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Parks and Recreation - 06/07/2004 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY,JUNE 7, 2004 7:00 P.M., CITY CENTER Council Chambers 8080 Mitchell Road COMMISSION MEMBERS PRESENT: Rob Barrett, Chair; Tom Bierman, John Brill, Tom Crain, Cari Grayson, Randy Jacobus, Ian Mackay and Michael Moriarity COMMISSION MEMBERS ABSENT: Jeffrey Gerst COMMISSION STAFF PRESENT: Bob Lambert, Director of Parks and Recreation Services; Laurie Obiazor, Manager of Recreation Services; Stu Fox, Manager of Natural Resources; Lyndell Frey, Community Center Manager; and Carol Pelzel, Recording Secretary I. CALL TO ORDER AND ROLL CALL The meeting was called to order by Chair Barrett at 7:05 p.m. II. APPROVAL OF AGENDA Mackay asked for an update on the trail construction at Purgatory Creek. Motion: Grayson moved, seconded by Bierman, to approve the agenda as amended. The motion carried, 8-0. III. APPROVAL OF MINUTES —May 3, 2004 Motion: Motion was made by Brill, seconded by Mackay, to approve the minutes as presented. The motion carried, 8-0. IV. REPORT OF CITY COUNCIL ACTION—May 4 and May 18, 2004 Lambert reported that there were no items before the City Council on either May 4 or May 18. However, Councilmember Mosman did request that Staff provide the Council with an updated report on off-leash dog exercise areas. Lambert said this item is on tonight's agenda and a memo providing the Council with an update is included in the Commission's agenda material. Bierman asked what the status was of those homeowners who live on Spyglass Drive and had encroached on park property. Lambert responded that a number of individuals did appear at the Council forum along with their attorney. The City Council did instruct the homeowners to remove their"improvements" to the park property by June 1. Three homeowners have not yet complied. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION June 7, 2004 Page 2 Barrett expressed his appreciation to everyone who worked on the bond referendum. V. PETITIONS, REQUESTS AND COMMUNICATION VI. OLD BUSINESS A. REVIEW OF ANNUAL REPORT Lambert explained that the Annual Report is developed as a working tool for City Staff and to compare programs and progress toward meeting individual, staff or Division goals that are set. The report also compares goals for the programs, service numbers and subsidy levels to determine if the programs are meeting budgets and subsidy levels. The report shows Department accomplishments and serves as a great historical document for the City as to how the park system was developed. With regard to completing trail projects in 2004 as indicated on Page 15 of the report, Mackay asked if the Commission would receive an update on what will be completed and what will not be completed. Lambert said Staff could probably give a good update in September. By that time they should know which projects would be completed since many of the projects are done in-house. Grayson asked if there is a way to determine which goals were accomplished from the previous year and which ones were carried forward. Lambert explained that a comparison for last year's goals would have to be done with the current year goals. There are a number of projects that are carried forward from pervious years for some particular reason. For example, the Richard T. Anderson project is one that has been carried forward as well as the Miller Spring project, which has been carried over for a number of years until it was determined how much money was to be spent on this project. Barrett asked what the cost was for the Miller Spring project. Lambert responded that it was approximately $20,000. Mackay pointed out that the report states that Crestwood Park would be completed by May 1. He asked what the status of that project was. Fox answered that it is approximately 99 percent completed. Work still needs to be completed on the storm water pond in the northwest corner of the site. Mackay questioned why the 2004 budget is $600,000 more than the 2005 budget as shown on Page 71 of the report while the line items appear to be about the same. Lambert explained that that is the five-year park project plan. The budget is based on what the City will spend for projects that will be done in a particular year and this varies from year to year. Jacobus said he is aware that there will be significant dollars spent for Miller Park in 2007. He asked if it would make sense to move this project up given the current amount of enthusiasm received from the various Association's to raise funds for matching dollars to complete this project. Lambert said it is possible to move a project up and this has been done in the past. The President of the Baseball Association has contacted the City and asked what PARKS, RECREATION AND NATURAL RESOURCES COMMISSION June 7, 2004 Page 3 their options are. There is $500,000 committed to this project and the City has contacted an architect and asked them to scale down the project. They are looking at the first phase being the stadium and from there they will meet with the Associations to see if this is feasible. Jacobus pointed out that the Baseball Association is very aggressive at this time and they do not want to miss out on this opportunity. Bierman complimented the City staff on preparing such a comprehensive report. The report is a good testimony of all of the work that is being done. Bierman noted that he did not see anything on youth athletic groups in the report and felt it should be included so that Staff does receive credit for the work they have done with this activity. Bierman indicated that the report shows a fund balance of$5.8 million dollars at the end of 2003. He asked if the Commission gets involved in determining how year-end balances are expended. Lambert explained that the Commission does approve a Five Year Park Project Plan. This Plan also shows how much additional revenue is projected through park dedication fees. He said he is conservative in those projections and will continue to be conservative because development in the City will be slowing down. They are projecting that$2.2 million dollars will be spent on projects this year with estimated revenue for 2004 being $700,000. The fund balance is carried forward each year and this balance gives them the flexibility to move projects around. Barrett said he has not seen schedules for senior adult trips on the City's web site. Obiazor explained that not all of their program schedules are on the site. They will be including an insert in the Eden Prairie newspaper on a monthly basis that includes the programs being offered. There have been some staffing changes in the Communication's Division and they are looking at replacing what is currently on the web site in the near future. B. REVIEW OF REFERENDUM RESULTS Lambert introduced Neil Marriott of the Minnesota Curling Club who was in the audience. He explained that the City has been working with this organization on a possible partnership. A presentation will be made to the Commission at a special meeting in July or possibly at their August meeting. Lambert explained that a memorandum reviewing the referendum results and several e-mails received from residents regarding the referendum were included in the Commission's agenda material. This information was provided to the Commission for their information. City staff is in the process of receiving quotes from various companies to survey the 5,900 people that voted in the recent election. That survey will ask them how they voted and why they voted as they did and what they would or would not support in the near future. The information received from that survey will help them determine what items should be included on a possible referendum in November of next year. Lambert explained that the process for conducting this survey would be to receive quotes,present a draft survey to the City Council and ask the Council for authorization to proceed with the survey. Results would be obtained possibly in August and a workshop would then be scheduled to review the results and to discuss what should be done if anything prior to a possible referendum in the fall of 2005. Barrett said he feels it would be best to move forward on this survey as soon as possible while the information is still fresh in the resident's minds. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION June 7, 2004 Page 4 In response to a question from Jacobus, Lambert said he feels that requests for land acquisition and any trail items as well as improvements to the Community Center will pass. Lambert said he thinks the item that defeated the referendum was the cost for an outdoor pool. The pool would not have been as big an issue had the cost been under$5 million. There was also some controversy on the third ice rink. Lambert said he has been talking to a pool architect located in Illinois and he indicated that many pools are built in phases. Lambert said all of these issues would eventually be discussed with the City Council. Brill asked how the defeat of the referendum would affect the proposed road changes around the Community Center. Lambert explained that Valley View Road construction has been started. The second phase of construction will occur in a couple of years and when that occurs it will be aligned to create a pad for a future outdoor pool. Crain said there has been strong support for improving Round Lake and that there should be a focus on Round Lake being a public beach. Lambert responded that there are a significant number of people who want to make sure that the City is going to continue to improve the water quality of the lake. Lambert said Staff does need to determine if they should do a curtain and recycling. That may clear the water but there is still the issue of managing the geese. A cost estimate for the curtain and recycling was approximately $1.5 million. In response to a question from Grayson, Lambert reviewed with the Commission the City's Goose Management Plan. VII. NEW BUSINESS A. ELIGIBILITY REQUIREMENTS FOR ADULT ATHLETIC LEAGUES Frey explained that under the City's current policy on eligibility requirements for adult athletics, players/participants must either live or work full-time in Eden Prairie in order to be eligible to participate. This policy has not been strictly enforced by City staff for over the past ten to twelve years. Participation in adult recreational sports has declined significantly on both a state and national level. This summer the City has 160 softball teams registered. Teams do not want to play one game per night but want to play multiple games. Fields are heavily used but the league is not full and they are not turning teams away. Eden Prairie teams do have priority. Frey stated that the City's Adult Athletic programs offer good facilities, good officials, good organization and ideal leagues. Mackay asked if staff has considered some type of guideline whereby a majority of the players are Eden Prairie residents. Frey responded that priority is given to people who live or work in Eden Prairie. Grayson stated that she both plays and manages teams in the Eden Prairie program and has found it very difficult to have a team where every member lives or works in the City. This only results in teams going to other cities that do allow non-residents to be members of a team. Grayson said she does agree that priority should be given to Eden Prairie residents and that there should be a deadline for team registrations. Even if a team of Eden Prairie residents wishes to register after the deadline the City should not be expected to accept their registration. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION June 7, 2004 Page 5 Jacobus asked how teams are given priority. Frey responded that they have not had to turn any teams away because of lack of room. Jacobus asked if this is also true of all sports and not just softball. Frey explained that participation for all sports has dropped and due to the smaller number of participants it is important that the City allow an individual from outside the City participate. Teams may have to go outside the City to find a player to keep them at the higher level. It is important to keep a balance. Bierman said he feels it is important that they come up with some type of prioritization system and that he would like to see a limit on the number of non-resident participants. If they do not limit the number of non-resident players, they may have leagues that are 100 percent non-residents. Bierman said he does not want to see the City's adult leagues become a dumping ground for leagues outside of the City. Barrett pointed out that they are talking about Eden Prairie run leagues and that they are currently not enforcing the eligibility requirement because they have been able to accommodate the demands on the City's adult athletic facilities. Lambert explained that the current policy requires that all participants live or work in Eden Prairie and what is being requested this evening is to modify that policy to a percentage less than 100 percent. Motion: Motion was made by Mackay, to recommend approval to accept up to 40 percent non-resident players/participants in the City of Eden Prairie adult athletic leagues effective September 1, 2004. It was questioned as to whether or not church leagues should be allowed to participate if a participant does not work or live in the City. Crain said he feels they should not have too many variables in the policy. Bierman said he agrees and that they should not bog down the policy. To live or work in the City is very clear and they need to keep it simple. Grayson said she does not see this as an issue considering that the number of teams participating is continually dropping. Following discussion, Mackay amended his motion and Bierman seconded it, to recommend approval to require that at least 60 percent per team of players/participants must work or live in the City of Eden Prairie to participate in the Adult Athletic Leagues effective September 1, 2004. The motion carried, 8-0. B. LAND AND TRAIL EASEMENT ACQUISITION STATUS REPORT Lambert explained that the City Council did discuss land and trail easement acquisitions and as a result of that discussion staff prepared a memorandum giving a status report of land proposed for acquisition. This information was included in the Commission's agenda material. Under the paragraph "Land Acquisition" on the first page of the memorandum, Barrett suggested that the wording "These parcels are also critical ...."be changed to read "Many of these parcels are critical ....." C. SCHEDULE SPECIAL MEETING—PARK TOUR FOR JULY PARKS, RECREATION AND NATURAL RESOURCES COMMISSION June 7, 2004 Page 6 The Commission agreed to meet for a tour of City Parks at 5:30 p.m. on July 19. Prior to going on the tour, the Commission will hear a presentation from the Curling Club with the tour beginning at approximately 6:00 p.m. VIII. REPORT OF STAFF A. DIRECTOR OF PARKS AND RECREATION SERVICES 1. Community Center Ice Rink Repairs Lambert explained that City staff did look at what repairs had to be done at the Community Center and what repairs could be put off. Because of the Freon system at Rink One leaking and the sub floor heat system failing last fall, it was determined that based on this information, repairs on the rink must be made before further operation. The City Council did approve the advertisement for bids for removal and replacement of the existing floor and direct Freon system in Rink One at the Community Center. 2. Update on Off-Leash Doi Parks Lambert reported that City staff did prepare an update for the City Council on off-leash dog exercise areas in the City. There are still a number of residents that feel that the hockey rinks don't accommodate large dogs. Jacobus asked if they have found that the users are responsible. Fox said the biggest issue appears to be owners removing the dog's leash prior to going into the rink. The general response is that users think the rinks are great. Crain asked if they have seen much usage of these facilities. Lambert said he did not think they were heavily used. Bierman complimented staff on the signage and suggested that in the future they write out"Dog Off-Leash Area". B. MANAGER OF RECREATION SERVICES 1. Club Eden Prairie Obiazor explained that included in the Commission's agenda was information regarding a promotional marketing idea. Staff has the opportunity to develop a community news insert in the Eden Prairie news on a monthly basis. Staff is seeking input from the Commission on a proposed masthead for the back page of the insert. The front side of the insert will contain City-wide information. Obiazor further explained that staff is suggesting a heading such as "Club Eden Prairie" for the insert. This heading would give residents the impression that every Eden Prairie resident is a member of Club Eden Prairie and that membership enables them the opportunity to partake in the City's programs. Jacobus suggested that they use a heading similar to "Life on the Prairie" such as "Recreation on the Prairie". Bierman said they need a heading that will catch the reader's eye. Seeing the word Club may make a person think that it will cost them PARKS, RECREATION AND NATURAL RESOURCES COMMISSION June 7, 2004 Page 7 money to use the City's facilities. Mackay said he likes the heading with the word Club. It appears that you can be a member of this club but it won't cost you anything. In response to a question from Obiazor, Mackay said he thinks they would only have to explain what the Club is once and that information could then be included on the City's web site. They need something to build a stronger sense of community and he feels that the heading "Club Eden Prairie" is heading in that direction. Barrett said by using the word Club there appears to be exclusiveness and he likes that idea. Grayson asked if this insert would also include information about the Arts program. Obiazor responded that the Arts Focus Group is working on promoting the Arts. Mackay said he feels they need to build a sense of uniqueness by showing that the Parks and Recreation Department has it's own thing and they need to build a sense of community around what they are doing. Crain said he would like to see a name or brand that is carried throughout all of the other pieces. Brill suggested that they look at building on the phrase "on the Prairie". Obiazor explained that this insert would be included in the paper on June 17. Staff is currently working on the July and August issues and staff will continue to develop some identity and will consider the comments made this evening. C. MANAGER OF PARKS AND NATURAL RESOURCES 1. Update on Trail Construction at Pumatory Creek Fox reported that approximately 70 percent of the excess fill is ready for removal and that there is still one bridge that has to be constructed between the Flagship Corporate Offices and Athletic Club. It is anticipated that the majority of the trail system will be paved and restored by October. VII. ADJOURNMENT Motion: Brill moved, Jacobus seconded, to adjourn the meeting. The motion carried 8-0. The meeting was adjourned at 9:25 p.m.