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Parks and Recreation - 02/02/2009 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, FEBRUARY 2, 2009 7:00 P.M., CITY CENTER Council Chambers 8080 Mitchell Road COMMISSION MEMBERS PRESENT: Geri Napuck, Chair; Rob Barrett, Tom Bierman, Lee Elliott-Stoering and Jeffrey Gerst COMMISSION MEMBERS ABSENT: John Brill, Randy Jacobus, Ian Mackay and Joan Oko STUDENT REPRESENTATIVES: Andrew Baker and Marie Loeffelholz COMMISSION STAFF PRESENT: Jay Lotthammer, Parks and Recreation Director Laurie Obiazor, Recreation Services Manager Stu Fox, Parks and Natural Resources Manager Beth Witt, Fitness & Aquatic Recreation Coordinator RECORDING SECRETARY: Carol Pelzel, Recording Secretary I. CALL TO ORDER AND ROLL CALL The meeting was called to order by Chair Napuck at 7:10 p.m. II. APPROVAL OF AGENDA Bierman asked that an item be added under new business titled "Highway Notification Entrances to Eden Prairie". He is concerned that when you come north on Highway 169 there is no indication that you are entering Eden Prairie. Lotthammer explained that the Planning Commission is doing some work on this item and it is part of the Way Finding process. Fox pointed out that this is also under the control of various other public entities including the State Highway Department and County. He explained that when you come in on Highway 169 you are in Bloomington and that highway is the division between Eden Prairie and Bloomington. Fox said staff would discuss this further with City staff and provide the Commission with a report. Bierman said he would like it included on tonight's agenda so that he can give them his thoughts. Motion: Bierman moved, seconded by Gerst, to approve the agenda as amended. The motion carried, 5-0. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION February 2, 2009 Page 2 III. APPROVAL OF MINUTES —January 5, 2009 Motion: Bierman moved, Gerst seconded, to approve the January 5, 2009 Parks, Recreation and Natural Resources Commission meeting minutes as presented. The motion carried, 5-0. IV. REPORT OF CITY COUNCIL ACTION—January 6 and January 20, 2009 Lotthammer reported that at the January 6 meeting the City Council recognized a $35,000 donation from the Sampson family to be used to allow the City to open the Art Center. Any money not used to prepare the facility for opening was to be designated for a pottery wheel. Lotthammer explained that they anticipate opening the Art Center in early April. The grand opening has been scheduled for May 26. Lotthammer explained that at the January 20 meeting the Council received an update from the City's Building Official on work being done at Camp Edenwood. There was some concern that work being done at this location was not being done within Code and authentically. Lotthammer further explained that there are some items the City Building Official is working with Camp Edenwood on but all of those items can be rectified fairly easily. V. REPORT OF PLANNING COMMISSION—January 12 and January 26 Fox reported that there were no items considered by the Planning Commission that affected parks at the January 12 meeting. At their January 26 meeting the Planning Commission discussed creating a new zoning district entitled Parks. Fox explained that currently, as parks are built and land acquired, the underlying zoning stays with that property. They have created the golf course designation to clarify what can take place within that zoning category and they are now proposing something similar for parks. Fox indicated that Planning staff is looking at creating a park zoning category to place park land and future land under that type of classification. As they move forward, Planning staff will come before this Commission for feedback and will then present it to the Planning Commission and City Council. VI. PETITIONS, REQUESTS AND COMMUNICATION VII. OLD BUSINESS A. 2008 CIP Project Review Lotthammer explained that at the last Commission meeting Staff provided the Commission with a snapshot of the projects they are anticipating moving forward this year. There were some projects that were not completed and not included in the report provided to the Commission. He indicated that included with the Commission's agenda material was a listing of the 2008 projects included in the CIP and Fox will provide the Commission with an update as to where they are at with those projects. Fox explained that every year they plan for a certain amount of parking lot maintenance and this item remains in the CIP. Annually they spend between $60,000 and $70,000 for PARKS, RECREATION AND NATURAL RESOURCES COMMISSION February 2, 2009 Page 3 parking lot maintenance. He said they also annually budget money for playground equipment replacement. In 2008 they budgeted $140,000 because of the Miller Park Barrier Free project and the Red Rock Lake park project. For the next five years they have budgeted $90,000 for each year. Fox further explained that the Cedar Hills Park Development has been included in the CIP for the past four years for a permanent lease of acreage that is under the control of MAC. Because of a lawsuit brought by Northwest Airlines against MAC they have not been able to obtain that lease. The Flying Cloud fields have been on a year-to-year lease. Fox reported that the Staring Lake Park Trail project is a joint project with the Watershed District and they are looking at doing an emergency outlet for Staring Lake. The City is looking at spending $100,000 for a loop trail to the east. The City currently owns the land but would need an easement from the State Highway Department to make a bike trail underneath the elevated roadway. The Watershed District dropped that project but the City is still pursuing the construction of the trail without the Watershed District. Fox reported that due to the number of projects they worked on in 2008, they decided to push out the Birch Island Woods nine-car parking lot project to 2009. This project was part of the original master plan and will get the cars off of Indian Chief Road. The Lower Purgatory Creek Trail and Riley Creek Trail projects have been moved out to 2010 because of the easement requirements from MAC and property owners. Also, because of the amount of money available in the cash park fees staff felt that it was not a high enough priority so they moved them out one more year. Fox explained that Phases 11 and III of the Edenbrook Trail project were completed in 2008 and was done for a little over$160,000. The last phase of this project will be completed in 2010 upon the receipt of a petition from the neighborhood residents. Fox further reported that approximately $1 million was spent on the County Road 4 trail and was completed in 2008. A little over$1 million remains in that fund and staff is working with the City's Engineering Department to see if they can put trails along Flying Cloud Drive in the vicinity of the Eden Prairie shopping center. The Miller Park Soccer field lighting will be completed this year. The project was pushed out one year because of the frail grass conditions in that park. Fox stated that the estimated cost for the eight tennis court renovations at Round Lake Park was $500,000. This cost will be shared 50150 with the School District. The Staring Lake Amphitheatre seating project was completed in the fall and with the money remaining they plan to replace the decking on the stage as well as replace the side fascia and roof of the storage building. The decking and siding will be done internally by City Park Maintenance staff. Fox explained that the City has paid a consultant for plans and specifications for the Outdoor Center Observatory building. The City Council directed that staff not move forward until staff came back with quotes for this project. They are still pursuing whether or not they will move forward with this project. They will be doing a building reassessment with possibly reducing the size and scope. Fox stated that the Community Center indoor play structure was completed as part of the Community Center in 2008 for an actual cost of $105,000. This project was budgeted at$200,000. Elliott-Stoering asked if the parking lots were part of the trail assessment report. Fox responded that they are not. They could have been done as a part of the assessment but staff PARKS, RECREATION AND NATURAL RESOURCES COMMISSION February 2, 2009 Page 4 wanted to get the trails and sidewalks done first. They can always add the parking lot component to the report. He also stated that staff will develop some new estimates. The $60,000 estimate takes care of seal coating on neighborhood parks. The amount budgeted for the Miller Park parking lot would not cover the cost of seal coating and striping a parking lot that size. Staff is looking to develop more accurate estimates of major parking lots. Bierman asked if the Soccer and Football Associations know that they have to raise $100,000 to help with the construction at Miller Park. Fox said staff has had several conversations with the Soccer, Football and Lacrosse Associations to see what interest they have in building a storage and restroom facility on the plaza. There have been open conversations and if they want to pursue this City staff will discuss that with them. Fox said they are looking for a 50150 match for the facilities. Fox said this item has been put as a placeholder in 2011. Baker asked when the soccer field lighting at Miller Park would be completed. Fox responded that it should be done this spring. Barrett asked what the status was of trails at Cardinal Creek. Fox explained that that is a 9-Mile Creek Watershed project. There will be some City cost participation but as of right now, the City has no involvement in the project. VIII. NEW BUSINESS A. COMMUNITY CENTER SPONSOR UPDATE Beth Witt, Fitness & Aquatic Recreation Coordinator,presented an overview of sponsors for the Community Center. She explained that the Hockey Association raised $1 million for a third rink and obtained several sponsors to raise that$1 million. She reported that the Community Center sponsors included First American Fund, Wells Fargo Bank, Cub/Supervalu, Emerson Process Management, C.H. Robinson Worldwide, Cambria and the Hockey Association. She reviewed how these sponsors impact the facility. In order to obtain these sponsors, the City committed naming rights for areas of the Community Center to major sponsors. They also reduced membership dues through December 31, 2008 and provided them with media coverage through the Community Center publications. Witt explained that secondary sponsors were given glass display blocks in the entrance of Rink #3. Witt reviewed with the Commission each sponsor and the amount of money contributed. First American contributed $50,000 and was given the naming rights to Rink#3 for 30 years plus the third rink dasher board advertisement. Wells Fargo Bank contributed $100,000 and the gymnasium scoreboard and was given naming rights to the gymnasium and scoreboard advertisement for 20 years. Cub/Supervalu and Jerry's Enterprise, Inc. contributed $100,000 as a joint venture and were granted naming rights to Rink#1 for 20 years. Emerson contributed $100,000 and was given naming rights to the fitness area for 20 years. C. H. Robinson contributed $50,000 and was given naming rights to the play care area. Cambria contributed $100,000 in Cambria products and was given the naming rights to the Cambria Room. Witt further explained that the Hockey Association contributed $596,000 and was given naming rights to the Ryan Shuman Memorial Rink. Other sponsors included Specialty Auto and Retail Tech who contributed $10,000 each. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION February 2, 2009 Page 5 Barrett questioned the product given by Cambria asking if the money raised was supposed to be for the third rink. Witt responded that initially Cambria's commitment was for$25,000 but due to ongoing dialogue on marketing possibilities by placing their product throughout the facility they obtained another $75,000 in product. Lotthammer explained that a total of $1,086,000 was raised and $596,000 of that was directly from the Hockey Association. The Association sold glass blocks to reach the $596,000 amount and to reach the $1 million they made an agreement to allow the City to sell other sponsorships. The sale of those naming rights went towards the $1 million the Hockey Association was to raise. Lotthammer stated that in theory, $1 million was raised by the Hockey Association, $1 million came from Cash Park Fees and $1 million came from the issuance of revenue bonds. Elliott-S toering asked if there are other areas that are not named but could be if some other Association wanted to market naming rights as a fund raiser. Lotthammer responded that there are other areas but they do not have as high of a profile and not as much traffic. B. HIGHWAY NOTIFICATION ENTRANCES TO EDEN PRAIRIE Bierman said it is frustrating for him to be driving on Highway 169 and see large signs reading Burnsville and Savage. He said that for people coming to Eden Prairie for their Parks and Recreation system they don't even know that Eden Prairie exists if they are coming north on Highway 169. He asked that staff work with MnDOT to improve and modify the signage to give Eden Prairie recognition like they have given to other communities. Bierman said he is bothered by not having any signage on 169 when it is the gateway to so many Park and Recreation facilities. Lotthammer said staff will discuss this with the City's Community Development staff. He said he believes this is one of the issues of the Way Finding study and something staff has had the consultant working on. Lotthammer said this is definitely something they are very much aware of. Napuck said Bierman brings up a good point and she is happy to hear that this is something staff is looking into. She said it is difficult to determine where Eden Prairie starts and ends when driving on Highway 494. Fox said that the City Engineer indicated that there are certain criteria that need to be met. There are only so many signs they can put up and there are so many highways coming into Eden Prairie. The number of signs is limited because of maintenance. IX. REPORTS OF STAFF A. RECREATION SERVICES MANAGER 1. Volunteer Update Obiazor presented an overview of volunteer service programs through the City's Park and Recreation Department. She reported that members of the various City advisory commissions are volunteers. Obiazor explained that they advertise for volunteers through the City's website, Recreation brochure, High School, targeted advertisements, letters to PARKS, RECREATION AND NATURAL RESOURCES COMMISSION February 2, 2009 Page 6 regular volunteers and phone calls. Volunteers include Senior Citizens, Scout and Church groups, students, businesses, individuals, interns, employees and families. Obiazor reported that volunteer opportunities include volunteer drivers, special events, crafts, bread pickup, administrative, trip chaperones, bingo callers, elderly assistant and Wii tournaments. Approximately 12,333 hours were volunteered in 2008 for a value of $240,617. Obiazor explained that they also have partnerships that provide additional volunteers. Elliott-S toering thanked Obiazor for providing the Commission with this information. She knew the City had a lot of volunteers but this report makes them aware of the number of volunteers in the City. FYI: On Golden Pond—Eden Prairie Players Presentation B. COMMUNITY CENTER MANAGER C. PARKS AND NATURAL RESOURCES MANAGER D. PARKS AND RECREATION DIRECTOR 1. 2009 Commission Work Plan Lotthammer reviewed the work plan with the Commission indicating that they are still working on the Board and Commission Banquet and no definite date has been set. The grand opening for the Art Center is scheduled for May 26 and May 2 for the baseball stadium. The dedication for the Staring Lake Amphitheatre is scheduled for June 14 and the Miller Park play structure grand opening is scheduled for June 16. X. NEXT MEETING The next regular meeting of the Commission is scheduled for Monday, March 2, 2009 at 7:00 p.m. in the Council Chambers. X. ADJOURNMENT Motion: Motion was made by Barrett, seconded by Gerst, to adjourn the meeting. The motion carried 5-0 and the meeting was adjourned at 8:15 p.m.