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Parks and Recreation - 04/07/2008 APPROVED MINUTES PARKS, RECREATION,AND NATURAL RESOURCES COMMISSION MONDAY,APRIL 7, 2008 7:00 P.M., CITY CENTER Council Chambers COMMISSION MEMBERS: Geri Napuck, Chair; John Brill, Vice Chair; Rob Barrett (arrived 8:06 p.m.), Tom Bierman, Lee Elliott-S toering, Jeffrey Gerst, Ian Mackay, Joan Oko COMMISSION MEMBERS ABSENT: Randy Jacobus STUDENT REPRESENTATIVES: Margaret Krause, Laurel Pederson, Steven Shouts CITY STAFF: Jay Lotthammer, Parks & Recreation Director; Laurie Obiazor, Recreation Services Manager; Wendy Sevenich, Community Center Manager; and Allison Burr, Recording Secretary I. ROLL CALL The meeting was called to order by Chair Napuck at 7:01 p.m. II. APPROVAL AGENDA Lotthammer added three items to the agenda: an update on the a dog park improvement and a Pioneer Trail update under the Parks and Natural Resources manager section; and Section E, Reports of Commission. Bierman asked for an update on the Eden Prairie guide plan and the role of Commission in that. Motion: Brill moved, Gerst seconded, to approve the agenda as amended. The motion carried, 7-0. III. APPROVAL OF MINUTES —MARCH 3, 2008 Motion: Gerst moved, Brill seconded, to approve the minutes as published. Bierman expressed concern about the portion of the minutes regarding the criteria used during the indoor play structure selection process. The record should include more selection process data such as the matrix in the original staff report. As published, the minutes do not show any quantifiable data to support the approval of the park equipment. He indicated the City should have its records clarified and tidied up should there be any questions in the future. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION April 7, 2008 Page 2 Lotthammer explained the City's policy and guidelines regarding the preparation of meeting minutes as per the the City Attorney. He noted the minutes are to be a summary of what happened at the meeting and are not to provide verbatim detail. He indicated that he did insert Bierman's previous email into the record, and also that the tables in the original staff report are also included in the packet for the Council. The packet is sent to the Council prior to Council meetings, and the Commission's meeting minutes are forwarded to the Council once approved. Bierman stated he supports the best value technique and believes it is critical to put forward the criteria considered by the staff in order to protect the City. Elliott-S toering stated there was discussion regarding cost and information service and best value and what that means at the previous Commission meeting. Brill expressed concern about the purpose of the Commission and who it is here to serve. He noted it is not a legislative body and is not elected by anybody. He does not want the Commission mired in the details as opposed to looking on bigger-picture items. If there is a need for a better process for how bids are put together, then that process should be considered separately. Bierman stated it is difficult to approve or agree with the staff's decision when all the data is not presented. Lotthammer stated the prior food service selection did not go through the quantitative analysis done this time around. He noted the City Attorney has indicated that particularly in the subjective areas of the selection process, the staff report included more information than was required or needed. Bierman asked that more information be presented for the Commission and for the records; otherwise, it should not be brought forward to the Commission for consideration. Napuck commented that issue points to the ongoing discussion regarding the role of the Commission. The motion carried, 4-2 (Elliott-Stoering, Bierman opposed; Oko abstained due to absence). IV. REPORT OF CITY COUNCIL ACTION OF FEBRUARY 12 Lotthammer reported all the recommendations were brought to the Council and all were approved. The play structure contract is being signed; the vendor and concession suppliers contracts expire in April, so those processes are in transition. The food service amendment was also adopted as recommended by the Parks Commission. He noted the Mayor also provided an update regarding the observatory and some misperceptions among the public. The Mayor noted that the observatory is something still under consideration; estimates and PARKS, RECREATION AND NATURAL RESOURCES COMMISSION April 7, 2008 Page 3 drawings are being obtained, and eventually it will be brought back before the Council for consideration. He noted a couple of people have expressed interest in donating to the project as well. V. REPORT OF PLANNING COMMISSION A. Camp Eden Wood Master Plan Fox stated the Camp Eden Wood Master Plan passed by a 9-0 vote. The Commission looked at the Eden Prairie Marketplace and approved a small retail center at that site. B. Update to the Eden Prairie Guide Plan Bierman asked how parks may be impacted by the updated guide plan and inquired what the role of the Commission may be able to play in this updating process. Currently, it appears as though the Parks Commission may be excluded from the process. Lotthammer reported that the City and Met Council requires all cities to go through this update process. There is a section on open space in the comp plan. However, at this stage of Eden Prairie's development, that section mostly focuses on updating demographics. He noted the Planning Commission hosted public meetings,but it is not something the public comments on very much. He indicated he will distribute that information to the Parks Commission prior to next month's meeting. VI. PETITIONS, REQUESTS AND COMMUNICATION VII. OLD BUSINESS A. Camp Eden Wood Master Plan Update/Presentation Lotthammer reported staff has worked with Brauer& Associates on the preparation of this master plan. A number of other organizations have been of assistance in the process, including Friendship Ventures, Friends of Birch Island Woods, Lions Club, and groups that are interested in helping Friendship Ventures in the future. The plan has been presented to the Planning Commission and will be presented to the Heritage Preservation Commission and then the City Council. One of the goals was to have the master plan prepared in order to gain funding from the State this legislative session,but now that that does not appear hopeful. However, the feedback continually received is to continue with the awareness campaign. The project could move forward on a piecemeal basis even if it does not receive significant funding. He noted staff has also begun the process to ask for federal funding. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION April 7, 2008 Page 4 George Watson, Brauer& Associates, provided an overview of the needs of the site and goals of the master plan. Some of the needs highlighted included the need for additional housing, expanded area for Venture Travel, updated space needed for the health center, and need to preserve the historic setting. Watson discussed the proposed improvements for site access, and discussed methods to improve and maintain quality stormwater runoff, and the need to eliminate underwater vegetation. He discussed improving the trails, paving the trails to 6 feet. There is also a desire to create public access from east to west without interfering with camp activities. Chuck Liddy, architect with Miller Dunwiddie, discussed the rationale behind the proposed expansion of the new buildings. He discussed the requirements for building improvements on historic structures. Napuck indicated the plan is very impressive. Brill asked about some of the short-term projects that can happen if a piecemeal approach must be taken. Watson indicated it will be easier to fund the smaller buildings. Another key component will be restoring the vegetation, which can be done through volunteers and other ways. The site access should also be looked at. Oko asked about the trail running north. Mr. Watson stated this will be an environmental trail with a fairly narrow boardwalk. Oko asked whether the aggregate surface roads will accommodate emergency vehicles and supply vehicles. Mr. Watson responded affirmatively, noting it will also be used for drop-off. Elliott-S toering asked how the priorities will be determined if a piecemeal approach is taken. Lotthammer responded funding is a key part of this. One challenge Friendship Venture faces is they do need to use the buildings, so there has to be a quick-turnaround. It would be hard to replace the buildings on a piecemeal basis without capturing a large amount of funding. He agreed that vegetation and site access could be done piecemeal. Friendship Ventures will drive the process, and the City will help them through the regulatory process and would assist in seeking funding. Mackay asked where access improvements costs would be included. Lotthammer noted it was included in the $300,000 for the parking costs. Mackay asked about the building costs of$4.8 million. Lotthammer noted that encompasses demolition and reconstruction. Liddy indicated these four-season buildings are completely accessible; one of the buildings PARKS, RECREATION AND NATURAL RESOURCES COMMISSION April 7, 2008 Page 5 would have a basement where health services will be located. That is the real cost for replacing 66 beds on an extremely difficult site to build on. Liddy stated the costs also include rehabilitation of some other buildings. Mackay asked if the construction costs will change significantly if funding is not seen until 2010. Liddy responded the general rule of thumb is 5 percent a year for construction inflation. Lotthammer stated the master plan will continue to be used as a mechanism to obtain future funding. Bierman commended the collaborative efforts on this project. VIII. NEW BUSINESS There is none. IX. REPORTS OF STAFF A. Recreation Services Manager 1. Art Center Update (verbal) Obiazor reported on April 15, the proposal for a public art center will be presented to the Council. She provided a timeline for the research and evaluation process that has occurred on the proposed art center since January 2008. Barrett arrived at 8:06 p.m. Obiazor discussed the layout of the facility and the potential uses of each area. She commented on the possible programming uses for the site in both the school year and in the summer that ranges from preschool age to seniors. She noted a 30-hour per week position will be asked for to manage the center and coordinate programs. She discussed the fee structure and a possible membership program will be considered. Possible fundraising and grants have already been considered. The facility could be open by January 2009, if approved by the Council on April 15. Brill expressed support for this process. He asked about the operating budget and start-up costs. Lotthammer stated the funding for the capital costs have not been identified; he will be meeting with the City Manager tomorrow. The goal will be to have it part of the general operating budget in 2009. That will be contemplated by the Council. The goal is to give the Council a financial picture for the next three years. Barrett asked why this Commission was not involved in the research PARKS, RECREATION AND NATURAL RESOURCES COMMISSION April 7, 2008 Page 6 process up to this point. Obiazor responded the Council directed the Arts & Cultural Commission to lead this process, as the arts have been their specific purview. If it art center is approved, then in the future updates will be provided to this Commission regularly. Mackay asked if there is an exit possibility if it turns out after five years the art center is not financially feasible for the City. Lotthammer responded the proposed resolution does include the stipulation that City will endeavor for the first seven years to use it as an art center. However, it is pretty flexible and allows the Council the ability to sell it or use it for something other than an art center, or use the proceeds of a future sale to build a larger art center. Bierman asked if retail will be included. Obiazor stated that may be a component at some point,but there will be limited space and staff initially. There may be the possibility of an artist renting space and having an open house to sell their work; if it is done, it will be more of a temporary display. Oko commented the art center is a great idea,but she feels uncomfortable now knowing how much this is going to cost the City. The Commission does not have enough information to comment on it. She knows the community as a whole, with the economy the way it is, is concerned about the financial impact on the City. She believes there should have been more press in the community and more input from the community, and there may be a lot of negative backlash from the community. Oko stated she would have liked to have seen something published in the two local newspapers about the start-up and operating costs, with details on programming. She believes citizens were upset about the community center because they did not realize the building would not pay for itself, although the programs will pay for themselves. She believes the City should tell the citizens up front the exact cost and possible other offset budget cuts. Obiazor noted the art center meetings were open to the public. She noted that the City has considered an art center in the past, and the arts rated extremely high on the recent citizen satisfaction survey completed. She believes the report includes good information, data, and financial figures, and she encouraged Commissioners to attend the Council meeting on April 15. Lotthammer stated the financial figures are not public numbers at this point and are being reviewed by architects and others. The Council asked for an operating plan to help them make a decision regarding whether to accept the gift. He noted there has been some urgency in the process, as the donor family does not want to wait for an extended period of time. The Council may want to take some time to make a decision or may ask staff to go back PARKS, RECREATION AND NATURAL RESOURCES COMMISSION April 7, 2008 Page 7 and relook at certain options. Lotthammer stated the staff has received a good number of public comments on this project, and information has appeared in both local newspapers. He is not aware of any negative articles or commentary appearing in the paper. Barrett commented that he believes the public will react negatively if the financial numbers are released on April 14 and the Council votes on them April 15, as there is not time for the public to consider and react. Napuck stated she would be greatly surprised if there is not a thorough discussion of the financial aspects of the proposed art center. She believes the timeline was short because of some consideration for the family's decision. B. Community Center Manager 1. Childcare Area Update (verbal) Sevenich reported the childcare section will be ready in mid-May, and the play structure will be ready by July 1. Childcare will be a fee-based facility and will be for members only, though it will not be included as an amenity of membership. The cost will be $4 up to two hours to cover staffing costs of the facility. Oko asked if parents are required to stay on the property during the childcare. Sevenich responded parents must stay on the property as required by law. Mackay asked why it will not be available to nonmembers. Sevenich responded it would be more difficult to control the business structure; the childcare facility is also not that big. In response to a question from Brill, Sevenich reported there are over 800 memberships now. The new member base is 60 percent and 40 percent are transfers. She stated at least 30 percent of members are on an insurance reimbursement plan. She noted there are over 100 senior silver sneaker participants. The daily users and gym users are also doing well. Elliott-S toering asked about family memberships. Sevenich responded about 30 percent are family memberships. Bierman stated the marketing strategy is working well with the visibility in the newspaper. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION April 7, 2008 Page 8 C. Parks and Natural Resources Manager 1. Red Rock Lake Park Play Structure Fox asked for a recommendation from the Commission to the Council to award a contract for the play structure. He noted as part of this process, staff asked for the most innovative equipment available. A neighborhood meeting was held to obtain input from those neighbors. All vendors had to bid $35,000 and bring their best product. Elliott-S toering commented this is a fabulous approach to involving neighbors in a neighborhood park. Fox stated there will be some site work done by the City prior to the installation of the new equipment. Motion: Gerst moved, Barrett seconded, to recommend the City Council award the contract for playground equipment at Red Rock Lake Park to Clearwater Recreation LLC in the amount of$35,000. Bierman asked whether the City has awarded to Clearwater previously. Fox noted this is the second playground area Clearwater has installed play equipment for the City. The motion carried, 8-0. 2. Polar Plume Update (verbal) Fox reported this was a big success raising money for Special Olympics, and plans are already being made for next year 3. Doi Park Improvement Update Fox stated some of the amenities have been ordered and will be delivered to the site once the snow is gone. He noted the trees at Flying Cloud will be planted on the north side when the weather improves. Barrett asked how close the parks are to completion. Fox responded they are 85 percent complete. Oko asked about the use of the new baseball park near the community center. Fox stated first usage will be at the commemoration game which is early August, and that will depend on the seed growing. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION April 7, 2008 Page 9 Oko asked whether the building will be painted to cover the graffiti. Fox indicated he will follow up on that as part of the signed agreement. 4. Pioneer Trail Update Fox stated the environmental and historic evaluation are underway, as well as the federal and state reviews. The sunset date for$3.5 million in funding is the end of September if all the organizations do not issue their approval prior to then. It is a partnership project between the City and the County. Trees are being moved due to accommodate relocated power lines. Parkland was acquired for road right-of-way, and that parkland will be replaced on a value-for-value basis. D. Parks and Recreation Director 1. Liquor Liability Update Lotthammer reported the City's legal department is comfortable with the City's current liquor policy as it relates to liability from a risk management perspective. 2. Conservation Commission Work Plan/Role Lotthammer noted there is a little bit of overlap between the Conservation and Parks Commission. However, their work plan tends to focus more on energy conservation and on indoor issues rather than on the outdoor, natural resources side of things. Gerst asked whether recycling would fall under their purview or the Parks Commission purview. Lotthammer indicated that is under consideration by staff right now. The Commission discussed the role and any possible overlap between the Conservation and Parks Commission. Fox commented on the differing roles between himself and Leslie Stovring, the environmental coordinator. Fox stated he works with Stovring on goose management;he discussed how the concept of walkable communities can overlap among a number of commissions. 3. Commission Training Re-Cap (verbal) Lotthammer stated he attended the training with Elliott-Stoering and Napuck. One emphasis was on the open meeting laws; it is important not to email all the Commission members regarding Commission issues because it constitutes a quorum. This also applies to gatherings other than the PARKS, RECREATION AND NATURAL RESOURCES COMMISSION April 7, 2008 Page 10 Commission meeting. 4. 2008 Work Plan Lotthammer noted the work plan in the packet. E. Reports of Commission 1. Three Rivers Doi Park Update Oko stated there is a significant drainage problem, and the Three Rivers Park District has been in to fence it off. Engineers are continuing to work on drainage issues. There has been an overabundance of usage at the dog park, and the Three Rivers Park District is exceptionally pleased by the use. X. NEXT MEETING Next PRNR meeting: Monday, May 5. XI. ADJOURMENT Motion: Barrett moved, Oko seconded, to adjourn the meeting at 9:41 p.m. The motion carried, 8-0. The meeting was adjourned at 9:41 p.m.