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1986 12 02 (2) ~ Park and Recreation Commission Meetin- December 2, 1986 Commissioners Present: Michael Lynch, Michael Rosenwald, Curt . Robinson, Wallace McKay, Susan Boyt, and Jim Mady. Lori Sietsema was also present and Charlie Robbins was absent. Minutes Robinson moved to recommend the acceptance of the minutes dated October 7, 1986. The motion was seconded by Mady and carried unanimously. Comprehensive Plan Updating Process: A. Park Needs Survey Sietsema explained that the City Council reviewed the request to hire a temporary employee to assist in the survey process. She said that the Council reviewed the rough draft of the survey as well and were concerned that it did not represent the current position of the City in regards to parks. They were also con- cerned about the method of distribution and the estimated number of responses. It was suggested that the Park and Recreation Com- mission meet with residents in each area to discuss the City's current position and location of existing parks, with a survey distributed at the end. McKay said that this method does not represent a scientific sur- vey, but the gathering of opinions of the movers and shakers in . each neighborhood. Rosenwald said that it did not appear as though the City Council understood what the Commission wanted. Mady suggested that the response would merely be that of the most vocal people in each neighborhood. Rosenwald said that he would rather each Commissioner take the survey house to house to insure a high rate of return. Lynch said that these meetings would not be proper as only the people interested in the parks will show up. In addition, he said that there would be too many areas not accounted for if only homeowners associations were met with. He said that a general mailing would be more defensible. Robinson said that, as a resident, he would be more likely to fill out a survey than attend a meeting. Rosenwald indicated he would rather go back to the original plan. Boyt suggested resubmitting the original request in January as the new Council would be more receptive to Park and Recreation Commission requests. McKay said that he detected a lack of understanding by the City Council of what the Commission wanted to accomplish. He said it seemed that items are sent to the Council as a concept and miscommunicated by staff. He said that the Commission needed to send clearer recommendations with more substantial background. McKay said that he would like to hear from this St. Thomas stu- . dent what their recommendation would be on how to proceed with the survey. At that point the Commission could make a recommen- dation to the City Council with the expert's backing. He . . . Park and Recreation Commission Minutes December 2, 1986 Page 2 continued to say that things needed to be better defined and more concise with the supporting rationale before going on to Council. Lynch suggested having a joint meeting with the City Council to identify and agree upon goals and objectives for the Park and Recreation Commission. McKay said that the Commission should establish an agenda for such a meeting listing the Commission's goals and objectives. Lynch said he would like the Council to explain to the Commission how they would like procedural matters handled so as to be consistent. Lynch moved to have a meeting set up with the City Council in mid-January and to discuss the goals and objectives at the next Commission meeting. Rosenwald seconded the motion and it carried unanimously. The Commissioners agreed to each send their list of goals and objectives to Sietsema, who would then compile them for the January Commission meeting. McKay said that the Commission should discuss areas that goals should be developed, such as the Comprehensive Plan, survey, and park dedication. Mady suggested continuing this discussion at the end of the meeting. Lunch directed staff to contact St. Thomas, Mankato State, and the 0 of M for individuals who would be interested in the survey assistant position. He said to have them send their qualifica- tions, what they would charge, and the time they expected it would take to complete. He asked staff to bring this information to the next meeting so the Commission could make a selection by February. B. Comprehensive Plan Amendments Sietsema said that Koegler had started updating the existing Comprehensive Plan and those amendments were enclosed for the Commission's review. She said that no action was necessary if the amendments were acceptable. Lynch said that he would like the Plan to show who each park is intended to serve, the number of houses it serves and which park classification it is. He said each park description should include a "State of the Parks" which would include the history, area served, number served, existing facilities, facilities planned, what limitations exist, and what complications exist. McKay said that the classifications in the existing plan are con- fusing. He said that it was confusing that some neighborhood parks are passive and others have been developed for active use. He said he would also like Koegler to determine standard criteria for each type of park, regarding facilities. Park and Recreation Commission Minutes December 2, 1986 Page 3 . Sietsema said that it may not be appropriate to develop each type of park the same. She said that different neighborhoods have different personalities and needs. Mckay said he wants to know what is appropriate for each type of park. He said that standard criteria was needed to treat each park development request equal. He said that he feels that staff has no long range planning when it comes to park development and just plays it by ear. He said that since he has been on the Com- mission, it has only been the "squeaky wheel that gets the oil" and he resents the looseness in the way decisions are dealt with. Lynch said that although long range planning is needed, inflexa- bility tends to cause waste. He said that criteria was needed that would determine what the minimum size is for a park to be considered for a ballfield, or what the minimum size for a park should be, or how close to a highway is acceptable to develop park facilities. Boyt said that if such criteria is included in the Comprehensive Plan, the Commission will be better equipt to make sound deci- sions, which will be defendable to the City Council. She said criteria that would state "a ten acre park is eligible for..." or . "a three acre park is eligible for ..." She said she would like to know what is appropriate for each size park. Boyt said that the Compo Plan should also identify where poten- tial parks should be for long range planning. Capital Improvement Program Budget Sietsema said that the Commission had prepared a Capital Improve- ment Program in September and recommended its adoption in the 1987 budget. She said that she was bringing it back to the Com- mission for reconsideration. Sietsema said that the proposed CIP Budget identifies $25,000 for trail development and that perhaps this request was premature as we do not know how much the total will be for trail development. The trail plan is currently underway and cost estimates have not yet been established. She said once the trail plan has been completed, the Commission will have to look at how it will be financed. She recommended taking the $25,000 for trail develop- ment out of the 1987 CIP Budget. She noted that when the trail plan is completed the Commission could then go to the City Coun- cil with a budget amendment request. It was stated that other items that are dependent on future events should also be taken out, such as the development of Lake . Susan Park (which depends upon the HRA acquisition of an addi- tional 8 acres). . . . Park and Recreation Commission Minutes December 2, 1986 Page 4 Rosenwald said that if this was done, he would suggest stating for the record that it is anticipated that the Commission will be asking for a budget amendment in 1987 upon the completion of the trail plan. This will let the Council know we are looking ahead and there will not be any suprises. Lynch suggested making a contigency list: -Lake Susan running track (pending the acquisition of addi- tional 8 acres) -trail development (pending the completion of the trail plan and estimated costs of such a plan) -Herman Field Access Development (pending the results of the access plan) Rosenwald moved to amend the original proposed 1987 Capital Improvement Plan Budget to delete the running track at Lake Susan ($1000), the trail development funds ($25,000), the Herman Field development ($5,000), and to add $3,500 for the development of an access plan for Herman Field. This brings the total request to $80,500. The motion was seconded by Boyt and carried unanimously. McKay said he would like to know how much is in the Park budget. He said that staff should be able to provide the Commission with the financial status and projections. McKay moved to request the balances for the 1987 Capital Fund, the 1987 estimated Capital Fund income, and any earmarked funds that are a part of the beginning balance, in order that the Com- mission can enhance its recommendation for this fund. The motion was seconded by Boyt and carried unanimously. Commissioner Appointments Sietsema said the terms of office were to expire on December 31, 1986 for Boyt, Lynch, Rosenwald, and Robbins. She said that the Commission was to make a recommendation to the City Council as to reappoint or advertise the vacant positions. She said that she received a call from Robbins who said that he would not be interested in a reappointment. Lynch, Boyt and Rosenwald all indicated they would like to be reappointed for another term. McKay moved to recommend the reappointment of Lynch, Boyt, Rosen- wald and Robbins and the authorization to the advertisement for the vacant position of any who do not wish to continue. The motion was seconded by Robinson and carried unanimously. Park and Recreation Commission Minutes December 2, 1986 Page 5 . Herman Field Access Plan Mady moved to recommend the authorization of Van Doren Hazard Stallings to prepare an access plan for Herman Field at an esti- mated cost of $2,500-3,500. The motion was seconded by McKay and carried unanimously. Eagle Scout Project Update Sietsema said that she received a letter from Steve White regarding his Eagle Scout Project at Chanhassen Pond Park. White said that because of weather and other difficulties he was not able to complete the project this fall. He said he will continue to work on the project next spring and gave June 30, 1987 as an estimated completion date. McKay asked staff to send White a letter of thanks. Discussion of Commission/City Council Goals and Objectives McKay said that specific areas should be identified to set goals, i.e. how we run meetings. Mady said problem areas should also be . identified, i.e. how does the Commission interface with the Coun- cil. McKay said the the Commission lacks the financial data to base decisions. Mady said Chanhassen's part in park development should be discussed. Boyt said the survey should be included. Lynch said that the City needs to plan for when the City will take over the youth athletic programs. Boyt said the Commission should ask when a referendum for trail development would be con- sidered. Mady said that it did not sound like the City has much tax base for a bond issue. Lynch said the Commission should establish when and if the City should consider a Community Center. McKay said a long range plan should be developed. He said there was a problem with the Council's confidence with the Park and Recreation Commission. Mady moved to adjourn the meeting. The motion was seconded by Robinson and carried unanimously. Prepared by Lori Sietsema Park and Recreation Coordinator .