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Parks and Recreation - 01/09/2023APPROVED MINUTES PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MONDAY, JANUARY 9, 2023 7:00 P.M. CITY CENTER 8080 Mitchell Road, Heritage Rooms COMMISSION MEMBERS: Patrice Erickson, Chair; Cecilia Cervantes, Vice Chair; Saratbabu Atluru, Deepa Bhujle, Pedro Curry, Tom Poul, Shanti Shah, Keith Tschohl, Ashley Young STUDENT REPRESENTATIVES: Pranay Dhiman, Patrick Landwehr, Khoi Nguyen, Marissa Peterson, Dain Volz, Ellie Watanabe, Emilija Zarin. 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 Chair Erickson called the meeting to order at 7:02 p.m. Commission Members Atluru and Shah were absent. Student Representatives Pranay Dhiman, Ellie Watanabe, and Emilija Zarin were absent. Recoding Secretary Jodie Fenske was absent and minutes were recorded via Teams meeting. I. APPROVAL OF AGENDA Motion: Commission Member Bhujle moved, seconded by Commission Member Tschohl, to approve the agenda as presented. Motion carried 7-0. II. APPROVAL OF PRNR MINUTES Motion: Commission Member Curry moved, seconded by Vice Chair Cervantes, to approve the November 7, 2022 PRNR Commission minutes as presented. Motion carried 7-0. III. REPORT OF CITY COUNCIL ACTION Lotthammer reported on several actions recently taken by the City Council. A. CONTRACT AMENDMENT FOR THE 2022 PARKS TRAIL REHABILITATION PROJECT Council approved the Amendment to the Short Form Construction Contract with PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES January 9, 2023 Page 2 Bituminous Roadways, Inc. for the 2022 Parks Trail Rehabilitation Project. B. ROUND LAKE PARK BUILDING CONSTRUCTION Council accepted the bid and authorized entering into a contract with Parkos Construction Company Inc. for the Round Lake Park Building Construction Project. Lotthammer added most material orders were already prepared and placed almost immediately after Council approved the project. C. LEASE AGREEMENT FOR STARING LAKE PARK TRAIL EASEMENT Council approved a Lease Agreement for the Staring Lake Park Trail Easement with the State of Minnesota. Lotthammer added the boat launch section of the Park is owned by the State. The City needs to renew the lease for that area every few years and make payments on an annual basis. D. ISG AGREEMENT FOR ROUND LAKE PARK BUILDING Council approved an Agreement with ISG Inc. for construction administration services for the Round Lake Park Building project. Lotthammer added these professional services will include observation of the project going forward and assistance with any issues as they arise. E. PRO-TREE AGREEMENT FOR EMERAL ASH BORER REMOVALS Council accepted quotes and awarded a Contract to Pro-Tree Outdoor Services for EAB (Emerald Ash Borer) infested tree removals. F. COMMUNITY CENTER FITNESS EQUIPMENT AND POOL AUDIO PURCHASES Council approved a Standard Contract for goods and services with Life Fitness for the purchase of fitness equipment at the Community Center. Council also authorized the purchase and installation of pool audio equipment for the Aquatics Center. Lotthammer added there have been issues with the current pool audio equipment, likely due to corrosion caused by chlorine. The equipment is almost ready to be replaced and will be beneficial for announcements during meets and music for fitness classes. G. COMMUNITY GARDEN LEASE WITH METROPOLITAN AIRPORT COMMISSION Council approved a one-year Community Garden Plot Lease Agreement with the Metropolitan Airport Commission (MAC) who owns the property. H. DEER MANAGEMENT SERVICES AGREEMENT WITH THE DEPARTMENT OF AGRICULTURE PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES January 9, 2023 Page 3 Council approved the annual Cooperative Service Agreement with the USDA (United States Department of Agriculture) for the City’s 2022-2023 Deer Management Program. The USDA will perform harvesting of deer now through February to control the deer population to a healthy level for the deer and a safe level for prevention of car-deer accidents. I. LIONS TAP DONATION TO VARIOUS EVENTS Council adopted a Resolution accepting a donation of $1,500 from Lions Tap to be put toward various unique events in the City. Lotthammer added donations such as this allow the City to offer special events at low or no cost to residents. J. MULTIPLE DONATIONS TO SENIOR CENTER Council adopted several Resolutions accepting donations to the Senior Center including $250 from Hear Today to be put toward the Veterans Breakfast and Holiday Lunch; $250 from SW Transit to go toward the 2023 Golf Classic; $500 from Elim Shores for the May Shred Truck, July BBQ, August Golf Classic, and October Bingo; $400 from Prairie Bluffs Senior Living for February Bingo, Valentines Breakfast, and Summer BBQ; $250 from Flagstone Senior Living to go toward April Bingo and May Shred Truck; $450 from Home Instead for January Bingo, May Shred Truck, August Golf Classic, and November Veterans Breakfast; and $150 from Senior Asset for various special events at the Senior Center. IV. REPORT OF PLANNING COMMISSION V. PETITIONS, REQUESTS, AND COMMUNICATION VI. NEW BUSINESS A. TRUE FRIENDS PARTNERSHIP/CAMP EDEN WOOD Lotthammer provided an overview and update on the Camp Eden Wood site which is currently managed by True Friends. Camp Eden Wood is located northwest of Birch Island Lake, off Indian Chief Road. The property was originally part of the Glen Lake Sanitorium which was owned and operated by Hennepin County. It housed a children’s tuberculosis camp, known as Glen Lake Children’s Camp, from 1925 to 1950. The ARC (Association for Retarded Citizens, now known as The Arc Minnesota) entered into an agreement with Hennepin County and operated the Center with the County from 1958 through 1983. Ownership of the site transferred to the City of Eden Prairie in 1983. Perpetual use of the property for the benefit of disabled children and adults is a condition of the property transfer. ARC continued operating the facility until 1994 when Friendship Ventures assumed the operation. Friendship Ventures (now known as True Friends) continues to provide services in cooperation with the City. Several leases have been signed through the years between the City and True PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES January 9, 2023 Page 4 Friends, typically seven-year leases. However, in 2014 a twenty-year lease was signed to allow True Friends to install infrastructure and spend time and money on building improvements. The longer term lease also assisted True Friends with their fundraising efforts. The City Council requires an annual inspection of the property by City staff. Recently Lotthammer and Parks and Natural Resources Manager Bourne toured the site and buildings along with staff from the City’s Facilities and Planning Departments. The site houses many historical buildings and part of the property is on the National Register of Historic Places. Lotthammer stated, for those reasons, it is important the City has a tenant who not only maintains, but also increases the quality of the property. Programs and services provided at the site include camping, respite, retreats, team building, therapy and adaptive horse riding, and travel. An Eden Wood Center Master Plan Report was prepared in February 2008 of the site and its operations. A historical study was done with assistance from the State Historic Preservation Office (SHPO), as well as landscape and building architects, to document what was currently there and provide a guide moving forward. Lotthammer provided a historic site overview including a map of the site and described many of the buildings, specifically the administrative building which is used by the Lions for their annual pancake breakfast. The western twelve acres of the site was placed on the National Register of Historic Places in 1999 as a site of state-wide significance. The buildings remaining from the period of historic significance include the Dormitory building and the Old Dining Hall, also known as Birch Hall. He further described the history and current uses of the Holasek House, the Welcome Lodge, the Berglund Center, the Birchwood building, the Lions Den, Birch Hall, and a barn/storage building. The site includes a play structure which the City partnered with True Friends to improve a few years ago with matching grants. Birch Island Lake was used as a swimming lake many years ago. Due to its water level dropping significantly, it can no longer be used as a camp amenity. Vice Chair Cervantes inquired and Lotthammer responded the site can be used year-round as many of the buildings are winterized and used for weekend retreats and rentals. True Friends is still analyzing the impact of the Covid pandemic on its operations and attempting to build back up to pre-pandemic use of the property. Chair Erickson suggested the property would be a great stop on the Commission’s annual bus trip. B. 2023 DEPARTMENT WORK PLAN Lotthammer reported the Parks and Recreation Department, as well as all departments within the City, recently presented their 2023 goals to each other. This annual forum allows all departments to determine which projects can be worked on together and also not duplicate services. Of specific note was the Police PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES January 9, 2023 Page 5 Department stating their intent to connect with parts of the community they would not normally reach. Parks and Recreation programs and events are a great opportunity to accomplish this goal. Community Center Manager Verley described some of the Citywide goals the Community Center will help achieve. To assist with community well-being and safety, Aquatics programming will be expanded to meet the diverse needs for all populations within the Eden Prairie community. This will be achieved by continuing to implement and expand adaptive swim lesson programming and expand upon safety classes offered residents. Classes will likely include Babysitter’s Training, Basic Water Safety, CPR, Lifeguarding, and Wilderness and Remote First Aid Training. As staffing continues to be an issue, Verley is looking into outside partnerships to assist with meeting this goal. The Citywide goal of providing high quality efficient services will be met by increasing the marketing footprint of the services and amenities offered through the Community Center. This will be achieved by hosting a marketing intern in collaboration with the Recreation and Communications Divisions in the summer of 2023. Another opportunity to reach this goal will be to maximize the use of social media for staff recruitment, membership, and program advertisement. Helping create a sense of community will be achieved by offering diversified programming representing the needs and makeup of all residents. The Community Center will continue to host sensory-friendly pool events and women-only events. Sensory inclusion throughout the Community Center will be developed by implementing social stories (signage in different languages) and providing sensory bags for check out while in the facility. These offerings will be integrated into the Community Center’s page on the City website. Providing innovative and sustainable practices will be achieved by focusing on operational sustainability and reviewing facility utilization and programming. This will be achieved by evaluating and researching methods for Point of Sale and customer service though self-pay kiosks. Staff will continue to monitor building utilization and use that information to weigh staffing decisions, building hours, and days of closure to save costs. Technology will continue to be used to automate scheduling with live updates in each program area for business continuity. Commission Member Young commended the goal of live updates. Commission Member Bhujle inquired and Verley responded the live update will likely be a Google calendar imbedded into the website. Commission Member Tschohl inquired and Verley responded the self-pay kiosk may eventually lead to an improved ROI (Return on Investment); however, the current motivator is lack of staffing available. Staff is learning from the recent implementation of a self-pay kiosk at the play center at the Plymouth Community Center. Chair Erickson inquired and Verley responded the marketing intern position had been an annual hire prior to Covid, and she is hopeful it will stay an annual summer position. Recreation Supervisor Brink added having an intern available to PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES January 9, 2023 Page 6 take pictures and share the stories to social media will be beneficial to the camp counselors who stay busy caring for campers and meeting with parents. Parks and Natural Resources Manager Bourne described some of the Citywide goals the division will help achieve. Preserving and beautifying the environment will be achieved by converting unused areas of mowed turf back to native plants. These plants will include pollinator-friendly varieties and continue to enhance and protect existing pollinator areas. Turf areas on City property will continue to be converted, and areas infested with invasive species will be restored at the Prairie Bluff, James A. Brown, Edenbrook, and Richard T. Anderson Conservation Areas. To protect the urban forest from Emerald Ash Borer and Oak Wilt, trees on City properties will continue to be treated, and the City will continue to promote the treatment of trees on private property. Infested trees on public and private property will be removed to prevent the spread of the invasive species, and removed ash trees will be replaced with diverse species in parks and public right-of-way areas. Bourne added staff has assisted the Eden Prairie School District in obtaining grant funds and implementing similar procedures on their properties. In order to continue to create a sense of community, additional park amenities will be constructed in parks near areas of our community with higher concentrations of underserved populations. Construction of the new splash pad and cricket pitch at Nesbit Preserve Park will be completed and a grand opening for the park will be hosted. The Round Lake Park building will be reconstructed and a Citywide grand opening will be hosted for the community. The Citywide goal of community well-being and safety will be met by filling in missing links in the trail and sidewalk system as identified in the City’s Pedestrian and Bicycle Plan. New trails and sidewalks along Viking Drive from Prairie Center Drive to Golden Triangle Drive will be constructed. Staff will also identify and construct sidewalks and trails in the light-rail station areas to improve pedestrian traffic. Commission Member Poul inquired and Bourne responded priorities are determined through several means, including collaboration with other City departments, review of the Capital Improvement Plan which is updated every other year, and surveys completed annually of play structures and trails/sidewalks. Verley added many of the Community Center priorities are determined by user feedback. Recreation Supervisor Brink shared the Citywide goals the division will help achieve. In order to achieve a sense of community, prominent “welcome” signage in multiple languages will become part of event placemaking; private sensory- friendly areas for neuro-diverse individuals and their families will be provided; a diverse selection of food options, entertainment, and activities will be offered; staff will plan for the full participation for event attendees with disabilities; and Eden Prairie-branded selfie stations will be created to encourage community pride. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES January 9, 2023 Page 7 Creating venues for awareness and understanding and celebrating the many cultures making up the Eden Prairie community will be achieved by redefining and expanding the reach of Peoplefest celebrations to provide more cross-cultural sharing; building upon the Senior Center’s “Who Are Your Neighbors” initiative for cultural learning between older adults and representatives of new immigrant communities; expanding upon the “3 Strings: Celebrating People with Disabilities” by creating opportunities to feature the voices and stories of individuals with disabilities; and continuing to use the “Starring at Staring” concert series as a venue for showcasing a diverse set of musical traditions. In order to find and serve under-represented segments of the community though community partnerships and outreach efforts, Brink shared several goals. New pop-up events will be created in neighborhood parks; the Creatures of Color series will be piloted at the Art Center to improve access for building community amongst BIPOC (Black, Indigenous, and People of Color) creatives in the City; a free check-out system will be created for recreation equipment year-round; expanded access to outdoor recreation, nature education, and arts programming will be provided to school-age children in partnership with Eden Prairie Schools; staff will continue and expand efforts to address barriers to participation (financial, transportation, etc.); and a formal process will be established for local cricket groups to gain access to the new pitch. Brink noted Student Representative Patrick Landwehr leads the Eden Prairie High School’s Disc Golf Club and could be a great resource for disc golf equipment rental. The Citywide goal of providing high-quality efficient services will be achieved by refining communication strategies and platforms, with special consideration for those with limited digital access and those whose first language is not English. Strategies include implementing the new WebTrac registration user interface, SMS texting to improve real-time communications related to registered programs, and alternate language materials and platforms where appropriate. Brink described several initiatives to assist with the City’s sustainability goal. Waste, recycling, and organics will be collected at public events; the public will be educated on sustainability efforts; and the City will partner with food and beverage vendors to improve organics and recycling options. Commission Member Young inquired and Brink responded regarding additional marketing efforts other than social media. A number of other social media groups share the City’s posts to their groups and information is shared on the Eden Prairie School’s communication systems. Brink added staff is researching the WhatsApp application for sharing information. Bhujle suggested Parks and Recreation specifically having its own Instagram account for which staff could verify and post community content for free publicity. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES January 9, 2023 Page 8 Brink commended the idea and stated the division currently has a hashtag and will likely work with the Communications Department to develop an account. Chair Erickson attended a few “Who Are Your Neighbors” sessions when it was hosted by Community Education and found them interesting. A nominal fee was charged and food from the focused culture was provided. Brink commended this idea and stated this initiative would likely be most successful by bringing the activity to the Senior Center where the seniors are already recreating and are most comfortable. Vice Chair Cervantes commended Brink’s plan in providing outreach to diverse communities and bringing the equipment rental and programs to them, rather than only offering in one location. Brink stated success is not only providing popular programming but more importantly, ensuring everyone feels welcome and there is good representation across our community. Lotthammer added the City Council has been supportive of this initiative and generous in providing budget dollars. Staff is also successful in obtaining grant funds to reach these goals. Student Representative Marissa Peterson inquired if instruction or classes will be provided along with the free equipment. Brink responded volunteers are available to assist community members experiencing the equipment for the first time. Student Representative Patrick Landwehr stated he appreciates the disc golf course at Staring Lake Park and the group he organizes at the high school is looking forward to their spring season. Brink stated the City has invested in equipment to bring more users to the course in the summer and invited Landwehr to share ideas on how to better accomplish this goal. Chair Erickson inquired and Landwehr responded the club had twenty participants last fall and expects thirty participants in spring. VII. OLD BUSINESS VIII. REPORTS OF COMMISSION AND STAFF A. RECREATION SERVICES MANAGER B. COMMUNITY CENTER MANAGER C. PARKS AND NATURAL RESOURCES MANAGER D. PARKS AND RECREATION DIRECTOR 1. Parks and Recreation Guide Update. Lotthammer informed the Commission staff had begun updating the Parks and Recreation Department Guide Plan in late 2019. The Plan documents the park system, programs, and facilities but also includes visions the Department sees for the future. Lotthammer added several exercises PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES January 9, 2023 Page 9 performed and discussions had with the PRNR Commission over time influence what the Department does and how the future is envisioned. Progress was made in updating the Plan, but staff resources were placed elsewhere once Covid hit and the decision was made to postpone finalizing the Plan until after the pandemic. The Plan is currently very close to completion, with the assistance of ISG Inc. for marketing, technical writing, and graphic design. Lotthammer hopes a draft of the Plan will be presented to the Commission in the next month or two. After the Commission provides input, the final Plan will be published. Unlike previous formats of a printed binder, this Plan will stay live and online so changes and adjustments can be updated easily with an appendix. Lotthammer stated staff is excited to share the Plan and vision with the public. 2. 2022 Commission Accomplishments. Lotthammer stated each year Council holds workshops during which presentations are made from all Commissions reporting on the past year’s accomplishments. Typically the Commission Chair presents the accomplishments; however, due to bad weather Lotthammer presented the information on behalf of Chair Erickson. The following 2022 accomplishments of the PRNR Commission were shared. Early in 2022, the Commission assisted staff with operating procedures and a recommendation to accept ownership of the Eden Prairie Cemetery. The Deer Management Plan was reviewed in order to continue maintaining a healthy deer population, reduce car-deer collisions, and reduce damage to residents’ foliage. Young inquired and Bourne responded any excessive deer sightings can be reported to him as he tracks them to determine focus areas. The Commission also participated in design and selection of playground equipment replacement at Wyndham Knoll Park and Prairie East Park. Commission members have shared the pride of the Community Center, Round Lake Splash Pad, and Round Lake Stadium receiving Reader’s Choice Awards. Along with the Historic Preservation Commission, the PRNR Commission took a detailed look at recent and upcoming efforts via the annual Historic Properties Update. The Commission has provided much input over several years regarding the Flying Red Horse sign. Lotthammer reported confirmation has been received from the project office and general contractor of the SWLRT project the land will be turned over to the City in June 2023. Therefore, the sign project is moving forward with design and installation plans. Completion of the plaza area and sign installation is anticipated in Fall 2023. PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES January 9, 2023 Page 10 Input from the Commission helped achieve access and outreach by bringing programs and events to all members of our community via pop-up splash pads. The Commission toured the remodeled area and received an overview of the Senior Center. Forestry staff members presented a shade tree pest control presentation to Commission Members which included explanation of major impacts from Emerald Ash Borer. Lotthammer commended resident efforts to treat ash trees or preemptively remove them from their properties. The PRNR Commission toured the Outdoor Center as another effort to understand the many aspects of the Parks and Recreation Department. Members also toured and viewed public art at Purgatory Creek Park, Town Center LRT Station, Nesbitt-Preserve Park, Minnesota River Vista, the Community Center, and Riley Lake, Miller Lake and Round Lake Parks. An extensive tour of Staring Lake Park provided insight into how much there is to do in the park. An overview of the facility rentals available at the City, including understanding the use, costs, and future developments, was made to the Commission. Information included specifics of fees, charges, and membership updates at the Community Center after effects from Covid. The Commission advised staff during concept planning and final design of the Round Lake Park Building. Representatives from Eden Prairie Players and the Eden Prairie Community Band attended a Commission meeting and provided overviews of their organizations, shared their enthusiasm, and gave thanks to the Commission and Department for their support. Lotthammer stated Council members passed along their appreciation to all PRNR Commission Members for their time and input. The confidence the Council has in the Commission makes their decision-making easier. Vice Chair Cervantes commended staff for their excellent work. Other Commission members shared the sentiment. 3. Commission Schedule. Lotthammer invited Commission Members to share ideas and topics for future meetings with him. Meetings will likely be held at other Parks facilities throughout 2023. E. PARKS AND RECREATION EXPERIENCES Staff and Commission members shared recent experiences with City parks and recreation programs, past events, park/building visits, news articles, etc. Student Representative Dain Volz works at the Community Center and shared there were two days over Thanksgiving weekend and winter break during which record attendance numbers were broken. He thanked the Commission for their PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MINUTES January 9, 2023 Page 11 support of the Community Center and commended Community Center Manager Verley for her efforts in making it a great place to work and for the community to enjoy. Chair Erickson inquired about the new hockey locker rooms at the Community Center. Verley stated the booster club raised the funds and staff helped facilitate the improvements. Young enjoyed watching Police and Fire employees go down the sledding hill at Winter Blast. Ted Melby in the audience addressed the Commission with his concerns about the proposed Noble Hill development plan, specifically regarding tree preservation. IX. NEXT MEETING The next PRNR Commission meeting will be held on Monday, February 6, at 7:00 p.m., in the Heritage Rooms at City Center. X. ADJOURNMENT Motion: Bhujle moved, seconded by Tschohl, to adjourn the meeting. Motion carried 7-0. Chair Erickson adjourned the meeting at 8:36 p.m.