Loading...
HomeMy WebLinkAboutParks and Recreation - 11/04/2024APPROVED MINUTES PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MONDAY, NOVEMBER 4, 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, 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 Andrea Kalligher, Recreation Supervisor of Community Center Operations Sonja Roby, Recreation Supervisor - Athletics Nicole Weedman, Senior Recreation Supervisor – Youth and Therapeutic Recreation RECORDING SECRETARY: Jodie Fenske Before the meeting officially started, Parks and Recreation Director Markle explained the emergency exit plan for the Heritage Rooms at City Center. Chair Erickson called the meeting to order at 7:04 p.m. Nine guests were in attendance. Commission Members Bhujle, Hookom, and Klodd were absent. Student Representatives Sophia Hoffelt, Arya Mehta, Tessa Plourde, and Richa Raja were absent. Recreation Manager Brink and Community Center Manager Verley were absent. I. APPROVAL OF AGENDA Motion: Vice Chair Poul moved, seconded by Commission Member Cervantes, to approve the agenda as presented. Motion carried 6-0. II. APPROVAL OF PRNR MINUTES Amendment: Upon review of the October 7, 2024 minutes, Chair Erickson noted under section VIII.D.2 Athletics Project Update, paragraph three, the last sentence was an editing note and should be deleted from the minutes. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES November 4, 2024 Page 2 Motion: Commission Member Spresser moved, seconded by Commission Member Meyer, to approve the October 7, 2024 Commission Minutes as amended. Motion carried 6-0. III. REPORT OF CITY COUNCIL ACTION Parks and Recreation Director Markle reported on several actions recently taken by the City Council. A. ATHLETICS POLICY Markle presented an overview of the Athletics Policy update to the Council at its October 1 Council workshop. She explained how the athletics landscape has changed significantly since the City’s athletics policy was first written. She also presented information on athletics programming and facilities trends. Council members were provided a draft of the new policy, and Markle informed them she plans to bring the updated athletics policy to Council for a vote in December. B. STARING LAKE BRIDGE Council approved a Professional Services Agreement for Staring Lake bridge designs and permitting with Hansen Thorp Pellinen Olson, Inc. (HTPO). C. RICHARD T. ANDERSON CONSERVATION AREA BLUFFS STABILIZATION PROJECT At its October 15 meeting, Council authorized a Construction Contract Agreement with Kurilla Contracting for Phase One of the Richard T. Anderson Conservation Area bluffs trail stabilization and improvements project. Markle explained the proposed project will remedy erosion along a seven hundred foot long trail leading up towards the bluff overlook. Erosion along this stretch of trail is significant and becoming hazardous to visitors. Funding for this project comes from the Capital Maintenance and Reinvestment Fund, as well as a grant awarded by the Lower Minnesota River Watershed District. IV. REPORT OF PLANNING COMMISSION V. PETITIONS, REQUESTS, AND COMMUNICATION VI. NEW BUSINESS PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES November 4, 2024 Page 3 A. PRNR COMMISSION PURPOSE STATEMENT At the October Commission meeting, Markle shared a proposed addition to the PRNR Commission Purpose Statement: “Provide input to staff on natural resource management.” Members were in general agreement but requested more specificity about what the statement means. Markle shared a more specific addition: “Provide input to staff to ensure the inventory, preservation, and management of natural resources.” Commission Member Spresser acknowledged the statement is sufficient based on feedback provided by Commission members last month. Commission Member Cervantes expressed the statement is broad enough but still covers the importance of guarding the City’s natural resources. Motion: Commission Member Spresser moved, seconded by Commission Member Cervantes, to approve the statement as presented. Motion carried 6-0. VII. OLD BUSINESS VIII. REPORTS OF COMMISSION AND STAFF A. RECREATION SERVICES MANAGER 1. Summer Recap and Youth Programming. Nicole Weedman, Senior Recreation Supervisor - Youth and Therapeutic Recreation, has been with the City for twenty-seven years and presented the Commission with an overview of day camps from the summer of 2024. Planning for the camps begins in winter and includes program development, preparing the budget and purchasing supplies, creating and implementing a hiring plan and theme, creating staff development training, posting positions, and attending job fairs. Camp registration is held in spring, at which time candidate interviews are held, returning staff is confirmed, staff development training is implemented, preparation of camper health needs is completed, and inclusion support for special needs campers is confirmed. Once camps start in the summer, duties include day-to-day camp management, staff and camper management, customer service with camper parents and caregivers, and documenting the camps through pictures for promotion and marketing. Once camps are completed, fall responsibilities include inventorying supplies, cleaning up program sites, completing letters of recommendation for counselors, reviewing survey results, gathering testimonials, and focusing on staff retention. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES November 4, 2024 Page 4 Camps are held from 8:30 a.m. to 4:30 p.m., Monday through Friday, in June, July, and August. Each camp is unique in programming, themes, and activities. Playground Camps are for ages three through ten and are held at Homeward Hills, Miller, Prairie View, and Crestwood Parks. Camps are offered for a low price, and financial aid and payment installments are available. Traditional Camps are for ages six through twelve and are held at Lake Riley Park and the Community Center. Specialty Camps are for ages six through teens and young adults with disabilities. These camps include Adaptive Camp, Safety Camp in collaboration with the Police and Fire Departments, Teen Adventure Camp, Leaders in Training, and Outreach Camp. The Leaders in Training camp allows campers to become Junior counselors after a week of training. They are then mentored, receive reviews, participate in mock interviews, prepare resumes, and learn communication and time management skills. Weedman stated there were over twenty-three hundred registrations for these camps in 2024. She displayed several pictures and a slideshow of campers in action. Campers are provided an opportunity to earn “camp bucks” for positive behavior which can be used to purchase items from the camp store. Weedman manages a team of seventy counselors each summer. Counselors have the opportunity to serve on the leadership team and compete amongst each other in the annual Camp Olympics. Spresser inquired and Weedman responded hiring was difficult post pandemic but has since improved, and she’s now able to keep camps fully staffed. She spends time keeping connections with counselors and recruiting at job fairs. She estimates at least half of the counselors return each summer. Cervantes inquired about lunch and Weedman responded campers bring their own lunches due to allergies and complex dietary needs. Chair Erickson commended Weedman and her staff for their efforts and relayed her appreciation for the upkeep and support of the Prairie View edible garden. Several Commission members shared their appreciation to Weedman as well. B. COMMUNITY CENTER MANAGER C. PARKS AND NATURAL RESOURCES MANAGER 1. Parks Project Update. Parks and Natural Resources Manager Bourne updated the Commission on parks projects. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES November 4, 2024 Page 5 The Miller Park court project is slowly progressing, but the court surfacing was completed last week, which was a goal to have completed before the cold weather started. Now that courts are completed, work on site amenities will continue as long as weather cooperates. The project will be completed next spring at which time play on the courts can commence. The Purgatory Creek Park parking lot is completed other than minimal site restoration. The Dell Road trails from Valley View Road north to Highway 62 are completed and access is fully restored. Minor restoration work still needs to be completed along the Duck Lake trail project; however, the pavement work is completed. The base for the Flying Red Horse sign has been installed and electrical work completed. The sign is in the shop being restored and is expected to be installed in the next few months. D. PARKS AND RECREATION DIRECTOR 1. Athletics Policy Project Update. Director Markle updated the Commission on work recently performed on the Athletics Policy project. Research was conducted throughout the summer to gain a better understanding of peer cities’ policies. Staff met with athletics partners, Council and Commission members, and residents to provide inclusiveness and offer opportunities for them to provide feedback. Sonja Roby, Recreation Supervisor – Athletics, was present to assist Markle in answering Commission questions and providing additional information. A draft of the City of Eden Prairie Outdoor Athletic Facility Use Policy was provided to the Commission for review as Markle highlighted substantial proposed changes. Markle explained the intent of the Athletics Policy is to attain the City’s goals of promoting a sense of community, providing community well-being and safety for both youth and adults, and offering high quality efficient services. The Introduction and Purpose sections of the policy remained mostly unchanged, with the exception of an addition for emerging sports. Commission Member Spresser suggested “in direct competition” in the Purpose statement is redundant and could be removed. Markle stated the City has historically nurtured new sports and stated new fields have been developed for lacrosse and cricket in recent years. The concept of placing users into tiers is not new; however, the new policy more clearly delineates how the City will prioritize scheduling and use of the fields. The tiers were defined as follows: Tier One (City programs and PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES November 4, 2024 Page 6 sponsored events); Tier Two (Eden Prairie Public School District programs including high school athletics teams and physical education classes); Tier Three (recognized Eden Prairie based nonprofit youth-serving athletics associations, of which at least seventy-five percent of participants must be Eden Prairie youth ages eighteen and under); Tier Four (adult-serving nonprofit athletic organizations or teams made up of at least fifty percent Eden Prairie residents); Tier Five (Eden Prairie based service organizations, churches, or neighborhood groups, private or charter schools located in Eden Prairie or in close proximity serving Eden Prairie students); Tier Six (other non-recognized youth-serving athletic organizations serving Eden Prairie youth); and Tier Seven (other adult-serving athletic organizations serving Eden Prairie adults). Markle stated tiers one, two, and three have historically been the majority of field use and tiers six and seven are additions to the former policy. Spresser inquired and Markle responded the percentage of Eden Prairie youth and adults are verified by rosters with addresses provided. The adult percentage is lower (fifty percent versus seventy-five percent for youth) because it is more difficult to get enough adult residents to make up a team. Commission Member Meyer inquired how a new group would get on the list. Markle responded they would need to form an association and become a nonprofit organization with the State. Once nonprofit status is received, the group can apply as an association for tier three. Up to the point nonprofit status is achieved, they can apply for temporary status in tier three. Cervantes suggested providing assistance to groups by guiding them in the right direction toward obtaining nonprofit status. Cervantes also suggested a time limit be set if a new group is temporarily placed into a tier. Markle stated she will perform research on timing. Roby stated the State High School League has a model for emerging sports that staff can review. Spresser suggested a timeline of two seasons so the new group has time to organize and obtain nonprofit status. Commission Member Curry suggested a one-year, renewable time limit as long as the group makes progress toward obtaining nonprofit status. Student Representative Jack Petrin inquired how much availability is anticipated for the lower tiers. Markle explained once the needs of groups in tiers one, two, and three are met, the policy allows for acceptance of schedule requests from other tiers as space permits. She added the policy also provides authority for the City to limit use to allow time for the fields to rest. Eden Prairie is known for high quality facilities and allowing rest time will assist in retaining the quality of fields. Meyer inquired about impromptu groups wanting to use a field. Markle responded the smaller neighborhood parks are not typically scheduled and PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES November 4, 2024 Page 7 could be used for this purpose. Meyer suggested and Markle agreed there is a need to define the scheduled parks and fields versus the smaller fields. Student Representative Tavin Koenig inquired about organized versus unorganized play, and Bourne responded a procedure already exists for large groups to reserve via the facility rental policy. No major changes were made to the Definitions section of the policy. The Administrative Procedures section, however, is newly created and includes policies for the scheduling process, detailed schedules, tournaments and clinics, usage regulations, maximum schedule use, inclement weather, certificate of insurance, and usage fees. Spresser suggested clarifying how tier two tournaments get scheduled and adding recourse if payment is not made for tournaments. The usage regulations section is new and provides recourse for groups not following the rules and addresses liability. Chair Erickson suggested ensuring groups know they are responsible for removal of signs after their event. The introduction of usage fees was discussed amongst the group. Markle clarified no usage fees are being proposed for tiers one and two. The proposed fee, if any, for tier three is ten dollars per participant per sport per year. Markle provided detailed information on fees charged by peer cities, including differing fees for residents versus nonresidents and field use fees. Eden Prairie Schools charge per hour blocks which are higher on weekends. Spresser inquired and Roby responded she is aware of only one city that does not charge a participant fee; however, they do still charge rental fees. Markle stated if the Commission and Council provide direction to move forward with usage fees, she recommends starting at a minimal fee. Reasons to charge usage fees would be to provide funding for technology to aid in scheduling and perhaps hiring a part-time scheduler. Major field improvements are paid through the Capital Improvement Plan; however, minor improvements could be funded via the usage fee. Spresser stated the importance of charging a minimal fee to nonresidents since they are not paying taxes which fund the parks. He also suggested making it clear to users the fees are being directly used to make improvements. Meyer recommended a difference in fee amount for residents versus nonresidents. Due to the administrative burden, Curry, Erickson, and Cervantes recommended no difference in resident versus nonresident fees for the first year and then reassess the nonresident fee. An overview of the Athletics Policy project was provided to the Council in October. Staff will meet again with Council members at a work session on November 12, at which time Markle will provide feedback received tonight PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES November 4, 2024 Page 8 from the PRNR Commission. After the Council workshop session, staff will provide an update to the organizational partners and refine the draft policy. 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 would then take place effective January 1, 2025. Commission Member Meyer commended Markle and staff for their work on updating the policy and other Commission members concurred. 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. Chair Erickson commended Recreation Manager Brink for reaching her ten year employment anniversary with the City. IX. NEXT MEETING The next PRNR Commission meeting will be held on Monday, December 2, at 7:00 p.m. at the Staring Lake Park building. X. ADJOURNMENT Motion: Commission Member Spresser moved, seconded by Commission Member Meyer, to adjourn the meeting. Motion carried 6-0. Chair Erickson adjourned the meeting at 8:50 p.m.