Loading...
PRC 2007 02 27 CHANHASSEN PARK AND RECREATION COMMISSION REGULAR MEETING FEBRUARY 27, 2007 Acting Chair Scharfenberg called the meeting to order at 7:30 p.m.. MEMBERS PRESENT: Tom Kelly, Steve Scharfenberg, Jeff Daniel, and Jack Spizale MEMBERS ABSENT: Glenn Stolar and Paula Atkins STAFF PRESENT: Todd Hoffman, Park and Rec Director; Jerry Ruegemer, Recreation Superintendent; and Dale Gregory, Park Superintendent PUBLIC ANNOUNCEMENTS: Hoffman: None other than the fact that we have added to your packet this evening a chart showing 25 years of skating rink history. Open skating rink, or outdoor skating rinks for the city starting in 1982 and 2006. Generally it shows that the average skating days is 54. About 54 1/2 and so we started to fluctuate a little bit more dramatically in the last half of those 25 years. You can see the low is 29 and then the high is 90 so we go from 1 month to 3 months over those years and no real trend but it can be said that the last half has been a little bit shorter than the first half so. We're not quite sure this equates to global warming just yet is what I'm trying to say. APPROVAL OF MINUTES: Daniel moved, Kelly seconded to approve the verbatim and summary minutes of the Park and Recreation Commission meeting dated January 23, 2007 as presented. All voted in favor and the motion carried unanimously with a vote of 4 to 0. VISITOR PRESENTATIONS: Todd Neils: Good evening. Scharfenberg: Good evening. Todd Neils: Tis the season to start thinking about baseball again, or at least we have since October so now that we have finished our registration process and are into the season a little bit more, I know a couple of years ago I stood before you and asked if we were allowed to put, or if you'd approve the construction of scoreboards at some of our Little League fields. Clearly we've dropped the ball on that on several fronts but are here to make that request again. We have the scoreboards in our facility and are prepared to put them up, assuming we can once again get your approval to do so. Daniel: What type of scoreboards are they, manual or electronic? Park and Rec Commission - February 27, 2007 Todd Neils: They're manual. Daniel: Okay. Todd Neils: When we originally discussed, Mr. Hoffman and myself, basically came to the same conclusion which was that electric scoreboards are more prone to, or are more expensive and then vandalized in any way, more expensive to replace and since we'd be splitting the cost of those, we felt it was probably in our best interest to put manual in. Scharfenberg: And Todd, are you proposing putting in at all the fields at Lake Ann Park? Todd Neils: Well currently we have 4 scoreboards. I think again several years ago when we made the request, we asked if we would be allowed to put 1 or 2 at the Chan Rec facility. We probably would like to once again do that, at least 1 to show some of our younger children again the more well rounded experience that baseball is and softball is at Lake Ann, are going to be enjoying. Daniel: Is there anything that needs to be coordinated with the parks and rec department I assume as far as post holes? I mean things of that nature. Hoffman: We would want to identify which fields and what the signs are going to say and find out a little bit more about the details. Once these things are placed out in the park system, then it's, you know they're still the property of an outside entity basically being put in our locations. We want to make sure that they're going to be installed properly and be able to be maintained and not lack the sight distances or what have you so we just want to review that. Do you know the fields specifically Todd that you're thinking about? Todd Neils: We haven't talked about that fully. I suspect 2 will be targeted. 3 and probably 1. Hoffman: My suggestion would be if you're interested in going ahead and doing this allowed to work with the association and then come back and we can let you know if we think it's a good idea. What our recommendation would be. Spizale: Todd, what size? Todd Neils: I believe they were 4 by 8. They're on white metal. They have moveable windows with neon numbering or neon underneath, so you can read them. They're approximately I would say at least a 2 by 8 area of white space that we can put some type of writing on. Hoffman: Do you know what kind of lettering? How would that be done? Todd Neils: Undetermined. I don't know. I would suspect that one of our local hardware stores will carry something that can be painted on, stenciled on in some capacity. Daniel: And that would probably put up with a couple 4 by 4's in the ground or something and then? 2 Park and Rec Commission - February 27, 2007 Todd Neils: Yeah, I suspect that we would drill the, you know the requisite 48 inches down. Fill with cement and whether we use 4 by 4 pressure treated or metal posts, I don't know yet. The schematic calls for either. Or pressure treated so. Hoffman: But to access it then, does somebody have to stand on a ladder? Todd Neils: You know that's a good question. We can have it either way. If we had it low enough so people could access it just by standing, it causes a bit of a health risk in kids or people run into it if they're not looking. If we have it on a platform where kids can climb up on, it poses a risk because they can fall off. It's the lesser of the two evils. I'd like to think that if we put it low enough you know, most people are going to see it. It's not a, it's reinforced but it's only maybe no more than an eighth inch thick metal, so if someone does run into it, they're not going to get a concussion or something like that, I don't think. Kelly: In relation to the field, where are you thinking about putting it? Todd Neils: We've talked about either of the base lines and what we could do effectively is put it outside the base line along Field 2 say. Along the hill, or along Field 1 along the hill. Again or along 1 or 2 along the first base line in the flat area. And then 3 as well. Kelly: Can you see them from the outfield fence? Hoffman: You know most of these go right just outside the outfield fence, would that be appropriate or not? Todd Neils: Absolutely. But my understanding, and I haven't tested this but my understanding is that you can see them from up to 300 yards away. Hoffman: That'd probably be the most appropriate location. That's where most people look for the scoreboards. Daniel: That might be easy for either visitor or home team. Todd Neils: And then we wouldn't have to sink post holes and we could just attach it to the fence? Hoffman: Well you've probably just have to go just outside the fence. Sink 2 holes down and have it there, and then the first think, operating a scoreboard you stand outside of the safety fence. We would investigate all those things. In Victoria they chain the step stool to the fence…so the kids keeping score can use the step stool. Daniel: That will be nice. I think actually for kids in that group to see the scores and obviously a parent will be, I assume at some point changing the scores. Is it just strictly a scoreboard or a pitch count and other items on there that can be marked? 3 Park and Rec Commission - February 27, 2007 Todd Neils: No. It will be strictly a scoreboard. Daniel: Okay. Scharfenberg: So Todd, do you need any action items from us in terms of what kind of, I think we're all in agreement. I think Todd and the CAA will work with Little League and Softball will work with staff on developing a plan for getting scoreboards up. That would be great. Todd Neils: Great. I appreciate your time once again. Scharfenberg: And just so, that was Todd Neils on behalf of the CAA speaking. That's alright. Todd Neils: Forgot my etiquette. Scharfenberg: Thank you Todd. SITE PLAN REVIEW, CHANHASSEN HIGH SCHOOL CAMPUS. Public Present: Name Address Jay Pomeroy Anderson-Johnson Associates Jonathan Duesman Anderson-Johnson Associates Paul Schlueter ISD #112 Hoffman: Thank you Chair Scharfenberg and members of the commission. Here's something that I really talking about a high school in Chanhassen. I never thought it would happen and here it is happening so that's great. Independent School District 112 is preparing to open the doors on this brand new facility in the fall of 2009. So you start putting that into your head and it's not going to happen, they have this summer to build it, next summer to build it and then really the last summer it will be mostly just ready to be filled with staff and then they'll come in that fall, 2009 and fill it with kids and start off their first year. It's located on Lyman Boulevard. Still a lot of people aren't familiar with the piece of property and so when you talk to folks, it's somewhat hard to describe but as they see here…understanding where it's at exactly. It's 94 acres. It was purchased by the District in 2004. Just over $9 million dollars and in fact at that time I think $97,000 per acre…back at that time it was probably the top of the heap as far as the land acreage, cost per acre but today looks like a relative bargain and you continue to see that trend in Chanhassen, although the market has soften a little bit in the last 18 months or so. The property has Lyman Boulevard on the south and west. The Twin Cities and Northern Railroad on the north side and then city parkland bounds this entire property on the east side. There's a gas pipeline on the property and that presents a significant obstacle for developing this site. If you look at the site plan, the school is definitely maximize the available space and is constructing significant athletic and recreational facilities on the property. Retaining walls are also a common theme throughout the site, and again that's due to the pipeline and then the grades on the property and then the need to maximize the space that is available there for the school and it's use. 4 Park and Rec Commission - February 27, 2007 There's a trail that's an important connection on the, it'd be the northeast corner. The railroad, we have a very interesting double box culvert located at that location. At one time the Renaissance Festival was located north for 2 years at the property and the parking was out here in these corn fields south and then they would take the visitors to the Renaissance through that double box culvert on hay wagons to the Renaissance for the first 2 years. The party got too rowdy and Chanhassenites…leave town so I'm not sure if was good wisdom or not but they chased the Renaissance Festival out of Chanhassen and it headed down to Shakopee so that's a little bit of history. Again that trail is currently used and is part of the very extensively is part of the Bluff Creek trail system throughout our community which when it's completed will be the longest and most uninterrupted trail system throughout the city. With the underpasses at all the major intersections. Lyman Boulevard will be upgraded as a part of this project. It would have to be done, constructed into a 4 lane. There'll be another underpass at the south end of this property to facilitate that trail and this underpass. So pedestrian movement will be safe…Tonight we have a variety of representatives and I'll allow themselves to introduce themselves from the school district and the other professional service providers that they're working with. And this is an opportunity, they'll be coming before the Planning Commission and the City Council as they move through the site plan process. At the Park and Recreation Commission level, there's not a standard subdivision application. In fact I don't even think we're subdividing the property are we? Audience: No. Hoffman: No. …so it's an opportunity to educate the commission so as you work in the community and people are talking about the high school and which way…they will continue, is that you can give them first hand information from the people that are bringing it to the community. That will be operating and building the school so I'll allow them to make some presentations and comments and then you can engage in a conversation with them and learn some more about the school. Steve Pumper: Thanks commissioners, good evening. Scharfenberg: Good evening. Steve Pumper: I'm Steve Pumper. I'm the Director of Finance and Operations for the school district and kind of their point person on the Chanhassen High School. With me tonight I have Paul Schlueter who's our supervisor of the buildings and grounds and he kind of works with all the construction that we have for the district, and then 2 of our vast members of the project team that we have Jay Pomeroy and Jonathan Duesman. They both work for Anderson-Johnson Associates who are our civil engineers on this project and they are primarily responsible for the development of the site plan, etc and will be our experts in developing the fields that you're probably most interested in talking about tonight. I'll let them come and talk about what we have on the site, etc. I want to reinforce what Todd said is that this was a challenging site. It's a beautiful site. It's going to be a beautiful school. It's going to be the venue to watch games here, it's going to be great because of the topography, etc, but there are a lot of challenges with it. The wetlands presented a challenge. The pipeline presented a challenge. And then just the topography, the site presented a challenge so it's going to be beautiful, it'll be wonderful, but 5 Park and Rec Commission - February 27, 2007 actually I don't want to take Jay's thunder away. I think it's probably the most challenging site that he's had to work with, and they've done an excellent job. We're really happy. We've worked with them before. They've maximized the number of fields that we can put on the site, so we really believe we have the same number of facilities that we currently have at Chaska High School, so the only thing I want to say on behalf of the school district is, while we have the same number of fields, Chaska High School doesn't have enough fields to service the high school programs it has right now. We use our middle school campus. We use fields around the city of Chaska and Chanhassen right now so we certainly will be looking for that cooperation, and we've had that dialogue already with Todd and Todd actually about future endeavors with the City of Chanhassen because this site will not lend itself to enough fields to take care of our 2000 student high school campus. With that I'll let either Jonathan or Jay come up and kind of walk through the site. Kind of show you what we have there and then certainly engage in dialogue with you. Jay Pomeroy: I'll just kind of give you a brief rundown on the general site and sort of the program elements involved with this and some of the features associated with the site and some of the challenges associated as well. I think you know in the packets that you were provided it kind of talks about the size in general and Todd did a good job mentioning sort of that, what are the boundaries to the site and what's coming through the site. First and foremost, you know we'll obviously be situating here in the middle is the school itself. Across the site there's about 90 feet of real grade change. It sits on a bluff. The high point right here in the middle and that's where we've located the school itself. With that you know getting access to the school we've got 3 points of egress/ingress to the site. The first being down here off of Lyman and Audubon. Strictly that's more seen as for bus traffic than onto the site. Providing a road in and to the east side of the school here for about 30 buses and turn around over there. The two primary points of entrance to the school site for vehicle traffic would then be off Lyman, making a access point out here by aligning with Lake Hazeltine Drive and the second one up here a little bit just south of the railroad. What we've got parking counts right now we're looking at about, spots for about 1,000 cars parked around the site. And obviously you see here on the plans to the north and to the west of the school site, the school building itself. So that would be the vehicular traffic patterns into the school site itself. To the north of the gas line is where the majority of the sporting venues are going to be located. Right here, basically in the middle would be where the football stadium would be located. Access to that would be right through the middle of the site across the gas line. The gas line, there's some limitations as to what we're allowed to do for grading options there. There's some fill that we're allowed to do on top of the actual gas line. Gas easement itself. 100 foot easement, but they're limiting too. We really can't do any cutting if we wanted to. That's kind of what is making us put in so many retaining walls adjacent to the gas easement itself. But pedestrian traffic would come from the parking lot here in the north and greet, before you get to the stadium itself there'd be a central plaza area where concession building, ticket booth would be located there. But then down here, kind of sunk down into a hill we have the football stadium and 9 lane running tracks. There would be, the retaining wall that would wrap around, not quite 2/3 of it itself. The highest point would be along this edge here where the home side is, and you're looking at about 6 foot high retaining wall there. But the seating itself would be set up on a hillside. This area to the south and east would be along, about a 3 to 1 slope down there so it'd be kind of a nice vantage point for watching games at night. Just to the west of the stadium itself there would be the baseball and softball fields. Both fields are 6 Park and Rec Commission - February 27, 2007 going to be ag lime infields associated with them. Perimeter fencing would be around them as well. We're looking at having a scoreboard for actually the softball field, the baseball field and stadium field itself, so providing 3 scoreboards. Seating and everything for the baseball fields. We've got some grade change here that's going to benefit us for providing some, I guess I'll call it some unique seating in the sense that, you know by tying both the softball and baseball fields, there'll be a concrete pad for bleachers. But however we got a little bit of grade change between the plaza and the baseball field where you know it might provide a kind of nice little vantage point for, you'd actually be a little bit above in the plaza from the baseball field elevation so you can…but then along the gas easement itself we're going to have this here, there's some retaining walls. We've really worked through the grading a lot in 2 months time. I mean it's kind of a revolving thing. We're also one day you know something comes to light and we're like oh wow, you know it changes this. Let's do that. We've really eliminated a lot of the walls that are going up in this area itself. We're still going to have walls along the, or a wall here at the edge of the outfield for the baseball and a small wall here for the back part of the center field for the softball field. But we're looking at doing, just bringing in a little seat wall here that would be along the first base line for the baseball field and a little bit higher wall there, so we're giving kind of a lot of open bend places for people to view the games themselves. Walking then, take you down sort of past the stadium itself. We're going to have the 12 foot wide bituminous path that would lead down from the concession building, wrapping around the stadium providing the visitors access down to their seating area down here. A retaining wall would wrap on half of that path itself because you've got grade change coming down this path to the discus and shot put area. Really worked a lot and tried to get the relationship between the field and this wetland and everything to kind of sit in there and not be a really tall, intrusive vertical wall. So we kind of stacked some, the field events in here to try to minimize the overall impact to the site. Tried to mess with some of the events in the area. But you would come down the path here and you've got the shot put and the discus areas down there. There's going to be a significant wall along this edge here between the field events and the wetlands just to the east. What we're at right now looking at is doing a double tiered wall. The concern we've had is, you know shot put, throwing the discus, if you're standing right there, we're looking at probably about the highest spot. About 28 foot high wall. It's going to taper off so the highest point we're looking at is about 28 feet, so the concern we had is if you're standing there, you've got a fence here and you're looking on 28 feet, so we worked to break this wall up. Pretty much from this point here all the way along over to this corner off the edge of the discus. Tiering it down to a 3 foot wall. You've got your fence and you've got a 3 foot wall dropped down to the next planter area there to kind of help break that up. Soften the edge so it's not such a vertical impact along the fence, and then the greater part of the wall would then be offset from there. Just back, back up just on the other side of the easement as you can see there's two 4 court complexes for tennis over there adjacent to the buildings themselves. Again with the amount of grade change in the site, we're high here. The west side of the school and this parking lot. Terracing down at about 3 to 1 slope along the grass here to the first series of tennis courts right here. There would be an access path along just the west side of that, but then from there begin terracing down at about another 3 to 1 slope to get down to this lower complex of tennis courts. Access for there being provided through the stairs. For one of the things that's been requested all along is for the football players and this kind of ties in with site access, pedestrian access to the site, would be how do you get the football players here at halftime back to the school. Right now the design is that there is access back here. We are able to provide a path across the easement itself. We were able to raise grade across there which 7 Park and Rec Commission - February 27, 2007 helped dramatically, or at one point we had a very extensive series of walls over here. And interviewing and sort of having conversations with the gas line, we had to raise the grade, therefore provide a path. It is not going to be a handicap access path. The site just doesn't allow it unfortunately. The most we'll have is about a 9% slope right in this part of the path itself but then it does flatten out in this area right here. The walk right here is handicap accessible. Going into the northeast corner of the site where the remaining field event areas are going to be located is, we've got 2 practice softball fields down here and a practice, or regulation sized soccer field but then sort of a small practice, 180 foot by 180 foot soccer field. We tried originally to try to get a full scale, or full sized soccer field in there. However we were limited in the fact that we've got a 20 foot setback requirement from the actual wetland boundary, and by the time we factored that in and the grade change, we weren't able to get a full sized field in there. And then as you can see here, as Todd had alluded to, is just sort of this connection with the path over to this existing path and the below grade crossing underneath the rail line over there. I did forget to mention too that there will be 2 additional practice soccer fields just on the south side of the gas line itself. Tucked between Lyman and the parking lot there, those will be full sized practice fields there. I probably left a few things, I went on the fast side. I don't know if you were able to keep up with some of that…talk a little fast but, I think that's pretty much kind of the general framework. I'll certainly answer any questions anybody might have. Daniel: I have a few questions. What type of turf is the stadium field going to be? Jay Pomeroy: Well the option right now is I think we're looking at two. I mean grass versus artificial. Daniel: Is there one way, is there a particular way that the district would like to see? Steve Pumper: We certainly want artificial surface. It's…to contain grass. We're also putting in at least 3 alternates and once those bids come in, we'll see. We're also, we're taking bids on the football field and the 2 soccer practices, so we'd like to see all 3 of them artificial. Daniel: Is the site going to be prepped at all for possible future expansion with a dome, much like Minnetonka has? Steve Pumper: No. Scharfenberg: Jack, any questions? Spizale: Concerning this gas line, would that be like covered with grass then? Jay Pomeroy: The overall plan, yeah. You've got to create…and plan for the entire site. And we have, the strong element of the wetlands to the east is kind of a big impact to the site so we're looking at creating a lot of native and prairie grasses around the entire site itself so just sodding what we need to sod but then a lot of these perimeter areas that don't need to be maintained is providing a lot of prairie grasses. Especially along this gas easement. It's not a maintainable really area... 8 Park and Rec Commission - February 27, 2007 Spizale: …doing any over grading or take dirt away from that spot as far as using it? Jay Pomeroy: Yeah. I mean the limitations are, they basically said we can fill a certain amount over the actual gas pipe itself and then sort of the periphery of it but as far as cutting in, they maintain a, or they have a standard of, the amount of fill that needs to over the top of it and pretty much where it's at and we just can't do any cutting is about the only option we have to help this filling. Originally our intent was to just not touch the actual gas easement itself, but in the realization, and in talking through with the gas company what we can do, that really, filling this portion down here was a huge benefit to the site in the fact that it really minimized the amount of retaining walls that go, that was going on around the tennis courts and stuff, and even in this portion and the back side of the discus itself so, that was kind of I think a real huge savings to us. We really minimized the amount of retaining walls over that. Spizale: How deep is the gas line? Jay Pomeroy: 2 1/2 feet I believe covered. Hoffman: What's the diameter? Jay Pomeroy: How deep is it? Jonathan Duesman: It's between 3, 2 1/2 and 3 1/2. We actually…the gas main and it's. Hoffman: Is it 9 inch, 10 inch culvert? Jonathan Duesman: It's a 10 inch steel high pressure for gasoline. Hoffman: But approximately how much cover are you going to be able to add there? 10 feet? 6 feet? Jay Pomeroy: No. I think it's 6 foot max. Jonathan Duesman: 8. Jay Pomeroy: 8 foot max over the pipe itself. Spizale: Okay. That's all I got. Scharfenberg: Tom. Kelly: What kind of surface is a running track going to be? I mean more a hard surface or more of a soft, rubbery surface around the running track? Jonathan Duesman: It's a soft, it's a resilient half inch thick. It's called polyurethane. Much like Chaska's track, although it's a newer generation… 9 Park and Rec Commission - February 27, 2007 Kelly: Are basketball hoops common in high schools? Outdoor basketball hoops. And so is there a plan to have any at this high school? Jay Pomeroy: It did not come… Kelly: Okay. I mean what size are the basketball courts in size? Do you have a concern that it's close to what Eden Prairie has in terms of the number of basketball courts? Jonathan Duesman: 6 basketball courts inside. 6 full regulation basketball courts… Steve Pumper: It's exactly the same as the other Chaska High. Kelly: Okay. Spizale: I guess I got one other question too. In the parking, is that the normal amount of parking for a high school? You say that you have like a Chaska or something, is that. Steve Pumper: 1,003 at Chaska High right now so. I think Johnson's saying we have 1,000 spaces within those 3 lots I think and then also where the bus slot goes around. If you're doing Pioneer Ridge, the school, you know the bus lot goes there. That's used as parking as well. The same we'd have in here, so you could certainly park in the bus parking… Spizale: So parking is adequate? Not too small, not too big? Steve Pumper: Right. The only time we have an issue with parking at Chaska High now is, you know the Eden Prairie football game is an issue. When we used to have graduation there it was an issue but that's pretty much it. Daniel: In case of a rivalry between Chaska and Chanhassen at this point now, what type of concerns in terms of overflow? Are there any contingency plans in that or are you on your own? Because knowing the site, there's not a whole lot of parking options with the exception of Hazeltine Business District across there I assume. Jay Pomeroy: And actually that's a, I haven't, I don't have…but that almost lends itself better than you know Chaska, well certainly for cars…Pioneer Trail so it'd be the same here on Lyman. I'm not sure that's ideal either. It's not like we're… Hazeltine actually helps provide…It happens so infrequently right now, I don't know. And especially when Chanhassen opens, our goal is, we're expecting to be at roughly 75% capacity for students so, the number of people at first, but who knows what it's going to look like at a football game. I don't know. We'll find out but I think it's something we can… Spizale: I've got another question too. The land to the I would imagine it would be to the south where the electrical thing is. Jay Pomeroy: Yes. 10 Park and Rec Commission - February 27, 2007 Spizale: Is any more of that useable in the future or is that just, is that strictly for the electrical? Jay Pomeroy: We've already worked that out with the City of Chaska. We're getting easements so the road can go over part of that property but it's not, there's not much land there anyways but it's not developable for anything else. Spizale: Okay. Scharfenberg: Steve, what fields are going to be lighted at the new facility? Just the football field? Steve Pumper: Just the football field, yes. Scharfenberg: Okay. So tennis courts, none of that other stuff. At least is there plans for lighting that in the future? Steve Pumper: No, there's not. We're not, what do you call it, roughing it in for anything in the future. Not to say it couldn't happen, but we're not planning anything. Daniel: As well as it looks like the baseball field then, there's going to be. Steve Pumper: No plans for that. Daniel: Is there going to be a concern about, I mean I remember playing at Chaska when your games even though they start at 4:30, this time of the year, it starts to get dark pretty quick. Any idea as far as how that might be addressed or just try to get them in quickly? Steve Pumper: Yeah, there's a lot of fields that don't have lights you know in the conference that, which we've played in so. Daniel: Okay. Scharfenberg: Steve, what are the, we talked about the need for additional space within the city of Chanhassen, because obviously this site doesn't address all of the needs of the school district. What other needs does the school district have? Now I see, you know soccer fields, fall sports with soccer and football, where's the football team going to practice in addition to soccer and what are the other needs that the district has besides just on this site? Steve Pumper: Yeah. Let's not talk about hockey yet because…but when we, it's a little bit of a wild card. If we are able to afford to obtain the artificial surface, a lot of our needs will be mitigated because not only will football probably be using the stadium field but soccer will also. You know the good thing is we have fields throughout our district as well, and while this is Chanhassen High School it doesn't mean that we still won't be using fields all over and so our currently there's a soccer facility at the middle school east and west and the campuses there can handle more varsity games so, and that's a lit field as well so we can put them there. But for, as far as practice goes, we'll probably need some more practice space for soccer. One of our 11 Park and Rec Commission - February 27, 2007 biggest needs I think will be more practice needs for baseball and softball. Baseball more than softball but we're short on those. Although again talking with Todd, that actually where you probably have most of your available space right now. I mean there's certainly some fields that we can use there. One of the things, and I don't know where this is at either but we talked about the lighting for the baseball field. If it ever comes to fruition that Chanhassen develops a, you know more of a sports town type baseball field that you know was talked about, that's certainly something that the district would certainly be willing to talk about having it's varsity team play there. This is going to be a varsity sized field and our plans right now is to play varsity games there, but it certainly, you know it wouldn't preclude us from participating in a more of a stadium complex for baseball as well. But until that happens we're going to need some practice spaces for those, so I think our two biggest ones are going to be soccer/Lacrosse and baseball. Daniel: Is there any interest at all, I know you, and obviously Steve you've had these discussions with Todd it looks like. We have gone down the path of looking at a facility similar to, not exactly like the athletic field, athletic park in Chaska in this town. In Lake Susan in particular. Where you could possibly take a look at the cost of what it would, of what incurred for building this particular site and possibly partnering with the City of Chanhassen to move that type of facility along quicker? Because really from our perspective it will be dependent upon either capital funding, or a voter referendum and if there's X amount of dollars into that particular site preparation which fencing, dugouts, outside of just trying to do a soccer field, that we could possibly partner and use that funding if the district is interested in doing that, or having those discussions. Steve Pumper: Yeah we, well let me just say we're always interested for sure…discussion. I don't want to mislead you though. This baseball field, and Jay can correct me if I'm wrong but by no means…state of the art basically. Dugout's pretty minimal. It's not a high level. I mean other than the field itself, which will be fine, and we're going to want that field I think no matter what happens, whether it's for JV or not. But it still doesn't mean that we wouldn't be interested in contributing practical dollars to build up you know a bigger complex. I can't promise that but you know certainly we'd be willing to have a dialogue. In fact I'd be willing to have dialogue with Chanhassen if you really wanted to have artificial turf on the stadium… That would help both of us the most. If we could have artificial turf on this field, it would help both the city programs and the district programs by far. Scharfenberg: Steve, what is the cost of just grass versus, now when you're talking turf right, I know some schools buy used turf but this would be brand new. Is it kind of the stuff with the ground up rubber? Steve Pumper: Yep. Scharfenberg: Type of Astroturf. Jay Pomeroy: Field turf. Scharfenberg: Field turf? What is the cost? 12 Park and Rec Commission - February 27, 2007 Jay Pomeroy: The stadium field, just so we make sure we're on track. The stadium field is going to be a sand based field. It's going to be a little harder performance field so it does rebound fast. To make the upcharge or the upgrade to a synthetic turf is about a half million dollars. The softer fields are going to be built with the existing clay soils that are out there now. To bump those up to artificial is probably about $650,000 or $700,000 per field. Give or take. So we're looking at over a million and a half if you want to get all 3 fields done. Again, our first priority would be the stadium, which is you know half a million dollars. Scharfenberg: Jonathan could you, I had one question about the trail. Can you kind of show us where the trail is on this site and then are there any issues with respect to the grading and that regarding the trail? Jonathan Duesman: Right now, sure. Again the connection point is going to be right up here, as stated in the existing… Grading lines, there are no real constraints. Everything is through here that we've got graded is going to be handicap accessible. We're maxing out at 5% up in through here and up and around. For after hours though access to the site will probably, this can be closed off the way it's looking so you know the access from a pedestrian would be you come across here and just work their way down along here, adjacent to the school and then run along this fire lane that's on the east side of the school itself. And then from there, we do have this path out connecting down here by Audubon so there'd be this north/south connection there. Lyman itself you know originally I think when we were looking at a path adjacent to both drives coming in. Right now the design discussion, we're focusing on one just central connection point coming off of Lyman. Aligning itself with a walk that runs inbetween the parent drop off here and the parking lot that is just to the south right there. So we can have a walk that goes along Lyman and then we'd have an access coming off of that, directly leading right to the front entry of the school itself. Daniel: It looks like off of our main path, kind of a loop towards the top right hand corner. Yeah, right there. Is there a connection point at that right there? I just want sure I read that correctly. Two drops down. Yeah, this is right towards the 20 is the reference point on the city path. Hoffman: I think you're looking at the creek. Daniel: Oh! Gotch ya. Jay Pomeroy: Yeah, that's Bluff Creek. Daniel: Okay, so that's for the runoff. That's not an actual path that connects up, okay. Okay, I see where the path connects now. Hoffman: Especially the new design or the re-meandered creek, that's a whole other topic but the MnDot is in there doing a wetland restoration project as a part of their work on Highway 212/312 so, that's some of the work you see but that design there is the new design of the creek. It's being taken out of this channel and re-meandered back to it's old form. 13 Park and Rec Commission - February 27, 2007 Daniel: Okay. Kelly: Is there room for a pool, if that comes to fruition in the future or not at the school? Jay Pomeroy: No. Kelly: No? Okay. Hoffman: And you said he wasn't ready to talk pool either. Daniel: What is the actual, from the point of the stadium to the north parking lot, what's the elevation drop? Jay Pomeroy: We're at a 922 elevation here and at this corner of the parking lot I believe it's about a 952. So pretty much 30 feet. Daniel: And you said there's going to be along the, is that the southeast corner here, a retaining wall along the track, correct? Jay Pomeroy: Correct. Basically it's going to start here. Kind of gradually increase in height. The maximum height that would be adjacent to the track itself would be 6 feet when we get over about here. Just off of the south side and then we just start tapering back down… Daniel: Okay. And it's going to be grass to help along? Kind of like a stadium type of approach. No pun attended but alright. Scharfenberg: Seating capacity for the stadium? Jay Pomeroy: We're matching Chaska High School so it's 1,500, give or take on the home side. About 800 on the visitor side with, we've already counted for perhaps some expansion on the home side to 2,000. Hoffman: When you say matching, that's the, not the temporary bleacher there? Matching the permanent bleachers there? Jay Pomeroy: You can reinforce…a really neat piece of the stadium is that it's a top loaded football stadium so you're kind of going into a bowl which is going to be really neat. Hoffman: Jonathan can you, I understand in talking with Paul Schlueter that there are two different kinds of walls and materials. Can you describe the two different materials and then point out some of the locations for those walls. Jonathan Duesman: Sure. What we're looking at right now is what's called a big block… standard block. Standard block I think most people are probably familiar with Keystone, the anchor type block with the smaller 8 inch height. The big block is really what it is. I mean these things are about 41 inches in depth. About 2 feet high. 4 feet wide roughly. 14 Park and Rec Commission - February 27, 2007 Hoffman: The Home Depot walls down in Chaska? Jonathan Duesman: Yeah, that's what I was going to say. Chaska Target. Originally we were really looking, we were kind of keying on some of the big blocks around the site. We just thought it probably provided, with the taller walls that we've got, that was a concern of our's, and also just kind of a uniformity throughout the site. We were kind of really at the start of things looking for the big block. Now we're seeing a lot so, the one we're looking at right now is kind of an 80-20 split. 80% of the walls would be the standard block and then the 20 would be the big block. I think what we're focusing on right now as far as the big block goes would be down the bus drive itself. There's an existing, this large wetland just to the east that we're preserving. As it works it's way right now, existing, it comes through the site just south of the school here and wraps up into this parking area…but we are preserving this portion of the wetland here. And we're going to basically have to bridge the wetland itself with a culvert situation. So we kind of focused our efforts on really using the big block on these walls back in here and then everywhere else would just be the standard block. Daniel: Todd what are we going to be able, from our perspective, at least the City of Chan, how are we, will this be part of our park system that we're going to include in our brochure with all the amenities? Similar to what we do with Chanhassen, we list the city. Hoffman: We haven't. Daniel: Or are we going to go down that path? Hoffman: Well first impression is probably not. But we haven't had those explicit discussions yet to that level of detail. This is a site, much different than a Chanhassen Elementary or Bluff Creek Elementary. Again at those locations the community has the majority of the access to the site because you don't have after school sporting activities taking place. You have children on the playground during the day and then somebody needs to manage this park at night and so you know we mow it, we maintain it. We schedule it and then we get the community out there at night. That works great. This location is not going to be a whole lot of opportunity to put the community out there in the evening, other than perhaps they'll have access to tennis, right? Steve Pumper: I would think so. Hoffman: Yeah. They'll be able to use that so, I don't think we'll be doing a lot of maintenance from the city level and I don't think we'll be doing scheduling and a lot of public access to this site. Spizale: Todd, I've got a question for you. Where, respective of that is the culvert that goes underneath the railroad tracks. Hoffman: Jonathan can point it out to you. Spizale: Is it right where that trail is? So now that trail will likely Y? 15 Park and Rec Commission - February 27, 2007 Hoffman: Y, yep. Spizale: So actually the kids that live in the neighborhood behind, Stone Creek, can walk to the school. I didn't quite catch that. I thought the culvert was farther down. That's great. Hoffman: They'll walk to school. Some of the kids…they'll be able to walk right up there. Spizale: Yeah, it's a great path. So that's when they're talking about developing right over here then. So that would Y right after, right at that point? Hoffman: Right as you come out of the tunnel you'll take a right and go right up into the school site. Spizale: Boy that's great. Steve Pumper: It did come up, just interesting at the open house we had for the neighborhood, that especially after it rains, that it's a bad spot that culvert. Like a wash out comes there and the path actually, I don't know if it's dirt and rock that gets, crosses over that so if you're biking it's a dangerous spot. Hoffman: That was previous to the improvement project. It's been improved, upgraded. The culvert's been replaced and that's… Scharfenberg: But it still does happen though occasionally. Hoffman: Does it? Scharfenberg: Yeah, with some heavy rains you still get some. Hoffman: Not like it was before. Scharfenberg: No. No. Hoffman: Yeah, that September rain we had, Powers Boulevard was closed. Scharfenberg: Any other questions? Daniel: I just have one more. Jerry, I don't know if this will be for you as well. Recreation. Other events. Basketball. Things that Chaska High School has right now with their after hours, what will be some of the programs that they have. Are we going to be partnering? Or do we need to go to Bluff Creek or are we going to look at the high school as well? Ruegemer: As far as. Daniel: Some of the basketball leagues. 16 Park and Rec Commission - February 27, 2007 Ruegemer: …facilities, that sort of thing. Daniel: Yeah. Ruegemer: That certainly is an opportunity for the future to expand existing programs that we have. Certainly we need to go through the allocation process with the school district but it certainly is a possibility for the future. Hoffman: Jackie at Jonathan is the Director of Community Ed. From what I understand, they schedule it. Right? Community Ed schedules it after hours for the most part? Steve Pumper: Yes. Hoffman: So we'll be talking with them but it's just like, we'll have access to it but they take it first and then the community has a stab at it and then after that… We want to be as a community inside and outside of the building. The theater's going to be there. There's plenty of things that are coming to town. That's one reason you know why we're so excited is that the community of Chanhassen will have great access to these facilities, not just during school days for children's activities, but in the evening for the general public to have activities as well. Spizale: Yeah, I think you guys did a great job of lining it up. You know having that wetlands to one side of it's going to be really neat. It's going to be a great view from there I would think. Jay Pomeroy: It's going to be a beautiful site. Spizale: Yeah. Yeah it is. Hoffman: Biology class will be happy. Spizale: Is there any plans to include some education with the wetlands? Steve Pumper: Oh no question. …as a matter of fact an interesting side note is, you know certainly we're going to have 100 acres with only maybe 10 acres of wetlands…but there's some schools that buy a 100 acre site and there's nothing on it and they actually put wetlands in specifically for their science programs so that's one good thing that we can take. Scharfenberg: Given the changes in elevation with some of the ballfields and that, is there concerns about drainage and that around those sites? Jay Pomeroy: I don't think so. I think we've got it actually designed. To be honest with you…grade change out there, we use it to our advantage so… Daniel: Excellent. Absolutely gorgeous. It's a great site. Scharfenberg: Thank you all for coming tonight. We appreciate it. 17 Park and Rec Commission - February 27, 2007 PROJECT SCOPE AND BUDGET AMENDMENTS, LAKE ANN PARK SHELTER AND BALLFIELD LIGHTING. Hoffman: Chair Scharfenberg, members of the commission. I want to talk about some capital improvement projects that are scheduled for 2007 at Lake Ann Park. There are two, lighting of ballfields and a year or two ago we had all 4 fields identified and then that was cut back to 2 at some point due to some budgetary and cash flow concerns. And then we also have another project unrelated to the lighting which is called Parkview Picnic area, and the thought there is that Lake Ann is our largest and most widely recognized and utilized park in the community and the pavilion doesn't meet all the needs for group picnics. Group activities. So if you think of Lake Ann Park as a piece of real estate and what it can be used for, you want to maximize your ability for the public to have access to this site and put in another shelter on top of the picnic, Parkview Picnic area will allow that to expand and wedding type of activities. Graduations. Company picnics. All those type of activities and we can expand and double that use. So we have started talking about this lighting project and we get these folks from the athletic associations in talking to us, and it became apparent that we have some 6 ballfields for baseball, softball on the site and then 1 soccer field. We have 3 of them lit already in 2 lighted projects, which we only lit 2 and then we waited for another project to light 2 more. That was…had to accomplish lighting all 7 fields in 4 lighting projects. It just didn't seem reasonable to go at it that way, and we've established a budget analysis which is the last page, second to last page in your packet. And so with these type of a forecast or financial forecast, it became apparent that the resources are going to be in the bank to allow us to finish all 4 fields instead of just 2 fields. And so it's going to be our recommendation that you request, make recommendation to the City Council that we do all 4 fields, not just 2 this year. Specifically we want to raise that budget to $400,000 for the lighting and the professional services to go along with that, and then on the Parkview picnic area we, the cost, the current CIP is $90,000. It's an old cost based on what a shelter would have cost the city oh 6 or 8, 10 years ago. It's been in the budget a while, and what we're looking for there is a, it's still going to be a pre-fab shelter but with stone pillars that would match the look of the pavilion we currently have so you tie those two buildings together. Low maintenance structure. Concrete floor. But then to bring up electricity, to brink up an access road, water is currently there but we need to integrate it within the facility. And so to get all those things done and then on top of paying for your professional services, it's our recommendation you raise that budget to $175,000, and that's based off of some actual construction that we've identified out in the field. So back to lighting. The current CIP has Fields 2 and 3, which are identified in that graphic on the last page. And then by adding the other 2 fields we would be lighting 6 and then the soccer/baseball/Lacrosse fields. And so they're outlined in red. 2, 3, 6 and the soccer. …football is currently being played on Fields 1, 4 and 5 in the fall because that's where they have the lights, and so when we talk about increasing capacity in our system, just as the athletic turf would do that, lights are the most, just the most financially responsible way to add additional capacity. If we had to go out and buy land and recreate Lake Ann Park, we could never do it for the same amount of money. So that's staff's recommendation. We'd like to hear from the commission and if you feel it's prudent to make a recommendation to the City Council in that regard. Scharfenberg: Any questions? 18 Park and Rec Commission - February 27, 2007 Kelly: Anything else being sacrificed? Hoffman: No. Kelly: In doing this additional amount of money. Okay. Hoffman: You're just digging into the bank a little deeper. Kelly: Alright. Scharfenberg: Jack? Spizale: I think it makes sense. As far as this little picnic shelter, do you have any picture or any type of a graphic type of thing to give us a feeling what that'd look like. Hoffman: I can go upstairs and grab some. A traditional rectangle style structure, but these pillars, instead of just having posts would be a masonry pillars. Concrete underneath. Filled with picnic tables and then probably either a wood shake roof to match the other shakes that we have, or a metal roof. And so it's a wide open and full of picnic tables. Spizale: Okay, so it's very open, very, and it's got electrical outlets. Any other type of? Hoffman: Water, but no modern restrooms. It would have Satellite restrooms available. Spizale: Would the water be like some type of a. Hoffman: Most likely just a hydrant located similar so you could have access to it. It wouldn't be a sink or a washing facility. Spizale: And that sits where from the other shelter? Hoffman: Straight up the hill and near where the, the map on the back shows the approximate location. Spizale: Okay. Hoffman: So if you rented the pavilion you would be parking at the beach parking lot. If you rent this you'd be parking in that parking that's directly across from Ballfield #3. Spizale: Okay. Hoffman: And once approved, we would be working with a consultant on the design. You'd be part of that, taking a look at the design and how we're going to integrate water and where are the bathrooms going to go. How many trees are we cutting down and how are we getting access to it? It's far enough up there that if you're going to have a company picnic for 300, you're going to 19 Park and Rec Commission - February 27, 2007 need to drive a vehicle to it to get supplies there so we're going to have an access road to the project. Spizale: And the reason it costs so much more is we just under estimated cost of it? And combination of the rising costs. Hoffman: Yeah, it's just an underestimated cost. You could buy a shelter for $90,000 but it's not what we want. Similar to this school, when they built the Chaska School, this school cost $60 million. Today it costs $100 million. Construction costs have just increased dramatically. And we're always optimistic. We're always conservative and sometimes that comes back to bite us. We have to be more realistic. Scharfenberg: And I talked to Glenn about this or I asked him to send me an email and he's in favor of adopting this. Going forward with the adoption of staff's recommendation so with that, any other questions? Can I have a proposal to adopt staff's recommendation to increase the CIP for the Lake Ann Shelter and the Ballfield lighting project? Daniel: I propose to adopt staff's recommendation to increase funding for the lighting of all 6 fields, including, and the soccer field, and the picnic shelter. Construction of the picnic shelter. Scharfenberg: All in favor? Or a second? Spizale: Second. Scharfenberg: Seconded by Commissioner Spizale. Daniel moved, Spizale seconded that the Park and Recreation Commission recommends that the City Council amend the 2007-2011 Capital Improvement Budget as presented in the staff report. All voted in favor and the motion carried unanimously with a vote of 4 to 0. Scharfenberg: That recommendation will then what, go to council for approval? th Hoffman: March 12. Scharfenberg: Okay. Somebody should probably be at that meeting? Hoffman: Yep. It will be scheduled so we'll send out the packet. We'll make sure if they can't be there, somebody could be there. FOURTH OF JULY FIREWORKS CONTRACT. Ruegemer: Thanks again and good evening to the commission as well. Preparing for the th upcoming 4 of July celebration, our department, mainly Nate who's in charge of all the special events for our department has solicited quotes from two separate vendors. One, our current vendor that we've used for 20 years. Melrose Pyrotechnics, and then the other, Premier 20 Park and Rec Commission - February 27, 2007 Pyrotechnics. Both companies did prepare information and quotes provided with the RFP's that th we had sent out for that. For that show coming up on July 4. After reviewing both quotes, both companies did have nice shows and did meet the specifications for the RFP that we mailed out to them. In looking at and reviewing the shows, staff does feel that the Melrose show did appear to have more value for that. It looked like they had kind of the mid-show barrage similar to what they've had in the past, which has kind of a fun atmosphere for the show itself. And then they certainly added another pre-final teaser and then it's certainly part of the kind of the uniqueness of the show and we really felt that gave Melrose kind of a leg up or kind of a more bang for our buck for the show. The City of Chanhassen has contracted with Melrose Pyrotechnics for over 20 years. We have really worked well with them. They've been very receptive to our needs when conducting the shows. They've always taken our recommendations and reviewed that. It's been a great working relationship. It always really provided a safe show for us. Naturally they're utmost priority as well for that so, and we really have developed that repoire with Melrose over the course of time and it really is, has saved us all really a lot of time and effort throughout the course of the past you know several years with that. It is staff's recommendation th that the Park and Rec Commission recommend to the City Council that they approve the 4 of July fireworks contract with Melrose Pyrotechnics in the amount of $23,000. This amount is included in our recreation program budget. The 1600 budget for 2007. And the fireworks th display will take place on Wednesday, July 4 at 10:00 p.m. at Lake Ann Park. And that show roughly is going to be in the 18 to 20 minutes range. Scharfenberg: Any questions for Jerry? Kelly: No. I just think it's kind of interesting that, maybe it was just by chance, the other bid came in at the exact same amount as, both bids were $23,000 it looks like. Ruegemer: That was our experience with the RFP process is that we provide them with that dollar amount. Kelly: Oh, okay. And then they create the show around that? Ruegemer: Right. Kelly: Okay. I think the show's great. Has been for every year I've gone. Daniel: We've had such a long relationship with Melrose, any consideration of doing a 2 year contract or a multi-year contract? Ruegemer: It's something we can take a look at with, we need to solicit additional quotes…kind of take a look at it. Hoffman: We did switch one year. We switched back. Ruegemer: 1996 we did use a. Hoffman: Oh, you remember the year. 21 Park and Rec Commission - February 27, 2007 Ruegemer: …as Todd indicated, we did switch back the next year to Melrose. Spizale: I'm going to keep this program. Daniel: Follow along. Spizale: So you know what's coming up. Ruegemer: Yeah. Spizale: You should hand these out. Sell them. Ruegemer: You bet. There you go. Scharfenberg: Alright, can I get a proposal to adopt staff's recommendation. th Daniel: Proposal to adopt staff's recommendation for the 2007 4 of July fireworks contract. Scharfenberg: Is there a second? Kelly: Second. Spizale: Second. Scharfenberg: Seconded by Commissioner Kelly and Spizale. Daniel moved, Spizale and Kelly seconded that the Park and Recreation Commission recommend that the City Council approve the Fourth of July Fireworks contract with Melrose Pyrotechnics in the amount of $23,000. All voted in favor and the motion carried unanimously with a vote of 4 to 0. RECREATION PROGRAM REPORTS: FEBRUARY FESTIVAL. Ruegemer: Thanks again. I just wanted to first of all thank all the commissioners that were present at the 2007 February Festival. Hoffman: And survived. Ruegemer: I think that certainly was an event that certainly built character within our department as well as our commissioners. One of the, well the coldest one that we've had to date. It was negative 10, negative 14. I think the actual temperature and wind chills in that 35 to 40 below range so that certainly tested our endurance that day. But all and all, with the weather being the way it was, it really was a nice event. We had oh probably 250 plus people out there 22 Park and Rec Commission - February 27, 2007 fishing, which I was surprised with the amount of the hardy souls that were there that day. And it really did turn out to be a nice event. We had some nice amenities that we could provide. We had some Hazmat tents that the fire department let us use with heat, so that certainly was a nice, and necessary component of the event. Just to keep people safe, that were out present. And I think everybody's bundled up and dressed warm with face masks and ski goggles to protect their skin and it worked out actually really good. We down sized knowing what the temperature was going to be. We kind of down sized our bathroom order to kind of try to save expenses. We cut garbage out. Really tried to kind of look at a lot of the overall expenses of the event and kind of tail that down. We drilled holes probably an hour or 2 later than we normally did. Dropped down the number of holes that we drilled, so we just adapted to it and thanks again to all of you and Todd and the rest of the park and rec staff. The park maintenance always do a fantastic job with that and I think they kind of enjoyed being out there as well so. S'mores cookout, there really wasn't, the boy scouts didn't sell any s'mores I don't believe but the intent was there. The bonfire certainly was an added feature that was an added feature that was well used. The boy scouts did enjoy being part of the, more of a part of the event with the concessions and they did a nice job on providing that service. For that sliding hill, it really wasn't used at all. I think people really tried to you know focus on the fishing part of it and as soon as that was over, people hit the road so it was a nice event and I think we had a lot of efficiencies in our department and with our area as well so. We did sell a total of 821 tickets for the contest, which is 316 tickets. Excuse me, and that was about 350 short of what we were in the past. We've been around, it's been running about 1,100 to 1,200 range approximately in the past so. 316 tickets were sold in advance, and 505 the day of the event. So actually pre-sales were actually up this year compared to last year so maybe a lot of people bought them ahead of time because they wanted to be out there on a Saturday just for the door prizes, that sort of thing too so. We were down obviously in ticket sales but you know if it had been a normal year, we would have made money on the revenues versus expense side so, you know we'll certainly take a look as the staff, and department to look at expenses to see if we can cut expenses for future years and do things more efficiently so we'll certainly take a look at a lot of those type of things in the past and we certainly…general comments that we as a staff and other, solicit other comments from people that were there and kind of listed those down on the document itself here for future years. Scharfenberg: So where was the medallion? Daniel: Sunset Ridge. Scharfenberg: Okay, that's what I thought from, I was reading some of the clues. Okay. Hoffman: Along the edge of the basketball court. Scharfenberg: Right in my neighborhood. Alright. Jerry? Daddy/Daughter. Daniel: Actually I do have one question. The Sheraton Bloomington Hotel on expenses. Was that for gifts? Ruegemer: That is actually the PA system that we use on the ice. 23 Park and Rec Commission - February 27, 2007 Daniel: Oh! I just thought maybe you went there to warm up afterwards. Ruegemer: We can make a little notation on there that that's what that's for so. Yeah, we've, I've established that contact probably 10-12 years ago and they've really kind of held their price for a number of years. It's a nice little kind of a…that we knew they'd show up with the equipment and all the cable and everything else and we just kind of cut the check and they do the work and provide that service. We had a little trouble with the cordless mic this year, just with batteries freezing and that sort of thing but you know, that's the way it is with 12 below 0 so. Kelly: Are you going to stick with the boy scouts for food or are you going to go back to the Lion's and did anyone complain? I know it was so cold but did anyone complain about the lack of beer? Ruegemer: I wouldn't say that there were complaints. People were inquiring about it but I would say that it was a deal killer by any means for people being there. I think people were just happy to have something hot to eat and that was there. I mean they did a nice job and I don't see any reason they couldn't be asked. Hoffman: The Lion's elected to stop. Kelly: Oh they did, okay. Okay. Hoffman: And we were happy to have the boy scouts pick it up. Kelly: Okay. I'm guessing they did, I don't remember, I mean people seemed to be eating the entire time so I don't know, maybe because it was so cold people were in the tent. Okay I'm in the tent, maybe I'll get a hot dog. Ruegemer: Yeah, in overall conversations with them, they seemed happy with the turnout and the money they did make with that so. And the leftover food that they had, they were having another event I believe the next weekend so they could kind of buy for both events and whatever was left over at Feb Fest, they could sell at their event the next weekend so, I think they were happy with that. That they could maximize their purchases. Hoffman: And they sell the bait too so they're there already. You know you've got one group, you might as well give them as much work as you can. Ruegemer: I guess I personally didn't view that, not having beer as a major negative. Daniel: Only a few people inquired I mean. Hoffman: They'll bring their own next year. Daniel: That's exactly it. They learn quickly. 24 Park and Rec Commission - February 27, 2007 DADDY/DAUGHTER DATE NIGHT. Ruegemer: Thanks again. Daddy/Daughter Date Night evaluation. One thing we did try differently this year, we went from a traditional Thursday-Friday for the two nights to a Friday- Saturday for that and it was pretty much at capacity both nights with 79 couples attending for the two nights. It continues to be a very successful event. One thing that we did add differently this year is in the past staff has taken the pictures of the couples and then kind of had the run during the event and go get them developed and a lot of running around this year. Nate did hire a professional photographer this year and she did come early. Set up the equipment and basically, deals like Nate added an extra $5 to the program per couple and that actually was really a smart decision because then Nate then could focus on other components of the event. And certainly as a way that we're going to go on the future as well. Just to free staff up to do other type of things. And the picture quality and the whole kind of package was much better than it has been in the past so that was a nice feature. People seemed to be very pleased with their picture and it worked out great for us so. Again we tried to kind of keep it simple. We used to do the mashed potatoes, gravy, two meats, that whole thing and really it comes down to a simpler menu with kind of finger food so to speak, because it really allows the little girls in their nice, fancy dresses weren't interested in mashed potatoes and fried chicken so we kind of went to more kid friendly food with you know French fries, chicken nuggets, that sort of thing. And then we also did lower our cost on the food as well, and went through a local catered with Millie's Deli. And that has been a nice partnership with the local business as well, and that's worked out very good. We've had a DJ again, face painting, balloons. We mentioned the photographer so it's really a nice event. Really Nate, in Nate's opinion, it seemed like a lot of people that were signed up for Saturday night were late because I think they had all day to kind of think about things and got busy in other types of maybe projects at home or running errands or that sort of thing so a lot of people were late definitely on Saturday night, and it's Nate's recommendation to go back to a Thursday-Friday again to try to, you people are still in their routine kind of for the week and kind of get them in and out. We tried you know hopefully to try different things with that and it looks like it's been maybe smart to kind of go back the other way so we'll take a look at that again for the future but a lot of the people do come back every year with the same kids, whether they fall into that age group or not. Or younger kids in their family so, great event that started a number of years ago and it is a deep tradition in many families in our community so. Spizale: I think it's great because it made money. It's in the black. Scharfenberg: Any other questions? Spizale: No. EASTER EGG CANDY HUNT. Ruegemer: Just an FYI for the commission to put the date kind of on their calendars. We do th have the Easter Egg Candy Hunt coming up at the Chan Rec Center, Saturday, April 7. We did change up the musical talent this year to try something new for that, after a number of years with the Splatter Sisters. It really was my hope to get some variety back into that area and try something new, and Nate did follow up on that so, I was happy with that. And then we will be 25 Park and Rec Commission - February 27, 2007 busy in March just getting candy and Nate's going to be distributing kind of the packets of information to the schools in March and they'll be delivered obviously before spring break so the kids will have that information if they choose to do the coloring contest and that sort of thing. They can work on that over spring break. It is shortly after they return will be the actual events th on April 7 so. We did reserve all the ballfields and all that is ready to go and we hope that we can hold the event outside again as we have done in the past. If not, we have a contingency plan to accomplish that if it is raining outside so. Daniel: Have you guys, and I unfortunately haven't been to the Easter Egg Hunt in the last couple years, since we go to one out in Excelsior from our church. Are they I guess separating, much like they do over there, the age 2 through 4 and have different areas. I know when we first went it was, you basically sent them out at one time, or different times and it turned into chaos. Ruegemer: Yeah, they are separated out by ages. We had kind of 3 different categories that are kind of separated out by age. But you know, when you have people surrounded in an area, it does get a little crazy, but you know that's why we try to separate out you know by age that people can kind of, it's a little bit more appropriate for older kids to be with older kids and not trample the little kids so. Hoffman: You've got parents boxing out for their 4 year old. Ruegemer: Good blocking. ADMINISTRATIVE PACKET. Hoffman: Big packet this time around. Attendance report is there. The one item that we will take up at the conclusion of the meeting is your recommendations on Distinguished Service Awards nominees. You have the ability to do that as a commission. Nominate citizens from the community. Special note, Met Council that they're out there looking for private funds to increase expansion. They want to expand the regional park system by 2030 from 53,000 acres to nearly 70,000 acres, and then quadruple the trails from 177 to 877 so the City of Chanhassen is not the only public entity talking about park and trails. Met Council is in full swing. Then the last two items are some development reviews. I always want to make sure the commission is aware on these smaller subdivisions, we do those administratively. If they were a larger development where we would have a trail or a park concern, we'd bring those downstairs to the commission. So in these cases we're taking park dedication in lieu of either trail construction or parkland acquisition. Daniel: Is that one on Fox Hill, is that the farm house that's right off 101? Hoffman: Yep. It's one house to go down and 3 lots for building. Scharfenberg: The farm house is going down? Hoffman: Well it's the house there. 26 Park and Rec Commission - February 27, 2007 Daniel: That used to be an old farm house I'm assuming at one point. Hoffman: Yeah, Charles Klingelhutz owned it. Daniel: Oh, then it would have been a farm house, I assume. And the other one, where's. Hoffman: That is over near Camp Tanadoona and the church. It's called the Arbors. Circled there off of Zimmerman Road. Kelly: They're re-doing that road aren't they? th Hoffman: Yes. They're going to extend that road past the church, which is West 78 Street. And take it all the way up to Dogwood and then they're going to redo Dogwood as well. Kelly: Alright. Nasty hill. That's where we ran hills up so. Especially nasty when it's 90 degrees out. Hoffman: And then related to the admin packet or other news, we are in the midst of, you will need to hold a special meeting and have interviews between now and your March meeting for commissions. We have 3 openings and we have, a total of 3 applicants right now. One of those is an encumbent, Jeff. One is a new applicant for park and rec only, and then one is an environmental applicant with parks as an alternate so we still need more people and so Tom has the opportunity to reapply as well, and others in the community, let them know. And then you will be doing some interviews in March and then the council will interview them later on as well. Scharfenberg: Do we know when those will take place yet? Hoffman: Traditionally we take the second Tuesday night so if you want to take a look and email me if that doesn't work. th Scharfenberg: The 13? Hoffman: Yep. Scharfenberg: It would just be the 3 of us? Or 4 of us. Jeff, myself, Glenn and Paula, right? Hoffman: Yeah, that would do the interviewing? Scharfenberg: Yeah. Daniel: I should be available. I don't see any conflict. Scharfenberg: Maybe I'll send out an email tomorrow after the meeting tonight just notifying everybody as of the date so they can notify you if that's alright. Okay. Any other items of business? Can I get a motion to adjourn? 27 Park and Rec Commission - February 27, 2007 Spizale moved, Daniel seconded to adjourn the Park and Recreation Commission meeting. All voted in favor and the motion carried unanimously with a vote of 4 to 0. Submitted by Todd Hoffman Park and Rec Director Prepared by Nann Opheim 28