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HomeMy WebLinkAboutParks and Recreation - 09/09/2024UNAPPROVED MINUTES PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MONDAY, SEPTEMBER 9, 2024 7:00 P.M. CITY CENTER 8080 Mitchell Road, Heritage Rooms COMMISSION MEMBERS: Patrice Erickson, Chair; Tom Poul, Vice Chair; Deepa Bhujle, Cecilia Cervantes, Pedro Curry, Duane Hookom, Annie Klodd, Jennifer Meyer, Shanti Shah, Kirk Spresser PRNR STUDENT REPRESENTATIVES: Noelle Fitzgerald, Sophia Hoffelt, Tavin Koenig, Arya Mehta, Haricharan Neelamegam, Jack Petrin, Tessa Plourde, Richa Raja CITY STAFF: Amy Markle, Parks and Recreation Director Lori Brink, Recreation Manager Matt Bourne, Parks and Natural Resources Manager Valerie Verley, Community Center Manager RECORDING SECRETARY: Jodie Fenske Chair Erickson called the meeting to order at 7:04 p.m. Commission Members Cervantes and Curry were absent. Student Representatives Tessa Plourde and Haricharan Neelamegam were absent. Student Representatives, Commission Members, and Staff introduced themselves. I. APPROVAL OF AGENDA Motion: Commission Member Hookom moved, seconded by Vice Chair Poul, to approve the agenda as presented. Motion carried 8-0. Parks and Recreation Director Markle inquired how many Commission Members would like to continue receiving paper copies of the agenda and minutes each month. In order to save paper, it was decided only the agenda will be provided in paper copy form in the future. II. APPROVAL OF PRNR MINUTES Motion: Commission Member Meyer moved, seconded by Commission Member Hookom, to approve the June 3, 2024 Commission Minutes as presented. Motion carried 8-0. Motion: Commission Member Spresser moved, seconded by Commission Member Bhujle to approve the August 5, 2024 Commission Minutes as presented. Motion carried 8-0. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES September 9, 2024 Page 2 III. REPORT OF CITY COUNCIL ACTION Parks and Recreation Director Markle reported on several actions recently taken by the City Council. A. DELL ROAD TRAIL REHABILITATION PROJECT CHANGE ORDER Council approved a first change order with Northwest Asphalt for the Dell Road Trail Rehabilitation Project. Initially the trail section to be rehabilitated spanned from the driveway entrance of the Holiday Gas Station at the intersection of County Road 62 and Dell Road south to the intersection of Duck Lake Trail and Dell Road. The project is now being extended further south to the intersection of Valley View Road and Dell Road, thus the need for the change order. B. DUCK LAKE TRAIL IMPROVEMENT Council awarded a contract for the rehabilitation of an aging trail section along Duck Lake Trail from Dell Road to Loralee Lane to BKJ Excavating. This trail section has surpassed its useful lifespan and needs rehabilitation. The trail has structural cracking, pitting and surface flaking. The trail is becoming unlevel and is littered with loose gravel making it unsafe. The project will include removing the existing bituminous, regrading, compacting, and repaving to meet current ADA standards. C. RACE EQUITY UPDATE Prior to the September 3 City Council meeting, Staff provided a Race Equity Action Team (REAT) Update during the Council Workshop. The REAT is comprised of several staff members representing each City department and focuses on integrating equity and inclusion principles into all City operations, projects, and services. The team discussed recent efforts implemented to make community events and programming more inclusive. Examples included providing access to free recreational equipment and removing financial barriers for recreational programs, in addition to providing inclusive spaces for users with disabilities and offering quiet spaces at events. Markle plans to provide a more complete REAT update to the Commission in the future. IV. REPORT OF PLANNING COMMISSION V. PETITIONS, REQUESTS, AND COMMUNICATION VI. NEW BUSINESS VII. OLD BUSINESS PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES September 9, 2024 Page 3 VIII. REPORTS OF COMMISSION AND STAFF A. RECREATION SERVICES MANAGER B. COMMUNITY CENTER MANAGER C. PARKS AND NATURAL RESOURCES MANAGER 1. Storm Response Update. Parks and Natural Resources Manager Bourne reported on the City’s response to the two strong storms that occurred on the evening of Monday, August 26 and the morning of Tuesday, August 27. City crews worked through the night to clear storm debris from roadways and mitigate any other damage that could cause harm to the public. Cleanup efforts and damage assessments continued for ten days. Bourne commended many of the City’s departments, including Parks, Streets, Utilities, Engineering, and Fire, for their efforts and extra time to open roads from downed trees and power lines. He estimated over four hundred trees were down on City-owned properties, including streets, trails, and parks. There were many additional downed trees on residential and commercial properties. He added these storms affected the entire City, not just pockets as typical storms do. The City plans to plant trees next spring and fall to replace those lost in the storms. City staff decided to delay the opening of the yard waste site by twenty- four hours, to Wednesday, August 28, which allowed staff and equipment resources to focus on clean-up first. Tree removal efforts continued throughout Labor Day weekend and into the following week. The first priority was to focus on clearing streets which were totally and partially blocked. The next priority was focused on clearing trails because users would need to go into the street if a trail was blocked. Bourne added typical staff duties (mowing, field prep, etc.) were put on hold to focus efforts on getting the commuters and residents moving on the City streets again. Bourne encouraged residents to continue submitting issues through the City’s See-Click-Fix program. The application allows users to report streets, trails, and other maintenance issues which then sends a direct message to the manager in charge of the particular issue. Vice Chair Poul inquired what the City does with four hundred downed trees and Bourne responded the trees are hauled to the City’s yard waste site. The Shakopee Mdewakanton Sioux Community brings a huge tub grinder and processes the wood to be sold as mulch or placed in compost piles. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES September 9, 2024 Page 4 Commission Member Spresser inquired and Bourne responded the delayed opening date and times of the yard waste site were published on social media, the City’s website and alert system, via email, and on the See-Click- Fix application. Commission Member Klodd inquired if ash trees were separated and Bourne responded all storm debris is combined. He explained EAB (Emerald Ash Borer) is generally widespread now so if not being treated, an ash tree is assumed to be infected. Commission Member Hookom inquired if buckthorn is separated at the site. Bourne responded it normally is but not right now with the deluge of storm debris onsite. D. PARKS AND RECREATION DIRECTOR 1. Athletics Project Update. Parks and Recreation Director Markle provided additional information on her report last month about the process of updating the City’s Athletics policy. In order to develop a new Athletics policy meeting the current and future needs of the community, a number of tasks need to be completed and then incorporated into the policy. These tasks include researching peer city policies and completing stakeholder and staff engagement sessions. Next steps include updating the Council at its October work session, vetting the policy with the PRNR Commission in November, and receiving the anticipated approval by Council in December. The new policy will then be offered to stakeholders and the plan is to start 2025 under the new policy. Markle presented several goals to be attained by updating the Athletics policy. The goal of providing opportunities for Eden Prairie youth and adults who participate in athletic organizations to gain access to local fields and facilities can be accomplished by creative scheduling to ensure all users have a spot. The current policy allows for mainly the clubs and associations or community-based groups to have priority access to the fields. This process has caused tension with other groups consisting of tax payers which may not be non-profit or have a long-standing relationship with the City and would like access. In order to create a fair and equitable system, consideration must be given to honoring long-standing community partnerships and balancing those by making room for new locally based organizations. The City wants to provide affordable recreational opportunities for youth users experiencing their first sport through high school and into adulthood. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES September 9, 2024 Page 5 By establishing an accurate and efficient reservation system to collect and display facility reservation information, the City needs to ensure organizations are reserving only their actual needs and not more than is necessary. This goal will also involve positioning the City as a convener, a resource guide for athletic associations. Other goals include collecting data on participation rates, number of residents served versus non-residents, and trends to assist in future facility planning. The City wishes to create a pathway for emerging sports to become recognized associations, i.e., cricket, badminton, and high school pickleball. The City has a reputation of offering quality fields, so another goal Markle discussed was to ensure fields are effectively maintained and quality is not compromised by overuse. Markle presented information on steps taken over the summer which included staff collecting data from at least ten other peer cities in the metro area. In August, an initial presentation was made to the PRNR Commission. On September 4, a planning meeting was held with organizational partners. The PRNR Commission was updated at this meeting. On September 10, a survey will be sent to approximately forty athletic partners with responses due by September 20. The survey is a way for partners to provide information if they are unable to attend one of the engagement/planning sessions. Another planning meeting will be held with organizational partners on September 19. Markle plans to have a draft presentation completed by September 24 which will explain the changing landscape of athletics, as well as details of the updated policy. The draft will be presented to the City Council during a work session on October 1 and to the PRNR Commission on October 7. Policies and procedures will then be finalized based on input received from partners, the Council, and the PRNR Commission. Another update will then be presented to the PRNR Commission in November. A final policy report will be made to, and approval requested of, the City Council at its meeting on December 3. Assuming approval is granted, a final engagement session will be held with partners in late December discussing implementation of the new policy. Implementation of the new Athletics Policy will take place effective January 1, 2025. Spresser inquired and Markle responded good examples of athletics policies are Lakeville, Woodbury, and Edina; however, good pieces of policy can be taken from all cities from whom staff have collected data. Markle added one thing every city offers is an opportunity for everyone to PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES September 9, 2024 Page 6 have access in some way. The City plans to fulfill this goal by placing users in leveled groups which will be prioritized. Student Representative Richa Raja inquired and Markle clarified “users” are the athletic groups who use the facilities, i.e., youth sports associations and clubs, adult sports organizations, as well as private businesses offering high-level sports training. Student Representative Arya Mehta inquired how teams can be added to the survey and Markle responded interested users may contact her. Spresser inquired and Markle responded Commission members are welcome to attend the final engagement session. She will email an invitation to Commission Members for the Thursday, September 18 meeting. She stated valuable information has been gathered at the engagement meetings, so she plans to hold at least one meeting every year in the future to receive input and exchange information. Student Representative Jack Petrin inquired if any parks remain unscheduled. Markle responded the premiere parks are booked pretty solid. However, the smaller neighborhood fields are not overly scheduled, which leaves time for recreational use by community members. Meyer inquired if any of the engagement sessions allow for public comment from residents or parents with children participating in sports. Markle responded the sports associations and clubs have reached out to families to seek feedback and provided their input at the meetings. Meyer also inquired about revenue opportunities and if any changes are expected by allowing for-profit organizations to use the fields. Markle responded additional revenue is expected. One shortcoming of the current policy is that a strong revenue stream is not experienced from athletics. She explained most peer cities charge a nominal “per athlete” fee in addition to the registration cost for the sport. Athletes in Eden Prairie are not charged a “per athlete” fee so they basically use the fields for free once they pay their registration fee. The City is currently considering charging a nominal “per athlete” fee to go toward maintenance and improvements to fields. Markle stated the ratio of staff versus athletes is approximately one staff person to 6,000 athletes. Student Representative Richa Raja inquired if the fee would be higher for the premiere parks and Markle responded the fee would be per participant regardless of which field is used. Markle added the intent is to balance the cost of the fee with any financial barriers and to offer scholarships and/or to waive fees. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES September 9, 2024 Page 7 Hookom inquired about the updated technology piece of the project and if it can be used with the current system used for facility rentals. Markle responded the current RecTrac system is suitable for simple facility rentals. A more robust system is necessary for athletics due to the number of athletes and need for real-time access. Recreation Manager Brink added another complication is users are on different platforms which may not be compatible with the City’s platform. Markle stated another goal is to make the process more efficient for the Parks team to have the ability online to view real-time needs, i.e., which fields need to be prepped and when. Markle stated next steps include gathering additional data at meetings and through survey results and determining themes across the data. The goal of the meetings is to establish a shared understanding of the complexity of the City’s athletics program. She looks forward to sharing engagement findings with the Commission at the October meeting. 2. Bike Park Presentation. Markle reported on the possibility of constructing a bike park and single track in the City. The proposed site is Cedar Hills Park in south central Eden Prairie near Grace Church. Staff from Three Rivers Park District will speak at the Commission’s October meeting about their regional bike trail which runs through Eden Prairie and how the City could partner with them to expand programming. She defined a bike park as a dedicated space built for the purpose of bike related activities allowing new and experienced bikers to hone their skills. Bike parks can be worked into almost any space and often co-exist with other park amenities. They appeal to a wide range of riders and provide family friendly and multi-generational recreation while helping foster a community atmosphere in a unique outdoor setting. Off-road cycling is one of the fastest growing sports in the state and country. The Minnesota State Cycling League had 150 riders on fifteen teams in 2015 and today has over twenty-four hundred riders across eighty teams. The Minnesota Cycling Association has over twenty-six hundred riders and over thirteen hundred coaches active in their programs. Benefits of a bike park include a connection to nature and the outdoors, as well as to the community. It is a cost-effective amenity because it is relatively affordable to install and is low maintenance. Biking is attractive to multiple generations and offers an affordable non-team sport option especially for youth aged 8 to 15 and for those not already committed to a sport. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES September 9, 2024 Page 8 Wellness benefits of biking include improved cardiovascular health, decreased blood pressure, weight management, improved lung health and mental health, and improved balance and coordination. It is low impact, environmentally friendly, and a relatively easy activity to learn. Markle gained valuable experience building a bike park in her previous role with the City of Richfield. She stated next steps for the Eden Prairie bike park project will include having conversations with other peer cities who have built bike parks and performing site visits at their locations. Staff have met with Pathfinder, who is the main off-road cycling designer and construction company in the area. Other steps will include determining a budget, hosting meetings with residents, and making presentations to the PRNR Commission. Staff will also present information to the City Council at a future work session. Project planning and design work will take place over the winter and spring of 2025. This will be followed by building partner support for the project and seeking grant funds. The plan is for construction over the spring and summer of 2026 and to open the bike park and single track in late summer 2026. Markle stated throughout the whole project, education and outreach will be performed to raise awareness and support of the project. Markle displayed photos of possible designs and features including ramps, stones, different level features, pump track, and tot track. The proposed site would provide 1.4 acres for a bike park to allow users to gain skills and 10 acres on the north end of the park available for single track. There would be the possibility to connect to an additional five acres on the west side. The skill level is expected to be entry level to intermediate. Student Representative Sophia Hoffelt inquired and Markle clarified the bike park would not replace the current playground; it will be an added amenity. Klodd inquired about the ease of access from different parts of the City. Markle responded there are existing trails coming from the south and north, as well as a sidewalk coming from both directions of Eden Prairie Road and Pioneer Trail. There is an existing parking lot for users who would drive to the park. Potential partners include Minneapolis Bike Parks, Three Rivers Park District, Hennepin County Youth Sports, QBP (Quality Bike Products), and Pathfinder Trail Builders. Hennepin County Youth Sports offers grants which could be used to acquire a bike fleet. Markle estimates acquiring a fleet of approximately ten to fifteen bikes to have onsite to be used for PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES September 9, 2024 Page 9 recreational programming and camps. A grant could also be used to install a caddy to offer bike maintenance equipment. Spresser inquired and Markle responded private sponsors would also be considered. The budget for the bike park and single track is estimated to be $20,000 for design and $460,000 for construction. An estimated $60-80,000 in grant funds will be sought to be used for a bike fleet, maintenance equipment, and a storage container. Hookom inquired and Markle responded a portable restroom is already available at the park. Meyer inquired and Bourne responded this location is the only one being considered since it provides a large parcel of land currently not used for other activities. She also inquired about opportunities for public comment. Markle responded as the idea takes hold, an opportunity for an open house and public engagement will be offered. Commission Member Poul commended the idea and plan and stated it is a great use for an underutilized park. E. PARKS AND RECREATION EXPERIENCES Staff and Commission members shared recent experiences with City parks and recreation programs, past events, park/building visits, news articles, etc. Erickson stated she likes the new playground equipment at High Trail Estates and assumes parents appreciate the bench. Student Representative Tavin Koenig inquired about the completion of the Miller Park courts. Bourne responded they will be paved next week and completion is expected by October 16. Hookom stated he has been pleased with the positive press the Flying Red Horse sign has received, and he knows a lot of people are excited about refurbishing the historic sign. He asked for an update and Bourne responded the sign remains at the maintenance facility, but the base has been installed. The current goal is to complete the site work before it snows, so work can be started on restoring the sign over the winter. Meyer commended Verley’s efforts on the Spring into Fitness and summer fitness challenges at the Community Center. She stated they were well done and motivational. She also thanked Verley for keeping a portion of time for women only in the weight room despite the controversy. Verley stated a few three-hour, non-high-traffic timeslots are reserved throughout the week for females who are not comfortable using it during standard times. She stated it was well received during the trial period, so she plans to continue the practice this fall. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES September 9, 2024 Page 10 Meyer suggested discussing the fireworks incident from the 4th of July. Markle responded the City is still in the process of reviewing the incident and understanding the cause. She provided a quick synopsis describing how a firework left the area and flew toward Valley View Road near where people were watching. Fortunately, no one was injured but people were obviously scared. Staff has met with RES Pyro, the fireworks contractor for the past several years. The City is reviewing detailed still-shots of the incident taken via drone. Parks staff and other City officials are discussing options to increase safety beyond what is required by State, Federal, and City Fire Department regulations. Although there is always going to be some element of uncertainty, the City’s goal is to do its absolute best to ensure safety. Staff has also met with community members. Options for next year include encouraging observers to view from the far side of the lake away from the launch, providing additional fire and police resources around the lake for crowd control and in case of malfunction, ensuring the City’s fire inspector works even closer with the fireworks company, and having an additional fire truck onsite. Markle stated the City is deeply sorry people, especially children, were scared and Staff plans to continue to learn and improve from this incident. Hookom commended Markle’s public comments and also the efforts put into the July 4th event. He stated the crowd was large and people were enjoying the food trucks and band. Commission Member Bhujle attended the drone show and stated the event and evening were enjoyable. Commission Member Klodd suggested combining fireworks shows with another city from the west metro since there are so many fireworks shows in the area. Commission Member Shah stated PeopleFest was well attended even with periodic rain and extreme heat. She felt the entertainment was particularly good this year, especially for children to see lots of youth entertainers. Student Representative Richa Raja stated she is part of an ethnic dance group and inquired how groups can inquire about participating in PeopleFest. Shah stated she would be happy to talk with any interested groups. IX. NEXT MEETING The next PRNR Commission meeting will be held on Monday, October 7, at 7:00 p.m. at City Center. X. ADJOURNMENT Motion: Commission Member Spresser moved, seconded by Commission Member Klodd, to adjourn the meeting. Motion carried 8-0. Chair Erickson adjourned the meeting at 8:40 p.m.