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Parks and Recreation - 06/01/2020APPROVED MINUTES PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MONDAY, JUNE 1, 2020 7:00 P.M. CITY CENTER Via WebEx 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 I. INTRODUCTIONS Chair Link called the meeting to order at 7:00 p.m. Roll call was taken. All Commission and Staff Members were present. Lotthammer welcomed new Commission Members, Tom Poul and Shanti Shah. All members provided a brief introduction of themselves. II. APPROVAL OF AGENDA All members indicated approval of the agenda as presented. III. APPROVAL OF PRNR MINUTES All members indicated approval of the March 2, 2020 minutes as presented. IV. REPORT OF CITY COUNCIL ACTION Lotthammer reported on several actions taken by the City Council since the March PRNR Commission meeting. A. DONATION FROM SOUTHWEST TRANSIT TO SENIOR CENTER Council accepted a donation of $500 from SouthWest Transit toward Senior Center programs, specifically $200 for Shred Truck, $50 for Senior Awareness, $100 for Garden Party, $50 for Fall Lunch, and $100 for Holiday Lunch. B. DONATION FROM OASIS SENIOR ADVISORS TO SENIOR CENTER PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES June 1, 2020 Page 2 Council accepted a donation of $150 from Oasis Senior Advisors toward the Senior Center Summer BBQ ($100) and the Housing Tour ($50), during which seniors tour many of the various senior housing facilities in Eden Prairie. C. AWARD CONTRACT FOR THE PURCHASE OF PLAY STRUCTURES AT FRANLO AND CRESTWOOD PARKS Council awarded the contract for purchase of play structures at Franlo and Crestwood Parks to Midwest Playscapes. Bourne reported the old play structures have been removed. Due to COVID-19 restrictions, the manufacturer’s plant needed to close temporarily. The plant closure caused a delay in the delivery of the City’s new play structures; however, Bourne anticipates installation will take place in the next several weeks. D. AWARD CONTRACT FOR THE ANDERSON LAKES PARKWAY SIDEWALK IMPROVEMENT PROJECT Council awarded the contract for Anderson Lakes Parkway’s sidewalk improvement project to Odessa II. This project is located from Oak Point Elementary School to City Center to provide a better and safer connection. E. AWARD CONTRACT FOR ASPHALT PROJECTS AT MILLER, SMETANA, AND CARMEL PARKS Council approved the contract for asphalt projects at Miller, Smetana, and Carmel Parks to Minnesota Roadways. F. AWARD CONTRACT FOR 168TH AVENUE SIDEWALK PROJECT Council approved the contract for 168th Avenue (near Duck Lake Trail) Sidewalk Improvement Project to BKJ Excavating. G. DONATION FROM DR. AHMAD ORANDI TO OUTDOOR CENTER Council recognized and accepted a donation of $1,100 from Dr. Ahmad Orandi to be used at the Staring Lake Outdoor Center. H. DONATION FROM ELAINE SAMPSON TO ART CENTER Council adopted a Resolution accepting $5,000 from Elaine Sampson to go toward Art Center equipment. Since donating the Art Center building in 2008, the Sampson family has continued to donate funds to the ongoing programs and equipment needs of the Art Center. I. HENNEPIN YOUTH SPORTS GRANT – PLAYGROUNDS Council adopted a resolution authorizing Parks and Natural Resources Manager PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES June 1, 2020 Page 3 Bourne and Staff to submit a grant request to the Hennepin Youth Sports Grant Program for play structures in the City. J. ARBOR DAY PROCLAMATION Mayor Case proclaimed April 24, 2020 as Arbor Day in the City of Eden Prairie, urging all citizens to support efforts to protect the City’s trees and woodlands and to support the City’s urban forestry program. Due to COVID-19 restrictions, the annual Arbor Day Walk and Green Fair scheduled for May 2 was canceled. The Tree Trust Tree Sale pick-up was held on Saturday, May 30, at Round Lake Park. Residents were able to purchase trees from the City who purchased them in bulk and offered them to residents at the bulk price. K. NATIVE AREA MAINTENANCE CONTRACT Council authorized a contract with Native Resources for maintenance of native planting areas. Although Staff members provide most of the labor to maintain the native areas, vendor assistance is used for weeding and spot spraying. L. SENIOR AWARENESS PROCLAMATION On May 5, 2020, Mayor Case proclaimed May 2020 as Senior Awareness Month to recognize that seniors are an integral part of our community. V. REPORT OF PLANNING COMMISSION Bourne reported the Planning Commission recently held their first virtual meeting last Tuesday, May 26, 2020. The commercial portion of the senior living facility currently being built on the corner of Prairie Center Drive and Flying Cloud Drive was the only item on the agenda. Proposed tenants include Lakewinds Food Co-Op, Chick-fil-A, and Bank America. Tenants for one small outlet are yet to be determined. VI. PETITIONS, REQUESTS AND COMMUNICATION VII. NEW BUSINESS A. COVID-19 IMPACTS AND REACTIONS Lotthammer, Brink, Verley, and Bourne presented a PowerPoint presentation on COVID-19 impacts and reactions as they relate to Parks and Recreation. Lotthammer stated the City continues to be responsive to the Eden Prairie community while making sure safety is at the forefront of all decisions and actions. He has kept City Council members up to date and received their input regularly. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES June 1, 2020 Page 4 In comparing City decisions and actions with surrounding cities, he explained variables include each city’s council structure and/or mayor, difficulties in each community, and the budget position each city holds (perhaps even before COVID- 19 started). Explaining the “why” of many decisions has been an important responsibility. When deciding to open the City’s beaches recently, consideration was given to social distancing and sanitation while at the same time keeping staff and swimmers safe. Beach areas have been roped for one staffed entrance point. At the point where it is not safe to be socially distant, visitors need to wait until others leave. Commission Member Spresser voiced concern about long lines recently observed at Riley Lake Park and suggested time limits be instituted. Commission Member Ross also shared concern of seeing groups not socially distancing themselves at Riley Lake Park. Commission Member McGlasson inquired if it is the City’s responsibility to enforce social distancing. Lotthammer responded it has been the City’s philosophy to take on a role of ambassadors to educate visitors on proper social distancing techniques rather than be enforcers. Lotthammer stated visitors have been enjoying City parks recently at the highest rates ever seen, even before the summer season has officially begun. Lotthammer stated Parks facilities were closed and programs suspended as of Friday, March 13, 2020 and the Community Center closed shortly thereafter. Over the following weeks, Staff worked diligently to communicate with program and facility rental customers. Recreation programming office staff was redeployed to other responsibilities, including lawn mowing, spreading woodchips on playgrounds, planting over six thousand annual plants in the Parks system, and providing other assistance to Parks Maintenance staff. This allowed the City to save money by not having to rehire as many Parks Maintenance seasonal workers, although a few select seasonal staff were brought back. Several hundred workers were taken off the City’s payroll within the first few weeks and very few have been brought back at this time. Staff has and will continue to react to and communicate the impact of several of the Governor’s Executive Orders. Staff has been meeting with partners in the athletic associations to review their processes and plans for resuming to ensure they match with the City’s guidelines. Staff has been extremely strict about social distancing within City facilities and will not tolerate any non-social distancing. Recreation Manager Brink continued the presentation by providing updates on the Senior Center, Outdoor Center, Art Center, Performing Arts and Special Events, Youth Camps and Family Programs, and Adult Athletic Leagues. The Senior Center closure may last longer than other buildings due to the higher- risk population. Planning is taking place for a phased reopening to include socially distant discussion groups, lectures, and fitness, but no cards/games or shared equipment and supplies. Some existing groups (book clubs and discussion groups) have organized their own online forums and outdoor small-group gatherings. Staff PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES June 1, 2020 Page 5 has been coordinating support services and check-in calls for seniors who are isolated in their homes and volunteers are delivering groceries and/or prescriptions. The Outdoor Center area has been heavily used and trails and the fishing pier have been busy. Animal care continues so a few staff were retained with limited hours to provide daily care and feeding. The final phase of the support building renovation has now been completed. Planning is underway for the Art Center to have a phased reopening starting with the potential for small groups from the same household to be able to use the facility. Open studio members could return first with social distancing and new protocols. Shared equipment will be a concern moving forward, especially with children. The Eden Prairie Players and Eden Prairie Community Band are currently on hiatus. Starring at Staring and Kidstock concerts are canceled through July 5. Planning is underway to host a virtual July 4th Hometown Celebration and virtual PeopleFest event. Late-summer events such as Arts in the Park and Movies in the Park are currently on hold. Staff are considering a seating grid plan for Staring Lake Amphitheater to enforce physical distancing. Brink explained during a typical summer day, over four hundred children participate in day camps and recreation programming. Modified options for day camps are currently being explored and include smaller groups and more locations and half-day versus full-day sessions. Staff has been communicating closely with Eden Prairie Schools Community Education to provide the most options for parents who need full-time or part-time childcare in the summer. Staff have also been participating in webinars and obtaining resources from the American Camp Association and other professional associations who are sharing their best practices. A potential survey to families is in the works once options are developed. The start of adult athletic leagues has been delayed and consideration is being given to possibly extending the seasons if leagues are able to play later in the summer. Typically, thousands of people participate in the summer and fall leagues. Staff is exploring options for modification of play and officiating and following youth sports guidance from the Minnesota Department of Health. Options include small group clinics of less than ten participants and instructional, rather than competitive, activities. Community Center Manager Verley provided an update on the happenings at the Community Center due to COVID-19. Gradual closing of the Center began on Saturday, March 14 and the building was closed to the public starting Tuesday, March 17. Since the closure, all pools have been drained, cleaned, and refilled; two sheets of ice have been taken down (Rinks 1 and 2) to save on energy costs; and the entire facility has undergone a deep cleaning. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES June 1, 2020 Page 6 Rink 3 has remained open this entire time and will be reopening for rentals on June 1 for youth group rentals. Rink 2 will reopen for youth group rentals on June 15. The lap and dive pools will reopen to youth sport organizations only (Foxjets Swim Club) on June 8 from 9 a.m. to 5 p.m. and only one person per lane will be allowed until further guidance suggests otherwise. Verley continued with tentative plans for the first phase of reopening the Community Center, which will not take place until Phase 3 of the Governor’s Stay Safe Minnesota plan allows. No programming and limited amenities will be available during the first phase of reopening. The gymnasium will be open but there will be no checking out of equipment. The fitness floor will be open with every other piece of equipment shut down, maximum capacity signage in the weight room, cleaning wipes readily available, and studio spaces open and doors propped. The Café will remain closed during the first phase. One ice rink will be up and running, pools will be open for lap swimming with social distancing measures, the Men’s and Women’s locker rooms will remain closed, and the Family locker rooms will be open. Safety measures throughout the Community Center will include social distancing signage and wipes readily available, only sliding door access at the main entrance will be unlocked, drinking fountains will have signage and wipes nearby, and plexiglass shields will be installed at customer-facing workstations. There is potential for floor decals to designate social distancing positions. Staff will control building accessibility and headcount of population in the building. Education and communication to Community Center members will include an email prior to opening explaining what measures have been taken since the closure, what they can expect to see and use at the facility, and what will be different. The Community Center’s website will be updated with consistent information. Education and training of part-time staff will include ensuring their comfort level and safety, explaining their role in this new context, and adding more cleanings to their duties. Verley provided additional information to that which Lotthammer provided at the beginning of the presentation regarding the City’s beaches. The splash pads will most likely not open per State guidelines. Verley will connect with Aquatics Supervisor Jasmine Ellingson regarding lines forming for entrance to the beaches. Restaurant-style “spots” will be coned off on the beach to control capacity. Increased staffing and intensive training amongst lifeguards will take place. A new position, Visitor Relations, has been molded to educate, not enforce, visitors to the City’s parks and facilities regarding social distancing and not gathering in groups of more than ten. Emphasis will be placed on Round Lake and Riley Lake Parks to support the beaches. Other locations will include various City parks including Prairie Bluffs, Staring Lake, Edenvale, and Nesbitt Preserve Parks, PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES June 1, 2020 Page 7 as well as the skate park. Coverage will include weekdays, weeknights, and weekends. Parks and Natural Resources Manager Bourne concluded the presentation by explaining staffing and safety measures. Staff who were able to work from home did so, but most have now reported back and are almost entirely in the field during the workday. Morning staff breakout meetings have not been held in person but have taken place over the phone or via email. Staff has been divided into groups and report to different areas. As Lotthammer stated earlier, Recreation staff took over many of the duties of the seasonal Parks Maintenance staff; however, select seasonal staff with special certifications or licenses have been brought back. Institution/Community Work Crew (ICWC) has suspended all work since March 18, 2020. Safety measures in the Parks include closing all Park buildings to the public, adding portable restrooms with additional cleanings, shutting off all drinking fountains, closing playgrounds for use on March 30 and reopening on May 18, and installing signage with social distancing guidelines in Parks and along popular walking trails. Parks Maintenance activities have changed quite a bit. With so many residents not working, a large increase in park usage has been seen. Some normal maintenance activities (i.e., lining of athletic fields) have ceased, freeing up staff to complete other activities that have increased. Contracted work has been increased in order to keep staff working on essential duties (prescribed burns, mowing, etc.). Lotthammer commended and thanked Bourne, Brink, and Verley on their continued professionalism in tackling many difficult situations in the past months. Commission Member McGlasson inquired and Lotthammer responded State guidance is received by watching the Governor’s press conferences and the publishing of Governor’s orders by a State association. In addition, each Monday Lotthammer and staff participate in a conference call with several surrounding cities. Spresser shared the importance of communicating to Park users what the City expects as far as social distancing and what users should do if they see violations. Commission Member Cervantes urged being proactive in terms of communication with reminders of best practices to assist all in being safer. Lotthammer stated signs with reminders to wash hands, stay six feet apart, stay home if sick, etc. have been strategically placed in City parks. Commission Member Poul inquired about use and policy of the indoor restrooms at City parks. Lotthammer responded portable toilets with hand sanitizer have been installed. Indoor restrooms will remain closed for now since there is additional risk going into a restroom with more touchpoints. Foot pedals on doors and more hand sanitizer stations have been installed in restrooms for when they are open again. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES June 1, 2020 Page 8 Commission Member Harris inquired about how staff has handled planning considering the unknown and changing information. Lotthammer responded the City takes its responsibility seriously as to the role it plays in bringing people together. In these times, it has been difficult to move in an opposite direction of keeping people away from each other. Many discussions have taken place regarding what is the City’s role now, what should the City be doing, how does the City adjust staffing to use as wisely as possibly, and how to react to increased use of the parks but yet buildings are closed for the timebeing. Lotthammer also explained Recreation staff typically plan three to six months out. Considering restrictions may be lifted in thirty days, in-house models and decision trees are being developed taking into consideration what will definitely not be possible and what still may be offered on a scaled-down basis. A survey of community members and typical users has been distributed and results are expected in the next week. Being nimble and able to plan on a much shorter timeframe is key. The pop-up activities developed in recent years will likely be used for the remainder of the summer. Brink added programming is no longer being planned three to six months out but on more of a 30-day rolling calendar. If upcoming conditions appear to be appropriate, activities can be planned and staff can get the word out to the community quickly via electronic methods. The fall program brochure is on hold at this time. If programming is able to be reinstated, postcards and electronic communication will be sent to let the public know to check online to see what is coming available. Vice Chair Erickson inquired about examples of what a virtual 4th of July Hometown Celebration would look like. Lotthammer responded Parks and Recreation staff is currently working with Communications staff to brainstorm possibilities. Ideas include recorded interviews with Council members and virtual fireworks, sing-along, or performance broadcast via Facebook Live or other medium. Baggies of chalk could be distributed for a sidewalk art contest with pictures posted to a City social media account. A celebration of the military or flyover is also being considered. Chair Link added offering concerts with social distancing yet this summer would be incredible for residents. Spresser added perhaps concerts could be live streamed for more people to enjoy. VIII. OLD BUSINESS IX. REPORTS OF COMMISSION AND STAFF A. PARKS AND RECREATION EXPERIENCES Staff and Commission members shared recent parks and recreation related experiences. Chair Link participated in the City’s tree service program and wanted to commend Forestry Technician Lauren Stufft on her knowledge and helpfulness. Spresser witnessed a large group playing basketball, not socially distancing, and playing loud vulgar music. Lotthammer stated the Eden Prairie Police Department PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES June 1, 2020 Page 9 encourages park users to call immediately when witnessing inappropriate music or language so they can respond while perpetrators are still in the area. Cervantes commended Lotthammer, Bourne, Brink, and Verley on the thorough and well-thought-out presentation and for adjusting and planning as much as possible considering recent events. B. RECREATION SERVICES MANAGER C. COMMUNITY CENTER MANAGER D. PARKS AND NATURAL RESOURCES MANAGER 1. CIP Overview Bourne distributed a condensed report of the 2021-2030 Capital Improvement Plan. Although dates were listed on the report, Bourne confirmed they are proposed timing and not confirmed. He explained every two years, staff plan park construction and renovation projects based on the age, condition, and needed preventive maintenance of the existing park system infrastructure, as well as construction of new park facilities. Funding for these projects comes from the Capital Improvement Plan (CIP) which represents the planning, forecasting, and budgeting of projects throughout the City for the next ten years. Staff is proposing the following Park Maintenance projects be included in the 2021-2030 Capital Improvement Plan: park shelter reconstruction at Round Lake Park, splash pad installation at Nesbit Preserve Park, indoor pickleball, tennis, and basketball court facility at Miller Park, Master Plan upgrades at the Outdoor Center, athletic field lighting conversion at Miller Park, amphitheater renovation at Staring Lake Park, soccer field renovation at Flying Cloud Fields, upgrade of building access at various City parks. Ongoing yearly projects include park amenity upgrades at various City parks, pavement improvement projects, play equipment replacement, and new trails and sidewalks. E. PARKS AND RECREATION DIRECTOR 1. Board and Commission Banquet Update The banquet originally scheduled for Thursday, May 14, has been canceled. 2. July Meeting The bus tour planned for this meeting has been postponed to a later date. The July 6 PRNR meeting will likely take place in person with a video option available for anyone not comfortable attending. The possibility of an PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES June 1, 2020 Page 10 outdoor meeting was proposed. 3. 2020 PRNR Work Plan Lotthammer presented an updated 2020 work plan and invited all Commission members to contact him with ideas or suggestions to be added. X. NEXT MEETING The next PRNR Meeting will be held on Monday, July 6, at 7 p.m. in the Heritage Rooms at City Center. XI. ADJOURNMENT Chair Link adjourned the meeting at 9:04 p.m.