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Parks and Recreation - 02/05/2024APPROVED MINUTES PARKS, RECREATION, AND NATURAL RESOURCES COMMISSION MONDAY, FEBRUARY 5, 2024 7:00 P.M. CITY CENTER – Heritage Rooms 8080 Mitchell Road COMMISSION MEMBERS: Patrice Erickson, Chair; Tom Poul, Vice Chair; Sarat Atluru, Deepa Bhujle, Cecilia Cervantes, Pedro Curry, Duane Hookom, Annie Klodd, Shanti Shah, Ashley Young STUDENT REPRESENTATIVES: Vaikunth Ananthanarayanan, Jasmine Berry, Jessica Fang, Rohil Garg, Andrew Ginder, Jake Heimkes, Sydney Ishaug, Siona Kaura, Aiden Rice, Sophia Strehl CITY STAFF: Amy Markle, 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. Vice Chair Poul, Commission Members Atluru, Curry, and Shah were absent. Student Representatives Ananthanarayanan, Berry, Heimkes Ishaug, Kaura, Rice, and Strehl were absent. Eden Prairie residents Steve Clifton and Jim Millin were present as observers. I. APPROVAL OF AGENDA Motion: Commission Member Cervantes moved, seconded by Commission Member Hookom, to approve the agenda as presented. Motion carried 6-0. II. APPROVAL OF PRNR MINUTES Motion: Commission Member Young moved, seconded by Commission Member Hookom, to approve the January 8, 2024 PRNR Commission minutes as presented. Motion carried 6-0. III. REPORT OF CITY COUNCIL ACTION Parks and Recreation Director Markle reported on actions recently taken by the City Council. A. ANIMAL JUNCTION BATHROOM PROJECT Markle reported Council accepted the quotes and approved the Construction Contract with Diversified Construction for the Restroom Addition at Animal Junction, and the work is expected to start soon. The City in recent years has renovated the Animal Junction building at the Outdoor Center to provide additional classroom space to accommodate the increase in camps and activities. Council recently approved a contract to have water and sewer lines brought to the building so that a bathroom can be added to the space. Staff then solicited quotes from multiple contractors for the construction of the restroom. Staff received quotes from three contractors, with Diversified Construction submitting the lowest quote. Diversified has completed similar work for the City and staff feel confident in their ability to complete the project. B. ANNUAL APPOINTMENT OF ASSISTANT WEED INSPECTOR Markle reported Council appointed Karli Wittner as Assistant Weed Inspector for the City of Eden Prairie. Each year the City of Eden Prairie is requested to appoint an Assistant Weed Inspector for the City under the requirements of Minnesota Statutes, Chapter 18.80 and 18.81. The responsibility of the Assistant Weed Inspector is to enforce the local and State weed ordinances. Under State Statute, the Mayor is the City Weed Inspector and appointment of an Assistant Weed Inspector thereby relieves the Mayor or City Council of those duties as required by Minnesota State Statute. Karli Wittner is the City’s current Forestry and Natural Resources Supervisor in the Parks and Recreation Department. IV. REPORT OF PLANNING COMMISSION V. PETITIONS, REQUESTS, AND COMMUNICATION VI. NEW BUSINESS VII. OLD BUSINESS VIII. REPORTS OF COMMISSION AND STAFF A. RECREATION SERVICES MANAGER 1. Website and Registration. Recreation Manager Brink provided an overview of the new user interface for the program registration website. By integrating three different sites into one, the new interface has a more modern and cleaner look and offers fewer, more important choices on the landing page to minimize confusion. Google Translate has been imbedded so users can choose their preferred language. A list of items users need to know before registering is provided, and links open in new pages to provide easier navigation. Direct links for inclusion offerings, the events calendar, and policies are now embedded and the staff contacts are readily available. The new registration program offers users the ability to hide all full programs when searching, and to easily print receipts, tax forms, and family calendars. The Communications Department manages a preview of upcoming programs with openings still available on the splash page and removes programs off once they are full. Brink stated the ease of navigation and important information on the splash page has resulted in fewer questions from users. Commission Member Hookom inquired and Brink responded the best way to gift a class to someone is to add the recipient as a member to the gifter’s household. Commission Member Cervantes inquired when spring programs will be available. Brink responded the spring/summer preview will be published on February 14 and registration begins Wednesday, March 6. Commission Member Klodd inquired if staff is able to accommodate those unable to register at 7:00 a.m. Brink responded staff has tried different options through the years; however, it is a first come first served process. Brink suggested users add classes to their wish list as time permits and then move their wish list to their shopping cart on the day of registration. Chair Erickson inquired if a summer job fair will be held this spring. Brink responded staff will not be hosting a job fair at the Community Center but will attend the Eden Prairie High School and University of Minnesota job fairs. B. COMMUNITY CENTER MANAGER 1. Memberships. Community Center Manager Verley provided an update on 2023 memberships. She began her presentation with an explanation of what a membership includes without additional fees over the membership cost: open skate at the Community Center’s three ice rinks; open swim and lap swim, access to three pools, hot tub, and waterslide; use of the fitness floor, three fitness studios, and over one hundred fifty fitness classes per week; open gym, open pickleball, open badminton, and access to racquetball courts. Verley provided a recap of how membership rates were determined during and after the Covid pandemic. Rates for 2020 prior to the pandemic were displayed. Once the pandemic hit and the facility was closed for a time, no dues were charged. As the facility opened again, membership fees were not charged for a few months as a way of retaining members and as an incentive to members to stay with the Community Center. In August 2020, the decision was made to cut pre-pandemic 2020 rates by twenty-five percent with the hope more members would stay. The twenty-five percent rate cut remained for the rest of 2020 and throughout all of 2021. In 2022, rates were raised ten percent which was a fraction of the twenty- five percent cut in late 2020. This incremental approach was taken in recognition that not all amenities were back due to Covid restrictions. Rates were raised another ten percent in 2023, which was the final year of incremental increases due to the pandemic. The 2023 increase did not bring rates back to the 2020 membership rates even though all amenities were back for over a year. Typical three- to four-percent annual increases across all membership types are expected to return going forward. Letters are sent to the member base each November explaining any increase in membership dues coming in the new year. The letters include information as to the amount of current rates, amount of new rates, and an explanation as to why there is an increase. Letters are sent again right before January dues are assessed. Verley provided membership numbers for 2019 through 2023: 2019 had 2,398 memberships; 2020 had 1,196 memberships; 2021 had 1,699 memberships; 2022 had 1,964 members; and 2023 had 2,085 memberships. She noted that even though the 2023 membership number is similar to the 2022 membership number, the amount of traffic through the Community Center was much higher in 2023. A snapshot of the 2023 membership mix was displayed and Verley stated it is indicative of the last several years. Individual memberships represent thirty-four percent of total memberships; Household memberships fifteen percent; Dual +1 memberships eight percent; Dual memberships sixteen percent; Youth memberships eight percent; Senior memberships (age 62 or higher) twelve percent; and Senior Dual memberships six percent of total memberships. Commission Member Hookom inquired and Verley responded Senior memberships through insurance programs are not represented in the above numbers. Membership options for Seniors at the Community Center include the regular membership option for Seniors aged 62 and over, and third-party vendor membership options for Seniors aged 65 and over through Silver Sneakers, Silver and Fit, and Renew Active/One Pass. The third-party options are available based on the participant’s insurance. The Community Center is only the intermediary to check eligibility based on information the vendors provide as to allowing access to the building. The Community Center does not collect payment from the Seniors directly; payment is received from the vendors based on the number of times the participant visits the Community Center. The amount received from insurance companies in 2023 has increased over forty-five thousand dollars from 2022. Verley attributes the increase to two factors: the process of tracking third-party visits has been improved and LifeTime now only allows third-party visits from 9:00 a.m. to 3:00 p.m. without the participant incurring an additional fee. Verley presented statistics of 2022 versus 2023 facility visits by month, noting the visits are for membership passes only and do not include daily pass visitors. The volume in 2023 is much higher than 2022. For example, January visits in 2023 were over 25,000 compared to just over 15,000 in 2022. Visits in December 2023 were almost 30,000 compared to almost 20,000 in 2022. As Verley stated earlier in her presentation, this would explain why the facility is busier than the number of memberships would indicate and means members are visiting more often than they did in 2022. Unique visits also contribute to increased traffic and include day passes; “open” visitors; users from Eden Prairie High School, Eden Prairie Hockey Association, and Foxjets; and meet and tournament attendees which can number in the hundreds. “Open” visitors include passes sold for pickleball, play care, open skate, open swim, open gym, racquetball, etc. Verley addressed the record-breaking participation building-wide during the recent winter break. Tracking membership scans and passes sold, in addition to a three-day hockey tournament, it is estimated there were ten thousand visits to the Community Center from December 22 through January 1. To be noted is the facility was closed on Christmas day and had modified hours on three additional days due to staffing and holidays. Proactive planning allowed for accommodating the large number of visits. Even though waitlists existed for open swim, all interested parties were allowed to participate. Future planning and considerations for the anticipated continued increased traffic includes the use of a pager system to manage waitlists, intentional placement of staffing to move the lines along more quickly, staggered start times for open swim and open skate, having full-time staff onsite to assist part-time staff, increasing cleaning staff to work with facility staff to keep up with the increased foot traffic, monitoring the weather to anticipate an increase in indoor activities, and the possibility of staff sharing with outdoor rink staff. Verley meets with staff bi-weekly to discuss options to ensure quality programming continues to be offered while balancing staff and facility limitations. She stated the importance of taking care of the team and its morale since the success of the facility’s offerings is based on the two hundred fifty part-time staff members. Commission Member Klodd stated she is impressed by the numbers presented. She and her family were test subjects for the pager system and stated they worked well. She recommended clarifying to waitlist participants in the future if payment is required to use the play structure to clear up any confusion. Chair Erickson inquired about any current staffing challenges. Verley responded that a Hennepin County grant has allowed the City to offer more competitive pay and to implement premium pay dates ten times per year during which employees are paid time and half. C. PARKS AND NATURAL RESOURCES MANAGER 1. Playground Proposals Review. Parks and Natural Resources Manager Bourne provided the group with replacement playground proposals for High Trail Estates, a small neighborhood park north of Duck Lake. He presented three of the five proposals received and asked for Commission input. The St. Croix Recreation proposal consisted mostly of climbers and the ninja warrior-type play equipment. Staff liked the design but determined it is not a good fit for this park as it provides limited equipment for the two- to five-year age group. The proposal from GameTime Outdoor Recreation offered a variety of equipment for all ages including climbers, a swing for parents and children to enjoy at the same time, and a cozy dome area for children to play in seclusion if desired. The Northland Recreation/Little Tykes proposal offered shade attachments on the playground structure, climbers, and swings. A suggestion was made to replace one of the spinners with a cozy dome. Commission Member Young inquired and Bourne responded the ground would be covered with engineered fiber mulch and mats under the swings. Commission Member Cervantes inquired if the RFPs (Requests for Proposals) ask for plans to be similar. Bourne responded that the RFP provides a breakdown of features desired based on current trends, the play container size, and budget. Vendors then provide a basic outline based on what they have available and fits into the City’s budget. Adjustments and swaps are allowed. Brink inquired if there are any benches for adults at the park. Bourne responded that small neighborhood parks do not typically have shaded seating. He stated this park has a picnic table and plenty of trees for shade. Student Representative Rohil Garg preferred the option that covers more space and provide options for different ages so children can spread out and not be forced together. He inquired if the City has had experience with maintenance required for the equipment offered by the different companies. Bourne responded that the City’s experience indicates maintenance for all companies’ equipment is pretty similar and all equipment is receptive to repairs. He added the City keeps a record of play structure repairs. Commission Members discussed amongst themselves and shared other input. Bourne stated he will take the Commission’s input back to staff and they will decide on a color scheme. The final proposal will then be presented to the Council in March and installation is anticipated this summer. D. PARKS AND RECREATION DIRECTOR 1. City Council Work Session Review. Parks and Recreation Director Markle stated the Miller Court Renovation project was recently presented to the Council for further direction. Council requested additional information on an outdoor court renovation rather than pursuing an indoor building option. Council requested an updated proposal to determine if more courts could be added than the six courts in the current proposal. Staff took the feedback provided by the Council to the architect at ISG to determine if the space at Miller Park could be further maximized. A revised proposal provides for eight pickle ball courts, one tennis court, and one basketball court. Two seating options are being considered to determine the most accessible and user friendly option. Markle stated one unique feature of the proposal is that the courts will have lighting installed which will allow for many more hours of play than other parks with no lighting. The revised proposal will be presented to Council on February 20. If approved, staff would then work with ISG to determine a construction timeline. Construction could start in late spring and be completed in time to still have play value in 2024. 2. 2024 Workplan Priorities and Goals. As reported last month, Markle commended Chair Erickson’s presentation of the 2023 accomplishments and 2024 goals to the City Council. Markle presented additional information on the input received from the Council regarding 2024 goals and priorities and how they align with the City’s overall goals and priorities. In alignment with the City’s goal of creating a sense of community, the Parks and Recreation Department will focus on expanded outreach, sensory and event practices, and branding and awareness. Ideas to accomplish expanded outreach include partnering with Eden Prairie Schools for youth programming and focusing on increased opportunities at the Art Center and Outdoor Center. Ideas to improve sensory and event practices include creating a sensory inclusion area at the Community Center and maximizing community access at events by offering shuttles and strategizing parking. Ideas to increase branding and awareness include installing multilingual signs and facilities, providing portable welcome signs at events, and enhancing social media to boost the EP brand. Brink is working with Facilities staff to create I “heart” EP signage to use for picture taking at events. In alignment with the City’s goal to preserve and beautify the environment, the Department will continue to expand efforts to introduce native plants and increase tree sales. The number of trees available for sale this spring will be doubled from last year and if demand still exists, a fall tree sale will be offered. By the Department promoting community safety and expanding connectivity with new sidewalks and trails, it will align with the City’s goal of improving community wellbeing and safety. Paths will be created near the Golden Triangle to connect businesses to the Smetana Lake Park. 3. Upcoming Meetings and Commission Interviews. Markle stated there will be two vacant seats on the PRNR Commission. She has received plenty of applicants and interviews will take place on the evening of February 27 to fill the vacancies. The March 4 PRNR Commission meeting will likely include discussions on the Staring Lake sledding hill and City skating rinks, as well as Forestry and diseased trees. The April 1 meeting will take place at the Art Center. The May 6 meeting has been canceled; however, Commission members and student representatives are invited to the Board and Commission Banquet on Thursday, May 16 at 6:00 p.m. in the Garden Room at City Center. Formal invitations to follow. Markle stated future meetings will include discussions on bike parks, off- road cycling, e-bikes, and the regional trail collaboration with Three Rivers Park District. 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. Brink stated the free Winter Blast – Warm Weather Edition event took place on Saturday, February 3, having been rescheduled from January due to warm weather and lack of snow. Just under two hundred attendees visited the Outdoor Center over three hours. Staff had been prepared with police reserves assisting with parking at Oak Point Elementary School; however, they were not needed. Approximately one hundred participants attended activities at the Art Center. The event partners still participated, so samples from Chipotle and lots of hot chocolate were available. Chair Erickson stated she took a walk around Round Lake the day of Winter Blast and was pleased to see lots of activity at the playground. Commission Member Hookom attended the event at the Outdoor Center. He stated staff were very welcoming and he observed the scavenger hunt to be a big hit with participants. Commission Member Bhujle inquired about the effects the warm winter temperatures may have on the lakes and issues with algae. Park and Natural Resources Manager Bourne responded water levels will likely be low and it will be an interesting spring with no snow melt. Markle commended Bourne’s staff for putting up pickleball and tennis nets at parks so users can take advantage of the warmer temperatures until additional snow arrives. IX. NEXT MEETING The next PRNR Commission meeting will be held on Monday, March 4, at 7:00 p.m., in the Heritage Rooms of City Center. X. ADJOURNMENT Motion: Commission Member Hookom moved, seconded by Commission Member Young, to adjourn the meeting. Motion carried 6-0. Chair Erickson adjourned the meeting at 8:30 p.m.