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HomeMy WebLinkAboutCity and School Facility Use Advisory Committee - 10/12/2009 APPROVED MINUTES EDEN PRAIRIE CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE CS( FAC) MONDAY, OCTOBER 12, 2009 7:00 P.M., EDEN PRAIRIE HIGH SCHOOL Room 232 17185 Valley View Road COMMITTEE MEMBERS: John Estall (Chair), Geri Napuck(Vice Chair), Jon Duckstad, Mary Bloomquist, Steve Mosow, John Bergstrand 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, Recorder I. CALL TO ORDER/ROLL CALL Chair Estall called the meeting to order at 7:03 pm. Committee member Steve Mosow was excused from this evening's meeting. Obiazor, Grant, and Sevenich were absent. Introductions were made. II. APPROVAL OF AGENDA MOTION: Duckstad moved, seconded by Bloomquist, to approve the agenda. Motion carried 5-0. III. MINUTES MOTION: Duckstad moved, seconded by Napuck, to approve the April 8, 2009 minutes. Motion carried 5-0. IV. ITEMS OF BUSINESS A. TELESCOPE PROJECT UPDATE —Lotthammer The Minnesota Astronomical Society donated a telescope to the City of Eden Prairie. It looks like a home water heater, weighs over 1000 pounds, and is designed for looking into deep space. Funds have been raised from two contributors to build a conservatory to house it. The City is working with a CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE MINUTES October 12, 2009 Page 2 contractor to get the site ready. The site is very saturated, so foundation work (part of which requires special heliac anchors) cannot start until after the ground freezes with completion being expected next spring. Although the soil isn't ideal, the site was selected due to its proximity to the Outdoor Center which has existing classroom space and lighted parking as well as the fact that it looks away from the shopping mall. Discussions with local science teachers have begun regarding astronomy nights and special events. B. PIONEER TRAIL CONST./GRILL BASEBALL FIELDS - Lotthammer/Frey Construction is close to being finished on Pioneer Trail. Workers are finalizing pouring the concrete curb; paving will be completed yet this fall. An equal amount of construction on the opposite side of the road will occur next season. The Cummins-Grill house, the two fields to the west of it, and the main entrance to Staring Lake Park have been impacted by the roadwork. The fields have been under construction with fencing and netting as well as a new parking lot. The field closest to the Cummins-Grill House got reoriented in a different direction. It has been seeded and the grass is coming up,but it still needs an entire growing season before it can be used. The infield of the other smaller field will be sodded and ready for use in late spring. One of the fields was previously used for adult softball,but some of the distance was lost in the reconfiguration so both will be youth baseball fields. Because of the historic registry status of the Cummins-Grill house, the State Historic Preservation Office (SHPO)has been involved in the development of the uniquely-configured parking lot which accommodates turn- around room for emergency vehicles among other things. A new feature has been installed for dog park users near the off-leash area. It is a pet comfort station which is a combination doggie drinking fountain, faucet for filling water jugs, and shower spray. There is a separate drinking fountain for people closer to the ball fields. The Baseball Association took the opportunity to fund additional side fencing and irrigation from which the City was able to split off these drinking fountains. Frey explained the impact cricket has had on the previously-aglime fields. Cricket is not currently scheduled on fields and rather players show up without permission. They have created a hard wear pattern causing a lot of damage not conducive to baseball. The City has met with a few players and said they will look at creating a cricket-suitable field when adequate space becomes available. The adult athletic league criterion is 51 percent of the players must be residents of, or work full-time in, Eden Prairie. Teams are required to provide rosters and photocopies of IDs or last paystubs,but it is difficult to monitor. C. FLYING CLOUD FIELD EXPANSION UPDATE—Lotthammer Just to the west of Flying Cloud Airport between the developed fields and Grace Church are about 25 acres the City would like to use as an athletic expansion area. The Metropolitan Airports Commission (MAC) owns that property and the City CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE MINUTES October 12, 2009 Page 3 has been working with them to get the land appraised. The City has had a year-to- year lease for the current athletic fields and the gardens just east of the SuperAmerica store dating back to the 1960s for the reasonable price of$600 per year. During this time the City has developed parking and made other improvements,but these should not factor into the appraisal process. MAC is trying to wrap all of its leases into one 3-year renewable lease. There are limitations as to what can be done with the land—there will not be any buildings or lighted fields in that area because it is within their protective zone. Because of this, and because the City has a past agreement with MAC/Flying Cloud Airport addressing a reasonable fee for the use of the current fields plus any expansion, the City hopes the appraisal will play out in its favor. Some basic preliminary work has been done, but no more design work will occur until there is a Council- and MAC-approved lease and rate. At best, construction could start this spring. There is funding for development in the bond referendum and the lease money comes from the annual operating fund. No soil needs to be imported or exported, but there is a drainage issue from the road construction project that needs to be handled. The plan calls for two baseball fields, three soccer fields, and additional parking in the middle of the site. Once the new baseball fields are built, the existing large baseball field can be utilized as open space for soccer fields. The new ball fields include one 90-foot full-size field for adults and one 80-foot youth field. The youngest football players were using the outfield for practice,but they will lose that space due to the Pioneer Trail expansion. D. REVIEW FIELD USAGE OVER PAST SIX MONTHS —Frey/Johnson Frey stated this year has seen the opening of Round Lake Park baseball stadium and the renovation of Miller Park fields 12 and 13. They reopened as sand-based fields with a ten-inch base versus soil. Sand drains better but it doesn't tend to hold up as well as native turf, so wear patterns have occurred. Those fields were shut down in August to reestablish the turf, and there has been significant improvement. The number of practices allowed on these surfaces will be reduced since the fields are still in their first full year of use. There is enough latitude to move the goal mouths annually which should help alleviate part of the problem. Johnson reported the school fields continue to be used to capacity, and the marching band festival was moved indoors due to weather. E. UPDATE ON BUDGETS AND FEES/CHARGES 1. School District—Zetah The district budget is projected to have a $10 million shortfall for 2010- 11. They are working with bargaining groups to freeze wages. That along with other reconfiguring and stimulus money will account for a $4.7 million reduction in the shortfall. There will likely be a ten-percent increase in fees/charges and high school facility costs. CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE MINUTES October 12, 2009 Page 4 2. City—Lotthammer Overall, the 2010 proposed budget looks very similar to 2009. From a public standpoint, fees will be increased for ice time at the Community Center and picnic shelter rentals. F. ART ACTIVITIES UPDATE—Frey Thirty-nine classes have been held at the Art Center to date with 313 students attending. There have been 20 household and 16 individual memberships sold. 2009 revenue is $70,810 so far•, $36,000 was budgeted for the year. Equipment and supplies in the amount of$43,370 have been donated, and an additional $20,000 has been raised by the Friends of the Eden Prairie Art Center to be used for building improvements as well as additional equipment. G. HENNEPIN COUNTY GRANT APPLICATION - Lotthammer Part of the Minnesota Twins Stadium legislation included designating a portion of those funds for youth recreation. Hennepin County will be awarding $2 million a year for 20 years to local governments or school districts within the County to fund recreation or sports programs. There will likely be benefits for those who collaborate with a youth organization and are able to leverage some of their own funds. Amounts requested must be a minimum of$40,000 and a maximum of $400,000. Applications are due November 2 with grants likely being awarded by the end of the calendar year. The Minnesota Amateur Sports Commission will act as the clearinghouse to collect and score,but not rank, applications. The athletic associations have been made aware of this opportunity, and baseball and softball have come forward jointly with a proposal to purchase covered players benches and scoreboards. There are eight ball fields at Miller Park that could each receive scoreboards and two dugouts which would greatly enhance appearance and safety (shielding players from sun during all-day tournaments and flying balls). The fact that Miller Park hosts state and national tournaments could be to Eden Prairie's advantage. Together the baseball and softball associations can commit$100,000,but they need an additional $100,000 to complete the project. No City funds would be used but because the City is the organization that needs to submit the application and follow through on projects, a resolution to apply for the grant will be considered by City Council at its October 20 meeting. V. NEXT MEETING A. MEETING DATE The next CSFAC meeting will be Monday, March 15, 2010, 7 p.m. The City will host; site to be determined. CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE MINUTES October 12, 2009 Page 5 B. DISCUSSION ITEMS Fees/Charges Upcoming Projects —Arts Summer Field Usage Update on Construction Projects Hennepin County Grant Update Telescope VI. OTHER Congratulations to Eden Prairie High School (EPHS) for being ranked by Sports Illustrated magazine as having one of the Top 10 high school athletic programs in the nation. Thanks to the City, School, and Booster Club for a collaborative effort. Frey requested corrections to the CSFAC roster. Napuck's extension for her work phone number can be eliminated, and Bloomquist is no longer a representative for the EPHS Booster Club. VII. ADJOURNMENT MOTION: Napuck moved, seconded by Bloomquist, to adjourn. Motion carried 5-0. Chair Estall adjourned the meeting at 8:12 pm.