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Parks and Recreation - 01/05/2009 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY,JANUARY 5, 2009 7:00 P.M., CITY CENTER Community Center—Cambria Room COMMISSION MEMBERS PRESENT: Geri Napuck, Chair; John Brill, Vice Chair; Rob Barrett, Tom Bierman, Lee Elliott-Stoering, Jeffrey Gerst, Ian Mackay and Joan Oko COMMISSION MEMBERS ABSENT: Randy Jacobus STUDENT REPRESENTATIVES: Andrew Baker and Marie Loeffelholz COMMISSION STAFF PRESENT: Jay Lotthammer, Parks and Recreation Director Stu Fox, Parks and Natural Resources Manager Wendy Sevenich, Community Center Manager RECORDING SECRETARY: Carol Pelzel, Recording Secretary I. CALL TO ORDER AND ROLL CALL The meeting was called to order by Chair Napuck at 7:05 p.m. II. APPROVAL OF AGENDA Elliott-S toering asked that an item regarding the citizen survey be added to the agenda. She indicated that the City had recently conducted a survey and she would like to talk about the process and discuss the information received from this survey that impacts Parks and Recreation. Bierman said he would like to discuss the status of the remaining funds from the referendum for trails this evening or at another meeting. He said he would like to discuss how they plan to spend that money and when. Lotthammer said some of this information would be included under Item D. 1. Park Projects Update. Elliott-S toering said another item she would like to discuss at a future meeting is volunteer efforts. She said she knows the City has volunteers that clean up parks and she questioned what City staff does to encourage participation and if there are other places the City uses volunteers. Motion: Gerst moved, seconded by Elliott-Stoering, to approve the agenda as amended. The motion carried, 7-0. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION January 5, 2009 Page 2 III. APPROVAL OF MINUTES —December 1, 2008 Motion: Gerst moved, Mackay seconded, to approve the December 1, 2008 Parks, Recreation and Natural Resources Commission meeting minutes as presented. The motion carried, 5-0-2 with Elliott-S toering and Bierman abstaining because of absence from that meeting. IV. REPORT OF CITY COUNCIL ACTION—December 1 and December 16, 2008 Lotthammer reported that there were no recreation related items on the Council's December 1 agenda. On December 16 the Council received a recap of the projects occurring in the City including the Community Center, Birch Island Park and the baseball field. Staff will present a summary of those projects to the Commission later this evening. V. REPORT OF PLANNING COMMISSION Fox reported that there were no items considered by the Planning Commission that affected parks. VI. PETITIONS, REQUESTS AND COMMUNICATION VII. OLD BUSINESS A. PROJECT SUMMARY OF BIRCH ISLAND PARK, ROUND LAKE BASEBALL STADIUM, THE THIRD SHEET OF ICE AND COMMUNITY CENTER Lotthammer presented a PowerPoint presentation providing the Commission with background information regarding the recent bond referendum for park improvements. He explained that they have nearly completed the Round Lake Stadium, Birch Island Park, Third Sheet of Ice and Community Center projects. Lotthammer reviewed the construction time line for the Community Center explaining that ground breaking for the project occurred in April, 2007 with the indoor play structure being completed in October 2008. Lotthammer reviewed the various sponsors for the Community Center as well as the project partners. The City has agreements with the sponsors to honor for the next 20 years. Lotthammer reported that the Birch Island Park project cost$276,951 including a parking lot, trail and bridge. The Round Lake Baseball Stadium cost$1,287,545 with $290,000 donated for the project by the Baseball Association. This baseball field was relocated because of parking for the Community Center and the added Baseball Association funding brought the field to the level of a stadium. The third sheet of ice cost$3,537,630 and the Community Center project cost$12,425,185 including furniture, fixtures, equipment, building capital and renovation. Lotthammer reviewed revenues and expenditures for the projects. Total expenditures were $17,527,311 and revenues totaled $17,571,048. The referendum generated $6,650,000 with Community Center donations from the Hockey Association totaling $1,059,530, donations from the Baseball Association totaled $290,000 and $184,529 from the Riley Purgatory Bluff Creek Watershed District. Revenue bonds were issued in the amount of$1,630,000 and will be paid back from the sale of ice time. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION January 5, 2009 Page 3 Cash park fees totaled $5,548,000. Lotthammer stated that capital improvement fund transfers totaled $1,868,217. Softball field use fees generated $90,000 and interest generated $200,000. Revenues from the General Fund totaled $50,772. Lotthammer presented an operational overview of the Community Center explaining that all areas of the facility are now operational. They currently have a membership totaling 1,722 with 98,620 member visits in 2008. There are 806 memberships using the insurance reimbursement option. The 5,379 registrations generating 25,239 visits in 2008. Lotthammer explained that they have had 550 room rentals booked from May through October resulting in approximately 5,500 visitors to the facility. They have registered 163 children for Play Care from June through October equaling 1,674 visits. They have also booked 37 parties entertaining 520 children. Lotthammer said they have issued 1,827 open gym passes, 3,842 open skate passes, 1,866 open swim passes, 1,485 daily passes and 3,552 skates have been rented. They have had 353,622 Community Center visits in 2008. Lotthammer indicated that this has been a good process and staff feels they are in a good position with their price point. Napuck asked if all of the caterers at the Community Center have been used. Sevenich responded that they all have been used at least once and they have not received any negative feedback. Lotthammer pointed out that they have not had a lot of requests for catering and they have not catered any receptions or parties. Barrett asked if using RJM Construction as the construction manager was a positive experience and would they do this again. Lotthammer said they would absolutely use them again and indicated that they would not have had the same bottom line without them. If they had used a general contractor a markup would have been put on the change orders. He indicated that through the process they found that the design drawings could have been better but RJM picked up where some of the design limits were and helped the City through that. Barrett suggested that City staff write RJM Construction a letter of recommendation. Lotthammer said staff has asked RJM to look at the plans and specifications for the observatory project for their expertise. He said they would act as a general contractor or general manager for this project and would bid on it. B. MINI RINKS UPDATE Lotthammer explained that at last month's meeting the Commission concurred with the elimination of three mini ice rinks in neighborhoods. Those rinks have been eliminated and staff has not received any negative feedback. Fox explained that approximately 650 letters were sent to residents informing them of the closing. Elliott-Stoering said she received one of those letters and felt it was very well done. It showed them the location of nine skating facilities for use this winter. She said the letter was very positive and it was nice to inform the residents prior to the actual elimination of the rinks. Lotthammer said that at the Commission's April meeting staff would provide the Commission with skating statistics. This appears to be a good skating season and when PARKS, RECREATION AND NATURAL RESOURCES COMMISSION January 5, 2009 Page 4 they have the full statistics in April they will be better able to determine where they want to spend their money to provide better overall services. Bierman asked that the Commission be provided with a copy of the letter that was mailed out. Fox pointed out that the letter did inform the residents of three new park buildings to serve those in the area that were serviced by mini rinks. VIII. NEW BUSINESS A. CITIZENS' SURVEY Elliott-S toering said she had received a telephone call about three weeks ago with regard to a survey. There were numerous questions and some of those referred to parks and recreation. Elliott-S toering said she thought the Commission had discussed at a previous meeting that should another survey be conducted the Commission would be willing to take a look at those questions to provide their input with regard to what questions should be asked or how they should be asked. She indicated that this survey did not seem to be focused on natural resources or parks and recreation and the questions regarding parks seemed general. Elliott- Stoering suggested that before the next citizen survey is conducted this Commission be given the opportunity to provide input. Lotthammer explained that a survey is conducted every two years. He further explained that the intent of the survey is for most of the questions to stay constant so it is easier to compare the survey from the previous years. He indicated that a couple of years ago a few questions were more focused to gauge the residents for the referendum. Lotthammer said there will be a summary that the Commission can review and this information will be provided to the Commission as soon as it is available. Staff will also provide a copy the full survey to the Commission. B. TOUR COMMUNITY CENTER Barrett asked if they have had any security issues at the Community Center. Lotthammer said they have had some problems in the locker rooms. Some lockers had been broken into and staff has made some changes including monitoring the entrance with cameras. There have also been four or five car break-ins in the parking lot and they have worked with the Police Department on that issue. Lotthammer said that behavior issues are non-existent. Sevenich provided the Commission with a tour of the Community Center. IX. REPORTS OF STAFF PARKS, RECREATION AND NATURAL RESOURCES COMMISSION January 5, 2009 Page 5 A. RECREATION SERVICES MANAGER FYI: Rock on Ice FYI: Sweetheart Dance FYI: Family Pizza Bingo Night B. COMMUNITY CENTER MANAGER FYI: Live Well, Lunch Well C. PARKS AND NATURAL RESOURCES MANAGER 1. Trail Assessment Report Fox presented a trail assessment report explaining that staff has just entered into a lengthy process of determining the condition of the City's trails and sidewalks. In the past 20+years Park Maintenance staff would look at the trails and develop a plan for trail improvements. Fox explained that in the spring of 2008 the City signed a contract with Goodpointe Technology to utilize them as a management consultant for the City's trail system. Goodpointe developed a detailed Pavement Condition Index and determined that the City had a total of 214 miles of trail and sidewalk system within the City. This includes 120 miles of trail of 8-foot wide or larger and 94 miles of concrete sidewalk. The program allows staff to input information regarding work that is being done on a trail as well as inputting new trail construction projects. In the future, when additional surveys are done staff will be able to generate graphs that will show what the deterioration rate is for the various segments and what ongoing maintenance has done for improving or adding life to a specific segment of trail. Fox further explained that by having this information available it will be possible to make good budgetary predictions and better provide for the long-term maintenance of these various trail and sidewalk segments. Fox indicated that this system will allow them to be proactive rather than reactive. Elliott-S toering asked if Goodpointe works with other cities. Fox responded that Goodpointe is a local company and the icon is a national program pavement management system. Oko asked what percentage of the City's trails are rated at 0 to 20. Fox explained that he does not believe there are any rated below 20. He believes that fewer than 8 percent of the trails are in the 20 to 40 range. D. PARKS AND RECREATION DIRECTOR 1. Parks Project Update Lotthammer presented the Commission with a list of proposed capital improvement projects explaining that each project would be brought before this Commission as design and bidding for the projects proceed. He reviewed the projects to be undertaken in 2009 and explained that the funding sources for these projects include park improvement funds or cash park fees. The amount of park fees was less than anticipated for 2008. Capital PARKS, RECREATION AND NATURAL RESOURCES COMMISSION January 5, 2009 Page 6 Improvement funds will also be used for these projects. The City Council elected to not levy as much for this fund. They felt the fund balances were higher than what they were comfortable with. Most of the referendum funds have been spent with the exception of those funds designated for trails. There is a little over$1 million of the $2 million remaining. Most of those funds will be used in and around the Major Center Area and to make critical connections within the system. Mackay asked the status of the referendum funds designated for the athletic fields. Lotthammer explained that approximately $2 million will be spent for Cedar Hills and Flying Cloud expansion. Lotthammer explained that anticipated donations will also be used for the capital improvement projects. Donations would be used to redo Round Lake tennis courts. The City has an agreement with the School District to pay for half of the tennis court project. It is anticipated that the School District would pay $250,000 and the City would also pay $250,000. The Miller Park Project would require funds from the Athletic Association. Lotthammer said that staff is proposing that the Rice Marsh Lake Trail and Lower Purgatory Creek Trail be moved out to 2010 when they have a greater cash balance. Fox pointed out that improvements for Flying Cloud are not shown on the sheet because it is a 2008 project and was listed as a $1.1 million project. For 2008 they had budgeted $4,695,000 for park improvements and approximately $1.3 million of that money is remaining for the Flying Cloud expansion. Fox explained that they are still waiting to see what happens between MAC and the FAA before they start this project. He also explained that the 2009 project list included in the Commission's agenda material does not list the major projects but staff wanted the Commission to be aware of the other projects they are working on. This listing also shows the various projects that were completed in 2008. Oko said she has received calls regarding the renovation work to be done at Round Lake tennis courts asking if the High School will be using other tennis courts in Eden Prairie. These people are concerned that they will not be able to use the neighborhood tennis courts because they will be occupied by the High School. Fox explained that the construction should not interrupt the High School teams. As soon as the boy's tennis season is done they will tear out the courts. Fox said they hope to have the courts fully restored by the time the girl's team starts in late August. They do anticipate that tennis lessons will be disrupted but they are planning to shift them over to CMS. Oko said it appears that there are non-City organized groups that play tennis at designated times at individual tennis courts and it was their thought that they were not going to be able to use the courts because the school teams would be using them. Fox said that at this time, they do not anticipate that there will be any disruption to these users. 2. 2009 Work Plan Lotthammer presented the Commission's 2009 work plan and asked that the Commission contact him with any ideas or items they would like added. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION January 5, 2009 Page 7 Barrett asked if there would be a connection to the river trails at Charleston Road and Flying Cloud. Fox responded that the City Manager tried to work with the Legislature to convince the U.S. Fish and Wildlife that a connection was promised to the City and if this is not going to happen he suggested that they not spend the money to put an underpass on Flying Cloud Drive. Fox said that until someone at the Federal level says they can connect the trails they will not do anything further. Bierman said that during the tour he was stopped by several people telling him how wonderful the Community Center is and said it would be nice if next year they could expand the pool area. He said he told them that the Hockey and Baseball Associations came in with funding to accomplish the projects they wanted. They felt that expanding the pool would allow them to bring in tournaments and people into the City. Bierman said he had also heard that an individual senior citizen had to drop their swim membership because the pool was too cool for the elderly. McKay pointed out that the swim advocates were strong supporters for the referendum and were out there urging people to support it. Elliott-S toering said she did not see the observatory project listed on the CIP. Fox explained that that is a 2008 project and he will provide the Commission with a listing of the 2008 projects. Elliott-S toering asked where diseased tree removal or playground equipment and trails are listed. Lotthammer responded that they are part of the annual operating budget and are separate from the CIP. X. NEXT MEETING The next regular meeting of the Commission is scheduled for Monday, February 2, 2009 at 7:00 p.m. in the Council Chambers. X. ADJOURNMENT Motion: Motion was made by Barrett, seconded by Bierman, to adjourn the meeting. The motion carried 7-0 and the meeting was adjourned at 9:05 p.m.