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Parks and Recreation - 08/03/2020APPROVED MINUTES PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MONDAY, AUGUST 3, 2020 7:00 P.M. CITY CENTER Heritage Rooms PRNR COMMISSION MEMBERS: Larry Link, Chair; Patrice Erickson, Vice Chair; Cecilia Cervantes, Kim Harris, Andrew McGlasson, Tom Poul, Ken Ross, Shanti Shah, Kirk Spresser CITY STAFF: Jay Lotthammer, Parks and Recreation Director Lori Brink, Recreation Manager Matt Bourne, Parks and Natural Resources Manager Valerie Verley, Community Center Manager RECORDING SECRETARY: Jodie Fenske via recording I. INTRODUCTIONS Chair Link called the meeting to order at 7:00 p.m. Roll call was taken. Commission Member McGlasson and Community Center Manager Verley were absent. Vice Chair Erickson and Commission Member Cervantes participated via conference call. II. APPROVAL OF AGENDA Motion: Vice Chair Erickson moved, seconded by Spresser, to approve the agenda as presented. Motion carried 8-0. III. APPROVAL OF PRNR MINUTES Motion: Vice Chair Erickson moved, seconded by Cervantes, to approve the July 6, 2020 minutes as presented. Motion carried 8-0. IV. REPORT OF CITY COUNCIL ACTION Lotthammer reported no new PRNR topics were discussed at the most recent Council meeting on July 14, 2020. Several updates are expected after the August 18, 2020 Council meeting. V. REPORT OF PLANNING COMMISSION Bourne reported the Planning Commission recently approved an application for a proposed development of twenty-four single-family detached villa-type homes to be known as Prairie Heights, near the Flying Cloud airport, on the south side of Pioneer Trail, just east of Flying Cloud Drive. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES August 3, 2020 Page 2 VI. PETITIONS, REQUESTS AND COMMUNICATION Brink presented flyers and provided a brief description of two upcoming events: A. ARTS IN THE PARK The annual event will take place on a scaled-back basis on Saturday, August 22, from 10 a.m. to 5 p.m. at Purgatory Creek Park. Artwork will be for sale by local and regional artists; however, this year’s event will not offer food/drink vendors, musical entertainment, or children’s activities as offered in previous years. Spresser recommended Staff investigate how art fairs in the Minneapolis area have been held. Brink responded Staff have been researching recently-held farmers markets in the area to see how traffic flow and touching of items is being managed. Ross suggested instituting a face mask requirement would most likely be preferred by the artists. B. PEOPLEFEST A full schedule of activities was presented for the event being held July 31 – August 14, mostly online but with a few in-person activities. A virtual kick-off party was held on July 31 which included a virtual exhibit hall featuring art and performances online. The Native Pride Dance group presented a live performance on July 31 at Staring Lake Amphitheater. Brink will cover additional details later in the meeting. Chair Link commended Brink’s efforts in providing programs and concerts as much as possible this spring and summer throughout COVID. Brink stated the community, when attending performances at the amphitheater, has voiced appreciation for the opportunity to attend events safely. Cervantes attended an event last Sunday evening and was very appreciative of being able to attend safely and to be entertained by a great concert. Spresser inquired how attendance numbers compare with previous years and Brink responded attendance has actually been very good considering the pandemic. The maximum allowed by State guidelines is 250 participants and that amount can be safely seated in the amphitheater area. In the past, some bands and acts have attracted crowds of 300-400 attendees. This summer, Brink estimates there have been 150-250 attendees at most events. She added the musicians and performers are also pleased to be offered the opportunity to perform. VII. NEW BUSINESS VIII. OLD BUSINESS A. COVID-19 PROGRAMS AND FACILITIES UPDATE PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES August 3, 2020 Page 3 Lotthammer provided an update on Community Center memberships since the last report provided at the July 6 PRNR Commission meeting. He appreciated the feedback provided by the Commission and shared those ideas when he and Staff met with the City’s Finance Manager and City Manager to determine a strategy. It was ultimately decided Staff would encourage members to suspend their memberships instead of canceling with hopes those who suspend will decide to keep their membership after COVID subsides. Members who chose to keep their membership active for August were charged monthly dues at 75% of the normal fee. Lotthammer reported a reasonable number of suspensions were received for August and the hope is that continues for the next three months. The normal $8 per month suspension fee has been waived. It is the hope come October with better virus numbers and colder weather arriving, Staff will be able to work with suspended members to reinstate their memberships effective December or January. Lotthammer stated membership numbers are at 25% participation based on comparison with last year. He noted the participation number is not increasing as weeks progress, but remaining at 25%. Monthly revenue from memberships in the summer is typically at $160,000. It is currently down to $60,000 per month with charging the 75% of the normal membership fee. Staff is working with the State’s provision of $4 million to the City in CARES Act funds to assist with expenses and lost revenue due to COVID. Lotthammer does not anticipate the City having to give any funds back to the State. Even if not all relief funds go toward lost revenue, there are other expenses throughout the City to which the funds can be applied. Department Heads have been tasked with providing figures on budget savings and negative impacts. He explained sometimes throughout COVID when revenue has been lost for a particular program or event, the expenses also lost are more than the lost revenue, so actually a savings is incurred. For example, by not holding the 4th of July Hometown Celebration, a $40-50,000 savings was experienced. This type of savings is not typical at the Community Center. However, ice revenue for June 2020 is up $100,000 compared to June 2019. The demand for ice time in June and July has been high due to community members wanting to skate. Other area ice rinks are not operating at their full capacity, so the Community Center is attaining the benefit. Staff is currently awaiting a determination made regarding high school hockey and if canceled, the impact could be considerable. Lotthammer continued by explaining aquatics rentals are down only slightly, although those able to come in for open swim (and open skate) are grateful for the opportunity. Community Center activity is lowkey as is typical during the summer since people are recreating outside. Childcare is still not being offered and fewer group fitness classes are being offered, both which result in cost savings. Brink reported recreation programming and youth programs are continuing on the same trend as reported at the July PRNR meeting. Individual-based outdoor recreation (tennis, archery, fishing, etc.) remain popular. Staff is looking ahead to PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES August 3, 2020 Page 4 the start of the school year and appraising what out-of-school time will look like and planning to be responsive. The decision has been made not to distribute any published brochure this fall. Users will instead be directed to a new landing page on the City’s website to learn more about offerings or to register for programming. Brink emphasized the goal is for staff to remain nimble and responsive. Spresser recommended offering outdoor programs this fall to provide an outlet for children and income for the City. Brink responded tennis and soccer classes will be offered outside throughout October rather than being stopped and moved inside in September. Ross inquired if any decisions have been made yet regarding fall events. Brink responded she will be meeting next week with staff to plan events through Halloween and report those results at the September PRNR meeting. Bourne reported youth sports are using only five fields rather than thirty in a typical summer. Staff is awaiting a determination on fall sports. Adult and senior leagues are playing. When positive COVID cases on a team are reported, the team is removed from the league for a few weeks and other teams are notified. Chair Link inquired how long the 75% of normal membership fee change will remain in place. Lotthammer responded September dues will likely be at 75% as well and then a decision will be made regarding October. Shah inquired about concerns shared with her regarding exercising and indoor air circulation. Lotthammer responded he has been researching studies currently available regarding the volume of air flow versus how air flow is being directed. IX. REPORTS OF COMMISSION AND STAFF A. PARKS AND RECREATION EXPERIENCES Commission members and staff shared recent parks and recreation personal experiences. Ross observed an invasive species inspection at Riley Lake Park. The employee was positive and stated she was pleased to be able to work outside. Harris stated she and her husband have kept their Community Center membership throughout COVID. Her husband likes working on his laptop while biking indoors. Her son is a member of the Foxjets swim team. She is happy he has been swimming and even competed in a virtual meet, although with no spectators. Spresser commented the park at Rice Marsh Lake looks brand new with the refurbished basketball court and new playground equipment. He bikes through Riley Lake Park almost daily and states it is typically busy but spacing at the beach does not appear to be an issue. He shared concern the blacktop walking paths on the east side of Dell across from and along the Big Woods neighborhood are in need of repair and some trees along the paths at Riley Lake are in need of trimming. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES August 3, 2020 Page 5 Chair Link and a small group of bikers started their virtual Tour de Tonka ride last Saturday from Hidden Ponds Park. Erickson noticed the 168th Avenue sidewalk improvement project has started and inquired about how long until completion. Bourne responded the sidewalk is concrete which takes a bit longer than a bituminous path but the project should be completed by the end of August. Cervantes commented the Pastor at Pax Christi Catholic Church recently held a service at the columbarium. She inquired and Bourne responded two interments have recently been held and lots of inquiries are being received. Ross inquired and Lotthammer responded there is space for second and third columbariums of the same size at the cemetery. B. RECREATION SERVICES MANAGER 1. PeopleFest. Brink displayed the PeopleFest website which is mostly a virtual exhibit hall of presenters who can provide information and a video on their group. Artists who would have been on stage are considered featured artists online for users to learn about the artform and experience a similar performance, interactive video, etc. Virtual classes already presented include an Indian cooking class and Around the World EPIC Youth Camp. Upcoming virtual events include Life Journeys Community Reading and Magazine/Blog launch, an IndiaFest field trip, What You Always Wanted to Know About Islam and Muslims, My Cup of Tea: Exploring Traditions from Around the Globe, Children’s Story Hour: Celebrating Differences (including a live parent discussion), a Chinese Culture open house, and a Pakistan Independence Day celebration. A live performance, Salsa del Sol Concert, will be held on Thursday, August 6 at the Staring Lake Amphitheater. Shah shared additional details of the live event and pre-recorded videos for India Fest. A look-back video of previous years of PeopleFest was shared with the Commission. It included many photos from previous years, videos of past participants sharing their experiences, a history of PeopleFest’s existence, as well as information on the collaborators. C. COMMUNITY CENTER MANAGER 1. Membership Update. In Verley’s absence, Lotthammer provided an update on membership fees at the Community Center earlier in the meeting, under Section VIII. A. COVID-19 Programs and Facilities Update. D. PARKS AND NATURAL RESOURCES MANAGER PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES August 3, 2020 Page 6 E. PARKS AND RECREATION DIRECTOR 1. Miller Park Indoor Courts. This project has been presented on a conceptual basis to the Commission in the past. Recently it was reviewed by Council as it was included in the CIP, along with other projects under consideration in the next ten years. Lotthammer requested feedback from the Commission as Staff is now preparing to present the project in greater detail to the Council in September or October. Lotthammer displayed a PowerPoint presentation including current conditions of the area consisting of a large footprint that includes two tennis courts, one basketball court, remnant of a plaza, and several parking lots. Soccer fields and a play structure are nearby. When considering an indoor facility of this type, the heaviest use will be when the fields are not being used (late fall/winter), so much of the infrastructure is already in place. The courts and plaza area are currently in need of replacement at an estimated cost of $250,000. Timing is appropriate to consider if a new use of the area is suitable. Several tennis courts and multiple pickleball courts could easily be overlayed in the area being considered. A conceptual plan of the building and layout was displayed. Lotthammer explained the lifespan of outdoor courts is similar to paths and trails at 20- 25 years. The freeze/thaw process in Minnesota makes managing outdoor court maintenance challenging as repairs, overlays, and patching of cracks is constantly necessary. A controlled environment such as the proposed building offers a longer lifespan of a better-quality court and also an increased amount of use. An indoor building can provide relief from the heat and sun, not only an indoor option in the colder months. Ross inquired and Lotthammer responded restrooms are being considered in the building. A facility of this type would align with the City’s Parks and Recreation Strategic Plan in that it would provide access for all, it is an affordable opportunity, it allows for the ability to control its climate, it will have a sustainable infrastructure, it is a long-term investment, and it offers health and wellness opportunities to residents. Similar to the Riley Lake Park and Aquatics Center improvements, this project could be an opportunity afforded to and affordable by all. There is not a lot of indoor court time available, so to have an affordable, local, accessible facility fits well. The use of solar/geothermal to lower operating costs but still provide this amenity and year-round wellness opportunities are additional benefits. Lotthammer stated a goal is to make this potential project as turnkey as possible. Technology available could allow for security cameras and scanned reservations and entry to allow for fewer manned hours at the PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES August 3, 2020 Page 7 facility. Geothermal heating/cooling on such a large surface could be both environmentally beneficial and provide a lower cost of energy consumption. An additional consideration is balancing gym time at the Community Center in the winter. In the past there was high demand to provide pickleball at the Community Center all day, seven days a week. However, Staff also needed to balance family gym, open gym, and other uses for court time. As a method to offload the demand for indoor court time, other opportunities for indoor courts for pickleball have been investigated. Lotthammer explained in providing multi-use facilities, there is often the risk of providing something too good for everything that it’s not great for anything. Staff is researching technology currently available to use infrared lights or lasers to place court lines for a period of time and change to another court as needed, rather than painting permanent lines. Research indicates racquet sports, not only tennis and pickleball but also badminton, have been increasing in demand even before COVID. The demographic for court sports is reaching younger ages. Badminton is a popular high school sport and pickleball is not just for seniors anymore. A facility of this type could offer health and wellness benefits year round. Lotthammer explained the majority of funding for projects comes from either cash park fees or money from capital reinvestment. If simply redoing the courts, this project would qualify for capital reinvestment funds which is money the City sets aside from liquor profits and fund balances. Typically, replacement projects, generally not new projects, are funded from the capital reinvestment funds. New projects (such as most of the Riley Lake Park and Staring Lake Park improvements) are generally funded through cash park fees. Since the mid- 1980s, developers pay cash in lieu of land to help fund new projects since additional residents are being brought to the City resulting in more use to the parks system. Payment is made by builders into a fund upfront as they request their building permit from the City. These funds are not used to redo trails or perform other upkeep; they are used only for new amenities. The estimated timeline of this project consists of research and planning (including designs and specifications) in 2022 and building construction in 2023. The balance of the cash park fees fund could allow moving up the timeline to 2021-2022 instead of 2022-2023 if the project receives Council approval and moves forward. Lotthammer requested questions and feedback from Commission members. Chair Link inquired about Champions Hall which is a privately-owned indoor court facility in Eden Prairie. Lotthammer stated the facility is PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES August 3, 2020 Page 8 mostly used for volleyball during the week and tournaments on the weekends, as well as some pickleball. Lotthammer also spoke of the Williston Fitness Center, owned by the City of Minnetonka, which is also experiencing extremely high demand for court time. Ross inquired about the possibility of a dome rather than a building. Lotthammer responded a dome would not provide the same lifespan, is difficult to take up and down, and could likely be damaged. Spresser shared concern over the type of court not being preferable to many users depending on the type of sport (i.e., court sports versus basketball). Cervantes commented the plan, rationale, and funding look sound and align with the City’s strategic plan. Chair Link requested an update to the concept previously presented about turning one of the ice rinks at the Community Center into a court. Lotthammer responded if that option is pursued, it would be more of a turfed area or tiled sport court rather than a traditional hard court. It is important to be vigilant about rink use since they are expensive to operate. This year is unique in that rinks are in high demand during the off-season so the change to a court will need to be closely evaluated. Erickson inquired if the new facility would offer open court time. Lotthammer responded paid reservations would be needed and likely only offered to residents. Lotthammer concluded the presentation stating additional research and work needs to be done, including more discussions with the consultant, to determine if the project is feasible. It currently appears to have a low impact on operations and be as sustainable as possible into the future. The next steps include receiving City Council reaction and evaluating timing and funding sources. He reiterated the City is always conservative in projecting revenue. 2. 2020 PRNR Work Plan. Lotthammer stated the September meeting will include recaps of summer events and fall decisions will be revealed. Since timelines are condensed, registration numbers will most likely be available. Link requested an update on energy conservation initiatives the Parks Department has undertaken. Bourne responded an electric Ford F-250 pick- up truck has been obtained for Parks (and another for Public Works). Small blowers and tree trimmers are now battery powered. Lotthammer stated these smaller items were purchased via a grant received from the Minnesota Pollution Control Agency (PCA) about a year ago. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES August 3, 2020 Page 9 X. NEXT MEETING The next PRNR Meeting will be held on Monday, September 14, at 7 p.m. in the Heritage Rooms at City Center. XI. ADJOURNMENT Motion: Spresser moved, seconded by Cerantes, to adjourn the meeting. Motion carried 8-0. Chair Link adjourned the meeting at 8:30 p.m.