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HomeMy WebLinkAboutParks and Recreation - 09/08/2008 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, SEPTEMBER 8, 2008 7:00 P.M., CITY CENTER Heritage Rooms 1 & 2 8080 Mitchell Road COMMISSION MEMBERS PRESENT: Geri Napuck, Chair; John Brill, Vice Chair; Tom Bierman, Randy Jacobus (left at 8:00 p.m.) and Joan Oko COMMISSION MEMBERS ABSENT: Rob Barrett, Lee Elliott-Stoering, Jeffrey Gerst and Ian Mackay STUDENT REPRESENTATIVES: Andrew Baker and Marie Loeffelholz COMMISSION STAFF PRESENT: Jay Lotthammer, Parks and Recreation Director; Laurie Obiazor, Recreation Services Manager; Wendy Sevenich, Community Center Manager; Beth Witt, Aquatic and Fitness Coordinator; Carol Pelzel, Recording Secretary I. CALL TO ORDER AND ROLL CALL The meeting was called to order by Chair Napuck at 7:00 p.m. On behalf of the Commission, Napuck welcomed the two student representatives and they provided the Commission with a brief background of their interests and activities. II. APPROVAL OF AGENDA Motion: Brill moved, seconded by Bierman, to approve the agenda as presented. The motion carried, 5-0. III. APPROVAL OF MINUTES —July 7 and August 4, 2008 Motion: Oko moved, Bierman seconded, to approve the July 7 and August 4, 2008, Parks, Recreation and Natural Resources Commission meeting minutes as published. The motion carried, 5-0. IV. REPORT OF CITY COUNCIL ACTION—August 19 and September 2, 2008 Lotthammer reported that on September 2, the City Council discussed the expansion of the Art Center parking lot from six spaces to 26 spaces and the renovation of the interior of the building to bring it from a private facility to a public facility. He stated that the Council continued this item to the September 16 Council meeting and asked that the Friends of the Art Center make a presentation to the Council on their fundraising efforts. Once that presentation is made, the PARKS, RECREATION AND NATURAL RESOURCES COMMISSION September 8, 2008 Page 2 Council will reconsider the items discussed. Lotthammer said it is his impression that the Council may not want to move forward as quickly as originally thought if they don't feel the fundraising efforts will provide the necessary funding. It appears that the Council will be taking a serious look at the parking lot and possibly scale back on the interior upgrades. Lotthammer briefly reviewed what the Friends of the Art Center are doing to raise funds including three different fundraising events that will be held. The first is on September 27 for young children, the second in October for teens and the last on December 6 at the Community Center which is a gala type of event. He indicated that staff will know by December how well they have done in fundraising. V. REPORT OF PLANNING COMMISSION—August 11 and 25, 2008 Lotthammer reported that on August 11 SUPERVALU requested waivers in order to expand their conference center by allowing them to be closer to the shore line of the lake. The Planning Commission did approve their request. Lotthammer stated that on August 25 the Planning Commission reviewed a request from Hidden Spring Preserve (Hennepin Village or Cedar Hills Golf Course site). Staff s recommendation was that if the developer was going to give that site to the City, they would need a driveway as well as a small parking lot maintained on the top of the hill. Staff also suggested that the clubhouse be removed. The developer did not agree with staff s recommendation. The developer would like to take the trail out of the neighborhood and run it to the top and remove the parking lot, driveway and building. This would not meet ADA requirements. If they have the driveway at the top they would be ADA compliant. If the City takes this on as park land, it would not be neighborhood access only. The developer would like to see this site mainly used by the development. Lotthammer reported that the applicant will be bringing this forward to the City Council and they may ask the Council to do something different than what is being proposed by City staff. Their waiver requests were approved by the Planning Commission. Brill asked where the connections are to the Riley Creek trail system. Lotthammer responded that there are connections down below. Oko asked what would replace the clubhouse if it were removed. Lotthammer explained that at this time it would remain level. Staff may eventually come back with a master plan for something at this location but because of funding and other projects this may happen at a later date. VI. PETITIONS, REQUESTS AND COMMUNICATION A. Beach Update Lotthammer introduced Beth Witt, Aquatic and Fitness Coordinator, and explained that she would be providing the Commission with an update on Round Lake and Lake Riley Beaches. He explained that since Witt was last before the Commission her job has changed dramatically. As the Community Center opened she worked with a team in developing fitness programs. She has done a great job in developing these programs and has introduced a lot of new programs. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION September 8, 2008 Page 3 Witt explained that some changes have been made to the beach programs this last summer from last fall. She stated that they have 60 trained lifeguards at all of the City aquatic facilities and she described the training program for those lifeguards. Witt reviewed the operating budget for the beaches indicating that the expenditures for Round Lake were $6,411 compared to $16,000 expended last year. The hours at Round Lake were cut considerably and that is the reason for the cut in expenditures. Expenditures for Lake Riley were about the same as last year, approximately $24,000. Witt further explained that Lake Riley was open from June 7 to August 24. The beach was closed one week prior to Labor Day and no negative comments were received regarding the earlier closing date. Lake Riley was open from 11 a.m. to 7 p.m. daily. Beach utilization was similar to that in 2007 with 800 less people as a result of more rain dates. Overall, Lake Riley is still very popular. Witt indicated that Round Lake Beach was scheduled to be open from June 7 to August 24 but was closed on August 8 because of high e-coli counts and they were unable to reopen the beach. During the June to August timeframe they were open Fridays to Sundays from 11 a.m. to 7 p.m. The schedule was changed because Round Lake is no longer a location for the summer playground camps. Witt said they did not receive any negative feedback on the change in hours. The largest daily attendance at Round Lake occurred on July 4. Total attendance at Round Lake Beach was approximately 1,300 individuals. Witt reviewed with the Commission the uncontrollable factors for the beach including the low water levels that resulted in poor water quality, lake weeds and high e-coli counts in August. Witt said that staff has looked at things that could be done to make swimming at Round Lake a more positive experience. They have received requests for showers and this may help to attract more swimmers. Staff also believes adding a wet sand play area may attract users as well as a splash pad and reopening the concession stand. These are things they may want to consider for the future. Oko suggested that they consider not having lifeguards at Round Lake on Fridays and extend the operation of Lake Riley through Labor Day. Witt said those are things that are possible and they would have to review the numbers to see if they are feasible options. Oko pointed out that according to attendance records; it costs the City approximately $5 per person at Round Lake and $1 per person at Lake Riley. She stated that she would rather see more lifeguards at Lake Riley and extend the opening of that beach through Labor Day than spend more money for lifeguards at Round Lake. Bierman said he has been told that a mechanism like a water sweeper is very effective for removal of water muck. It is a mechanism that operates 24 hours a day and costs approximately $3,000. He said he does have some information on this equipment and he would give it to staff. This mechanism constantly sweeps the bottom of the lake and supposedly eliminates the muck and weeds. Witt said the weeds at Round Lake were uncontrollable this past summer and they did have individuals cutting them twice, however, they should have kept treating the weeds even when the beach was not open for swimming. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION September 8, 2008 Page 4 Bierman said he likes the idea of a sand park and would also be in favor of a fountain. A fountain presents a calming affect and may attract people to the area. Jacobus stated that according to the attendance information presented it appears that there are approximately 50 to 60 people at Round Lake Beach per day. He said that seems to be a lot of people. Witt explained that they do a beach count every hour on the hour and there may be some duplication of individuals. Jacobus pointed out that if he stayed at the beach all day he would be counted eight times. He asked that if there are only two people at the beach during the day why would they spend the money. Jacobus said he feels they have to recalculate the attendance and suggested they take an average. Witt explained that the counts at Lake Riley are more of an average because of the number of people there and the likelihood of double counting people. At Round Lake they are able to count the number because of the lower attendance. Napuck said there needs to be some consistency in counting the participants. Sevenich said that Jacobus makes a valid point and staff does need to take another look at the numbers. They also need to determine how they are going to draw people into the park and not just to the water. Perhaps by adding some amenities they may draw more people. Witt pointed out that if they add enhancements to Lake Riley and draw additional participants they may experience problems with adequate parking. Both Baker and Loeffelholz indicated that they would not swim at Round Lake because of the water quality. Witt said they need to look at whether or not amenities should be added to the park to draw people. She said it is their hope that they can change the mentality of the residents because the water quality is improving. They need to see that it is safe to swim in Round Lake. Witt indicated that staff would do additional research on the amenities such as the splash pad. In response to a question from Napuck, Witt explained that for the most part,parents with small children are the most frequent users of Round Lake and it appears that teenagers are more likely to go to Lake Riley. A splash pad would be a great amenity for the smaller children. Brill pointed out that it is such a perception issue and he suggested that they get rid of the lifeguards and floating dock at Round Lake to create a shallow beach and add a splash pad. There is a great beach at Lake Riley so they don't need the floating dock at Round Lake. He suggested that they make Round Lake more of a recreational area. They need to determine who this park serves. Lotthammer said it seems that beaches and water go together. Round Lake has a nice beach and a play structure that may not last forever. A splash pad is not the same as an outdoor water park and they can do some things for under$100,000 that would have an impact on the use of the beach. The water is something they have very little control over and it seems that people don't want to use Round Lake. Lotthammer said amenities may attract people but they need to determine if that is something they want to do. They may just want to focus on Lake Riley. Napuck said they may want to consider changing the character and focus of Round Lake because of its reputation. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION September 8, 2008 Page 5 VII. OLD BUSINESS A. Park Tour Agenda and Summary Lotthammer pointed out that included with the Commission's agenda material were minutes from the July 7 tour meeting as requested by Commissioner Elliott-Stoering. VIII. NEW BUSINESS A. Budget Advisory Committee Update Lotthammer reported that staff did meet with a subcommittee of the Budget Advisory Committee. The purpose of the meeting was to provide the subcommittee with information on the parks and recreation activities. He explained that this year the Budget Advisory Committee will not be looking at operations but will be focusing on capital. Staff did inform them of the various projects they are working on. Napuck asked if there has ever been any discussion regarding the surveys that were done indicating that the residents' priorities in the City are the parks as number one. Lotthammer responded that one of the members of the subcommittee did mention that. They feel staff is doing a good job with the park system and the surveys do show that the residents do value that. Napuck asked if the Budget Committee makes any recommendations regarding the parks program would this Commission have the opportunity to respond to those recommendations. Lotthammer said he thinks they will present their recommendations directly to the City Council and those recommendations may not come before this Commission. B. Eden Prairie Fastpitch Fundraising ProposaVIdeas Lotthammer explained that the Eden Prairie Fastpitch Softball Association has approached the City with a proposal to initiate a fundraising effort to provide funds towards a stadium, scoreboard and miscellaneous improvements to the Miller Park softball area. The Association is asking for feedback from this Commission regarding their proposal for fundraising. Lotthammer further explained that they are in the very beginning stages of looking at adding to Miller Park. There has been some misunderstanding with the City contributing to the baseball field. The baseball field had to be moved because of the Community Center construction and the Baseball Association approached the City and said if they contributed to the project could it be brought up a level. With the Baseball Association's contribution they were able to construct the stadium that they did. Lotthammer said the Fast Pitch Association is still trying to figure out what they want. The Association has discussed naming rights and individual and corporate donations. Bierman asked how many participants there are for softball versus baseball. Lotthammer responded that there are approximately 200 softball participants and about 800 baseball participants. Bierman also asked if fast pitch and slow pitch are played on the same field. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION September 8, 2008 Page 6 Obiazor said they are and both fast pitch and slow pitch would benefit from these improvements. Brill pointed out that there has been coordination with the City with the Hockey Association and the Baseball Association and in order to be fair this is something they may have to consider. Lotthammer said staff has not suggested to the Fastpitch Association that the City would match their donation. With regard to the baseball field, the City only did what they had to do to replace the field that was moved because of the Community Center. Jacobus indicated that he would be leaving the meeting at this time and this would result in the lack of a quorum. Oko said that prior to Jacobus leaving; she wanted to inform the Commission that she has received a lot of negative feedback about the Council acting so quickly on the Arts Center. She said they are not opposed to delaying this project until they have sufficient funding. Oko said she would probably speak at the September 16 Council meeting and may not be supportive of moving forward in January. She said she would be appearing before the City Council as an individual and not as a Commission member. Oko said she is not against the project but would like to see the project delayed until additional funds are raised. (Jacobus left the meeting during discussion of this item. Due to the lack of a quorum, no formal action was taken and only discussion was held.) Lotthammer explained that staff is not recommending that the City commit to matching the funds raised by the Fastpitch Association. Obiazor said the Association is aiming for $400,000 and doing something similar to what the hockey and baseball associations did. She pointed out that the improvements would include a stadium, dugouts and scoreboard. Oko said she does not have a problem with the Fastpitch Association's proposal but is concerned about the naming rights. She said she would not want to see any inappropriate companies such as alcohol or cigarette vendors being granted naming rights. Lotthammer pointed out that the City would have control over that. Bierman said he knows that the high school would also benefit from these improvements and they may want to look at joint fund raisers with the high school. hi response to a question from Napuck, Obiazor explained that the fastpitch group and slow pitch group are one organization and include the same group of people. Oko asked if the City maintains control of who uses these facilities. Lotthammer responded that both the Hockey Association and Baseball Association have put significant money into these facilities and they have a good monopoly of the facilities. They are the organizations that are in place to do the programs for the residents. The City ultimately does the scheduling. Lotthammer said staff did tell the Fastpitch Association that the City does not have the money to contribute to this project and they are only looking for feedback. It is most likely that they will start with the dugouts and continue fundraising. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION September 8, 2008 Page 7 C. Art Center Update Lotthammer explained that the Arts Commission was meeting this evening to talk with the Chairperson of the Friends of the Arts to gather feedback on the programming and fundraising. Staff hopes to get formal direction and a better understanding of what the City Council wants at their September 16 meeting. Staff has received calls from the community wanting to know when the Art Center will be open and what classes they will be offering. Lotthammer said there are people in the community that want to donate to this project but they want to be sure the City is committed to this project. Oko asked how much it would cost to bring the building up to ADA code. Lotthammer said this is the very thing they will be discussing with the remodeling company tomorrow but he believes it would be in the $60,000 to $70,000 range. Oko also asked how much it would cost for basic equipment. Lotthammer said that after their meeting with the contractor they hope to have options for Council consideration and this would break down the prices for the various options. For it to be a fully functioning Art Center it would cost over$400,000. They are not recommending at this time taking on the glass portion of the Center but this is something that could be done at a later date. If they don't do all of the other programs they will not be getting the efficiencies out of the building. Oko asked what it cost to maintain the building during the winter months into next spring without any programming, etc. Obiazor said to just maintain the building it would cost between $50,000 and $60,000. She indicated that from a programming perspective, the first time someone walks into that building they make a first impression and if they scale back the programs too much people will be disappointed. Obiazor indicated that they are already planning programming and they want to start a membership drive for the winter. Pottery is in high demand and reaches a broad scope of audiences. Oko pointed out that most of the people that have contacted her are concerned about the economics. People are having a difficult time purchasing necessities and she does not believe there is anybody who wants the building to be sold or developed into something else but wants to see more of a commitment for funds raised before it opens. Some people feel the opening should be postponed until additional funds are raised. This is a tough economic time and only $25,000 has been raised. Oko said the Hockey Association has indicated that they raised funds for their facility and they are questioning what the difference is. Obiazor responded that this is not an organized group but individual artists and there were two existing hockey rinks but there is not an art center. Brill asked if City staff has been receiving any negative feedback regarding the opening of the Art Center. Lotthammer responded that staff has not received any comments about the opening. Brill said the people who are concerned need to communicate this. Oko pointed out that some of those people have contacted the Mayor and Council. Napuck pointed out that when the City accepted this gift it was the understanding that this is a $1 million building to be used for an Art Center but does not believe they are required PARKS, RECREATION AND NATURAL RESOURCES COMMISSION September 8, 2008 Page 8 to maintain it as an Art Center. The Hockey Association did have the commitment of the City and this helped their fundraising. Napuck said she understands these are hard times but from a broader perspective the potential is there and the enthusiasm is also there and there needs to be a commitment from the City and the building should be used for what it was accepted as. Bierman suggested that the fundraising group look to the State Educational site for possible grants. There may be a correlation with the education side and there may be funds available allowing students to become more intensely involved in the arts. Oko asked if when the City accepted the donation of the building, did the Council say it was up to the community to raise funds to run it. Lotthammer said they did not. They accepted the Task Force report and the gift. There was no motion or Council direction at that time. Obiazor pointed out that the Task Force report included the start up costs, capital and operating costs and the fundraising methodology. IX. REPORTS OF STAFF A. RECREATION SERVICES MANAGER Obiazor presented a brief overview of the items included in the Commission's agenda material as informational items. FYI: Sunbonnet Day FYI: One Acts FYI: Senior Center News B. COMMUNITY CENTER MANAGER Lotthammer reported that they signed up 22 new members to the Community Center in one day. FYI: Community Center News C. PARKS AND NATURAL RESOURCES MANAGER D. PARKS AND RECREATION DIRECTOR 1. Play Structure Update Lotthammer reported that the play structure has been installed at the Community Center. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION September 8, 2008 Page 9 2. Park and Trail Projects Lotthammer presented a brief overview of the various trail and sidewalk projects being worked on in the City. Bierman asked how staff decides which projects come before this Commission for review. Lotthammer said generally, if they are going to take the project to the City Council for approval they bring them to this Commission prior to doing that unless they are under a time constraint. If they are signing a contract, those projects have to be approved by the City Council. 3. 2008 Work Plan Lotthammer reviewed the Commission's work plan and indicated that staff would be starting to review items for next year to be included in this plan. Brill mentioned that the Three-Rivers Park District will be at the September 16 Council meeting. Lotthammer said they will be reviewing who they are and what they do and what they are working on in Eden Prairie. X. NEXT MEETING The next regular meeting of the Commission is scheduled for Monday, October 6, 2008 at 7:00 p.m. in the Council Chambers. X. ADJOURNMENT Bierman said that he is impressed with the quality of the maintenance done at Staring Lake. It is a clean park and City staff does a great job of maintaining it. Oko asked if the dog park trails at Staring Lake could be mowed. The meeting was adjourned at 9:50 p.m.