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HomeMy WebLinkAbout2014-06-10 Park Board PacketAGENDA CITY OF EDINA, MINNESOTA PARK BOARD MEETING CITY COUNCIL CHAMBERS Tuesday, June 10, 2014 7 p.m. CALL TO ORDER II. ROLL CALL III. APPROVAL OF MEETING AGENDA IV. ADOPTION OF CONSENT AGENDA A. Approval of Minutes — Regular meeting on Tuesday, May 13, 2014 �K�]�iliihP►I��'Z��7�iltil_�►r� During "Community Comment, " the Park Board will invite residents to share relevant issues or concerns. Individuals must limit their comments to three minutes. The Chair may limit the number of speakers on the same issue in the interest of time and topic. Generally speaking, items that are elsewhere on tonight's agenda may not be addressed during Community Comment. Individuals should not expect the Chair or Board Members to respond to their comments tonight. Instead, the Board might refer the matter to staff for consideration at a future meeting. VI. REPORTS/RECOMMENDATIONS A. Nine Mile Creek Trail Alignment Approval B. Request for Proposal for Park System Master Plan VII. CORRESPONDENCE AND PETITIONS A. Council Updates B. Other Correspondence VIII. CHAIR AND BOARD MEMBER COMMENTS IX. STAFF COMMENTS rGIIIIIIIIIIIIIRTAI91110111:101 IL Ixkitil The city of Edina wants all residents to be comfortable being part of the public process. If you need assistance in the way of hearing amplification, an interpreter, large -print documents or something, please call 952-927-8861 72 hours in advance of the meeting. MINUTES OF THE REGULAR MEETING OF THE EDINA PARK BOARD HELD AT CITY HALL May 13, 2014 7 P.M. 1. CALL TO ORDER Chair Gieseke called the meeting to order at 7:02 p.m. I/. ROLL CALL Answering roll call were Members Cella, Deeds, Downing, Jones, Gieseke, Steel, Jacobson, McCormick, Segreto, Greene. Student Members present: Good and Johnson. Absent: None. 111. APPROVAL OF MEETING AGENDA Member Steel made a motion, seconded by Member Downing, to approve the meeting agenda. Ayes: Members Cella, Deeds, Downing, Jones, Gieseke, Steel, Jacobson, McCormick, Segreto, Greene. Motion carried. IV. ADOPTION OF CONSENT AGENDA Member Jones made a motion, seconded by Member Greene, to amend the April 8, 2014 Park Board Meeting Minutes as follows: Page 2, Item VI.C., should be modified to read: "she notified the Park Board that there was a proposed contract with the Wild." Further on down, it should read "she provided basic outlines of various remodeling projects..." Ayes: Members Cella, Deeds, Downing, Jones, Gieseke, Steel, Jacobson, McCormick, Segreto, Greene. Motion carried. Member Cella made a motion, seconded by Member Steel, to approve the consent agenda as follows: IV.A. Approval of Amended Minutes — Regular Park Board Meeting of April 8, 2014 Ayes: Members Cella, Deeds, Downing, Jones, Gieseke, Steel, Jacobson, McCormick, Segreto, Greene. Motion carried. V. COMMUNITY COMMENT None. VI. REPORTS/RECOMMENDATIONS VI.A. Nine Mile Creek Trail Alignment through Bredesen Park Ms. Kattreh noted Eric Nelson from Three Rivers Park District is present to go through options previously presented to the Park Board. He would like the Park Board to make a recommendation on one of the options. Mr. Nelson presented three options for the Nine Mile Regional Trail Alignment, noting that option 2 is essentially eliminated due to lack of perceived support by the Park Board as well as the significant 1 required grading and removal of existing vegetation. He pointed out the advantages and drawbacks of each option. He noted that both staff and the Three Rivers Park District are recommending option 1. Member McCormick asked about bicyclists and walkers sharing the trail. Mr. Nelson pointed out the distance on the proposal where the trail would be shared by walkers and bikers. He explained trails on bridges are 12 feet wide. Additionally, the segment of shared trail off the bridge would be widened to 10 feet. Chair Gieseke asked about any safety concerns. Mr. Nelson responded all regional trails are shared by bikers, walkers, rollerbladers, and so this trail can certainly be constructed with appropriate safety measures. Member Steel asked about safety concerns on two-way traffic. Mr. Nelson responded no, because there is a separate path for walkers, and that is adequate for two-way traffic. Ms. Kattreh pointed out the restrooms are on the east side by the parking lot, in response to a question by Member Steel. Mr. Nelson noted two-way traffic does make things easier on a regional trail. Member McCormick commented the area is dense and visibility can be challenging. Ms. Kattreh noted in areas where there is limited visibility, there may be a stripe put on the path to really delineate directions. Member Deeds expressed concern about safety where passing may occur. He agreed on the importance of striping the path. Member Jacobson asked about widening the trail to 10 feet wide on the 8 feet portions to alleviate safety concerns. Ms. Kattreh noted a two-way 8 feet trail is accepted and is standard. Member Segreto noted the twists and turns are somewhat self-limiting in terms of a bicyclist not being able to go full speed. She cautioned against widening to 10 feet, because of the environmental impacts. Member Jones asked about the grading off the bridge, and Mr. Nelson responded the grade will be S percent. Member Jones asked if Three Rivers Park District has presented this material to any other groups. Mr. Nelson responded the route has been presented to the Transportation Commission and the Edina School District, and both expressed support for the route. Member Deeds stated option 1 makes most sense, but he does not see a way of keeping the traffic one- way. He believes the trail should be striped to maintain safety. Member Steel asked about the longevity of striping. Mr. Nelson responded five to seven years is an average lifespan. Member Segreto asked about colors of striping. Mr. Nelson responded the regional trails are striped yellow and the connections are striped green. Member Downing commented it would be confusing to have the trail be two-way at one point and one- way at another point. Consistency would help bikers. Ms. Kattreh stated most of the surveying was done with walkers, and some bicyclists can be added if the Park Board chooses. The Park Board discussed the closest restrooms are Walnut Ridge or the Fred Richards/Centennial Lakes area. Member Segreto made a motion, seconded by Member Cella, to approve alignment #1 as the alignment option for the Nine Mile Creek Bike Trail. Ayes: Members Cella, Deeds, Downing, Jones, Gieseke, Steel, Jacobson, McCormick, Segreto, Greene. Motion carried. Member Steel made a motion, seconded by Member Downing, to make the Bredesen Trail two-way traffic flow with striping. Ayes: Members Cella, Deeds, Downing, Jones, Gieseke, Steel, Jacobson, McCormick, Segreto, Greene. Motion carried. VI.B. Request for Proposal for Park System Master Plan Ms. Kattreh asked for comments and feedback on the RFP. Member Steel asked about budgeting and the CIP. Ms. Kattreh responded this master plan would provide a very detailed and prioritized scheduled for improvements in the park system. Programming was not specifically called out, but it would be a component that would have to be discussed. Member Steel asked if a survey will be completed. Ms. Kattreh responded staff would like to utilize the community surveys already completed. Staff will also undergo an extensive public engagement process. Member Deeds asked about the hoped-for outcome. Ms. Kattreh responded she would like a plan that can guide the park system for the next 20 to 40 years. it will help prioritize and budget what improvements should be made in the parks. It will help staff identify trends and potential areas that are missing in the current park system. She would like to address the needs of the athletic associations and find out what the public thinks about the park system. She would like see what Edina has compared to other park systems to meet the very highest standards. Member Jones asked why the enterprise facilities were excluded from this plan, noting there has been discussion of reclassifying the enterprise facilities. Ms. Kattreh responded the facilities were eliminated because operational efficiency studies have already been completed on several of those operations. They will continue to be studied in terms of cost recovery and in terms of business plans. Member Downing commented it is important to determine how success can be measured with regard to this consulting process. Ms. Kattreh agreed it will be important to decide upon a set of criteria. Member Cella asked about Fred Richards. Ms. Kattreh agreed there are multiple concurrent projects. It might not be an ideal scenario, but this is the given timeframe. 3 Member Steel asked about the public input process for Fred Richards repurposing. Ms. Kattreh responded the public engagement process starts June 12, including public meetings, visits at the site, and other techniques to engage residents who live in the neighborhood and residents throughout the city. Member Steel noted the Edina School District is beginning a strategic planning process in a couple of months. Ms. Kattreh noted there is a very detailed inventory of all the sports facilities in the city that was used for the Sports Dome. The Park Board discussed whether the proposed RFP will be able to address the various issues facing the park system right now and in the future, including the repurposing of Fred Richards and a possible new community center in the Grandview redevelopment district. Also discussed was whether adequate funding is available to make this RFP as effective and helpful as it could be. Member Jones made a motion, seconded by Member Downing that the strategic master planning subcommittee meet and come back to the Park Board with a proposal at the June Park Board meeting. Member Steel suggested that the RFP be edited so that the points are as broad as possible, and that the priorities are as listed at the top. Ayes: Members Cella, Downing, Jones, Gieseke, Steel, Jacobson, McCormick, Segreto, Greene. Motion Carried. VI.C. Braemar Golf Course Master Plan Task Force Ms. Kattreh asked for a recommendation of two Park Board members to the Braemar Golf Course Master Plan Task Force. Members McCormick and Deeds volunteered for the task force. Chair Gieseke made a motion, seconded by Member Segreto, to recommend Members McCormick and Deeds to the Braemar Golf Course Master Plan Task Force. Ayes: Members Cella, Downing, Jones, Gieseke, Steel, Jacobson, McCormick, Segreto, Greene. Motion Carried. VI.D. Fred Richards Reuse Study Ms. Kattreh reviewed the timeline of the Fred Richards reuse process to date and highlighted the future key dates and action items. Member Downing asked about the communications process back to the public. Ms. Kattreh responded the consultant will be able to advise the most effective communications process, and the Communications Department will be involved. Mailings will be utilized as well as press releases, the website, and social media. Ms. Kattreh noted the Park Board will be a significant stakeholder in this process, and staff will keep the Park Board up-to-date on the site walks, the meetings, and everything else related. The consultant will help identify other stakeholders as well, including Three Rivers Park District and Nine Mile Creek Watershed District. 4 Ms. Kattreh noted there has not been a discussion regarding the budget for repurposing at this stage. VI.E. 2014 Park Board Work Plan Projects Chair Gieseke asked for Park Board feedback on any priorities in the work plan. Member Jones asked about including green initiatives in the strategic master planning process. Member Deeds stated a conversation needs to begin on cost recovery goals for enterprise facilities. Member Steel added that cost recovery goals should be included as part of the strategic master planning process. Member Downing volunteered for the subcommittee on fundraising for Parks & Recreation. Member Jones suggested the subcommittee can now meet to begin brainstorming. Member Cella asked about the Wooddale Park barrier -free playground equipment and a possible matching grant. Ms. Kattreh responded there has been no movement on that project to date. In response to a question from Member Cella, Ms. Kattreh reported staff is holding off on Arneson Acres until later this year as the master planning process gets underway. Staff also does not have a lot of extra time right now to devote to that master plan. Member Cella suggested staff communicate about the timeline with the Garden Council, the donors. Ms. Kattreh concurred. Member Segreto offered to work on the Urban Forest Initiative. Ms. Kattreh stated that will be coordinated with the Energy and Environment Commission as well. Member Cella commented on the amount of money allocated towards Fred Richards, Braemar, and Arneson Acres, as compared with the strategic master plan. She emphasized the importance of funding priorities. Ms. Kattreh commented on the cost recovery goals, suggesting a committee of Park Board members who would meet with facility managers and help provide insight and direction from the Park Board to help guide staff in the next round of business plans. She would like to see improved understanding of expenses and business plans; the City Council would be interested in hearing a report from the Park Board regarding what is a feasible cost recovery percentage. CORRESPONDENCE AND PETITIONS VII.A. Council Updates No discussion. VII.B. Other Correspondence No discussion. VII.C. Veteran's Memorial Committee, March 21, 2014 Minutes No discussion. Vlll. CHAIR AND BOARD MEMBER COMMENTS Member Jones asked about the status of the proposed contract with the Wild. Ms. Kattreh responded the Wild have not responded to the proposed contract, so staff is patiently waiting. Member Jones noted she served on the Grandview steering committee for two years, during which time a framework was developed. After the framework was approved, the City Council directed the Park Board to handle the next step, which would be to address the community needs, which would drive building needs. The Park Board was given a seat on the Citizen Advisory Team. She commended Sue Jacobson for representing the Park Board with her vote, which states an unbiased consultant should be hired to pursue what community needs would be. The City Council will be voting on the next step on May 20. Two members of the Grandview CAT would prefer partnering with a developer on the next step. IX. STAFF COMMENTS Ms. Kattreh provided the following update: this Saturday is the National Kids to Parks Day at Rosland Park; the Community Garden is open for planting; last week was the groundbreaking for the Braemar Sports Dome; two scoreboards were dedicated at Pamela Park; Centennial Lakes Park is open for the season; the Edina Aquatic Center is opening on June 7; and the second and final bid package for the Braemar Sports Dome and outdoor rink projects along with the Pamela Park site work bid package are opening soon as well. X. ADJOURNMENT Chair Gieseke made a motion, seconded by Member Downing, to adjourn the meeting at 8:54 p.m. Ayes: Members Cella, Downing, Jones, Gieseke, Steel, Jacobson, McCormick, Segreto, Greene. Motion carried. The meeting adjourned at 8:54 p.m. I: oe;tit W 0 • ,SCC>RYOS4!'S�� • 1888 To: Park Board Agenda Item #: VI.A. From: Ann Kattreh Action ❑x Parks & Recreation Director Discussion ❑ Date: June 10, 2014 Information ❑ Subject: Nine Mile Creek Trail Alignment Approval Action Requested: Approve the alignment of the Nine Mile Creek Trail through Edina. Information / Background: Three Rivers Park District has the following timeline for the Nine Mile Creek Trail project: Identification of Final Trail Alignment June Joint Park Board Review of Design/Alignment 6/10/14 City Council Review/Approval of Final Trail Design/Alignment 7/1/14 Preliminary Engineering Complete September Construction Documents December Regional Trail Agreement with City Fall Out to Bid January 2015 Construction Begins Early 2015 Construction Completed Early 2017 Trail Opens Spring 2017 The Park District has secured $6 million in Federal and State Legacy grants for the East Segment and are currently seeking federal funds for the West Segment. The District has decided to design and construct the trail as one project instead of independently. This approach will save over 10% in project costs. The entire project is expected to cost $22 million. Attachments: Nine Mile Creek Trail Maps City of Edina • 4801 W. 501h St. • Edina, MN 55424 1" THREE RIVERS PARK SEGMENT Cl—A FILE N0. 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S ..0 in .x t T n To: Park Board From: Ann Kattreh Parks & Recreation Director Date: June 10, 2014 Subject: Request for Proposal for Park System Master Plan e w o E9 . 'CORPOI�`I/ LBBB Agenda Item #: VI -B. Action X❑ Discussion ❑ Information ❑ Action Requested: Approve a Request for Proposal for a consultant to facilitate the park system master planning process, including a recommendation on the community survey portion of the project. Information / Background: The Parks & Recreation Department has a 2013 CIP project of Park Planning and Design/Parks Comprehensive Master Plan. Unfortunately, the project was delayed due to a variety of factors, most notably staff time constraints. The Park Board has a related item of "Strategic Planning with a Comprehensive Needs Assessment" on their 2014 Work Plan. The attached document reflects the recommended changes and additions suggested by the working group and the May 2014 Park Board meeting. Staff recommends that a GIS (Geographic Information System) inventory be completed as a separate project from this master plan. The GIS information will be helpful to the master plan consultant in the preparation of a master plan. The GIS project will build a comprehensive digital inventory of the parks, recreation facilities and trail system as well as compile demographic and other geographically based decision support information. It will also provide a user friendly interface on the website for park users and will interface with the Park Maintenance and Public Works Departments on work orders. This project will be completed by the end of August. Staff requests that the Park Board make a decision on the completion of a community survey. A community survey would cost approximately $20,000. Staff does not recommend doing a community survey at this time, however if the Park Board would like this to be completed as part of the master planning process, staff recommends completing the survey outside of the scope of the master plan consultant. This work could be done under separate contract by one of the vendors that previously completed surveys for the city. Another option for consideration would be to wait to make a decision on a community survey until after consultant proposals are received. At that time the Park Board will have a better idea of the proposed public engagement plan. The total master plan project budget is $90,000. City of Edina • 4801 W. 501h St. • Edina, MN 55424 REPORT / RECOMMENDATION Page 2 If the Park Board approves the Request for Proposal, staff will solicit potential master plan consultants in June. Consultant selection will take place in July and City Council approval will take place on August 5, 2014. Work could begin on the master planning process later in August. The project is expected to take at least 12 months to complete. Attachments: Revised DRAFT Request for Proposal for City of Edina Park System Master Plan DRAFT Edina Park System Master Plan The City of Edina is seeking professional planning services for the development of a Park, Recreation and Trails Systems Master Plan. This comprehensive planning document will provide a clear 20 -year vision for the Edina park system and provide a basis for decision making regarding development and redevelopment of parks, local and regional trail connections, recreational opportunities and funding. PLANNING PROCESS • Consultants will meet a minimum of six times with Parks & Recreation Department staff and Park Board Strategic Planning Working Group, the primary project overseer, which has already been appointed. • In addition to the working group, the Edina Parks & Recreation Department staff, Park Board and City Council will guide the planning process lead by consultants. • Consultants will also confer with other related city departments (Park Maintenance, Engineering, Public Works, Finance, Public Safety, etc.) to provide technical guidance. • Strategic planning will be coordinated with ongoing planning and design initiatives such as Three Rivers Parks/Nine Mile Creek Trail, Grandview Area planning, Fred Richards repurpose, etc. • Final recommendation and facility inventory should consider the entire park system; however, detailed studies have already been completed on most park enterprise facilities (Braemar Golf Course, Braemar Arena, Edina Art Center, Centennial Lakes Park, Edinborough Park, Edina Aquatic Center). • The City will complete a comprehensive GIS digital inventory of the City of Edina's parks, recreation facilities and trail system, as well as compile demographics and geographically based decision support information. This inventory will be completed by August 29, 2014. • A city-wide needs assessment survey will be completed by an outside consultant. This work will be completed by August 31, 2014. • The project is to be completed within 12 months. SCOPE OF WORK • Collaborate with Edina Parks & Recreation Department and Park Board to design a user- friendly park system master plan report including maps, photos, diagrams, charts and narrative text to guide the implementation of the community's vision for a sustainable 21St century park and recreation system. • Collect and review pertinent background information such as GIS data, aerial photography, Comprehensive Plan, Comprehensive Water Resources Management Plan, Bike Plan, Grandview Area redevelopment study, community survey, etc. to establish a baseline for existing demographic and socio economic conditions. • Research and identify current and emerging trends in peer and aspirational communities and national standards in areas including but not limited to: a. Land b. Trails c. Facilities d. Athletic fields e. Equipment f. Maintenance g. Operations/level of service h. Public art i. Conservation and land stewardship j. Green technologies k. Life-long learning I. Wayfinding • Draft and implement a public engagement plan to help identify needs, strengths, weaknesses and opportunities of the city's park system. This plan should include a project -specific web page, either hosted by the city or consultant. • Make recommendations on classification of park system entities according to the National Parks and Recreation Association guidelines. • Based on the researched trends and the public engagement process, develop and draft a final implementation plan which will include identification of capital costs, prioritization and phasing of improvements and upgrades. • Assist in the plan approval and adoption process. PROPOSAL CONTENT Please provide: • A statement of the objectives, goals and tasks to illustrate the firm's view and understanding of the proposed project. • A description of deliverables to be provided. • An outline of the firm's background and experience with similar projects and a list of personnel who will work on this project. The project manager identified in this proposal will remain in place throughout the project as long as he/she is still employed by the firm. Any changes in other key personnel assigned to the project will need written permission of the project manager. • A detailed work plan that identifies major tasks to be completed. A timeline for those tasks will be used as a'scheduling and management tool. Please identify any optional and add -alternate tasks in this area in a detailed cost breakdown. • A detailed cost breakdown for the tasks to be performed. Please indicate any assumptions made (i.e. number of meetings, number of drafts, etc.) and include this information with the cost proposal. Total dollar cost for the entire project should also be included. • Due to the nature of public and agency involvement, it is difficult to pinpoint the exact number of meetings that will be required before a project begins. The consultant is expected to make an educated guess at the number of these meetings in the work plan and in the cost breakdown. Please prepare a typical per meeting cost for the various meeting types expected as part of this project such as Park Board and City Council meetings, open houses, focus groups, etc. • Proposed public engagement plan. All proposals should be submitted via postal mail to: Ann Kattreh, Parks & Recreation Director 4801 W. 50th St. Edina, MN 55424 akattreh@edinamn.gov All proposals must be received no later than 4 p.m. (central time) on June 27, 2014. Late proposals will not be considered. Please submit ten copies of the proposal. PROPOSAL EVALUATION Representatives from the City of Edina will evaluate all responses received by the deadline. An interview may be a part of the evaluation process. The proposals will be evaluated in four areas: 1. Project Understanding/Objectives 2. Qualifications/Experience of personnel working on the project 3. Work Plan/Schedule 4. Cost The city will select a firm that provides a thorough public engagement process, can deliver the project in a timely manner, has quality personnel and experience in park system master planning and can deliver a quality final product for a reasonable cost. It is expected that the evaluation and selection will be completed by August 4, 2014. To: Park Board From: Ann Kattreh Parks & Recreation Director Date: June 10, 2014 Subject: Council Updates Action Requested: No Action is Necessary. Information / Background: ORPOlUK OP 19a9 Agenda Item #: VII.A. Action ❑ Discussion ❑ Information 0 Please see the City Council Updates from their May 20 and June 3 City Council Meetings. City of Edina • 4801 W. 50th St. • Edina, MN 55424 City Council Updates Tuesday, May 20, 2014 Nothing to Report Tuesday, June 3, 2014 • Approved purchase of artificial turf for Pamela Park renovation • Approved quote and bid packages for Pamela Park site work • Approved Sports Dome, Rink and Arena bid package two which includes dome foundation, site electrical, landscaping, accessory building, storage building and East Arena renovations f I To: Park Board From: Ann Kattreh Parks & Recreation Director Date: June 10, 2014 Subject: Other Correspondence Action Requested: No action is necessary. Information / Background: Agenda Item #: VII.B. Attached are correspondence received since the last Park Board meeting. City of Edina - 4801 W. 50th St. • Edina, MN 55424 Action ❑ Discussion ❑ Information x❑ I Fred Richards Golf Course Correspondence (From to May 11, 2014 to present) Seventh set of emai/s/correspondence NNN NNNNNN .............................. From: DK0777 [ma i]to:dko777Ccbcomcast. net] Sent: Sunday, May 11, 2014 3:28 PM To: Edina Mail Subject: Fwd: "The Fred" Hello Mr. Mayor!... thought I would copy you on the message below to the Sun Newspaper really appreciate the stand you have taken on "The Fred". Lets hope that all sides can be heard in a responsible manner and the right decision for our fair city is the result. Duaine Olson ----- Forwarded Message ----- From: DK0777 <dko777@comcast.net> To: lisa kaczke <lisa.kaczke@ecm-inc.com> Sent: Fri, 09 May 2014 20:02:10 -0000 (UTC) Subject: "The Fred" The letter to the editor in last week's edition, regarding "The Fred Richards Golf Course" really hits home and it ties in with the opinion of our Mayor, James B. Hovland. We need to slow down! ... What will happen with the Braemar study and renovation? "The Fred" is one of our remaining "patches of green" we have left in our fair city. Keep it alive until all the dust clears. I say "green". Lets sit up and take notice of what remains "green" in our fair city. If the final decision is made to close down "The Fred", shortly thereafter, the machines will go to work and eliminate another patch of green and folks, our fair city is running out of "patches of green". Edina is boxed in, all four sides, with major highways and freeways. Think of the pollution emitting from the automobile traffic that surrounds us. And the never-ending traffic traveling our own roads north and south, east and west .... I wonder what the pollution count would be, around us and above us, if we checked? If The Fred" is closed down and yet more condos and apartments are built in our fair city, that just brings in more people, more cars and more pollution. If The Fred" is closed down, where do our "Juniors and Seniors play golf at a very reasonable fee? One thing for certain, the citizens of Edina who play at our two private courses need not worry. They are not shutting down! Let's sit up and take notice of what our Mayor, Mr. Jim Hovland and last weeks writer, Dick Erlandson have to say! ... Slow Down! Save the Green!, Save the Green!, Save the Green! Duaine Olson 7601 Edinborough Way, 96301 Edina, Mn. 55435 dko777@comcast.net 612-201-3487