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HomeMy WebLinkAboutParks and Recreation - 11/01/2010 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, NOVEMBER 1, 2010 7:00 P.M., CITY CENTER Council Chambers 8080 Mitchell Road COMMISSION MEMBERS PRESENT: Geri Napuck, Chair, Hutch Coburn, Vice Chair; Tom Bierman, Larry Link, Lee Elliott-Stoering (left at 9 p.m.) and Derek Gunderson COMMISSION MEMBERS ABSENT: Joan Oko STUDENT REPRESENTATIVES: Ethan Holdahl, Pranay Rao and Shyam Raman COMMISSION STAFF PRESENT: Jay Lotthammer, Parks and Recreation Director Laurie Obiazor, Recreation Services Manager Stu Fox, Parks Natural Resources Director Bob Lanzi, Recreation Coordinator 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 introduced student representative Holdahl and asked him to introduce himself to the Commission. II. APPROVAL OF AGENDA Link said they had previously talked about developing a list of topics for long-term planning and he asked where they were at with that. Lotthammer said he had planned to discuss this when they do the Commission's meeting calendar. He suggested they meet before a regular meeting and hold a brain storming session to develop the list. The Commission agreed to meet prior to their December 6 meeting at 6:30 p.m. to develop the list of topics and to generate some ideas. They can then bring these items forward at future Commission meetings. Motion: Link moved, seconded by Bierman, to approve the agenda as presented. The motion carried, 6-0. III. APPROVAL OF PRNR MINUTES — SEPTEMBER 13, 2010 Bierman said he had hoped they would recognize the people who did an outstanding job at the beach this past summer,particularly the lifeguards who had performed the 12 saves. Lotthammer said he would check with Beth Witt, the staff person who made the presentation to the Commission, to determine if it is practical to bring them forward for Commission recognition. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION November 1, 2010 Page 2 Many of the lifeguards have gone back to school and they may not have the names of the specific lifeguards. Some of the events are only tracked as incidents. Motion: Elliott-Stoering moved, seconded by Gunderson, to approve the minutes from the September 13, 2010 Parks, Recreation and Natural Resources Commission meeting as presented. The motion carried 5-0-1 with Coburn abstaining because of absence from that meeting. IV. REPORT OF CITY COUNCIL ACTION A. RECOGNIZE THE EDEN PRAIRIE HOME DEPOT FOR CONTRIBUTIONS TO THE PARK SYSTEM Lotthammer reported the City Council recognized Home Depot for their contributions to the City's parks. Several times during the summer they refreshed wood chips throughout the City including placing them in areas where it is difficult to grow grass. B. BIRCH ISLAND WOODS PARKING LOT OVERVIEW The City Council agreed to move forward with the parking lot plan for Birch Island Woods. This parking lot is highly supported by the Friends of Birch Island Woods. The City will be working with the Watershed District to move forward with the project and the Friends of Birch Island Woods will also be involved in this project. C. ART CENTER DONATION FOR GAS KILN The City Council recognized a donation of$3,000 from the Sampson family for a gas kiln for the Art Center. D. ROUND LAKE SKATE PARK The City Council awarded a concrete contract for the first phase of the Round Lake Skate Park project. The site preparation will be done by City staff and a contractor will lay the concrete. Next year City staff will be conducting meetings with the users for equipment implementation. E. PRNR COMMISSION UPDATE Chair Napuck made a presentation to the City Council updating them on the Commission's accomplishments. Napuck said it was a pleasure to represent the Commission and they have done some great work and have some great ideas to be proactive. V. REPORT OF PLANNING COMMISSION Fox reported there were no Planning Commission meetings held in October, therefore, there was nothing to report. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION November 1, 2010 Page 3 VI. PETITIONS, REQUESTS AND COMMUNICATIONS A. PARK FACILITY RENTALS Bob Lanzi, Recreation Coordinator, presented an overview of park facility rentals explaining over the past two years they have experienced a significant growth in rentals. Between 2004 and 2009 the numbers were stagnant and for 2010 the numbers jumped significantly. In 2008 there were 273 rentals and for 2009 there were a similar number of rentals. In 2010 their rental number is already at 361. Staff attributes the increase in rentals due to the economy. Lanzi reported there have been more graduation parties and wedding receptions held at the park facilities. They have 14 park facilities for rent with 28,000 users and $47,383 generated in revenue. Lanzi reviewed with the Commission the various park facilities that are rented. Elliott-S toering asked if staff has promoted these facilities to the various athletic associations so they are aware of what is available for rental. Lanzi responded smaller groups just use the facility and they do get some of these groups at Miller Park. This year there were over 150 large group permits issued. Staff will make an effort to get this information to the youth athletic associations. Link said it was mentioned that 75 large group requests were from YMCA groups. He questioned what qualifies as a large group and if they have to be Eden Prairie residents to rent the facilities. Lanzi explained they have to be an Eden Prairie resident or business and the number of participants for a large group is 20 or greater. Fox explained the reason for encouraging people to get permits is to help staff park maintenance. If they know a large group is scheduled staff can empty trash cans, mow areas, etc. Bierman asked if the occasion ever arises where a facility is not available for someone to rent. Lanzi explained graduation season is a little challenging. On the first day of registration they take between 30 and 40 registrations. Overall, they are able to accommodate everyone since they are restricted to Eden Prairie residents or businesses. Bierman asked whatever happened to the Cedar Hills Clubhouse and if the City intends to acquire it. Lotthammer explained the owner of the property has demolished the club house. That building would have been a difficult to bring up to ADA compliance and the building was quite dilapidated. VII. OLD BUSINESS A. CARMEL PARK BALLFIELD Lotthammer reported that at a previous meeting a resident had approached the Commission with concerns about the quality of the turf at Carmel Park ballfield. Since then, City staff went to that facility and aerated the field, fertilized it and placed weed control on it. They also filled in holes throughout the field. Early to mid summer when the grass seed takes over they should see improved turf at this field. Lotthammer said they did what they could for a minimal cost. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION November 1, 2010 Page 4 Napuck asked if the neighbors had been notified that the City did do improvements to the ballfield. Fox answered the two individuals that appeared before the Commission were notified and told what the City was planning to do to the fields. B. FLYING CLOUD FIELDS EXPANSION Lotthammer explained staff has met with HTOP, a landscape architect design firm to do a detailed construction design plan for the Flying Cloud Fields' expansion. They are ready to go out for bid in January or February of next year with bid award occurring in March. This will allow construction to start in the spring as weather permits. C. STARING LAKE PARK TRAIL Bierman said the Staring Lake Park trail was recently put in over the summer. This project was one that was questioned by the City Council and eventually was approved. Bierman said he was impressed this project went from whether or not it should be done to a wonderful completed project. He was amazed at how the trail was designed and how a 60 to 70 degree hill was handled. Bierman said he wanted to compliment City staff for a very minimal amount of disturbance to the woods they went through and how the trail follows the creek and is wide enough for bikes and walkers. It is a great thing to see the referendum dollars being spent for projects such as this. Lotthammer pointed out that Fox was very instrumental in this project. VIII. NEW BUSINESS A. WELCOME TO EDEN PRAIRIE SIGN Bierman explained he has put together a discussion paper for the Commission's review with regard to signs welcoming people to Eden Prairie. This particular initiative is not a MnDOT activity but something we can do on our own. Bierman is looking for a pilot project in two different locations for motorist to become aware that they are entering Eden Prairie. He is suggesting signs be located on the west side of I-494 and on the west side of Highway 169. Bierman presented to the Commission his proposal for the signs. Lotthammer explained a consulting firm hired by the City is working on a way finding project to identify Eden Prairie and to bring people into the City's business area. Lotthammer said he would discuss with the City's Community Development staff how far along they are on this project and if they have looked at recognition signs. Lotthammer said he would like to make sure that this proposal is not a duplication of work that is being done by the consulting firm. He would also like to determine if they can get this proposal into the process. Elliott-S toering said it was her understanding way finding was more focused on the businesses around the Mall. Lotthammer said that is a big portion of it and to get people into the City and to places within the City. Fox pointed out they have the green color circles on the decorative railings throughout the City though they do not have anything that clearly PARKS, RECREATION AND NATURAL RESOURCES COMMISSION November 1, 2010 Page 5 identifies that you are in Eden Prairie. Lotthammer said MnDOT has indicated they may be able to do something when the 494/169 project is done similar to what was done by the City of Lakeville. Eden Prairie will have some input into the design of the 494/169 bridge. Lotthammer explained some of the difficulties in placing the signs at the locations suggested is the ownership of the land. Fox also mentioned Eden Prairie does not allow billboards in the City except for a couple on Flying Cloud Drive. If they start putting up signs people will question why the City won't allow businesses to put up signs,but yet the City can. Lotthammer said he would bring back additional information at the December meeting with regard to the way finding project. Gunderson asked if they incorporate census information on the signs. Fox responded typically that information is included on road signs and MnDOT only allows a certain amount of information. They try not to place signs all over the community because of maintenance and upkeep issues. Link said he agrees with Bierman that they need better signage, however, he questioned if this belongs before this Commission. He thinks it is an admirable idea but he is not sure they should focus on it. Lotthammer said he would have a better answer for the Commission at their next meeting in terms of how this project should be accomplished. He believes it should be included in Community Development's work plan. IX. REPORTS OF STAFF A. PARKS AND NATURAL RESOURCES MANAGER 1. Deer Manaizement Fox presented an overview of the City's Deer Management Program explaining they have had a program since 1994. Today the City has an estimated deer population of 260 with 32.5 deer per square mile. The City has reached a maintenance level and has backed off from an annual reduction of deer. They have not done a reduction program for the past two years. Elliott-S toering asked if the reduction is effective enough. Fox responded the goal is to reduce the deer/vehicle collisions and public safety is the real issue. The number of collisions has gone down. 2. Park Boundarspection Lotthammer said staff would like to present information on the park boundary inspection program this evening for Commission consideration and further discussion at their next meeting. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION November 1, 2010 Page 6 Fox explained in August Staff presented to the Commission a brief report on the program. He reviewed the history of the program and presented trespass examples. He asked the Commission to think about the process and whether or not it is the right way and if there should be a permit issued to use City property. Lotthammer said Staff is encouraging the Commission to think about whether the letters being sent out to the people are what should be sent. In general, they have received good feedback on the letters; however, the trespassers have called Council Members indicating they don't like the letters. Staff would like the Commission's feedback as to whether or not the letters are the right tone and if the Commission believes there is a different way they can get their point across. The City does incur costs when park property is encroached upon and when property pins and signs are removed. Elliott-S toering suggested they consider putting on the signs that mark the boundaries a statement indicating it is against City ordinance to remove the sign. Fox said this is something the Police Department suggested and then the person removing the sign could be prosecuted. He questioned if their goal is to prosecute people or rather to ask them to stay off City property. Part of their goal is to keep cost down and they would incur an additional cost if they had to put up new signs. Lotthammer said they found 15 percent of the properties reviewed not in compliance. People living adjacent to natural areas have been cutting things down to improve their view and look. Elliott-S toering said she assumes developments around natural areas have markers. Fox responded they do not require markers except for wetland conservation areas. When someone buys a piece of property it is their responsibility to know where their boundaries are. Lotthammer explained when they started enforcing violations people started contacting the City Council. He asked the Commission to think about what policy recommendation they would like to make to the Council. They should decide if they want to continue the process of sending out letters or should some language be added that might make the letter better. Lotthammer said Staff will frame some questions for the Commission to address at their December meeting. Gunderson asked if they could grandfather in those residents who have encroached on City property and sell that property to them. Fox explained the land has been given to the City,purchased, or donated as park land and it cannot be sold. The land is owned by the community at large. Lotthammer said in 95 percent of the cases the City does not have the authority to sell the land. Elliott-Stoering said she feels by selling the property to the resident they would be rewarding the encroachment. Coburn suggested they make the letter more of an educational piece explaining that the resident may not be aware of what the encroachment can do and that there may be a potential impact to water quality, etc. Coburn said he would be happy to review the existing letter with possible changes to make it more of an educational piece. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION November 1, 2010 Page 7 B. COMMUNITY CENTER MANAGER 1. Spooky Saturday Recap Lotthammer reported they distributed 400 bags at the Spooky Saturday with an estimated 1,300 people attending the event. Last year was the first year of this event and this year it doubled in size. FYI: Community Center Closed—November 25 C. RECREATION SERVICES MANAGER 1. Observatory Grand Opening Recap Obiazor presented a PowerPoint presentation of the observatory grand opening. The telescope was donated in 2006 and Staff was commended for pulling this project together and developing the program. Obiazor provided background for the telescope donation and explained it is one of the largest in the State of Minnesota. She also reviewed the various programs offered at the facility. FYI: Prairie Fest—November 20-21 FYI: Senior Center Closed—November 11, November 25-26 D. PARKS AND RECREATION DIRECTOR 1. 2010 PRNR Work Plan Lotthammer said they would have more budget information available for the Commission at their December meeting. Also, he is Acting City Manager and will keep the Commission informed on the City Manager search. This Commission may have the opportunity to provide input. FYI: City Center Offices Closed—November 11, November 25-26 X. NEXT MEETING The next regular meeting of the Parks, Recreation and Natural Resources Commission is Monday, December 6, at 6:30 p.m. in the Council Chambers. X. ADJOURNMENT Motion: Link moved, seconded by Coburn, to adjourn the meeting. The meeting was adjourned at 9:15 p.m.