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HomeMy WebLinkAbout2024-11-21 Parks and Trails Minutes1 Corcoran Parks and Trails Meeting Minutes November 21, 2024 - 7:00 pm The Corcoran Parks and Trails Commission met on November 21, 2024, at City Hall in Corcoran, MN. Present were Commissioners Anderson, Erzberger, Friedrich, Nybo, Schmidt, and Strehler. Absent was Commissioner Christenson. Present at City Hall was Recreation Supervisor Christensen Buck, Public Works Director Mattson, and City Administrator Tobin. 1. Call to Order/Roll Call Vice-Chair Friedrich called the meeting to order at 7:00 pm. 2. Pledge of Allegiance Vice-Chair Friedrich invited all in attendance to rise and join in the Pledge of Allegiance. 3. Agenda Approval Motion: Made by Nybo, seconded by Erzberger, to approve the agenda as presented. Voting Aye: Anderson, Erzberger, Friedrich, Nybo, Schmidt, and Strehler. (Motion carried 6:0) 4. Minutes a. Minutes – October 17, 2024, Meeting Motion: Made by Friedrich, seconded by Anderson, to approve the minutes as presented. Voting Aye: Anderson, Erzberger, Friedrich, Nybo, Schmidt, and Strehler. (Motion carried 6:0) 5. Open Forum Recreation Supervisor Christensen Buck noted no attendance in the audience. 6. Presentations – None 7. Unfinished Business a. Winter Trail Maintenance Update Public Works Director Mattson updated the Commission on the current status of the winter trail maintenance system starting with background from the discussion held on this topic in 2023 when a draft Snow and Ice Policy, and related ordinances were reviewed by the Commission in 2023. He clarified that while the ordinances were adopted, implementation of the policy was paused since limited new trails have been accepted by the City with the notable exception of the new Hackamore Road trail. It was explained that currently the 2025 budget and projected investments does not include anything set aside for winter maintenance. The City Council is starting to move forward with more aggressive project close out measures, so the City does anticipate accepting several portions of trails at Bass Lake Crossing and Ravinia over the winter. Recent efforts in Ravinia to repair damaged trails not yet accepted were noted. It was also stated the City updated the Engineering Design Detail Plates to include root barriers to minimize damage in the future. He disclosed that winter trails maintenance is expensive, and it is unclear how this is to be paid for among other competing interests. He asked the Commission to provide guidance as to priority areas for maintenance to bring back to City Council for discussion. Commission Nybo asked what the City currently has for equipment for winter maintenance of paved trails. Public Works Director Mattson explained that the equipment required depends on the trail; currently, there are trailers, trucks, tractors, and smaller equipment, such as a blower attachment, that can be utilized for winter trail maintenance. Commissioner Erzberger asked what paths Public Works Director recommends for maintenance based on the current equipment available or other criteria to consider. 2 Public Works Director Mattson recommended considering connectivity of the trail and use of the trail when prioritizing maintenance more so than the type of equipment required. City Administrator Tobin clarified that in addition to the delay in accepting new trails part of the reason why it was not budgeted was due to direction from City Council to maintain a flat tax rate which makes it difficult to provide new services as this generates new expenses, such as people and equipment. It was noted the bulk of the City’s trails are recreational and are not relied on as routes to get to school or work. He stated not plowing trails can be better for winter recreation, such as snowshoeing, while noting neighborhoods with older populations benefit from the use of salt in addition to clearing snow. He added Three Rivers Park District recently confirmed they will not maintain their regional trails in the winter season, so this also needs to be a consideration for the City when contemplating service standards and budget constraints. Another strategy discussed was to handle trail maintenance through Homeowners Associations, such as Bass Lake Crossing, and what agreements would need to be in place for HOAs to maintain City-owned trails. Public Works Director Mattson stated a winter maintenance system will always lead to some level of complaints as it is a challenging standard to achieve. He provided that setting realistic expectations while coordinating efforts and timing of snow removal are important elements to contemplate to minimize conflict caused by disorganized sequencing in snow removal efforts. Commissioner Friedrich posed the question whether walkable trails in Corcoran are desired all year round or on a seasonal basis. She stated keeping in mind the current spacing of available trails in Corcoran it may make sense for winter trail maintenance to wait for another 5 years. She asked if residents maintain their own sidewalks. Public Works Director Mattson confirmed the City has an ordinance requiring property owners, or HOAs, to clear their respective sidewalk. Commissioner Friedrich asked what the current plan is for sequencing of snow removal by the City. Public Works Director Mattson stated determining the priority and timing of snow removal on trails would be the second step in the planning process after affirming a desire to invest in winter trail maintenance. He explained the draft Snow and Ice Policy discussed in 2023 mimicked Chanhassen’s policy and classified routes as “Priority A” and “Priority B”. “Priority A” is typically main streets and are eligible for overtime. “Priority B” would likely be handled as a second round or shift of plowing for neighborhood streets, side streets, and priority trails. Commissioner Friedrich asked for clarification that trails would not be eligible for overtime pay and would be completed as time allows. City Administrator Tobin confirmed that would be the case. Commissioner Erzberger stated a desire to prioritize any trails that provide a route for students to a pickup stop for school should be considered a priority should such a route ever be created in the future. He also stated that maintenance of trails in areas that don’t have a sidewalk should also be considered. Commissioner Anderson provided an example of how snow removal efforts can be impeded by wind; he suggested that it may be better to post that trails can be used during the winter at the users’ own risk. Commissioner Schmidt stated that it may make sense for Corcoran’s trails to not be plowed in favor of winter recreational opportunities. He asked if there is a ballpark figure to reference in order to understand the cost to maintain a mile of trail to allow for better planning in the future. City Administrator Tobin and Public Works Director Mattson stated a range could be provided after collecting data on different factors. Commissioner Friedrich stated there may eventually be a loop in Ravinia based on the trail map that may make sense for winter maintenance. Public Works Director Mattson agreed and stated there will be more loops in Bellwether too as that development starts to close out. He explained the City receives a lot of requests to plow the trail on County Road 19 which is a Three Rivers trail. He stated the City can receive a small stipend to do this, but staff is not recommending this trail be plowed at this time. He agreed with previous comments that wind does cause snow to drift which will create a need to plow more frequently and regularly. Commissioner Friedrich asked if there is a way to mark trails for winter recreation opportunities so that they are not lost under the snow. City Administrator Tobin confirmed there are inexpensive strategies, such as colored flat posts, that can be used to mark trails. Commissioner Friedrich asked if marking the trails and replacing markers as needed would become a 3 maintenance issue of Public Works. Public Works Director Mattson confirmed that would be a task completed by Public Works but they do mark key areas currently. He explained this is less expensive than maintaining the trails but agreed there would be some additional expense to mark the trails. Commissioner Friedrich stated she also experiences large snow drifts and sees how this could become a problem with upkeeping trails in the winter. She asked when all the trails are expected to be accepted as it may make sense to develop a maintenance plan once all the trails are accepted and main trails can be identified in specific portions of the City. Public Works Director Mattson explained the acceptance of trail would be on a rolling basis, and he anticipates there will be less of gap between initial construction and City acceptance of trails. City Administrator Tobin posed the question of what happens with and what is desired for snow mobile trails in the long-term as the City develops. Commissioner Friedrich stated that as the remaster of City park moves forward, there could be a trail that provide a full loop and would be used more frequently by the general public to the level that winter maintenance is justified. Public Works Director Mattson agreed this makes sense particularly because equipment can be stored at City park for this maintenance rather than hauling equipment from the Public Works facility. Commissioner Erzberger asked about winter maintenance level anticipated as it relates to the planned park building at City Park. He added it makes sense that this would be a more accessible area prioritized for maintenance. He noted it seems like isolated plowing seems more feasible for a short-term approach. Commissioner Anderson asked if the Northwest Trails Association still utilizes trails in the City for snowmobiling adding they have been a good partner with the City over the years. Commissioner Schmidt asked whether the City or the Northwest Trails Association maps snowmobile trails. Public Works Director Mattson explained Northwest Trails Association provides a map of negotiated trails for snowmobiling independent from the City. He noted that sometimes the trails cross right-of-way and as properties develop the trail alignment can change. He added the City partners with the Northwest Trails Association as it relates to grants they receive. Commissioner Friedrich stated the City may want to consider snowmobiling while determining the long-term vision for winter recreation. She also posed the question on whether Corcoran will ever be a walkable community or if it will be more spread out. If it won’t be a walkable community with destinations, then maybe it makes sense for trails to focus on winter recreational opportunities. Public Works Director Mattson provided his opinion that best case scenario there will be localized areas that are walkable, such as the planned downtown area once it is built out. Commissioner Erzberger stated the draft Ice and Snow Policy talks about property damage but does not seem to contemplate property damage as a result of maintaining trails noting damage to items such as fencing and landscaping should be considered as part of the policy. Public Works Director Mattson explained the standard trail easement is 20’ and the standard trail width is 8’. In theory, there should be 6’ of buffer on both sides, and fences and landscaping should not be within that easement. He agreed it doesn’t hurt to include language in the policy as suggested. Recreation Supervisor Christensen Buck summarized the Commission feedback as follows: wind gusts in the community may cause a need for continuous plowing which is not desired; priority areas for winter maintenance in the future include trails that are looped, lead to destinations, or are located in localized walkable areas; there is not a strong desire for winter maintenance to occur in 2025 considering the budget constraints; and the Commission is open to work with HOAs to complete trail maintenance as long as the City’s liability can be covered. City Administrator Tobin added staff will come back to the Commission at a later date with statistics and data as it relates to cost estimates. He added another theme he heard throughout the discussion is whether the City’s vision is to offer a more walkable experience versus a rural adventure experience which may be a good topic to explore with the next comprehensive plan. 8. New Business a. Boardwalk in Bellwether Design Public Works Director Mattson introduced the boardwalk at Bellwether noting this is the last piece of the trail system to be completed as part of that development. This will essentially be a bridge that spans over the wetland area owned by the City between the City’s open space park and the community center at Bellwether. He explained the final design and minimum design standards for this have been a topic of 4 ongoing discussion. After extensive conversations with the developer over the last year, the engineering memo provided to the Commission provide the recommended minimum design standards. He added the cost of the boardwalk will the developer’s responsibility. He noted the proposed standards require the boardwalk to be at least 1’ above the ordinary high-water level to keep the boardwalk above water levels during or after a large rain event. This means there are areas where a 5’ drop from the top of the wood railing of the boardwalk to the ground is expected. Staff also highlighted potential features that can be provided above the minimum design standards such as a viewing area, educational signs of environmental benefits in the area, or some type of lighting. Public Works Director Mattson asked the Commission to prioritize which ideas they would like to see along the boardwalk. He explained that the proposed baseline design is for pedestrian use only and will not be set up for winter maintenance or golf cart usage. He explained that if the Commission wants to advocate for an increased level of design for something above and beyond pedestrian use, this would be at the cost of the City and require further negotiations with the developer and City Council. Commissioner Friedrich asked if there is a difference in the anticipated lifespan or sturdiness of the different proposed options. She noted example one in the packet looks similar to an unfinished framed wall and is not an ideal aesthetic. She stated the third example has a more finished appearance. Public Works Director Mattson confirmed the strength between the different options are all similar, and they can key in on specific aesthetic details if something is not desired as the design is finalized. He said soil conditions will influence where a more robust design is necessary. He iterated that any design aspects above the minimum standards are expected to be the City’s responsibility. He stated that the Commission can recommend further discussions with the developer focus on providing a more aesthetically pleasing design in place of other supplemental options, such as a lookout. Commissioner Anderson stated his opinion that the proposed options are dreary, minimal, and are missing elements such as arches and curves that were included in previous discussions with the Commission. He stated his disappointment in use of wood siding and preferred use of stainless-steel wire. Considering the length of the bridge, he stated he would like to see something of interest, even if it is a place to sit down, to break up the length of the bridge. Commissioner Erzberger agreed with the recommendation to include some place to sit down along the boardwalk as part of a lookout area. He added he would not be an advocate of making the boardwalk vehicle ready considering that it ties into the open space park. He added he would also like to see it a bit more aesthetically pleasing as well. Commissioner Schmidt stated a composite material used on decks would be preferable. Public Works Director Mattson explained composite material may not have the same grip as compared to the materials proposed, but added staff could explore a composite railing with a wood base. Commissioner Erzberger asked if it is known where the railings would stop. Public Works Director Mattson explained the railings would not span the entire length of the boardwalk, and the exact locations will be provided as the design spec is further finalized. He stated there would likely be a transition between areas that require a railing versus areas that do not require a railing as required by the MN State Building Code. He clarified railings are required where the boardwalk will be 30” or more above the ground, and he clarified it would be measured from the ground not the water level. Councilor Nichols asked if the proposed minimum design standards will accommodate wheelchairs. Public Works Director Mattson and City Administrator Tobin confirmed the design will be ADA accessible. City Administrator Tobin added that one of the operational questions is whether the boardwalk is closed down during the winter since it won’t be maintained. Commissioner Friedrich confirmed some kind of lighting on the boardwalk would be nice to allow people to walk during the night. Commissioner Erzberger asked for hours of City parks. Recreation Supervisor Christensen Buck confirmed the hours are 6AM to 11PM. Commissioner Nybo agreed lighting would look beautiful along the boardwalk and stated a desire for lighting to be solar powered to address long-term maintenance costs. City Administrator Tobin commended staff efforts to negotiate design standards with the developer. He explained the anticipated City costs of the overall project have decreased to allow allocation of funds for other parks and trails projects. Public Works Director Mattson stated that if the decision is to go with a more minimal design and City Council approves, this will go back to the developer to complete final design. He explained there may still be 5 permitting and soil boring required before the project moves forward. The Commission consensus was to prioritize a lookout with a bench to break up the span of the boardwalk. The second priority was to provide an aesthetic improvement such as incorporating a composite substitute. The third priority is incorporating electrical lighting. The Commission recommended removing educational signage from the lists of supplemental options to incorporate. Public Works Director Mattson added that the design used by Three Rivers utilizes wood rather than composite. He also confirmed that composite will add cost to the project. There was consensus from the Commission that example #1 was not a desirable aesthetic. b. Former Cropland Seeding Public Works Director Mattson provided context that Hennepin County changed their tax policy on City property rented out for agricultural purposes which led to significant fiscal impacts. This has led to discussions on how to maintain the portion of the City Park previously used for agricultural cropland. He noted that other areas in the City that were being used for cropland will be put into a 10-year program to convert the land into a wildlife habitat which will be largely funded for with grants with the watershed and Hennepin County. Now the conversation is focused on the three former cropland fields at City Park. Is there a desire to enter some or all fields into a similar program that can be funded through a grant and to what extent? Commissioner Anderson noted there is a creek that runs between the three fields. He expressed a desire to do a project that enhances the creek, potentially incorporating trails. He added this area will likely want to turn into woods but controlled burning every three years will help control that while burning remains possible. He also stated the City should strategically incorporate and place desirable trees, such as Oak Savanah, for enhancement at the park. Public Works Director Mattson explained that tree programs as part of a grant program are scored based on the conduciveness of the location proposed. He stated that if there are areas that score relatively high for a tree program this could be brought back for further discussion. He explained enhancement programs would be a long term plan requiring investment, prioritization, and coordination with other agencies such as the watershed. Commissioner Erzberger stated a desire to activate the area in the short term by converting the space into natural prairie with a walking trail. Public Works Director Mattson clarified if there are desired short-term, mid-term, and long-term strategies and outcomes, staff will use this to identify a plan for maintenance and implementation. Commissioner Strehler asked for the size of the three fields in acres, and what the cost would be to plant native grass. Public Works Director Mattson confirmed the fields make up 16.8 acres. He explained the cost is unknown at this time and would be determined after evaluation of applicable nmaintenance programs. He pointed to properties along County Road 116 that will be turned into a natural habitat will cost $100,000 over a 10-year commitment. The cost includes field prep, seed, planting, and maintenance. The City’s cost is projected $9,000 over 10 years, primarily for the cost of maintenance, due to the grant program and involvement of other agencies. Commissioner Strehler asked what the level of staff involvement is within a maintenance program involving another agency. Public Works Director Mattson answered efforts will be completed by a combination of City staff and the other agencies. For example, other agencies may pay for the seed, and City staff will plant the seed. City Administrator Tobin added that when the City attempted to go out for a bid to continue using these fields for cropland factoring in the impact created by the change in taxes, the City received no bids. He explained this is why the City is looking for a long-term sustainable solution to maintain these areas that aligns with the City’s identity, visions, and values. Commissioner Strehler asked about what is required after planting is completed, such as the use of fertilizer or weed control. Public Works Director Mattson confirmed maintenance includes mowing and burning is required, particularly in the first year. Once the native species are established, they need less intervention and won’t need fertilizer. Commissioner Strehler asked how the plant species is determined. Public Works Director Mattson explained the other agencies will develop and present a plan based on the soil and site conditions, and then the City will approve. 6 Commissioner Anderson provided an example of an established habitat that requires minimal involvement in the spring to spray or burn plants that are not a part of the habitat plan, reseed where anything was burned, and then new seed is picked in the fall to create a new mix. Commissioner Strehler agreed these spaces can be beautiful when maintained correctly. Commissioner Friedrich stated concern about planting trees, such as Oak Savannah, in areas that will eventually be developed in 15 years. However, it may make more sense for areas that are not expected to be developed in 30 years. Recreation Supervisor Christensen Buck explained that these areas are not in Phase 1 of the City Park remaster, and once Phase 1 is complete there are a number of other parks that needs to be constructed before the City Park will be revisited, so it is expected it will be several years before these fields are developed. Commissioner Erzberger stated a concern that grant programs may limit ability to later develop the area for park space if there is a requirement for permeance. City Administrator Tobin confirmed there are different grants and programs with some more flexible than others. Public Works Director Mattson agreed that they can filter out any programs that require areas to be a natural habitat in perpetuity and consider required timeframes. He explained some contracts have a longer timeframe but also have a buyout clause to provide flexibility should the City’s plans change. Commissioner Friedrich stated her opinion that a natural habitat makes sense for Field 1 with potentially a tree program for Field 3. Commissioner Erzberger agreed natural habitat for Field 1 may provide more flexibility with trees more ideal for Field 2 and 3. Commissioner Friedrich asked if these programs will consider what the area looked like historically. Public Works Director Mattson stated it likely depends on the grant and the size of the area. He summarized the Commission feedback that there is support in reviewing Field 1, 2, and 3 for available programs that do not have a perpetuity requirement, with a blend of seeds, grasses, and trees. c. See My Legacy/Park Enhancement Program Recreation Supervisor Christensen Buck explained that the need for additional funding to support park projects is needed. In researching options, she found See My Legacy which would support the City’s Park Enhancement Program and volunteers for City events. She explained the draft Park Enhancement Program was included in the packet and the would be updated based on all feedback received since June for the December Parks and Trails Commission meeting, followed by going to City Council for a final decision. She explained that See My Legacy in an organization that offers different campaigns including a memorial program that will support the Park Enhancement Program, sponsorships and fundraisers for park projects, and volunteer events such as Night to Unite. The Memorial Program would be a centralized system to reasonably manage the City’s Park Enhancement Program. The service will allow for site furnishings, such as benches, to be mapped out for people to select when they donate. She added there is also the option to include QR codes on amenities that allows someone to scan a plaque of minimal characters to a webpage that provides the story behind the memorial. The QR codes are good for 10 years post contract with See My Legacy which fits the lifespan of the site furnishings. She explained a discounted rate of $1529 is proposed for the first year of the service to be paid out of the 2024 Recreation budget to start up in 2025. She anticipates this first year of use will be a trial and success of the platform will be evaluated at the end of 2025 to determine how the City move forwards. Commissioner Nybo asked if the plaque or memorial items will still say “in memory of” in addition to the QR code. Recreation Supervisor Christensen Buck explained there are three different plaque options, one that is only the QR code called a “story tag”, a “story dedication” plaque which was noted as ideal for the anticipated furnishings, and then a larger “story board” which is not envisioned to be compatible with anticipated furnishings but would make sense for a structure. She added that furnishings are paid for by a single person whereas the fundraising/sponsorship campaign allows multiple people to contribute towards larger amenities, such as the splash pad. Commissioner Friedrich stated she didn’t see the benefit of the QR code within a park setting. City Administrator Tobin stated that the benefit being that there will be larger stories that people want to share to explain the significance of the memorial but won’t fit on a plaque. The QR code will take you to a landing page for those that are interested in understanding more. He agreed that older generations may not 7 be attracted by the QR codes, but younger generations do like to utilize these features to enhance their experience. It is expected the QR codes can be a tool to attract donations and increase engagement among new generations. Commissioner Schmidt agreed the QR code is a novel idea, but he wants to make sure the QR codes cannot be used as a scam. City Administrator Tobin stated one thing he likes about the proposal is that See My Legacy will manage the QR codes. Recreation Supervisor Christensen Buck explained that the person who donates drafts the landing page for the QR code, but staff does have approval authority to avoid inappropriate postings. Commissioner Nybo asked for clarity that the first year is $1500 before going up to $2500 a year. Commissioner Anderson asked if there are other companies doing the same work, and if other cities in the area are using this system. Recreation Supervisor Christensen Buck said she did look around for other options, but this one seemed to offer the most features in line with the City’s needs. City Administrator Tobin stated that in Shakopee there was a full-time employee that managed the memorial program, so he believes the use of this organization will set up the Park Enhancement Program for success without requiring additional staff. Motion: Made by Anderson, seconded by Nybo, to recommend approval of the contract for See My Legacy. Voting Aye: Anderson, Erzberger, Friedrich, Nybo, Schmidt, and Strehler. (Motion carried 6:0) 9. Reports/Information a. Planning Project Update – Information Only Commissioner Anderson asked for a status update on the Domino’s project. City Administrator Tobin confirmed the project is moving forward. He added the exterior refrigerator space at the Domino’s site will be wrapped in partnership with the City, which could potentially be a way to promote City Park. There will be future discussions and the wrap will be regularly replaced. b. Parks, Recreation, and Trails Update Recreation Supervisor Christensen Buck noted items that she had been working on since the last Parks and Trails Commission meeting, including the City Park survey, the Special Event process, and organizing the Holiday Toy and Food Drive. She noted items that went to City Council recently included recognition of Ken Guenthner’s retirement from the watershed, the City Park Remaster update, and the Community Development Department budget brief. She also explained there are two vacancies representing the City as part of the watershed commission that the City is working to fill. 10. Subcommittee & Miscellaneous Reports a. Garden Club Report Recreation Supervisor Christensen Buck confirmed the City obtained their nursery dealer stock certificate for 2025. b. Park Dedication Fund No discussion occurred. 11. Other Business/Announcements Recreation Supervisor Christensen Buck and the Commission discussed changing the meeting on June 19, 2025, to Tuesday, June 17, 2025. 12. Adjournment Motion: Made by Nybo , seconded by Anderson, to adjourn the meeting at 9:15 pm. Voting Aye: Anderson, Erzberger, Friedrich, Nybo, Schmidt, and Strehler. (Motion carried 6:0) Submitted by Jessica Christensen Buck, Recreation Supervisor