts. Councilman Laufenburger: So the initial appraisal that we had was based on reasonable investigation, research and the homeowners was also on their perspective reasonable research and we ’ve essentially come to an agreement that is agreeable to all parties, is that correct? Paul Oehme: That ’s correct. Councilman Laufenburger: Okay. That ’s what I needed. Thank you. Thank you Mr. Mayor. Mayor Furlong: Thank you. Any other questions or comments on this matter? If not is there a motion to approve? Councilman Laufenburger: Yes Mr. Mayor. I move that the City Council approves settlement agreements for acquisition of right-of-way for Abbariao, Ekstrum/Burdick and Gauer parcels in conjunction with Trunk Highway 5 improvements from Trunk Highway 41 to Victoria Drive, CSAH 11, State Project No. 1002-89. Mayor Furlong: Thank you. Is there a second? Councilwoman Ernst: Second. Mayor Furlong: Motion ’s been made and seconded. Any discussion on the motion? Seeing none we ’ll proceed with the vote. Councilman Laufenburger moved, Councilwoman Ernst seconded that the City Council approves settlement agreements for acquisition of right-of-way for Abbariao, Ekstrum/Burdick and Gauer parcels in conjunction with Trunk Highway 5 improvements from Trunk Highway 41 to Victoria Drive, CSAH 11, State Project No. 1002-89. All voted in favor and the motion carried unanimously with a vote of 5 to 0. VISITOR PRESENTATIONS. INTRODUCTION OF LORI ANDERSON, PRESIDENT, SOUTHWEST METRO CHAMBER OF COMMERCE. Mayor Furlong: We do have a couple presentations this evening. Initially I ’d like to introduce and welcome Ms. Lori Anderson who ’s the President, new President of the Southwest Metro Chamber of Commerce. Good evening Ms. Anderson, how are you? Chanhassen City Council – October 14, 2013 7 Lori Anderson: Fine. Thank you very much for having me tonight. I just wanted to come and introduce myself. I ’m not the new President of the Southwest Metro Chamber of Commerce. Very excited to be part of your community and part of the region and I ’ve been out and about meeting with people and visiting and I know I ’ve had the opportunity to meet several of you and I ’m just looking forward to getting to work with you and do more things within the city of Chanhassen. Mayor Furlong: Very good. Lori Anderson: If there ’s any questions I can certainly answer anything that you might have. Mayor Furlong: Any questions for Ms. Anderson? We have had a chance to be in a variety of meetings over the last few months so we appreciate that. The most recent was I think Friday. Lori Anderson: Yes, absolutely. Mayor Furlong: With the District 112 Leadership group so thank you for your involvement. Lori Anderson: Thank you. Mayor Furlong: And thank you for helping with the chamber. Lori Anderson: Great, and thank you for having me. If there ’s anything I can do please contact me. Mayor Furlong: Thank you. CHANHASSEN LIBRARY PRESENTATION, NICK DIMASSIS AND KATHY BOGNANNI. Mayor Furlong: We also have representatives from the Chanhassen Carver County library system this evening. Mr. Nick Dimassis and Chanhassen Librarian Kathy Bognanni. Good evening. Nick Dimassis: Thank you Mr. Mayor, council members. Mayor Furlong: And I apologize if I messed up any names. Nick Dimassis: I ’m Nick Dimassis, the Director of the Carver County Library System and this is Kathy Bognanni. She is the Branch Manager for the Chanhassen branch library and we really appreciate the opportunity to come and tell you about the library, both at the county level as well as what ’s happening just across the plaza here. Often times when I go out and talk to civic or service groups I kind of take head on the whole issue of the library becoming irrelevant. There ’s a lot of talk about that. You hear it, you read it in the newspapers. You hear it on TV. You hear it on the radio. Everyone, all the, there ’s a lot of predictions that the library is becoming obsolete and will be, is just on it ’s way out so, I think this is how we do it. Laurie Hokkanen: Yep. Point it more at me. Nick Dimassis: Point it more at you? Okay. Alright, and so what I did is I just went in the demise of the library. I heard, you know you hear that and so I went into a search engine, right? The thing that ’s going to kill us off and put in that phrase, demise of the library and this is some of the first phrases or articles that came up so there ’s one saying probably. They ’re looking at the world without it. Read it and weep. Right? A little bit melancholy about it and then demise of the libraries means of course the demise of everyone in this room right here, right? We don ’t have democracy anymore so perhaps that ’s a little bit Chanhassen City Council – October 14, 2013 8 you know hyperbolely but what it clearly shows is that the library means a lot to communities and the individuals within them as well as our larger infrastructure. Political infrastructure, social infrastructures. And what is it of course, there we go. What is it that is the threat to libraries and it ’s this thing. Everything is on the internet we often hear and in fact much is and more will be but everything is, what you have to do then is look at well what is a library? Is it simply an internet connection? Since I put this together which is just saying okay, well what ’s happened? What is the threat that everyone assumes is going to overtake what the library has traditionally done and I just from 1980 to today, these are a lot of the technology innovations that we have seen come along that we have also adopted. That a lot of you have a variety of those in front of you right now. I ’m holding one in my hand but even though with all those innovations what has happened, we would think that visits to the library, right? This thing that ’s becoming obsolete and irrelevant would follow, that there would be a downward trend towards this and in fact what we see nationally, this is visits to libraries. People walking through the door nationally and you can see that it in fact has increased. What happens in Carver County? You can see the same kinds of trends. And what interested me more than anything are the long term trends. We can always sit there and put the dots down and see up, down depending on each year. The economy. Libraries are very, we have an inverse relationship with the economy. When the economy goes down, library usage spikes and we can go into reasons for that. Actually Kathy will touch on a little bit of the resources that address that but, and then when the economy starts to improve, what would we expect? We would expect that some of the usage and the visits would start to what I say normalize. Not go down right but normalize and so visits over the long term, long trend have continued to increa se. Circulation. This is that, physical items right. Probably one of the biggest threats of the electronic supposedly is well we won ’t need the physical items anymore, whether it ’s print. Whether it ’s DVD ’s. Whether it ’s CD ’s. And in fact circulation has seen the same kind of increase in the last 10 years or so nationally and so has circulation within Carver County as well. So with all the technology increases, we ’ve also seen more people walking through the door and we ’ve also seen them checking out, taking home physical items. And we do this through our distribution centers. In a way we ’re no different than a mom and pop ’s store. A Walmart. An Amazon right. These are your distribution centers. It ’s the public library. It ’s the brick and mortar. Things come in. They get labeled. They get put on shelves. In comes the customer. They grab them and they put them to whatever use it is that they need to put them to. Here is an interesting snapshot and you can see the yellow hidden back there. That ’s Carver County. The 5 yellow dots, or 6 stars I ’m sorry, are the branches. 5 public libraries and then the law library branch. The 3 stars are our express libraries. Again using technology to make library materials even more accessible, and all those grapes all over, what those are, those are people that are registered in the Carver County library system so and that ’s where they live. And you can see, it goes outside of the county borders and if our friends to the east did the same thing, you would see the same thing. Hennepin County folks are registered, well that shows, Hennepin County folks registered here. You would see the same thing. In negative is that there ’s a lot of Carver County people that are registered in the surrounding counties as well so not only do we deliver within the city, Chanhassen. Within the county, Carver County. But we also are part of this larger network of regional libraries and then across the state, and just, it ’s a lot of people don ’t realize this because you live within it but Minnesota really enjoys a very robust network of library services that many, many other states do not enjoy. This is that regional libra ry. We ’re connected to the other counties so there ’s a lot of cooperation. A lot of delivery and also economies of scale kinds of things for databases and other electronic resources. This is the statewide network of the different regional libraries and again you can see there where we are in the Twin Cities. That ’s the one in which we are. All kinds of partnerships. All kinds of sharing happening. You don ’t need to know it because perhaps you just walk into the Chanhassen library and get what you want. This is our strategic plan that we just finished last summer and these are our 4 strategies directions, and we won ’t spend time on that but actually Kathy will hand out our, a short summary of our strategic plan. Some of the things that have, that we ’ve been doing lately. Again all that technology. We added a Mayer express library. One million items, fourth year in a row. That trend of circulation, things being checked out, a million items 4 years in a row. As more technology comes out, more things are being checked out and in fact just the technology often helps that. We remodeled the Watertown library. Chanhassen City Council – October 14, 2013 9 Library web page. We put together a new one. We considered it our virtual branch. We have more digital signage. Network throughout the different libraries like you ’re seeing around this room. Three on B ooks is a new exciting project. So far we ’ve been offering e B ooks through one vendor and now 3M is getting into the game and as far as I ’m concerned competition between vendors is always a good thing and it benefits, it ’s going to benefit the patrons as well. Wifi printing. Something else that ’s being asked for a lot. Can you print off your laptop within the library? And now I ’m going to let Kathy talk about specifically what ’s going on across the mall here. Kathy Bognanni: Thank you. Well believe it or not it has been 10 years since our Chanhassen library has been built and we celebrated our 10 year anniversary in the middle of August. Recently when CNN Money Magazine selected Chanhassen as the 4 th best place to live in the nation, the library staff were thrilled to be part of that. As a key service in the community with 255,581 visits to the Chanhassen library in 2012, we look forward to continuing to be a vital part of Chanhassen as it grows throughout the 21 st century. It ’s a busy place. Chanhassen residents really use their library. One of the thin gs that we enjoyed a lot at our 10 th anniversary celebration was hearing Chanhassen residents tell our Friends of the Library and our staff how much they have enjoyed having this library in Chanhassen in the last 10 years. 10 years ago we had young children make tiles for the children ’s area and this young man, Ben Bawd was one of those children who was 4 years old at the time. Ben told me that he still remembers what he used to like to read back then. He liked the Magic Treehouse books but now he told me, as he finished the summer reading program at the library 10 years later, that his favorite book was Kidnapped by Murray McDonald. He ’s still a big library user. Our Friends of the Chanhassen Library are invaluable to us and we appreciate so much that they do. They volunteer for the library and they help financially support programs at the library. They help with our summer reading program and they started a new program this last year called Lucky Day Collection to buy some extra copies of best sellers so that not everybody would have to wait for 3 months to get a best seller on the waiting list. They could walk in and pick one up that day. Chanhassen parents really value education and the library ’s thrilled to be a partner in education with them. Some of the key ways we do that are in trying to foster pre-literacy skills in our toddlers and preschoolers and to help with homework support and also to help children during the summer maintain those reading skills that are so critical. Without summer reading, reading skills tend to drop back during the summer months. For our teenagers we try to find interesting programs that will stimulate them and take advantage of some of their skills. This summer, as part of our summer reading program we had a design a bookmark contest and our Chanhassen winner was Victoria En Oui and her bookmark is going to be printed for teenagers during teen book week coming up later this month. We also use a lot of volunteers at the library during the summer, which is a win/win situation. We had 500 hours of teen volunteer help at the library this summer and not only did those young people help us at the library but we think it was great for us to give them an opportunity to have some volunteer experience in their town and to see what it ’s like to be in a work environment. Parents love storytime so we offer them almost every day, including Saturdays where we have musical storytimes. Yoga storytimes. Teals for Reading and lots of special storytimes for our working families. During the summertime we have about 8 summer reading programs and about 300 kids come to each one of those at our library. Most of those children go out the door with a big stack of books after the program. Some other fun things for kids are our board books for babies. The Teals for Reading program. A pre-literacy experience and craft programs that kids have fun at the library. For adults, MELSA helps us sponsor authors that come to Chanhassen and our community really comes out to see those. This particular one was a visit by Lorna Landvick, a Minnesota author. We also had Mark Rosen from WCCO who attracted a great big crowd and recently a visit from Mary Sharratt and tomorrow night, it ’s not too late to see Sarah Stoneage will be there tomorrow. In the month of September we had 111 groups meet in our library meeting room or programs at the library so those library meeting rooms are a tremendous community resource. One of our sort of quiet services at the library is our public Wifi and as so many people now have tablets, laptops, Smartphones and other devices that need Wifi, we ’re finding a lot of our business is switching from hardware computers to people who just need a good, reliable source of Wifi so one day this summer I Chanhassen City Council – October 14, 2013 10 looked around the library and every single table in the library was filled with someone and most of those people were using our Wifi. During the economic downturn a lot of people used one of our databases called Job Now that helps people learn how to write resumes and practice interviewing. They interact with a real person remotely online. A second database that our small business community used a lot is Reference USA which tells them a lot about, about 14 million companies across the country. Helps them find out suppliers that they might use for their businesses. Maybe who their competitors might be and also it lists consumers so that if a business is trying to develop a mailing list they could use this resource for that and we try to do some individual tutorials with people in the community who ’d like to know how to use this service better. We offer tax assistance during the tax months and about 40 people a week take advantage of that. And now Nick is going to talk to you a little bit more about more resources. Nick Dimassis: And as Kathy describes all the things that you saw there, or most of those things require a brick and mortar building and so even as we move electronic there ’s still so many activities that are happening that are very community, face to face. The same kind of reason that we all meet in a room here today instead of Skpying in all the meetings. There ’s a lot of physical human interaction that ’s going on within the library and it ’s community members going down there but I do want to address one more time, all this technology that is out there and that everybody has, does the library just avoid it? Does it try to push it away? Absolutely not. We have our virtual branch as I said was the new website that came up a year and a half ago and we ’ve been adding and adding and improving it. You want eBooks? This is where you can go. You go to our website and you can download eBooks. Whether you have a Nook. Whether you have Kindle or any other kind of eReader. As I said, 3M now is going to become and even opening up more options. More items as well. If you want audio, downloadables so right now you know we had books on tapes. You had books on CD now and there ’s also books on, that are downloa da ble to your MP3 player or whatever you might have. Your phone even. Zin i o is a new and very popular resource. When it comes to you know electronic versus print, newspapers and magazines were very hit, or were hit hard and magazines were one of those that everyone thought was going to go away and this is kind of made a resurgence because it ’s really taken advantage of technology that you ’re looking at the magazines. Not just a PDF of it you know in some of the ways that they were making articles available. This is the actual magazine and you can flip through it. You can save it. You can save issues. You can do a lot of the things that the potential was there and now it ’s being realized with this and there ’s Consumer Reports. There ’s Harvard Business Review. There ’s the Bloomberg Report. All kinds of stuff that is now available and again your library can show you how to download those. And we often talk about everything ’s in the cloud, right. We don ’t need the brick and mortar because it ’s all up in the cloud but what is the cloud? Well you can ’t get anything into the cloud unless you first get into the ground. Our network internet and all that is really just tubes connecting to each other. The way it gets up into the cloud is the Wifi really and certainly in terms of the library. This is a photo taken out in Mayer when they were laying the fiber down. The fiber project rings through the county. I know you all know probably every square foot of where that goes through but it goes through every one of our library branches and it was lit up just a couple months ago and we ’ve been hearing all kinds of reports because broadband, broadband, broadband , right. When you start streaming, whether it ’s video or audio it just eats up a lot of the band width and so this fiber, we ’ve been getting a lot of compliments, or comments on how it has increased access for a lot of people who come in and sit at the computer and to be able to get access to a lot of the electronic resources so we embrace it. We embrace all the electronic resources and all the innovations and you know folks don ’t need one of these to be able to go into the library and take advantage of all these, of all these things that are out there. The library will continue to adopt. It will continue to adapt, evolve and all you need, all your constituents, all your residents need is one of these to come in and take advantage of that. So thank you very much. Again thanks for the opportunity for us to come and talk to you and we ’d be happy to take any questions. Mayor Furlong: Thank you very much. Appreciate the presentation. Questions for them? Chanhassen City Council – October 14, 2013 11 Councilwoman Ernst: Mr. Mayor? Mayor Furlong: Councilwoman Ernst. Councilwoman Ernst: I ’m curious to know, you talked about the increase in traffic over the last few years and I ’m curious to know if, in terms of demographics, if you have a specific age group that has generated that traffic or are there a variety of age groups? Nick Dimassis: Yeah. Mr. Mayor, Councilwoman Ernst, there is a variety. One of the things that we often say is life long learning is what happens in a library and so from, you know from birth all the way til you know someone last uses the library. Traditionally though, kids. Kids, parents bringing in their kids. And then what happens of course you know and then in high school they use it and then they go to college and so we don ’t see as much of the college age. Now Kathy will probably argue with me on that and say no, we do but traditionally you know they have other resources. They ’re using college libraries. They start doing other things getting started in their career. Then they have families and all of a sudden they come back and start using the library again so lots of kids that way. Families that way and then of course as they get older, retire, then you see another surge in that so it is life long. I mean you know all ages but we definitely have some demographics in that area of usage. Councilwoman Ernst: Okay, thank you. Nick Dimassis: Yeah, you ’re welcome. Mayor Furlong: Other questions? A couple. First of all congratulations on the 10 th year anniversary. Some of us were here and so it ’s, time goes really fast. I guess we ’ve been having a lot of fun but question I know neither of you were here at the time that the Chanhassen library was built. Did you go back and look at some of the expectations in terms of patronage? In terms of usage, c irculation those type of things and see are we tracking close to what we thought we ’d be doing at that point or have we exceeded that or, in some areas we ’re doing better than others. Did you take a look at that at all? Nick Dimassis: Mr. Mayor I do not believe, I don ’t think any of us looked at expectations. Mayor Furlong: Okay. Nick Dimassis: We can certainly track you know whatever the circulation or any of those matrix before the library was built and then afterwards and you always see you know a big spike. Mayor Furlong: Sure. Nick Dimassis: But we did not go back and look at expectations so I really don ’t have anything to offer along that. Kathy Bognanni: I did see a document when the community was trying to rally support to build the library that listed some of the things that they wanted in that space. Mayor Furlong: Okay. Kathy Bognanni: Including the meeting room spaces that are now being used tremendously. Increasing children sp aces were a couple of things that I particularly remember that were listed that I think we ’re doing a really super job with. Chanhassen City Council – October 14, 2013 12 Mayor Furlong: Okay. Kathy Bognanni: Just a larger collection generally and our collection now is a little over 104,000 items so I think of some of those things that I remember seeing in that document, I think we ’re pretty well doing what people want. Mayor Furlong: Okay. Kathy Bognanni: Although probably nobody foresaw all of the directions that some of the electronic services were going to go in. Mayor Furlong: Which you said have expanded at the library in terms of those type of offerings. Kathy Bognanni: Oh yes. Mayor Furlong: The other question I have is, and I ’m curious how familiar you are with the plans for the Excelsior library that Hennepin County has been talking about for a while. Can you give us an update there? And do you expect any effect from that, if that library does open or when it opens on usage at Chanhassen? Kathy Bognanni: Well we do have quite a few Excelsior residents that use the Chanhassen library. I ’m sorry. We do have quite a few residents who use the Chanhassen library that live in Excelsior and I think some, I think the school boundaries have a little bit to do with the back and flow traffic between Excelsior and Chanhassen but I have a feeling that it ’s not going to have that drastic of an effect because I know that Eden Prairie has a really large library to our east and Eden Prairie is one of the cities that we draw most heavily from in our usage here at Chanhassen so I think people just kind of go where it ’s convenient for them to go when they ’re shopping or if they have a book on a school reading list and their local library copies are out, then they go elsewhere so it ’s possible we ’ll see a little bit of an effect but I ’m not expecting it to be real drastic. Mayor Furlong: Okay. Do you know what the timing is on that or if they ’ve made improvements there? I realize it ’s Hennepin County but just curious from an update on what their plans are. Kathy Bognanni: I was thinking it was going to be about a year but I ’m not 100% sure about that. Mayor Furlong: Okay. Kathy Bognanni: I think I saw a few different dates and I ’m not sure I remember the most recent. Mayor Furlong: Okay. Kathy Bognanni: Thanks. Mayor Furlong: That ’s fair, thank you. Any other questions? Thank you very much for the update and report. I know that it ’s been a little while since we ’ve had you here but you ’re certainly welcome anytime to come back and give us an update. We appreciate it. Nick Dimassis: Thank you very much. Mayor Furlong: Thank you. Anyone else for visitor presentations this evening? If not we ’ll move on then to the next items on our agenda. Chanhassen City Council – October 14, 2013 13 PRESBYTERIAN HOMES CONDUIT DEBT REFUNDING BONDS: PUBLIC HEARING AND CONSIDERATION OF HOST APPROVAL RESOLUTION, JOINT POWERS AGREEMENTS AND HOUSING PLAN. Greg Sticha: Good evening Mayor and council. Earlier this summer, I kind of want to clarify the two conduit debt issuances that we had in front of council previous this year. We had one issuance that was for an actual conduit debt that the City would be issuing and that got pulled off the agenda at the last minute at our September meeting. This is for a different issue. This is for the facility located, Summerwood Presbyterian Homes built facility and they are attempting to do a refinancing of their conduit debt. At the time they approached the City of Chanhassen to participate in the conduit debt issuances, we had already committed ourselves to a conduit debt deal with the other facility that had previously gotten to us a month before. They had discussed doing the refinancing. In the meantime Pres Homes and their attorneys went and sought alternative cities to issue the conduit debt. They accomplished that but because the facility is located in the city of Chanhassen, they need to have passed a host approval issuance of the senior housing refunding notes, and that ’s according to Minnesota Statutes and they need to approve a joint powers agreement and a housing program, which is in front of you this evening so the public hearing as well as the joint powers agreement as well as the housing program all need to be passed for the conduit debt issuance to go forward for Pres Homes Summerwood here in Chanhassen. Mayor Furlong: Alright, thank you. Any questions for staff? Is there an applicant here this evening with regard to this? Good evening sir. Anything you ’d like to address to the council before we open the public hearing? Mark Beezie: Mr. Mayor, members of the council. My name is Mark Beezie with Northland Securities. I ’m here on behalf of Presbyterian Homes and I was here back in 2003 when it was just raw land over here and we all worked together to make the project a reality so, and back in 2003 the City was quite busy with their own debt issuance so with the host approval we went through the City of Victoria and now Victoria ’s doing their projects. You ’re doing your projects so we ’ve gone to Spring Park, Rockford and Carver to issuance the bonds, bank qualified for Presbyterian Homes. Back in ’03 they also had a tax increment agreement which helped them make the rents affordable. That runs out next year so this refinancing will help them maintain the viability of the project so appreciate your support. Mayor Furlong: Okay, very good. Thank you. Any questions for Mr. Beezie? No? Thank you. Alright, if there are no questions at this time I would open the public hearing and invite all interested parties to come forward to the podium. Please state your name and address to address the council on this matter. Okay, seeing no one. Without objection we ’ll close the public hearing. Bring it back to council. I guess for clarification, our role here tonight is to adopt the resolution and approval of the joint powers agreements, is that correct? As well as the housing plan. Greg Sticha: Housing program, that is correct. Mayor Furlong: And the housing plan effectively describes the operations of Presbyterian Homes here, or excuse me of Summerwood, is that a fair statement? Greg Sticha: That is correct. Yep. Mayor Furlong: Alright. Any comments or discussion? Mr. McDonald. Chanhassen City Council – October 14, 2013 14 Councilman McDonald: I have a question and I guess, what is, are we going to be issuing the bonds or could you explain a little bit what, why are we the host? What does that have to do in all of this? Greg Sticha: And maybe the applicant can also clarify but we will not be issuing the conduit debt in this particular instance. He had mentioned the other cities that will be participating in issuing the conduit debt. My un derstanding is that we are, since we are the host facility, that ’s what we ’re being asked to do. Mark Beezie: Absolutely. You ’re not going to issue any debt. Just the project is located in Chanhassen. We need your approval for the other cities to do it on your behalf so. Councilman McDonald: Okay. Todd Gerhardt: Mayor, council. Just to insure that nobody has any idea that we would be obligated for any of this debt. We are clear. Briggs and Morgan is our bonding attorney. I think they made it clear in their memo to you and again Presbyterian Homes is located in Chanhassen and because of that location here we are playing host to the conduit debt to the other 3 communities. Mayor Furlong: And Mr. Gerhardt, I ’m sorry. Go ahead. Councilman McDonald: I was going to say if you ’re looking for comments then, I just needed clarification on that but I think that Presbyterian Homes has been a very good asset for the city. We talk a lot about senior housing and you know kind of beyond and I do know people that live there and have nothing but good praise for the way that they ’ve run their operation and everything so I would have no qualms whatsoever about supporting the, either the joint powers agreement or the resolutions that we ’re going to put together. I think that yeah, you ’re a real asset to our community and it helps a segment of our community also so thank you. Mayor Furlong: Thank you Mr. McDonald. Any other comments? Discussion. Councilman Laufenburger: Mr. Mayor. Mayor Furlong: Mr. Laufenburger. Councilman Laufenburger: Just I want to echo what Councilman McDonald said. Not only does Presbyterian Homes provide service for residents of Chanhassen and surrounding communities but it also provides a great venue for organizations interested in volunteering to help with, help senior citizens as they mature in their life. I know that there are a number of organizations in the community that provide all sorts of services so it ’s a, not only are they providing great care but they ’re also making it possible for others who have an interest in whether it ’s volunteerism or caring, they ’re the recipient of those as well so anything that promotes and perpetuates the presence of Presbyterian, there was a lot of P ’s in that. Anything that nurtures that with Presbyterian Homes I ’m also in favor of that too so Mark, if you would pass along to your fellow operators over there , we appreciate their presence as a citizen in this community. Mark Beezie: Thank you. Mayor Furlong: Thank you. Well said both of you. If there ’s no other comments or other, if not then Mr. McDonald would you like to make a motion? Mr. Laufenburger you can second it. Councilman McDonald: Certainly. Chanhassen City Council – October 14, 2013 15 Mayor Furlong: When the time comes. Councilman McDonald: I just have to get to it. I ’m sorry, I scrolled. Okay, I make the following motion. That the City Council approve the resolution entitled Giving Host Approval to the Issuance of Senior Housing Revenue Refinancing Notes Under Minnesota Statutes and approval of the Joint Powers Agreement and a Housing Program for the Presbyterian Homes/Chanhassen Summerwood project. Mayor Furlong: Thank you. Is there a second? Councilman Laufenburger: Second. Mayor Furlong: Motion ’s been made and seconded. Any comments or discussion? No, again thank you for everybody and the comments I know are, represent all of our appreciation and for the organization. With that if there are no other comments we ’ll proceed with the vote. Resolution #2013-47: Councilman McDonald moved, Councilman Laufenburger seconded that the Chanhassen City Council approve the resolution entitled Giving Host Approval to the Issuance of Senior Housing Revenue Refinancing Notes Under Minnesota Statutes and approval of the Joint Powers Agreement and a Housing Program for the Presbyterian Homes/Chanhassen Summerwood project. All voted in favor and the motion carried unanimously with a vote of 5 to 0. RESOLUTION CONCERNING THE EASTERN CARVER COUNTY INDEPENDENT SCHOOL DISTRICT 112 REFERENDUM. Mayor Furlong: Let ’s move now to items of new business. The one item here. I put it under G(2) but I now notice that G is public hearings so this will be under new business if anybody would like to make comments they can. It concerns a resolution concerning the Eastern Carver County Independent School District 112 referendum to be held on November 5, 2013. This was added late. I can certainly read it. I know it was distributed to the council. Generally we don ’t read resolutions but since it was added late and not public I feel that that would be appropriate. I ’ll move the resolution and read it here. Whereas the City of Chanhassen City Council recognizes that a quality system of public and private schools is high ly regarded by the residents and businesses of Chanhassen. Whereas Independent School District 112 serves a significant portion of Chanhassen and the cities of Chaska, Victoria, Carver and other surrounding communities. Whereas the City of Chanhassen City Council supports the efforts of the Independent School District 112 school board, administration, teachers and staff to provide high quality and safe educational opportunities for all students. Whereas Independent School District 112 will be holding a referendum vote on November 5, 2013 in which it will be asking two questions of the residents of the district. Whereas the first question being asked of the district voters is to renew an existing $9.1 million dollar operating levy which provides $874.35 per student. Whereas the second question being asked of the district voters is to approve a capital projects levy of $2.45 million dollars annually for 6 years to support both technology and security initiatives within each of the schools in the district. Whereas Independent School District 112 has prepared a 6 year plan detailing the capital projects plan that would be implemented if this second question were to be approved by the district voters. And whereas Independent School District 112 has provided significant information on the district ’s website, throughout various meetings and presentations throughout the district about both ballot questions of the district ’s educational and technology, safety needs, opportunities and plans to project a financial effect of questions on residents and businesses property taxes. Now therefore be it resolved that the City Council of the City of Chanhassen encourages all residents of Independent School District 112 to learn about the district ’s educational, technology and safety needs, opportunities and plans and to vote on both referenda questions on November 5, 2013. So I would move that resolution and ask for a second. Chanhassen City Council – October 14, 2013 16 Councilwoman Tjornhom: I ’ll second it Mayor. Mayor Furlong: Thank you. So we ’ll provide for discussion. Mr. Jim Bauc k , the superintendent of the school district was here at our last meeting and gave a presentation on the referendum questions. Since that time I ’ve been approached to assist with building awareness for the referendum and I think that ’s what this motion does. It doesn ’t take position of support or against the referendum but recognizes the needs and supports the efforts of the school district in providing quality education and safe environments but it really encourages people in the district to educate themselves. Become aware of the issues. Ask the questions of their school board members and their administrators and above all to vote on November 5 th . The higher the voter turnout, especially because in this situation there are no other questions on the ballot. There are no candidates on the ballot. Voter turnout is going to be critical so that the results of the ballot is best representative of the majority of the voters in the district so that ’s the purpose of the resolution and why it ’s coming forward at this time so I ’d certainly honor any discussion and comments. Councilwoman Tjornhom: Yeah Mayor I think I would like to, I agree with you that I can support this resolution because we as a City Council, we are not taking a position whether or not we a re supporting the resolution or we are supporting the referendum or not but I think it is important that everybody understands that they do have an opportunity to vote and voice their opinion and now is a good time to be educated. Go to the website. School district website. Find out what ’s going on and see if they can support it or not support it but definitely go out and vote. Mayor Furlong: Thank you. Other thoughts or comments? Mr. Laufenburger. Councilman Laufenburger: Thank you Mr. Mayor. I would echo what Councilwoman Tjornhom said and even add to it. I ’ve had the pleasure of being at some of the events at Chanhassen Elementary School, at Bluff Creek Elementary and at Chanhassen High School and I ’m very pleased to see the community engaged in the discussion and the discussion is not, it ’s not a confrontational discussion. It ’s a discussion rooted in help me understand this. Help me understand why. Help me understand the value. Help me understand the benefit and I, that ’s been an extremely engaging process by the citizens and then at the same time I would say, Superintendent Bauck and Finance Director DeeDee Ka h ring and Brett Johnson all have been very responsive even to the point of as questions came up earlier in the sessions, those questions were even answered before the questions came up in the supplement session so I applaud both the citizens of Chanhassen that are engaged in this process as well as the school district because this is really a cooperative effort on everyone ’s part to help people understand what this means to the education of our children so thank you. Mayor Furlong: Thank you. Other thoughts or questions? Discussion. If not, the resolution ’s been moved and seconded. If there ’s no other discussion we ’ll proceed with the vote. Resolution #2013-48: Mayor Furlong moved, Councilwoman Tjornhom seconded to approve the Resolution concerning the Eastern Carver County Independent School 112 Referendum. All voted in favor and the motion carried unanimously with a vote of 5 to 0. COUNCIL PRESENTATIONS. Councilman McDonald: One thing that was very interesting that happened yesterday was again we had the fire station open house. It was great turnout . Lots of kids. Lots of family. Good food. We kind of displayed all the new toys that the fire department ’s got and we even had the paramedics there so they could show off you know the equipment that they have and I guess even the DNR is loaning us equipment in case we need it also so I think it ’s very good. The citizens got a chance to really get out and see what our fire services are like and it was a very, I think productive and informative thing and I know all the Chanhassen City Council – October 14, 2013 17 kids had a good time. This year we actually took pictures at the fire truck with the kids and everything and then gave them buttons. You know just as you get at the sport parks and stuff so I think everybody really enjoyed it so it was a good time. Mayor Furlong: Good, thank you. Todd Gerhardt: Mayor, council to add. Mayor Furlong: Yes. Todd Gerhardt: I just want to thank Chief John Wolff for his assistance in putting on the open house. Our membership over there, probably the largest turnout we had for volunteers to participate in the event so they really give their time over there and are proud to show off their toys, as Jerry mentioned, but to see the faces on the kids I think is what really drives them so it was just a great event and those guys should be applauded for participating in it. Mayor Furlong: Thank you. Well said. Other council presentations? Mr. Laufenburger. Councilman Laufenburger: Thank you Mr. Mayor. I know that there ’s an event that happens every spring in Chanhassen. It ’s called the Rotary Foundation Tulip Gala, if I recall it correctly, and that ’s the, that is clearly the watershed event of springtime which helps rally the community around doing things for the community. A similar event, perhaps not with as much notoriety but an event that is growing is the Third Annual Fall Classic. This is the Activities Fall Classic put on by the Activities Office of the Chanhassen High School and this year that event will be held at the Arboretum on Friday night, October 25 th and it will be a rousing opportunity for people who get involved in high school activities. Whether it be athletics or academics, this is a great opportunity. There will be a silent auction and a, what ’s the opposite of a silent auction? Councilman McDonald: A live auction. Councilman Laufenburger: A live auction. Mayor Furlong: A loud one. Councilman Laufenburger: A loud, yeah. It will be a loud auction. Anyway, this is a great event and you can learn more about it at the Chanhassen High School website but that ’s Friday night, October 25 th at the Landscape Arboretum. The Third Annual Fall Classic sponsored by the Chanhassen High School Activities Department. A great event. Mayor Furlong: Thank you. Other council presentations? Mr. Gerhardt and I had the honor to have lunch with Joel Wiggins, the new President at Crown College. Jim Hunter, their Vice President of External Affairs and other representatives from Crown College last, I guess it was a week ago. Last Monday and Crown College is, will be celebrating their 100 th anniversary. Their centennial here in a few years and they are the college in Carver County. They ’re making an effort to get out and connect and talk to people in and around the county so it was, I just wanted to mention it on the record that I know Mr. Gerhardt and I really appreciated the opportunity to meet with them and I think we ’re going to look to find ways to integrate some of their program offerings in with some of our activities. I think we ’ll make some contacts with the Senior Center and their life long learning and other things so it ’s, but I also mention it and I know that they are going to become more involved in Southwest Metro Chamber of Commerce but our local businesses may find some benefit from being involved with and some of the programs that Crown College offers as well so just wanted to on the record thank Dr. Wiggins and the Chanhassen City Council – October 14, 2013 18 others for meeting with us and for all the work that they do and good luck as they approach their centennial here in the next few years. Mr. McDonald. Councilman McDonald: If I could just add to that, because one of the other things that they do, they do have a great insight to recognize talent. You know they ’ve improved their football program and they ’ve done a lot of things and they realized they need a public address announcer. You know someone with some real background and experience. Mayor Furlong: Have they had any opportunities to find anybody? Councilman McDonald: And they certainly did. They found one of the best public address announcers in this city, Mr. Laufenburger. Mayor Furlong: Now football is not the same season as baseball is it? Councilman McDonald: No it ’s not but Mr. Laufenburger is an all sport ’s player so I have to really hand it to him. They can recognize talent. Todd Gerhardt: Well all four of them did say that and we also have another individual that ’s associated with Crown College is an alumni that sits up here and Councilmember Ernst graduated from Crown College along with Rick Rice, our MIS Coordinator so we are getting the benefits of that education here and just a great group of individuals. I think they ’re in good hands fr om a leadership. They were very sincere in trying to engage into Carver County. They ’re really proud of the fact that they ’re the only college in Carver County and I think that is a good tag line to start spreading the word about that. They immediately joined the Southwest Chamber and then I did make contact with Sue from our Senior Center because we lost our connection with Augsburg. They discontinued their senior learning programs so maybe there ’s an opportunity there so. Mayor Furlong: Last call for council presentations? Councilman Laufenburger: And Crown did win their football game on Saturday, beating Iowa Wesley in Mt. Pleasant, Iowa 31 to 28 in overtime. Mayor Furlong: You realize now that on the outside of the Red Birds season we may get some updates on Crown College. Councilman Laufenburger: Well I know that as an alum, Councilwoman Ernst will want to keep track of how things are going over there at Crown. Councilwoman Ernst: Absolutely. Councilman Laufenburger: So I feel it as an obligation Mr. Mayor. Todd Gerhardt: How close was the homecoming game? Councilman Laufenburger: Single point. Mayor Furlong: He said quietly. Mr. Gerhardt, administrative presentations. Chanhassen City Council – October 14, 2013 19 ADMINISTRATIVE PRESENTATIONS. Todd Gerhardt: One of the big items I wanted to make the council aware of is the Lotus Trail tree situation that we have. We have talked to the property owner adjacent to the parkland and did admit that he or hired somebody to cut down the trees. He feels very remorseful about the situation and does want to you know put things back to natural setting that it was before. We probably won ’t get the significant growth but he does regret the actions that he did take as he stated to many staff members. The City Attorney is talking with this individual and some type of good will gesture may be coming our way to settle the issue. The County Attorney is still involved in the investigation. I don ’t know what direction they ’re going to take it from a criminal side so as I hear more I will let you know. Mayor Furlong: Thank you. Any questions for Mr. Gerhardt on this or any other items? Mr. Oehme, any updates on the street projects here as we sit mid-October? Paul Oehme: Mayor, City Council members. Wrapping up a few projects right now. The trail crossing over off of 41 and Minnetonka Middle School West. That one, the pedestrian crossing arm should be going up, should have gone up today and gets generated so that improvement is wrapping up shortly. The 101, big 101 project south of Lyman down to Pioneer Trail, that one had seen a lot of work last week. We did remove all the surcharge material and paved almost, a little over half the project now is paved. Basically to the south side of Bandimere Park and we intend to try to get the, that section of roadway opened up by the end of November now. That ’s the new completion date. All the four lane section should be improved down to 96 th Street with, by the end of the year as well so most of it will be opened up to four lane traffic by the end of the year here. And the 101/Pleasant View project, that one ’s going a little slower than we anticipated here the last couple weeks with the rain delays and some contractor scheduling but the wall for the pedestrian trail along 101, that should be done this week and we intend to try to get that section of roadway paved in a week and a half so. Mayor Furlong: Thank you. Questions for Mr. Oehme? On the 41 pedestrian crossing, when those signs are going up. Obviously they ’ll move the pedestrian crossing signs to the appropriate distance from the new crossing. Are we going to try to do anything, or can we do anything to alert motorists to the new crossing and what comes to mind are the message signs that MnDOT has. The two or three messages that they might have with a lane closing or something like that. The trailers that sit on the side for a period of time. Paul Oehme: Sure. Mayor Furlong: To alert drivers to the new crossing and to yield to pedestrians. Or are there some other things we can do or could we do that or look into that? Paul Oehme: Yeah, I can definitely check into that. That ’s a good suggestion and we did talk to the school district about notifications and the local newspaper, we intend to put an article in there this, on Thursday as well to get that notification out. Carver County Sheriff, we talked to them about maybe doing a little more extra patrol up in that area as well when the crossing is in place. Mayor Furlong: And part of the education process is for pedestrians too. Paul Oehme: Absolutely. Mayor Furlong: I mean just because the lights start flashing yellow don ’t step out in front of a vehicle. Paul Oehme: Yep, exactly. Chanhassen City Council – October 14, 2013 20 Mayor Furlong: You know cross when it ’s safe. Paul Oehme: Exactly. Mayor Furlong: So is that some of the work you ’re doing with the school or? Paul Oehme: Yeah, Todd Hoffman ’s working with the school on that and I ’m working with the newspaper on trying to get some more information out to the general public. Mayor Furlong: Alright, great. Thank you. Looking forward to seeing that in action. Any other comments or questions for staff? CORRESPONDENCE DISCUSSION. None. Mayor Furlong: Okay, if there ’s nothing else to come, we will complete our item, last item on the work session in the Fountain Conference room immediately following our meeting so if there ’s nothing else to come before us tonight, is there a motion to adjourn? Councilwoman Ernst moved, Councilwoman Tjornhom 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 8:15 p.m. Submitted by Todd Gerhardt City Manager Prepared by Nann Opheim CHANHASSEN PLANNING COMMISSION REGULAR MEETING OCTOBER 15, 2013 Chairman Aller called the meeting to order at 7:00 p.m. MEMBERS PRESENT: Andrew Aller, Mark Undestad, Kim Tennyson, Lisa Hokkanen, Stephen Withrow, and Steven Weick MEMBERS ABSENT: Maryam Yusuf STAFF PRESENT: Kate Aanenson, Community Development Director; and Alyson Fauske, Assistant City Engineer PUBLIC HEARING: POWERS POINTE, PLANNING CASE 2013-20: REQUEST FOR PRELIMINARY PLAT REVIEW OF 16.94 ACRES OF PROPERTY ZONED INDUSTRIAL OFFICE PARK (IOP) AND LOCATED WEST OF POWERS BOULEVARD, SOUTH OF THE TWIN CITIES & WESTERN RAILROAD TRACKS, AND EAST AND NORTH OF RILEY CREEK (OUTLOT F, CHANHASSEN LAKES BUSINESS PARK); AND SITE PLAN REVIEW FOR A 140,800 SQUARE FOOT OFFICE/WAREHOUSE BUILDING. APPLICANT: UNITED PROPERTIES. OWNER: PAUL ’S FAMILY TRUST. Kate Aanenson and Alyson Fauske presented the staff report on this item. Chairman Aller asked for c larification o n where trees will be located . Commissioner Withrow asked about who would see this building, and the status of the two outlots. Commissioner Weick asked about the right only exit f or trucks onto Powers Boulevard. Commissioner Undestad asked about the underground vaults for stormwater drainage. The applicant, Brandon Champeau with United Properties agreed that this has been a very challenging project but they are excited to get started. Chairman Aller opened the public hearing. No one spoke and the public hearing was closed. Undestad moved, Tennyson seconded that the Planning Commission recommends th e City Council approve a Preliminary Plat of 16.94 acres into one lot and two outlots (Powers Pointe); S i t e P l a n A p p r o v a l f o r c o n s t r u c t i o n o f a 1 4 0 ,0 0 0 s q u a r e -f o o t o f f i c e /w a r e h o u s e b u i l d i n g as shown in plans dated received September 20, 2013 subject to the following conditions, 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 . Planning 1.The applicant shall enter into a site plan agreement. 2.The architecture shall be revised to match the plan dated October 4, 2013. 3.Recycling space shall be contained within the trash enclosure located on the north side of the building. 4.All signs including future business wall signs are required to obtain permits and meet city standards. Chanhassen Planning Commission – October 15, 2013 2 Landscaping 1.The applicant shall install a total of 11 islands/peninsulas in the parking lot and 66 trees. 2.The applicant shall specify a columnar evergreen species for the northeast landscape peninsula. 3.The applicant shall install the required bufferyard plantings along the north and east property lines. 4.The applicant shall correct the botanical name for Imperial honey locust in the plant schedule. Park 1 .A s i d e w a l k s h a l l b e p l a c e d a l o n g t h e e n t r a n c e d r i v e a t L a k e D r i v e W e s t t h a t c o n n e c t s t o C i t y t r a i l s . 2 .F u l l p a r k f e e s i n l i e u o f p a r k l a n d d e d i c a t i o n s h a l l b e c o l l e c t e d i n f u l l a t t h e r a t e i n f o r c e u p o n f i n a l p l a t s u b m i s s i o n a n d a p p r o v a l (2 0 1 3 r a t e a t $12,500 per acre). 12.40 x 12,500 =$155,500 B u i l d i n g 1.The buildings are required to have automatic fire extinguishing systems. 2.Building plans must be prepared and signed by design professionals licensed in the State of Minnesota. 3.Retaining walls over four feet high must be designed by a professional engineer and a permit must be obtained prior to construction. 4.Detailed occupancy related requirements will be addressed when complete building plans are submitted. 5.The owner and/or their representative shall meet with the Inspections Division as soon as possible to discuss property line issues as well as plan review and permit procedures. E n g i n e e r i n g 1.Outlots A and B shall be deeded to the City by Warranty Deed upon recording of the final plat. 2.The sight line and turning movement information for each access must be submitted to Carver County for review and approval prior to final plat consideration by the City Council. 3.The developer must obtain the necessary permits for the work within the Powers Boulevard right of way and submit any required security before work in the right of way can commence. Chanhassen Planning Commission – October 15, 2013 3 4.The developer shall work with City staff to determine if the current streetlight locations provide adequate lighting at the proposed driveway intersections. If it is determined that the current lighting is insufficient, the developer shall work with the City to relocate the streetlights and shall pay for all costs associated with the streetlight relocation(s). 5.This parcel was not assessed for the trunk watermain improvements; therefore, the City Water Access Charge (City WAC) shall be collected with the building permit at the rates in effect at that time. 6.The City Sewer Access Charge (City SAC) is waived because the property was assessed and paid the trunk sanitary sewer fee with City Project 78-3. 7.The developer ’s contractor must notify the Chanhassen Utility Department a minimum of 72 hours in advance of the wet tap. 8.Prior to installation of the private watermain the developer must obtain any necessary permissions to install the hydrant within the gas and electrical easement on the site. 9.Prior to connection the developer shall acquire the necessary permits/permissions to connect to the Met Council sewer. 10.Staff and the developer ’s engineer are working to modify the storm sewer design at the full access to improve runoff patterns and energy dissipation. These design changes must be completed prior to City Council consideration of the final plat. 11.The developer must provide catch basin spacing calculations to Carver County for review and, if necessary, provide additional catch basins prior to City Council consideration of the final plat. 12.Before the retaining wall can be constructed the developer must obtain the necessary approvals (if any) to install the wall within the gas and electrical easements. 13.Walls over four feet high require a building permit and must be designed by an Engineer licensed in the State of Minnesota. 14.Temporary sediment basin(s) will be required during mass site grading. 15.Dewatering of temporary sediment basin(s) will require the use of a floating skimmer methodology. 16.Winter shutdown will require all exposed soils to be stabilized. If soils are frozen, the site shall be hydro mulched. If the site is snow covered the area will need to be frost seeded and have straw mulch blown atop the snow. This shall be included as a note in the erosion prevention and sediment control plan and within the Storm Water Pollution Prevention Plan (SWPPP). 17.The SWPPP and all pertinent plans shall be updated to reflect that Lake Susan is within one mile of the site, receives drainage from the site and is impaired for excess nutrients. Chanhassen Planning Commission – October 15, 2013 4 18.Appendix A of the General Permit Authorization to Discharge Stormwater Associated with Construction Activity under the NPDES shall be incorporated into the Erosion Prevention and Sediment Control Plan, the Grading Plan, the SWPPP and the storm water management plan as well as anywhere else it applies. 19.Calculations shall be provided showing that one inch of runoff from the new impervious surface is retained on site either through infiltration and/or reuse from the underground storm sewer vaults. 20.Construction of the rain garden shall not occur until after the majority of the site is stabilized and at least the base course is installed in the paved areas. 21.The proposed rain garden area shall be protected from construction-related activities until such a time as it is ready to be constructed. This shall be indicated on the plans where appropriate. 22.Best Management Practices such as j-hooked silt fence or properly sized and staked biorolls or wattles shall be installed to break up the run on the slopes located in the southeast and southwest corners of Lot 1. 23.The plans shall include all pertinent setbacks and buffers including: a.Shoreland Overlay District (300 ’ from centerline of Bluff Creek) b.Fifty (50) foot setback from Riley Creek. c.All bluff impact zones. d.All wetland boundaries and buffers from those boundaries. 24.Given the proximity to the wetland along Powers Boulevard, the applicant shall make available the necessary evidence to determine that no loss of jurisdictional wetland will result from the proposed activities. This will either require a wetland delineation or the staking of proposed improvements in the field for staff verification. 25.Vegetative and topographic alterations shall only occur as necessary for the construction of the facility and appurtenant infrastructure. The wall located southwesterly on the site labeled “Wall 2 ” in the staff report, shall be relocated easterly to minimize aforementioned alterations. 26.Tree preservation shall occur in those areas where grading is not integral to the intended purpose or construction of the site. Tree protection fencing shall be shown on the plan and installed concurrently with the initial erosion prevention and sediment control BMPs. 27. Stabilization of all exposed soil areas must be initiated immediately but in no case later than seven (7) days after construction activities have permanently or temporarily ceased in that area.” 28.The sewer from SANMH #104 to the existing MH (201 ’ 8 ” PVC@7.84%) must be public. The developer will be billed for the inspection fees associated with this work. Chanhassen Planning Commission – October 15, 2013 5 29.A 40 ’ easement centered over the sewer is required and must be shown on the plat. This can be a condition of approval for the final plat. 30.The estimated cost to construct this sewer will be added to the security amount and an administrative fee (3% of the construction cost) will be collected with the final plat. Please provide this ASAP as staff ’s final plat memo and the development contract must be finalized by October 18 th for the October 28 th meeting. 31.City Council shall consider approval of the attached agreement at the October 28 th meeting. 32.The City and the developer shall enter into an agreement stating that any cost associated with maintaining the connection will be assessed to the property. I have left a message with the City Attorney asking for proposed language; I will forward to you for review. This may be a stand alone agreement or part of the development contract and be finalized by October 18 th . 33.Plan and profile and specs must be provided for this section of sanitary sewer prior to October 18 th , as Council approval is required. 34.An MPCA permit is required for the public sewer extension. The permit must be obtained before the sanitary sewer can be installed. 35.The sanitary sewer must be sleeved under the retaining wall. This can be a condition of approval for the final plat. 36.As-built information for this section of sanitary sewer must be provided. This will be a condition of approval for the final plat. A security (equal to 7% of the construction cost) will be collected with the final plat to ensure payment of the inspection bills and submittal of the as-builts. 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 September 3, 2013 as presented. COMMISSION PRESENTATIONS: None. ADMINISTRATIVE PRESENTATIONS. Kate Aanenson discussed City Council action updates, future Planning Commission agenda items and newly issued sign permits. Undestad moved, Tennyson 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 7:30 p.m. Submitted by Kate Aanenson Community Development Director Prepared by Nann Opheim CHANHASSEN PLANNING COMMISSION REGULAR MEETING OCTOBER 15, 2013 Chairman Aller called the meeting to order at 7:00 p.m. MEMBERS PRESENT: Andrew Aller, Mark Undestad, Kim Tennyson, Lisa Hokkanen, Stephen Withrow, and Steven Weick MEMBERS ABSENT: Maryam Yusuf STAFF PRESENT: Kate Aanenson, Community Development Director; and Alyson Fauske, Assistant City Engineer PUBLIC HEARING: POWERS POINTE, PLANNING CASE 2013-20: REQUEST FOR PRELIMINARY PLAT REVIEW OF 16.94 ACRES OF PROPERTY ZONED INDUSTRIAL OFFICE PARK (IOP) AND LOCATED WEST OF POWERS BOULEVARD, SOUTH OF THE TWIN CITIES & WESTERN RAILROAD TRACKS, AND EAST AND NORTH OF RILEY CREEK (OUTLOT F, CHANHASSEN LAKES BUSINESS PARK); AND SITE PLAN REVIEW FOR A 140,800 SQUARE FOOT OFFICE/WAREHOUSE BUILDING. APPLICANT: UNITED PROPERTIES. OWNER: PAUL ’S FAMILY TRUST. Aanenson: Thank you Chair, members of the Planning Commission. As you indicated this is a request for two action items. Site plan review and for a subdivision. This subject property is located on 8100 Powers Boulevard and just south of the railroad tracks. East of Powers. Excuse me, west of Powers and the property is surrounding, here I ’ll show you on the plat is also owned by the City so their parcel, this is where the creek runs through and give you a little more detail on that but so it ’s just south of the railroad tracks there. So the first action request then would be for the subdivision. This property is actually part of Chanhassen Lakes Business Park which was platted in 1979 so this lot ’s been around for a while as an outlot so now it ’s being platted and the plat actually includes three lots. The lot that the use will go on, Lot 1 is almost 12 1/2 acres. Outlot A will be a preservation area dedicated to the City and then Outlot B will be a future well site to be determined later when that goes in. So within this, looking at the subdivision as I indicated, this property is owned by the City that was created, this lot was created as an outlot when the Chan Lakes Business Park so this is where the creek is within this outlot, why it was taken. So part of this property falls within the shoreland district. The building meets all the setbacks of the shoreland district but then just keeping in mind the impacts of development on here. On this piece of property and the proximity to the shoreland district. There ’s some specific conditions of that as we look forward and specifically some of the grading which we ’ll talk about in a minute. So for the wetlands one of the issues that was raised in the staff report is in, and one of the things the developer would like to do yet this fall is to get grading. There needs to be some soil removed off the top of this property and trucked off site so they can, they ’d like to do that yet this fall so in order to accomplish that we ’re expediting this project to move forward to the City Council then on the 28 th . But in this area here there ’s a wetland identified so some of the concerns we have is to make sure as we ’re grading that, originally we thought it didn ’t need to be identified but then as you look at the grading limits and the access point to the driveway we want to make sure that we ’re not impacting that wetland so there ’s conditions to apply to mitigate that. So the other wetlands of course are in along the creek which they ’re not being impacted at all because that again is in the city property so it ’s just this narrow piece right here along Powers Boulevard. So for grading as I mentioned there i s quite a bit of grade change. In the original part of the staff report you can see that I mentioned the rise of the property is pretty significant for the elevation. When you ’re on Powers Boulevard looking up, the change in grade and then the property behind, which Chanhassen Planning Commission – October 15, 2013 2 will be platted in an outlot, does give a lot of buffer because it is heavily wooded and then you have the road. The frontage road behind and the apartments so you really can ’t see across. There ’s also industrial on this side. This property is industrial. Guided industrial and zoned industrial so it meets all the standards for that. So the grading again, some parts of the property are 37% steep and that ’s this area in here which constitutes a bluff so one of the recommendations then is kind of a close up of this is, when you ’re grading that close in the proximity to the shoreland regs and the creek to make sure that that ’s being mitigated and not do a clear removal of all those trees so we ’re just asking the applicant then to look closer at making modifications in this area on the grading plan so again not to grade within that shoreland impact so we believe that can be modified to meet the intent. And then also providing the erosion control so. The other thing, because of the change in grades on the property, those retaining walls, did you want to talk about the heights of them Alyson, or I can do that. Fauske: There ’s a summary. Staff always like to make the Planning Commission and the public aware of any proposed retaining walls on the site. When we do that we just take a look at the maximum height. When they ’re over 4 feet tall they do require a building permit. They have to be an engineered wall. So on page 9 of the staff report we go through the approximate length and height of these. In particular wall 2, with discussions with the developer based on some of the feedback about the reducing the tree impact in the 37% slope as Kate had mentioned, we anticipate that wall will shift a little bit and will get a little bit higher to minimize those impacts but the challenge again with this site as Kate had mentioned is that there ’s a significant grade increase from the street up to the top of the site, and even with removing some of that they still do require some retaining walls in order to develop the site. One of the comments that we had from one of the discussions with staff is Outlot B being a future well site. The developer was wondering if he needed to do any additional work with that site and we ’re just going to leave that as is at this point. We won ’t be doing any grading or tree removal associated with developing the well site until that time comes so you know the City would be able to answer any of those questions at the time that that site ’s developed. Aanenson: Thank you. So as we mentioned, you know the site changes from Powers Boulevard 40 feet to the center and 50 feet from Lake Riley so it crowns on the top and as Alyson just mentioned, in order to accomplish that, to get to the finished floor elevation that they want, you know some grading and exporting of dirt needs to happen so as a part of this then they go through telling us where they ’re going to remove the dirt. Follow that grading plan and where it ’s going to be exported to so that ’s incorporated in this. On this plan too, I kind of glossed over it but I wanted to talk too, since we ’re on the retaining wall and the grading plan, is the access to this site. Challenging here because we talked about the change in grade. Rising up, trying to keep that. You have to be under the 10% on a driveway. Making that work so the other thing the applicant wanted to do is be able to have an access point, a right out only on the site. That ’s where the, on this side the building would be all of the bays for the trucks so that would give them a right out only. So they had to work with Carver County to get that permit and that ’s been secured I think, were there some minor changes on that Alyson that needed to occur? Fauske: The applicant has forwarded information to the County for them to review. The County has indicated in preliminary discussions that they are amenable to this access point. There are certain criteria, certainly a permit that the applicant is aware that they would have to get with the County as well as providing any financial securities necessary to ensure that everything ’s restored properly after the work ’s complete. Aanenson: So again we asked the architect to give us some perspectives from Powers Boulevard so again we talked about the change in grade. 40 feet from this side so what you ’ll be seeing from Powers Boulevard, have limited access. There is parapet on top of the building so you can ’t see the HVAC and because they ’re not sure exactly where all the splits are going to be in the building, they ’ll be put in the appropriate place, our concern was to make sure since we didn ’t know now, that that rooftop screening Chanhassen Planning Commission – October 15, 2013 3 would be covered and based on this elevation we believe it will be. As we move through the architecture, we ’ll talk about that in the landscaping. The one side of the building that has the most exposure. So this is the material samples. We did ask for a couple modifications on the building itself and that included some additional color on the upper portion of the building. Because of it ’s location you ’re really not going to see a lot of the, the most exposed site is actually the bay side. The material samples I went through in detail the architectural review of our architectural standards. I ’m not going to go through all those now but this does meet that so if you look at the site plan this is where, this is facing the north side and that ’s where you ’ve got the back side of IWCO Direct which is actually built into that slope where the railroad tracks. So the, but the parking lot ’s are on either side of that so they will have some view of the back of the building so because of the power lines, this site is challenging. There is a utility easement that runs along this side. Electrical. You ’ve got the high tension power lines that also run along there. The railroad tracks and there ’s also a high pressure gas line through there so it ’s a challenging site. The applicant is going to provide underground stormwater management so it ’s a lot of moving parts. So this green area right here is what we ’re showing as, the city code allows for lower profile trees and shrubs and based on that, kind of that same sight line profile that was on the previous slide here, you can see that same sort of a profile here from the parking lot in the back so by placing those trees on that lower profile they will also provide screening for the back of the building so we believe that meets. The other thing that ’s in the staff report was the park and trail fees. We are going to take the park and trail fees based on what ’s enforced at today ’s dollars. If it gets platted next year that would be the 2014 dollar rate in force for the 16 acres. The other thing that the park director had recommended to the, that there be a sidewalk placed along this entrance to get down to the city trail for the workers there. So with that I ’d be happy to answer any questions you would have but we are recommending approval and would be happy to answer any questions that you may have. Aller: Kate, there was a discussion in the report with regard to trees and the request that there be higher, some of the trees placed. Is that in that back section by the railroad? Aanenson: Some of those would be, there are specific trees that we have a species list from Xcel that we can use for underneath the power lines so there ’s two different places that we talk about trees. Two different areas. Well actually three. One was that we didn ’t want to grade into the bluff. Into that slope and, let me pull out that section quick. That we install a more columnar form of evergreen on the northeast side of the building and that the buffer yards needed to be beefed up so those are the other two areas. That ’s on the top of page 15. So it met the minimum but what where we wanted them is placed in different areas to provide better screening. Aller: Thank you. Does anybody else have any questions? Withrow: Yeah a question. You mentioned that there ’s exposure, more exposure to the building from the north. Aanenson: Correct. Withrow: In the review, what neighbors it to the north where that would be an issue? Aanenson: IWCO Direct. It ’s also an office industrial building. Withrow: Oh okay. Aanenson: Everything surrounding this property is office industrial, except for the apartments. Let me just go back here to the first slide really quick. Chanhassen Planning Commission – October 15, 2013 4 Withrow: I heard you say that but it didn ’t register, sorry. Aanenson: Yep. So this is IWCO Direct right here. That building so you can see on either side they ’ve got a parking lot here and a parking lot. The topography is such that we went back on these streets, you can ’t see anything there. On Powers Boulevard, the architect did send that sight line there with the trees. You won ’t see much, and that ’s the I would guess the most aesthetic side of the building. Where it ’s glass and most office part would be that portion of the building. And then you ’ve got the City owned property right here with the creek going through and when you ’re on this road, or at these apartment buildings, you too cannot see anything there so the only place really you can see is if you ’re in the parking of IWCO Direct and that ’s what I ’m saying, you ’re looking at the back at the loading docks. You have a change in grade with the railroad tracks and going up the slope. That ’s why we ’re saying there ’s opportunity there for a little bit lower profile and it still cuts your sight line to look at the back of the docks. Withrow: Thank you. And could you, what plans do you have or do you perceive for Outlot A? Aanenson: Outlot A would just be a conservation. Withrow: That ’s it? Aanenson: Yep. No development. Withrow: Okay. Aanenson: It ’s too steep. It ’d be tough to get to so by the, either through dedication, if they were to dedicate that or through preservation of that, no development on there. It does affect what the City would extract for fees because there ’s no development potential there so they ’re only being charged fees based on the development portion of the property which is the 16 acres. 16 plus acres. Alright. Actually 12. Excuse me, 12.4. Excuse me. The 12.4 instead of the, taking the 4.2 off. Correct. Thank you. Withrow: And Outlot B, what about that one? Aanenson: Outlot B would be a City lot. That ’s not included in there either. The 3.4. That ’s a City potential future well site. Withrow: A well site. Aanenson: A well site for city utilities, correct. Actually when we first met with the applicant we were looking at potentially another type of public facilities but the grading didn ’t work on that site. We ’re looking for the high zone properties to put some utilities on but that did not work. Withrow: Okay. Weick: Is the new exit, is that final? I mean has that been, or just proposed? Does the City have to approve that or? The exit. Aanenson: This one ’s in place. Are you talking about the driveway on the one? Aller: The one that ’s requested. The County … Aanenson: There we go. We ’ll let Alyson. Chanhassen Planning Commission – October 15, 2013 5 Fauske: Sure. During initial discussions, when the applicant first came into the City and indicated that from the site circulation standpoint they would like a northern access, we did direct them to talk to Carver County and they had some discussions with them. With the engineers over at Carver County and they had an agreement with the proposal that you see with you tonight. It has been shifted slightly to the south in order to avoid some utilities that are in place right now. There ’s a gas main valve and some other pertinent structures and so they will work with Carver County to get that access point. The permitting and such. The design of that was such that it would only allow for traffic exiting out of the site for a right turn only. So it would be configured so that you can ’t make a right turn into the site because the concern that Carver County had with that access point was sight distances and as the applicant had explained their position that this would be, that they would provide an acceleration lane, that this would be an exit point for their tractor trailer units. The County said okay, well that would be, you know if you ’re doing all these other improvements along with the driveway access, we would be amenable to that so. Aanenson: It ’s hard to see but there ’s a railroad bridge there so it ’s, it affects your sight line. Weick: Right. The only thing I was thinking of is coming, you ’re coming around a curve and then it comes downhill and if you ’re, even if you ’re accelerating a truck coming out of there, if they wanted to jump over to the left lane and make a U ’y to go back to 5 right, and that ’s not your issue but. Fauske: Yeah. Aanenson: But it is. Fauske: One of the things that Carver County requested and the applicant has provided to them is the truck turning movements so that they can see and insure that this access that the tractor trailer units can stay within that lane and then gain some speed before they ’re merging in with the Powers traffic. Weick: Okay. Fauske: And as far as making a U turn, I don ’t think that Powers would be able, I don ’t think it ’s wide enough for. Weick: Oh for a truck to even be able to do it. Fauske: For an 18 wheeler to do a U turn. Weick: So it ’s not conceivable to. Aanenson: Somebody might go rogue. That ’s a good question. Fauske: Very good question. Weick: That ’s it. That ’s my question. Hokkanen: Good question. Undestad: Alyson, the storm drainage in here now, they ’re doing the underground vaults in there? The tanks. Fauske: Yes. Chanhassen Planning Commission – October 15, 2013 6 Aanenson: I have that on a map here. It ’s on this one right here. It ’s kind of hard to see with all the grading but it ’s, yeah. Fauske: There ’s two proposed. One at that location on the northeast side and then the second one on the south side right here and the reason that they ’re proposing this, as you can tell from the grading plan and visiting the site, it ’s not flat and to do ordinary or run of the mill ponding on the site would not be a good use of the site in this instance so the developer came forward with this proposed underground system. There ’s been discussions of using it for irrigation purposes. I don ’t know where they ’re at with that. You have to be careful with cross contamination if your irrigation system is connected to city water so there was, there is a desire to use that as well but the reason and the, the reason they ’re proposing this is because of the sensitivity of the site. The grades so the idea is to have the underground chambers to hold the water and then slowly release it and then, if you look. Oops, I ’m sorry. Aanenson: That ’s alright, you can turn. Fauske: It outlets through here and we ’re working on some modifications of the storm sewer to come through here and this area would actually be a rain garden feature in order to try to absorb some of that runoff so they are looking at trying to take some of that water back into the groundwater table as much as possible. Aller: And with the speed that ’s built up from the runoff, that ’s going to be tricky as well. Fauske: Yes, it ’s a very steep slope but that ’s what we ’ve been working with the applicant ’s engineer on is making sure that there ’s some energy dissipation there because of the grades. Aanenson: While we ’re on this page, Alyson maybe you could talk about, I did hand out for you some revisions to the sewer connection. Maybe Alyson can show you where that sewer connection is going to take place and then we would ask that you, if you recommend approval, that these be added as conditions. Fauske: The conditions that were handed to you were from an email that was sent over to the applicant and the applicant ’s engineer last week. The reason we ’re now looking at this, and it came out after the staff report is that, to back up the story a little bit. The sewer line that the applicant, that ’s available for the app licant is within the outlot. It ’s not shown here but it ’s in the City owned lot to the west and it ’s a Met Council line. The Metropolitan Council owns and maintains that line and when they, when the applicant ’s engineer approached them with making the sanitary sewer connection, the Met Council ’s response was, that ’s fine but because of the type of connection you are proposing it has to be publicly owned and so, because we were looking at, we ’re late in the season. We would like to work with the applicant to get this project. Hopefully if we get some final approvals here in the next couple of weeks, we came up with okay, well in order to get this as a publicly owned utility these are the additional, this is the additional information we need. I have some of these items already and I ’ve talked to the applicant ’s engineer and expect to get the remainder of these items in the next couple of days. But essentially it ’s the sewer connection is approximately at this location and then connects to the Metropolitan Council ’s sewer line down at this location so that ’s what sparked the additional conditions of approval. Aller: Great. Anything based on that? Alright. Thank you. At this time we ’ll have the applicant or developer step forward if they wish to do so and make a presentation. Anyone wishing to come forward? Brandon Champeau: I ’m Brandon Champeau with United Properties. We would be the owner or developer and owner of this project. Don ’t really have much more to add. I think Kate did a very nice job on the presentation. It ’s been a challenging site. Probably one of the most challenging industrial Chanhassen Planning Commission – October 15, 2013 7 project sites we ’ve ever worked on. You typically won ’t have 15% coverage and you know underground storm tanks and things on a big industrial site but that ’s the reality of this and I hope that we ’ve done everything we could to accommodate the City ’s request and still keep a site that we can market and I think that ’s the reason why we were able to stick through everything is just because this is a very good industrial market and a lot of expanding tenants here and we ’ve got a lot of interest on the project so we ’re excited to get going. Aller: Great. I always ask because we ’re an advisory commission and as you said it ’s a work in progress and we ’re making recommendations. From what you ’ve received and you said the report was well done, is there anything that you see in it that you may think could be problematic at this point so we can flush that out now and get working on it? Is there anything that you see that would be difficult for you to? Brandon Champeau: You know we ’re still pricing everything out. I mean my biggest concern right now is the underground tanks. We ’ve got a very wide range of bids on that. I mean from $300,000 up to a million and that can obviously impact a project one way or the other so you know we ’ve circled the lowest number and we ’re hoping that that ’s where we come in at but yeah, it ’s just you know, right now we ’re in the middle of getting everything priced and just making sure this is, that we ’re going to be able to make the numbers that we need to. You know we ’ll, anything that I could ask for tonight, and I couldn ’t say anything right now I mean but you know we ’re hopeful that we ’ll get there with the numbers. Aller: Thank you. Anybody have any other questions or any comments? Withrow: One question. How many tenants do you anticipate having? Brandon Champeau: We, we ’re very, we ’re actively in discussions with one tenant that would take about half the building and I think it would be a tenant that the City would very much like to have. They ’re a national tenant. Very large group. They ’re very interested. We ’re negotiating a proposal with them. If we get that tenant done I would say this is probably a three tenant building. If we don ’t, it ’s probably a 3 to 5. It could be anywhere from there but we ’ve got a lot of interest in the 35,000 to 55,000 foot range so 3 tenants is very likely. Aller: Great, thank you. Anyone else? Alright, we ’ll open the public hearing portion of the meeting. Would anyone like to step forward, state a position either for or against the request? Seeing no one come forward, I will close the public hearing and we ’ll move onto commissioner comments. Hokkanen: I think it ’s a nice project. I ’m losing my voice so, but I think it ’s a nice project. No, I think it will be good for the city. Undestad: Yeah I think it looks nice. Nice to get something going in. Aller: Yeah, from what I ’m hearing and from what I ’m seeing in the report it meets all the standards outlined in the regulations and zoning ordinance, which would then mean that the motion would be self evident. Does anyone defer to disagree? Okay. Any other comments? I ’d entertain a motion. Undestad: I ’ll make the motion. Chanhassen Planning Commission recommends the City Council approve a preliminary plat of 16.94 acres into one lot and two outlots, Powers Pointe, site plan approval for the construction of 140,000 square foot office warehouse building and adoption of the attached Findings of Fact. Aller: And if I may, and the conditions in the email dated October 9 th ? Chanhassen Planning Commission – October 15, 2013 8 Undestad: Yes, we ’ll add the conditions 1 through 9 on Alyson ’s email dated October 9 th . Aller: I have a motion. Do I have a second? Tennyson: I ’ll second. Aller: I have a motion and a second. Any discussion on the motion? Undestad moved, Tennyson seconded that the Planning Commission recommends th e City Council approve a Preliminary Plat of 16.94 acres into one lot and two outlots (Powers Pointe); S i t e P l a n A p p r o v a l f o r c o n s t r u c t i o n o f a 1 4 0 ,0 0 0 s q u a r e -f o o t o f f i c e /w a r e h o u s e b u i l d i n g as shown in plans dated received September 20, 2013 subject to the following conditions, 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 . Planning 1.The applicant shall enter into a site plan agreement. 2.The architecture shall be revised to match the plan dated October 4, 2013. 3.Recycling space shall be contained within the trash enclosure located on the north side of the building. 4.All signs including future business wall signs are required to obtain permits and meet city standards. Landscaping 1.The applicant shall install a total of 11 islands/peninsulas in the parking lot and 66 trees. 2.The applicant shall specify a columnar evergreen species for the northeast landscape peninsula. 3.The applicant shall install the required bufferyard plantings along the north and east property lines. 4.The applicant shall correct the botanical name for Imperial honey locust in the plant schedule. Park 1 .A s i d e w a l k s h a l l b e p l a c e d a l o n g t h e e n t r a n c e d r i v e a t L a k e D r i v e W e s t t h a t c o n n e c t s t o C i t y t r a i l s . 2 .F u l l p a r k f e e s i n l i e u o f p a r k l a n d d e d i c a t i o n s h a l l b e c o l l e c t e d i n f u l l a t t h e r a t e i n f o r c e u p o n f i n a l p l a t s u b m i s s i o n a n d a p p r o v a l (2 0 1 3 r a t e a t $12,500 per acre). 12.40 x 12,500 =$155,500 B u i l d i n g Chanhassen Planning Commission – October 15, 2013 9 1.The buildings are required to have automatic fire extinguishing systems. 2.Building plans must be prepared and signed by design professionals licensed in the State of Minnesota. 3.Retaining walls over four feet high must be designed by a professional engineer and a permit must be obtained prior to construction. 4.Detailed occupancy related requirements will be addressed when complete building plans are submitted. 5.The owner and/or their representative shall meet with the Inspections Division as soon as possible to discuss property line issues as well as plan review and permit procedures. E n g i n e e r i n g 1.Outlots A and B shall be deeded to the City by Warranty Deed upon recording of the final plat. 2.The sight line and turning movement information for each access must be submitted to Carver County for review and approval prior to final plat consideration by the City Council. 3.The developer must obtain the necessary permits for the work within the Powers Boulevard right of way and submit any required security before work in the right of way can commence. 4.The developer shall work with City staff to determine if the current streetlight locations provide adequate lighting at the proposed driveway intersections. If it is determined that the current lighting is insufficient, the developer shall work with the City to relocate the streetlights and shall pay for all costs associated with the streetlight relocation(s). 5.This parcel was not assessed for the trunk watermain improvements; therefore, the City Water Access Charge (City WAC) shall be collected with the building permit at the rates in effect at that time. 6.The City Sewer Access Charge (City SAC) is waived because the property was assessed and paid the trunk sanitary sewer fee with City Project 78-3. 7.The developer ’s contractor must notify the Chanhassen Utility Department a minimum of 72 hours in advance of the wet tap. 8.Prior to installation of the private watermain the developer must obtain any necessary permissions to install the hydrant within the gas and electrical easement on the site. 9.Prior to connection the developer shall acquire the necessary permits/permissions to connect to the Met Council sewer. Chanhassen Planning Commission – October 15, 2013 10 10.Staff and the developer ’s engineer are working to modify the storm sewer design at the full access to improve runoff patterns and energy dissipation. These design changes must be completed prior to City Council consideration of the final plat. 11.The developer must provide catch basin spacing calculations to Carver County for review and, if necessary, provide additional catch basins prior to City Council consideration of the final plat. 12.Before the retaining wall can be constructed the developer must obtain the necessary approvals (if any) to install the wall within the gas and electrical easements. 13.Walls over four feet high require a building permit and must be designed by an Engineer licensed in the State of Minnesota. 14.Temporary sediment basin(s) will be required during mass site grading. 15.Dewatering of temporary sediment basin(s) will require the use of a floating skimmer methodology. 16.Winter shutdown will require all exposed soils to be stabilized. If soils are frozen, the site shall be hydro mulched. If the site is snow covered the area will need to be frost seeded and have straw mulch blown atop the snow. This shall be included as a note in the erosion prevention and sediment control plan and within the Storm Water Pollution Prevention Plan (SWPPP). 17.The SWPPP and all pertinent plans shall be updated to reflect that Lake Susan is within one mile of the site, receives drainage from the site and is impaired for excess nutrients. 18.Appendix A of the General Permit Authorization to Discharge Stormwater Associated with Construction Activity under the NPDES shall be incorporated into the Erosion Prevention and Sediment Control Plan, the Grading Plan, the SWPPP and the storm water management plan as well as anywhere else it applies. 19.Calculations shall be provided showing that one inch of runoff from the new impervious surface is retained on site either through infiltration and/or reuse from the underground storm sewer vaults. 20.Construction of the rain garden shall not occur until after the majority of the site is stabilized and at least the base course is installed in the paved areas. 21.The proposed rain garden area shall be protected from construction-related activities until such a time as it is ready to be constructed. This shall be indicated on the plans where appropriate. 22.Best Management Practices such as j-hooked silt fence or properly sized and staked biorolls or wattles shall be installed to break up the run on the slopes located in the southeast and southwest corners of Lot 1. 23.The plans shall include all pertinent setbacks and buffers including: Chanhassen Planning Commission – October 15, 2013 11 a.Shoreland Overlay District (300 ’ from centerline of Bluff Creek) b.Fifty (50) foot setback from Riley Creek. c.All bluff impact zones. d.All wetland boundaries and buffers from those boundaries. 24.Given the proximity to the wetland along Powers Boulevard, the applicant shall make available the necessary evidence to determine that no loss of jurisdictional wetland will result from the proposed activities. This will either require a wetland delineation or the staking of proposed improvements in the field for staff verification. 25.Vegetative and topographic alterations shall only occur as necessary for the construction of the facility and appurtenant infrastructure. The wall located southwesterly on the site labeled “Wall 2 ” in the staff report, shall be relocated easterly to minimize aforementioned alterations. 26.Tree preservation shall occur in those areas where grading is not integral to the intended purpose or construction of the site. Tree protection fencing shall be shown on the plan and installed concurrently with the initial erosion prevention and sediment control BMPs. 27. Stabilization of all exposed soil areas must be initiated immediately but in no case later than seven (7) days after construction activities have permanently or temporarily ceased in that area.” 28.The sewer from SANMH #104 to the existing MH (201 ’ 8 ” PVC@7.84%) must be public. The developer will be billed for the inspection fees associated with this work. 29.A 40 ’ easement centered over the sewer is required and must be shown on the plat. This can be a condition of approval for the final plat. 30.The estimated cost to construct this sewer will be added to the security amount and an administrative fee (3% of the construction cost) will be collected with the final plat. Please provide this ASAP as staff ’s final plat memo and the development contract must be finalized by October 18 th for the October 28 th meeting. 31.City Council shall consider approval of the attached agreement at the October 28 th meeting. 32.The City and the developer shall enter into an agreement stating that any cost associated with maintaining the connection will be assessed to the property. I have left a message with the City Attorney asking for proposed language; I will forward to you for review. This may be a stand alone agreement or part of the development contract and be finalized by October 18 th . 33.Plan and profile and specs must be provided for this section of sanitary sewer prior to October 18 th , as Council approval is required. Chanhassen Planning Commission – October 15, 2013 12 34.An MPCA permit is required for the public sewer extension. The permit must be obtained before the sanitary sewer can be installed. 35.The sanitary sewer must be sleeved under the retaining wall. This can be a condition of approval for the final plat. 36.As-built information for this section of sanitary sewer must be provided. This will be a condition of approval for the final plat. A security (equal to 7% of the construction cost) will be collected with the final plat to ensure payment of the inspection bills and submittal of the as-builts. All voted in favor and the motion carried unanimously with a vote of 6 to 0. Aller: Okay, anyone wishing to follow this item, it will be before the City Council, it ’s expected to be there on Monday, October 28, 2013 so again please follow that with the City Council for final action. And if you ’d like to review any of these reports and information, again they ’re located on the City website under the Planning Commission tabs. APPROVAL OF MINUTES: Commissioner Hokkanen noted the verbatim and summary Minutes of the Planning Commission meeting dated September 3, 2013 as presented. COMMISSION PRESENTATIONS: None. ADMINISTRATIVE PRESENTATIONS. Aanenson: I ’m not sure I have an update in here. We ’ve kind of fast tracked a couple of our projects forward so we haven ’t had too many on the last council update. I did include new business signs and the future Planning Commission agenda so we do have four items on for your next Planning Commission meeting. We ’ll actually have three on. We have another subdivision. That will be on November 19 th and then we ’re not sure yet, on the December 3 rd date or not. That subdivision also is in Shorewood so it ’s got to go through Shorewood first so those are advancing forward. And then we did include some of the new signs that were being issued. We issued 6 more today. Some of the ones down on, be on Lyman Boulevard and the Kraus Anderson building and 101 so some of those projects are coming forward so you ’ll have a busy packet. Full packet. Busy agenda next meeting so. Aller: Great. And then I show that we approved the final plat on Camden Ridge, or the council approved that on the 9 th . Aanenson: Yes. Aller: As well as the preliminary and final plat approval and site plan approval for the Southwest Village 2 nd Addition and they also approved Lake St. Joe ’s Cove subdivision. Aanenson: Correct. And I think Lake St. Joe is underway. Camden, have you had a pre-con yet on? Fauske: There have been pre-con ’s for Lake St. Joe and Camden Ridge. The pre-con for Southwest Village is tomorrow. Aanenson: Tomorrow so yeah. Chanhassen Planning Commission – October 15, 2013 13 Aller: You ’re moving right along. Aanenson: Yeah, we ’re still kicking up some dirt in town here and trying to kick up some more yet. Everybody ’s kind of pushing to the finish line here so yes, and we know, we ’re already working on projects that we ’ll be seeing right after the first of the year too so, right now these projects are the ones that are trying to move some dirt yet here before we get to kind of the middle of November but we do have some other projects that will be coming and trying to get their entitlements so they ’re ready to go as soon as we get the road restrictions off in April-May so. Withrow: Where you ’ll kick up some snow. Aanenson: There you go so that ’s all I had for the commission Mr. Chair. Aller: Great, thank you. Any other business? Hearing none I ’ll entertain a motion to adjourn. Undestad moved, Tennyson 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 7:30 p.m. Submitted by Kate Aanenson Community Development Director Prepared by Nann Opheim CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING SUMMARY MINUTES SEPTEMBER 24, 2013 Chairman Kelly called the meeting to order at 7:30 p.m. MEMBERS PRESENT: Cole Kelly, Steve Scharfenberg, Brent Carron, Jim Boettcher, Rick Echternacht, Luke Thunberg, and Ryan Lynch MEMBERS ABSENT: Elise Ryan and Jacob Stolar STAFF PRESENT: Todd Hoffman, Park and Rec Director; Jerry Ruegemer, Recreation Superintendent; Mitch Johnson, Recreation Supervisor; Susan Bill, Senior Center Coordinator; and Dale Gregory, Park Superintendent PUBLIC PRESENT: Chris Johnson 6970 Nez Perce APPROVAL OF AGENDA: Chairman Kelly approved the agenda with the addition of Item 2 under Old Business, Update on Rice Marsh Lake Trail Construction. PUBLIC ANNOUNCEMENTS: Todd Hoffman announced that it was Dale Gregory ’s last week of employment with the City of Chanhassen as Park Superintendent and that his picnic is noon on Friday at Lake Ann Park. VISITOR PRESENTATIONS: None. APPROVAL OF MINUTES: Echternacht moved, Carron seconded to approve the Verbatim and Summary Minutes of the Park and Recreation Commission meeting dated August 27, 2013 as presented. All voted in favor and the motion carried unanimously with a vote of 7 to 0. ESTABLISH 2013/14 ICE SKATING RINK LOCATIONS. Mitch Johnson presented the staff report for this item. Carron moved, Thunberg seconded that the Park and Recreation Commission recommends approval of flooding 8 ice skating rinks and maintaining 4 warming houses at the following locations for the 2013/14 season: Rec Center 1 Pleasure Rink, 2 Hockey Rinks North Lotus Park 1 Pleasure Rink, 1 Hockey Rink City Center Park 1 Pleasure Rink, 1 Hockey Rink Roundhouse Park 1 Pleasure Rink All voted in favor and the motion carried unanimously with a vote of 7 to 0. Park and Recreation Commission Summary – September 24, 2013 2 CONTINUANCE OF 2014-2018 CAPITAL IMPROVEMENT PROGRAM DISCUSSION, BALL FIELD LIGHTING. Todd Hoffman discussed the ballfield lighting estimates submitted by Jason Amberg with WSB for Lake Susan Park and Bandimere Park. After discussion and comments by commission members regarding lighting at either park, the following motion was made. Carron moved, Boettcher seconded that the Park and Recreation Commission recommends that the City Council approve the 2014-2018 Park and Trail Acquisition and Development Capital Improvement Program CIP amended to add $175,000 for ballfield lights at Lake Susan Park into the 2014 CIP , taking the place of the current $250,000 for athletic field lighting , with the understanding that the City of Chanhassen would pay 75% of the cost and the CAA would enter into a separate agreement for 25% with the vendor that is awarded the contract. All voted in favor, except for Scharfenberg who opposed, and the motion carried with a vote of 6 to 1. RICE MARSH LAKE TRAIL CONSTRUCTION UPDATE. Todd Hoffman provided an update on the trail construction. RECREATION PROGRAMS: 2013 HALLOWEEN PARTY PREVIEW. Mitch Johnson provided an update on the activities involved with the 29 th Annual Halloween Party being held on Saturday, October 26 th from 5:30 to 7:30. EVALUATION – 2013 LAKE ANN PARK CONCESSIONS/BOAT RENTALS. Jerry Ruegemer reviewed the revenue and expenses associated with the 2013 Lake Ann park concession and boat rental operations. Commissioner Boettcher asked about rental numbers. Chairman Kelly asked about hourly charges for paddleboards. EVALUATION – 2013 SUMMER DISCOVERY PLAYGROUND/LAKE ANN ADVENTURE CAMP. Mitch Johnson reviewed highlights from the 2013 Summer Discovery Play and Lake Ann Adventure Camp. SENIOR CENTER REPORT. Susan Bill reviewed highlights from the summer programs offered through the Senior Center. PARK & TRAIL MAINTENANCE REPORT. Dale Gregory gave his final park and trail maintenance report before his retirement. RECREATION CENTER REPORT. Due to illness Jodi Sarles was not present to provide the report. Chair Kelly asked that any questions be directed to Todd Hoffman. COMMISSION MEMBER COMMITTEE REPORTS. None. COMMISSION MEMBER PRESENTATIONS. None. ADMINISTRATIVE PACKET. Chairman Kelly commented on the camp and picnic evaluations. Park and Recreation Commission Summary – September 24, 2013 3 Carron moved, Boettcher seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 7 to 0. The Park and Recreation Commission meeting was adjourned at 8:30 p.m. Submitted by Todd Hoffman Park and Recreation Director Submitted by Nann Opheim CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING SEPTEMBER 24, 2013 Chairman Kelly called the meeting to order at 7:30 p.m. MEMBERS PRESENT: Cole Kelly, Steve Scharfenberg, Brent Carron, Jim Boettcher, Rick Echternacht, Luke Thunberg, and Ryan Lynch MEMBERS ABSENT: Elise Ryan and Jacob Stolar STAFF PRESENT: Todd Hoffman, Park and Rec Director; Jerry Ruegemer, Recreation Superintendent; Mitch Johnson, Recreation Supervisor; Susan Bill, Senior Center Coordinator; and Dale Gregory, Park Superintendent PUBLIC PRESENT: Chris Johnson 6970 Nez Perce APPROVAL OF AGENDA: Chairman Kelly approved the agenda with the addition of Item 2 under Old Business, Update on Rice Marsh Lake Trail Construction. PUBLIC ANNOUNCEMENTS: Kelly: Any public announcements tonight Todd? Hoffman: Well we should certainly acknowledge that this is Dale Gregory ’s last week of employment with the City of Chanhassen as Park Superintendent and that his picnic is Friday at noon at Lake Ann. If you ’re able to join us, please do so. Kelly: Dale it ’s what, almost, just under 42 years with Chanhassen? Dale Gregory: 42 in November. Kelly: 42 in November. Thank you for all your years of service. VISITOR PRESENTATIONS: None. APPROVAL OF MINUTES: Echternacht moved, Carron seconded to approve the Verbatim and Summary Minutes of the Park and Recreation Commission meeting dated August 27, 2013 as presented. All voted in favor and the motion carried unanimously with a vote of 7 to 0. ESTABLISH 2013/14 ICE SKATING RINK LOCATIONS. Kelly: Mitch, I think you ’re going to talk to us about the ice skating rinks for this year and the locations. Johnson: Yep, that is correct. Good evening Chair Kelly and Commissioners. If you can believe it or not winter ’s just around the corner, which means outdoor ice rinks are open so I ’ve kind of put together a list of all the numbers and stuff. It ’s one of those things that the City offers on an annual basis over the years. Many locations have the permanent boards and stuff that we maintain for the hockey rinks and stuff and Chanhassen Park and Recreation Commission – September 24, 2013 2 this year it is staff ’s recommendation that we follow the ice skating rink locations and hours as listed there below which is the same as last season, which includes at the Rec Center the one pleasure rink and the two hockey rinks. North Lotus, one pleasure rink, one hockey rink. City Center Park, one pleasure rink, one hockey rink and then out at Roundhouse Park, one pleasure rink. You ’ll see there the hours and stuff that are listed. The Rec Center, North Lotus and City Center Park would maintain the same hours. For weekdays 4:00 to 9:00 p.m. Saturdays, 10:00 to 9:00. Sundays 1:00 to 7:00 and then school release days we ’d do 10:00 to 9:00 with some special hours listed for Christmas Eve and New Years Eve. You will see limited hours at Roundhouse Park. I believe it was a few years ago the park commission decided to reduce the hours out there so basically it ’d be closed on the weekdays out there but we ’d be open Saturdays noon to 6:00 and Sundays 1:00 to 7:00 but still open throughout the winter break for the local residents and visitors. So you ’ll see on the bottom I ’ve got the numbers from last year and on the next couple pages at the end of last season we put together some new reports. Usage based on month as well as time of the day so you can see when the busiest times were and the days of the week so I ’d be happy to answer any questions anybody has. Kelly: I haven ’t checked with the Farmer ’s Almanac. What ’s the winter supposed to be like? Johnson: I ’ve heard cold and lots of snow so, our goal is always to open it the weekend before Christmas. I think you ’re looking, I think it ’s like the 19 th or something. Our ultimate goal is always to try to have them open before winter break but you know as soon as weather permits we ’ll have them out there. As well as for the rink, the open hours and stuff we ’ll be renting two warming houses. The portable warming houses for out at North Lotus Park and here at City Center Park. We ’ve got the permanent warming house at the Rec Center and at Roundhouse Park. Scharfenberg: And anything different with the warming houses this year Mitch? Johnson: It ’ll be the same vendor and same size. It seems to be working great over the last years. At North Lotus it fits just perfect along the boards right by the main entrance. It ’s been great to work with. Used Mobile Mini the last couple years. Very affordable. You know just everything we need. It ’s got the heat and everything in there. Kelly: Any other questions for Mitch? Thank you Mitch. Moving on we ’re back to old business. Scharfenberg: I think we need a motion on that? Johnson: We have a motion to approve. Kelly: Oh okay. I ’m sorry. You ’re right. Thank you Steve. Any motions out there? Carron: I ’ll make a motion to take the recommendation that staff has put together on the following ice skating rinks and the locations and hours as listed on the recommendation. Kelly: Is there a second? Thunberg: Second. Carron moved, Thunberg seconded that the Park and Recreation Commission recommends approval of flooding 8 ice skating rinks and maintain ing 4 warming houses at the following locations for the 2013/14 season: Rec Center 1 Pleasure Rink, 2 Hockey Rinks Chanhassen Park and Recreation Commission – September 24, 2013 3 North Lotus Park 1 Pleasure Rink, 1 Hockey Rink City Center Park 1 Pleasure Rink, 1 Hockey Rink Roundhouse Park 1 Pleasure Rink All voted in favor and the motion carried unanimously with a vote of 7 to 0. CONTINUANCE OF 2014-2018 CAPITAL IMPROVEMENT PROGRAM DISCUSSION, BALL FIELD LIGHTING. Hoffman: Thank you Chair Kelly, members of the commission. Before moving into that, just a little forecasting back on the hockey rinks and the ice rinks. These have been going down over the years so 15- 20 years ago there was probably twice as many locations with all of the different neighborhood rinks. In the 70 ’s and 80 ’s probably even back into the 60 ’s and maybe even earlier than that, people remember there was just about an ice rink in every neighborhood park and kids and families spent a lot of time there. Due to a lot of factors, indoor ice primarily but just some decreased use over the years, ice rinks have been reduced but we will be adding back those rinks at Bandimere as a community park site at some point in the future so, I think we ’re pretty well leveled off where we ’re going to stay static for some time and then the residents south of Highway 5, right now they would be going to the Rec Center or City Center Park and they ’ll have an option in the future of going to Bandimere Park for both hockey and pleasure skating, and then a warming house per the plan so that ’s kind of the future of ice. Ballfield lights, we were talking about two different s ites potentially for lighting. As a part of your CIP discussion at last month ’s meeting you discussed putting athletic lights at Lake Susan Park or at Bandimere Park p otentially on baseba ll softball fields 1, 2 and 3 and so the commission directed staff to obtain some additional financing information for the commission, which we ’ve done. Also you ’ve received recent email correspondence from the CAA by email today and then also Recreation Superintendent Ruegemer has passed out a usage chart of all of our ballfields in the city. You can see that ’s primarily dominated by CAA but there ’s other activities there as well. The high school, Tonka United, adult softball, Rec Center Sports. Noting where those activities are taking place. In the packet you have the recommendation that you presented at last month ’s meeting for the CIP from 2014 through 2018 and then a letter from WSB, Jason Amberg. Jason Amberg is the individual that originally developed the master plan for Bandimere Community Park. They are formerly a Br ow er and Associates. A firm which merged with WSB and so now you have a much larger firm . Jason is very adept at managing these type of projects. Works a lot with athletic fields and park planning projects and so he ’s confident these numbers are accurate. They are probably somewhat conservative but I think they ’re right in the ballpark of what we ’re taking a look at. The contingency is simply that. It ’s a contingency for unknowns that are found. Either soil conditions or other issues that you find along the way which typically do happen at a construction setting. And then the estimated indirect costs of 15%. That ’s for all your engineering, testing. Materials testing. You know site planning. Staking. And all the other professional services that go along with this type of project. So Lake Susan ballpark, about $227,000 or $225,000 in round numbers to light that ballfield at Lake Susan Park. And Bandimere, just about double that. Slightly less at $450,000 to light 3 fields that are currently at Bandimere Park. Electrical services noted on one, Bandimere at $35,000. At Lake Susan $30,000. There ’s also some additional numbers from a project that was recently completed in the city of Eden Prairie and the costs and estimates that were , well actually the bid costs that were received there for that particular project. So tonight the job of the commission is to either stay on that $250,000 number and add a park to it. A location or modify that number. Or you could delete that project as well so it ’s really up to the commission to decide and give staff direction on where they would like to put those dollars, if at all in 2014 CIP. Kelly: Hey Todd so if we decided that we want to do one field at Bandimere, and let ’s say the largest field. I ’ve got that the costs would be $150,000. The electrical out there I think would still be the same even though we ’re doing one for all three because you ’re setting up for all three fields, $35,000. Chanhassen Park and Recreation Commission – September 24, 2013 4 Hoffman: Correct. Kelly: That sounds correct. So that would give us $185,000 so that would give us $18,250 in contingency possibilities and $27,375 in engineering and other costs. So I come up with a total , if we went that route of $230,625 if we just did one field at Bandimere. Does that seem correct with my numbering? Hoffman: Yes. Kelly: Okay. And then what did, CAA said what? 25% of $200,000 was what they came up with, wasn ’t it? Hoffman: 25% of whatever it would cost to light Lake Susan is what their proposal would be now. Kelly: Okay, but would they transfer that to. Scharfenberg: They said they wouldn ’t. Hoffman: They said they would not. Kelly: Oh they said they would not. I misread that, okay. Scharfenberg: They said they couldn ’t commit to anything at Bandimere at this time. Kelly: Okay. Hoffman: But that would be up for discussion if that ’s what the commission decides. Scharfenberg: Right. Kelly: Because my personal thoughts is if we ’re going to light a field, we ’re in a position to do one field. Not more than one and Bandimere eventually is going to be lit at some point or another and I don ’t believe it will be done through. Thunberg : Refere ndum. Kelly: Thank you, referendum so at some point or another it will be done by the City and so do we start that project now or do we wait on it is the question and it does, from what I understand, and Jerry you can confirm with me, b aseball could use another field? Ruegemer: That is correct Chair Kelly. Kelly: Okay. Discussion. Comments. Questions for anybody? Thunberg: As far as lighting Bandimere, part of the previous conversations we ’ve had were, if it becomes kind of a destination, what the overall goal would be. Is if we light all of the fields eventually and I think part of that also is then if we ’re going to do that we would want to do it right and take the time to design or plan if you ’re going to do 3 fields or you ’re going to do you know, I don ’t know if we could ever do all of them at one time but there ’s the benefit of the economies of scale and hopefully then if we can do it in bigger chunks it ’s cheaper in the long run if that was the goal. That being said I think that route would Chanhassen Park and Recreation Commission – September 24, 2013 5 take a little bit longer and with the growth and the added teams that we heard from CAA in the email that he sent, they ’re definitely adding teams. They just added the 16 to 18 year olds as well as the other leagues are getting bigger so knowing that and having heard their side of the story, it feels to me that you know a handful of years down the road we ’re going to likely have more than just Bandimere and more than just Lake Susan lit. We ’re probably going to have all of them so my vote or my preference would be to do the Lake Susan field now if we ’re in the position to do one field, knowing that let ’s do the Bandimere right and do it at chunks of time so in the long run it ’s cheaper for the City to accomplish. Carron: Is t here, Jerry is there any reason, I guess I asked Todd in a separate email, why Lake Susan over Bandimere? Never really answered do you have any idea why? Ruegemer: Well I think Lake Susan has been you know CAA ’s focus for a number of years to kind of build that into a, kind of more of a grandstand destination type of stadium type of area. I think that, I think maybe just because of the discussion has been about Lake Susan. About dugouts and improvements. Batting cages, those type of things so I think that ’s been the focus but obviously long term I think it ’s CAA and everybody else ’s goal to light Bandimere as well so I think initially that ’s why the conversation has been about Lake Susan. Scharfenberg: And Brent I think to tag onto what Je rry says, I think part of it is, is that they ’re looking for the need, part of the need is for the larger ballfield and that is the next, that is the other larger ballfield besides Bandimere 1 that would facilitate that so I think that ’s why they ’ve been pushing at it, and they ’ve done some work and updated. You know they put in the batting cage over at Lake Susan and they moved the fence, the backstop up closer so I think they ’ve been putting some effort into it so I think that ’s why they ’ve pushed Lake Susan. Hoffman: In the future Bandimere, if you think about the site, it really runs north to south. Starting on the north. Athletic lighting will go on the tennis court. The hockey rink. Potentially a pleasure skating rink and then soccer field is at, labeled 1 right? The first one right in the open of the park Jerry? That ’s soccer field 1? Ruegemer: Which one? Hoffman: The one right in the open. The first one. Ruegemer: The first one is Field #1. Hoffman: Soccer field 1 and then baseball fields 1, 2 and 3. The other two soccer fields, 2 and 3 are going to be a little bit more touchy for lighting since they ’re tucked so back into the, but that ’s a lot of facilities so you ’ve got 5, 6, 7, potentially 8 sets of lights in Bandimere Park and then potentially 10 sets of lights by the time you ’re said and done so. Scharfenberg: Well and to, Luke to answer your question in terms of you know doing the lighting. We can afford to do Bandimere. I mean we have the money to do Bandimere so it ’s not like it can ’t be done. So the, and the plan is there you know in place to light those particular fields so it can be done now. Boettcher: Well I think too with the fact that the CAA would put in their monies, with what they said, we should take advantage of that. I mean if we did Bandimere first, I mean last month I was more of a proponent going forward with Bandimere but if they still do have those funds on the table and it ’s for Lake Susan only, I would say why not take advantage of it because if we did Bandimere now and said in 2 years we ’re going to do Lake Susan, then those funds have dried up. Chanhassen Park and Recreation Commission – September 24, 2013 6 Scharfenberg: I don ’t know that those funds have dried up Jim. Boettcher: Well they may not. I mean you can ’t foretell the future but it ’s there right now. Scharfenberg: Right. Boettcher: We know it ’s there. You know the commitment has been made and I ’d say, I would take advantage of Susan for that reason. Or move that direction. Echternacht: Well we ’re reading what they stated in their letter to Todd. They say they just can ’t commit right now the same percent but once we decided what we wanted to do they would take a look at their commitment if we want to do Bandimere. They ’re not saying they ’re not going to give. They would just, would have to look to see probably what the totals are to decide what percentage they would give us. I still think they would give us money if we went to Bandimere. Carron: Well I ’ve been doing some thinking and I went out to Susan and looked at that site and I was asking Todd you know, would you consider same offer on Bandimere and obviously that we all know when we saw that email, and I can appreciate that for the fact that if he ’s willing to, you know the CAA ’s willing to throw out 25%, they ’ve got you know a sword in the fight so they should have a little bit of a say so I respect that and it ’s, I mean looking at these numbers that ’s just under $57,000 which is a pretty good sum of money. If it comes a little higher, little lower but that ’s again a good sum of money so with that in consideration I drove through Lake Susan and my first thought was, is the facility going to be able to handle it? Double headers and that sort of thing. I think it is. I think the parking lot, the two parking lots are good enough size. And I agree with Luke too on Bandimere, I think you could go in there and you could start it and light a field but I do know that we will get more bang for the buck later on. Now obviously prices will probably go up for materials and what not but if we light more than one field we ’ll get a better deal as in what Eden Prairie was looking at there on the deals that they ’re getting. Now granted they ’re smaller softball fields and, well fields in general but not too bad a pricing. So after doing some consideration and just kind of thinking about it, I was, was kind of looking at Bandimere to start that project and go forward but I understand the CAA has been doing some stuff in Lake Susan and if they ’re willing to upfront and tell us right now that they ’d be willing to put up 25%, I think I ’d be willing to, willing and, not only willing but I think there is also the need that we light a field and if we can somehow word it in the recommendation, or how I could word it in the recommendation, my recommendation would be that we move forward with Lake Susan and they would take 25% of the cost and it would be under a separate contract so that the City wouldn ’t be tied with them in on that. Scharfenberg: Remember they said though in their, when they came here , they don ’t have that money available at this time and we would front the money for them and they didn ’t have any sort of repayment plan in place. Carron: Right and Todd correct me if I ’m wrong but is there suppliers, I think we were talking last time suppliers do things where they could maybe, separate contracts. They could either put that on a payment plan or put that up for them to sell the equipment. Hoffman: There are lighting manufacturers that have financing plans. Whether or not it would work where they would sell this to two different entities and finance. We could pay cash and they would finance their portion, that would have to be checked into but there are companies that will provide financing so they ’ll up front you the lights and pay whatever percentage that is . Enter into an agreement for payment for the rest. In this case you know we would be the cash partner. They would be the credited partner and we would have to investigate if that would work …but it might be an option and that would be our preference over the City being a creditor to the CAA. Chanhassen Park and Recreation Commission – September 24, 2013 7 Kelly: Any other questions? Comments? Scharfenberg: Todd have you had any conversations with Todd Gerhardt or anybody else regarding the lighting issue? Hoffman: We ’ve had conversations. They don ’t have an opinion on it either way. They really want to leave that recommendation up to Park and Recreation Commission and present that to the City Council. Scharfenberg: Okay. Kelly: Anybody out there willing to throw out a motion? Lynch: I ’ve just got a quick question. Kelly: Oh sure, sorry Ryan. Lynch: No, no problem. So are they willing to do this 25% just for Lake Susan or for Bandimere? Like do they want us to do Lake Susan or Bandimere? Like have they decided if they ’re willing to do the 25% at Bandimere or just at Lake Susan? Kelly: They offered 25% at Bandimere and they said they can ’t commit percentages to Bandimere. They don ’t know what the City ’s going to come up with so they can ’t get back to us until after, if we come up with something at Bandimere, until we come up with what we come up with. So we don ’t know what the offer would be at Bandimere at this point. We think there would be an offer but we don ’t know. Questions? Comments? Motions? Echternacht: Well whatever motion we end up with I think we need to have something regarding the payment from CAA wording. Scharfenberg: Todd when would council take this up for approval? Hoffman: If this is in 2014 they ’ll take it up this November or December. Scharfenberg: Okay. Carron: Well I ’ll make a motion and we can discuss it afterwards but I ’ll make a motion that we amend our current CIP to add $175,000 for the lighting of Lake Susan to our 2014 CIP and with that understanding the fact that the commission would be paying 25, or 75 percent of that and we would enter into a separate agreement with the CAA for the other 25 percent. Kelly: This was for at Lake Susan? Carron: Correct. Echternacht: What was the dollar amount? Carron: I guess I ’ll explain myself. $227,700 was the estimate. 25% of that is just under $57,000 so it comes out to be about $170,775 and just round numbers I came up to $175,000. Kelly: Further discussion? Questions on the motion? Chanhassen Park and Recreation Commission – September 24, 2013 8 Scharfenberg: Can you re-read the motion one more time? Carron: Sure. I make a motion that we add $175,000 for the ballfield lights at Lake Susan into our 2014 CIP to take the place of the current $250,000 at the athletic field lighting with the understanding that that would be for 75% and the CAA would enter into a separate agreement for the other 25% with the vendor that is awarded the contract. Is that clear? Somewhat close? Kelly: And I didn ’t hear at the beginning but you said at Lake Susan right? Carron: Correct. Kelly: Further discussions? Questions? Second. Boettcher: I ’ll second. Kelly: There ’s a motion on the floor that we add $175,000 for a ballfield at Lake Susan to the 2014 CIP with the understanding that the City of Chanhassen is putting in 75% and that the CAA would be committed to 25%. And this again is at Lake Susan. Carron moved, Boettcher seconded that the Park and Recreation Commission recommends that the City Council approve the 2014-2018 Park and Trail Acquisition and Development Capital Improvement Program CIP amended to add $175,000 for ballfield lights at Lake Susan Park into the 2014 CIP , taking the place of the current $250,000 for athletic field lighting , with the understanding that the City of Chanhassen would pay 75% of the cost and the CAA would enter into a separate agreement for 25% with the vendor that is awarded the contract. All voted in favor, except for Scharfenberg who opposed, and the motion carried with a vote of 6 to 1. RICE MARSH LAKE TRAIL CONSTRUCTION UPDATE. Hoffman: Thank you Chair Kelly, members of the commission. Just a whole lot of anticipation and excitement that this trail is progressing so nicely. We were talking before the meeting, Eden Prairie paved today so their section is paved. We start paving our final section on Thursday. Barber Construction anticipates that they ’ll pave on Thursday-Friday and then complete the paving on Monday. We ’ll have about a week or two of final restoration after that. Eden Prairie is going to allow their trail to set up for about a week before they get back in and do their restoration. In approximately 2 to 2 1/2 weeks this trail will be open within the cities of Chanhassen and Eden Prairie . We ’re working on a ribbon cutting, ground breaking or ribbon cutting event in October between the two cities and so you ’ll see invites for that going out to commissions and councils and the public. It ’s a 3 mile loop all the way around the Rice Marsh Lake. This final segment is some of the nices t trail on the full 3 mile loop. In our section we pass through 7 private properties as a part of an easement that has been there for over 30 years. Those private property owners have been very cooperative. We ’ve notified them since the start of the really the CIP when the dollars started to get seriously targeted into the CIP. We notified them that this was being talked about. Then we notified them again as a part of the planning process and then we sent them a note saying construction was underway. The second half or the eastern part of our trail is in MnDOT right-of-way and again when we first started that construction MnDOT said if you ’d like to put a trail through there, we ’d like to sell you the properties. Let ’s get the estimates, the appraisals on the property and those came back at $1.25 million. Something that we weren ’t able to obtain so we continued to work with them and they did say that they would grant us a Limited Use Permit to put that trail through there so we have a Limited Use Permit on that 20 foot easement through their property to have the right for that trail to go through there. The neighborhood connection has been graded in and will be completed Chanhassen Park and Recreation Commission – September 24, 2013 9 and so we ’re hopeful that that development of those 16 homes will go in as well. The connection points currently will be the one that ’s on, what ’s the name of that street? What ’s that street Dale? Marsh, Rice Marsh but what ’s the street that goes by? The residential street, that ’s the one connection and then the other one goes to Eden Prairie and that ’s through that neighborhood so by next week we should be paved and then a couple weeks after that fully open. Kelly: Yeah I noticed Eden Prairie ’s side was paved late this morning. I almost drove off the road. I sat looking at it. Hoffman: Looking at it. You can see it. Kelly: I was hoping to get home early enough to take my bike out and go check it out but it was nice to see it done. Hoffman: Braun Testing tested the depth and the compaction today. It was full depth, 10 inches aggregate. In a typical trail section you ’re 6 like down at, the park at Pioneer Pass ’s park but through this entire section, since we have lots of black soils and low lying areas we put a 10 inch base in there. It met compaction in all but one location where there was a culvert installation so they ’re repacking that and that will be tested again tomorrow so site looks great. The one area we really ran over on costs was tree removal. There was quite a bit, few larger trees. To remove a full sized oak was $1,000 per tree on the bid item so instead of removing 3 we ended up removing 18 and most of those were trees that were, looked like they were in jeopardy once the grading started. That they just weren ’t in a safe situation so we, that ’s the one area of cost over runs. Other than that the project is on budget. Kelly: Thank you Todd. Any questions for Todd on Rice Marsh Lake trail? Next up we get into reports. RECREATION PROGRAMS: 2013 HALLOWEEN PARTY PREVIEW. Johnson: Thank you Chair Kelly. Staff is working diligently to plan the City ’s 29 th Annual Halloween Party. It will be held on Saturday, October 26 th from 5:30 to 7:30. This is the fourth event in a series of four community events that we offer throughout the year for the community. Some kind of activities we have going on. It ’s all indoors out there besides the hayrides weather permitting. We ’ll have carnival games in the gymnasium at the school. Refreshments. Indoor trick or treating. We always kind of decorate kind of a scary and a friendly room for kids to kind of walk through and check it out. We ’ll be utilizing volunteers again for this so if any commissioners are interested in volunteering I ’d be happy to have you. We ’ve got plenty of Halloween costumes you can borrow if you don ’t have it at home. We ’re also tapping into the local high schools. Typically the Key Club helps us out which has been a great asset that we ’ve had to use them. We ’re expecting probably 500 to 600 people, including children and parents. I think last year we had about 400 paid children. The cost is $5 per child and adults are free. We ’re going to be doing plenty of advertising through the City ’s website and Facebook pages. We ’ve developed posters that will be distributed to the local elementary schools around as well as the daycare centers to really get that word out there. This is something that is budgeted in our 1600 budget. Just kind of a way to provide you know recreation opportunities for the community and it ’s also paid under our community event sponsorship program. Kelly: Any questions for Mitch? Mitch, sign me up again. I ’ll be there and thank you. Johnson: Alright. Batman or Mr. Incredible? Chanhassen Park and Recreation Commission – September 24, 2013 10 Kelly: I think I have to go back to Mr. Incredible. I think Batman I had trouble seeing. My glasses got too fogged. Johnson: Sounds good, thank you. EVALUATION – 2013 LAKE ANN PARK CONCESSIONS/BOAT RENTALS. Ruegemer: Thanks Chair Kelly. We had another great year this year. We did start off a little slower here with our late spring but with the warmer temperatures really throughout the course of the kind of the second half of the summer, really improved revenues out at Lake Ann making this our highest revenue totals for our entire history of Lake Ann Park concessions so we ’re proud of that. We worked hard out there this summer and it really panned out so, really everything was good on the front of boat rentals increased by over 100 total boat rentals out there this year. Revenues were $2,500 more than projected revenues so we really had a great year for the fleet out there and it really, everything really stayed intact here for the summer too. We had a couple you know tweaks here and there and repairs for the paddleboats but for the most part everything stayed in the water all summer long so, and that ’s good. So we had a great staff down there this year. Had really a manager that was on top of things this year. I don ’t think the concession stand was, probably has never been as clean as it was this summer so we really had a great staff that took a lot of ownership down there in the operation. Great customer service so we ’re very proud of kind of our accomplishments here for the year so just a couple things to highlight on the general comments. We continue to be open til 7:00 all year long. All summer long versus shutting down at 6:00 in August and obviously with the warmer summer that we had, there certainly were requests to stay open longer than we were so we ’re going to take a look at that for next year. A lot of that really depends on the staff that we have. A lot of times if we ’re hiring college aged kids, they need to go back to college earlier than that or if there ’s high school sports type of kids that we ’ve hired so there has been at times where we ’ve barely made the dates that we have advertised so we ’re going to take a look at that for next year and see if we can stay open. Obviously the last two years we ’ve had extremely warm August and probably could have stayed open til Labor Day without any problem and extended our season so we ’ll take a look at that for next year. Really going to look at purchasing at least 1 or 2 paddleboards for next year to add to our watercraft options out there so I think that ’d be a popular. We do get a lot of requests for those annually so kind of our big purchase this year was the air conditioner down there. That really has helped out kind of overnight hours when everything is closed up and the machines are running. Our Twix bars aren ’t melting together anymore so that ’s a plus with that so that was a much needed capital item that we had purchased here and installed in May so. We had a lot of requests for just general maps of the park this year and that ’s something that we can easily accomplished. Haven ’t really heard that before that people were looking for maps but something we can just produce in-house and have readily available out ther e for that. We ’re going to get some additional life jackets. You know that ’s kind of an ongoing purchase out there. They you know get wet. With all the rentals we hang them up. We Febreeze them and try to dry them out but after a while they do get a little crazy so we just need to replace those so. And our nacho machine, cheese maker took a dump here the tail end of the season with one week left in the season so we will purchase a new nacho cheese machine. Maybe one with chili. Maybe one without, we ’ll have to see but the possibilities are endless so we ’ll take a look at that here. Hoffman: In the concession business. Ruegemer: In the concession business so we added a frozen yog u rt item as kind of a healthy item down there this year. It was kind of met with luke warm response. We really didn ’t sell that much of it so we ’re just going to continue to you know look for new healthy options to provide for sale down at the concession area so. I think that was pretty much the highlights. Just on the rest of the report, just the numbers kind of broken down for the paddle boats, kayaks, canoes, that sort of thing. The expenditures with both wages a nd supplies that we purchased our supplies from Watson, Midwest Coke and Cub Foods Chanhassen Park and Recreation Commission – September 24, 2013 11 so. And then just attached is kind of a breakdown even more just of kind of the daily rentals for the boats. What else, and just the vendor expenses I think was in there so I will entertain any questions, suggestions. Boettcher: What ’s the normal rental time on a, like on a paddle boat. Ruegemer: We rent by the hour. Boettcher: It is by the hour, okay. So when you have 32 of them, if you had 4 boats and each one was out 8 times during the day. Ruegemer: You know what ’s really helped too is just doing company picnics and family reunions, that sort of thing, I ’m really trying to get those reserved for the groups ahead of time so that we know we have guaranteed rentals as well through that time so I communicate that with our concession staff to put you know 6 boats aside from noon to 6:00 type of thing and then I usually invoice and take care of it that way. I think a lot of companies appreciate that so they don ’t have to deal with anything down at the, the day of the event and we invoice them and get paid right away and life is good. Kelly: So just out of curiosity, we buy these paddleboards, which I think is probably a good idea and I know they run from a low of $800 to as high as $4,000, which I know we ’re not going to go high end. What kind of hourly rate are we looking at on those? Ruegemer: You know just initial thoughts, I would go higher than the paddleboards, or excuse me, the paddle boats. Kelly: Boats. What are the paddleboats at right now? Ruegemer: $12. Kelly: Okay. Ruegemer: And canoes are $10 so I ’m thinking paddleboards would be you know $15 to $20 an hour. They ’re a pretty popular item. I think that we could capture some additional revenues on, and justifiably so. Kelly: Right. Yeah, Grandview Lodge down the way from us gets $25 an hour but I don ’t think you ’re going to quite get that but it seems to that people when they go out, you ’re going to get 2 people at a time because they want to go out in partners and so if we ’re going to make that kind of money , if we do well on it would we buy 2 more the next year? Would it make sense? That ’s a question for next year. Ruegemer: Right. Kelly: But you know stuff to look at because if we can get $15 or $20 an hour, we ’re going to pay those boards off pretty quick. Ruegemer: Yeah and I ’m going to investigate, I think maybe we had talked about this before but there ’s a company in town that I think we could do a revenue share with. That they would provide the paddleboards for us so we ’d just do an equal revenue share 50/50 so that is a possibility as well. Carron: In Excelsior, on Lake Minnetonka down there by the trolley they rent them out and I think they use them for a year and then they sell them after that year so I don ’t know what the price is but you ’ve just got to make sure that you wash them with hot water first but. Chanhassen Park and Recreation Commission – September 24, 2013 12 Ruegemer: Twice. Carron: You might want to check that out. I don ’t know if you have or not. Ruegemer: I have gotten some price quotes on some boards and we could get nice boards for under $800. Kelly: Any other questions? Thank you Jerry. EVALUATION – 2013 SUMMER DISCOVERY PLAYGROUND/LAKE ANN ADVENTURE CAMP. Johnson: Thank you Chair Kelly. New eval this fall. It ’s one of our most popular programs we offer in the summer for the community is our Summer Discovery Playground program. We almost had 400 kids enrolled this summer and basically what it is, it ’s a once a week hangout at the local park. We provide part time staff who lead games and songs and crafts and just kind of playground program where kids can get outside and play. It ’s all supervised. It ’s for ages 3 to 12. We have two programs. 4 to 12 and then we also offer kind of a beginner program for the 3 year olds. You know we get positive feedback every year. It ’s one of our favorite programs that we offer. Been doing it for a long, long time. We hired 11 seasonal employees. One full time seasonal playground director was her title who kind of leads the staff and kind of comes up with the lesson plans, and then 10 part time seasonal staff who are kind of the front line, out in the parks working and stuff. You can see on the back again a little expense sheet for the Summer Discovery Playground program. We go to lots of different parks. Our goals is always to break even. We came up about $1,100 in profit this year based on, obviously wages are our biggest expense but then a little different program supplies, to kind of buy some of those, you know the balls and all that kind of stuff for their games. So it ’s very popular. We ’re always looking to add new locations with new Riley Ridge Park and seeing the pictures with all the young, new young families in the community. We ’re excited to expand to that park and maybe even go into a few new ones that we haven ’t been back to in a few years. Another recommendation we ’re looking at is maybe offering more week long options. I know it can be tough. Our hours are 9:00 to noon for the morning session or 1:00 to 4:00 so maybe for some families if they can ’t accommodate those times, maybe do like a whole solid week. You know 8:00 to 4:00, 8:00 to 5:00 program so we ’re going to kind of look into that and see if we can still maintain those staffing levels for some new programs. Going into that, that program runs through the beginning of August. The first week of August and then those first two weeks, full weeks in August we run our Lake Ann Adventure Camp, which is by far our most popular program we offer. We open it up for two sessions. 80 kids a session and it ’s just a week long camp. This year we filled it in a day and a half. We usual start getting calls in November-December when registration opens. We ’ve had people call from cruise ships on spring break to sign up and, everyone wants to make sure they get that spot. Basically it ’s a week long camp out at Lake Ann for kids 7 to 12. You know we do the paddle boating. We do kind of group games. We had a rock climbing wall out this summer. Just anything we can do to get the kids out in the community involved and kind of you know busy. We also incorporated some service projects in the park this year. We planted some lilac bushes behind the tennis courts and also painted the tennis boards in the tennis courts and I think the families as well as the kids kind of, you know something to feel good about. You know the next time they go to the park they can point that out like hey, look what I did so we ’re always looking you know for ways to keep it fresh but it ’s definitely one of those popular programs . It ’s been around for 21 st year was this year so excited to continue to build on that. On the back like you said you ’ll see both the expense report for the 8 week long playground program as well as the 2 week long adventure camp. And I ’d be happy to answer any questions. Kelly: I read through all the evaluations and after reading through them, I wanted to sign up for the camp. Chanhassen Park and Recreation Commission – September 24, 2013 13 Johnson: Yeah, sometimes I don ’t know if the staff has more fun or the kids you know but it works great. Kelly: Any questions, comments for Mitch? Thank you Mitch. SENIOR CENTER REPORT. Kelly: Glad you made it back in time. Bill: No traffic. We cruised through. We were in Chippewa Falls. We were on a day trip. We made it back in 2 hours and 10 minutes. No stopping along the way. Pretty good. Anyway, thank you Chair Kelly and I have to say I probably don ’t have anything as exciting to report as Jerry and that nacho chili machine. That ’s pretty exciting. And Gummy Bears I read yeah so. Anyway, busy as always at the Senior Center. As I wrote in the report, it ’s been an interesting year. We ’ve had a number of people that have had some health issues or changes in living situations that have been long time supporters and members. Or participants at the Senior Center. We ’re sad to see those changes but also we ’re looking to engage new participants, and that ’s step by step. I ’m looking into doing E-Blasts. Partnering with community education. Just getting out in the community and looking at different resources to bring different people in and kind of the trend that we ’re hearing with baby boomers, they, it ’s more interest based activities then some of the ongoing activities so I ’ve added Mahjong . We ’ve added a Wednesday walking club. Todd was nice enough to come out and talk about our trail system. That group has now gone on their own. Tomorrow they ’re meeting at Lake Susan. They walked at Lake Ann so really trying to mix it up and do some different things. Our numbers have been great. Programs have been filled to capacity but you know times are changing so we need to change with those times so it ’s a never ending struggle to be creative in what we ’re doing so I ’m always looking for that but for some new people I want to talk about some long time activities that continue to be very well attended. Dinner with the Mayor. We switched from Breakfast with the Mayor about 5 years ago to Dinner with the Mayor. I think the Mayor enjoys that as much as the participants do. We do it in July. Coordinate with Mitch before one of the concerts in the park. We always get a band that ’s appropriate for older adults. I think a Big Band so the Mayor does an update on the City of Chanhassen. This year we instituted something new. Last year, we get our chicken from Cub and in 2012 I didn ’t have enough dark meat so now they check off if they want white or dark meat so everyone ’s happy with that. So anyway that ’s really a well attended event. Probably one of our most popular events is the Ladies Luncheon that has been going on for about 8 years and we ’re not only losing Dale but his wife, Roseanne has been a sponsor of that event. She pays for the entertainment for the last 7 or 8 years so not only he ’s going to be missed but Roseanne is going to be missed as well because she ’s been a great community partner. Then the last thing I want to talk about is, Todd Gerhardt about a month ago asked me if we couldn ’t do something. He said you come up with these catchy little names and the referendum is a big item right now so Tuesday morning, October 1 st at 10:00 a.m. the Superintendent is coming to talk about the referendum to give information so people can ask questions and get information straight and not hear things second and third hand. You ’re all invited to come. He ’s going to do a wonderful job with that so hopefully we can, people can hear the right information so those are some things I wanted to talk about and be happy to answer any questions. Kelly: Any questions for Sue? Sue, thank you for your creativity and all your ongoing programs. And for his final park and trail maintenance report, I believe Dale you ’re on deck. PARK & TRAIL MAINTENANCE REPORT. Gregory: Thank you. This is, this time of the year and that is really a busy time for us in that we ’ve lost pretty much all of our seasonal help except for our 6 seniors that are working yet, and they ’re pretty much taking care of our grass and a lot of our park issues and that. They don ’t like picking up garbage and stuff like that so I ’ve got to have a lot of my regular guys taking up the slack on some of that sort of stuff and Chanhassen Park and Recreation Commission – September 24, 2013 14 that so it is a busy time and that. We ’ve also got two soccer fields and one ballfield that we ’ve taken out for restoration work this year. Re-seeding and getting them ready. One of them down at City Center, or number one at City Center and one at, number one at Bandimere . And also a ballfield 3 at Lake Ann has been taken out for this fall. They have been already worked on and everything else and fertilized and we ’ve got them going and hopefully we ’ll get some decent grass growing and get them in good shape for next spring. Riley Ridge Park is pretty much completed down there. We ’ve still got a few small things we ’ve got to take care of down there yet. That was a big success this year and that, having the residents help with putting in the playground. My staff put a lot of hours, after hours in working getting things ready and that for that but it really worked out good and that. It really turned out nice and the people really seem to enjoy down there and that. It ’s a very nice park. If you haven ’t been down there, it ’s really, really well worth going down and see. The Highway 41 stairs project, we have completed pretty much our part of it as getting the base and the hill all stepped in and ready for the contractor. Right now I talked to the contractor today and he ’s looking like he ’s out like about 10 days and he ’s hoping to be in there to start construction of the stairs. One of my guys, Jim Tice and that that ’s a heavy equipment operator, he will be working with our contractor out there, setting his forms and that sort of stuff and that so once we get going in there and that, hopefully everything will go good. I just hope we don ’t get a lot of rain. It could really be a mess out there if we get a lot of rain to try to get that done so. Pioneer Pass Park. Went down there yesterday and looked at that and this morning and that ’s really coming along nice. The ballfield is all graded in and pretty much leveled out. They do have the ag lime in and the trails are pretty much cut in and that. Talked to them this morning. They need a few more loads of base to put in there and they ’ll be ready to start blacktopping those and that ’s going to be a really nice park down there. They did a real good job on the parking lots. We had a water issue originally and they de-watered that and dried that all out and they ’ve got like 2 feet of sand and a foot of rock before they come with the blacktop and everything on it and that so they ’ve got a heck of a good base and everything in there so that one ’s coming along real good. Moving along so. That ’s pretty much for my report. I would like to just thank the commission. I ’ve enjoyed working with you so much. Past and present commissioners and it ’s just been a lot of fun working here with the City and I mean it ’s, I kind of hate to say it ’s sorry to go and that but it ’s time. So any questions? Kelly: Well you know Dale if you ’re kind of fished out sitting up there in Longville next summer and you need a project, when Pioneer Pass is going in, we ’ll send you the dates. Hoffman: Volunteer. Gregory: Come down and volunteer to help huh. Kelly: But again thank you again for all your service and interaction with the board. We appreciate what you ’ve done and your interaction with us too. Thank you. Gregory: Thank you. A lot of fun. RECREATION CENTER REPORT. Kelly: Jodi went home sick today so she will not be telling us about the Recreation Center updates. If you ’ve got any questions you can direct them to Todd Hoffman. Or just kind of read through and Todd will pinch hit. Other than that we can move onto the administrative section. COMMISSION MEMBER COMMITTEE REPORTS. None. COMMISSION MEMBER PRESENTATIONS. None. Chanhassen Park and Recreation Commission – September 24, 2013 15 ADMINISTRATIVE PACKET. Kelly: We got a lot of nice camp evaluations which I already mentioned, and again on the picnic evaluations, they all seemed pretty good Jerry. I mean people always want something more but I think what we ’ve got is pretty darn good. Ruegemer: Yes they do. Kelly: Anything to point out that I missed here Todd? I don ’t think so. Hoffman: No. Kelly: Okay, is there a motion out there? Carron moved, Boettcher seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 7 to 0. The Park and Recreation Commission meeting was adjourned at 8:30 p.m. Submitted by Todd Hoffman Park and Recreation Director Submitted by Nann Opheim