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HomeMy WebLinkAboutParks and Recreation - 05/05/2008 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, MAY 5, 2008 7:00 P.M., CITY CENTER Council Chambers 8080 Mitchell Road COMMISSION MEMBERS PRESENT: Geri Napuck, Chair, John Brill (left at 9:00 p.m.), Vice Chair; Tom Bierman, Lee Elliott-S toering (left at 9:35 p.m.), Randy Jacobus and Ian Mackay COMMISSION MEMBERS ABSENT: Rob Barrett, Jeffrey Gerst and Joan Oko STUDENT REPRESENTATIVES: Margaret Krause and Steven Shouts COMMISSION STAFF PRESENT: Jay Lotthammer, Parks and Recreation Director; Laurie Obiazor, Recreation Services Manager; Stu Fox, Parks and Natural Resources Manager; Wendy Sevenich, Community Center Manager; Nicole White, Therapeutic Recreation Coordinator; Bob Lanzi, Recreation Coordinator and Carol Pelzel, Recording Secretary I. CALL TO ORDER AND ROLL CALL The meeting was called to order by Chair Napuck at 7:05 p.m. Napuck reported that this is the last meeting for the student representatives. On behalf of the Commission, Napuck thanked the students for their participation on the Commission. She also congratulated Shouts on receiving an economics award. II. APPROVAL OF AGENDA Motion: Brill moved, seconded by Elliott-S toering, to approve the agenda as presented. The motion carried, 5-0. APPROVAL OF MINUTES —April 7, 2008 Motion: Brill moved, Bierman seconded, to approve the April 7, 2008, Parks, Recreation and Natural Resources Commission meeting minutes as presented. The motion carried, 4-0-1 with Jacobus abstaining because of absence from that meeting. III. REPORT OF CITY COUNCIL ACTION—April 15, 2008 Lotthammer reported that the City Council accepted the Sampson property donation and directed staff to move forward as recommended by the Arts and Culture Task Force. Staff has been moving forward and site surveys are in the works. They are also working with the Sampson PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 5, 2008 Page 2 family to transfer the deed. Lotthammer said the question was raised that if the Council should some day decide to not use the building as an art center, could the building be sold or be used for something else. He explained that there are very few restrictions in the agreement with the Sampson family and should the Council decide to use this building for something other than an art center or even sell the building, they could do so. In their motion the City Council stated that they would endeavor to use the building as an art center. Lotthammer said staff is continuing to research some of the product that needs to go inside of the facility and their target date to have the facility up and running is January 1, 2009. Elliott-S toering asked if they will be obtaining all new equipment or if they would consider purchasing used equipment for the facility. She indicated that there is a network of people that have used equipment that they may be willing to sell or donate to the art center. Lotthammer responded that they will probably have a combination of equipment, new and used. They have heard from a number of people who have equipment but staff needs to look at all of the equipment that will be needed and the equipment that is being offered to make sure this is what is needed for the facility. Lotthammer said if the Commissioners have someone who is interested in giving or selling equipment to the City to contact him or Obiazor. Lotthammer further reported that at the April 15 Council meeting the Council approved the bids for the Red Rock Lake Park play structure and staff is getting ready to move forward with this project. Lotthammer said that the Council also read the Arbor Day Proclamation at the April 15 meeting. Saturday was the annual Arbor Day walk with attendance down because of the weather forecast. IV. REPORT OF PLANNING COMMISSION Fox reported that there was one meeting in April and there were no items considered that would impact parks and natural resources. The April 28 meeting was cancelled because of the recognition banquet. VI. PETITIONS, REQUESTS AND COMMUNICATION A. Grants Obiazor explained that this item is informational only and no action is required. She reported that the Eden Prairie Foundation awarded $3,940.79 towards the purchase of additional sound equipment to be used at the Riley-Jacques Barn. She also reported that the Lions Club awarded $2,000 towards the purchase of tables and chairs at the three new park buildings and $1,500 towards the purchase of new sound equipment to be used for concerts and theater productions. VII. OLD BUSINESS PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 5, 2008 Page 3 VIII. NEW BUSINESS A. Annual Report Lotthammer explained that the Parks and Recreation Department's Annual Report was distributed to the Commission this evening. He reported that 2007 was a busy year for projects and programs. This Commission played a large and important role in the planning for many of those items and helped guide the Department with policy decisions. Lotthammer said if the Commission has questions regarding this report to please contact him. Bierman asked who receives a copy of this report. Lotthammer responded that they do have a distribution list that includes all of the Parks Department staff, the Arts Commission, Parks Commission, Department Heads, City Manager, City Council and some organizations that the Department works closely with. This report will also be placed on the City's website so that it is accessible to the public. Bierman questioned if this gets advertised so that the general public is aware that the report is on the City's website. This report might be one of those things that the public may want to see because of the amount of work that was accomplished over the year. They should let people know what is going on in the Parks Department. B. Miller Park Plasround Master Plan Lotthammer explained that Miller Park is a unique and special place. The size of the park and its location makes it accessible to all people and is one of the three community parks. The intent of this park is to attract all residents of the community. Lotthammer further explained that it is difficult to maintain this park because of its age and this has given them the opportunity to look at how they can bring it back up to speed as well as meet safety standards and accessible standards that are acceptable to the community. They are very fortunate to have a community member that has come forward and wants to be part of this project in another area which is barrier free. This takes the park from the usual standards of accessibility and brings it to the next level up. Lotthammer said that Mike Garvin is here to help the Commission understand how they can take this forward. Garvin has also raised some donations for this project and is willing to contribute some of his own funds to move it forward. Mike Garvin reported that it has been two years since he presented this idea and concept. He is a current resident of Eden Prairie and has three daughters, one of which has cerebral palsy. Garvin explained that throughout his travels to other communities he found barrier free playgrounds which provide accessibility for everyone. The most amazing part about these playgrounds is that everyone loves them because they are a little different. Garvin said he felt that a park like this would be great in Eden Prairie and he began the process and has come up with some great ideas. He said he feels this is a wonderful concept that will blend in with this park and will be a wonderful addition to Eden Prairie. Garvin said he has received some donations and will provide some of his own money to get this project moving. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 5, 2008 Page 4 Napuck said she appreciates Garvin pursuing this and asked what the difference is between an accessible playground and a barrier free one. Garvin explained that barrier free allows surface access to any part of the playground, structure or equipment. It allows users to get to a slide from their chair and the chair also goes onto the merry-go-around. There is no difference to the various levels. Elliot-Stoering said she is the parent of a special needs child and she thinks this is a wonderful proposal and thanked Garvin for taking the initiative to present this proposal. Garvin explained that the barrier-free concept is all over the country but he is not sure there is a barrier-free playground in the twin city area. This would be the first of this kind in Minnesota. Lotthammer explained that staff has approached this as a group project including Garvin and the Parks and Recreation Department staff. They have brought in design professionals from Brauer and Associates to determine how they can accomplish this and at the same time fit it within their budget. They have prepared a full master plan to be done in three phases. Tonight they are focusing on the first phase of the project and will discuss some of the cost estimates for Phase I. Jason Amberg of Brauer and Associates reviewed how Miller Park currently exists and presented the concept Master Plan for the park which provides for a long-term plan for the play area. Phase I would work with the existing site regardless of whether or not the future phases occur. The intent is to make the entire park barrier free but independent on funding. Jason reviewed the type of play features that would be included in the park and explained that they want to integrate some different textures for plant materials, colors and scents. Mackay asked if the existing picnic shelter would remain. Amberg responded that it would for Phase L Long term they would create some type of deck overlooking the water. In Phase I they will work around the existing shelter. Elliott-Stoering asked if the rocks would be replaced with concrete. Amberg explained that the rocks would be removed in Phase II. Bierman questioned how far the playground would be from the water line. Amberg answered that they are not building out further than the existing fencing that surrounds the play area. Amberg explained that the projected cost for Phase I of this project is $213,050. They are also looking at two alternate items that would increase the projected cost to $435,875. The first is a swing set container and the second is ornamental fencing. They will consider these items after the bids are received to determine whether or not they would fit in with the budget. Bierman asked what percent of the cost would come from the City. Lotthammer responded that currently there is $110,000 in the CIP for replacement of the play structure. They may be able to do some of the work in-house and there may be some design money available in different areas. Depending how the bids come back, the City's contribution may be $115,000. At this time they do not know what the total donations are for this project. As the project gets more publicity there may be more funds contributed. Bierman asked if this project could qualify for some grant money or other outside revenue. Lotthammer explained PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 5, 2008 Page 5 that it could. In the past the DNR has provided grants but their funding has been reduced. This is something they could look at in the future especially when they have a piece of the project in place. Jacobus pointed out that they planned to spend $110,000 for Miller Park improvements for this year. He questioned if it is feasible to spend $435,000 for Phase I and still plan to do two additional phases. Lotthammer explained that they would be putting more money into the CIP for other phases in future years. If they just meet code, the final cost with all phases would be more than the $110,000 budgeted. There are some drainage issues and the grading will address that. Fox pointed out that the playground is not unsafe to the point they have to take the equipment out. It has degraded to the point where a lot of that equipment is wearing and they did look at replacing it with similar equipment. Fox said they needed to develop a plan to determine what should be done with Phase L Phases 11 and III will integrate components of Phase I. They can't go forward and award a bid until they have the funds. This is a very conservative estimate on the high end of what they expect. Jason said they have seen some very competitive bids and people are lowering prices on construction. Elliott-S toering said it is important to note that this isn't the same type of park situation that they have in neighborhood parks. It is currently very special and unique and obviously they would want to keep it that way. Bierman pointed out that the project schedule shows the bids being opened on August 7 and Council award on August 19. He asked if a special meeting of this Commission would have to be called to consider the bids. Lotthammer said the schedule will have to be adjusted so that this Commission would have an opportunity to review the bids at one of their meetings. MOTION: Motion was made by Brill, seconded by Mackay, to support staff's recommendation to proceed with design plans to enable the implementation of Phase I of the Miller Park project. The motion carried 5-0. Lotthammer said that once the bids are let, they will come back to the Commission with the bid results along with the available funding. Mackay thanked Garvin and City staff for taking the initiative to put this master plan together. C. Bids for Edenbrook Nature Trail and Boardwalk Project Fox indicated that a memo had been included in the Commission's agenda material summarizing the bids that were submitted for Phase II construction of the trail and boardwalk sections of the Edenbrook Conservation Area. Fox provided the Commission with a brief background of the project. He pointed out that the engineer's estimate was $160,000 and the low bid came in at$97,000. Staff is recommend awarding the contract to Odessa II in the amount of$97,030. Elliott-S toering asked if the boardwalk would be the same as what is currently there and asked if this project would complete all of the phases of the project. Fox said the boardwalk would be the same and one phase remains incomplete which is the south end connection. The PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 5, 2008 Page 6 residents of that neighborhood do not want a connection at that location because they do not want outsiders accessing this area. If that neighborhood indicated that they were interested in having a connection, they would let City staff know and they would then start budgeting for that. In response to a question from Elliott Stoering, Fox explained that the connection to the trail on the south would not connect underneath Crosstown. The trail would connect along the south side of Crosstown. Elliott-S toering asked how they would discourage bikers from using this trail. Fox responded that they could include signage and if necessary some type of bike exclusion gateway. Elliott-S toering said she has had some residents talk to her about off-leash dogs at this location. She asked if signs could be posted stating that this is not an off-leash area. Fox said they could certainly add signage but encouraged people to call animal control when they see a habitual offender. Jacobus asked if they should consider completing this project since the bids have come in so low. Fox responded that the residents do not want the final connection and he would not recommend that they proceed with that portion of the project until they request that it be done. MOTION: Motion was made by Jacobus, seconded by Bierman, to recommend that the City Council award the contract for the Edenbrook Nature rail and Boardwalk Project Phase II to Odessa II in the amount of$97,030. D. Veterans' Memorial Statues Lotthammer explained that Phase I of the Veterans Memorial was completed in November of 2007. Since that time, Veterans Memorial Fundraising Committee members have continued to raise funds and are now in a position to advance the project and are targeting a completion date of November 2008. The final phase of the project consists of two significant sculptures. When this concept was originally contemplated, there was an understanding that the sculptures would be reviewed by the Arts and Culture Commission and the Parks Commission and approved by the City Council. The Arts and Culture Commission reviewed the sculptures on April 14 and found them to be appropriate. This evening the Commission is being asked to review the sculptures as presented and to make a recommendation to the City Council. Lotthammer further explained that the design for the globe has been changed from what was first presented. The original globe was a 12,000 pound granite globe that floated on water. This became more costly than they had envisioned and the Committee recently re- looked at the challenges of the granite globe because of the weight and soil conditions. They are now proposing a bronze type globe that they feel is close enough in concept to the granite globe that they do not have to go back to the Arts Commission. Lotthammer distributed pictures of the new proposed globe. Lotthammer stated that the statute proposed includes a fallen soldier being carried by another soldier. As the project moves forward, staff will present the bid results and design plans to the Commission. They hope to have all of this in place by November for Veterans' Day. Bierman asked for a definition of the word veteran. John Mallo, 14000 Forest Hill Road and Chair of the Veteran's Committee, explained that they will be honoring all veterans including Civil War veterans as well as veterans from the Revolutionary War. Bierman said when he PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 5, 2008 Page 7 thinks of veterans he currently thinks of males and females. He said the statue represents two males and does not give any recognition to the female side. Mallo explained that they do have women on the task force and it was considered. Obviously, women have died in war and Iraq was the first war women served in a combat position. Mallo said their theme for this memorial is service to their country and their motto is "All gave some and some gave all". The Committee felt the statue of one soldier carrying another soldier depicts their theme. Bierman said that when they talk about a memorial he believes it includes both people that died in combat and those that served. He asked if they are only trying to recognize people that died and not people that served. In looking back many years, one of the things that strikes him about veterans is that they do more than dying and fighting. They also serve when there is no conflict. They are maintaining peace. Mallo explained that their theme is service to our country. There will be names on the wall and will include names of people that have served and who are currently serving. They have 168 names to be included on the wall of both living and deceased veterans. At their Veterans' Day event last year they honored three soldiers; a World War II veteran who is still alive and was a prisoner of war, a Viet Nam veteran who was given two purple hearts and a veteran who was killed in the Iraq war. To say that they are not honoring those that served is not true. Bierman said that in looking at the statue it appears that the soldier is carrying a dead soldier. Mallo explained that the Committee wanted a statue that depicted action and they felt the proposed statue did that and also showed service. They don't know if the other soldier is dead. Bierman asked that as the Committee goes forward they also think of peace keeping. He likes to think positive and veterans have done a lot and have done a good job of extending a helping hand. Mallo stated that half of the memorial shows service to our country and the second half shows world peace. The memorial does address the peace part of Bierman's concern. It was difficult to come up with a representation of peace and that is why they chose the globe. Napuck stated that it looks like the reason for selecting the original globe was because of the reflection on the globe. She asked if there would be some writing on the globe that is replacing the original globe selected and she asked how it will fit into the overall theme of the site. Mallo explained the layout of the memorial and a site layout was displayed. There will be no writing on the globe. Mackay thanked the Veterans' Committee for all of their work and for bringing these statues forward. He indicated that he really liked the granite globe and is disappointed they cannot use it. He asked if they feel the globe they ultimately selected is a fair replacement. Mackay said he hoped they could find a way to be able to make the granite globe work. He feels it is a remarkable sculpture and the replacement looks typical. Mackay said the statue of the soldier looks heroic and conveys the anguish of war. He said to him the soldier looks like a medic and that does not necessarily portray the not in vain sacrifice. Mackay said he does not see the fulfillment of the sacrifice and all he sees is the sacrifice. Mallo responded that the soldier in the statue is carrying a weapon and a medic would not be carrying a gun. Elliott-S toering said she understands and respects the thought of wanting to show action. She said she also believes it is difficult to represent action when you are talking about war without being somewhat violent. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 5, 2008 Page 8 Napuck commended the Veterans' Memorial Committee for their hard work and for moving this project forward. There may be some difference of opinions on the image but they are all united in thanking the Committee for their work and for initiating this memorial. Tim Sather, 14050 Carmody Drive, said he is the Viet Nam veteran who was honored on Memorial Day and he was a soldier that was carried out of the field and is alive. Sather reviewed the Committee's mission statement which states that they are honoring men and women. Bierman pointed out that the soldier in the statue is wearing a helmet and that makes it appear that the people who put this together were by people who served in the Army or Marines. He asked that as the Committee goes forward they remember the other services. Mallo responded that all six services are represented on the Committee and it was a joint agreement on the sculpture. Brill thanked the Committee for all of the work they have done and commended them for their work. He asked if the Committee is comfortable with the new globe. Mallo said that as the Chair of the Committee he preferred the granite globe; however, there were some concerns with it being made in China. There were also some soil concerns. They did spend $9,000 on soil testing to come up with a solution but there was the concern that the globe would sink. Also, they live in a climate where a globe that floats in water could only be used for five months out of the year. Another concern was vandalism. If the granite globe were damaged it could not be repaired. Mallo said the biggest concern was cost. The total cost for the granite globe was between $79,000 and $80,000 while the cost for the bronze globe was $25,000. He explained that the statue of the soldier cost$80,000 where a statue of this magnitude normally costs $160,000 because of the two figures. Mackay said he would recommend that the Arts and Culture Commission take a look at the new style of the globe that is being proposed before the Committee moves forward. MOTION: Motion was made by Brill, seconded by Bierman, to recommend the City Council approve the sculptures as presented by the Veterans' Memorial Fundraising Committee for inclusion in the Veterans' Memorial at Purgatory Creek Park. The motion carried 5-0. IX. REPORTS OF STAFF A. RECREATION SERVICES MANAGER PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 5, 2008 Page 9 1. Recreation Programs Cost Recovery Policy Update Obiazor presented an overview of the Recreation Programming Cost Recovery Policy update and explained why it is now being brought before the Commission. She stated that one of the questions raised by the Budget Advisory Commission during the 2009/2009 budget hearing discussions related to the process used by City staff to determine which recreation programs are offered and which programs are cancelled. The decisions are based on policy that was adopted by the City in 1995 relating to cost recovery for recreation programs. Obiazor explained that a cost recovery policy for recreation programs was established by the City Council in November, 1995 and over the past twelve years the City has collected fees for recreation programs based on the policy approved by the Council. The policy outlines the cost recovery goals for recreation programs according to four distinct service categories; basic services, enhanced services, fee assisted services and fee support services. Obiazor briefly reviewed the four service categories with the Commission as well as the recommended changes to the Policy. Staff is recommending changes to the Arts and Culture Programs, Special Events and Youth and Family. Brill said it appears that the cost recovery for 2005 and 2006 was approximately 90 percent of the cost. He asked what the percentage of recovery was for 2007. Obiazor responded that staff is still in the process of finalizing their data but they anticipate being right in the 90 percent range. Brill said if this is a consistent trend it appears that the future years will come in about the same. He questioned if the City Council has a different idea of cost recovery or do they want to remain at 90 percent or at a higher level. Lotthammer said he is not aware of any philosophical change or mandate from the City Council to change the bottom line percentage. Jacobus asked if they applied the new cost recovery percentages in previous years, would any of the programs have to be eliminated. Obiazor responded that these percentages are minimums. Programs would not have had to be eliminated. Using good judgment as a program manager they know what their fee schedule can be to provide the service. When it makes sense, they try to recover as much of the cost of the program as possible. Elliott-S toering said that in looking at the proposed cost recovery schedule, 0 percent is being used for unique special events. She questioned how they would be able to recover costs for these events. Obiazor explained that when they established the policy they did not factor these programs in. They are events but really not a recreation program. Elliott- Stoering said she is aware that several of these events have occurred and she asked how much those events cost. Obiazor said that as an example, the Community Center grand opening would be such an event. This event is bigger than a typical ribbon cutting ceremony so will cost more. The budget for the grand opening is approximately $3,000. Mackay said it appears that this policy has not been looked at for a long time and he suggested they consider including a comment in the policy stating that a review or the policy will occur on a regular basis. This will make sure that people don't perceive this as a response to some action. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 5, 2008 Page 10 Bierman stated that when this document is presented to the City Council there should be some language included in this motion stating that they are above budget,below budget or at budget and explain what the quantifiable estimate of dollars associated with these pages are. Obiazor explained that the cost recovery policy is used in determining their budget. They look at whether or not they exceeded their expectations or if they failed. They would then adjust the percentages or look at possible program changes. Bierman said he understands the cost recovery goals and asked if the changes would impact this year's budget or next year's budget. Lotthammer responded that they will be on budget because this policy reflects what they have done and shows minor differences from the previous policy. Staff used revenues and expenditures to project their budget dollars for these categories. They divide the revenue by the expenses to get the percentages and to show their history. MOTION: Motion was made by Bierman, seconded by Jacobus, to support staff's recommendations regarding proposed adjustments to the cost recovery goals for various recreation programs as outlined in the table below: Program Current Cost Proposed Cost Recovery Minimum Recovery Minimum Staring Lake Concert Series 25% 10% Riley-Jacques Twilight Specials 25% 10% Winter Theatre 25% 40% Park in Movies 25% 10% Youth Summer Drama Cam 25% 75% Cemetery Walk 25% 75% Historical Tour 25% 75% Collection of One Acts 25% 75% Arts & Antiques in the Garden 25% 50% 4"'of July Celebration 50% 40% Playground Cam 50% 75% Unique Special Events such as park dedications and ribbon 50% 0% cutting ceremonies The motion carried, 6-0. (Brill left the meeting at 9:00 p.m.) FYI: Twilight Special—A Special Evening of Music and Entertainment. FYI: Senior Awareness Month— Obiazor reported that a proclamation for Senior Awareness Month will be on the City Council agenda May 9. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 5, 2008 Page 11 FYI: Staff Update in Recreation—Obiazor explained that staff is in the process of filling the Recreation Coordinator position at the Senior Center and anticipate having a person on staff by June 1. Obiazor further explained that one of the recommendations for the operating budget of the Arts Center was to have an Arts Center Coordinator position. This would be a 30-hour a week permanent part-time position. Staff is moving forward with creating that position and anticipates having someone on board early summer. B. COMMUNITY CENTER MANAGER 1. EPCC Caterer Recommendations Bob Lanzi, Recreation Coordinator, explained that the newly remodeled and expanded Community Center is well positioned to host events requiring food and beverage service. In anticipation of residents' needs, the food and alcohol section of the City Policy for Facility Use was recently changed to anticipate the need for catering services at the Community Center. Lanzi further explained that staff recommended selecting several approved caterers to serve customers. Multiple approved caterers will allow residents the options of a variety of food and price options while maintaining safety and insuring a high quality product. Lanzi reviewed with the Commission the process staff used in selecting four caterers for the City Council to enter into catering agreements for the Community Center. In response to a question from Bierman, Lanzi explained that some of the questions in the RFP were addressed at the presentation. All participants did respond to all of the questions and all three factors were weighted the same. Lotthammer indicated that they did not use a weighting scale. The outcome was to determine a range of price points and the quality of the food. Bierman pointed out that the RFP does not indicate that award would be based on price points and affordability. If those are the things they are going to evaluate, the people presenting the proposal should have been informed that this is part of their evaluation equation. Bierman said that staff should make sure then when they are doing a proposal they inform the people how they will be evaluating the criteria. Lanzi said this was discussed with everyone that made a proposal. In talking to them they did tell the bidders that the outcome would be based on price and quality of food. Bierman said he believes it is important that the Council is made aware of the fact that the RFP was mailed to 40 possible bidders and that the list of those 40 businesses came from independent sources including the Chamber of Commerce. Lanzi explained that this list of caterers is not all encompassing. Hopefully this is the beginning of a great list. Napuck said she had attended two of the tasting events and she believes the proposed list represents the various occasions. Napuck said she is comfortable in accepting the four recommendations of staff. Elliott-Stoering asked if caterers can be added to this list at any time. Lanzi responded that yes, they can add caterers at any time. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 5, 2008 Page 12 MOTION: Motion was made by Bierman, seconded by Mackay, to support staff's recommendation to the City Council to enter into catering agreements at the Community Center with the following food and beverage providers: Crumb Deli, Biaggi's, Catering Minnesota and Ruby's B-B-Q. The motion carried 5-0. FYI: Sevenich reminded the Commission that the Community Center Grand Opening will be held on May 17. (Elliott-S toering left the meeting at 9:35 p.m.) C. PARKS AND NATURAL RESOURCES MANAGER 1. Flying Cloud Athletic Fields Update Fox provided the Commission with an update on Pioneer Trail and Flying Cloud fields. Because of key approvals that have to come from the State Historical Office, they do not anticipate beginning the Pioneer Trail project until 2009. At the current time, the County Highway Department is completing their environmental review so that the project can be submitted to the Federal Highway Administration for federal funding to assist with construction. Because of last minute issues involving the Cummins Grill House and other environmental review needs, the County requested a one-year extension for that review process. Because of the work yet to be completed, the county has notified the City that this project will not begin pending approval of the federal funding until spring of 2009. Fox reported that with the delay of the Pioneer Trail project, this means that the City will continue to utilize the Flying Cloud Fields and athletic fields adjacent to the Cummins Grill House for the remainder of 2008. City staff has learned, according to the Metropolitan Airports Commission staff, that they can begin making plans to expand the Flying Cloud facility on the west side of the athletic fields. This project has been waiting for full confirmation by the Federal Aviation Administration and it appears that the approval will be forth coming within the next two to three months. Fox explained that staff has also been working with the Metropolitan Airports Commission to obtain a permanent lease for land for the construction of the last neighborhood park called Cedar Hills Park. The current estimate from MAC staff is that permanent lease will not be approved by the FAA until several other matters are resolved with the lawsuit with Northwest Airlines. Fox further explained that the permanent lease is in the amount of$900,000. That amount reimburses MAC for the amount of money they paid for the land as part of their expansion process. MAC wants to be able to clearly demonstrate that the land has value. Fox stated that a permanent lease allows the City to build a park and not worry about MAC coming back and saying they want the land back. FYI: Park Clean-up Recap—Fox reported that on April 19 a number of service groups generated 70 bags of trash. This was a successful park clean up and letters of appreciation were sent to those participants. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 5, 2008 Page 13 D. PARKS AND RECREATION DIRECTOR 1. Comprehensive Plan Overview Lotthammer reported that at the April 5 Commission meeting, Bierman asked for information regarding the update to the City's Comprehensive Plan. The Commission was provided with Chapter 7 of the Plan (Community Facilities Element) which shows the changes that were incorporated from the previous adopted Plan. This chapter uses information from the City's Park and Open Space System Plan that was updated in 2003. Napuck pointed out that on Page 7-17, Table 7.4, Birch Island Woods Conservation Area is not listed on that table. Fox said it is listed in the Park and Open Space System Plan which is the official document. It should also be included in this table and he would let Planning staff know that it was not included in the Comprehensive Plan. Bierman asked who ultimately receives the final document and how important is it to correct the document. Lotthammer responded that the document does go to the Met Council and to cities that touch Eden Prairie's borders. It is also sent to the Watershed District, Three Rivers District, etc. for comment. Fox explained that the document is currently going through the public comment period and several public agencies will be making comments on it. Bierman said that as he went through the document he found several areas that were confusing. For example, on Page 7-2, Table 7-2, it refers to 1993 but talks about the 2004-2005 school year. He said he found a number of those kinds of things throughout the document. They need to update it for 2008. Lotthammer asked that should the Commission have other changes and/or corrections, they provide them to him or Fox so that they can forward this information to the City's Planning staff. Mackay asked if there has been any discussion on the potential use for the BFI site and he asked who owns the site. Fox responded that the site is owned by Waste Management and he believes they have a MPCA permit for methane extraction. At one time there had been talk about a golf course, driving range, athletic fields, etc. There is upward of 90 feet of fill in certain areas. Staff has moved away from the idea of using this site as athletic fields. There will be limitations of what the end use of the property can be. 2. 2008 Work Plan The 2008 Work Plan was included in the Commission's agenda material. The June 2 meeting will be at the Community Center and the July meeting will be the dedication of the Lambert Pavilion and the bus tour of park facilities. X. NEXT MEETING PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 5, 2008 Page 14 The next regular meeting of the Commission is scheduled for Monday, June 2, 2008 at 7:00 p.m. at the Community Center in the Cambria Room. X. ADJOURNMENT The meeting was adjourned at 10:00 p.m.