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Parks and Recreation - 01/07/2008 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY,JANUARY 7, 2008 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-Stoering, Jeffrey Gerst(left at 8:25 p.m.), Randy Jacobus (left at 8:25 p.m.), Ian Mackay and Joan Oko COMMISSION MEMBERS ABSENT: None STUDENT REPRESENTATIVES: Margaret Krause, Laurel Pederson and Steven Shouts COMMISSION STAFF PRESENT: Jay Lotthammer, Parks and Recreation Director; Laurie Obiazor, Recreation Services Manager; Stu Fox, Parks and Natural Resources Manager; Wendy Sevenich, Community Center Manager; Nicole White, Therapeutic Recreation Coordinator; 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. Brill introduced Laurel Pederson, the new student representative on the Commission. II. APPROVAL OF AGENDA Napuck asked that Birch Island Park Removal of Trees be added under VIIL New Business. Oko said she would like to present an update on Bryant Lake Dog Park and discuss a liaison to the Three-Rivers Park District. Bierman said he would like to share some thoughts he has on Commission action during 2008 and this could be included under Commissioner Update after Reports of Staff. Motion: Barrett moved, seconded by Oko, to approve the agenda as amended. The motion carried, 9-0. III. APPROVAL OF MINUTES —December 3, 2007 Elliott-S toering asked that the minutes reflect Community Center membership numbers and suggested that the sentence "The average membership number is 450"be added to the last sentence of the third paragraph of Page 6. She also asked that the first sentence of the second paragraph on Page 3 be amended to read "Elliot-S toering said that in pricing the membership PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES January 7, 2008 Page 2 fees, there appeared to be a concerted effort to exclude more people based on the significant increase for families from$265 to $924." Gerst stated that during discussion of fees,his intention was for the Commission to review all matters and asked that the word "not"be omitted from the fourth sentence of the fourth paragraph on Page 8. Bierman asked that a new paragraph be started before the fourth sentence of the second paragraph on Page 9. Bierman also asked that a list be developed that captures the things the Commission asks to be presented at a future date. For example, when he went through the December 3 minutes he found approximately 11 items that were to be brought up at a future meeting or needed an opinion. Bierman asked that those items be documented somewhere so that they are not forgotten. He recommended that they have an action log as part of their minutes as to what needs to be seen in the future. Lotthammer responded that as they review the Commission's work plan they will see some of those things added. Motion: Elliott-Stoering moved, Bierman seconded, to approve the December 3, 2007, Parks, Recreation and Natural Resources Commission meeting minutes as amended. The motion carried, 8-0-1 with Brill abstaining because of absence from that meeting. IV. REPORT OF CITY COUNCIL ACTION—December 3 and December 18, 2007 Lotthammer reported that the City Council did pass the fee resolution at the December 3 meeting. He explained that the fees drive revenue and revenue offsets some of the tax dollars into the Recreation Program. Because of the way the budget is developed, fees are considered in June. Staff is recommending that the process be changed so that the fee schedule would come before this Commission in June. Their fees are also published in their brochures prior to Council approval. This new timeline would allow them to get approval prior to publishing the brochures. This new schedule will be started in 2008. Elliott-S toering pointed out that fees were not published in the last brochure. By setting them in June this would also allow for families to budget accordingly. Lotthammer also reported that the Council was presented with an information only item, which was the ACI Cash Value Program at the Senior Center. He explained that the ACI Cash Value Program allows cardholders to receive a cash back reward when using participating businesses. A cash back reward is also contributed back to the non-profit that promotes the program. The Senior Center would only be a promoter of the card and recipient of the proceeds. All proceeds would be placed in a City of Eden Prairie account and be used to offset operating expenses. The Council also approved the Passport to Fun Fee Assistance Program as recommended by the Commission. V. REPORT OF PLANNING COMMISSION Fox reported that there was one meeting in December and there were no items considered that would impact parks and natural resources. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES January 7, 2008 Page 3 Barrett asked for the status of the cellular tower at Riley Lake Park. Fox stated that this item would be before the Planning Commission for consideration at their next meeting. VI. PETITIONS, REQUESTS AND COMMUNICATION A. THERAPEUTIC RECREATION—NICOLE WHITE White presented an overview of the Therapeutic Recreation Service Area. Elliott-Stoering stated that Eden Prairie continues to standout with this program because of the variety of offerings and because of the staff's capabilities and skills. They have a stellar reputation for the western suburbs. Brill asked how much they work with Community Education in the two Eden Prairie school districts. White responded that this program does not necessarily have an educational aspect. Eden Prairie is part of the Cooperative Programming for individuals 18 plus and that gives them the opportunity to do unlimited programming. Their partnerships and relationships are always positive. B. BIRCH ISLAND PARK TREE REMOVAL Napuck said she had been contacted by neighbors that live in the Birch Island Park area asking about the number of trees being removed from that park. She said she had walked through the area and also noticed that there were a great number of trees removed. Napuck said she had sent staff an e-mail requesting an update. She was told that the trees were being removed as part of the restoration project of Birch Island Lake. Fox explained that there are three projects being done by the Nine Mile Creek Watershed District for water quality improvements. These projects are part of an overall water quality plan to improve water quality at Birch Island, Bryant and Anderson Lakes. This process was started in 2004 and a series of public hearings were held at that time. Fox further explained that the Watershed District is attempting to raise the water level by increasing the amount of water flowing into that area and the quality of the water going in there. This requires the expansion of a storm water utility pond and will involve the removal of vegetative growth. Fox stated that there is also a reclamation project which includes the installation of a series of drain tiles for capturing the water and piping it into Birch Island Lake. The third phase of this project is bike trail construction. When this project was started they had to remove trees because of a side slope. In order for the trail to meet both City and State guidelines they had to cut into the side of the hill. Fox pointed out that the City does not have control of this project and something did go wrong with the Birch Island portion of the project. The engineer did not oversee the project in the tree clearing area. The contractor went outside of the construction area bounds. City staff has had subsequent meetings with the engineer and the contractor. There will be some restoration necessary and the city will ask for some tree planting and mitigation. The city has had a long history with the engineering firm and they have always done first class work. In this case, they did not. The construction firm is well aware that the city will be seeking some compensation and restoration of this project. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES January 7, 2008 Page 4 Napuck asked how far outside of the construction limits did the contractor go. It appears that trees were clear-cut. Fox responded that there was a lot of clearing that occurred because of the piping system. The contractor also traveled on some new trails with skidding equipment and had gone into a grassy area of the park and scalped that area. This will also have to be restored. Napuck asked what the restoration will be and how that is decided. She asked how they would be able to bring back trees of the size removed. Napuck said it is difficult for her to grasp what was necessary and what was outside of the construction limits. Fox said that from an initial look there does appear to be significant tree loss. They did remove two large oak trees that were 50 percent rotten. Some of the other brush removed was buckthorn and smaller species. Staff will have to do a detailed inventory and develop a perspective. The original plans and specifications did show where the larger trees were located. Fox said they will work out a plan. At this time, they have only put the contractor on notice. Napuck asked what could have been done differently to avoid this from happening. She understands that it is not a city project but someone has to be looking out for these things. Napuck explained that a similar situation happened at Camp Edenwood to some extent. She said the engineering firm should have been at Birch Island. This is not something that happened in one day. It was a process and if it had been scrutinized it could have been stopped. Fox responded that mistakes were made. Staff took the same steps that they have taken in the past. They deal with contractors on a regular basis and they have worked with this engineer for 20 years and have never had this type of thing happen. Fox explained that Camp Edenwood was not a city project but was on city property. There are only so many sets of eyes to look at these projects. Oko said she is somewhat concerned that this is the second time since she has been on the Commission that a company has gone onto City property and the Parks Department does not seem to be cognizant of what is going on. This also occurred at Starring Lake. Oko said she wants to reinforce that the Parks Department is entrusted with the parks in Eden Prairie and she is concerned that twice in seven months trees have been removed. She understands these projects are done separate or with a cooperative agreement but when trees are removed she would like to see the Parks Department do something more proactive in terms of construction sites to make sure that things are in order before trees are removed. Oko pointed out that there have been a huge block of trees removed and the Parks Department should have been more involved. She believes the Parks Department has to come up with something proactive. Barrett asked what the hierarchy is on projects like this one. He said he does not remember hearing about this project and he does not remember discussing it. He asked if the Watershed District trumps the city and can do whatever they want no matter how it affects the parks. Fox explained that the Watershed District is charged with improving water quality of area lakes and streams. They will look at what they want to do for a project and bring that to the affected city's engineering department. They did come to city staff with this project indicating that people wanted Birch Island Lake back. Barrett asked how the Commission could not be aware of such a large project. Fox responded that there were a series of public hearings held by the Watershed District. This was not a city project and is taking place in three different areas of the city. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES January 7, 2008 Page 5 Elliott-S toering pointed out that the initiation piece occurred in 2004 and a lot of time has passed since then. The people that lived there at that time probably don't live by Birch Island Park any longer. She also stated that there is so much construction occurring in this area with the parking lot and trails people may perceive this as a city project, which was not the case. Staff works very hard to have citizen input for parking lots and trails and this particular project still comes across negatively and this is very unfortunate. Brill said everyone is disappointed with what happened and this Commission wants to be involved in future projects that involve parks and tree loss. For example, the Pioneer Trail project will more than likely result in tree loss. Brill said staff should work with the contractor for restitution because of what happened at Birch Island Park. Napuck said Fox was very responsive in checking things out when she contacted him. There were some lapses but it really is about the fix. There is a lot of construction going on in Birch Island Park and it did appear to be part of the path. It would be nice in the future to have the opportunity to review other projects in the parks and what the tree impact would be and to be able to comment on that plan. Fox said he would include in the Commission's next agenda material a small set of plans so that they can see the scope of the plans for the Birch Island Park project. He would also mark where the contractor went outside of the construction limits. VII. OLD BUSINESS VIII. NEW BUSINESS A. PARK BOND REFERENDUM FUNDING UPDATE Lotthammer explained that included with the Commission's agenda material were spreadsheets showing funds expended and the balance of those funds for the various referendum projects. He also explained the process for expending those funds. Lotthammer reviewed with the Commission the expenditures and ending balances of the various projects. Barrett asked if the construction manager hired for the Community Center project has been helpful. Lotthammer explained that in his opinion those unexpected items that came up would have been worse had they not had the construction manager. Many of the issues were handled out in the field in a timely manner. Without the construction manager, additional funds would have to have been expended for consulting time. Brill said it appears that they are ahead of budget and the numbers indicate that they should be within $10 million. Lotthammer responded that they are very close at the Community Center and may go a little over budget and right now they are pushing the contingency. Brill asked if they are under budget, what would happen with those funds. Fox explained that the $10 million is not all bond referendum money. The referendum was for$6.65 million and anything above and beyond that was from other sources including cash park fees and park PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES January 7, 2008 Page 6 improvement funds. If they do come in under budget, they would need to determine where the money came in under. Bierman said he would like to see the estimated cost and estimated time to complete the projects. For the parks referendum they see a variance of$1.6 million but there is no estimated cost or time to complete. He said this is information he would like to see. Fox explained that he can go back to the various billings and pull this information out. When they bid the projects out they bid the park improvements as one project and have one contractor. This project is 60 to 90 percent complete. Bierman said he has a feeling they are doing a good job but the information provided to them does not tell him that. Bierman said he would like additional information that would tell them where they are going into 2008. This information should show them if additional money will be needed. He said he is looking for the bottom number. Fox asked if Bierman is asking staff to expand the information based on the life of the project and how much more money they anticipate spending versus the balance in that fund. Bierman suggested that a column be added to staff's report after the variance column showing the estimated cost to complete the project and by what date the project would be completed. Fox explained that the projects he has been overseeing will come in or slightly below budget. B. THREE-RIVERS PARK UPDATE Oko presented an update on the dog park located at Bryant Lake. She has been observing the use of the small dog park and feels that winter is traditionally where you don't get a lot of small dog park usage. The large dog park has had heavy usage. Three-Rivers Park District has been monitoring the park on a daily basis and the park's permit and usage has been strictly enforced. Oko said they are also monitoring parking since there are only about 25 parking spots available. The neighborhood also seems to be using the park and love it. Oko said she also asked staff if they have a liaison with the Three-Rivers Park District to see what they are doing. Lotthammer explained that they do not. Three-Rivers has an elected Board and they do have some subcommittees of that Board. Lotthammer said he is not aware of an advisory board but this is something he will check into. IX. REPORTS OF STAFF A. PARKS AND RECREATION DIRECTOR 1. Parks and Recreation Organization Chart Lotthammer reviewed with the Commission the Parks and Recreation Department organizational chart explaining that previously the Community Center Manager was under the Recreation Services Manager and is now a separate Division in the Department. This change was partly in reaction to the growth of the Community Center. 2. 2008 Work Plan PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES January 7, 2008 Page 7 Lotthammer reported that a copy of the Commission's work plan was included in their agenda material. The Commission's next meeting will be held at the Outdoor Center and in June staff will present an update on the Community Center including membership enrollment. 3. Commission Terms Lotthammer explained that Elliot-Stoering and Napuck's terms on the Commission will end on March 31, 2008. Should they want to be reappointed to the Commission they have to make a formal request by February 6. B. RECREATION SERVICES MANAGER 1. Registration Policies and Procedures Obiazor reviewed with the Commission the registration policies and procedures and explained that the Commission is not being asked to take any formal action. She explained the proposed changes they are looking to implement for their spring/summer brochure. Elliott-S toering said that in the past different programs had different procedures for when a particular program was cancelled. Obiazor said they do have a formal policy for cancellations and they do have the right to postpone or combine programs. Typically they give a credit voucher to the participant or extend the class one more session should a class be cancelled. Elliott-S toering said she is looking for some type of consistency. Obiazor said in some situations they are able to extend the program and sometimes they are unable to do that. In those situations, they would credit the participant's account. Obiazor indicated that she would check into the discrepancies. 2. Fall Recreation Program Review Obiazor reviewed with the Commission the fall 2007 Recreation Programs. Brill asked if neighborhood park buildings are available for rental. Fox responded that they are. Brill said Obiazor talked about providing new programs. He asked if they will be able to keep the programs fresh in light of the 2008 budget cuts. Obiazor responded that they will by having new programming at the Community Center and with the opportunity to expand programs. Staff has had brainstorming sessions to come up with unique and new community events. They are consistently looking at what they offer and try to find the best value for the money. Barrett asked where the Parks Department budget ended up with the proposed budget cuts. Lotthammer said they ended up better than they thought in 2008 and for 2009. Staff is still working on the final numbers. Obiazor explained that the City Council approved a $42,000 reduction in 2008. Staff is looking to spread the reduction across the board with all recreation programs and to increase revenue by raising fees. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES January 7, 2008 Page 8 FYI: Passport to Fun Fee Assistance pamphlet FYI: Rock on Ice FYI: Father and Daughter Sweetheart Dance FYI: Jake's Women C. PARKS AND NATURAL RESOURCES MANAGER D. COMMUNITY CENTER MANAGER Sevenich reported that as of 2 p.m. January 7, they processed 303 memberships including transfers, employees and new memberships. She also explained that the facility brochure was included in the Commission's agenda material. Sevenich said that on January 26 they will be having an open house for people to use the open gym, open swim and open skate for$1. They will also have information available for programming and will allow people to tour the facility. Bierman asked how many members they hope to sign up. Sevenich responded that they would like to be billing in the high 400 range by April 1. FYI: Community Center pamphlet FYI: Community Center Open House E. COMMISSIONER UPDATES Bierman said he would like to take a few minutes to reflect on what they as a Commission have accomplished in the past and for the work done by the people here on the referendum. He asked what their legacy will be in 2008 and if they should take on a particular task or wait for people to bring them issues. Should they try to be more proactive? He said they have heard a lot of things and he was wondering if they could do more. For example, the City was trying to purchase some property at Riley Lake Park and he questioned if they should take that on. In hearing about the removal of trees at Birch Island Park he thought they might want to work closer with the Three Rivers Park District. Bierman asked if this Commission wants to leave a legacy and he suggested that they think of something and become more proactive. What can this Commission do in 2008 to make a difference? He suggested that they consider having a workshop and brainstorm ideas. They may decide that they want to stay status quo or they may want to get behind something. The Commission may also want to work with MAC to move forward with the Flying Cloud ball fields. Bierman said he would like to work closer with the City Council in 2008 and to have a workshop with them. Also, they hear about various projects before the Planning Commission and what developers are proposing and when it comes to parks are they asking the right questions. They also hear about people encroaching on public lands and they were told that there would be a person that would go around finding out how much encroachment has occurred and is now an issue. They need a way to control this at the developer's level. Bierman said these are all things to think about. He said he was interested in the Commission member's thoughts and asked that they think about this and maybe they could have a brainstorming session or they may just want to drop it. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES January 7, 2008 Page 9 Fox reported that the two parcels at Riley Lake Park will soon be City owned parcels. Because of City owned land being taken for Pioneer Trail improvements and that land having to be replaced in terms of value, the County is starting condemnation procedures on those two parcels. The County is acting on behalf of the City and they anticipate that they will end up with both parcels. Napuck appreciated Bierman's comments and the thought he has put into this. She said she did not know if she could respond to his comments this evening but feels it is worth some thought and further discussion. Barrett asked if there is any way this Commission can attend meetings with MAC with regard to the Flying Cloud ball fields. Fox responded that the process or resolution regarding the fields is well within reach. There are some certain conditions that were part of the whole agreement and MAC is working to implement those and once that is done, they should be able to move forward. They are potentially looking at everything being accomplished in the summer or fall of 2008. Elliott-S toering said that earlier Bierman had referred to developing a tickler file on things that are discussed at their meetings that need to be followed up on. She said she feels that is a valid point and is something they should discuss and look at. Brill said that as they think about the things mentioned this evening, they need to put into perspective their Purpose Statement and they should review that as well. Are they serving the purpose they want to serve? There are people who have been on this Commission for years and every one of them has left a legacy and they need to look at how they can continue this and make it stronger. Obiazor asked that Fox give the Commission an update on the status of the Flying Cloud ball fields at their May 5 meeting. She also asked that when the Commission does their tour in July rather than just look at new things they look at anything that is proposed by third parties such as the Nine Mile Creek Watershed District including Pioneer Trail. X. NEXT MEETING The next regular meeting of the Commission is scheduled for Monday, February 4, 2008 at 7:00 p.m. at the Outdoor Center. X. ADJOURNMENT Motion: Barrett moved, Bierman seconded, to adjourn the meeting. The motion carried 7-0. The meeting was adjourned at 9:45 p.m.