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HomeMy WebLinkAboutCity and School Facility Use Advisory Committee - 10/29/2008 APPROVED MINUTES EDEN PRAIRIE CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE WEDNESDAY, OCTOBER 29, 2008 7:00 PM, Staring Lake Outdoor Center 13765 Staring Lake Parkway COMMITTEE MEMBERS: Ian Mackay (Chair), John Estall (Vice Chair), Jon Duckstad, Kathy Bykowski (filling in for Mary Bloomquist), Tyra Brosseau, Steve Mosow STAFF: Jeanne Zetah, Director of Community Ed Services Jay Lotthammer, Director of Parks and Recreation Laurie Obiazor, Manager of Recreation Services Mike Grant, High School Activities Director Lyndell Frey, Recreation Coordinator Wendy Sevenich, Community Center Manager Cheryl Bridge, Facilities Coordinator Jill Johnson, High School Activities Coordinator Heidi Wojahn, Recording Secretary I. CALL TO ORDER/ROLL CALL Vice Chair Estall called the meeting to order at 7:12 pm. Chair Mackay, Bloomquist, Brosseau, and Johnson were excused. Obiazor and Sevenich were absent. Committee members and staff introduced themselves. II. APPROVAL OF AGENDA MOTION: Duckstad moved, seconded by Bykowski, to approve the agenda. Motion carried 4-0. III. APPROVAL OF MINUTES MOTION: Mosow moved, seconded by Bykowski, to approve the March 12, 2008 minutes. Motion carried 3-0-1, with Duckstad abstaining. IV. ITEMS OF BUSINESS A. Review of Purpose and Overview of Tasks Completed by Committee Zetah reviewed the purpose and accomplishments of the City and School Facility Use Advisory Committee since its inception in 1996 and distributed a handout emphasizing highlights. The committee's purpose is to "advise the School Board and the City Council regarding city and school facility usage in Eden Prairie with the objectives of maximizing citizen satisfaction, encouraging efficient use of facilities and delivery of programs, and minimizing facility use charges to the City or School District". The committee initially met monthly to address areas of City and School Facility Use Advisory Committee Minutes October 29, 2008 Page 2 concern such as charges and program duplication, then reduced meetings to twice a year. Among other things, it has discussed changes to facilities and the potential impact those changes could have on other organizations and community groups, worked with athletic associations to project future facility/field needs and clarified summer field scheduling, and talked about the desire to expand arts programming in the community. Zetah also offered a packet to anyone interested of early documentation from the City Council and School Board covering some of the gray areas for the committee's initial consideration. Committee member Tyra Brosseau may be replaced; she served last year,but her spot has not yet been filled. B. Update on City Projects Frey directed the committee to a PowerPoint presentation updating the group on several city projects: 1) In a joint project between the City and school, a $75,000 playground was installed at Forest Hills; this cost is in line with the price of a typical neighborhood playground. The PTO and principal were involved in the design process. 2) The old building at Forest Hills was replaced with a new park shelter (like the one at Miller Park) that will serve the summer playground program well. It can also be used as a winter warming house and is available for rental. 3) There is a new baseball/softball field at Forest Hills. It was previously being used as a practice field,but the baseball association was reluctant to use it because it was in dire need of revamping. It will be used as a game site this spring but is not large enough to serve as an adult-sized field. Adjacent to this field is a soccer/lacrosse/football field that will be used from the beginning of May through mid-October. 4) The sidewalk was completed from Holly Road to Baker Road, and the Forest Hills large parking area has adequate parking for parents attending athletic events. 5) A new structure was built at Prairie View; the old edifice was burned down by vandals and a trailer served as a temporary site until the new building could be constructed. It was used for the playground program this past summer and, like the Forest Hills building, is suitable as a winter warming house and available for public use. 6) A section of Anderson Lakes Parkway Trail was repaired from Preserve Blvd. to Homeward Hills. 7) The old shack at Edenvale Park was replaced with a new building. The ball fields have been seeded and will be available for use next spring. There is a soccer field in the outfield of the baseball/softball field—either sport can be accommodated,but not simultaneously. 8) The Round Lake Baseball Stadium hosted a youth state tournament this past summer. The turf specialist advised no more use for the remainder of the summer to ensure there wouldn't be too much wear preventing it from being usable this spring. The facility will see a lot of use by the high City and School Facility Use Advisory Committee Minutes October 29, 2008 Page 3 school and several baseball organizations. The baseball association worked with the City on this project; they contributed close to $400,000 plus an additional $40,000 for the scoreboard. The City is covering the electrical costs associated with the scoreboard. 9) Lotthammer updated the committee on the Community Center. Although the opening has been a bit staggered, most of the facility was usable beginning in March. He commented how membership rates had previously been controversial,but once people could actually see what their money was buying there have been no complaints. Membership accounts for 25% or less of total facility revenue. There are currently 1400 memberships which are more than what was projected. Of those, about 1000 members have qualified for the health care reimbursement program, and almost 800 are actually attending often enough to receive that refund. Several meeting rooms are available for rental including the Cambria room. It was furnished with in-kind donations (product and installation) from Cambria, so the quality of that room is fairly high-end. It is a facility with natural light and an open feeling suitable for business meetings, anniversary receptions, and other upscale events. A third sheet of ice was built allowing the City to become more creative with its programming. It is the only ice rink in the area offering open skating for tots. About 50% of those users have gone on to sign up for private lessons with the on-site skating pro. Past programming has taken place in school gyms; now the community center gym has two courts available for basketball and volleyball,but it will not be booked solid because the focus truly is a community center. The concession stand has more capabilities than before and now offers healthy options. The City takes part in a program with Crumb Deli which provides sandwich wraps. Other partnerships in process include Dominos Pizza and five separate caterers which can serve meals at on-site events. The lounge areas provide seniors with an opportunity to socialize following morning fitness classes. Some residents who are members at other fitness facilities are now coming to the Community Center because the cost is more reasonable. Play Care is an option for parents who need a place for their children to go while they work out. There is also an indoor play area housed in a space about the size of a racquetball court; the structure is 3 stories high and has a fitness component to it encouraging running and climbing. 10) Frey stated Miller Park fields 12 and 13 were converted from clay soil to sand-based fields. The hope was to have these open for use in July, but the turf consultant suggested staying off until after Labor Day so they'd be in good condition for the fall season. The high school reworked their schedule to accommodate this and began using them after school started; the athletic association used them for soccer then, too. The goal mouths City and School Facility Use Advisory Committee Minutes October 29, 2008 Page 4 are not worn and one can't tell where they are compared to the rest of the field. The goal mouths can be moved up to 30 yards each way so a wear pattern won't occur. The fields will be lit this winter to prevent the new sod from being ripped up with all the heavy truck traffic and construction occurring there. Lighting will remain in the spring so soccer fields will be lit for night playing. Over the next three years, fields 9, 10, and 11 will be redone with sand one field at a time. 11) The railroad ties at Staring Lake Amphitheatre had tar on them and were deteriorating; they were replaced with new brick structure seating. It looks more expensive than it actually is because it doesn't consist of 100% stone. The concert series will resume late spring/summer. 12) Lotthammer reviewed the history of the Art Center with the committee. At the time the City was approached about accepting this facility as a donation, the Council suggested the Arts and Culture Commission serve as the task force to study cost and usage. The building was an art center built and used by a private person as a glass studio. Some of the cost considerations include retrofitting, as the facility contains only one bathroom and the doorways are not ADA-compliant. While fairly straightforward, it is still costly to convert. The Council did decide to accept the building and a group of people (separate from the City) calling themselves "Friends of the Art Center" began a fundraising campaign. A few events have already taken place; there is a private fundraiser tomorrow evening at a private home with a band and hors d'oeuvres at which some larger contributions from arts supporters are expected. The hope is to go back to the Council on November 18'h and be able to demonstrate a commitment from the community and ask for the capability to retrofit the building. The Council has authorized the expansion of the parking area from 3-4 cars to 26-27 cars and it is in the process of being blacktopped now. City staff are writing grants and letters to foundations and talking to private companies. Friends of the Art Center is also soliciting funds from private companies and citizens outside of the Eden Prairie Foundation. Since obtaining 501(c)(3) status is a lengthy process, funds are being funneled through the foundation but the work is being done by the Friends of the Art Center organization. The opening date is unknown as modifications to the building are dependent on fundraising. January is unlikely,but summer is a possibility. The grant process also tends to be slow. Although the Art Center has generated a lot of excitement, funding might be more difficult to achieve because of the economy. A General Mills marketing employee is donating their expertise to help design a survey to determine interest. Mosow commented it's not just an ordinary "hand-me-down"building but rather quite a well-designed structure. Not many facilities in the Twin Cities have the glass studio capabilities this one does, and a lot of planning has gone into looking at program possibilities and how other nearby arts City and School Facility Use Advisory Committee Minutes October 29, 2008 Page 5 centers operate. An anonymous donation of$25,000 has been received, and a part-time person has been hired as the Art Center Coordinator. Mosow added Lotthammer has done a good job of facilitating as far as the Art Center is concerned. Lotthammer returned the compliment saying the task force presented quite an impressive report. A lot of times when people want to donate their homes, it's problematic because they're not suitable for public use and need a great deal of retrofitting. This was not the case with the Art Center because it is fairly new construction consisting of block wall and it has good lighting. Due to a unique heating design, the floor needed to be x-rayed to determine where an additional restroom could be located. Overall it is a good-quality building in a good location. C. Review Field Usage over Summer Months Grant reported the turf fields saw a tremendous amount of use by lacrosse and soccer camps this past summer. Club soccer games were played on them almost nightly, and now the school is receiving even more requests for clinics, camps, and leagues now that people realize how nice the fields are. Estall asked about the condition of the fields and if they drain well. Grant replied the fields are periodically raked, and once that's done they look like new. On fields A and B, the green was laid out and then lacrosse lines were cut in so there were some seams requiring repair, but those have been covered under an 8-year warranty. Grant conveyed relief over not having to worry about rain. Frey agreed saying use by the football association was up 60% in the first year of the synthetic fields over the previous year when there were 11 rained-out days. He explained a clay soil-based field can be ruined after only a couple of days of play. While the football and soccer associations and soccer club have been accommodating in staying off the fields when in poor shape, it's been nice to have access to the high school's synthetic fields. The City will be losing two lit fields at Flying Cloud with the expansion of Pioneer Trail, as well as a few baseball fields. Grant said with the popularity increase of lacrosse they were unsure how they would meet the field demands,but with the work the City and District has done together they have a pretty good handle on it. Zetah asked if other cities and schools have gone to turf fields. Grant said yes, but the Eden Prairie fields are being used as a model to show other parties considering turf fields. D. Synthetic Fields Update Grant stated the high school is about 14 months out from the turf fields being completed, and they've been a tremendous addition to the high school and the community. They have been used by youth football, lacrosse, and soccer. It was a good decision not to light the third field, as the need to do so just wasn't great enough. The football association had a big end-of-year fundraising event using the plaza for booths and food vendors to raise money for inner-city football teams. One of the benefits of having turf is fields C, D, E, and F along Highway 4 are in much better shape. Field D has been seeded and made into a sand field. Wear on City and School Facility Use Advisory Committee Minutes October 29, 2008 Page 6 the synthetic fields has been minimal, the quality is excellent, and people's reactions outstanding. One of the biggest benefactors is the high school marching band. They had their prairie colors festival, a sold-out event in mid-October, without the worry of rain destroying the field. They can also practice on the game field vs. the parking lot and have the ability to be in the press box and use the sound system. E. Update on Arts Activities in the Community Mosow reported the Arts and Culture Commission has established a work plan for 2008. One of the items is to pursue grants for the Art Center and other opportunities. The City has plans to develop the area around Walmart and CVS, and the Arts and Culture Commission has become involved with that project looking at both commercial and public spaces where people might gather. They recently started conversing with Janet Jeremiah about what types of public art opportunities might be available. They are also heavily engaged in the planning of the Art Center. Creating a network of local artists to provide more of an arts community in Eden Prairie is also a project with which the commission is involved. A couple of years ago, they generated an arts resources directory for distribution which just recently has appeared in the Resident's Guide. The list is updated annually. The Eden Prairie Players will be producing "On Golden Pond" and plan to request space at Central Middle School (CMS) for next spring's musical. Grant said the high school continues to improve its auditorium; they have put in a new stage curtain, and they are upgrading the lighting and sound systems in the hopes of making it more attractive to groups wanting to use a 300-seat performance venue. Although only open a few years, the performing arts center gets a lot of use from outside groups resulting in evident wear and tear. The possibility of installing a new,better-quality sound system in that space is being discussed, too, to make it more desirable for high-end performances. Mosow commented how impressed he's been by the student representatives serving on the Arts and Culture Commission. They contribute great ideas and have been a valuable resource to the commission. F. Other Grant suggested there needs to be some discussion on use of the CMS fields. According to John Lovas, the activities coordinator at CMS, they don't have the best sprinkler system or drainage. Clay soil, phy-ed classes, and heavy summer use all contribute to problems eventually taking a toll on the fields and they take a beating. Some of the activities there could get diverted elsewhere or a different field rotation system put in place. Bridge commented CMS fields get used a lot in the summer because they're the catchall for overflow or the backup when other fields are temporarily out of commission due to construction. Once school starts, those fields are not used nearly as much because they're very hard. City and School Facility Use Advisory Committee Minutes October 29, 2008 Page 7 Zetah asked for clarification on the Eden Prairie Players production schedule. Mosow said it was his understanding they were requesting space at CMS for their spring musical, and"On Golden Pond" is scheduled for winter. Zetah mentioned the school district has been embarking on a 5-year facilities plan focusing on needs and desires for space. Duckstad requested an update on the status of the telescope donated to the City by the Minnesota Astronomical Society. He specifically inquired about where it will be housed and how it might be used as an educational component for high school students. Lotthammer replied the telescope, containing refractive ground glass and weighing over 1,000 lbs. at about the size of a home water heater(likely the third largest telescope in the State), is currently being stored at the Outdoor Center. The challenge is positioning it on a base that won't move at all; design plans from an architect are expected in about 2 weeks. Just down the beach from the Outdoor Center is a dilapidated boathouse that needs to come down, and that site is being considered for the telescope as it has a great view of the southern sky away from the City and light pollution. At the same time,respect needs to be given to nearby neighbors so it blends in well with the area and isn't an eyesore. It will have wood siding fitting in along the shoreline. Classes through the Minnesota Astronomical Society have been conducted at this spot for years, and those participants have been bringing in their own portable telescopes. Donations of$85,000 have already been pledged for the observatory building which is like a fancy garage with a rotating roof. Ideally quotes will come in at $85,000 or less, and this can be presented to the City Council at its November 18th meeting. Duckstad inquired if the school board has weighed in on this at all or if there was the possibility of a partnership opportunity with the district acknowledging this is not the best time to ask for money given the current economy. Lotthammer answered it's been awhile since a conversation with the superintendent has taken place,but one of the complications is science classes don't coincide with the nighttime sky. Grant asked if it was a heated facility; Lotthammer said users would be in the elements and if the structure were heated, there would be issues with the temperature changes. Zetah asked if there were any concerns with it getting too cold. Lotthammer said no. Grant asked about public use. Lotthammer responded since only one person can look through the telescope at a time, ultimately a monitor will be hooked up to show others what's being seen while a knowledgeable instructor could be pointing things out, for example. This, however, is also funding dependent. Zetah suggested perhaps there is a way high school students could earn extra credit for using the telescope. Duckstad asked if the telescope was valuable or more of an obsolete piece of equipment. Lotthammer's understanding is it's still perfectly good and added he's guessing the Society's new replacement telescope is probably just an upgrade for them providing a little better image and the ability to look deeper. John Hickman, who is affiliated with the Society and has been coming to Staring Lake City and School Facility Use Advisory Committee Minutes October 29, 2008 Page 8 with portable telescopes in the past, is the one who suggested the site and telescope donation to the City three years ago. Duckstad asked if an attendant would be necessary to protect the telescope from vandalism due to its value. Lotthammer explained the telescope would be locked behind good security doors when not in use. V. DISCUSSION OF ITEMS FOR NEXT MEETING A. Next Meeting Date 1. March 11, 2009 2. Discussion Items for the Next Meeting *Budget Items/Review Changes *Facilities Planning Process *Art Center Update *Telescope VI. OTHER None VII. ADJOURNMENT MOTION: Duckstad moved, seconded by Mosow, to adjourn. Motion carried 4-0. Vice Chair Estall adjourned the meeting at 8:27 pm.