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Parks and Recreation - 03/09/2009 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, MARCH 2, 2009 7:00 PM, CITY CENTER Council Chamber 8080 Mitchell Road COMMISSION MEMBERS: Geri Napuck(Chair), John Brill (Vice Chair), Rob Barrett, Tom Bierman, Lee Elliott-Stoering, Jeffrey Gerst, Randy Jacobus, Ian Mackay, Joan Oko STAFF: Jay Lotthammer, Parks and Recreation Manager Laurie Obiazor, Recreation Services Manager Stu Fox, Parks and Natural Resources Manager Wendy Sevenich, Community Center Manager Bob Lanzi, Recreation Coordinator Heidi Wojahn, Recording Secretary STUDENT REPRESENTATIVES: Andrew Baker, Marie Loeffelholz, Michael Powell I. CALL TO ORDER/ROLL CALL Chair Napuck called the meeting to order at 7:05 pm. Jacobus was excused. II. APPROVAL OF AGENDA Barrett added Item VIII.C. Sledding Hill at Forest Hills Park to the agenda. MOTION: Brill moved, seconded by Barrett, to approve the amended agenda. Motion carried 8-0. III. APPROVAL OF MINUTES MOTION: Elliott-Stoering moved, seconded by Bierman, to approve the February 2, 2009 minutes. Motion carried 5-0-3, with Brill, Mackay, and Oko abstaining. IV. REPORT OF CITY COUNCIL ACTION OF FEBRUARY 3, FEBRUARY 17, 2009 A. 2008 Gifts and Donations - Lotthammer At its February 17, 2009 meeting, City Council adopted a resolution accepting and recognizing the generous contributions and donations totaling over$1,631,493 from businesses and individuals to the City of Eden Prairie during 2008 as listed in Exhibit 1 of the resolution. This formal recognition is done annually in accordance with State statute. Despite the economy, there was not a decline in donations. Lotthammer said the Parks, Recreation and Natural Resources Commission Minutes March 2, 2009 Page 2 impressive list of contributions helped fund programs that would not otherwise be possible. The contributions are broken down by cash and in-kind donations and will be listed in the annual report. Cash contributions totaled $575,341.86, and in-kind donations totaled $1,056,152.00 ($1 million of which was the Art Center). It was a very generous year from Eden Prairie residents, athletic associations, Lions and Lioness clubs, the Eden Prairie Foundation and local banks among others. Lotthammer hopes to see this replicated in years going forward,but it may be tougher to garner donations given the economy. V. REPORT OF PLANNING COMMISSION - Fox The Planning Commission met on February 9d' and February 23rd. There was no action at either meeting affecting the PRNR Commission. VI. PETITIONS, REQUESTS AND COMMUNICATION A. Park Hours Extension Request—Lotthammer The Eden Prairie Baseball Association (EPBA) has requested a lighting time extension for the baseball fields at Miller Park and Round Lake Park. Lotthammer called attention to the proposed resolution and supporting material including past PRNR Commission and Council minutes, a recent letter to surrounding neighbors, a survey, and aerial photos. The packet also includes a past letter to neighbors indicating a request for a two-year period of lighting extension at Miller Park until 10:30 p.m. Construction and renovations made field space tight during that period and put a premium on lighted fields. The two- year period has expired and feedback from staff indicates there have been no complaints or concerns from residents. One of the effects of the proposed request would be the impact to park hours at these locations, two of the only lighted athletic complexes in the city. The additional lighting has helped baseball extend some of their games. Baseball doesn't operate under a definite time frame like other sports such as soccer or football that are timed by a clock. This change will help baseball and adult softball to not have to start some of their games quite so early and allows for double headers, etc. Other athletic associations were queried as to how this impacts them. Eden Prairie Soccer Club and Eden Prairie Girls Softball indicated they'd be unaffected by the lighting extension, and it would be beneficial for Eden Prairie High School (EPHS) and EPBA. The field lighting would not need to be extended nightly. A survey of local communities shows most have a light shut-off time later than Eden Prairie. Aerial photos indicate where notices were sent with Lotthammer explaining a broad net was cast. Neighbors potentially affected were specifically invited here tonight to comment. In addition, Lotthammer pointed out two gentlemen from EPHA in attendance tonight who were prepared to answer any questions as to why this would be beneficial for baseball. Altering park hours calls for a change to the ordinance which, in turn,requires two public readings at City Council. It would then be published in the paper and go into effect 7 days after that. The extended lighting would be in effect only at these Parks, Recreation and Natural Resources Commission Minutes March 2, 2009 Page 3 two parks between the dates of April 1st and October 31sr. Hours at other Eden Prairie parks would be left as is. Bierman asked how many letters were distributed. Lotthammer said 300 went out for the Round Lake area and 476 for Miller Park, even though many of these people are far enough away that they would likely be unable to see the lights. Miller Park area residents have already experienced two years of lighting until 10:30 p.m. Bierman pointed out the synopsis doesn't indicate nobody has come forward with complaints. Lotthammer said residents were notified of tonight's meeting which is in line with past practice; this is essentially their first opportunity to respond. When the public was invited to respond two years ago, a couple people came forward with concerns,but the temporary lighting extension went into effect for that two-year period with acceptance. Napuck asked if there was anyone in the audience opposed to the proposal. Nobody came forward. Mackay asked if there was any effect on staff. Lotthammer said not from a maintenance standpoint as staff is done prior to scheduled games. A park attendant would need to stay 1/2 hour longer at each park to monitor use and turn off lights; the cost for this would be minimal. Barrett said part of the genesis of a 10 pm closing time across the board came out of the basketball dribbling park. He asked if there is concern over a differentiation in park hours. Lotthammer's experience with park hours is it's only problematic on the enforcement side of it, for example if park hours are ambiguously listed as "sunrise to sunset". The police department likes clear signage and wording so they have something to fall back on when they need to ask someone to leave who's in the park after hours. Consistency should not be a concern with neighborhood parks because they have the ordinance to which to refer. Fox clarified all of the parks have always had hours of 6 am to 10 pm. There are signs at the entrance of each park indicating this. Park signs would need to be modified to indicate the change. The way enforcement currently works is if a softball league finishes at 10 p.m., the lights go out. As long as people behave themselves and slowly disperse, they receive fair warning and the police do not unreasonably rush them out at 10:01 p.m. Barrett stated he thought Franlo Park had sunset as its closing time. Fox said no, the situation there was concern over one facility . . . the basketball court. The PRNR Commission and City Council were petitioned to change use of hours on that court alone, not on the park as a whole. Upon discussion, latitude was given to put up a sign reflecting that. A greater number of people complained about one neighbor having the ability to shut down a facility and succeeded in getting the decision reversed. It was a single instance on a single court. Napuck asked if someone could ask for a time extension at other parks if the lighting time is extended at the two athletic complexes. Lotthammer said this request is site-specific rather than sport-specific. It is unlikely there are other locations in the City with another group who would come forward with a similar request. Bierman asked how this might affect the new baseball stadium. Lotthammer replied Round Lake won't see lights extended 5-7 nights a week; it will be more on an as-needed basis. He stressed the push Parks, Recreation and Natural Resources Commission Minutes March 2, 2009 Page 4 isn't to go until 10:30,but rather to allow for flexibility. The light structures were expensive, so this allows them to get more use out of that investment as well. Brill inquired if this will change the cadence of softball-game timing. Recreation Coordinator Lyndell Frey explained the logistics of scheduling games stating they currently start at 5:50 p.m. It would be preferable to start later,but then they wouldn't be able to fit in 3 games on non-lit fields and would lose teams. They also wouldn't be able to pick up as many games at Round Lake. Napuck asked if anyone had questions for the EPBA representatives. EPBA President Gary Kraemer expressed appreciation to the commissioners for considering the request and said this extension will benefit high school age and above, primarily people who will be driving themselves. Elliott-S toering said the 2-year trial period with no complaints was a good indication. Gerst agreed adding it is not an unreasonable request. MOTION: Gerst moved, seconded by Brill, to recommend the City Council approve of a modification to the Park Hours portion of the City of Eden Prairie Code to reflect the extension of park hours to 10:30 pm at Miller Park and Round Lake Park between the dates of April 1 and October 31. Motion carried 8-0. VII. OLD BUSINESS None VIII. NEW BUSINESS A. Ice Rental Review—Lanzi Multiple changes were made in the past year due to construction projects, and the Community Center is now operating with 3 rinks. Cub-SUPER VALU Rink 1 serves as the primary rink. It is open 11 months out of the year, seats 1,000, and serves as the home of EPHS hockey, the Eden Prairie Hockey Association (EPHA), and the Eden Prairie Figure Skating Club (EPFSC) Ice Show. It also houses open skate, developmental hockey, adult open hockey, and a variety of hockey tournaments. The opening of the third rink allowed for Rink 1 to host 8 EPHA hockey tournaments this year, up from the typical 3 or 4. Thanks to a partnership between EPHS, EPHA, EPFSC and the City, Rink 1 has a new sound system. First American Funds Rink 3 is open 7 months a year (September to mid-March). It is used primarily by EPHS weekday afternoons and EPHA evenings and weekends. It also serves as tournament headquarters and host to hockey tournaments and phy-ed classes. It is the only rink with a cement floor, so it is used for dry floor events such as lacrosse, soccer, summer playground activities, and consignment sales in the off season (mid-March to August). Eden Prairie Liquor plans to host a wine- tasting event there, as well. Ryan Shuman Memorial Rink 2 has seating for 100 and serves as the home of the EPFSC. It also houses open skate, developmental figure skating, ice skating lessons, and tot time. Many of the tot open-skate users wind up Parks, Recreation and Natural Resources Commission Minutes March 2, 2009 Page 5 registering for private lessons. New this year is ice skating birthday parties and Wednesday evening ice skating lessons. Lanzi compared statistics from March 1, 2007-February 28, 2008 to March 1, 2008- February 28, 2009 since the first full year of having all 3 rinks in operation recently came to a close. During this past year, there has been a substantial increase in ice skating lessons (classes offered,participants and revenue), skate rental (skates rented and revenue), skate sharpening (skates sharpened and revenue), open skate participants, adult open hockey participants, developmental ice (participants and revenue) and number of EPHA ice rental hours. Tuesday lunch hour adult open hockey was added, and 90 new pairs of skates were acquired with grant assistance from the Eden Prairie Foundation. This year's ice show, "What's on your iPod", consists of three performances between April 24-26 for which choreography, costumes and practice instruction are provided. The show features over 150 skaters from the fall/winter lesson program and the EPFSC. This has proven to be a popular and profitable event in the past. EPHA and EPFSC have been the biggest benefactors of the third rink addition. EPHA ice rental hours increased from 1,400 to 2,300 hours in the past year. Previously EPFSC had only 2 hours a day during which they could practice—now they have practice time available 4-5 hours daily. Other ice rentals include EPHS hockey, various summer camps and clinics, miscellaneous programs, youth and adult hockey events, and adult broomball. EPHA and developmental/open skate time account for the biggest blocks of ice time; together they make up slightly over one-half of total hours by user groups. Some outside groups have found and booked the rinks via Rink Finder, a free online ice rental service. Miscellaneous rentals are up this year and are expected to increase next year. Brill asked if the new rink was meeting revenue expectations. Lanzi replied ideally they'd like to see the rinks at 100% capacity; current capacity is over 90% for the 3 rinks combined. There are some early morning and late night hours not booked on non- tournament weekends. It has been a bit of a learning experience for them since this is the first year the third rink has been open. Brill inquired if an artificial turf solution for summer sports would be worth the investment. Lotthammer explained this had been originally figured into the `09 budget as capital and later eliminated due to cost. He thinks it would be beneficial long-term,however, and would like to see it back in the budget even though it might be tough for soccer(an activity for which players rely heavily upon the surface). Mackay has heard parents like the third rink and asked what can be done to upgrade seating. Lanzi responded the third rink was initially built as a practice facility. A few sets of 3-row bleachers have been brought in to accommodate viewers. There is plenty of seating for parents of kids who are playing,but a standing-room only situation is created during tournaments when people come early or stay late to watch other games. Lotthammer clarified they started with no bleachers. Then they tried to make modifications to existing bleachers,but they didn't quite meet code. Despite hurdles, bleacher capacity has almost doubled from what it was a month ago. At this point, they Parks, Recreation and Natural Resources Commission Minutes March 2, 2009 Page 6 are running out of space and have done all that can be done within the limits of building, fire safety, and stringent bleacher codes. Tight costs didn't allow for expanding the footprint. Seating is adequate at least 90% of the time. Gerst requested skate fee figures. Open skate fees are $4.50 adults, $4.00 youth, and $3.00 tots with a family rate of$13.00 for residents. Rental is $1.50. Barrett asked for the history behind naming Rink 2, specifically how it came to be that a rink used primarily for figure skating was named for someone so active in hockey. Lotthammer was unsure why it happened that way;he was not involved in the naming discussions and thought perhaps this question would be better suited for Bill Clark who represented EPHA during this process. Upon hearing rinks are often times booked a year in advance, Barrett asked if it was possible for high school hockey games to be played on an Olympic rink. Lanzi replied any association can play on an Olympic size sheet,but it would be too large for the youngest players. Napuck thanked Lanzi for a very informative report. B. Catering Fee Update—Lanzi There are currently five pre-approved caterers (Biaggi's, Catering Minnesota, Davanni's, Crumb Gourmet Deli, and Ruby's BBQ) which patrons are required to use for a variety of meetings and special events involving food and beverage services at the Community Center. These caterers pay commission fees to the Community Center based on a percentage of their gross sales. No fees are collected on small gatherings of 30 people or less or from outside caterers when, in the City's sole discretion, ethnic, cultural, or religious needs cannot be met by the approved caterers. There have been a couple large gatherings where the user group cited ethnic needs and the outside caterer was not charged a commission. Staff has found using outside caterers to be significantly more time and labor intensive for tasks such as set-up, garbage pick-up, licensing, and liability checks, etc. Patrons are encouraged to use approved caterers whenever possible. Lanzi reviewed recent rentals and commission fees proposing outside caterers pay a $75.00 fee to the Community Center for groups of 30-50 people and $150.00 for groups of 50-100. Napuck asked if the recommended fees are in addition to a percentage of the gross sales. Lanzi said no, they would be in lieu of commission fees and only for outside caterers being used for the exceptions cited. Sevenich noted fees do not include alcohol. Elliott-Stoering commented there did not seem to be much diversity in the approved caterers. Lanzi said when the City adopted its food and beverage policy, they looked at other facilities and found community centers similar to the one in Eden Prairie generally had 1 to 3 caterers. A good variety is offered here because there are five caterers to choose from serving everything from breakfast food to pizza in a wide range of prices. Increasing the list of approved caterers will not solve the problem; regardless of how many there are, they will not be able to cover all possible ethnic groups' dietary needs. If a group is looking for a specific food, it really is unique to that one particular culture. Barrett inquired if a variety of issues was prompting the fee request. Lanzi replied the majority of rentals are typically park shelters. At Homeward Hills in the past year alone, there were over 20 rentals where people provided or had cultural or ethnic foods brought Parks, Recreation and Natural Resources Commission Minutes March 2, 2009 Page 7 in. There has been an increase of this at the Community Center with the addition of the Cambria Room. Lotthammer added there have not been a lot of instances to draw from yet, so the proposed fees are their best estimate. They would be mixed into next year's fee resolution,revisited later, and could be adjusted accordingly at that time. Chances are these caterers will probably only provide services at the Community Center on a one-time basis. This is why an up-front fee is being proposed vs. a percentage collected after the fact as is done for the caterers with whom they have a long-standing relationship. One might view it as a financial incentive to use an outside caterer because no fees are collected from them at this time. He concurred with Lanzi stating a lot of extra time is spent on the first encounter with a new caterer--because these caterers are so specialized, they are not likely to continue catering events at the Community Center. Lanzi reiterated there was much more work involved with the outside caterer in January simply due to the fact they were unfamiliar with the facility. The approved caterers already know exactly what the rooms are like and what supplies are provided. Elliott-Stoering departed at 8:11 pm. Napuck wondered if the approved caterers might view this as unfair since they went through a lot of hoops to be accepted. She asked if the flat fee vs. a percentage would create problems. Lanzi couldn't be sure but views this as the exception to the rule predicting for every 100 catered events, there might be a half dozen with services provided by outside caterers. Lotthammer explained there really isn't enough data at this time to determine a reliable average,but there might be a year from now. City staff is of the opinion the fees shouldn't be an average but rather a little higher than average to make up for the additional workload and to express their commitment to the approved caterers. The approved caterers are aware the Community Center has the provision to work with other caterers when needs dictate; however, they also understand they will be used a majority of the time. Sevenich said Lanzi uses a careful screening process to determine whether or not approved caterers can accommodate special requests (kosher, for example) before allowing outside caterers. Napuck addressed the question of adding a review process to the proposed motion. Lotthammer said that's a possibility,particularly because in the next year they should be able to determine if the estimate is close or off-base. He expects it will become an annual process going forward and brought before the PRNR Commission for review. MOTION: Napuck moved, seconded by Oko, to recommend to the City Council to charge a catering fee to outside caterers providing catering services at the Eden Prairie Community Center subject to adjustment, if any, upon annual review. Discussion followed with Bierman suggesting "outside caterers" be more clearly defined. Napuck amended her motion changing "outside" to "non-previously approved". Oko agreed to the amendment. Motion carried 7-0. Parks, Recreation and Natural Resources Commission Minutes March 2, 2009 Page 8 C. Sledding Hill at Forest Hills Park- Barrett Barrett complained about the sledding conditions at Forest Hills Park explaining although there's a nice trough hollowed out, the hill is not steep enough—sleds get stuck in the snow and it's just not possible to go down the hill. One must push themselves along with their hands in order to move. Previously there had been discussion about this in the park design process. He raised concerns about it at that time and was assured it would be fine, but it's not. He asked if the grading could be fixed. Some sledders go back to the original hill and jump off just before they hit the ice rink. Fox stated Staring Lake has the only designated sledding hill in the Eden Prairie park system. It's the only one advertised as such and monitored for snow and ice conditions. Fox continued saying throughout the entire park system there are numerous unofficial areas where people go sledding. To accommodate concerns surrounding the informal sledding hill at Forest Hills, they created an area to divert sledders away from the skating rink. The result is Forest Hills has the exact same slope as Staring Lake. The Staring Lake hill seems to be satisfactory. Fox imagined because the former sledding hill at Forest Hills was steeper, people found it more exhilarating and because the new area is tamer, people are choosing to go back to the original hill. There are other areas within Forest Hills further to the north which are steeper. He is unsure if kids sled there,but he has seen a lot of kids sled on the south side of the school building towards Holly Road. Barrett said the hills on the north side of Forest Hills are steep, but very short. He maintained the reality is Forest Hills isn't functional and wants to know if there's any way to rectify the problem. Fox said they could probably haul in more fill to make it steeper but didn't know the costs involved. Barrett thought if the hill could start higher,people could gather up speed and the slope could be evened out further down. Brill said another factor is conditions (temperature and packed snow vs. powder; the hill at Staring is groomed but the one at Forest Hills is not which makes a difference). Oko asked if the hockey rink outside wall is sustaining damage from sledders. Fox said no. The greater concern is potential injury to people being stopped by the wall. Lotthammer said the plan is to keep promoting Staring Lake as it gets a lot of use and it's safe repeating there are many hills not touted as sledding areas. Barrett thinks the difference is Forest Hills was sketched out on plans. He requested the commission keep this in mind for the future. IX. REPORTS OF STAFF A. Recreation Services Manager - Obiazor 1. Passport to Fun Update Passport to Fun is a Parks and Recreation Fee Assistance Program. The program is available to persons who live or work full-time in the City of Parks, Recreation and Natural Resources Commission Minutes March 2, 2009 Page 9 Eden Prairie demonstrating financial need, and it enables people to participate in City of Eden Prairie programs who may otherwise be unable to due to financial constraints. Changes to the program were needed with the expansion of the Community Center. Open gym, membership, and daily use fees were added to the program in 2008. The program, which runs on a calendar basis, works like this: each eligible participant receives $150 (formerly $100) in their Passport to Fun account which they can use to pay up to half the cost of an activity (user pays the remaining half). Other uses include free access to open swim, open skate, skate rental, and open gym. Activities not eligible are programs with fees under $10, special events, facility/court rental,birthday parties, league team registrations, senior discounts, and additional fees (supplies, meals, equipment rental). Account dollars are not transferrable to other family members; however, eligible family members may combine their funds for a dual or family membership. Leftover funds do not carry over to the next calendar year, and participants need to reapply for the program each year. Those who qualify for free/reduced lunch, social security disability, or county financial assistance may be eligible for the program. Hardship cases are also considered but are more difficult to determine. Applications are processed through Sevenich; she and her staff oversee the program onsite. A Passport to Fun brochure is available at city buildings, and the program is also promoted in newsletters and the Parks and Rec seasonal brochures. As a result of the Community Center reopening, a big budget/actual jump occurred with 2008 being the first year the budget was actually realized. The amount budgeted for 2008 was $7,000; the same amount is budgeted for 2009,but Obiazor anticipates they will go over budget this year. Historically they have spent$3,000-4,000,but that has definitely picked up with the extended Community Center and additional services being offered. Adjustments and appropriate recommendations will need to be made for the next 2-year budget cycle. Approved participants in 2008 reached 438, up from 126 in 2007. About 25% of those used scholarship dollars compared to 384 uses for free access to open programs. Only 8 participants used the full $150 amount--if all approved participants used the full amount of their scholarship funds, it would amount to approximately $65,000. Over 90% of passport dollars used March-December 2008 went towards programs while the remaining dollars were used for memberships and day passes. Subsidy Module software was purchased in 2008 to work with registration software; it's tied in with the membership module as well. There are no recommended program changes for 2009. Considerations for the next 2 years include determining which programs and recreation opportunities should be eligible for fee assistance, adjusting the scholarship amount based on available funds and requests for funding assistance, limiting scholarships to participants under age 18 or allowing them for both youth and adults, and limiting maximum fee assistance per family annually or keeping it unlimited. Some communities do not allow adult participants in fee assistance programs. Obiazor's Parks, Recreation and Natural Resources Commission Minutes March 2, 2009 Page 10 feeling is leisure/recreation is important for everyone, and she would like to see that continue as long as it can be accommodated. One option might be to drop the account amount to $100 thereby making funds available to more people. Napuck thanked Obiazor on a fine job. Other FYI items: • Spring/Summer Brochure—mailed to residents week of March 9th; program registration begins March 17th • School's Out— spring break opportunities week of March 30"' at Outdoor Center and Community Center • An Afternoon with the Bunny—April 5th • 2009 Anniversaries Celebrated by Parks and Recreation Department: *Senior Center building 45 years old *30 years - Sunbonnet Day *25 years —July 4"' celebration; Senior Center H.S. Matinee play/dinner *20"' anniversary— Outdoor Center programs and Entertainment on Staring Lake Amphitheatre *20 years— Safety Camp *5 years —International Festival; Breakfast with the Bunny; Children's Theater Workshop B. Community Center Manager No report C. Parks and Natural Resources Manager - Fox 1. Miller Park Play Structure Phase 11 The City's consulting engineer has made a recommendation to accept a quote from Odessa II for the barrier-free playground at Miller Park. Staff concurs with their feedback and recommends the same vendor. Last year the City went ahead with reconstructing part of the play area and expanded it to include some very unique play apparatus as well as safety surfacing. When the Phase I plan was put together, they had a greater vision than what they could actually accomplish. When they bid out the first phase, it included a number of alternatives because they suspected they wouldn't have enough money; this was quickly realized when the bids came in and the plan was downscaled. An October fundraising event hosted by the Garvin and Miller families brought in an additional $76,000 which allows them to complete their original plans (this portion of the project is now being referred to as Phase II). The renovation expands to the north of the existing area and includes replacement of the large swing set and installation of a tire swing, a water/sand play table, and extra landscaping. MOTION: Gerst moved, seconded by Bierman, to recommend that the City Council award the contract for Miller Park Play Area Renovation—Phase II to Parks, Recreation and Natural Resources Commission Minutes March 2, 2009 Page 11 Odessa II in the amount of$77,848.25 for the base quote plus alternate number two. Motion carried 7-0. Napuck thanked Fox. D. Parks and Recreation Director- Lotthammer 1. Budget Update (Verbal Report) A projected shortfall in building permit revenue on both the residential and commercial side is impacting the City of Eden Prairie's 2009 budget. There was a shortfall in 2008 and,based on historical building patterns, 2009 is not off to a very good start. Strategies to reduce expenses are under consideration, and Lotthammer anticipates they may need to prepare for this problem to continue in 2010 and 2011, as well. The City is in a much better position financially than a lot of other cities and has not needed to take drastic measures. Staff is aware of the need to cut down and has been meeting to discuss options such as a current hiring freeze and early retirement opportunities. However, despite the slowdown, $1 million+ more revenue was brought in on the recreation side from 2007 to 2008. The Parks and Recreation Division is seeing more visitors and participants than they have in the past. With the downturn in the economy, people are not travelling as much. They are staying closer to home and spending their resources locally, and Parks & Recreation is benefitting because of it. The Community Center might not have amenities such as a towel service, whirlpool and sauna like Lifetime Fitness, but it doesn't have the costs associated with that either. People are scaling back and seeing the Community Center as a better fit, thus demands are actually higher than what they've been in the past. Fox, Sevenich, Obiazor, and Lotthammer will go before the Budget Advisory Commission to share information and their thoughts about where they stand financially as a department. That information will also be shared with the PRNR Commission. Construction of the 2010-11 budget will occur in the next month or two; therefore, more budget conversations will take place with the PRNR Commission in the next 3-5 months. The commission can expect more periodic updates than in the past, mostly because they'll need to make some mid-year decisions and forced corrections. This doesn't always necessitate an expenditure reduction; it could be a revenue increase. There are some fees currently not in place that could be implemented. Ideas will be brought to the commission and then to City Council. There are not a lot of details at this time,but this is what Lotthammer anticipates and he will keep commissioners updated. Napuck asked Lotthammer to report back to the commission in May following the Budget Advisory Commission meeting. Parks, Recreation and Natural Resources Commission Minutes March 2, 2009 Page 12 2. Size of Commission This issue of commission size came about because the Assistant to the City Manager, in reviewing the ordinances and City code, found the PRNR and Historic Preservation commissions were not consistent with the others because they require a set number of commissioners. The other commissions provide a range which allows for flexibility depending on how many people are interested. Rather than specifying a number of 9 commissioners, a range of 7-9 is being suggested. Four members' terms are expiring and they will not be renewing. Interviews have not yet taken place; as of today 3 people have applied indicating PRNR as their first commission of interest, and there is 1 candidate who has listed PRNR as their second choice. Assuming the proposal passes and each candidate is assigned their first choice, the potential exists for PRNR to stand at 8 commissioners and there would be no aggressive approach to marketing the remaining spot to others. Napuck asked if there was an advantage to having an odd number of commissioners. Lotthammer said he and Fox debated this and determined it's not likely this would be an issue since the commission is not a true governing body. The commission generally votes unanimously; however if a 4-4 split did occur, it would be reflected in the Council packet and additional narrative given. Tiebreakers are not required. Lotthammer also argued it might be easier to reach a quorum with a smaller number. There is a train of thought that smaller commissions are more likely to be meeting-efficient; however, one can argue pluses and minuses on both sides. Bierman asked for background on how the City settled upon a number of 9 commissioners. Fox answered there was a time when typically all commissions were 5 members. That number increased to 7 and stayed there for about 20 years. A couple commissions were eliminated; it seemed there were a lot of people who had personal interests or their own agenda items which was dysfunctional. Since there were many people with high interests left, the number expanded to 9. Fox echoed Lotthammer's sentiment that having a range would allow PRNR to have commissioners who are truly interested and engaged without going through extraordinary measures to fill empty spots. Gerst said he could attest to Lotthammer's earlier comment--his first commission initially met with another commission which resulted in about 18 people at the meetings; it was a total waste of time. Through attrition, it was decided to officially merge the two commissions together and they naturally settled on 9 people making for a much different story. He is okay with a range of 7-9. Barrett pointed out the commission operates under Robert's Rules of Order so if there was a tie vote, there would be no recommendation as the motion would not pass. Lotthammer said regardless, the information would still get passed along to Council to characterize what took place. Parks, Recreation and Natural Resources Commission Minutes March 2, 2009 Page 13 Napuck inquired what determines the number of commissioners. Lotthammer said it said could be dependent on amount of interest or City Council's feelings. Napuck asked if anyone was averse to having a range. Barrett said he's really enjoyed the diversity of opinion on this commission so 9 might be better than 7 even though that may not be as efficient. He added it might serve the City best to be as varied as possible given the issues and concerns that arise. Bierman questioned how this affects the number of terms ending. Napuck suggested it could change from year to year as the number of commissioners dictates. Brill wondered how the commission arrived at having 4 people rotate off this year. It likely happened because somebody joined mid-year or mid-term. Gerst commented he doesn't see the need to fill spots just for the sake of filling them. Oko wondered what happens if there are more people interested than there are spots available adding she would like to see it stay at 9. Lotthammer noted half the commissions call for 5-7 commissioners; the other half 7-9. Bierman said PRNR offers a broader perspective of the community than other commissions and debated tabling the item. Lotthammer explained it isn't guaranteed to pass just because the commission approves it; the Council might decide differently. He intends to bring feedback to the City Manager and his assistant tomorrow. The purpose is to obtain consistency among the commissions—since it is part of the City code it would involve changing the ordinance, too. Bierman brought up concerns about making important decisions with a smaller group. Lotthammer said he has worked with a City Council of 7 members and one with 5 members and it didn't seem to be an issue even though they had policy authority. Bierman and Oko made arguments for diversity; Brill favored a range saying, dependent on the pool, it gives leverage to the Council to not appoint unqualified applicants to the commission. Bierman requested clarification on handling open positions. Lotthammer said there has not been a past practice of bringing people on mid-term. If there are mid-term vacancies, they would probably wait for the following year's interviews to fill those positions. Brill asked what happens if the number remains set at 9,but there is a shortage in interested and qualified candidates. Fox said council members typically solicit individuals in the community to fill vacancies. He is not aware of them choosing to leave positions open due to lack of applicants. The only time the number would drop below minimum is if someone leaves mid-term and the position is not filled until the next year. MOTION: Napuck moved, seconded by Gerst, to recommend to the City Council to amend city code to allow for a range of 7-9 members for the Parks, Recreation and Natural Resources Commission with a preference for the maximum number of 9 members if enough candidates are qualified to fill commission vacancies. Motion carried 7-0. Parks, Recreation and Natural Resources Commission Minutes March 2, 2009 Page 14 3. 2009 Commission Work Plan Lotthammer called attention to the 2009 Commission Work Plan. The year started slowly but things are gearing up, especially as construction season approaches. The Board & Commission banquet date is unknown,but the information will be disseminated as soon as it becomes available. He pointed out some of the grand openings and special events are not too far off. Bierman said his concern about lack of Eden Prairie signage on Highway 169 has not dissipated and asked what the procedure is for addressing this. Lotthammer said he and Fox have both had conversations about this with different people internally. Once there's better information,he can bring it back to the commission. He anticipates it's going to be a long drawn-out process. Bierman volunteered to visit Mn/DOT with Lotthammer or other City representatives. 4. Outgoing Commissioners Napuck recognized outgoing commissioners Mackay, Barrett, Brill and Jacobus for their valuable input and contributions, adding their guidance has been key during her tenure. She expressed appreciation for their work and commitment, said they will be missed, and wished them well. Lotthammer echoed her sentiments stating the diversity of their opinions has been helpful when looking at projects and programs. He also thanked them for their patience with him while being brought up to speed. He views PRNR as a very valuable commission and one of the most effective with which he's ever worked. When he thinks about the projects they saw from conception to fruition, they can all be proud of their accomplishments. Barrett pointed out he started in 2001 as opposed to 2003 as listed on the roster and noted it has been a pleasure to work with everyone. Fox thanked the commissioners who have gone above and beyond PRNR Commission meetings by doing research related to the Community Center and attending other various commission, athletic association, task force, and school/city partnership meetings. Gerst told Barrett and Brill he thought they both did a fantastic job while serving as chair. He has seen the quality of the commission go up tremendously since he first started and is glad to have served with them. X. NEXT MEETING Next PRNR Meeting: Monday, April 6, Council Chamber, City Center, 7 pm. XI. ADJOURNMENT MOTION: Barrett moved, seconded by Mackay, to adjourn. Motion carried 7-0. Chair Napuck adjourned the meeting at 9:28 pm.