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HomeMy WebLinkAboutParks and Recreation - 08/06/2012 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY,AUGUST 6, 2012 7:00 P.M.,ART CENTER 7650 Equitable Drive COMMISSION MEMBERS PRESENT: Geri Napuck, Chair; Hutch Coburn, Vice Chair; Tom Bierman, Derek Gunderson, Matthew Kraft COMMISSION MEMBERS ABSENT: Larry Link, Joan Oko, and Dave Rosa COMMISSION STAFF PRESENT: Jay Lotthammer, Parks & Recreation Director Laurie Obiazor, Recreation Services Manager Wendy Sevenich, Community Center Manager Lindsey Danhauser, Art Center Supervisor Doug Ernst, Park Maintenance Supervisor Carol Pelzel, Recording Secretary I. CALL TO ORDER AND ROLL CALL Chair Napuck called the meeting to order at 7:00 p.m. Commission members and staff introduced themselves. Andrea Kalligher, Community Center Support Services, attended to watch the meeting. II. APPROVAL OF AGENDA Gunderson asked that discussion items for 4th of July Celebration, Art Center programs, park benches and light rail project be added to the agenda under VIIL New Business. Motion: Coburn moved, seconded by Bierman, to approve the agenda as amended. The motion carried 5-0. III. APPROVAL OF PRNR MINUTES —June 4, 2012 Motion: Motion was made by Gunderson, seconded by Kraft, to approve the June 4, 2012 meeting minutes as published. The motion carried 4-0-1 with Bierman abstaining because of absence from that meeting. IV. REPORT OF CITY COUNCIL ACTION Lotthammer reported the City Council took the following action: • Approved the Aquatic Feasibility Study. The Council also accepted a$10,000 donation from the Foxjets for the Study. The study will be brought back to this Commission with a formal presentation in November and to the City Council at the end of November or early December. • Awarded a bid for Round Lake Park Skate Park. • Awarded bid for trail overlays and reconstruction. PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES August 6, 2012 Page 2 V. REPORT OF PLANNING COMMISSION VI. PETITIONS, REQUESTS AND COMMUNICATIONS VII. OLD BUSINESS A. ROUND LAKE UPDATE Lotthammer provided the Commission with an update on the work taking place at Round Lake explaining mass grading has been completed and they are moving along on schedule. Bierman asked what would be put in where the hockey rink was located. Lotthammer said there would be two new hockey rinks placed there. VIII. NEW BUSINESS A. 4" OF JULY CELEBRATION Gunderson said he had received numerous telephone calls or met with residents voicing concern over the reduction of hours at Round Lake for the 4th of July celebration. Many of those people enjoyed spending the entire day at this event. They also voiced concern with the number of vendors at the event and feel they will not come back because of the shortened hours. He said it is important they let the residents know why the City decreased the hours. Lotthammer explained a few years ago there were some large budget cuts and staff layoffs. In an attempt to cut the City's budget by $500,000 staff was asked to look at possible cuts. The Parks and Recreation Department looked at the 4h of July event for possible reductions. The cost for fireworks is much higher on the 4a' than any other day and since it is a holiday cost for union personnel is double. These personnel include park and street maintenance, fire and police. Staff also looked at the bands performing throughout the day and the cost as well as the number of people who attend these events. Lotthammer said they found most of the people who come to the event come after 5 p.m. for the most part. By starting the event later in the day they were able to reduce the budget by $25,000. The baseball tournament continues to go on throughout the day. He pointed out next year there will be a new play area that can be used and the park is not closed during the day so people can use the facilities. Also, with the interacting of the beach with the splash pad that in itself is going to be a draw. Lotthammer said there are no initiatives to add money back into the budget to make it a longer event. They have discussed having a pickleball tournament with the championship game being held at Round Lake on the 4h of July along with a Let's Go Fishing event. Runs could also be coordinated to happen on that day but they have to be careful to not get too many activities on that day so it becomes a bad experience. B. ART CENTER PROGRAMS Gunderson said he would like to see some kids' classes held in the evening. In many cases both parents work during the day and are unable to bring their children to the Art Center during the day. He said he would like to see toddler classes held later in the day. PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES August 6, 2012 Page 3 C. PARK BENCHES Gunderson pointed out Council members and other community members have talked about a park bench program. Community members sponsor the placement of benches in City parks while the City decides at what location the bench can be placed. He said people might enjoy other trails if they can sit at more frequent intervals and a plaque could be placed on the bench stating who donated the bench or who the sponsor for the bench is. Lotthammer said this initiative is more successful than the donation of trees. The City does have a pamphlet and brochure regarding the donation of park benches or memorial trees. He explained the people donating the bench don't usually care where it is placed. Staff will be working on a bid package or design package as to the specifications for the concrete that would go under the benches. This will help identify some additional locations for the placement of benches. Gunderson suggested they have a map that shows where benches are located and where there are open spaces for benches. This map could be placed in one or two locations of the City where there is a lot of traffic so people can see it and it can be updated as benches or spaces are added. D. LIGHT RAIL PROJECT UPDATE Gunderson reported the contract for the light rail project has been split and the original contract has been cancelled. The August meeting for the light rail project committee will be held next week. IX. REPORTS OF STAFF A. RECREATION SERVICES MANAGER 1. Art Program Update Danhauser presented an overview of the Art Center. She reviewed the revenue streams and explained this is the Art Center's third year of operation and program revenue is continuing to increase. The total earned revenue in 2009 was $36,101 and in 2011 it was at$66,258. Danhauser reported the Art Center also receives contributions from other sources such as the Sampson Family and Eden Prairie Foundation. In 2009 there were 502 class registrations and in 2011 there were 745. For 2012 year-to-date class registrations were at 736. For the year 2011 there were 3,000 participants in Art Center programs. She explained the Sampson family continues to donate including $35,000 for building improvements, $3,000 for a gas kiln and $5,000 for a pug mill. Danhauser reviewed the new programs planned for the fall and reviewed the various improvements made to the building. She also provided the Commission with an update on the Community Center Mural Projects explaining that an RFP for an artist to create an original piece of art for the wall at the Community Center was prepared. A mixed medium artist was selected for this project. The artist uses glass tiles with abstract representations of parts of the community. PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES August 6, 2012 Page 4 Bierman asked if there are any wood working classes offered by the Art Center. Danhauser said there are not. Wood working classes are offered at the Senior Center. The Art Center does not have the necessary equipment for wood working and wood is not very compatible with glass or ceramics. Coburn asked how the facility is utilized. Danhauser explained with all of the programs going on, 2011 was a great year. FYI: Senior Golf Classic FYI: Splash Time FYI: Senior BBQ FYI: Movies in the Park B. PARKS AND NATURAL RESOURCES MANAGER 1. Trail Update Ernst said he is the Park Maintenance Supervisor and in charge of park construction and trail maintenance. Years ago they looked at the trails to determine which ones needed repair, replacement, etc. In 2008, they contracted with a pavement management company who prepared an inspection report. They inspected all of the trails and used a point system from 1 to 100 to rate the trails. A rating of 100 would be for a perfectibrand new trail. The trails were divided into 1,500 segments throughout the City. Ernst said any asphalt trail assigned a point of less than 50 would have to be reconstructed while trails between 50 and 70 would be overlayed. Ernst explained to the Commission the three different processes used in maintaining the trails including reconstruct, overlay and chip sealing. He further explained sidewalks are also assigned the same point reading; however, they don't deteriorate like the trails but rather heave or crack. Rather than replace the entire sidewalk they can replace panels and they are slowly getting the sidewalks in compliance with ADA. Ernst briefly reviewed the process in determining which trails will be worked on. The City currently has 230 miles of trails. Ernst explained most of their work is done in July. He reviewed the projects that have been completed this year. Bierman reported the residents appreciate the effort made by staff in keeping the trails open during the winter season. It is nice to be able to get around some of the lakes and by keeping the trails clear they have easy access. C. COMMUNITY CENTER MANAGER 1. Community Center CIP Review Sevenich explained on June 4 Fox presented capital improvement information to the Commission and a question was raised regarding the Community Center's capital needs. She explained the bulk of any renovations or projects costing less than $25,000 are normally included in the Community Center's operating budget. Before the renovation done in 2008, the Center didn't see the usage or traffic they see now and they are seeing a higher level of wear and tear. Sevenich said staff has looked at various strategies to PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES August 6, 2012 Page 5 maintain a high quality facility and have now put in place a 10-year capital plan. Staff also has an annual meeting with the Facility Division to review projects as well as conducting weekly meetings. Staff wants to maintain a high quality facility which impacts usage. Sevenich reviewed a chart compiled by staff listing the major items to be purchased in 2012, 2013 and 2014. Gunderson said the ice arenas are shut down on a rotating basis and he asked what types of renovations are done on those arenas. Sevenich explained the boards need to be cleaned and maintained and the locker rooms are redone. Gunderson said he had heard there was mold found in one of the locker rooms and asked if there is a dehumidification system in the locker rooms. Sevenich said that locker room is maintained by the High School. When the City did the repair of that locker room they found the mold and brought it to the High School's attention. Gunderson said this is something they will have to bring up at the next School Facility Use Committee meeting. Sevenich said City staff has met with High School staff to address the issue and it has been taken care of. Kraft asked if staff has any idea what the new operating budget would be if the new pool was approved. Sevenich said this would be built right into the operating budget including increased revenue. Bierman asked how often the Zambonis are replaced. Sevenich said she believes they are replaced every 20 years. Lotthammer explained the City also has a Capital Equipment Plan and Zamboni replacement is included in that plan. 2. Homeward Hills Rental Fee Sevenich reported staff is recommending an increase in the fee for the use of the Homeward Hills Barn. Improvements to the interior and exterior of Homeward Hills Barn were completed this year resulting in more demand for use of that space. Staff feels this is the time to move into a comparative rate. This proposed fee increase was not included in the original fee resolution so a change to that resolution would also have to be made. Staff also feels these improvements warrant increasing fees to mirror fees of other upgraded rental spaces in the City including Riley Lake Pavilion and Purgatory Creek Pavilion. Coburn asked how staff arrived at the fee they are proposing. Sevenich responded the fee is comparable to other premium City facilities like Purgatory Creek and Riley Lake Pavilions. Kraft questioned if the rate could be even higher if it were based on square footage since this is a unique facility. Sevenich explained the proposed fee is to allow staff to maintain the facility and yet be affordable. If they raise the fee too high they may discourage public use. Kraft said the $200 fee is a great bargain for full-day usage. Sevenich said they can look at the fee further but the purpose is not to make money. Lotthammer said the proposed fee is consistent with other similar amenities the City offers. Motion: Motion was made by Napuck, seconded by Gunderson and all members present voting aye, to recommend to the City Council to increase the Homeward Hills Barn 2013 PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES August 6, 2012 Page 6 rental fee from$125 for a half-day (8 a.m. —3:30 p.m. or 4 — 10 p.m.) $140 for a full day (8 a.m. — 10 p.m.) to $140 for a half-day (8 a.m. — 3:30 p.m. or 4— 10 p.m.) $200 for a full day (8 a.m. — 10 p.m.). The motion carried 5-0. 3. Play Structure Expansion Sevenich reported staff is recommending an addition to the Community Center indoor play structure. This structure offers opportunities for children to exercise and play by climbing, swinging,jumping, running and scooting. Direct revenue from the structure is $7,700 and does support the general repairs and replacement to keep this amenity at a high functioning level. Sevenich explained the plan for this addition was developed by the same company that originally designed the play structure. Other companies do not want to retro fit onto current structures because of the high liability. Therefore, staff is recommending the contract be awarded to On Call Services, the company that originally installed the play structure. Work would not begin on this project until 2013 and funds for the addition are included in the operating budget. Gunderson asked if the price is in line with what it would have cost if it had been done when they put the original structure in. Sevenich responded the price is not more expensive by doing a later design; however, it is important that they get their order in while the company is doing a large order for another customer. This will allow them to get the structure faster and at a lower cost. Lotthammer said staff has a good feel as to what it should cost and it seems to be in line. Napuck asked if there is the potential to add another level to the structure. Sevenich said they could add a component on top above the slides. Napuck also asked if there is an issue with cleaning the structure and if that is a cause for a drop in usage. Sevenich answered this is not a problem. This play structure is on a rotating cleaning plan and inspected once a year. Motion: Motion was made by Kraft, seconded by Coburn and all members present voting aye, to recommend to the City Council to award the contract for additions to the Community Center Indoor Play Structure to On Call Services in an amount of$44,000. The motion carried 5-0. FYI: Building Hours (after Labor Day go back to regular hours) D. PARKS AND RECREATION DIRECTOR 1. 2011 PRNR Work Plan Lotthammer reported the September meeting will be held at the Community Center and they will look at meeting at the Homeward Hills Barn in November. Bierman complimented staff on the Program Brochure that was prepared by Parks and Recreation. He said it is easy to follow and there are many activities listed. PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES August 6, 2012 Page 7 X. NEXT MEETING The next regular meeting of the Parks, Recreation and Natural Resources Commission will be Monday, September 10, at 7:00 p.m. at the Community Center. X. ADJOURNMENT The meeting was adjourned at 8:45 p.m.