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Parks and Recreation - 12/07/2020APPROVED MINUTES PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MONDAY, DECEMBER 7, 2020 7:00 P.M. via TEAMS PRNR COMMISSION MEMBERS: Larry Link, Chair; Patrice Erickson, Vice Chair; Cecilia Cervantes, Kim Harris, 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 Lauren Stufft, Forestry Technician Alex Law, GreenCorps Service Member RECORDING SECRETARY: Jodie Fenske I. INTRODUCTIONS Chair Link called the meeting to order at 7:04 p.m. All Commission Members, Student Representatives, and Staff Members were present via Teams. 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 Motion: Cervantes moved, seconded by Erickson, to approve the October 5, 2020 minutes as amended. Motion carried 8-0. IV. REPORT OF CITY COUNCIL ACTION Lotthammer reported the City Council adopted a resolution approving the 2021 budget. All divisions within the City have been impacted by the COVID-19 pandemic, with the biggest impact being the decrease in revenue at the Community Center. Actual numbers versus budgeted numbers will look different but with CARES ACT funding and by continuing to proceed smartly and cost-consciously, the City is in a good position to manage finances throughout the crisis. Lotthammer reported on several additional actions recently taken by the City Council: PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES December 7, 2020 Page 2 A. HENNEPIN COUNTY GRANT AUTHORIZATION Council approved acceptance of a Grant Agreement with Hennepin County for the Healthy Tree Canopy Grant. Lotthammer commended staff, particularly Forestry Technician Lauren Stufft, for submitting the grant application to help fund many of our Emerald Ash Borer (EAB) management plan activities in 2021. B. MILLER PARK BALLFIELD FENCING Council accepted quotes and awarded the contract for the Miller Park Fencing Replacement Project to Action Fence, Inc. The project is anticipated to be completed in spring/summer 2021. C. LEASE EXTENSIONS WITH MAC FOR FLYING CLOUD BALLFIELDS Council authorized entering into Lease Extensions with the Metropolitan Airports Commission (MAC) for the Flying Cloud Fields through December 31, 2020. Staff is currently working with MAC staff to draft longer-term leases for City Council and MAC Board consideration. The property is divided into two sections with unique lease documents. These short-term leases allow for continued athletic association use during negotiations. D. BOO DRIVE-THRU DONATIONS Council accepted a total donation of $2,400 for the Boo Drive-Thru and the Great Pumpkin Path events from J.A. Price ($1,000), Eden Prairie Crime Fund ($750), Wall Trends ($200), A to Z Rental Center ($150), Lions Tap ($100), Prairie Bluffs Senior Living ($100), and Home Instead Senior Care ($100). Lotthammer noted many of these donors have donated for years to the Halloween on the Mall event held at Eden Prairie Center. E. DEER MANAGEMENT SERVICES AGREEMENT Council approved the Cooperative Service Agreement for the 2020-21 Deer Management Program with the United States Department of Agriculture (USDA). The City has been working with the USDA for the last four years to manage its deer population. The agreement includes field site selection, site preparation, baiting and bait monitoring, sharpshooting services, carcass removal, and transportation to a meat processor. F. MARTIN DRIVE TRAIL DESIGN SERVICES AGREEMENT Council approved the Standard Agreement for Professional Services with Hansen, Thorp, Pellinen and Olson Inc. (HTPO) for engineering and concept design services related to constructing a trail on Martin Drive from Venture Lane to Mitchell Road, where a gap exists in the City’s trail system. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES December 7, 2020 Page 3 V. REPORT OF PLANNING COMMISSION Bourne Reported Midwest Asphalt on Industrial Drive, located in the north/central part of the City, is reorganizing its property. Link inquired in what ways City staff is involved in maintaining the LRT Regional Trail. Bourne responded the trail is owned and operated by Three Rivers Park District. The City signs an agreement with Three Rivers each year to perform winter maintenance and is then reimbursed for the associated costs. Cervantes requested an update on the Southwest Light Rail Transit (SWLRT) project. Lotthammer responded 2020 was expected to be the most disruptive year as far as construction in the City. Traffic was impacted a few times when major City roads needed to be closed overnight so spans could be placed across roadways. Traffic disruptions should be minimal now and into the future. Most pyl on work has been completed and the overall project is on schedule, possibly even slightly ahead of schedule. Lotthammer reiterated trains will run for six months of testing before any passengers will be allowed to ride. The beds the track will be laid on are currently being installed. Lotthammer and other City staff members are heavily involved in bringing public art and placemaking to the project. PLACES (Public Art and Community Engagement Southwest) is a group effort by the five cities along the line to bring public art to the stations and wayfinding signage to and from the stations. VI. PETITIONS, REQUESTS, AND COMMUNICATION VII. NEW BUSINESS VIII. OLD BUSINESS A. COVID-19 PROGRAMS AND FACILITIES UPDATE Lotthammer stated the latest Executive Order resulted in the department shutting down all facilities and programs, with a few exceptions that could take place virtually. Supervisors and managers proceeded with closing buildings and communicating with hundreds of part-time staff about canceled shifts. Community members, facility users, and program participants were also notified of the closures and cancelations. Staff continue to monitor State guidelines to determine what programs, if any, can proceed. Outdoor activities will continue to be held as safely as possible. Typically, this time of year is slower for programming, except for a few holiday events. Therefore, staff time and focus are being spent planning for future hiring, completing end-of-year reports, and performing employee evaluations. Time will also be spent taking advantage of professional development opportunities and planning for programming post-COVID. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES December 7, 2020 Page 4 Verley, Brink, and Bourne provided updates on their respective areas since the last reports provided at the October Commission meeting. Verley reported the Community Center closed on Saturday, November 21, and will remain closed until at least December 18 per the Governor’s most recent Order. Planning and communication were easier since this was the second time the facility was closed due to COVID-19 restrictions. Members will not be billed for December, annual memberships will be extended, and college and other short-term memberships were terminated and refunded. Prior to the closure, monthly members were receiving the virtual membership for free. During the closure, however, members must pay the going rate of $15/month to receive the virtual membership. Brink reported all facilities are trying to serve the community as they are able during the closure. For example, the Art Center had project-based holiday classes planned, which have been converted to take-home kits. Community members sign up to receive a kit with supplies and receive written instructions or an online tutorial. The Outdoor Center has been quiet but some virtual programming for Eden Prairie Schools has taken place. An online survey is in progress for Senior Center users to provide input for virtual programming for winter and other online opportunities. Staff is meeting regularly with Community Education staff to align intentions and communications with the community, particularly regarding summer programming options. Staff is continuing to brainstorm winter activities, but nothing is being announced at this time. Alternatively, community members will be informed of self-directed experiences in City parks, i.e., snow shoeing, ice skating, sledding, cross country skiing, etc. Fees will likely not be charged, and community members will be encouraged to stay active in the City’s parks and on trails without structured programming. Bourne reported Parks and Natural Resources operations have not changed much from previous years. Staff still needed to prepare parks and playgrounds for winter. Plans are in place to flood rinks for ice skating and prepare hills for sledding. Plans are being made to adjust for a worst-case scenario of handling snow removal after a large storm if several employees need to be out at the same time. Spresser encouraged staff to plan for post-COVID re-engagement with community when facilities, programming, and parks are back open. Link commended staff for their flexibility in evolving with changing situations. IX. REPORTS OF COMMISSION AND STAFF A. PARKS AND RECREATION EXPERIENCES Commission members and staff shared recent parks and recreation personal experiences. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES December 7, 2020 Page 5 Link stated he has visited parks in other cities throughout COVID and is still impressed with the parks in Eden Prairie. Erickson has noticed parents with children spending time together in the parks even as the weather is turning colder. She inquired about trees recently removed from Hidden Ponds Park. Bourne responded they were removed as part of the City’s diseased tree removal process and twenty-five new trees will be planted there next year. Cervantes participated in the shredding event at the Senior Center and stated it was well organized. Brink responded the annual event is always well attended and may be increased to a quarterly or semi-annual event. B. RECREATION SERVICES MANAGER 1. Winter Programs and Events Promotion. Brink reported Parks and Recreation staff elected not to produce a printed catalog of programs but to continue with the six-week rolling programming. A printed document listing resources and winter opportunities will be included as an insert in the upcoming “Life in the Prairie” mailing. The insert will also include a sneak preview of possible summer programming and how to sign up for alerts. The Community Center virtual membership will also be highlighted. C. COMMUNITY CENTER MANAGER 1. Virtual Membership. Verley reported a great deal of market research went into developing an affordable and user-friendly virtual membership option by November 1 when five hundred members’ suspension options expired. The virtual membership provided another option to retain those members. Staff decided on Zoom for livestreaming classes, Microsoft Teams for uploading videos for the catalog of classes, and Microsoft SharePoint for creating the website. Verley displayed the virtual membership landing page which offers members access to the livestream class schedule offering a variety of times and classes, as well as access to a catalog of on-demand classes. A variety of classes and formats are provided ranging from 10 minutes to 45- 60 minutes. The main page of the Community Center website provides a description of the virtual membership, a list of home equipment substitutes, a FAQ section, and instructions on how to sign up. Verley stated feedback has been positive and there are currently over two hundred activated virtual memberships. Twenty-five classes per week are livestreamed with an average attendance of thirteen people. Marketing PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES December 7, 2020 Page 6 efforts have focused on the price point and the ability to keep in touch with preferred instructors. Erickson and Spresser commended Verley on the efforts and successful implementation. Plans include Facebook advertising and to continue offering the virtual membership option post-COVID. D. PARKS AND NATURAL RESOURCES MANAGER 1. Forestry and Natural Resources Update. Bourne introduced Forestry Technician Lauren Stufft and GreenCorps Service Member Alex Law. In the year and a half Stufft has been in her position, she has expanded forestry and natural resources programs and developed new partnerships with Hennepin County and U.S. Fish and Wildlife, amongst others. Law will be serving the City through GreenCorps through mid-August 2021. Stufft began her PowerPoint presentation with a review of 2020 accomplishments which included shade tree pest control (Oak Wilt, Dutch Elm Disease, and Emerald Ash Borer) and ecological restoration efforts. She provided infestation statistics from 2018 to the present, along with details of the EAB (Emerald Ash Borer) Management Plan which includes chemical treatment to preserve trees, removal of some infected ash trees, tree planting to offset the ash removals, and public outreach and education. Statistics were provided regarding treatments performed for EAB on public and private land within the City since 2017 by Rainbow Treecare. Rainbow has more treatment programs of this nature than any other company in Minnesota and Eden Prairie continues to treat more trees than any other city that collaborates with Rainbow. Discounted treatment plans offered to City residents has been essential to the EAB Management Plan’s success. To manage costs, aesthetics, and workloads, most ash trees are pre- emptively removed, which means they are removed prior to dying. To offset the removal of infected ash trees, a goal has been set to plant 1.5 trees for each tree removed in maintained areas of parks and in the right of way areas. The City is on track to meet its goal to have pre-emptive removals completed by the end of the 2025-26 winter. Ross inquired how the decision is made whether to treat or remove an ash tree. Stufft responded the decision is usually based on the tree’s placement, the value it is providing to the landscape, and the difficulty in re- establishing a tree in the planting area. Mature, healthy trees are preferred for treatment as they provide more benefit than a younger tree. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES December 7, 2020 Page 7 Ross also inquired about care taken to ensure infected trees being removed do not infect other trees. Stufft responded all removals are performed in winter when EAB are not actively emerging from the wood of the tree. In addition, the wood is recycled together in the winter before any beetles are emerging to transmit the disease. Public education and outreach are provided by promoting proper treatment on private property, updating the City’s website with management options and treatment recommendations, posting targeted social media to neighborhoods with higher densities of ash tree population, and providing educational materials and sessions at City events. Funding sources for the EAB Management Plan include Hennepin County grants, the City’s Tree Fund, and a donation from the Riley Creek Watershed District. The Tree Fund is an option for developers to pay into if they cannot meet the tree replacement requirement on their project site. Ecological restoration efforts to preserve and improve prairie habitat in partnership with Hennepin County were performed in 2020 in the Prairie Bluff and Richard T. Anderson Conservation Areas. Other restoration efforts included Miller Park buckthorn removal and volunteer work at Riley Woods and Cardinal Creek. Stufft concluded her presentation describing 2021 partnerships and grants which will include Minnesota GreenCorps grant, Hennepin County EAB Management grant, Hennepin County Ecological Restoration partnership, and Riley Purgatory Bluff Creek Watershed District donation. GreenCorps service member Alex Law provided a brief introduction and described GreenCorps as a Minnesota volunteer organization under the umbrella of AmeriCorps. Partial funding is provided by the Minnesota Pollution Control Agency. Forty-four members are serving throughout Minnesota on projects ranging from organics, recycling, air pollutant reduction, green infrastructure improvements, and community readiness and outreach. Projects Law has started and will continue working on include: developing an urban forestry management plan, designing website updates, performing community outreach, coordinating installation of Play-Clean-Go boot brush stations and signage, and providing technical support and grant applications on behalf of the Eden Prairie School District. He will also provide hands-on assistance for prescribed burns and buckthorn removal. Link commended Stufft on the impressive grant monies received. Erickson inquired on the timing of the Play-Clean-Go stations and Law responded they are currently being manufactured and installation is anticipated in spring 2021. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES December 7, 2020 Page 8 Poul thanked both Stufft and Law for the thorough presentation. He encouraged them to contact the online version of the Eden Prairie News to provide the information to the public. E. PARKS AND RECREATION DIRECTOR 1. Department Covid-19 Assumptions. Lotthammer is creating a working document of assumptions learned throughout the COVID experience, i.e., community members are more comfortable outside, more people will be visiting the parks system, safety protocols will be continued, planning is shorter, and turnaround is quicker. The principles used for strategic planning will include safety being a priority, and quality is premium over quantity. Lotthammer plans to present the document to the Commission, although it will remain a work in progress. 2. Meeting Format Feedback. Lotthammer anticipates future PRNR Commission meetings to remain virtual for the foreseeable future, but will consider the hybrid format when meeting in person is safe again. He is receptive to input from the Commission and welcomed ideas and tips for future meetings. The City has invested in microphones and technology which should make the hybrid option clearer for those participating online. Cervantes added she appreciates the online platform and feels it is working well. Link suggested pre-planning and notification of topics so Commission members could drive by or view areas in the parks prior to meeting virtually. 3. 2021 PRNR Work Plan. Lotthammer shared the 2021 work plan as it currently stands, noting all meetings will remain virtual for the time-being. The February 1st Commission meeting will be a joint meeting with the Heritage Preservation Commission. Lotthammer stated the calendar will evolve as the year progresses. An update on the Southwest Light Rail project will be added and the Commission banquet may possibly be moved to fall. X. NEXT MEETING The next PRNR Commission meeting is scheduled for Monday, January 4, at 7 p.m. XI. ADJOURNMENT Motion: Erickson moved, seconded by Poul, to adjourn the meeting. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES December 7, 2020 Page 9 Motion carried 8-0. Chair Link adjourned the meeting at 8:58 p.m.