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Parks and Recreation - 03/19/2007 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, MARCH 19, 2007 7:00 P.M., CITY CENTER Council Chambers 8080 Mitchell Road COMMISSION MEMBERS PRESENT: John Brill, Chair; Geri Napuck, Vice Chair; Rob Barrett , Tom Bierman, Lee Elliott-S toering, Jeffrey Gerst, Randy Jacobus, Ian Mackay and Michael Moriarity (arrived at 7:07 p.m.) COMMISSION MEMBERS ABSENT: None. COMMISSION STAFF PRESENT: Bob Lambert, Director of Parks and Recreation; Stu Fox, Parks and Natural Resources Manager; Laurie Obiazor, Recreation Services Manager; and Carol Pelzel, Recording Secretary I. CALL TO ORDER AND ROLL CALL The meeting was called to order by Chair Brill at 7:05 p.m. II. APPROVAL OF AGENDA Brill asked that Item VIL D. Reports of Commissioners be added to the agenda. Both he and Elliott-S toering have an item to report on. Motion: Gerst moved, seconded by Bierman, to approve the agenda as amended. The motion carried, 8-0. III. APPROVAL OF MINUTES —February 5, 2007 Barrett asked that the first line of the third paragraph on Page 4 be changed to read `Barrett asked for clarification on the Commission's role in reviewing these signs." Motion: Napuck moved, Elliott-Stoering seconded, to approve the February 5, 2007, Parks, Recreation and Natural Resources Commission minutes as corrected. The motion carried, 6-0-2 with Gerst and Mackay abstaining because of absence from that meeting. IV. APPROVED MINUTES —January 8, 2007 V. REPORT OF CITY COUNCIL ACTION—February 6, February 20 and March 6 2007 Lambert reported that the City Council took the following action on: PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 19, 2007 Page 2 February6 Approved the second reading of an ordinance amending the park use ordinance. Authorized the acquisition of easements for Valley View Road trail improvements. Authorized acquisition of easements for construction of Eden Prairie Road trail. Approved cost participation for construction of the trail along County Road 4. Reviewed the site plan for Birch Island Park. Reviewed the site plan for the Community Center and Round Lake Park. Reviewed the site plans for Edenvale Park, Forest Hills Park, and Prairie View Park. Awarded the bid for Forest Hills, Prairie View and Edenvale Park improvements. Awarded the bid for Forest Hills, Prairie View and Edenvale Parks Shelter buildings. February 20 Approved the Elizabeth Fries Ellet Interpretive Trail Signage Program. March 6 Awarded the bid for reconstruction of tennis and basketball courts at Eden Valley Park and Rustic Hills Park. VI. REPORT OF PLANNING COMMISSION—February 12, February 22 and March 12, 2007 Fox reported that at the February 12 Planning Commission meeting, the Commission approved a project for two large office buildings on a 19.3 acre site located on the northwest corner of Pioneer Trail and Flying Cloud Drive. As a result of this project, a new access into the east entrance of Staring Lake Park via a private road on the east side of the Cummins-Grill property will be constructed and a cash park fee will be collected when building permits are taken out for these two office buildings. There were no items on the February 26 Planning Commission meeting that had park implications. At the March 12 meeting, the Commission approved a rental storage building on Valley View Road, east of Prairie Center drive. Cash park fees will be collected at the time a building permit is pulled for this project. VII. PETITIONS, REQUESTS AND COMMUNICATION A. FAREWELL TO STUDENT REPRESENTATIVES Brill explained that the student representatives will be on spring break in April so they will not be here for that meeting. On behalf of the Commission,he thanked the students for the contributions they made at the meetings. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 19, 2007 Page 3 B. FAREWELL TO OUTGOING COMMISSION MEMBER MICHAEL MORIARITY Brill pointed out that this would be Moriarity's last meeting on this Commission. On behalf of the Commission, he expressed his appreciation to Moriarity for the work he has done while serving on the Commission. Moriarity said it has been a great five years and he knows that the Parks and Recreation Department will be in good hands with this Commission and that they will shepherd the new person replacing Lambert. C. 2006 PARKS AND RECREATION ANNUAL REPORT Lambert stated that a revised Annual Report had been distributed to the Commission members with corrected expenditure and revenue numbers. He said he felt it was important that the Commission had this information available for this evening's meeting. Lambert explained that this report is developed to serve staff more than to serve this Commission and City Council. This document provides them with what has been done the past years and where the money has been spent and presents the policies that have been approved by this Commission. Basically, this Annual Report is a history of what the Parks Department has done over the last 29 years. Bierman said he is impressed with the work and depth of this report as to what staff is doing. He expressed his appreciation to the staff for all of the work they have done over the years and for preparing this report. Motion: Bierman moved, seconded by Mackay, to accept the 2006 annual report. The motion carried, 9-0. D. REPORTS OF COMMISSIONERS Elliott-S toering said she had received a request from a resident regarding the naming of Purgatory Creek. The resident asked for the opportunity to come and present to this Commission a proposal. She said she wanted to acknowledge receipt of this request and to suggest placing this item on a future agenda. Lambert explained that the City has received numerous recommendations regarding what the name for the lake and the park should be. He said they would place this item on the Commission's next agenda. There have been a lot of comments on whether or not they should change the name along with some good rationale for not changing the name. Lambert said staff did not think it was prudent to submit one request at a time. He said they wanted to wait until suggestions stopped coming in before bringing them to this Commission. Brill said he is recommending that the City Council name the park picnic pavilion at Purgatory Creek Recreation Area in honor of Bob Lambert. He explained that after Lambert announced his retirement as Director of Parks and Recreation with the city, several community members, Parks Commission members, City Council Members and others have desired to recognize the work that Lambert has put into the Eden Prairie park system by naming a facility within the parks after Lambert. The most visible facility is that of the picnic PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 19, 2007 Page 4 pavilion at Purgatory Creek Recreation Area. Brill further explained that this pavilion is certainly one of the most recognizable amenities within the park system and would certainly be a fitting tribute to Lambert and the work that he has done with the City for the past twenty-nine years. City Manager Neal said he has discussed this with Chair Brill and staff is prepared to present this to the City Council should it be endorsed by this Commission. Neal said he heartily recommends naming the picnic pavilion after Lambert and feels it is an appropriate tribute to Lambert and honors him for his years of service. Motion: Gerst moved, seconded by Napuck, to recommend to the City Council to name the park pavilion at Purgatory Creek Recreation Area in honor of Bob Lambert. The motion carried, 9-0. Lambert expressed his appreciation and indicated that the Purgatory Creek Recreation Area took nearly 25 years, and he is very proud of it. VIII. OLD BUSINESS IX. NEW BUSINESS A. RECOMMEND TO AWARD BIDS FOR RUSTIC HILLS PARK PLAYSTRUCTURE Fox explained the process for designing the parks and playground area. A playground neighborhood discussion meeting was conducted and feedback was received from the neighbors of the Rustic Hills Park. Elliott-S toering asked if these meetings are well attended by the neighbors and why there are not benches shown on the plan. Fox responded that typically, they tell the bidder not to include benches and also to not include covered shelters because these are givens. Fox also explained that this meeting was not as well attended as others have been in the past. Some times neighbors don't come because they are just happy to get a new playground and they really don't care what they get because it is better than what they currently have. Moriarity noted that the successful bidder for the Carmel Park project is different from the successful bidder for this project. He asked if there are any issues with having multiple vendors for equipment. Fox explained that this is an open bid process and the same vendor becomes problematic in opening bidding. They all have to pass the same safety standards. Motion: Moriarity moved, seconded by Barrett to recommend the City Council award the contract for playground equipment at Rustic Hills Park to Webber Recreational Design, Inc. in the amount of$55,000. Motion carried, 9-0. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 19, 2007 Page 5 B. RECOMMEND TO AWARD BIDS FOR CARMEL PARK PLAYSTRUCTURE Fox reported that the process for this project is similar to that used for the Rustic Hills Park project. Motion: Elliott-S toering moved, seconded by Mackay, to recommend the City Council award the contract for playground equipment at Carmel Park to Earl F. Anderson, Inc. in the amount of$55,000. Motion carried, 9-0. C. RECOMMEND TO AWARD BIDS FOR COMMUNITY CENTER EXPANSION, THIRD RINK, ROUND LAKE PARK BASEBALL FIELD RELOCATION AND BIRCH ISLAND PARK IMPROVEMENTS Lambert reviewed the information distributed at the meeting and included in the Commission's agenda. He explained that bids were received for the Community Center expansion, third ice rink and Round Lake baseball field relocation. The Round Lake baseball project included several other projects including those previously reviewed and approved by this Commission and City Council including the relocation and lighting of the Round Lake field and the lighting of the softball field. The bids for these projects totaled $15.8 million. These projects also include the Community Center parking lot expansion and NURP pond and Birch Island improvements. Lambert explained that all of the projects come under the Construction Manager. He asked that the Construction Manager explain his role and that he summarize the bid process and where they are at today. Robert Jossart, President of RJM Construction, explained that his company is the construction manager for these projects and he briefly defined their role versus a general contractor. He indicated that a construction manager is an extension of the City's staff and they developed the strategy for bidding this project. There were 32 separate bid packages and 120 bidders. Each piece of work went out for bids and all of the bids were advertised publicly. Bierman asked if in evaluating these bids, they looked at the bidder's engineering and management capability and past performance. Jossart responded that they have and each bidder they are recommending award to they will have a brief meeting with them to meet the foreman and superintendent and if they find someone they feel is not qualified they will work with the City Attorney in rejecting award. Jossart said that award is also based on their past performance. He indicated that most of the firms they are recommending for award are firms they have done business with in the past. Jossart explained that this evening they will be presenting 16 choices or alternates. Once the Commission decides which ones they want in or out of the project, they will prepare a recommendation for City Council consideration on Tuesday, March 20. Jossart said they will be taking bids for the electrical work on April 12 because of the project's complexity and the need to get some interface work done. Also, Jossart pointed out that they had only received one bid on the pre cast work and that they will rebid that work. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 19, 2007 Page 6 Jacobus pointed out that the bids received are higher than the estimates and he asked if Jossart is comfortable with the results. Jossart explained that they are comparing numbers to the budget that was established prior to their being part of this project. He further explained that they did an estimate a couple of months ago and the bids were below their estimate. They have worked with two electrical contractors to establish numbers to be used for the electrical work and if the bids come in less, the savings will go to the City. Lambert explained that all of the park referendum projects have either been bid or completed with the exception of Flying Cloud ball fields which is estimated to cost$1.4 million. The budget for the park referendum projects was $4,695,000. The balance remaining for the Flying Cloud ball fields is listed at$1,411,887.There is $2,094,000 budgeted for the trail referendum. They may not proceed with the County Road 4 trail improvements until all of the easements have been obtained and may recommend delaying that project until next year. Lambert stated that the Commission will need to consider 16 alternates and he explained the various funding sources for those alternates. He said that the Community Center project won't be billed until 2008 and the trail projects from the referendum won't be started until later this year or 2008. The fitness equipment for the Community Center could cost$400,000 and the Council could consider leasing fitness equipment rather than purchasing. Lambert further explained that the $913,730 purchase price for the long-term lease for Cedar Hills Park is to reimburse the City for the water and sewer assessment that would have been charged to MAC. This could be delayed if necessary. The $600,000 planned for lighting and installation of a sand base on the two soccer fields at Miller Park could also be delayed one more year. By delaying those projects, those funds would cover the design costs and the remaining park fees would be sufficient to complete this project. Staff feels that they have made a commitment to the Soccer and Football Associations for the sand based fields at Miller Park and they would not recommend delaying that project. Barrett asked what the balance is of the Park Dedication fund. Lambert responded that there is approximately $6 million in that fund. Lambert reviewed the various alternates for Commission consideration: Construction Contingency - Add an additional $197,000 to contingency. Lambert said staff is recommending that they delay that decision at this point until the bids are finalized to see whether or not there are additional funds for contingency. Ball Field Stadium—Staff would recommend that this project be done now. This is a matching fund from the Baseball Association and the $188,000 may not be available at a future time. Built-up Roofing —Some of the projects have been included in the 2008 General Fund for improvements to the existing Community Center. These projects would have to be completed whether or not the Community Center expansion occurred. The $80,000 for this project is included in the City's General Fund. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 19, 2007 Page 7 Baseball Field Sand Base and Drainaize System— Staff is recommending that they proceed and include the $163,000 for this project. Barrett asked if this is something they could do at a later date. Lambert said it needs to be done now or not at all. Even if they don't do this, they will have to put in an irrigation system. Field Nettinz and Fencing —The budget for this project is $167,000. Staff is recommending that it remain in the project but that they rebid it for better pricing. Only one bid was received because of the netting. Staff proposed to separate the netting project from the fencing project and provide the bidders with additional information. Brill asked if they are being over cautious by placing the netting at the locations indicated. Lambert said they may be but they do not want to cause problems with balls going out on to County Road 4. Ballfield Li h —The cost of this project is estimated to be $263,000. They will be bidding the electrical and they are recommending that they rebid the lighting. They do anticipate the cost to come down. Barrett asked if the field lighting could be done at a later date. Lambert explained that the Baseball Association will fund $95,000 of this project and $90,000 will be funded by softball fees. If they do not light these fields, they will lose approximately 36 teams which will result in a reduction in softball fees. Fox pointed out that the City currently charges adult softball teams a field use fee and by not lighting the fields they will be reducing the usage of them. Lambert explained that they generate approximately $34,000 a year from all of these fees and the proposed $90,000 would be for three years of softball fees. Jacobus said if they delay this project they could also potentially lose the $95,000 from the Baseball Association. Aluminum Bleachers at Rink I— Staff is recommending that the bleachers be included for a cost of$210,000. When they do the Community Center improvements they will be doing a major renovation of the bleachers and they will lose some. In order to replace those bleachers and have the same number of seating or more they have to put in new bleachers. Elliott- Stoering asked if the current bleachers meet safety standards. Lambert responded that as ADA requirements changed modifications were made. Bierman asked how much seating space they would have with the new bleachers. Lambert said they could seat 1,200 people. Concrete Slab at Rink III— Staff is recommending that this be included in the project. Lambert explained that Rink III is one area where they will take ice out first and have the potential to have other uses for this facility during spring, summer and fall. They will also need this rink during the prime time skating season. The estimated cost for this item is $81,000. Re-Roof Rink I—Lambert said this item is included in the 2008 General Fund and $231,000 is available for that item. Radiant Heat Replacement in Rink I—Lambert explained that the Facility Division has $15,000 to $20,000 budgeted in the General Fund for this item. Staff is recommending that they rebid this item separately or have someone bid it with other contractors. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 19, 2007 Page 8 Exterior Walk Snow Melt S, ste—Lambert explained that this would be from the new drop off curb to the main entry. The walkway would have hot water heating in the concrete to melt off the snow. They feel this is an extremely good bid and it will be very helpful in keeping the snow off the walkway. The anticipated cost is $10,000. Jossart said this is a hot water system that is very efficient and should last approximately 35 years. Elliott-Stoering asked what the additional monthly operating cost would be for this. Jossart responded that it would be approximately $500 to $600 a month but would not require snow shoveling and would be a safety factor. Auxiliary Generator— Staff is recommending that this item be delayed for the 2008 General Fund budget. Birch Island Park—Lambert said this is the time to do this project since they have the excess dirt. The estimated cost is $142,000. Expansion of Ice System for Rink II—Lambert explained that when putting in Rink III it would make sense to expand the system to accommodate Rink IL To do it now would cost $46,000 rather than $200,000 when they would need to do it in ten years. Staff believes this is a good investment. Planter Wall at Entr,, P�—Lambert stated that this is a low seating wall and the $50,000 bid is a good price. They could do this in the future but it will cost more and they would have to have grass at this location rather than a landscaped plaza. Walkinz Track—Lambert said some of his staff believes that there may be a matching grant through Blue Cross Blue Shield for this item. He suggested that they research this to see if there is any money available. Lambert stated that this is an expensive item costing $391,000 and he said if they delay it the cost could increase by 25 percent. Lambert explained that the total cost for the additions is $1,320,000 increasing to $1,711,000 if the walking track is included. To fund these additional items, staff is recommending that they delay the reimbursement of the utility fund for acquisition cost of the lease for Cedar Hills Park for one to two years and to delay the expansion of the Flying Cloud ball fields for one year. They could also use a portion of these funds to cover the balance of the alternates. Also, they project collecting approximately $700,000 to $1 million of park fees this year. This would allow them to pay back the money for the Flying Cloud ball fields. They will also accrue approximately $500,000 of referendum accrued interest. Staff would recommend that those funds be kept aside to help with contingency or to fund the furniture and equipment needed for start up of the expansion. Jacobus asked if there is a walking track at the High School Activity Center. Lambert said there is but access is limited. Senior citizens want to walk during the day and the track is not available then. Moriarity said they had received an e-mail regarding Flying Cloud ball field negotiations with MAC. He asked staff if they had any sense as to the timing of when these fields could PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 19, 2007 Page 9 be constructed. City Manager Neal explained that the agreement has been finalized in the eyes of MAC and NWA. There is some FAA oversight of that agreement and that should occur some time this summer. They may get land control late in 2007 in terms of developing that site. Moriarity asked if there was anything in the agreement that states that the City must develop this site immediately. Neal said there is nothing in the agreement regarding the development. Staff has been telling MAC that they need the land quickly to develop it. Barrett asked if they delay this project would there be any danger of losing control of the site. Neal said he did not believe so. There could be a change in the Commission level but the staff level is pretty stable. The agreement has been signed for almost five years and if this agreement were going to fall apart it would have fallen apart by now. Napuck asked when the City gains control of the Flying Cloud ball fields, will the money used for the Community Center from this fund be available so that they can construct these fields when they are ready. Lambert responded that assuming they need $1.3 million, $1.7 million if they include the walking track, they will take $900,000 from the Flying Cloud project and that money will be regenerated with park land fees. More than likely they will not be ready to do the ball fields for another six months and by that time they should have more than $1.5 million in the Park Fund. They intend to pay back the utility funds in 2009. In response to a question from Brill, Lambert explained that the City does still have open land that is being marketed in the south central part of the City and this will continue for the next three or four years. There are also some fairly significant redevelopment projects occurring in the next few years. Elliott-S toering asked where they were at with the green roof that was included in the original proposal. Jossart explained the bid for the green roof was $145,000 and they felt there were other ways to be efficient. Gerst said he is in favor of adding all of the alternates;however,he does question adding the walking track. He said if they don't do it now it will never be done. Research has shown that recreational walking is currently the number one activity in the United States. The issue is whether or not they can afford the walking track. Brill pointed out that there are other places for people to walk including the school and the mall. Prior to the referendum they did talk about a walking track at the Community Center being an amenity and some of the people who voted in favor of the referendum probably did so because of the track. There may be an obligation to add this track. Jacobus said the walking track would be a great addition to the Community Center but they must consider the quality of that track. If it is only going to be a small square it may not be adequate. Erickson said because of a support wall they cannot make the track any larger. The corners of the track are not truly round but they do have an angle to them. There will be two lanes and six or eight laps will equal a mile. Bill Clark, 8676 Wynstone Pass, said if the track is located in the ice rink it will be cool for walking and there are no windows,just block walls. He questioned whether or not this track would be used and feels there are nicer tracks at other locations. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 19, 2007 Page 10 Napuck said she is also struggling with adding the walking track. She asked what the Community Center is suppose to be and if it is suppose to be used by the seniors, this is an important use for them. Napuck said she feels the Community Center has to offer something for everyone in the community. They don't know if it will get used but at the same time this is a center that will offer everyone in the community something. Elliott-S toering asked if they have user numbers from other communities that have walking tracks. Lambert responded that the numbers vary. Many of the walking tracks are around gyms, some are in warmer areas and some have windows. In smaller communities where they don't have malls, they have 900 to 1,100 walkers a month. Obiazor pointed out that the City of Eden Prairie has been designated as a "Fit City". In the past, the Community Center has been a skating and swimming facility and they are trying to make it a health and fitness facility. Users include pre-school age children to seniors. Pre- school children and people with disabilities are not able to use the exercise equipment. Having a walking track would be beneficial and would foster health and wellness. Obiazor said all types of programs will use the walking track, especially during inclement weather. She stated that the Community Center needs to be a gathering place. Mackay asked if Obiazor felt the proposed walking track was adequate. She answered that ideally, it should be a three or four lane track. The proposed track would basically be recreational but could be used for some programs. Gerst said he was on the Community Center Renovation Committee and it was felt that the walking track was important to the people in the community. Gerst said he would support adding the walking track to the project. He said it is a lot of money if people don't use it but he believes this is the time to do it. They may have to market it better or develop programs to use it. Jacobus said he is very supportive of the City's programs but he indicated that he was not sure this track would accommodate some of those programs. He questioned if there is a better facility in Eden Prairie for a walking track other than the Community Center. Perhaps there would be a less expensive or better option. Brill asked how quickly they could find out about any grant funds that might be available for this track. Lambert said they should know within 60 days. Lambert suggested that they recommend the inclusion of the alternates and that they discuss at their next meeting the possibility of obtaining grant money for the walking track. Motion: Barrett moved, seconded by Napuck, to recommend that the City Council authorize the Construction Manager to prepare for award of all bid categories based on the scope of work approved this evening and a construction cost not to exceed $15,020,000, in addition to the General Fund expenditures,based on the conceptual plans of June 5, 2006 and the final plans dated February 15, 2007 and to request staff to determine the feasibility of obtaining matching grants for the walking track and to bring that back for further discussion within 120 days. Motion carried, 9-0. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 19, 2007 Page 11 X. REPORTS OF STAFF A. DIRECTOR OF PARKS AND RECREATION SERVICES B. MANAGER OF RECREATION SERVICES C. MANAGER OF PARKS AND NATURAL RESOURCES IX. NEXT MEETING The next regular meeting of the Commission is scheduled for Monday, April 2, 2007 at 7:00 p.m. X. ADJOURNMENT Motion: Elliott-S toering, Jacobus seconded, to adjourn the meeting. The motion carried 9-0. The meeting was adjourned at 9:50 p.m.