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City Council Packet 2-24-14AGENDA CHANHASSEN CITY COUNCIL MONDAY, FEBRUARY 24, 2014 CHANHASSEN CITY HALL, 7700 MARKET BOULEVARD 6:00 P.M. - CITY COUNCIL WORK SESSION, FOUNTAIN CONFERENCE ROOM Note: If the City Council does not complete the work session items in the time allotted, the remaining items will be considered after the regular agenda. Update on Emerald Ash Borer (EAB) eab.pdf CSAH 61/Flying Cloud Drive, Hennepin County Improvement Project 13 -09: Update flying cloud drive project.pdf REGULAR MEETING, CITY COUNCIL CHAMBERS CALL TO ORDER (PLEDGE OF ALLEGIANCE) PUBLIC ANNOUNCEMENTS 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 February 10, 2014 02 -10 -14 -cc -ws.pdf, 02 -10 -14 -cc -sum.pdf, 02 -10 -14 -cc.pdf Receive Park & Recreation Commission Minutes dated January 28, 2014 01 -28 -14 -prc -sum.pdf, 01 -28 -14 -prc.pdf TH 101 Minnesota River Crossing & CSAH 61 (Flying Cloud Drive): Approval of Joint Powers Agreement with Carver County and Approval of Plans & Specifications highway 101 mn river crossing2.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 NEW BUSINESS Consider the Removal of the Barricade Between Kiowa Trail and Springfield Drive. removal of barricade.pdf UNFINISHED BUSINESS 2014 Street and Utility Improvement Projects: a. Kiowa Trail Street Improvement Project: Adopt Resolution Ordering the Project, Accepting the Revised Feasibility Study; Authorizing Preparation of Plans & Specifications; and Approving Plans & Specifications. b. Minnewashta Shores Improvement Project: Adopt Resolution Approving Plans & Specifications. 2014 street project.pdf COUNCIL PRESENTATIONS ADMINISTRATIVE PRESENTATIONS CORRESPONDENCE PACKET correspondenc 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. 1. Documents: 2. Documents: B.7:00 P.M. C. D. E. 1. Documents: 2. Documents: 3. Documents: F. G. 1. Documents: 2. Documents: H. 1. Documents: I. 1. Documents: J. K. L. Documents: M. AGENDA CHANHASSEN CITY COUNCIL MONDAY, FEBRUARY 24, 2014 CHANHASSEN CITY HALL, 7700 MARKET BOULEVARD 6:00 P.M. - CITY COUNCIL WORK SESSION, FOUNTAIN CONFERENCE ROOM Note: If the City Council does not complete the work session items in the time allotted, the remaining items will be considered after the regular agenda.Update on Emerald Ash Borer (EAB)eab.pdf CSAH 61/Flying Cloud Drive, Hennepin County Improvement Project 13 -09: Update flying cloud drive project.pdf REGULAR MEETING, CITY COUNCIL CHAMBERS CALL TO ORDER (PLEDGE OF ALLEGIANCE)PUBLIC ANNOUNCEMENTS 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 February 10, 2014 02 -10 -14 -cc -ws.pdf, 02 -10 -14 -cc -sum.pdf, 02 -10 -14 -cc.pdf Receive Park & Recreation Commission Minutes dated January 28, 2014 01 -28 -14 -prc -sum.pdf, 01 -28 -14 -prc.pdf TH 101 Minnesota River Crossing & CSAH 61 (Flying Cloud Drive): Approval of Joint Powers Agreement with Carver County and Approval of Plans & Specifications highway 101 mn river crossing2.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 NEW BUSINESS Consider the Removal of the Barricade Between Kiowa Trail and Springfield Drive. removal of barricade.pdf UNFINISHED BUSINESS 2014 Street and Utility Improvement Projects: a. Kiowa Trail Street Improvement Project: Adopt Resolution Ordering the Project, Accepting the Revised Feasibility Study; Authorizing Preparation of Plans & Specifications; and Approving Plans & Specifications. b. Minnewashta Shores Improvement Project: Adopt Resolution Approving Plans & Specifications. 2014 street project.pdf COUNCIL PRESENTATIONS ADMINISTRATIVE PRESENTATIONS CORRESPONDENCE PACKET correspondenc 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.1.Documents:2.Documents:B.7:00 P.M.C.D.E.1.Documents:2.Documents:3.Documents:F. G. 1. Documents: 2. Documents: H. 1. Documents: I. 1. Documents: J. K. L. Documents: M. AGENDA CHANHASSEN CITY COUNCIL MONDAY, FEBRUARY 24, 2014 CHANHASSEN CITY HALL, 7700 MARKET BOULEVARD 6:00 P.M. - CITY COUNCIL WORK SESSION, FOUNTAIN CONFERENCE ROOM Note: If the City Council does not complete the work session items in the time allotted, the remaining items will be considered after the regular agenda.Update on Emerald Ash Borer (EAB)eab.pdf CSAH 61/Flying Cloud Drive, Hennepin County Improvement Project 13 -09: Update flying cloud drive project.pdf REGULAR MEETING, CITY COUNCIL CHAMBERS CALL TO ORDER (PLEDGE OF ALLEGIANCE)PUBLIC ANNOUNCEMENTS 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 February 10, 2014 02 -10 -14 -cc -ws.pdf, 02 -10 -14 -cc -sum.pdf, 02 -10 -14 -cc.pdf Receive Park & Recreation Commission Minutes dated January 28, 2014 01 -28 -14 -prc -sum.pdf, 01 -28 -14 -prc.pdf TH 101 Minnesota River Crossing & CSAH 61 (Flying Cloud Drive): Approval of Joint Powers Agreement with Carver County and Approval of Plans & Specifications highway 101 mn river crossing2.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 NEW BUSINESS Consider the Removal of the Barricade Between Kiowa Trail and Springfield Drive.removal of barricade.pdf UNFINISHED BUSINESS 2014 Street and Utility Improvement Projects:a. Kiowa Trail Street Improvement Project: Adopt Resolution Ordering the Project, Accepting the Revised Feasibility Study; Authorizing Preparation of Plans & Specifications; and Approving Plans & Specifications.b. Minnewashta Shores Improvement Project: Adopt Resolution Approving Plans & Specifications.2014 street project.pdf COUNCIL PRESENTATIONS ADMINISTRATIVE PRESENTATIONS CORRESPONDENCE PACKET correspondenc 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.1.Documents:2.Documents:B.7:00 P.M.C.D.E.1.Documents:2.Documents:3.Documents:F.G.1.Documents:2.Documents:H.1.Documents:I.1.Documents:J.K.L.Documents:M. CHANHASSEN CITY COUNCIL WORK SESSION FEBRUARY 10, 2014 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, and Todd Hoffman TH 101 MINNESOTA RIVER CROSSING & CSAH 61 (FLYING CLOUD DRIVE): UPDATE. One of the Key Financial Strategies for this year is keeping the council updated on the river crossing project. Paul Oehme provided an update on the road design . Councilman Laufenburger asked where the muck that ’s being dug up will be going. Mayor Furlong asked about the creek culvert, and an update on Hennepin County ’s CSAH 61 road project. Paul Oehme continued discussing construction phasing, landscaping plan for the roundabout, street lighting on the bridge, roundabouts and intersections. Mayor Furlong thanked staff for including stormwater ponding as an irrigation source with this project. Paul Oehme s how ed the entrance monument associated with the roundabout, landscaping plan for the Bluff Creek Drive roundabout, retaining wall on CSAH 61, project cost estimates for the different funding sources, and project schedule with completion by Fall of 2015. Councilman Laufenburger asked w hat will h appen to the current causeway and what will happen downstream when the causeway is gone. UPDATE ON CHANHASSEN PIONEER CEMETERY DEVELOPMENT. Kate Aanenson provided an update on planning and surveying work that ’s been done to date , which has been delayed due to weather, clarifying boundarie s prior to a neighborhood meeting showing the site plan. Mayor Furlong noted the need to save trees but also making the site functional at the same time. Council and staff discussed the number and design of the columbarium . Councilwoman Tjornhom asked if the residents ’ parking concerns we re being addressed. Councilwoman Ernst asked about meeting ADA requirements and capacity. DISCUSS LETTER OF SUPPORT FOR CARVER COUNTY ’S APPLICATION FOR RESILIENT COMMUNITIES PROJECT. Todd Gerhardt provided background information on the University of Minnesota project and Kate Aanenson provided an overview of the partnership between the University and Carver County which allows students and faculty from across the university to collaborate and study projects through their coursework. The City of Chanhassen ’s portion of the application is re gardin g t he Bluff Creek Overlay District . Mayor Furlong asked if the financial contribution goes to students. Council members discussed the benefits of being involved with this project. Council concurred to authorize the City Manager to send a letter of support. Mayor Furlong adjourned the work session meeting at 6:35 p.m. Submitted by Todd Gerhardt City Manager Prepared by Nann Opheim CHANHASSEN CITY COUNCIL REGULAR MEETING SUMMARY MINUTES FEBRUARY 10, 2014 Mayor Furlong called the meeting to order at 7:00 p.m. The meeting was opened with the Pledge to the Flag. COUNCIL MEMBERS PRESENT: Mayor Furlong, Councilman McDonald, Councilwoman Tjornhom, Councilwoman Ernst, and Councilman Laufenburger STAFF PRESENT: Todd Gerhardt, Laurie Hokkanen, Paul Oehme, Kate Aanenson, Todd Hoffman, and Roger Knutson PUBLIC ANNOUNCEMENTS: None. CONSENT AGENDA: Councilwoman Ernst moved, Councilman McDonald seconded to approve the following consent agenda items pursuant to the City Manager ’s recommendations: 1.Approval of City Council Minutes dated January 27, 2014 2.Deleted. 3.Resolution #2014-07: Approve Cost Share with MVEC for Private Underground Utilities along CR 61 in Conjunction with the TH 101/Minnesota River Bridge Crossing Project. 4.Approve Award of Contract, CR 61 Corridor Study. 5.Approve Amendment to Chapter 7 of City Code Concerning As-Built Grading Survey Escrow Deposits. 6.Approval of Temporary On-Sale Liquor License, Trivia Night Fundraiser on March 1, 2014, St. Hubert Catholic Community, 8201 Main Street. All voted in favor and the motion carried unanimously with a vote of 5 to 0. VISITOR PRESENTATIONS. None. PUBLIC HEARING: 2014 STREET CONSTRUCTION PROJECT, MINNEWASHTA SHORES: 1.PUBLIC HEARING. 2.ORDER IMPROVEMENT AND AUTHORIZE PREPARATION OF PLANS & SPECIFICATIONS. 3.APPROVE CONSTRUCTION EASEMENT AGREEMENT WITH MINNEWASHTA SHORES HOMEOWNERS ASSOCIATION. Paul Oehme presented the staff report on this item. Councilman Laufenburger asked about the cost to residents to televise the connection f rom their house to the street, life expectancy of the PVC pipe, and cost to residents to connect to the watermain pipe. Councilwoman Ernst asked about the chances of getting the grant mo ney from the Watershed District, the response from resid ents on installing rain gardens, and the standard PCI for total road reconstruction. Mayor Furlong asked about the number of City Council Summary – February 10, 2014 2 rain gardens that were installed in the Minnewashta Heights neighborhood, and how much of an Inflow/Infiltration problem was seen with televising before opening the public hearing. Jay Hyre, 6210 Barberry Circle asked if there were going to be any major shifts in elevations, concerns with stormwater runoff into Lake Minnewashta, how assessments are being spread between the two different HOA ’s and permit fees associated with tying into the City ’s system. The public hearing was closed. After comments from council members the following motion was made. Resolution #2014-08: Councilwoman Ernst moved, Councilman McDonald seconded that the City Council approves a Resolution ordering the public improvement authorizing the preparation of plans and specifications and approves easement agreement with the Minnewashta Shores Homeowners Association, HOA for the Minnewashta Shores portion of the 2014 street reconstruction Project Number 14-01. All voted in favor and the motion carried unanimously with a vote of 5 to 0. COUNCIL PRESENTATIONS. Councilman Laufenburger commented on Feb Fest that was held on Saturday, February 1 st at Lake Ann. Mayor Furlong commented on attending his last Daddy/Daughter Dance at the Chanhassen Rec Center. ADMINISTRATIVE PRESENTATIONS. Todd Gerhardt reminded council members about the legislative priorities meeting with State and County representatives on Thursday at 8:30 a.m. in the Fountain Conference. CORRESPONDENCE DISCUSSION. Mayor Furlong thanked Laurie Hokkanen for putting together data security information related to the City ’s insurance coverage. Todd Gerhardt stated Rick Rice could provide an update at an upcoming work session. Mayor Furlong also comment ed on the public safety questionnaires. Councilman Laufenburger moved, Councilwoman Ernst 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 7:50 p.m. Submitted by Todd Gerhardt City Manager Prepared by Nann Opheim CHANHASSEN CITY COUNCIL REGULAR MEETING FEBRUARY 10, 2014 Mayor Furlong called the meeting to order at 7:00 p.m. The meeting was opened with the Pledge to the Flag. COUNCIL MEMBERS PRESENT: Mayor Furlong, Councilman McDonald, Councilwoman Tjornhom, Councilwoman Ernst, and Councilman Laufenburger STAFF PRESENT: Todd Gerhardt, Laurie Hokkanen, Paul Oehme, Kate Aanenson, Todd Hoffman, and Roger Knutson PUBLIC ANNOUNCEMENTS: Mayor Furlong: Thank you and welcome everybody. Appreciate you joined us this evening. Those watching at home. At this time I would ask members of the council if there are any changes or modifications to the agenda. If not, without objection we ’ll proceed with the agenda as distributed. CONSENT AGENDA: Councilwoman Ernst moved, Councilman McDonald seconded to approve the following consent agenda items pursuant to the City Manager ’s recommendations: 1.Approval of City Council Minutes dated January 27, 2014 2.Deleted. 3.Resolution #2014-07: Approve Cost Share with MVEC for Private Underground Utilities along CR 61 in Conjunction with the TH 101/Minnesota River Bridge Crossing Project. 4.Approve Award of Contract, CR 61 Corridor Study. 5.Approve Amendment to Chapter 7 of City Code Concerning As-Built Grading Survey Escrow Deposits. 6.Approval of Temporary On-Sale Liquor License, Trivia Night Fundraiser on March 1, 2014, St. Hubert Catholic Community, 8201 Main Street. All voted in favor and the motion carried unanimously with a vote of 5 to 0. VISITOR PRESENTATIONS. None. PUBLIC HEARING: 2014 STREET CONSTRUCTION PROJECT, MINNEWASHTA SHORES: 1.PUBLIC HEARING. 2.ORDER IMPROVEMENT AND AUTHORIZE PREPARATION OF PLANS & SPECIFICATIONS. 3.APPROVE CONSTRUCTION EASEMENT AGREEMENT WITH MINNEWASHTA SHORES HOMEOWNERS ASSOCIATION. Mayor Furlong: Mr. Oehme, why don ’t you start with a report. Chanhassen City Council – February 10, 2014 2 Paul Oehme: City Council members, tonight I ’d like to bring the second half of the 2014 street improvement project before you tonight. As you recall last month, yeah last month ’s, on January 27 th we held a public hearing for the Kiowa Trail project and tonight we ’ll be talking about the Minnewashta Shores portion of the project. So the agenda for tonight is just to talk briefly about the background of the project. The need for it. The scope of the project. Cost and financing. We ’ll talk about the schedule a little bit and then I ’d like to request that a public hearing be opened for the project. Again two parts of our, two neighborhoods are being proposed for the 2014 street improvement projects. Little over 1.1 miles of streets proposed for reconstruction this year. Again last council meeting we did discuss the Kiowa Trail project and tonight we ’ll talk about the Minnewashta Shores project, which is just north of Minnewashta Lake. The project is approximately .6 miles of streets to be reconstructed. The streets in this neighborhood vary between 23 and 27 feet wide. The streets were built back in 1971 and have been sealcoated several times. The City does inventory the streets every third year. Last time this section of roadway was surveyed for pavement condition was back in 2001 and the road condition at that point in time was between 15 and 45. Just for comparison sake a new road would be rated at 100% so these roads are considered to be at the lower half of the condition index and they do fall into the category of needing to be reconstructed. So with that the proposed improvements would be to fully reconstruct the streets to basically existing width of the roadway currently. Pavement section that we are proposing is 18 inches of sand. On top of that would be 8 inches of gravel or Class 5 aggregate and then on top of that 3 1/2 inches of bituminous material. We are proposing to have draintile on each side of the roadway to capture that subgrade drainage and also for property owners to connect to sump pumps if necessary or desired to try to keep that water out of the subgrade as much as we can to lengthen the longevity of the pavement section. We are also proposing to install curb and gutter. That ’s the high back, B-618 concrete and gutter. This curb was utilized 2 years ago in the Minnewashta Heights neighborhood so we ’re being consistent with that roadway, or that neighborhood just adjacent, basically west of this project area. We also would like to install new watermain and water services to the property owners in this area. Stormwater improvements will also be proposed and water treatment, water quality benefits to Minnewashta Lake are also proposed. And then we also are looking at some miscellaneous sanitary sewer repairs as well and I ’ll go through each of those a little bit in more detail here. So for the watermain, existing watermain in this area is cast iron. This watermain is relatively old. We have documented several watermain breaks. It is necessary to replace the cast iron. There really is no good way of keeping this cast iron pipe in the ground with minor repairs. We just feel that if we ’re going to be reconstructing the roadway, now ’s the time to replace the pipe and with that we ’re looking at PVC pipe. A plastic pipe which is our city standard pipe. We are also looking at replacing the services up to the property lines including curb boxes to the right-of- way as well. With the installation of the watermain we will be needed temporary water connections to these houses too so that ’s the temporary water lines that go on top of the ground and connect into the spigots to the house or other locations to the house so we ’ll have to work with the property owners for those connections to make them usable. The sanitary sewer in this area was originally constructed in ’71 with the street. We have, city staff has televised the sanitary sewers in this area and for the most part they are in good condition. However there is a 170 foot section of sanitary sewer that has bellies in it and I and I and has potential for back-up. This is a section of pipe that we are proposing to be replaced at this time with PVC pipe. Other areas of sanitary sewer in this area are needed to be grouted or short liners to reduce inflow, infiltration in this area as well so that ’s part of the project. We have contacted residents in this area to see if they would like their services televised from the house to the main. Three property owners have contacted the City to get that work done by the City. However we have run into several snags in terms of accessing the sewer pipe from the basement so the property owners would have to contact a licensed plumber to get access to the pipe for the City to televise their sewer service. Storm sewer improvements are also proposed for this project. We have been working with the homeowners association for Minnewashta Shores for stormwater runoff and water quality improvements down in Minnewashta Shores. Currently the HOA does own a large park in this area. Private park. We have been working with them on making stormwater quality improvements on, to benefit not just the lake water quality but also the park amenities as well. The project in the park would include raising up the grade of Chanhassen City Council – February 10, 2014 3 the park to make it more usable for baseball or other soccer or other sporting activities. There currently is a ditch that runs basically the center of the park. That ditch will be eliminated. A stormwater overflow pipe will be installed at approximately it ’s current location and discharging at it ’s existing location on the south side of the park. Low flow volumes off the street, runoff will be redirected to infiltration basin shown here in yellow and water quality benefits associated with that will enhance the runoff into the lake as well. There ’s a sump manhole that will be included in this design and the screening to capture the sediment and smaller particulates before they end up in the infiltration basin as well. With your packet tonight the homeowners association has approved the proposal, the design that we just described to you and they are willing to work with the City moving this process forward. We are looking at also staging our construction activities in the park as well. Not just for ease of construction but also for safety as well. To park all the equipment and materials off the roadway section. There is city right-of-way that ’s currently located along the southern half of the park. The City, this is a remnant right-of-way that was never constructed for roadway purposes. The City really doesn ’t have any need for it so we ’d like to work with the HOA to vacate that right-of-way but in return we will still need drainage utility easements and some roadway easements to access a lift station as well too so that ’s forthcoming. We still need to finalize that detail. And again we are still looking or talking to residents about some other rain water gardens or their stormwater amenities in front of some properties to improve the water quality of the area before it discharges into the lake so that ’s still work in progress. The City is applying for grant funds for the improvements in the HOA lot with the Minnehaha Watershed District and we will hopefully know in a couple months if we do get that grant or not. So all these reconstruction projects, we do get questions from neighborhoods, residents about undergrounding utilities that are currently above ground so staff did solicit costs from the appropriate private utility companies and to underground all their utilities, just to underground the utilities within the right-of-way is almost, is about $250,000. The City does not participate in those costs so it would be a substantial burden for the property owners to pay for the undergrounding of the utilities so this item , undergrounding it will most likely not move forward. For the construction of the Minnewashta Shores area, the watermain would be open cut so there will be some delays in construction activities associated with those improvements which will affect access to properties but contractor and the City will work with the residents to notify them as well as we can to let them know ahead of time when the work would be constructed in front of their property so they would have ample time to get out of their driveway if necessary. Temporary water, like I said again will be installed to minimize service disruptions. Construction inspection, we ’ll work with the contractor to coordinate the work and notify the residents of upcoming construction in front of their properties. We will work with the post office to locate temporary mail facility boxes in the neighborhood. We have not located that location yet. Once we get a plan together we ’ll visit with the post master on that and we always require the contractor to work with the homeowners to get their garbage out and have the garbage collection picked up on a usual basis so, so we will work with the homeowners on that issue as well. Cost of the project, just for the Minnewashta Shores area, we ’re estimating a little over $1.5 million dollars. Street assessments would be a cost that would be assessed back to the benefit t ing property owners but a large majority of the costs associated with the project would be paid for, proposed to be paid for under the appropriate enterprise funds and would not be assessed to the benefit t ing property owners, or the homeowners in this area. So with that the amount of assessments for the, proposed for the 40 parcels in this area, based upon our current assessment practice, going through the calculations it ’s our estimate right now is $6,826.29 per unit. And with that the assessment terms proposed for reconstruction are 10 years at prime rate plus 2% so right now if the contractor was let and bids awarded the prime rate would be about 5 1/4 percent. Mayor Furlong: I ’m sorry Mr. Oehme, the prime rate ’s about 3 1/4. Paul Oehme: Or 3 1/4 but. Mayor Furlong: The interest rate charged here would be 5 1/4. Chanhassen City Council – February 10, 2014 4 Paul Oehme: I ’m sorry, yep. 5 1/4. Correct. Thank you. So proposed schedule, if the project were to move forward tonight we would ask the council to consider approving the plans and specs on February 24 th . The bid opening would be in mid-March and assessment hearing in April, depending upon how the two projects align. Kiowa Trail and Minnewashta Shores . Construction of the project would start in late May. We are anticipating with full construction after school start. We do know of several graduations in this neighborhood. Minnewashta Shores neighborhood so we will work with those property owners to try to coordinate the project and stage it to have the least impacts to those residents. Paving operations, we ’ll try to have most of the paving done by the end of August. Substantial completion in October and then final wear course paving in June of 2015 so. So with that, based upon the feasibility study and the documentation that we ’ve gathered to date staff feels that the project is feasible and necessary and cost effective and with that, if there ’s any questions for, by the council I ’d be more than willing to try to answer them. Mayor Furlong: Thank you. Any questions for staff? Let ’s start with Mr. Laufenburger then Councilwoman Ernst. Councilman Laufenburger: Thank you Mr. Mayor. Paul, is there any cost to the residents of the neighborhood to televise their, from the lateral to their home? Paul Oehme: No there is not. Councilman Laufenburger: So as long as they can contract with a plumber to open the sewer, then you ’ll, the televising, you ’ll and will you broadcast that on local media? Paul Oehme: No. Councilman Laufenburger: No. Okay. Paul Oehme: Just for the neighborhood. We always like to try to find out if there ’s any services that are broken or offset within the right-of-way so if we ’re in digging up the street we ’d like to know that so we can make those. Councilman Laufenburger: Good. Do the residents know there ’s no cost to televise that distance? Paul Oehme: They do. Councilman Laufenburger: Okay, perfect. You mentioned that you ’re going to put in new PVC pipe instead of the cast iron for the water, right? Paul Oehme: Correct. Councilman Laufenburger: What ’s the life expectancy of that PVC? Paul Oehme: 50 years. Councilman Laufenburger: Okay. And is there a charge to reconnect the City residents, is there a charge to the residents to reconnect their existing water to the PVC? Paul Oehme: No there is not. Chanhassen City Council – February 10, 2014 5 Councilman Laufenburger: That ’s part of the. Paul Oehme: That connection ’s already been paid for once. Councilman Laufenburger: Perfect. Thank you Mr. Mayor. That ’s all I had. Mayor Furlong: Thank you. Councilwoman Ernst. Councilwoman Ernst: Yeah. So Paul what, just curious. What is, what are the chances of getting the grant? I mean any idea? Is it looking pretty good that we ’re going to get the grant for the stormwater? Paul Oehme: I think so. In talking to our Natural Resources Director, he ’s been in contact with the Watershed District and there is money has been budgeted so I think there ’s a likelihood that we ’ll get some money. I don ’t know exactly how much at this time but I think the Watershed District is willing to partner with us on this project. Councilwoman Ernst: And would that money then come out of the assessments or are the assessments what they are? Paul Oehme: The assessments are what they are. They ’re just for the street improvements so the. Councilwoman Ernst: Got it, okay. Paul Oehme: The stormwater enterprise fund would be offset with those grant dollars. Councilwoman Ernst: Which enterprise fund is that? Is that the stormwater enterprise fund and is there another one or is it just the stormwater? Just the stormwater? Paul Oehme: Just for this grant it would just be for the stormwater. Councilwoman Ernst: Okay. Was there a strong interest from the residents in having rain gardens? Installing rain gardens. Paul Oehme: I think we ’ve talked to maybe 2 or 3 property owners about the rain gardens and we ’re still looking at the feasibility and the benefit for putting those rain gardens in certain locations so we ’re still actively pursuing those. Councilwoman Ernst: Okay. And did that $6,600 assessment, $6,600 assessment include the installation of rain gardens? Paul Oehme: No it did not. And again the, there is other monies that have been budgeted for rain water gardens and that money would come out of that fund so that, the assessments wouldn ’t change if rain water gardens are added or not. Councilwoman Ernst: Okay. And then for those listening, the PCI which is basically a deterioration in the road, what is the standard PCI of a road for, at the point that you ’re going, that we do a major road reconstruction? Paul Oehme: Yep, good question. So the pavement condition index, the PCI is from 0 to 100 so 100 is a brand new street and 0 is basically a completely disintegrated street so the City ’s practice is anything below a 45 we typically would consider for reconstruction. Once the pavement gets below about a 45 it ’s Chanhassen City Council – February 10, 2014 6 really not cost effective to do a sealcoat or minor maintenance or even an overlay sometimes because at that point in time the sub-grade is compromised and overlays probably wouldn ’t have a long longevity. Councilwoman Ernst: And these were between 15 and 45. Paul Oehme: Correct. Right. Councilwoman Ernst: Okay, thank you. Mayor Furlong: Thank you. Any other questions for staff? Mr. Oehme, just a couple questions. Follow up on the rain gardens. We had the same discussion last year with the neighborhood to the west. How many residents, how many rain gardens were actually installed or you expect to be installed? Paul Oehme: As I recall I think we had interest from a dozen or so property owners and I think we only installed maybe 6 of them so. Mayor Furlong: Okay. Just if a property owner is interested doesn ’t mean that their, or the right-of-way or their property in front of their house is a good spot for it. Paul Oehme: Correct. There has to be certain criteria ’s and we ’ve got to show benefit and it ’s got to work so. Mayor Furlong: Okay. Well but I think putting it out there and seeing if there ’s interest in the right locations, certainly something to do. With regard to the sanitary sewer improvements, you had mentioned inflow infiltration, I and I. Do you have any sense of what, based on the televising, how bad that problem is in this area? The I and I problem. Paul Oehme: It ’s, in this area I don ’t think it ’s as bad as we ’ve seen in other areas. For example Red Cedar Point was a really bad area and Erie Avenue comes to mind too as a really bad area. This area doesn ’t seem to be as bad but we still think it ’s money well spent to grout those areas and try to keep the water from, clear water from coming into our system. Mayor Furlong: And do we have any sense of what the return on the cost is when we do these type of improvements? I ’m not saying we shouldn ’t do it but if we ’re reducing the flow and our costs from the Met Council for treating rain water goes down, right? If we reduce the rain water in the system? Paul Oehme: Exactly. So all of our sanitary sewer ends up in Met Council and they charge us per gallon basically for treatment of that so any amount of clear water that really doesn ’t have to be treated, not going to Met Council, that we ’re money ahead with that so you know we really don ’t have calculations showing exactly if, you know is it a 3 year payback, a 5 year payback, or anything like that. It ’s really difficult to quantify especially you know when ground water is so unpredictable. Some years it might be high. Some years it might be low so. Mayor Furlong: Okay. Paul Oehme: But it ’s also a benefit I think for the system because a lot of the areas that are, have infiltration sometimes the mineral deposits can build up in those areas and actually have the pipes tendency to clog and back up too so it is a benefit for life expectancy and just a risk avoidance of future back up ’s. Mayor Furlong: Okay. Good, thank you. Any other questions at this time? Mr. Laufenburger. Chanhassen City Council – February 10, 2014 7 Councilman Laufenburger: Yeah just one. Paul if I recall correctly, wasn ’t there a program that the Met Council had with City of Chanhassen and other cities where there was a dollar amount. I hesitate to use the word penalty but there was something associated with reported I and I and then we were incentive to spend a like amount of money to reduce I and I. Am I remembering that correctly? Paul Oehme: Correct. Councilman Laufenburger: Okay. Could you describe that a little bit? Paul Oehme: Sure. So it ’s maybe 6 years ago I think Met Council undertook a very aggressive program to reduce I and I from entering their sanitary sewer system. They were fearful that their trunk lines with the amount of clear water entering their system would overtax their lines down the road and cause back- up ’s and problems so they had a very aggressive program with local agencies to reduce that I and I as much as we could so the City did enter in that program with them. We were able to reduce our I and I below their threshold that they had set for us so, but it ’s still kind of ongoing monitoring process, especially during summer peak rain events. We ’re going to still monitor those but we have not tripped a high usage or a high I and I flow since that program was installed. Councilman Laufenburger: And did we fully participate or fully utilize the dollar amount that was earmarked from Met Council to us? Do you recall? Paul Oehme: Well it was a penalty so basically if we didn ’t use the, or spend money on our system for improvements they would charge us in the back end. Councilman Laufenburger: So the penalty was, they were essentially penalizing us by asking us to spend a certain amount of money to reduce I and I? Paul Oehme: Correct. Councilman Laufenburger: And have we spent all of that money that they asked us to? Paul Oehme: We have. Councilman Laufenburger: Okay. Paul Oehme: So that program ’s over and done with and the program th at was implemented through that, through that program in subsequent years, there was dollars set aside that cities could capture through grant dollars. Not to pay for 100% of the improvements but for some of the improvements up to 50% of the improvements so the City was active in participating in those programs and we did get several thousands of dollars back from Met Council for those improvements that were made. Councilman Laufenburger: So to the Mayor ’s question earlier, it ’s not really, probably not possible to quantify exactly when the payback is but it ’s good practice for us to reduce I and I so we don ’t send clear water to Met Council and pay for the treatment of water that doesn ’t need to be treated. Paul Oehme: Correct. Correct. Yep, and to that point too I believe what, 2 years ago we did see a substantial reduction in our Met Council fees and a lot of that I think can be attributed towards our aggressive approach towards reducing I and I. Councilman Laufenburger: Okay. Thank you Mr. Mayor. Chanhassen City Council – February 10, 2014 8 Mayor Furlong: Yep, thank you. Any final questions? If not then let ’s go ahead and we ’ll open the public meeting and invite interested parties to come up to the podium to provide comments. If you would, appreciate you starting out by stating your name and address for the record but also letting us know, the council know one, if you have questions but two, if you think the improvements are necessary and the proposed improvements are appropriate as well. And then any comments with regard to the assessment of course. The funding program. So if anyone would like to come forward and address the council as part of the public hearing, we ’ll open the public hearing and invite people to come to the podium. Jay H yre : Hi. My name ’s Jay H yre . I live at 6210 Barberry Circle which is at the top of the cul-de-sac and my main thinking through all this. My main question for you is, is in all the pictures and all the drafts that I ’ve seen I ’ve not been able to read elevations. Is there going to be any major shifts in elevations? And obviously particularly I ’m concerned about my lot. I ’ve got a rather flat lot and I know you ’re going with what, 8 inch curb and gutter? Paul Oehme: 6 inch. Jay Hyre: 6 inch curb and gutter which is going to pop it above where the elevation is right now if you don ’t drop it. Paul Oehme: So the grades, we typically match the driveway elevation so actually the road profile would be sunk in those areas to match the driveway elevations. The driveway grades so we ’re not looking at changing the grades. Pretty much matching what the grades currently are out here today. We always try to get positive flow towards the road so if necessary we always try to lower the road profiles in those particular locations. Jay Hyre: Are those elevations available to the public? Paul Oehme: Absolutely. Yeah. Jay Hyre: Where would they be? I mean would they be online? Paul Oehme: No. Well you could stop in at the engineering office or if you let me have your email address I can easily email them to you. We did survey all the roads in this area and we do have spot elevations so. Jay Hyre: Okay, perfect. Second question for you. There is a stormwater, I guess you ’d call it a catch basin of runoff into Lake Minnewashta from the bottom of where it dips on Dartmouth and heads back up to where that big open area is that you were describing. I haven ’t seen or heard anything being talked about with that. It ’s a HOA easement from the street to the lake. Is that affected at all? Paul Oehme: So I think the area, it ’s only what, 8 or 10 feet wide, that easement or that HOA. Jay Hyre: Is that 10 feet wide John? Mayor Furlong: Can you pull up a map of the area? Paul Oehme: It ’s not that one I don ’t think. It ’s the, okay so it ’s, I believe it ’s this area right here you ’re talking, or describing. Jay Hyre: Yes, correct. Chanhassen City Council – February 10, 2014 9 Paul Oehme: So it ’s a paved trail right there right now and it ’s very shallow at the lake . From the lake level back to the roadway. The City is not planning to impact that area through this project. We are looking at putting in a sump manhole in the roadway there to capture stormwater particulates before it discharges into the lake. We just don ’t have room to make any other significant improvements down to the lake. In conjunction with this project so. So basically. Jay Hyre: Okay so would that sump then kick into that? Paul Oehme: Yeah, it would tie into the, I think there ’s a PVC pipe that ’s out there. It would tie into that PVC pipe. There ’s a catch basin that ’s out there right now. We ’ll replace that catch basin with a sump manhole to catch particulates and try to clean the water before it ends up in the lake. Jay Hyre: Okay. And then lastly the discussion concerning, I guess what you had called the park and the potential for the, I guess the rain gardens and the extra cost for the rain gardens. Is that associated just with the HOA that is a part of that because you ’re dealing with two different HOA ’s here. Paul Oehme: Right, I understand. So the improvements that I talked about with the HOA, this lot here, there is already a stormwater infiltration basin here that ’s being proposed. We ’d like to build the rain water gardens that I talked about in conjunction with this project would not, that ’s not part of the HOA lot. That would be built basically within the City right-of-way or within an easement granted by a property owner in front of somebody ’s house where it makes sense to capture more stormwater and try to treat it before it ends up in our system or in the lake. City system. Jay Hyre: Okay but the catch basin that you ’re describing, is that cost being spread out between everybody? Both HOA ’s or just the HOA that actually owns that park if you will. Paul Oehme: Right so the improvements associated with the HOA lot, all the stormwater. It ’s all stormwater related. It ’s not related to the street improvements so it ’s not being assessed to the, any HOA or any property owners. It comes out 100% from the enterprise funds so the stormwater utility fees that residents and property owners pay on a monthly basis, that ’s where that money would be, that money be used out of that fund for these improvements that we ’re talking about. Jay Hyre: Okay, great. And are you proposing to raise the grade on that then? Paul Oehme: On this lot? Jay Hyre: Yes. Paul Oehme: Yes. So we ’re trying to match basically the back of the curb. Make it flat. 2% grade basically down to almost the lake so make it almost flat enough for a ballfield or soccer field or something like that and then. Jay Hyre: Is there enough room to go 2% from curb to lake? Paul Oehme: Oh yeah. I mean basically from the back of the curb we ’re going to try and make it about 2% and then it ’s going to fall off as you get closer to the lake here. Jay Hyre: Any wall involved in that or is that going to be natural? Paul Oehme: No, that ’s all going to be natural created down to the lake. Chanhassen City Council – February 10, 2014 10 Jay Hyre: Okay. Paul Oehme: So you know how it falls off quickly from the back of the road down to the park, basically we ’re transitioning that steep grade closer to the lake and flattening off that area next to the road. Jay Hyre: Okay. Paul Oehme: So all the export material that we ’re digging up from the road will be hauled here to the lot and graded so basically it ’s a cost savings. Instead of the contractor trucking the material off. Jay Hyre: And then bringing new stuff in. Paul Oehme: And bringing new stuff in, they ’re just going to be using it here and spoiling it here so it ’ll be a cost savings just not for the City but for the property owners as well. For all the property owners. Not just for this HOA lot. Jay Hyre: Okay, perfect. And lastly the draintile that you ’re proposing to put in, that ’s every lot? Every lot will have access to that? Paul Oehme: Correct. Jay Hyre: Right now. Paul Oehme: Yep. Jay Hyre: And is that actual technically draintile or are you talking about PVC or are you talking about concrete pipe? Paul Oehme: No it ’s PVC perforated. Jay Hyre: So it ’s flex perf? Paul Oehme: Yeah, well no. It ’s perforated. It ’s actually hard pipe. We don ’t like using the perforated stuff. Jay Hyre: Okay. Okay. Paul Oehme: It ’s hard pipe and then it has I don ’t know, three-quarter inch holes in it in a sock. Jay Hyre: Alright. Is there going to be any type of TAP fee for the customer? Paul Oehme: Excuse me? Jay Hyre: For the homeowners, is there any type of TAP fee? Is there going to be an inspection that ’s required by the County, or by City rather to tie? Paul Oehme: Well yeah, so if you do have a sump discharge onto the road we ’d like to know exactly if you are going to be tying into our system so if there ’s any problems we know exactly where it ’s at so. Jay Hyre: So there will be a permit that ’s required to be pulled? Chanhassen City Council – February 10, 2014 11 Paul Oehme: A no fee permit. Jay Hyre: A no fee permit, okay. Alright. As long as it ’s on your property line. Paul Oehme: Right. Jay Hyre: Our responsibility as a homeowner would be to get it from point A to point B and then we can tie it in. Paul Oehme: Correct. Well I mean if we ’d like to work with the property owners to tie it in so we ’d like, as long as we ’re working in the right-of-way and the trail ’s there, we ’ll have our contractor put in a portion of it to, within our right-of-way just so we know that connection ’s being. Jay Hyre: So we can ’t do it at a later date? Paul Oehme: You could but again we ’d like to have a permit pulled at that point. Jay Hyre: Right, no. Yeah and they ’re going to inspect the final. Paul Oehme: Right. Jay Hyre: Final time. Okay. I think that ’s all I have. Paul Oehme: Great. Jay Hyre: Thank you very much. Paul Oehme: Thank you. Mayor Furlong: Thank you Mr. Hyre. Yes Mr. Gerhardt. Todd Gerhardt: Paul in Barberry Circle, do you have surmountable curb there now and you ’re going to 6 inch or? Paul Oehme: Let me see if I can pull up that. I ’m pretty sure we, most of this area does not have curb and gutter at this time. Todd Gerhardt: Oh there isn ’t any? Paul Oehme: Right. There ’s some bituminous curb in some areas but that ’s about the extent of it. Todd Gerhardt: So you ’re going to match that back into their yards? Paul Oehme: Correct. Especially the driveways. Todd Gerhardt: Okay. Mayor Furlong: Okay. Anyone else who would like to speak this evening at the public hearing? No? Without objection then if nobody else wants to speak we will close the public hearing and bring it back to council for thoughts, discussion, and comments and motion. Recommended motion ’s been put on the Chanhassen City Council – February 10, 2014 12 screen. You can certainly, if somebody would like to make that we can just discuss the motion then. Or questions, comments? Councilman Laufenburger: Yeah just a comment. I, Paul I ’ve, I ’m in my fourth year on the council now and every year you come forward with a street improvement program and it just baffles me and I ’m amazed that you think of everything that I don ’t think of in these streets. And you know I thought it was just put it down and drive on it but so my compliments to you and your staff and also the work that you do with the neighbors to make these projects not only valuable for the city, for the public but also that you ’re sensitive to what the homeowners so just thanks to you and your staff. Alyson and all the folks that do this so thanks. Councilwoman Ernst: I second that. Mayor Furlong: Okay, thank you. Any other discussion on this? I ’d like to make a comment. Just recognize again Paul, you and your staff but also the residents in the area with regard to the stormwater improvements that we ’re making in this area. There aren ’t much there right now. There isn ’t much there and to put that pond in and to work it out in a way that everybody ’s happy about it is, you ’re to be congratulated for that and I think we also should thank the residents for helping to really improve the lake quality. Lake water quality there so thank you for doing those and finding a way to get that done. Paul Oehme: It ’s, I think it ’s going to be a great project. It ’s definitely a win/win for both the city and the residents and the lake water quality of Lake Minnewashta. Mayor Furlong: So thanks for doing that. Certainly entertain a motion at this time, if somebody would like to make one. Councilwoman Ernst is recognized. Councilwoman Ernst: I make a motion that City Council orders the public improvement authorizing the preparation of plans and specifications and approves easement agreement with the Minnewashta Shores Homeowners Association, HOA for the Minnewashta Shores portion of the 2014 street reconstruction project Number 4-01. Mayor Furlong: Thank you. Is there a second? Councilman McDonald: Second. Mayor Furlong: Motion ’s been made and seconded. Any discussion on the motion? Hearing none we ’ll proceed with the vote. Resolution #2014-08: Councilwoman Ernst moved, Councilman McDonald seconded that the City Council approves a Resolution ordering the public improvement authorizing the preparation of plans and specifications and approves easement agreement with the Minnewashta Shores Homeowners Association, HOA for the Minnewashta Shores portion of the 2014 street reconstruction Project Number 14-01. All voted in favor and the motion carried unanimously with a vote of 5 to 0. COUNCIL PRESENTATIONS. Mayor Furlong: Thoughts or comments? Mr. Laufenburger. Councilman Laufenburger: Thank you Mr. Mayor. Just a comment. On February 1 st Chanhassen kicked off their 2014 community wide celebration calendar with Feb Fest. It was a wonderful event. I want to Chanhassen City Council – February 10, 2014 13 say special thanks to the Rotary Club of Chanhassen and to Culver ’s. Also to Boy Scout Troop 330. To the Chanhassen Key Club and all of the, it seemed like hundreds of donators. People who gave donations to Feb Fest. This has turned out to be a wonderful, wonderful celebration and I was pleased to give away the prizes. I also want to say a special thanks to the Park and Recreation Commission. I think they had 6 of the 7 members were there actually participating in the event and of course Mr. Hoffman, Mr. Ruegemer and especially to Mitch Johnson who ’s the organizer for the event. Tony Roebling, the husband of Clare Roebling, long time participant in the Feb Fest fishing contest and Clare is the daughter of Al and Mary Jane Klingelhutz, so clearly a family event. Tony won with a monstrous .32 pound fish. Mayor Furlong: Can you really use the word pound when you ’re? Councilman Laufenburger: Well it was. Councilwoman Ernst: He ’s trying to make a point. Mayor Furlong: Okay, sorry. Alright, alright. Keep going. Councilman Laufenburger: Yeah I was trying to make it sound, 3 to a pound I guess is what we ’d call it but I was very pleased that one of the youngest fisherman that actually won a prize was Julia Rodenz which would be the great-grand daughter of Al and Mary Jane Klingelhutz so it was a reason to celebrate good things right there at the foot of the hill that houses the Al Klingelhutz Memorial Pavilion. Anyway so thank you Mayor for being out of town and allowing me to preside over those festivities. It was a fun, fun event. Mayor Furlong: Thank you for covering for me and I ’m sorry I missed it but it sounded like it was a good event. The fishing could be improved but the comments I ’ve heard from people is that it was a great time so thank you for that. Other comments and discussion, council presentations? I ’d like to offer one and that is, I had an opportunity this last Friday to attend my last Daddy/Daughter Dance at the Chan hassen Rec Center. I was, brought my daughter Mary who is 9 years old and she ’ll be too old to go next year, even though she wants to go back. Fortunately there are rules that we have to follow but no, this was my, I was trying to count. I think my tenth Daddy/Daughter Dance there and it was just a lot of fun. It ’s great every time to see the dads dancing and doing the train and the chicken dance. We didn ’t do the chicken dance this year but we have done it in the past. Fortunately there aren ’t many cameras at these events so, but Mitch had one and he did a great job and it was a, I ’m sorry. That ’s true. They ’re probably already on You Tube. Councilman McDonald: Everybody ’s got a cell phone. Mayor Furlong: That ’s true. A lot of fun. The dads enjoy it. The children really enjoy it and it ’s just a great event that the Park and Rec department puts on so I ’m glad that they ’re continuing to do that and would certainly encourage anyone that ’s interested next year. It ’s the weekend before Valentine ’s Day each year and you can register around December-January timeframe but please consider doing it if you haven ’t in the past. Just a great event. A lot of fun. If there are no other comments for council presentations, Mr. Gerhardt. ADMINISTRATIVE PRESENTATIONS. Todd Gerhardt: Just the one item. Our legislative priorities coming up this Thursday at 8:30 in the Fountain Conference Room and so we will have invitations to all our legislative and Carver County representatives invited to that meeting. And that ’s all I have. Chanhassen City Council – February 10, 2014 14 Mayor Furlong: Thank you. Any questions for Mr. Gerhardt or his staff? Councilwoman Ernst: One question. Mayor Furlong: Councilwoman Ernst. Councilwoman Ernst: Todd do you know who has confirmed that they ’re going to be there on Thursday at this point? Laurie Hokkanen: Representative Pugh will be there. Representative Hoppe . Mayor Furlong: Senator Osmek I believe, is he not? Laurie Hokkanen: Yep, I believe so. I don ’t know if I see that here but Gayle Degler had said he would be able to be there. I don ’t know if I heard from Commissioner Workman specifically. I got a tentative from our Met Council rep, Jen Munt . I have invited Congressman Paulson ’s office. John …said he, the congressman would not be able to make it but someone from his staff would try to. Councilwoman Ernst: Okay. Laurie Hokkanen: Am I leaving anyone out? I feel terrible. Councilwoman Ernst: No, I put you on the spot here but thank you. Mayor Furlong: Okay. Todd Gerhardt: Gayle. Jake Coleman. Jennifer Mun t . Cindy Pugh. Joe Hoppe. Senator Osmek and Senator Ortman. Councilwoman Ernst: Thank you. Mayor Furlong: Thank you. Any other questions for Mr. Gerhardt or his staff? CORRESPONDENCE DISCUSSION. Mayor Furlong: I want to thank Ms. Hokkanen for putting together the information on the insurance coverage with regard to that, and this was regarding data security. I guess it kind of begs the question too, what are we doing to secure it to begin with as opposed to obviously we want to cover if there is a breach but do we have, has our staff been doing, our IT staff been doing things to continually look for ways to secure the information that we have? Laurie Hokkanen: We do and that ’s also something that GFOA is very vigilant on and so between our IT staff and our finance department we make sure that we don ’t store or take any more information than we need and that we ’re careful with what we have. Mayor Furlong: Okay. Alright. Are there any, do we have any concerns about what we ’re doing or any, I mean sometimes you don ’t know what you don ’t know so do we know if there are other practices out there that we ’re not following or Mr. Gerhardt anything from your city manager association? I ’m sure this is an issue that many cities and public agencies are dealing with. Chanhassen City Council – February 10, 2014 15 Todd Gerhardt: I haven ’t heard of any. The biggest thing that we have is people getting our credit card numbers. Things like that. We have a variety of different programs in place to see if anybody tries to access our system so Rick is monitoring that on, through his programs. Mayor Furlong: Alright. Okay. Todd Gerhardt: I have not heard of anything new out there so. Mayor Furlong: Okay. Alright, that ’s fine. Thanks for staying on top of that. Todd Gerhardt: You know that ’s something we probably can give you an update on too. Ask Rick to come in during one of our work sessions and kind of give you the how we ’re protected on that. Mayor Furlong: I think that would be helpful. Todd Gerhardt: Okay. Mayor Furlong: If the council ’s agreeable to that. Okay. Very good. Thank you. Any other comments on the correspondence packet? I will offer one as well. It was nice to see, or second comment. It was nice to see the customer feedback questionnaires from public safety so that was interesting. If there ’s some way to get an idea of the nature of the call or. Laurie Hokkanen: It ’s on the back. Mayor Furlong: Oh, okay. I ’ll just turn my iPad over. Laurie Hokkanen: We did not, that side. Mayor Furlong: And it can ’t be personal. Laurie Hokkanen: Yeah that side of the questionnaire has a, if they asked for follow-up, has their personal information. Mayor Furlong: Okay. Laurie Hokkanen: We ’ll think about that. Todd Gerhardt: We can hand write on you know the non-personal side of what the issue was. Mayor Furlong: Yep. Yeah. Something generic. Todd Gerhardt: Ambulance call. Fire call or medical. Mayor Furlong: I know this is something we asked for so I want to make sure we say thank you for including it. It is good information. It ’s nice to see the high rankings as well. Thank you. If there ’s nothing else to come before the council this evening, we can sit around until after midnight if we ’d like but I suggest we don ’t. Councilman Laufenburger: Mr. Mayor, motion to adjourn please. Mayor Furlong: Alright. Is there a second? Chanhassen City Council – February 10, 2014 16 Councilwoman Ernst: Second. Councilman Laufenburger moved, Councilwoman Ernst 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 7:50 p.m. Submitted by Todd Gerhardt City Manager Prepared by Nann Opheim CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING SUMMARY MINUTES JANUARY 28, 2014 Chairman Kelly called the meeting to order at 7:30 p.m. MEMBERS PRESENT: Cole Kelly, Steve Scharfenberg, Elise Ryan, Brent Carron, Jim Boettcher, Rick Echternacht, Luke Thunberg, and Ryan Lynch MEMBERS ABSENT: Jacob Stolar STAFF PRESENT: Todd Hoffman, Park and Rec Director; Jerry Ruegemer, Recreation Superintendent ; and Mitch Johnson, Recreation Supervisor APPROVAL OF AGENDA: Scharfenberg moved, Carron seconded that the Agenda be amended to include an update from staff on ballfield lighting and City Center Park bandshell under Commission Member Reports and Ideas on How to Keep Chanhassen a Number One City under New Business. All voted in favor and the motion carried unanimously with a vote of 8 to 0. PUBLIC ANNOUNCEMENTS. Mitch Johnson reminded commissioners of the 21 st Annual February Festival being held on Saturday, February 1, 2014 at Lake Ann. VISITOR PRESENTATIONS: None. APPROVAL OF MINUTES: Carron moved, Thunberg seconded to approve the verbatim and summary Minutes of the Park and Recreation Commission meeting dated December 10, 2013 as presented. All voted in favor and the motion carried unanimously with a vote of 8 to 0. NEIGHBORHOOD MEETING – PIONEER PASS PARK. Todd Hoffman presented the staff report on this item . (The Park and Recreation Commission meeting was recessed at this point for informal discussion with resident regarding Pioneer Pass Park playground design and construction process.) Chairman Kelly reconvened the meeting. Todd Hoffman continued with pre sentation of the staff report addressing questions that came up during the informal discussion. Joel Schultz, 1661 Mayapple Pass asked for clarification of the crosswalk locations. Chairman Kelly invited the public to offer suggestions on the playground equipment. Joe Brothers. 9515 Declaration Drive asked that a tree be planted on the so uthern side of the playground, and that the slide not face south. Jeremy Burkauskas at 1445 Hemlock Lane asked about the configuration of the open field. Betsy Hopman, 1475 Hemlock Lane asked for additional swings, especially baby swings. Commissioner Ryan spoke for a family that had left the meeting who had requested zip lines, climbing walls, and/or rope pyramids. Commissioner Echternacht asked if there would be grills. Todd Hoffman explained that it ’s not city policy to put grills in neighborhood parks. Glen Schoenberg, 1665 Hemlock Way asked that at least one goal be supplied for the open field and concurred with climbing equipment . Joe Shamla, 1691 Mayapple Pass asked about the possibility of getting a small ice rink. IDEAS ON HOW TO KEEP CHANHASSEN A NUMBER ONE CITY. Todd Hoffman explained that as part of the City Council ’s key financial strategy planning session, they were asking the Park and Park and Recreation Commission Summary – January 28, 2014 2 Recreation Commission to come up with ideas to improve the quality of life in the community as it relates to the park and recreation amenity arena. Commissioners asked that this item be added to the February Park and Recreation Commission agenda for discussion. Commissioner Scharfenberg gave a suggestion from one resident of installing a splash pad. 2014 FEBRUARY FESTIVAL PREVIEW PRESENTATION. Mitch Johnson reviewed the list of activities planned for the 21 st Annual February Festival being held on Saturday, February 1, 2014 at Lake Ann. Jerry Ruegemer presented a power point slide presentation showing photographs from past events. COMMISSION MEMBER COMMITTEE REPORTS. None. COMMISSION MEMBER PRESENTATIONS. Todd Hoffman provided an update on the status of ballfield lighting and the proposed bandshell at City Center Park . ADMINISTRATIVE PRESENTATIONS. Todd Hoffman pointed out the blue bird report presented by Dale Rusch. Commissioner Ryan asked for clarification on how snow plow is scheduled for roads and trails. Carron moved, Boettcher seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 8 to 0. The Park and Recreation Commission meeting was adjourned. Submitted by Todd Hoffman Park and Rec Director Prepared by Nann Opheim CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING JANUARY 28, 2014 Chairman Kelly called the meeting to order at 7:30 p.m. MEMBERS PRESENT: Cole Kelly, Steve Scharfenberg, Elise Ryan, Brent Carron, Jim Boettcher, Rick Echternacht, Luke Thunberg, and Ryan Lynch MEMBERS ABSENT: Jacob Stolar STAFF PRESENT: Todd Hoffman, Park and Rec Director; Jerry Ruegemer, Recreation Superintendent ; and Mitch Johnson, Recreation Supervisor APPROVAL OF AGENDA: Kelly: Anybody have any additions to the agenda? Scharfenberg: I would like to add under Commission Member Reports an update from staff on the ballfield lighting and the City Center bandshell please. Kelly: Ballfield lighting and City Center bandshell. Any other additions? I ’m going to add under new business, the City Council has charged the Park and Rec to come up with additional ideas on how to keep our city a number one city so we ’ll be discussing that as item number 2 under new business. Any other changes? Do we have approval of the agenda? Scharfenberg moved, Carron seconded that the Agenda be amended to include an update from staff on ballfield lighting and City Center Park bandshell under Commission Member Reports and Ideas on How to Keep Chanhassen a Number One City under New Business. All voted in favor and the motion carried unanimously with a vote of 8 to 0. PUBLIC ANNOUNCEMENTS. Kelly: Do we have any public announcements tonight Todd? Hoffman: Mitch you want to do that … Johnson: Thank you Chair Kelly. The City ’s excited about our 21 st Annual February Festival this Saturday out at Lake Ann. The event is from 12:00 to 3:00 p.m. with a ice fishing contest from 1:00 to 3:00 p.m. so it sounds like the temperature ’s going to be warming up so we ’re looking forward to a good turnout and we ’ll talk more about it too later in the meeting as well. Kelly: Okay, thank you Mitch. Hoffman: Guaranteed to have warmer temperatures. Kelly: So you ’ve got a new job now Mr. Weatherman. VISITOR PRESENTATIONS: None. Park and Recreation Commission – January 28, 2014 2 APPROVAL OF MINUTES: Carron moved, Thunberg seconded to approve the verbatim and summary Minutes of the Park and Recreation Commission meeting dated December 10, 2013 as presented. All voted in favor and the motion carried unanimously with a vote of 8 to 0. NEIGHBORHOOD MEETING – PIONEER PASS PARK. Kelly: Tonight we ’re going to discuss Pioneer Pass Park, which I believe we have a lot of people here that are near and dear to it. Before Todd discusses Pioneer Pass Park, I want you to know that we are a, we are a recommending authority, the Park and Rec Commission to the City Council so what we come up with here and we decide here has to go to the City Council for approval. And then whatever the City Council approves or doesn ’t approve then we move forward from there. Anything to add to that Todd? Hoffman: The next item they would see would be the approval of the playground purchase so that ’s what we ’re going to talk about here tonight and so once the commission works with the neighborhood to decide on what kind of playground equipment we ’d like to see there, we ’ll put out a request for proposal and then the City Council will approve that and we ’ll purchase the playground. Kelly: Okay. And I guess now it ’s your turn to talk about the playground Todd. Hoffman: Great. Thanks Chair Kelly, members of the commission and welcome everybody who ’s here in the audience this evening. We ’ve got a quick presentation but most importantly tonight we ’d really like to engage your conversation and hearing about what you enjoy about your new or existing neighborhood if you ’re on the other side. The Liberty side, and then what you really are looking forward to in the park, both in the existing facilities. The facilities that were built last year and then the playground which is coming up this June. We ’re also like to solicit feedback about whether or not you think the neighborhoods are up to a neighborhood installation process where you actually install this playground probably over a couple of weekends or o ne long week through the month of June so that ’s a neighborhood installation process and what that entails is you just get more bang for your buck. You get to put more dollars into the equipment. You don ’t pay for that installation. You do it yourself as a neighborhood coming together and what that takes is just a couple of meetings between now and then. Either back at this building or at somebody ’s home or at the Rec Center to gather up some organizational skills around that. I just went through the file and I ’d like to start with that image that ’s up on the screen right now. So that is typical of what we see when a new neighborhood comes to the Park and Recreation Commission or the Planning Commission or the City Council. The folks who are developing that, they knew we wanted a park in that general area but developers don ’t generally put a park into their plan unless they ’re requested to or they work with the City so the park is in this vicinity and so under the original plan they really wanted to put some additional lots in there. It ’s always difficult to extract property for a neighborhood park. The downtown in the economy and the downturn in land price really helped that situation in this particular case and really what it turned around is that Ryland saw it as an advantage to sell those new homes in that neighborhood if that park was put in place. So that was one of the original concept plans and then that land was carved out for the 8.7 acre park that we see there today. Now I ’ll go to the power point. So thanks again for coming to the Pioneer Pass Park neighborhood meeting. So the City has a Comprehensive Plan and it includes a variety of sections. One of those is parks and Chanhassen ’s park and recreation system is a source of community identity and pride and greatly contributes to the quality of life for our residents. Historically the City has placed a strong emphasis on parks and recreation in the community and we expect that trend to continue. Neighborhood parks are the most visited of any family, they ’re just close to home so they ’re the most visited park that you get to see throughout the year. Chanhassen ’s standard is that most residents should live within walking distance of a neighborhood park and walking distance is measured by half a mile radius, free of barriers such as major roads and large water bodies. So we want a park to be within a half mile of everyone ’s front door in our community. That ’s our goal. So here ’s a location map on where we ’re at. Park and Recreation Commission – January 28, 2014 3 The green in the center is the park and then off to the right is the Pioneer Pass neighborhood and then off to the left is the Liberty at Bluff Creek neighborhood and you can see even in this photo, aerial photo the Liberty at Bluff Creek neighborhood was just getting going with their street plan, and so in general we ’re servicing approximately 500 homes in this vicinity and even beyond that as you ’ll see in one of the coming slides. So there ’s the service area. The half a mile service area. It includes Liberty at Bluff Creek, Pioneer Pass and then also stretching to the north up into the homes that are on the other side of the creek on Bluff Creek Boulevard. But again those are generally going to be the communities. Camden Ridge, the new neighborhood will also be making their way up here. We envision somewhat of a little pocket park or a feature on the large wooded area that ’s across to the north and so we think much of that wooded land will be preserved as that area is developed to the north and we ’ll try to incorporate some kind of a pocket park into that particular area for that side of the neighborhood as well. It ’ll be more of a natural type feel so it certainly won ’t be something like Pioneer Pass Park. But that large woods is in the primary zone of the Bluff Creek corridor. It still is eligible for development. We just would not like to see all the trees cut down so we would transfer, try to transfer some of that density out of there. That housing density and then increase the density out in the field and save the woods, or at least a portion of the woods. Trails are another big deal in Chanhassen and the City has put a significant effort into establishing trails and sidewalks. It ’s resulted in over a 90 mile and growing citywide system that connections neighborhoods to parks, schools, to commercial and civic destinations and trail systems in adjacent communities. Most recently we connected with a brand new trail on Rice Marsh Lake to the city of Eden Prairie. Very nice trail just north of 212. I know that ’s hard to see. We can look at a map when we sit down but that ’s the comprehensive trail plan and the red lines are the ones that are finished. The blue lines are the ones that are yet to come and there are a few lines in your area that are yet not built so we ’ll talk about those when we get into our smaller groups. Just in general the system is 90% built out so we, we have about 10 or 15 miles yet to go in the community so it ’s just about fully established. The acquisition of your park, so we started with the plan where there was no park and then on September, 2010 the final plat for Pioneer Pass Park was approved and that included this 8.7 acre park that you see out there today and it was acquired using a technique called park dedication where we can acquire certain acreage so it depends on the number of houses that generate people in your neighborhood and our standard is 1 acre of parkland for every 75 people so we do the math in that calculation and we can take or request as part of the development contract the 5.2 acres of land through park dedication. But it wasn ’t enough so we had to purchase the 3.5 additional acres at a cost of $290,000 from the developer at the time. So cash out of pocket to date has been $290,000 for land acquisition and then the park plan that you see here is about a $350,000 project. Maybe slightly more. The parkland features basketball play court with two hoops. Traditionally we do a one hoop 50 by 50 but we added a 50 by 85 surface with two basketball hoops at this location. We have some natural woods down at the bottom of the hill. A ballfield with a backstop. Neighborhood trail connections. Playground with swings. Swings are important. People really like swings. Picnic shelter. A large open play field or a soccer/lacrosse field and then that trail loop, the outer trail loop is one-third mile so if you walk that three times you ’re going to get your first mile in and then a 24 stall parking lot. And it is a neighborhood park. We ’re likely not to schedule a lot of activities at this location as far as ballfield practices and games and those type of things but I think it ’s a sufficient enough, significant enough facility that coaches, if you ’re coaching your team you ’re going to want to practice there and so you ’re going to say hey, we ’re going to practice at this location. Pioneer Pass Park and that ’s why the parking is sufficient to allow that so we don ’t have that spilling over on the streets. Here ’s the park plan that you were all mailed and that ’s sticking pretty close to what you see. The playground plan. You can look once we break out into our smaller groups, that ’s, was just a draft and it ’s been refined. The playground area will have, well I can show it. There you go. So on the left side, the larger box is the 5 through 12 age playground and then the smaller box to the right with the round corner is the 2 through 5 so we know there ’s a lot of toddlers in this area and you really want to separate those play areas so the 2 through 5 kids go to the right. 5 through 12 on the left in the larger playground and the swings. There ’s a nice walkway down the center with benches for viewing and resting and then the picnic shelter down at the end. So some of the events you ’re doing in your back yard Park and Recreation Commission – January 28, 2014 4 and your side yard and your driveways through your neighborhood now can take place at the park and that ’ll be a nice gathering point for the community. We ’ll try to make that neighborhood shelter as large as we can for the budget that we have. To finish out the park plan yet this year, that ’s the budget so we have about $20,000 in equipment for the 2 through 5. $55,000 for the 5 through 12 for a total of $75,000 in playground equipment. The shelter itself would be about $25,000 and then the concrete walks and borders an additional $20,000. Including the work that was completed last year, there were some soil corrections in the parking lot and the basketball court area so this budget will run us into about $377,000 and so we ’ll ask the park board next month for a budget amendment recommendation and that will go to the City Council and so we ’ll be asking them for that additional $27,000 as part of budget. So what ’s next? We can talk a little bit about tonight and when I ’m done people are welcome to come up and talk about what their views are and what kind of playground equipment you ’d like to see. We just want to get a feel for what kind of amenities do you want to see there. There ’s not a lot of variability so we ’ll talk about that and we would like to get an RFP for the playground. We ’ll send it to about 4 companies. Really the 4 that give us some of the best plans and that ’s a highly competitive process. It ’s a really visible playground. They like doing business in Chanhassen so they ’re going to give you a really good run at this product. You ’ll get a lot of playground equipment for your money, and then they ’ll assign, if you choose to do that neighborhood install, they ’ll assign some leaders to lead that process as a part of that installation. And then we ’ll distribute the RFP for the picnic shelter and the playground. We ’ll get those back and then we ’ll meet as a neighborhood and you ’ll choose it. So you ’ll select out of those 4 or 5 plans, as a neighborhood you ’ll get to select and sit around and talk about which one you think is the best value for your neighborhood and then you ’ll make that recommendation to the City Council and we ’ll select that, purchase that playground. We ’re hoping for June and so if we can grow some green grass, the site was dormant seeded and with the snow cover out there it should be in great shape come spring, and if we get some decent growing. We really want the turf to be somewhat established before we get out there and start building playgrounds and let the neighborhoods loose on the park because if you just don ’t have it established then there ’s going to be too much foot traffic and it ’ll damage the site. So we ’re hoping for June. That could push into July if we don ’t get good growing conditions. So city crews will install the picnic shelter and the tables and benches. The neighborhood hopefully will install the playground, if you want to go that route, and then once you ’re done we have a grand opening and a ribbon cutting event. Typically on the last night so the last day will probably be a Saturday that you ’re doing the installation and then again your neighborhoods plan a ribbon cutting celebration event and we open up the playground directly that night. So thanks for attending tonight ’s meeting and then. Kelly: Before we take a recess, does anybody have any questions for Todd at this point? And again on behalf of the park and recreation. Oh there was, I ’m sorry. Hoffman: Come on up. Audience: I just wanted to ask. As part of the playground equipment does it include the surface of, will we do it like wood chips or rubber mat underneath the playground? Hoffman: Yep. There ’s a number of surfacing options that can go into a playground and you really need to have that resilient surface for a specified fall heights and in this case it will be, what they call an engineered wood fiber and it ’s a Tamarac. It ’s a really nice, clean. If you go visit Riley, the new Riley Ridge Park you ’ll see it there. It ’s much better than just a traditional woodchip. It ’s rot resistant. It ’s a lighter yellow. It ’s soft and it ’s really a nice product that we ’ve been using recently. In past history it was mostly pea gravel and pea gravel was used and it ’s not nearly as nice a surface. The other one you ’ll see around town, at least in our community at Lake Ann, Bandimere and Lake Susan is a poured in plan resilient rubber material but that would cost probably in this configuration about twice as much as the playground equipment itself to put that product down and so it ’s really expensive so our model in our community is engineered wood fiber in all of the neighborhood parks. The outlying parks and then in our Park and Recreation Commission – January 28, 2014 5 high volume, traffic areas in our community parks we really try to go to a smaller footprint playground. Bring it up in the air and then put poured in place resilient surfacing there just for long term maintenance. So this will be wood fiber. Kelly: Any other questions? On behalf of the Park and Recreation Commission and the City of Chanhassen I want to thank all of you for being here and for your interest in your playground. What we ’re going to do now is we ’re going to suspend the meeting and have an informal discussion on how you want to move forward on your park which will include having neighborhood meetings to decide what kind of playground equipment you ’re going to have. You know is somebody going to volunteer to have it at their house or do you need a room here at City Hall? You can reserve this room or you can reserve the Senior Center. Just depends upon how you guys want to move forward as a group and maybe you want to have a group leader or a few group leaders so we ’re going to suspend the meeting at this point and have informal discussion with you and we can all kind of gather together and discuss how you want to move forward on your playground. Hoffman: And make sure to sign in for us please when you have a chance to do that. Thanks. (The Park and Recreation Commission meeting was recessed at this point for informal discussion on the Pioneer Pass Park playground design and construction process.) Kelly: Meeting is restarted. Okay Todd, please continue. Hoffman: For those of you who were around you saw that some of the excess dirt from the Phase II came onto the park and it was well above the amount that we had agreed to with Ryland and so that was a challenge for everybody involved in that particular part of the project and so there was a greater elevation on the entire site and then they also pushed out the sledding hill and so the top of the slope is here and this top of the slope was planned to be quite a ways farther back so then you could have a sledding hill with a run out at the bottom before you hit the trees. Now the top of the hill is pushed too far out and so there is going to be some accommodation or some availability for sledding over here but it ’s not going to be in the really large hill. And in fact we ’re going to come back and reforest this just really to prevent that activity because we don ’t want people sliding and then hitting the edge of the woods but I think there is going to be some neighborhood sliding ability on this edge over here of the park. Other things that people asked about? Oh, the number of volunteers. So a typical crew will work a Thursday evening or a Friday noon to 5:00 or noon to 6:00 and about 10 to 15 volunteers for each crew. And so if you worked one time you could work the next day if you wanted but 10 to 15 people is a good amount of people so you have a couple of work crews that are working with 1 or 2 leaders on the project so when we go through those sign up ’s we ’ll break those out with some of the neighborhood captains and get some names. I ’m not sure if you ’re doing some email stuff in your neighborhood as of yet but we can utilize it that way or you can do some team captain. Kelly: Todd I think Luke, aren ’t you hooked up with email about this project in your neighborhood? Thunberg: We do have an email and distribution list for the Pioneer Pass so either send emails to that part of the neighborhood. We don ’t have anything for the Liberty on the other side of Bluff Creek. Hoffman: Dogs was asked about and the city ordinance on dogs is that dogs are not permitted in parks and so if you ’re taking your neighbors or your kids to the playground and you ’re going to spend an hour at the playground, the family pet ’s not invited on that trip to linger around the playground but if you ’re walking the animal, your pet through the park on a leash on the trails that is permitted so that is city ordinance throughout our community. If you ’re walking your pet on a lease on a trail and the trail happens to go through a park, you ’re invited to do that but you can ’t take your dog to the ballgames or to Park and Recreation Commission – January 28, 2014 6 the playground. There ’s a couple others that we were talking about. Audience: …playground equipment. Do you have 4 companies that …bid on the playground equipment? Hoffman: Do I have the names of them? Audience: Yeah. I mean just out of curiosity who you normally use. Hoffman: So it will be like Little Tykes, Midwest Playscapes. Let ’s see who else do we have? Yeah but they rep a company. So Game Time might be in there. So there ’s a variety. We went through, I think we had 6 or 7 that did their RFP on the Riley Ridge and we really had 4 and that was the last one we did last year and we really had 4 that came to the table and gave us some tremendous plans so those are the ones that we ’ll be taking a look at. Oh, color came up. So again the playground manufacturers they kind of know the colors that are you know popular at this time and they ’ll propose some colors but that ’s completely up to the neighborhood once you see those colors what you ’d like to see in the plastics and the metal for the slides and the equipment. Tonight we can talk about, you know is there anything special that neighborhood just does not want to see in this playground and we can kind of refine that this evening or if you want to have a separate meeting we can do that as well to talk about number of slides. Type of slides. There ’s not a lot of variability in that plan. You ’re going to have a 2 through 5 playground, a 5 through 12 and then a swing set and you ’re going to see a lot of variance in the plans that come through so I don ’t think if we met for another hour we could really get a lot more information out of that particular thing but if there ’s something that you ’d like to voice tonight, it will be handicap accessible so it ’s, there ’ll be a transfer station so it will be ADA accessible and that woodchip material is handicap accessible as well. The trees. For those who saw the trees come in and then the trees leave and then the trees come back again. The general contractor came, we had a tree contractor that brought some really just not good nursery trees to the project so Jill Sinclair, our City Forester and I, we reviewed those trees and we rejected just about 50% of them in the first go around. That provider was very upset with that process and they really weren ’t in a position to bring back good trees for those 50% so they just chose to leave and they came back and they took the rest of their trees. K.A. Witt was forced to go with the second lowest bidder and they were, they had to cough up another 6 and a half thousand dollars out of their pocket to buy those trees but we got a much better product in the long run so that ’s why you saw that go on on the park. Ryan: A couple other things that were brought to my attention were speed bumps in proximity to the parking lot along Bluff Creek. They said that a lot of people are using it as a cut through right now and when the park is finished to have, to get people to slow down even though the round about at the end does slow people down by the main are a across from the parking lot is …with the high speed. Another thing was the signage in the crosswalk. Only one right now is apparently …and I don ’t know if that just has to do with timing but they would like to see it very clear on the road as well as some signage. Hoffman: Okay, great. So on the speed bumps, the City really doesn ’t have speed bumps but we ’ll refer to that safety question to our engineering division and it ’s a collector road. Bluff Creek Boulevard so we ’ll have them respond and I ’ll get some information back to the neighborhood on that. And then the signage, so we talked a little about crosswalks in our smaller groups. There are 3 shown on this plan. One down in this, by the round about. That ’s in place. This crosswalk is in place and this third crosswalk will not be installed. It ’s a through street so you really want to concentrate your crossings at one location with the best sight lines. The one down here has the hill and poor sight lines and you just don ’t want to put that many crosswalks on a through street. You know it confuses the drivers and puts the pedestrians at even a greater risk so as people start to utilize this crosswalk the drivers and the pedestrian will realize that that ’s the location where you want to concentrate and so when you come down this sidewalk you want to travel north to this crossing, and this crosswalk is in place and again I ’ll ask our Park and Recreation Commission – January 28, 2014 7 engineering division to evaluate whether additional signage at that location is warranted. The other thing we can do is put out the tubes with the flags and so we can start to get some more visibility. Those have been very effective in the community. Started by a boy scout and they ’ve really taken off in our community where not only when people hold the flags do they see them but drivers see those flags in the carriers as they travel down the road as well. Ryan: I think the concern is because on the, the third one you were talking about it looks like there ’s a lead into the road and so it ’d be a natural crossing. Hoffman: Yep, and that lead in is not in there. Ryan: Is not in there. Hoffman: No. Ryan: Okay. Hoffman: This trail T ’s here and this is not, this crosswalk is not there. Ryan: Okay. Okay. Thank you. Joel Schultz : I have a question. I ’ve walked that area quite a few times …I see why you ’re doing it now. It makes sense but it ’s …it just to me when I walk that, it ’s a natural progression for me to walk the whole park down to that …and I understand why you ’re saying it because it does lead to that but my only concern is, and it ’s very minor, is that kids …and so if kids use it with their bike. They ride off, one side does have access point up to the street. The one that ’s on the Riley side …so that ’s going to be a little bit longer for the kids to ride a bike to make it from the Ryland area to the park. I mean my only thing is, I understand why you know it makes perfect sense to me why you ’re making those choices. I just wonder …justice to the system, to what ’s going on there with the way this trail ’s been laid out. Hoffman: I understand. Joel Schultz : …relook at that because I ’m thinking, here you take out a cross where …kids ride their bikes. They ’ve got to stop, you know … And strollers too. Sorry, I didn ’t say strollers … Hoffman: Yep. Those are all good points and no doubt, pedestrians make all sorts of decisions and adults make all sorts of pedestrian crossing decisions and then, so we ’ll have them take a look at that. I don ’t think we ’re going to see another, well you won ’t see a curb cut go in there without an additional crossing and I just don ’t think they ’re going to approve that second crossing at that location but we ’ll have them take a look at it and see if they can evaluate it. It was something I was talking about them today because I knew it would be a topic of conversation tonight. Kelly: We, just a second. We welcome all questions. We would like you to identify yourself by name and street address please. Joel Schultz: Sure, Joel Schultz, 1661 Mayapple Pass. And this is just a question on just the plan and it relates to the crosswalk. The second street in there, the street on the left. You can see the crosswalk is on the left but the sidewalk on, that ’s Mayapple Pass right there. Actually on the other side of the road. Hoffman: Yep. Park and Recreation Commission – January 28, 2014 8 Joel Schultz: And I don ’t know if that was intentional or you know if you ’re walking down Mayapple you ’d be walking on the sidewalk and then cross to get to the crosswalk. I don ’t know if that was intentional because on here the sidewalk is on the I guess the north side of the road but it ’s actually on the south side of the road. Hoffman: Yeah it was not intentional and the crossing was put on the north side because of the entrance into the park and so if we would have put it here then we would have, you know we ’d have another crossing at this location so I know there was lots of discussion about pedestrians and the crossings and the locations. The fact remains you know all people using the park at some age, at some point a parent ’s going to have to decide well how old is my child going to be before I let them go down there alone and then there ’s just going to be some education that ’s required. I live near Lake Ann in the Greenwood Shores neighborhood and all my children had to cross Powers Boulevard at an uncontrolled intersection with no crosswalk and so you know that was about you know 12 to 14 years of age and they had friends on the other side and they had to cross and so we just, you know we had a lot of conversation about that and then you just trust that they ’re doing you know what you ’ve been, what they ’ve been instructed to do so great concerns. We ’ll have them take a look at that in our engineering division to talk about those crossing questions and what additional signage can go out there. The fact remains it is you know a fairly high speed road because of it ’s nature that it does not have homes in it and so there ’s going to be some need for caution as a pedestrian. Carron: So Todd if we ’re looking at that right crosswalk there that ’s not going to go in, there ’s currently right now there ’s a ped ramp that goes. Hoffman: On the concrete side. Carron: On the concrete side? Hoffman: Yep, on the neighborhood side, yep. Carron: So is that, if. Hoffman: I don ’t know, does this come straight out this way or does it just go this way at this point? Audience: Both. Hoffman: Both ways, yeah. Carron: Is that going to get removed then? I don ’t think per code you can have a ped ramp without a crosswalk. Hoffman: Yeah. I ’ll take a look at that. Okay, thank you. Kelly: I think the idea maybe tonight is to try and get some input on what you want in the playgr ound equipment, or some ideas and as Todd said earlier that will save you an hour meeting trying to decide on playground equipment. The choices are not going to be great but we ’re going to put it out to four different contractors and you ’ll see some different plans available and then schedule a meeting and I guess I understand Glen is your leader over here. Glen , stand up and wave to everybody? And we ’ve kind of, at least enough people told me he was the leader so I ’m going with that and we ’ve kind of decided that next door we ’re going to try and reserve the Senior Center because it ’s got nice tables and nice seating because we don ’t know how big your group will be and it ’ll probably be too big to be at someone ’s house and so the idea would be maybe in mid-March to have a meeting to go through the Park and Recreation Commission – January 28, 2014 9 contractor ’s plans for playground equipment and select it. And you know if there ’s something specific you ’re looking for in the playground tonight would be the night to come up and introduce yourself and tell us what you ’re looking for so we can see if we can incorporate that at a reasonable cost or not and then give you feedback in March. Does anybody want to come up and talk about the playground? Joe Brothers: My name is Joe Brothers. I l ive at 9515 Declaration Drive at Liberty at Bluff Creek and one thing I ’d like to see, it ’s not so much playground equipment but I ’d like to see a tree to the south side. South, southwest, southeast side of the playground area. I have kids who are 5, 7, and 9. I ’ve gone to a number of parks and it always seems when you have a playground in the summertime, in July, you try and take your kid to a park when it ’s 90 degrees and you know it ’s already hot enough when you have slides that are facing south, which may b e another detail we look into, they always seem to, and there ’s no shade for them. It ’s always, they become too hot. Especially the plastic slides, well even metal slides too but they become too hot so just be aware that when most parks are used is usually in the summertime and you want to protect that south side of the park. Thank you. Kelly: Thank you. Any other comments? Questions? Any input on what you ’re looking for in your park? Please come on up. Jeremy Burkauskas: Jeremy Burkauskas at 1445 Hemlock Lane. Just a question on the open field. Are you guys planning on doing anything with regards to the field like a soccer net or is it literally just grass and that ’s it or is it like a football set up? Hoffman: Currently there ’s going to be just a conversation between you know what does the community want to see so you can have soccer, lacrosse. You can have lines. We talked about you know should we line it? Should we not line it? So that ’s going to be an ongoing conversation and you know we ’d like to hear if you want soccer goals and lines, then that ’s something we ’ll take a look at and put out. It ’s not going to be like a Lake Ann where it ’s going to be groomed on a, you know twice a week basis but it ’s more of a neighborhood setting but if they ’re available and it ’s line at some point then we can certainly do that. Otherwise as it is it ’s an open grass field. Jeremy Burkauskas: Okay. And along the lines of maintenance, so coming from Minneapolis. Having a park close by you always had a basketball court that had no net. Is that going to be an issue here? Hoffman: You can have nets. Ruegemer: We ’ll guarantee you ’ll have nets. Hoffman: And hopefully not even chain link so. Hopefully they ’ll be regular nets. Kelly: By the way for those of you who haven ’t met him, Jerry Ruegemer is in charge of all our fields. Jerry, why don ’t you stand up so everybody can see who you are. Jerry and his crew do a great job and they ’re very busy but once you decide what you want in that open area, Jerry ’s the one who ’s responsible for making sure that something happens out there. Anybody else, comments? Questions? Please come up. Betsy Ho p man: We ’re getting into specifics. My name ’s Betsy H opman , 1475 Hemlock. In regards to swings, kids love swings. We do like to teach them to share and take turns but if it ’s going to be for so many kids, we might want to consider more. Especially baby swings. There ’s a lot of itty bitty kids in our neighborhood. You ’re going to need at least two and I don ’t know what the rules are for the special needs swing. Park and Recreation Commission – January 28, 2014 10 Hoffman: Yeah it ’s always a challenge to have as many because of the new safety laws from Consumer Product Safety Commission. We ’ll take a look. We might be able to expand the site to add another bay. That ’s really what it would take to get additional swings. I don ’t think there ’s a tire swing shown now which would be nice to accommodate a group of kids so we ’ll take a look and see if we can add additional swings on one side or the other of this park. Kelly: Thank you. Ryan: And one of the things that were brought up, I think the family that I spoke to earlier left. Zip lines is one that people were, they were interested in and then some sort of climbing mechanism, whether it ’s rock wall climbing or one of those kind of rope pyramids that the kids have at some of the middle schools and elementary schools. Those are a couple things that were mentioned as well. Kelly: Any more input? Questions, thoughts on what you want in your park? Echternacht: The only comment that was made was they were asking about grills, if there were going to be grills. Hoffman: They ’re not included in neighborhood parks as a policy so if this is a neighborhood that really wants to do a lot of grilling on outdoor grills without, most people bring their own. They bring a portable gas grill or portable grill to the site so it ’s not a part of our plan right now. Kelly: Last chance to speak your peace. Tell us what you want. Hoffman: Our leader. Glen, your last name? Glen Schoenberg: Glen Schoenberg, 1665 Hemlock Way. I guess talking about the open field. I guess I ’d like to see a goal there, at least one on one side. Just something for the kids to kick a ball into and I definitely agree with the climbing, something climbing. Monkey bars, something. I ’ve got two boys that love to climb on anything so we love to see them wear out their energy. Kelly: Thank you Glen. Joe Sha mla : 1691 Mayapple. I guess I could have done this in the small group but what are the chances of getting a ice rink? Just a small one. Not, just for skating purposes. Scharfenberg: Well typically what happens with ice rinks is that we look at them usually in about October. At our October meeting and to kind of talk about where we put our neighborhood parks. Typically what we have in the last several years is just flooded that up here at City Center, at Bluff Creek. Hoffman: Roundhouse and North Lotus. Scharfenberg: And then North Lotus. We have in the past, and the City has in the past flooded neighborhood parks but we ’ve kind of not adopted that recently just because there hasn ’t been a lot of people haven ’t seen a need for it. They go and use the other ones but if it ’s something that you really want, certainly that open field could be flooded. I would say come in October when we have our meeting and that ’s how you get your neighborhood flooded if you want one. Joe Shamla: Okay, thank you. Scharfenberg: Yeah. Park and Recreation Commission – January 28, 2014 11 Joe Shamla: It just seems like our neighborhood ’s a little further away from City Center and that ’s. Hoffman: Bandimere Park is going to be really in this service area so in the future, as the future expansion of Bandimere Park, hockey, ice skating and a warming house will be included in that master plan and you know that ’s, you know not just down the road but closer to your neighborhood and so if you invest some resources here to put just a sheet of ice down, there ’s no hockey boards. There ’s no warming house and then it kills the grass on the soccer field and then we have to replant it with seasonal grass on an annual basis and so it ’s really, it would be better at that time to go down to Bandimere where there ’s all those other facilities. Ice skating, we used to do 17 rinks and we ’re down to 9 and those were all out in neighborhood parks. Some of them had hockey boards. Most did not and ice skating in general is just on the decline so we don ’t put rinks in neighborhood parks like we used to. Joe Shamla: Thank you. Kelly: Thank you Joe. Anyone else? Want to throw some ideas. Questions? I thank you all for your input. I appreciate it. Hoffman: Got a couple more responses to some of the questions. So the trees around the playgrounds were intentionally left out until the playground is installed. Then there are additional trees so we ’ll accommodate the gentleman ’s request about the trees around the playground in the second phase of the playground construction or the second phase of the park ’s construction. And then, the playground, the container size can only accommodate so much. A zip line will not fit in this particular container and probably not a separate climbing structure but there will be climbing apparatus as a part of the playground structure itself and so we ’re limited by a couple of things, both by the size of the containers and then the budget as well so that budget of $55,000 is going to be used up sooner than later. If we add, if we take a look at the additional swing I think a swing bay, that might be able to be accommodated but it would have to change. Enlarge the structure size. It ’s additional concrete then and additional playground surfacing so the dollars are going to be consumed so we ’ll take a look at that. If there can be a second phase I ’ll have Amy who does our drawings draw in a potential second phase and so if we do have, we run out of money but there is potential to go to the primarily it would be to the north for a second phase then we would have her draw that in there and then we would eliminate tree plantings from that area and then we would just utilize that space for a future addition to the playground at a future time. Kelly: Thank you Todd. Moving on to new business number 2. Todd you told me that the City Council has now put a charge to us to come up with some new ideas at one of their last meetings. Would you elaborate on that please. Hoffman: Yep I will. I think we should let these folks, thank you very much for coming in. IDEAS ON HOW TO KEEP CHANHASSEN A NUMBER ONE CITY. Hoffman: Thank you Chair Kelly, members of the commission. As a part of the work session for the City Council, council was going over the key financial strategies and then they were also, this was at their work session at the first Saturday in January and some of the things that were mentioned were okay, so the off leash dog area is a recent improvement that really added quality of life to our citizens in our community. The disc golf course. In the past the skate park and so they really asked the commission to take a look over this year or a series of years of what is the next thing that you think would improve the quality of life in our community in the park and recreation amenity arena that you could propose to the City Council. Come up with an idea and propose that to the City Council so that was a challenge that they added on to your to do list and how you accommodate that request is really up to you as a Park and Recreation Commission – January 28, 2014 12 commission so I ’ll leave it at that. Scharfenberg: Do they have a timeline in terms of when they are looking for that? Hoffman: Probably the next CIP. You know next year ’s CIP discussion. Kelly: Okay, so when ’s our next group session with the City? Hoffman: Likely in April or May. Kelly: Okay, so I would think we would want to have something to offer by then. Scharfenberg: I would say that we need to put it on as an agenda item either for February or March. Kelly: Well I think we should have it on as an agenda item in February and be talking about it. Yes I agree with you. Scharfenberg: Okay. Hoffman: Sounds great. Get your thinking caps on. Carron: And that could be an event, structure. Hoffman: Program. Carron: Program. Okay. Kelly: Think out of the box. They want ideas. Obviously the costlier the idea, the more likely it is to be rejected but. Hoffman: Unless you have a funding source. Kelly: Unless we have a funding source. Scharfenberg: Well one of the things that brought up, one of the ladies that was here tonight had suggested, had talked about a splash pad, if it would ever be put in at Pioneer Pass and I said no. Probably not at Pioneer Pass but you know potentially it would be something that would be put in at one of the bigger parks and I said the way that you get those built is to talk to your commission and bring those ideas forward so that was just one idea that was thrown out tonight. Kelly: Good. Thank you. Okay. If no other thoughts on that we ’re going to move on to reports. 2014 FEBRUARY FESTIVAL PREVIEW PRESENTATION. Johnson: Thank you Chair Kelly and good evening commissioners. As I said earlier, staff ’s been busy preparing for the 21 st Annual Feb Fest which is this Saturday, February 1 st . Excited for the double digit temperatures that are hopefully in the forecast but the ice is in great shape obviously with the weather. At least check about a week or two ago I think there was over 18 inches of ice out there so in the past couple of years been nervous there wasn ’t enough. Now there ’s a lot of ice so crews have been busy working the lake. You know kind of moving some snow around and taking care of the slush issue. Opening up the walkways to the lake you know for a successful event. The event is pretty similar to the past. You ’ll see Park and Recreation Commission – January 28, 2014 13 the fliers in the packet. We have an attractive two sided color flier that went out in the Chan Villager and the Chaska Herald. We did two inserts. One previously and one will be in this Thursday ’s edition, right before the event. We also did an advertisement in the Villager and then after the event we have a nice thank you ad to thank all our sponsors. Sponsors have been great this year. You ’ll see they ’re all listed there. You know as the sponsors grow it seems li ke the event flier gets small but we want to make sure that we put the sponsors that are prevalent on there. Through their contributions we ’ve been accumulating lots and lots of prizes for both the fishing contest and for the door prizes. Added up today I think for the fishing contest we ’re over $6,400 dollars which will be awarded to the top 50 fish in prizes and then for the door prizes you know we advertise $3,000. Just today I received another like $700 in door prizes so they just keep coming in you know so we ’re organizing them. I think we ’ll have 96 door prizes to give away so basically every 15 minutes we ’ll be drawing just as many tickets as we can to get those out so we ’re excited about that. Obviously the whole event is kind of centered around the big ice fishing contest which is from 1:00 to 3:00 out there. We are selling tickets at City Hall, Cabin Fever in Victoria and at Ivan ’s Food and Tackle. Sales are a little bit slower this year I think just because of the weather but we will be selling tickets on the ice. If we have a good weather day I think we ’ll have a lot of walk up ’s to fill that so hoping to sell about 500 fishing tickets out there and expect probably about 1,500 people probably for the whole event. We ’re doing the sleigh rides again. We ’ve got the sledding hill. The bonfires. The boy scouts are coming out again. We have multiple groups that are volunteering. Have the Chanhassen High School Key Club. Chaska High School Key Club and then the Interact Club from the Chanhassen High School which is a new club. Kind of a subsidy of the Rotary. It ’s a service oriented group through the high school and they ’ve had a great response from them as well so but yeah. We ’re looking forward to it. The medallion hunt started on Monday with the clues. We ’ve got them posted all over town including the City ’s Facebook and website so nobody ’s found it yet. We ’re two clues in so, which is a good sign. I think last year it was like clue 1 or 2 they found it so hopefully we ’ll make it til Friday but I ’d be happy to answer any questions if anybody has any questions. Kelly: Any questions for Mitch? Mitch what I want to know, are you going to back up Todd on his prediction or 10 or above? Johnson: I would love to. Ruegemer: We ’ll go 3 for 3. We ’re all going to guarantee. It ’s going to be 15. Kelly: I ’m looking forward to it and I ’m hoping it ’s above 10. Thank you Mitch very much. Ruegemer: Chair Kelly I ’d just like to go over real quick through the, just a power point we have here. Mitch kind of touched on a lot of the information here but just to go through a couple things here. We ’ve got a few slides we can take a look at so I think everybody can see them on their screens here but like Mitch said, it ’s our 21 st anniversary with that. Kind of went through. Here ’s a schedule of events. You guys have seen that. We ’re getting that information out through our local areas. Did another Eblast last night. It went over to 5,000-6,000 email addresses again so we ’re really trying to get that information out there. Like Mitch said we ’ve got a lot of money in fish prizes and you know Earl Milbrath of Travel Advisors International is back for quite a few years now with the travel voucher to use for a trip anywhere you want to go in the continental domestic United States so it ’s really a neat deal. We ’ve touched on the door prizes so just really a fun event. I think people are going to be having a little cabin fever to get out by Saturday here so hopefully . S o basically kind of when you walk down the path itself you kind of come right down into the kind of the entrance of the event itself. We have fishing tickets right when you come in. We ’ll have 6 to 8 picnic tables kind of off to the right of the trail as you come down. That ’s where you get your free door prize ticket as you come in and it ’s one ticket per person. You ’ve got to be present to win. Mitch said we ’ll start kind of the drawings and start that allocation process with the door prizes around 1:00 of the contest so you know we ’ll start about 10:30 with the door prizes and ticket sales as Park and Recreation Commission – January 28, 2014 14 people start to come down and picking out holes and that sort of thing here so we ’ll give people plenty of time to get a free door prize ticket then we ’ll allocate, then we ’ll write that information up on the prize board right on the other side of the fishing prize area. Carron: Jerry, last year we shut down the door prize tickets right at 1:00. Are we going to keep it open or are we going to do that same thing? Ruegemer: No, we ’re going to be shutting down right around that time again. Yep. We ’re very fortunate to have a really a great, really kind of a co-sponsor of the event with the Chanhassen Rotary. Chanhassen Rotary ’s been awesome passing out the sheet at the meetings as of late. They always supply, you know you can see down on the left side of the picture really a large number of people drilling the contest holes. That really saves us a lot of time as far as the City. As far as labor. That we can direct our labor and efforts into other components of the celebration and that ’s been a great partnership for us. I think they have fun doing it with that as well so it ’ll take a little bit more effort this year with you know 20 plus inches of ice but it ’s been a great, it ’s been really a great partnership for us. We really appreciate their efforts. You can see on the right hand side we try to lay out for them and try to lay out the augers and everybody go in a straight line and it really does go good so we start about 8:00 on contest morning and typically we ’re done in about 2 1/2 hours roughly about with that so. Hoffman: Those with good backs will drill. Ruegemer: Again the Chanhassen Rotary has really stepped up and have continuously been kind of our provider of concessions out at the Lake Ann itself for the contest. Had a partnership with Culver ’s in Chanhassen as well to kind of provide the food. The cheeseburgers, the French fries, that sort of thing. Kind of the staples of ice fishing. And then the Rotary then will take care of you know hot chocolate and other types of concession items for that so we ’re very lucky that we had that component of the event and it ’s been a great thing for us again. The boy scouts are back. They ’ve been there for multiple years selling bait right as you walk in. Really trying to make it convenient for people that they don ’t have to bring bait down to the contest itself so they sell you know a variety of bait and that sort of thing for the contest folks. They can certainly, people can bring their own if they liked to but another convenience. It ’s a fundraiser for them as well. They sell s ’mores kits for the bonfires, for that as well so it ’s great exposure for us and another partnership that we have for the event so, and the boys are raring and ready to go on the right picture there so please support them. It ’s nice to have them down on the ice. So you know on cold days the bonfire ’s one of the most popular events down there as well. We did do a, kind of a split it the last couple of years where we do have a bonfire down in the east side of the tent as well so then if people on the west side and the east side can go down and kind of warm up and that sort of thing here too so it ’s convenient for the bonfire but for the s ’mores kits. People can buy them at the bait stand there and go and roast some marshmallows and the one bonfire that ’s closer to the skating rink so people can come over on their skates and kind of warm up as well so a popular component of the event and it ’s kind of fun for us as well. Sledding hill. So that continues to be just another kind of event for us. It ’s real easy for us to get that ready to go. We pile up snow in front of the trees so we make it safe for everybody and that ’s located right on the Klingelhutz shelter so on the top of the hill right there. It ’s kind of a natural place for people to come out to Lake Ann other than you know with Feb Fest going on so they do come out and use that as well so we do take some measures to make it a little safer during those types of areas and kids seem to have fun and gravitate towards that area so. You can see kind of with Y our S tory on there, they ’re one of our sponsors. They come out to all of our special events and provide us with all of these fantastic pictures and they just hand over the CD and the information to us after the event and we possess the rights to use them however we like to so it ’s really been a great partnership for that so if you see that logo on some of the pictures, that ’s one of our sponsors. They have fantastic camera equipment and we ’re really fortunate to have them as a sponsor. Chanhassen company as well. Mitch talked about the hayrides. Kenmare Farms has provided the hayrides for over 6 years. They ’re the Park and Recreation Commission – January 28, 2014 15 same company that does the hay rides for the Halloween party with that. This is a picture from last year. Kind of our back-up plan if the ice isn ’t safe, then we go between on the trail between Lake Ann Park and Greenwood Shores Park and just kind of do a loop that way. I think Ken, it sounds like Ken feels comfortable this year taking the horses out on the lake itself and then he ’ll have a sleigh. A non-wheeled sleigh that we ’ll kind of plow a path or road for him that will be, you know will have grip enough for the horses so they don ’t slip and fall but, so it looks like we ’ll be going back on the lake again this year. Kelly: That will be fun. Ruegemer: Yeah it ’s really, it ’s a whole different experience so it ’s really cool. Talked about the ice skating with that. Park maintenance crew has been out there and it ’s plowed out right now. We did add the loop back again this year for that. People were kind of asking you know where ’d the loop go? So we added the loop back so kids and participants can kind of go out and around a little bit so it just adds to the experience of that and it ’s close to the bonfire so they can warm up if they need to so it ’s been a nice event that we just clear out the rink and it ’s just another component for family fun out there. Tip Outdoors has been probably at Feb Fest for oh probably the last 3 to 4 years I ’m guessing with that. Just a non-profit organization kind of really trying to get the information out and give people tips on how to fish so they set up, last year they had the kind of the blue bigger fish house that they had set up for that and just really kind of show people that don ’t have that opportunity to ice fish, give them tips. Show how the electronics works. How to use the fishing poles and that sort of thing so they ’re coming back again this year so it ’s been really a nice addition for us too that it ’s not such a serious thing so people feel intimidated going out and purchasing a ticket and going out to an ice fishing contest. They can just go right over here and kind of pick up some tips and that ’s, we ’re hoping then that they ’ll take their families and kids out ice fishing at some point in time as well so it ’s really a nice thing that they ’re doing so we appreciate them being involved as well. Last year ’s medallion hunt, Mitch did touch on that. We do have, as part of the prize pack there ’s gift certificates from local businesses around Chanhassen. There ’s also a Nook in there as well. Barnes and Noble Nook. Part of the prize pack as well so, was that the Friends of the Library that purchased that right? Johnson: Yep, that ’s correct. Ruegemer: So our last year ’s winner, Mike who lives up in I believe the North Lotus Lake area and his family participates in many of our programs. They ’re always around so it was really a thrill for him to come in and win the medallion hunt last year so, and he won a jar of pickles last year at the ice fishing contest. Johnson: 6 jars of pickles. Ruegemer: 6 jars of pickles so he ’s pretty happy about that too so, it was a big winner for their Feb Fest family last year so. Mitch said kind of the signature event for Feb Fest obviously is the ice fishing contest. Mitch does a great job going out and getting fishing prizes for that. Really the more prizes we get donated, it really helps our bottom line with the revenues that we do collect. Last year I think we even made some money on it so, which is a good thing. It ’s always our goal. Last year we sold over 500 tickets with revenue. Just about $5,100 for that so we ’re hoping that people are going to be wanting to get outside on Saturday and hopefully, and we do a large percentage of our ticket sales the day of the contest anyway so this isn ’t necessarily really that far out of the ordinary that our ticket sales are a little slow right now. It ’ll pick up the tail end of the weekend and on Saturday so just a friendly reminder if you see the picture down on the lower left, we did add that last year with a lot of good signage to attach your fishing ticket to your , either your tip up or your rod just to let people know that you did purchase a ticket so contest marshals or staff are going around just verifying to make sure that people are fishing with the proper number of poles to ticket ratio that they should be doing so. I think we ’re fairly unique as well for Park and Recreation Commission – January 28, 2014 16 the contest. We do, we added the top 50 prizes. We used to do top 25. Now we do top 50 so I think people really enjoy seeing their name up on there and the corresponding prize with that so obviously it takes more effort on our part just to make sure that everything is sliding and everything is in the right order but we have obviously a computer program now that we input. We can print out reports and kind of get that going. It ’s always a little stressful just trying to get everything lined up right at the end here just to make sure that everything is flowing but it really is a nice system that we have and the door prizes then are on the other side. Mitch did a nice job last year of getting, if you see on the top, the fishing contest prizes. Kind of a sign package with that with the, you know fishing tickets. The door prizes. Fish weigh in station. I think that was done with Sign Sources as part of our sponsorship program last year. We used the monies that Randy normally donates for that to make some additional signage to help our customer experience really to kind of communicate as to kind of you know what is that part of the function of the event so it ’s really helped out tremendously for that so. Just I think the fish from last year that went back in was a little bit too big so I think the kids. Hoffman: There ’s designated slots. On northern pike 24 to 36 inches they ’re ineligible and all bass are ineligible by State law. They need to be released immediately upon catch so they can ’t be brought up to the weigh station. Ruegemer: So they got the picture taken. They can live on in the power point so. Hoffman: Still broke the law. Ruegemer: Yeah. So just, we kind of touched on the door prizes here. We have usually volunteers from the Key Clubs from the high schools or city staff or a number of different folks for that. Everybody certainly can get a free door prize ticket if they ’d like to with that. There ’s one door prize ticket per person so, and with the door prize total we ’ll start drawing those around 1:00 and then we ’ll have Cole, our emcee read the number as well as their name and prize for that and people can come up to the main fishing tent to pick up their prize. Just you know again Feb Fest is really about making memories and kind of breaking the cabin fever blues and just getting out and enjoying and having fun with the family so some of our favorite pictures from last year. You can see just families sitting down and just enjoying a great day out on the ice so grab a hamburger. If you want a hot chocolate. Make a s ’mores so there ’s just, it ’s really just good family of fun out there. Mitch kind of went over our sponsors a little bit. Currently we ’re at 60 sponsors total for our sponsorship program. Obviously the sponsors then will be carried over through all of our events throughout the course of the year. Mitch does a great job with sending the letters out in the fall time and communicating with our local businesses and really making that really a seamless process for that. Last year we starting adding the logos to all of our promotional material so to get your logo on that information it ’s a $1,000 contribution minimum so right now we have 19 sponsors and that ’s continuing to grow as well with that so the value of our contributions for our sponsorship program is currently at $28,000 and that will continue to grow throughout the course of the year so I know Mitch talks to local businesses every day and trying to sell the businesses on our sponsorship program and we really do give a pretty good bang for their buck through our advertising with not only our event promotional sponsors and event brochures. That sort of thing. Website and all kinds of different things so their name does get out quite a bit throughout the course of the year for events so. Park and Rec Commission, couldn ’t do it without you. They always help out tremendously with the weigh station area, door prize area. I see Cole down there interviewing somebody from last year so thanks again Cole for being our emcee and. Kelly: That was the young lady who counted down the start of the tournament. Hoffman: Nice. Nice. Park and Recreation Commission – January 28, 2014 17 Ruegemer: So are you going to pick out somebody again this year? Kelly: Yeah we ’ll find somebody. Ruegemer: Potentially. So thanks again. We couldn ’t do it without you. We appreciate it. I think it ’s fun for the commission to get out and kind of see all of our hard work and effort that goe s into the celebration itself and the community is so appreciative of just coming out. There ’s long standing traditions with people that have been at every event. Every Feb Fest that we ’ve had. All 21 and just family members that come in from out of state for the weekend to come and really that ’s, it ’s their annual you know really tradition now where they come and we ’ve got to look at that god awful Green Bay Packers flag again I ’m sure but that family will be there back I ’m sure so. No, I say that. But it ’s a lot of fun so we appreciate everybody ’s help. So we kind of go into that again. You know Mitch kind of touched on you know certainly Rotary ’s a big part of our event. The Interact program now. Both Chaska and Chanhassen High School are involved with providing students to help out with ticket sales and door prize areas and many components of the event. Rick Rice is there with our Chanhassen Fire Department along with other Chanhassen fire members. They bring the fire rescue truck down to the event so they really are staged during the event if there ’s any type of medical emergency that we may have from A to Z. From a cut to a broken bone or anything that may happen so we ’re very lucky to have that partnership with the fire department. I think they enjoy being out there as well with that. Carver County Sheriff Department is there with not only deputies or sworn officers. They also have reserve officers out there as well and certainly our park and rec staff is out there as well as the other public works employees too that kind of do work leading up to the celebration itself so we ’re very lucky to have a lot of partners and cooperation throughout our community and we couldn ’t do it without everybody so many thanks to everybody. That ’s it. Kelly: Thank you Jerry. Very nicely done. Any questions for Jerry or Mitch on this? Okay. COMMISSION MEMBER COMMITTEE REPORTS. None. COMMISSION MEMBER PRESENTATIONS. Kelly: Todd I think we ’re looking for an update on the ballfield and City Center bandshell. Hoffman: Both those items were included in the City Council ’s key financial strategies list to be voted on by the council so they talked about them that Saturday morning and then they ranked both of those items. Asked to be continued for conversation and possible installation in 2014 so both items are in the CIP. Ballfield lighting is in this year ’s park and recreation CIP, as is the City Center Park bandshell so the City Manager will schedule those items for a City Council work session. I ’ll be preparing a report. Can present that to the commission for your input prior to that going to the council and then it ’s going to go back to the council and they ’ll have some sort of discussion and give direction to staff on that. Kelly: And when do we have to have it to the council by? Hoffman: That ’s up to the City Manager to schedule those items. Kelly: Okay. Ryan: But it ’ll come, you ’ll present to us before? You ’ll present here before it goes to City Council? Hoffman: I certainly can, yeah. I think that can be great. Park and Recreation Commission – January 28, 2014 18 Ryan: Thank you. Kelly: Any other questions for Todd? ADMINISTRATIVE PRESENTATIONS. Kelly: Todd, anything you want to point out specific? Hoffman: Nothing that I recall. The blue bird house, Dale Rusch was recognized by the council and he ’s a great volunteer. Now he ’s one of Denny ’s, Councilmember Laufenburger ’s neighbor so they ’re getting to know each other as well. Dale has a passion for blue birds and he does it every year so we thank him and appreciate that. Kelly: Great, thank you Todd. Ryan: And then Todd I just have a general trail plowing question. In the last few week I ’ve noticed some of the trails are a little delayed in the plowing. Could you explain the schedule? How they make the decisions on roads and trails please. Hoffman: Absolutely. So the parks division and the street division are two separate divisions and as a park and recreation department we ’re fortunate to have that division because that allows us to get out onto our duties right away while the streets crew are out clearing streets. I will start by saying Chanhassen really prides itself both in our streets and our trails division on snow removal. You ’ll be hard pressed to find a city where you have better service in those areas. So the streets crew will start anywhere between 2:00 and 4:00 in the morning typically and we borrow one of our employees, Jim T heis to the streets department as a full time street plower and so we start generally with 6 individuals, if they ’re all in town and our division needs to do public parking lots and so we do public parking lots at the fire hall, the City Hall and the Recreation Center first. And then after that we start on streets and the downtown sidewalks and so just like businesses have to have their sidewalks and their businesses open, it ’s our responsibility to have the public sidewalks in the downtown area cleared, ready for commerce on the day of business. So that ’s a lot to get done just in the start of the day. Have to have the fire hall cleared. City Hall, not only the lots but then the sidewalk cleared. The library cleared. The Recreation Center cleared and we ’re doing that typically with about 6 employees. Then they ’re out starting on rinks and trails at the same time so they need to clear all of our rinks and that ’s a, can be quite a, depending on the size of the snowfall, a significant process. So you have to plow it all out and then snow blow it out. Hand shovel it and clear those and then start flooding the rinks and so that takes an amount of time. If the trails are all plowable with a plow, we can plow them with our, if we have our entire staff in one day so 90 miles of trails give or take will take one full day. One 8 to 10 hour day. But we don ’t have our whole crew on any given day and also when you get a 4 1/2 inch snowfall or 4 inch snowfall that results in about maybe 8 inches of snow on the trail after they plow the streets on it and then in a case like Sunday, we ended up where about half of our trails had to be cleared with a snowblower. You could no longer do them with a plow or a V plow. That ’s when it really slows things down and that ’s what you saw here on Monday and Tuesday and so at the end of today we had all of our trails cleared but it took a, it was Sunday, Monday and Tuesday to get that done. Sunday was the day that it all drifted in. Monday we got about half cleared. Tuesday we got about the other half clear. A few years ago during those big snowfalls where we had 10 to 20 inches, it took up to 2 weeks to clear all of our trails with a snowblower so we had significant delays and we had really some sizeable and number of complaints, primarily for bus service. And so these trails also act as bus loading areas and bus transportation areas to get kids from their home to the street corners so Minnetonka stopped bus service in some of the areas in our community because the kids could not get to a safe busing location. That forced parents to drive their children to school and so for the simple fact that we weren ’t able to get out there and clear that amount of trail area for up to 2 weeks, we caused, that had Park and Recreation Commission – January 28, 2014 19 some significant ripple effects in our community so it is a service that we know people want. When we get heavy and extensive snows it ’s going to take longer to clear them but we do do all of the trails. We don ’t designate, some communities say we ’re just going to plow half. We ’re not going to plow all of them. In Chanhassen we think it ’s a service that people really appreciate and so we do clear them all. Ryan: Thank you for explaining that because it is noticeable when we go to other communities that our trails are plowed and others have not touched their trails and they just, it came up in a couple conversations with the neighbors and it was specifically to do with bus stops and kids having to climb over or stand in the street an d so I just was curious …change in approach of plowing trails. Hoffman: So is it different you think this year right now? Ryan: Just in, well just in the last couple, like week and a half because literally the snowplows come and then you know by afternoon the trails are done, especially in the area that we live they get plowed really quickly and it just, there seemed to be a couple day lag with the trail plows so. Hoffman: Yep. There ’s going to be delay and some of that is by schedule and some of that is planned . We simply don ’t want to duplicate our efforts when they ’re clearing streets, they ’ll come back and they ’ll re-clear again and they ’ll widen and they ’ll just keep putting more and more on the trail and so if they plow the first time we don ’t want to go and then plow our trail and they ’re just going to come back and put more on anyway so we do have some delays built into our, to our clearing so we just don ’t want to, we want our resources to be most efficient and so we ’ll build that delay into, we might wait a day. The other thing you ’ll see is when it warms up and these streets can be scraped, they ’re going to be out scraping the streets and that ’s going to put all that blow back onto the trails again and then we have to get out and clear that off so we ’re on the outside. We get all the snow and we hear it from residents. With their sidewalks. We put a lot of snow on sidewalks if you happen to have a sidewalk in front of your home, and once you get this kind of volume of snow there ’s nowhere else to go with it. It has to go up and out. You ’ll see them start to widen or wing back and so they ’ll now go and wing back and create more storage space on the side of the roads. You ’ll see that but when they do that wing back they don ’t hit the driveways because then you ’re just putting a lot of snow in your driveways and so the streets start to go like this on these long winters and they get a little bit narrower. It ’s just a real challenge and, but our crews work hard. We tire them out I can guarantee you that. It ’s one of these things where at some point in our winter season we really have to take into consideration the health and welfare of our employees so at some point we really have to, depending on how the winter goes, you might see that response might even go slower because we just don ’t have the manpower to get it done. Ryan: Thank you. Kelly: Any other questions for Todd, Jerry or Mitch? Anyone? Any thoughts? Anybody want to go to the question? Carron moved, Boettcher seconded to adjourn the meeting. All voted in favor and the motion carried unanimously with a vote of 8 to 0. The Park and Recreation Commission meeting was adjourned. Submitted by Todd Hoffman Park and Rec Director Prepared by Nann Opheim