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Parks and Recreation - 09/14/2020APPROVED MINUTES PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MONDAY, SEPTEMBER 14, 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 STUDENT REPRESENTATIVES: Jake Freeland, John Hartle, Jessica Hovde, Garen McDowell, Ishan Nadkarni, Tommy Pan, Tanay Salunke CITY STAFF: Jay Lotthammer, Parks and Recreation Director Lori Brink, Recreation Manager Matt Bourne, Parks and Natural Resources Manager Valerie Verley, Community Center Manager Nicole Weedman, Youth and Family Senior Supervisor RECORDING SECRETARY: Jodie Fenske I. INTRODUCTIONS Chair Link called the meeting to order at 7:02 p.m. Roll call was taken. Commission Member Spresser and Student Representative Hartle were absent. Vice Chair Erickson, Commission Members Cervantes and Ross, and Youth and Family Senior Supervisor Nicole Weedman participated via conference call. All other Staff Members were present. Lotthammer welcomed the Student Representatives to their first meeting and asked them to introduce themselves. Students were invited to contact Lotthammer with suggestions and questions throughout the year. Commission Member McGlasson has submitted his resignation as he is moving out of the City. Lotthammer thanked him for his years of service and input as the Commission navigated issues during his tenure. II. APPROVAL OF AGENDA Motion: Shah moved, seconded by Erickson, to approve the agenda as presented. Motion carried 8-0. III. APPROVAL OF PRNR MINUTES Erickson indicated a correction on page 5, Section IX. A. Parks and Recreation Experiences, from 158th Avenue to 168th Avenue. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES September 14, 2020 Page 2 Motion: Poul moved, seconded by Cervantes, to approve the August 3, 2020 minutes as amended. Motion carried 8-0. IV. REPORT OF CITY COUNCIL ACTION Lotthammer reported on several actions recently taken by the City Council: A. COMMUNITY GARDENS LEASE Council authorized entering into a Lease Agreement with the Metropolitan Airport Commission (MAC) for the community gardens on Pioneer Trail. B. ENVY SKIN CLINIC DONATION TO ARTS IN THE PARK Council accepted a $500 donation from Envy Skin Clinic for the annual Arts in the Park event. Envy Skin Clinic will receive recognition at event. C. MRPA AWARD OF EXCELLENCE IN MARKETING Aimee Peterson from the Minnesota Recreation and Parks Association (MRPA) presented the Council with the Award of Excellence in the Communications Division for print and digital marketing redesign. Recreation Manager Brink accepted the award on behalf of the Parks and Recreation Department. With the assistance of a marketing consultant, the Department developed an expanded online and virtual marketing plan that was already in place when COVID-19 restrictions were imposed. D. PASTOR ROD AND JULAYNE ANDERSON DONATION TO ART- WRAPPED BOX Council accepted a $900 donation from Pastor Rod and Julayne Anderson for artwork to cover the utility box at Riley Lake Park. In keeping with the Andersons’ desire to incorporate the Riley Barn and baseball, an artist-designed painting of a vintage baseball game scene was turned into the wrap. E. SCHEELS DONATION OF SOCCER BALLS Council accepted a donation from Scheels of thirty soccer balls for summer youth programs. The soccer balls were used in the preschool soccer programs so each child could have their own soccer ball to use during the restrictions imposed by COVID-19. F. SENIOR CENTER DONATION – BERMA SHIMANSKI FRIENDS AND FAMILY Council accepted a $1,520 donation from the family and friends of Berma Shimanski. The donation will be put toward programs and potentially a bench, to PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES September 14, 2020 Page 3 memorialize her contributions to the Senior Center as a long-time volunteer and participant in programs. V. REPORT OF PLANNING COMMISSION VI. PETITIONS, REQUESTS AND COMMUNICATION VII. NEW BUSINESS A. SUMMER YOUTH PROGRAMS Brink introduced Nicole Weedman, Youth and Family Senior Supervisor of Recreation, who also oversees adaptive and therapeutic programs for youth and young adults with disabilities. Weedman presented a summary of Summer 2020 camps, programs, and activities via Microsoft Teams teleconference. Weedman stated the summer of 2020 was different, but still a really good summer as far as recreational programs. She outlined several changes that took place due to COVID-19 restrictions being imposed. The decision was made, as a team, to cancel all existing programs and registrations. Recreation Staff felt it was the easiest and smartest route to avoid confusion for families. A survey sent to parents who previously registered for summer programs resulted in three hundred responses. Based on the results of the survey, Staff rebuilt programs with new structures, capacities, time limits, and protocols. Programs were launched in mid-July rather than June as in a typical summer. One thousand registrations were received versus a typical summer of seven thousand registrations. COVID-19 safety considerations ensured Staff understood protocols to keep themselves and participants safe. Safety training included PPE (personal protective equipment), sanitizing, health, and temperature checks. In addition, a limited number of food/snacks was served or brought onsite. A new policy of curbside parent drop-off/pick-up was instituted. The new procedure was so popular, parents have asked for that procedure to continue post-COVID. Staff members were issued iPads for paperless check-in and check-out, reducing contact with participants and parents. Outdoor Center programs were offered outdoors only. Popular classes included a Wednesday morning youth fishing program, Friday morning preschool/adult gardening class, and an all-ages butterfly tagging class. Wait lists existed for almost every class due to limited staff and offerings. Art Center classes were held outdoors at Nesbitt Preserve and Crestwood Parks. Individual supply kits were provided and kept for the entire week, rather than shared supplies. The kits were sanitized and used the next week. Any supplies that could not be sanitized were sent home with the participants. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES September 14, 2020 Page 4 Fitness in the Parks offered Family Yoga on Mondays from 6-7 p.m. and Wednesdays from 9-9:30 a.m. This free drop-in program was so popular it will be continued through September. The concert and movie series offered children’s performers on Tuesday mornings, all-ages concerts on Thursday, Friday, and Sunday evenings, and movies in the park on Friday nights in August. All performances were well attended. Even though concessions were not available, audience members brought picnics and snacks. Staff made sure spectators remained physically distanced in seating zones marked by color-coded traffic cones. Day camps were shortened and offered at six locations (Miller Park, Staring Lake Park, Riley Lake Park, Homeward Hills Park, Round Lake Park, and the Community Center). Camps were renamed to Summer Smash (ages 5-12) and Camp Pathfinder (ages 12-14) and were offered mornings (9-11 a.m.) and/or afternoons (1-3 p.m.). Only last year’s counselors were rehired so there were no new staff members to train, leaving more time to focus on PPE education. Paperless check-in and check-out were provided curbside with the help of iPads. Technology also provided the ability to have staff meetings via Zoom video conferencing. Lesson programs were able to continue and included tennis, archery, swimming, skating, Kung Fu, and preschool soccer. End-of-summer evaluations indicated parents were very appreciative of the opportunity to have their children be outside, be active, be around other kids, and have somewhat of a typical summer experience after being stuck inside all spring. Cervantes and Link congratulated Weedman and the Department for their efforts in providing a successful summer program. Brink reiterated bringing back counselors from previous years allowed more time to be spent on safety protocol training and communication with parents, so they felt comfortable sending their children to the programs. No major COVID-19 outbreaks were experienced in any camps. Brink extended credit to Weedman for her careful planning and execution of the successful summer program. B. EDEN PRAIRIE CEMETERY Lotthammer reminded Commission members the City owns and operates Pleasant Hill Cemetery. The Eden Prairie Cemetery is owned and operated by a Board and has been since the late 1800s. He reported Mike Rogers, an Eden Prairie Cemetery employee and Board member, approached the City to determine its interest in taking over the cemetery. Rogers stated he and several other Board members have been serving for several years and are ready to resign. Lotthammer was prepared to present the proposal to the City Council but wanted PRNR Commission input first. Just last week, however, the Cemetery Board withdrew its proposal temporarily but stated it will likely come back in the future. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES September 14, 2020 Page 5 Lotthammer presented a comparison of the two cemeteries, including land sizes, availability of lots, interment fees, grave lot specifications, marker sizes and features, plants and decorations, maintenance costs, and fund balances. He explained, by state statute, the City must place funds into a perpetual care account for Pleasant Hill Cemetery. The balance cannot be touched and must be allowed to continue to earn interest. The interest is used for cemetery maintenance costs. Conversely, Eden Prairie Cemetery has only one fund, not a perpetual care account. Lotthammer anticipates if the City were to take ownership of the Eden Prairie Cemetery, it should be able to fund itself and not require use of tax dollars. Fund balances at the Eden Prairie Cemetery were not disclosed. Short- and long-term implications include alignment of policies and pricing to make them as consistent as practical, increased workload, potential economies of scale (mowing, administrative time, etc.), and the elimination of ownership confusion by creating one contact for both cemeteries. Potential next steps include the Eden Prairie Cemetery voting unanimously to legally dissolve or merge, the Eden Prairie City Council passing on the opportunity or approving acceptance of the proposal, and finally a transfer of funds to the City to manage in a third account. Lotthammer will present the proposal to Council, answer questions, and receive feedback. He stated indications thus far are the Council would be willing to entertain the proposal. He estimates the project could be reviewed again in about a year. Rogers has projects he wants to complete next spring and summer before being ready to move forward with the City. Erickson inquired and Lotthammer responded there are approximately five members on the Eden Prairie Cemetery Board. He stated they have all been on the Board a long time and are ready to resign. Link mentioned a major drainage project was recently completed at the Eden Prairie Cemetery. Poul inquired if the cemetery Board considered hiring a new executive director and recruiting new Board members. Lotthammer responded the City may consider doing just that if the Council decides not to absorb the additional cemetery. Ross warned of his experience with a large conglomerate coming in who could possibly purchase the cemetery and raise prices. He suggested the importance of watching to ensure rates remain fair. Erickson inquired about the current ownership structure of the Eden Prairie Cemetery. Lotthammer responded the cemetery was built and Board formed in1858. The land was donated by early settlers and the cemetery never became affiliated with a church. The Board has ownership; there is no deed or title. The property is registered with the County as a cemetery. Documentation would be required for transfer of ownership to the City. VIII. OLD BUSINESS PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES September 14, 2020 Page 6 A. COVID-19 PROGRAMS AND FACILITIES UPDATE Verley provided an update on Community Center usage and memberships since the last report provided at the August 3 PRNR Commission meeting. Her presentation included graphs illustrating comparisons from 2018, 2019, and 2020 regarding Total Members, New Memberships, Upgrades/Downgrades, and Cancellations. A graph of Suspensions processed since March 2020 indicated a large number in July when members received communication regarding the option to suspend at no cost (normally $8/month for up to three months). The waiver of the suspension fee will expire on November 1. The reduced membership fee of 75 percent will be continued until all amenities are available. Verley also presented graphs illustrating pool utilization by hours for March through August for 2019 and 2020. The Foxjets Swim Team has rented as much pool time as ever this year and the same is expected for the EPHS swim and dive teams. Ice rink utilization graphs illustrated high demand. Verley added normally during the summer, only one or two rinks are open to conserve energy costs. However, this year, all three rinks have been running since July. Poul inquired and Verley responded the number of active memberships is currently around twelve hundred which is about one third of the normal number at this time of year. She added most facilities in the fitness industry are looking to offer streaming services. The Community Center is looking to add live and catalog classes by October to transition into Fall into Fitness as the weather turns cooler. Link suggested allowing the instructors to see which participants are online for more social interaction. Verley added that option would also be beneficial for instructors who are not yet comfortable teaching in-person. Cervantes inquired and Verley responded the live stream membership fee will be offered for a household unit and at a lower price point. Poul inquired how costs will be covered assuming income from only twelve hundred memberships is not enough. Lotthammer responded although ice is doing well, it is not making up the difference for the decline in memberships since ice is expensive to maintain. Unfortunately, revenues will be significantly less this year and expenses cannot be cut at the same rate. Dollars received from the CARES Act will be applied toward the anticipated shortfall. IX. REPORTS OF COMMISSION AND STAFF A. PARKS AND RECREATION EXPERIENCES Commission members and staff shared recent parks and recreation personal experiences. Student Representative Pan participated in Minnetonka’s Tour de PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES September 14, 2020 Page 7 Tonka for several years and would like Eden Prairie to consider hosting something similar. Student Representative Freeland stated he appreciates Hidden Ponds Park being redone. Chair Link stated he lives near Staring Lake Park and could hear music and theater performances throughout the summer. He thanked Brink and the Department for their work in providing the opportunities. Brink reported she was approached by staff at Eden Prairie High School’s theater department about the possibility of using the Staring Lake Amphitheater as an outdoor venue for its performances due to COVID-19 restrictions. She also mentioned there will be two more movie nights, Flick ‘n Float at the Community Center recreation pool on Friday, September 25 and the original Jurassic Park movie at the Amphitheater on Saturday, October 3. Lotthammer stated Comcast recently donated $5,000 to the City’s crime fund and Scheels donated an additional $1,000. Various pieces of recreational equipment (balls, racquets, hula hoops, pogo sticks, etc.) were purchased and taken to Prairie Meadows apartment complex near Nesbitt Preserve Park. Eden Prairie Police Officers and Scheels employees allowed children to select from over 250 pieces of play equipment available. Lotthammer stated the heart-warming experience was covered by Channel 9 News. B. RECREATION SERVICES MANAGER 1. Recent Marketing/Promotions. Brink stated the Department has traditionally printed a quarterly programs brochure. The last brochure was produced at the end of February and almost nothing in that brochure came to fruition due to the COVID-19 outbreak. Out of necessity, publications have moved to a digital format. The Department has increased its social media presence and has expanded targeting audiences and purchasing promoted posts on Facebook. Due to condensed planning timelines, a snapshot webpage has been developed and promoted for September and October events, including links to the registration page. Although the discontinuation of the print brochure was done out of necessity, feedback has been positive. The online rolling registration format currently being used will likely be continued in the future. One print media piece was distributed this fall through the Life in the Prairie newsletter. Recreation programs and Community Center information was provided. Electronic flyers continue to be distributed to parent emails through the schools. Brink stated Staff will continue to monitor feedback and plan for winter programming in a similar way to the fall. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES September 14, 2020 Page 8 2. Fall Programs and Events. Brink stated several free events were well attended and appreciated this summer. Staff recently reviewed past events and considered which fall events could be safely offered during a pandemic. After much consideration, it was decided Spooky Saturday, Fall Harvest, and Halloween on the Mall will be placed on hiatus. Staff has created two new fall events: Boo Drive-Thru and the Great Pumpkin Path. On Saturday, October 31 from 1-5 p.m., registrants can participate in a drive-through event at Miller Park. Trick or treating from a variety of vendors and partners will be provided, along with spooky music, prizes, and other fun things to do from the car. Participants can also view a spooky story on a paved trail through the woods and kick soccer balls at an inflatable target. Additional activities will be available. On Friday, October 16 (MEA weekend) from 6-9 p.m., the Great Pumpkin Path will be open. Participants can bring their decorated pumpkins to Riley Lake Park and walk the jack-o-lantern lit trail. Additional activities will be available. Both new events require advanced registration so the number of participants can be controlled. Registration will also provide Staff with a list of whom to contact in case of a major COVID-19 outbreak. Additional details for both events will be provided at the October PRNR meeting. Brink mentioned a Pumpkin Roll-Down event will be held on Saturday, November 7 from 9-11:30 a.m. at the Staring Lake Sledding Hill. Registrants can bring their own hollowed-out pumpkins to roll down the hill. Brink finished her presentation with a brief update on adult sports leagues. Traditionally adult volleyball would have moved inside by early September, but it is currently still being held on the sand courts at Riley Lake Park. Staff is hoping to move adult sports leagues indoors for evenings and weekends. Communication is taking place to work with Community Education staff to facilitate which leagues can take place this winter in schools. Chair Link stated he is impressed with how well Brink and other Department staff have adapted and found creative ways to provide opportunities. C. COMMUNITY CENTER MANAGER D. PARKS AND NATURAL RESOURCES MANAGER E. PARKS AND RECREATION DIRECTOR PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES September 14, 2020 Page 9 1. 2020 PRNR Work Plan. Lotthammer stated the October meeting will be held in the Cambria Room at the Community Center and will include updates on Aquatics and Fitness. He invited Commission Members and Student Representatives to contact him with any suggested topics for future meetings. X. NEXT MEETING The next PRNR Commission meeting will be held on Monday, October 5, at 7 p.m. in the Cambria Room at the Community Center. XI. ADJOURNMENT Motion: McGlasson moved, seconded by Shah, to adjourn the meeting. Motion carried 8-0. Chair Link adjourned the meeting at 8:45 p.m.