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HomeMy WebLinkAboutParks and Recreation - 10/01/2007 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, OCTOBER 1, 2007 7:00 P.M., CITY CENTER Council Chambers 8080 Mitchell Road COMMISSION MEMBERS PRESENT: John Brill, Chair; Geri Napuck, Vice Chair (left at 9:15 p.m.); Rob Barrett, Tom Bierman, Randy Jacobus, Ian Mackay and Joan Oko COMMISSION MEMBERS ABSENT: Lee Elliott-Stoering and Jeffrey Gerst STUDENT REPRESENTATIVES: Margaret Krause, John Ostendorf and Steven Shouts COMMISSION STAFF PRESENT: Jay Lotthammer, Parks and Recreation Director; Laurie Obiazor, Recreation Services Manager; Stu Fox, Parks and Natural Resources Manager; Nicole Weedman, Recreation Coordinator; Wendy Sevenich, Community Center Manager and Carol Pelzel, Recording Secretary I. CALL TO ORDER AND ROLL CALL The meeting was called to order by Chair Brill at 7:00 p.m. II. APPROVAL OF AGENDA Motion: Napuck moved, seconded by Oko, to approve the agenda as presented. The motion carried, 7-0. III. APPROVAL OF MINUTES —September 4, 2007 Bierman asked that the third paragraph, second sentence, on Page 5 read that".... they should consider welcoming those people in placing a memorial in that area." On Page 6, the first paragraph, Bierman said the Commission did discuss having separate sleeping accommodations and suggested that the third sentence of that paragraph read ......... is a certain appeal for having multiple buildings for sleeping accommodations." On page 6, the last paragraph, the fifth sentence, Bierman asked that the year 2008 be added after May. On Page 12, Bierman recommended that the matrix included in the Commission's agenda be referred to in the motion. He also asked that there be one change made to that matrix. He asked that they delete the cost for doggie bags because there is a private funding source for these bags. Brill said that rather than change the matrix they add discussion of the doggie bags to the agenda under Old Business. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION October 1, 2007 Page 2 Motion: Jacobus moved, Mackay seconded, to approve the September 4, 2007, Parks, Recreation and Natural Resources Commission minutes as corrected. The motion carried, 5-0-2 with Jacobus and Mackay abstaining because of absence from that meeting. Motion: Barrett moved, seconded by Mackay, to amend the agenda to add Doggie Bag Donation under old business. The motion carried, 7-0. IV. REPORT OF CITY COUNCIL ACTION— September 4 and September 18, 2007 Lotthammer reported that at the September 18 City Council work session they discussed a property owner sidewalk snow removal policy. The Council will consider adopting an ordinance putting this policy into effect. There were no other items affecting Parks and Recreation. Barrett asked if the City Council reviewed the Commission's recommendations for improvements to the dog parks. Lotthammer responded that this information was not forwarded to the Council because these are internal items that are funded from the maintenance side of the budget and the items that are capital in nature tend to be in the 2008 Capital Improvement Program. Barrett asked if the Commission's discussion regarding the Budget Advisory Commission had been forwarded to the City Council. Lotthammer responded that that information was shared with the City Manager and he in turn shared that information with the City Council as part of the evaluation process. V. REPORT OF PLANNING COMMISSION Fox reported that at both meetings in September the only action required was on variances and nothing that impacted Parks and Recreation. VI. PETITIONS, REQUESTS AND COMMUNICATION A. Agua_ets Swim Team Request Lotthammer explained that the City received a request from the Aquajets Swim Club requesting the inclusion of their program contact information in the Park and Recreation brochure. Their request was forwarded to the Sports Facilities Committee for consideration. A great deal of discussion occurred at that meeting surrounding the development of a potential policy that might address this issue in the future. Lotthammer further explained that one of the resolutions to this request was to bring it to this Commission for additional input as to how to proceed. It was made very clear that the Aquajets are not asking for use of City facilities. Ranee Jacobus, representing the Aquajets, summarized their request and said they are not asking for any facility usage within the City. She said they are an established Eden Prairie based non-profit organization. They are now member owned and operated and have converted to a non-profit organization over the past year. They have built their own pool in PARKS, RECREATION AND NATURAL RESOURCES COMMISSION October 1, 2007 Page 3 Eden Prairie and have a 13-lane facility. Their offices and headquarters are located in the City. Ms. Jacobus reviewed with the Commission who they are and why they have a successful team. She said their sole request is to be listed in the City's Park and Recreation brochure. Lotthammer said there was conversation by the Sports Facilities Committee of how they put a test to this or benchmark who would be listed in the brochure. They did discuss using the same requirements used for groups using City facilities but there was the argument that they don't necessarily need to meet those requirements since they are not asking for facility use. All of the organizations listed in the brochure are non-profits and the Aquajets are very similar to all of the other organizations on the Sports Facilities Committee. Lotthammer pointed out that the other swim team, the Foxjets that use City facilities, strongly disagreed with the Aquajets being allowed to be listed in the brochure. Others on the Committee did not oppose the request. There was some discussion about non-profit organizations based in the City being allowed to use the brochure but no final decision was made. Mackay pointed out that the Committee did not reach a consensus. There were two issues that did come up and that was the idea of a rogue team being an issue and if ten different similar teams were formed there would not be enough members for one good team. The Committee felt there needed to be some parameters such as the organization had to be a non- profit Eden Prairie based organization and had a legitimate case for being included in the brochure. It was felt that some type of guidelines could be developed and staff could then make the decisions on a regular basis. Mackay said the Committee also felt there should be some parameter on the number of Eden Prairie residents participating. If they had taken a vote, the non-profit, Eden Prairie based requirements would certainly be required while the resident requirement was not a critical issue. Ms. Jacobus explained that they can only have so many swimmers in the pool at one time and they do have excess capacity. It is unfortunate for the youths to have to go somewhere else to swim because they are not aware that the Aquajets exist. Napuck said she is supportive of the Aquajets having the opportunity to get some publicity; however, she would draw the line with allowing church or other types of leagues advertising in the brochure. She suggested that rather than having a percentage of residents as criteria, the organization should have a substantial connection with Eden Prairie giving staff some discretion. Mackay said one of the tests might be the willingness of the organization to file papers with the City showing that they have a non-profit status. Lotthammer explained that there had been good discussion about coming up with percentages and benchmarks; however, there may be some organizations that would not meet certain benchmarks but could be a benefit to the City. Bierman asked if the Aquajets foresee asking for usage of City facilities in the future. Ms. Jacobus responded that the Aquajets uses their facility about 80 percent of the time. They plan to keep their membership at the current rate, 300 participants. They would not be looking for other facility usage. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION October 1, 2007 Page 4 Lotthammer said they do have a specific request this evening and he does not know what kind of requests they might have in the future or if they will have any. He said they might want to consider adopting some criteria based on what they imagine might happen or they could make a determination on this request this evening. He suggested that if an organization is a non-profit based in Eden Prairie, staff review each request on a case-by-case basis and if necessary, bring them to this Commission for consideration. Bierman said he would support that and feels that they should be dealt with on a case-by-case basis. Motion: Napuck moved, seconded by Mackay, to recommend that staff consider the following criteria in determining whether to include an organization in the City's Seasonal Program Brochure: that the organization is non-profit, that the organization is based in Eden Prairie or has a substantial connection with Eden Prairie, and that a Form 990 is filed with the State of Minnesota and with the City of Eden Prairie and that future inclusion in the brochure will be determined on a case-by-case basis incorporating this criteria to the extent possible. Jacobus said it is important that the City keep a record of the various organizations to insure that they are in fact non-profit and this can be accomplished by requiring the Form 990. Bierman suggested to avoid small organizations from wanting to advertise in this brochure, they add a general implementation guideline that individual organizations such as churches not be allowed to advertise in the City's Seasonal Program Brochure. Barrett said he feels this is a significant gray area and questioned if this would be discrimination on a religious basis. He said he did not feel they need to add this guideline at this point since staff will be dealing with the requests on a case-by-case basis. This may be something they will want to include at a later date. Brill suggested they wait to see if they receive other requests and if they do, they can address this issue at that time. Motion: Napuck moved, seconded by Mackay, to recommend to staff that the Aquajets request to be included in the City's Seasonal Program Brochure be granted. The motion carried, 7-0. B. Outdoor Ice Rinks Weedman provided the Commission with an overview of the City's outdoor ice rinks. She reviewed warming house locations and park maintenance activities. Brill asked if the hockey organizations that use the rinks are charged for use. Lotthammer said he is not aware of any organizations that are charged for outdoor ice time and he is not aware of any other cities that charge for outdoor ice time. Brill asked if there is any kind of policy in place for use of the sledding hill and if use is monitored when the hill is closed. Weedman responded that there is a sign posted that says the sledding hill is open or closed. Park Maintenance also puts up a sign on top of the hill stating that it is closed and places a snow fence across the top of the hill. They do not assign staff to monitor the hill when it is closed. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION October 1, 2007 Page 5 VII. OLD BUSINESS A. Dosmie Bay Donation Bierman said he is aware of an individual who is willing to provide a private donation for doggie bags to be used at the various dog parks. Barrett asked if the charge is a yearly charge. Fox explained that the initial purchase includes the holders and the bags and the on- going cost to replenish the bags depending on how many are used. They are able to buy a case of bags for approximately $75. Motion: Motion was made by Barrett, seconded by Napuck, that the Parks, Recreation and Natural Resources Commission amend last month's decision to publicly fund doggie bags and to now fund them with a private donation. The motion carried, 7-0. VIII. NEW BUSINESS A. Citizens' Survey Lotthammer said the Commission had asked that they be provided with the questions and answers to the Citizens Survey conducted by the City. Obiazor reviewed the survey with the Commission and highlighted some of the areas specifically pertaining to Parks and Recreation. Napuck asked if the Budget Advisory Commission had been provided with this information prior to making their recommendations. Obiazor said they had been. Napuck said she feels this information reflects the community and not a special interest group and that the information is very useful. She asked if the survey is done on an annual basis. Obiazor responded that it is normally done every three to five years. Bierman pointed out that there were 140 questions and it took 30 minutes to complete. He said he feels this is a tremendous fatigue level. He suggested that in the future they consider a method whereby one group addresses a certain issue and another group addresses another issue, etc. They could divide the areas up into City communication, City services,park and recreation pieces, etc. To ask people over the telephone to spend 30 minutes is pretty amazing and he said he feels a smaller survey might be just as helpful. Bierman asked how much it cost the City to conduct this survey. Fox said he was not sure but would get this information to the Commission. Napuck asked if the results showed how Eden Prairie compares to other communities. Fox said it did show that they were average but that he would also include this information in the Commission's agenda material for next month's meeting. B. 2008/09 Proposed Budget Reductions Lotthammer outlined the process the staff has gone through in developing their budget. He explained that they were directed to look at an approximately $70,000 reduction in services on the recreation side of the Parks and Recreation budget. Lotthammer presented to the Commission the proposal developed to cut$70,000 from the budget. He also explained that PARKS, RECREATION AND NATURAL RESOURCES COMMISSION October 1, 2007 Page 6 Council Member Duckstad directed City staff to do an analytical exercise to look at what programs would be affected if the budget increase was limited to $1 million. Staff is in the process of analyzing the budget to see what the impact would be if the City's budget were increased by only $1 million. Lotthammer pointed out that there is an $890,000 new expense related to the Community Center and there are other increases that go above the proposed $1 million. Obiazor presented an overview of the budget for the various parks programs and Sevenich presented an overview of the Community Center budget and explained the major increases to that budget. She also reviewed the revenue increases including an increase membership fee to the Community Center. (Napuck left during discussion of this item.) Fox reviewed the Park Maintenance budget with the Commission. Lotthammer explained that staff was asked not to look at the Park Maintenance budget or the Community Center budget but to look specifically at the Recreation Programming budget and to reduce that budget by $70,000. Lotthammer reviewed the various cuts staff developed in reaching the $70,000 cut. Mackay asked how the $70,000 number was arrived at. Lotthammer responded that initially, they were directed to reduce a full-time equivalent position and that amounts to approximately $70,000. From staff's perspective, they are trying to build and promote programs and to maintain what they have been offering. Historically, the Department has seen growth and they are still in a growth period but a large amount of that growth is with the Community Center. In order to move forward at the Community Center, they were asked to look at reducing other areas. Barrett said he thinks the Staring Lake Concert Series are well attended and questioned cutting concerts. Lotthammer explained that currently they have 24 concerts and they are suggesting that they eliminate eight of the concerts that are least popular. The concert experience remains and may cause the remaining concerts to become more popular. Barrett said that with regard to eliminating the beach theme event from Riley Lake, it seems like they are moving backward. They are trying to re-establish that beach as a favorable beach. He feels that by not having lifeguards during the week they are making less of a commitment to this beach as a recreation outlet. Brill said he agrees. The year 2008 was going to be the year where they would bring back the beaches and to cut off the program before they give it a chance does not seem appropriate. Jacobus said this does not mean they can't use the beach but only that there will not be any lifeguards there. Obiazor pointed out that Bryant Lake does not have lifeguards. The number of patrons that come to the beach or go in the water is very small. This is not as much a swimming beach as it is a tanning beach. Their highest attendance occurs on the weekend and lifeguards would be there during those times. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION October 1, 2007 Page 7 Mackay said with all of the development occurring around Purgatory Creek, he does not feel they have not had enough time to develop the concert series at this park. He suggested that they continue the program for a little longer. Obiazor responded that with the reconstruction of Pioneer Trail, this may be the location for the amphitheater in 2008. Also, they are looking at alternatives to make the Purgatory Creek series successful. Jacobus said that staff is recommending that they reduce some of the programs and are not suggesting that they eliminate any of them. Bierman also pointed out that staff is recommending an increase of revenue by $28,000. He asked what impact the fee increases will have on the programs. Obiazor answered that the City's Finance Department expects a three percent increase in program fees every year. They want to make sure that the programs meet the cost recovery policy. Staff is re-evaluating the fees and making adjustments. Lotthammer said that as they raise prices, some people might fall away because of the increased fees. It is important not to exclude people on their ability to pay for the programs. Staff does propose to keep the scholarship dollars in the program. This helps to meet the mission of the City. Brill said all of the recommended cuts appear to be prudent but he does question the elimination of the Friday series at Purgatory Creek. Obiazor said they would be looking at the various programs that may be affected by the Pioneer Trail construction and take that into consideration when scheduling the various activities at the various locations. Mackay said he would recommend that they give Purgatory Creek a chance to help build more of a downtown atmosphere at that location. He suggested that they try scheduling a couple events there. Fox explained that the Staring Lake Amphitheater is slated to undergo a major renovation so there will be no concerts at Staring Lake next year. Along with that, they are looking to upgrade Pioneer Trail and the first year of construction is most disruptive. They plan to move the concert series off of the amphitheater next year to Purgatory Creek or Riley Barn. Barrett said he feels the $70,000 amount is arbitrary and random and he feels they are cutting things for the sake of cutting. He said it would have been nice if they had been able to look at the various programs and decide whether or not they should be cut and come up with a number that may have been more or less than the suggested $70,000. They have not been given the option of proposing alternate cuts. Obiazor explained that the $70,000 is equivalent to one full-time position. The Budget Advisory Commission feels that with the programs they offer, the cancellation rate is higher than it should be and staff could be more effective and efficient by cutting certain activities. Bierman pointed out that it really isn't a $70,000 cut since they need to take into consideration the additional $28,000 of revenue. This really equates to a $42,000 cut. He also pointed out that they are talking about an approximately one or two percent cut when looking at the entire budget. This may also be an opportunity to increase revenue for the additional $42,000 being proposed to be cut. Staff is most knowledgeable in making these recommendations. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION October 1, 2007 Page 8 Oko said the budget cuts seem to be inconsistent with what the community wants based on the life study survey. She does,however,respect the efforts put into the budget cuts but does not agree overall with the cuts. Barrett said he would recommend that they ask the City Council to withhold making these cuts unless it is completely necessary. He feels that none of these cuts are expendable. Budget Repositioning 2008-2009 Item Description Service Impact Justification Budget Impact Reduce Riley—Jacques Eliminate I of the 4 Although these are well $1,000 Barn Twilight Special performances. This would result attended, 3 of the 4 concerts Performances in fewer opportunities to would remain. experience live outdoor concerts at a unique cultural and historical facility. Reduce Staring Lake Eliminate 8 of the 24 currently Approximately 16 concerts $6,000 Concert Series offered concerts. This would would remain. The experience result in fewer opportunities to would stay and may drive experience live outdoor concerts higher attendance at the at a unique facility. remaining concerts. Eliminate Friday's at Eliminate all 8 concerts held on Attendance at some of these $3,000 Purgatory Creek Concert Fridays at Purgatory Creek. This concerts was low. The concert Series would result in fewer experience would be available opportunities to experience live at other venues. outdoor concerts Reduce the seasonal Eliminate the proposed additional Based on no additional growth $1,500 administrative support seasonal hours to assist with arts and the potential for program for the coordinator and cultural programs. The full reduction, additional hours position. time coordinator would operate would not be needed to with seasonal support levels maintain similar levels of similar to 2007 levels. service to 2007 levels. Reduce supervision at No lifeguards on duty on Very low numbers during the $10,000 Round Lake Beach weekdays. Participants would week compared to weekends "swim at your own risk". Beach and compared to weekdays at would be guarded as usual on Lake Riley. Experience still Fri., Sat. and Sun. and holidays. exists on a"swim at your own risk" basis. Eliminate Riley Lake Eliminate I summer special Low attendance and weather $1,700 Beach Party event, and the only beach theme dependant. Event cancelled in event offered. 2007 due to rain. Event does not meet the 50% subsidy level require nt(82% in 2006). Reduce KidStock Reduce the number of concerts A total of 8 concerts would $600 Performances from 10 to 8. This would result in remain. The experience would fewer opportunities to experience stay and may drive higher live outdoor concerts. This series attendance at the remaining draws an average of 230 people concerts. to each concert. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION October 1, 2007 Page 9 Item Description Service Impact Justification Budget Impact Reduce amount of open Shorten the length of time on a Compressing the hours still $10,000 swim hours available at nightly basis for public open allows the opportunity along Oak Point Pool swim. Change Open Swim to 1-3 with maximizing the attendance pm Monday—Saturday (vs. 1-4 during guarded hours and pm) and Fridays 6:30-8:30 pm reduces rental costs for pool (vs. 6:30-9 pm) usage. Reduce the Hours of Reduce hours of supervised The experience would remain. $4,200 operation for Outdoor warming houses by closing 2 Fewer hours would be available Skating Rinks/Warming weeks earlier. In addition, for supervised public use. Houses warming houses would close 1 hour earlier on weekdays/weekends and open 2 hours later on weekends. Reduce the number of Change from a bi-monthly to a Multiple communication tools $4,000 publications of the quarterly publication. currently available in addition Echoes Senior Adults/Seniors would receive to the Echoes newsletter. Four Newsletter communications every 3 months of the six publications would vs. every 2 months. remain. OPPORTUNITY TO Higher prices for recreation A 1.5%-2% increase across all $28,000 INCREASE REVENUE programs. May reduce some recreation programs would participation. Scholarships accomplish proposed increase Increase overall fees for available. in revenue. Some programs recreation programs may see a slightly higher increase, while others may stay the same based on current pricingand market tolerance. Total 0 $709000 Motion: Bierman moved, seconded by Jacobus, that with the budget cuts being inconsistent with the community survey, the Commission encourages staff to look at all areas not utilized and to encourage staff to continue to look for ways to generate additional revenues and to also ask the City Council to only implement these cuts if absolutely necessary. The motion carried, 6-0. IX. REPORTS OF STAFF A. PARKS AND RECREATION DIRECTOR 1. CIP 2008-2012 —Cash Flow Projections for Park Improvement Fund Lotthammer briefly reviewed the CIP cash-flow projections explaining that revenues increase $1 million per year up to 2015 because of new development. After that date, PARKS, RECREATION AND NATURAL RESOURCES COMMISSION October 1, 2007 Page 10 funding sources do fall. Bierman asked if they are allowed to create a self-sustaining annuity and if they are planning for the drop in revenue after 2015. Lotthammer responded that this is arguably a philosophical issue as to paying for what when. The funds are from current taxpayers and they are funding everything for the future. 2. PRNR Meetinz Work Plan Lotthammer reported that included with the Commission's agenda material was a copy of the Commission's work plan. 3. Health Care Reimbursement Sevenich explained that staff is requesting approval to enter into agreements with HealthPartners Frequent Fitness and Medica Health Plans/MRPA insurance to provide insurance reimbursement for frequent attendance at the Community Center. She said they are also working with three or four other groups for this same program. They would be entering into a standard agreement that has been reviewed by the City's legal counsel. The City would not be directly responsible for reimbursing the user but would credit their account with the funds given to the City by the carriers. Motion: Barrett moved, seconded by Jacobus, to recommend the Council approve the agreements with HealthPartners Frequent Fitness Program and Medica Health Plans/MPRA insurance to provide an insurance reimbursement opportunity for Community Center members. The motion carried, 6-0. B. RECREATION SERVICES MANAGER 1. Spring/Summer Recreation Proizram Review Motion: Due to the lateness in the evening, Barrett moved, seconded by Mackay, to continue Item B.1 Spring/Summer Recreation Program Review to the November meeting. The motion carried, 6-0. The following items were presented to the Commission as information items only. 2. Apple Cidering 3. Cemetery Walk 4. Great Pumpkin 5. Fall Frolic 6. Adult Co-Rec Volleyball Tournament 7. Halloween on the Mall 8. Senior Center Fall Festival 9. Senior Citizens EPHS Matinee Play and Dinner PARKS, RECREATION AND NATURAL RESOURCES COMMISSION October 1, 2007 Page 11 C. PARKS AND NATURAL RESOURCES MANAGER 1. FYI: Shade Tree Advocate X. NEXT MEETING Mackay asked that Fox present an overview of the various park projects at the November meeting similar to what was presented to the Sports Facility Commission. The next regular meeting of the Commission is scheduled for Tuesday, November 5, 2007 at 7:00 p.m. in the Council Chambers. XI. ADJOURNMENT Motion: Mackay moved, Barrett seconded, to adjourn the meeting. The motion carried 6-0. The meeting was adjourned at 10:30 p.m.