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Parks and Recreation - 03/03/2008 APPROVED MINUTES PARKS, RECREATION,AND NATURAL RESOURCES COMMISSION MONDAY, MARCH 3, 2008 7:00 P.M., CITY CENTER Council Chambers COMMISSION MEMBERS: John Brill, Chair; Geri Napuck, Vice Chair (departed 9:40); Rob Barrett, Tom Bierman, Lee Elliott- Stoering, Jeffrey Gerst, and Ian Mackay STUDENT REPRESENTATIVES: Margaret Krause, Steven Shouts COMMISSION MEMBERS ABSENT: Randy Jacobus and Joan Oko CITY STAFF: Jay Lotthammer, Parks & Recreation Director; Laurie Obiazor, Recreation Services Manager; Wendy Sevenich, Community Center Manager; Leslie Stovring, Environmental Coordinator; Jessica Broveak, Recreation Intern; and Allison Burr, Recording Secretary I. ROLL CALL The meeting was called to order by Chair Brill at 7:05 p.m. Brill welcomed Jessica Broveak, who is interning in the Park and Recreation Department. II. APPROVAL AGENDA Motion: Barrett moved, Bierman seconded, to approve the agenda as published. The motion carried, 7-0. The Commission discussed including a "TBD" area of the agenda so the Commission can follow up on various items mentioned during meetings. Lotthammer said another great place to put items is on the work plan, which consists of things that will at some point make the agenda. III. APPROVAL OF MINUTES - FEBRUARY 4, 2008 Elliott-S toering asked for clarification about the membership enrollment figure of 489 people that is referenced on page 10. Sevenich confirmed 489 is the correct figure. Barrett asked that on page 4, the first paragraph be changed to begin with `Barrett asked if it would be helpful to put something in writing that states." Krause noted that she was absent at February 4 meeting and Laurel Pederson was present. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 3, 2008 Page 2 Motion: Gerst moved, Elliott-Stoering seconded, to approve the February 4, 2008, Parks, Recreation and Natural Resources Commission meeting as amended. The motion carried, 7-0. IV. REPORT OF CITY COUNCIL ACTION OF FEBRUARY 12 Lotthammer reported the second reading of the alcohol ordinance occurred at the Council meeting. The school was contacted by City staff, and they had no objections or comments to the ordinance. The ordinances passed and the policies passed. In the future, once there are approved caterers with a liquor license, alcohol will be allowed to be served as part of events at the Community Center. V. REPORT OF PLANNING COMMISSION Lotthammer indicated Stu Fox reported there were no items that came up before the Planning Commission related to the Parks Commission. VI. PETITIONS, REQUESTS AND COMMUNICATION A. Sports Facilities Committee Meeting Update Napuck reported there was discussion regarding whether the City should have a universal code of conduct among all the associations and how to handle requiring a signature. Most associations felt the bases were covered in terms of a code of conduct,but also felt it would be helpful to have a City code. VII. OLD BUSINESS There was none. VIII. NEW BUSINESS A. Watershed District Overview Stovring provided an overview of Watershed Districts using a PowerPoint presentation. She defined a watershed district for the Commission and described its purpose and function. She discussed the duties of a watershed district. Stovring discussed the unique features of Lower Minnesota River Watershed District. She noted the state's impaired waters list, which includes the Minnesota River and lower Riley Creek. Stovring noted Lower Minnesota River Watershed District hired a district administrator to complete the updated water management plan begun in 1999. This is the first year the City of Eden Prairie has partnered with this Watershed District on erosion stability projects on Riverview Road, the Saunders property, and the PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 3, 2008 Page 3 game preserve property. The Watershed District will provide a fifty-percent cost share, and the City's portion will ultimately be about$100,000. Stovring then overviewed the Nine Mile Creek Watershed District. She indicated a district coordinator was hired about two years ago and he has been charged with completing the water management plan, which should be adopted in March 2008. The next project will be to address the high concentration of chloride in Nine Mile Creek. Stovring discussed the draw-down process of Anderson Lakes, which should kill off the weeds, and then the lake will fill back up naturally. Bierman asked whether there will ever be public access on the lake. Stovring responded no; when it was sold, there was a condition requiring it to remain non- recreational. Stovring concluded with a discussion of Riley-Purgatory-Bluff Creek Watershed District. She highlighted Duck, Mitchell, Rice Marsh, Riley, and Staring Lakes; as well as Riley and Purgatory Creeks. Stovring discussed the carp study being conducted by the University of Minnesota on Riley Lake as well as the various improvements underway at Round Lake. Bierman asked about Neill Lake and Eden Lake. Stovring indicated although neither one of those are within watershed districts. Current projects there are improvements budgeted over the next couple of years on those lakes. Bierman asked whether watershed districts care about the quality of fishing in the lakes. Stovring indicated that the theory is that as the quality of the lake improves, the quality of and habitat for the fish will improve. Barrett asked about the five-member board of managers for watershed districts. Stovring indicated they are selected volunteers from a pool of applicants, and the districts are funded through taxes on the property taxes bill. In response to a question, Stovring commented that the goose collection program is working well. The geese are trapped humanely and the meat is sent to the Minnesota food shelves. She noted she is working on a goose management program and hopes to present that to the Council in a couple of months. Stovring reported the City has a rebate for installing rain sensors on irrigation systems as well as for rain gardens and shoreland restoration. B. Indoor Play Structure Evaluation Sevenich indicated staff would like a recommendation to the Council that a contract be awarded to Midwest Playscapes to install a play structure at the Community Center in the amount of$103,512.50. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 3, 2008 Page 4 Elliott-S toering asked about seating for supervision at the play structure. Sevenich discussed the toddler area of the play structure as well as the viewing area from outside. She noted it is not designed to have large numbers of parents sitting there. The area for the younger children is designed to be parent-interactive. There will be some chairs,but it will not be designed as a lounge area. Lotthammer explained the indoor play structure evaluation summary. Five people discussed the categories and rated them on a scale of 1 through 10. He explained that the RFP set a ceiling of$110,000, rather than the original CIP estimate of $200,000. He noted that Midwest is a well-established company and the Edinborough Park structure has clearly stood up well through the years. Bierman asked for clarification on the matrix as well as the labeling of the documents; he noted the bids were not included in the packet. Motion: Napuck moved, Gerst seconded, to support staff's recommendation to the City Council to award contract to Midwest Playscapes Inc. for the amount of $103,512.50 as the provider and installer of the indoor play structure at the Eden Prairie Community Center. In response to a question from Mackay, Sevenich discussed the fee for the play structure is still under consideration. There will likely be some kind of benefit to those who are members,but the structure will also be open to the public. Sevenich discussed the birthday party packages will be available on May 1, and packages will include the play structure, concessions stands, et cetera. Bierman suggested a friendly amendment that the motion conclude with "based on best value award criteria as established in the RFP." Lotthammer indicated the RFP does state the limit of$110,000. The Commission discussed the data included in the staff report and the terms as explained in the RFP. Amended motion: Napuck offered an amendment that the motion state "to support staff's recommendation to the City Council to award contract to Midwest Playscapes Inc. for the amount of$103,512.50 as the provider and installer of the indoor play structure at the Eden Prairie Community Center based upon staff's analysis of best value." Gerst accepted the amendment. The motion carried, 7-0. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 3, 2008 Page 5 C. Community Center Vending Sevenich asked that the Commission recommend to the City Council to award contract for vending services at the Eden Prairie Community Center to Maverick Vending Services. Bierman asked about the short timeframe in which to receive responses to the RFP. Lotthammer responded in these cases, there is continual contact with the vendors so they had notice the RFP was coming. He noted that both in the case of the play structure and the vendor, no responses were received from the newspaper notification. The response is almost entirely from those directly solicited by the City. Gerst asked who the current vendor is. Lotthammer responded that Midwest Vending is the current vendor. Maverick is a local Eden Prairie company. Sevenich noted Maverick also had a larger array of healthier alternatives in the snack machines. Motion: Gerst moved, Elliott-Stoering seconded, to support staff's recommendation to the City Council to award contract for vending services at the Eden Prairie Community Center to Maverick Vending Services. Bierman suggested that Napuck's prior amendment be added to this motion as well. Amended Motion: Gerst moved, seconded by Elliott-Stoering, to support staff's recommendation to the City Council to award contract for vending services at the Eden Prairie Community Center to Maverick Vending Services, based upon staff's analysis of best value. The motion carried, 7-0. D. Community Center Concessions Supplier Sevenich requested the Commission support staff's recommendation to the City Council to award contract for concession supplier at the Eden Prairie Community Center to Vistar,based upon staff's analysis of best value. In response to a question, Lotthammer explained that in the matrix, the Frequency of Service category is a key component, as some companies have significant delivery charges. Some companies also require a minimum order and charge a fee if that threshold is not met. Elliott-S toering commented on the lack of detail included in the grid. Sevenich noted the process included evaluating the catalogs of food. Sevenich explained this supplier only provides the product, and the Community PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 3, 2008 Page 6 Center does a mark-up and sells it. The supplier is not connected with the business. Gerst noted the RFP asked respondents to indicate what incentives the company will provide to the City. Lotthammer indicated there was no response to that. Krause asked about the change in suppliers. Sevenich explained the contract had expired and they did not score as high as Vistar did in the matrix. Napuck asked how the quality of service and quality of product was determined. Sevenich explained the quality of product is more about the variety and the quality of service also related to frequency of delivery. Some charged a delivery charge no matter the minimum order; so quality of service also looked at those thresholds and their flexibility. Sevenich noted that Bob Lanzi has attended vendor conventions and sampled the foods of the companies who submitted bids. Motion: Brill moved, Bierman seconded, to support staff's recommendation to the City Council to award contract for concession supplier at the Eden Prairie Community Center to Vistar,based upon staff's analysis of best value. The motion carried, 7-0. Gerst stated he attended a father-daughter Sweetheart Dance and he thanked Margaret Krause for being one of the volunteers. IX. REPORTS OF STAFF A. Community Center Manager 1. Community Center Update Sevenich reported the Community Center opened at 5:30 Saturday morning. A hockey tournament was held, and it was a busy day. Staff did a great job. Fourteen memberships were sold that day alone. She indicated there will also be another surge once the childcare area opens again. The membership level is going in the right direction, and the number of daily users is good. B. Parks and Recreation Director 1. Amend Guidelines Relating to Community Center Food Service Lotthammer noted that staff has examined the food component of the guidelines. It has been asked whether someone can bring in homemade food; the current policy does not address that specifically. The Community Center is a different environment than other City facilities and the Council PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 3, 2008 Page 7 directed staff to clarify the policy. Lotthammer explained staff's proposal is to allow Community Center attendees to bring in only pre-packaged or commercially prepared food. There is not enough support staff or electrical outlets to support a variety of crockpots and other items that may be used to heat or cool food. There are also health code issues if people were to try to wash a dish or use utensils from the concession stands. Mackay asked if there is a way to allow someone to bring in homemade cupcakes. Lotthammer stated that is not the recommendation. There are possibly health code violations and possibly less issues with a mess with pre-packaged items. Barrett asked about the enforcement issue. He is not sure what the benefit is of allowing a Subway sandwich rather than a homemade sandwich. Sevenich noted that at her child's daycare, no outside food is allowed since the daycare would be held responsible should there be a problem with the food, rather than the individual. Lotthammer stated most community centers have better support facilities than the Eden Prairie Community Center does. There is limited prep and setup area. The policy also requires that groups of 30 and above have catering. Sevenich stated pre-approval for any food coming in is necessary; otherwise pizza for a hockey team ends up all over the place. Gerst noted that he rented a park shelter this summer and there are certain requirements for that. He would also accept requiring pre-approval for food coming in to the Community Center. Lotthammer stated the primary reason for pre-approval is to avoid someone bringing a gallon of ice cream and requesting to use the Community Center's freezer. Barrett stated he accepts the idea of pre-approval, but he opposes the idea of mandating pre-packaged and commercially prepared food. The Commission discussed the differences between what is allowed at the Senior Center and what is being proposed for the Community Center. Mackay suggested that the pre-approval form indicate there are health restrictions so Community Center users understand the rationale for the rules. Brill noted that of the six metro Community Centers surveyed, five of those PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 3, 2008 Page 8 allow only pre-packaged and commercial prepared. He asked Lotthammer to comment on that. Lotthammer stated there is some assurance that food is properly and safely prepared, though it is still private parties serving to their private guests. He believes that if more communities were surveyed, it would be found a tendency toward requiring commercially prepared food. He stated generally the groups renting the senior center are the only group on site at the time and bring their own food. Sevenich stated that once the window is opened, the customer service can be limited. For example, if anything is allowed, there may not be an extra ice cream scoop available which would upset a birthday party. Elliott-S toering stated she has had birthday parties at establishments that also offer food, and they have allowed her to bring in birthday cakes. Napuck commented if people know there are restrictions on heating or cooling, they will be bring in less outside product. Sevenich stated it is easier to have and implement a policy that is cut-and- dried rather than one that allows exceptions. Barrett stated a number of these issues will still arise, whether it is commercially prepared or homemade. He is not sure what is gained by this policy. He suggested starting with a more open policy, evaluating its implementation, and re-examining it if necessary. Mackay suggested a more accommodating approach to the public until things prompt it otherwise. Lotthammer stated there will be discussion at the Council meeting tomorrow night. He indicated he will present this to the Council tomorrow night and provide synopsis of tonight's discussion. Bierman suggested any contractual arrangement should include language about how the person assumes his own liability and risk. Sevenich noted the birthday party packages are intended to be affordable. Barrett suggested section 3 state: "Small birthday parties (30 people or less), or other similar gathering, with permission of the Community Center Manager, will be permitted to provide outside food and beverage as long as there is no on-site preparation." Sevenich suggested changing the language to read "Community Center staff" rather than manager. The Commission agreed. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 3, 2008 Page 9 Motion: Barrett moved, Elliott-S toering seconded, to support staff's recommendation to the City Council to amend the policy entitled Guidelines for Community Use of Parks and Recreation Facilities, Section XIII, Food Services —to clarify food requirements at the Eden Prairie Community Center, except Section 3, which should be modified to read: Small birthday parties (30 people or less), or other similar gathering, with permission of the Community Center staff, will be permitted to provide food and beverage as long as there is no on-site preparation." The motion carried, 7-0. Bierman suggested the language in the XIII/Food Service section be tidied up to read "food or beverages may not be sold without permission from Director of Parks and Recreation or staff." Bierman asked about the statement under section XIII/Food Services that indicates "where available, kitchens may not be used for commercial use (fundraising)." Lotthammer stated that policy has been clear and there have been no problems thus far. Bierman asked about the City's liability in the case of any accidents related to alcohol consumed at a City facility. Lotthammer explained the City's ordinance. The Commission asked Lotthammer to have the City Attorney review the ordinances related to alcohol and report back to the Commission. 2. Art Center Update Lotthammer reported the art center proposal is progressing along with the Arts and Cultural Commission. The Commission has met on the Sampson property except for one meeting at the architect's office. The last meeting will be April 8, and April 15 will be the presentation to the Council. Napuck departed at 9:40 p.m. Lotthammer stated the Arts and Cultural Commission will highly recommend the Council accept a proposal regarding the long-term operations and cost of the art center. 3. Recyclins!in the Parks Lotthammer highlighted the memo from Stu Fox which recounts some of the City's previous efforts at recycling. Some of the issues in the past have been the contamination issue as well as the pick-up issue. He noted there appear to be people out there who pick up the cans and recycle on their PARKS, RECREATION AND NATURAL RESOURCES COMMISSION March 3, 2008 Page 10 own. 4. 2008 Work Plan Lotthammer noted the updated 2008 work plan. C. Recreation Services Manager 1. Winter Recreation Program Review Obiazor provided an overview of the participation in the City's winter programming during the winter months. She noted three new warming houses opened this year. She highlighted the preschool and youth programs, therapeutic recreation, senior and adult programs, as well as programs at the Outdoor Center. She briefly discussed the Community Center's open house in January as well as the phases of the facility opening through May 1. Obiazor highlighted the fitness classes, swimming lessons, and park facilities rentals this winter. She reported on the cash donations as well as in-kind donations for 2007. D. Parks and Natural Resources Manager X. NEXT MEETING Lotthammer indicated the Council will announce membership on all City Commissions at tomorrow night's meeting. Brill thanked the Parks Commission for the opportunity to serve as chair the last two years. He believes the Commission has exceeded the expectations of the Council. He looks forward to serving as a Commission member for one more year, though not in the role of chair. The Commission thanked Brill for his leadership on the Commission the past two years. Next PRNR meeting: Monday, April 7. XI. ADJOURMENT Motion: Barrett moved, Gerst seconded, to adjourn the meeting at 10 p.m. The motion passed, 6-0. The meeting was adjourned at 10:00 p.m.