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Parks and Recreation - 07/11/2000 APPROVED MINUTES EDEN PRAIRIE COMMUNITY PROGRAM BOARD TUESDAY,JULY 11, 2000 7:00 P.M., CITY CENTER City Council Chambers 8080 Mitchell Road BOARD MEMBERS: Chair Munna Yasiri, Vice-Chair Mary Cofer, Harry Davis, Jr., Dick Brown, Kim Teaver, Harry Moran, and Therese Benkowski BOARD STAFF: Chris Enger, City Manager; Natalie Swaggert, Management Liaison; Laurie Obiazor, Staff Liaison; and Carol Pelzel, Recording Secretary SUPPORT STAFF: Bob Lambert, Director of Parks and Recreation Services; and John Gertz, Historical Resource Specialist VISITORS: Jan Mosman, Chair, Heritage Preservation Commission II. CALL TO ORDER AND ROLL CALL Chair Yasiri called the meeting to order at 7:05 p.m. Board members present included Munna Yasiri, Therese Benkowski, Harry Davis, Jr., Dick Brown and Kim Teaver. Board members absent were Mary Cofer and Harry Moran. II. APPROVAL OF AGENDA MOTION: Brown moved, seconded by Teaver, to approve the agenda as published. Motion carried, 5-0. III. APPROVAL OF MAY 23, 2000 MINUTES Chair Yasiri asked that the minutes reflect that John Schmelzle, Co-Chair of the Third Rink Task Force, was to have been at the May 23 meeting but was not in attendance. Commissioner Brown asked that the minutes show that the City is being asked to donate the land for the ice facility, which would result in a cost to the City of approximately $250,000. MOTION: Benkowski moved, seconded by Davis, to approve the May 23, 2000, minutes as amended. The motion carried, 5-0. Community Program Board July 11, 2000 Page 2 IV. OLD BUSINESS A. Third Rink Task Force—City Council Actions Ms. Swaggert reported that the City Council did consider the Community Program Board's recommendations and felt the questions raised regarding the location of the third rink; the naming of the rink and the issuance of debt by the City were legitimate. The Council did direct staff to begin discussions with the School District regarding the possibility of a third sheet of ice being built in the area near the Community Center and agreed that the facility could be named after a corporate sponsor. The Council asked staff to evaluate the risk of$1 million in debt and $100,000 in annual operating costs against anticipated revenues to support this project. The Council also directed the Eden Prairie Hockey Association to demonstrate the financial feasibility of a third rink at no cost to the City by obtaining funding commitments necessary to cover the balance of the cost to build and operate the facility prior to further City Council action. Mr. Lambert further explained that the City Council also directed City staff to work with the School District to monitor parking over the next year to determine the adequacy of parking should a third rink be added to the Community Center site and to obtain School District permission for siting the third rink utilizing a part of the high school property. Mr. Enger stated that the City Council did ask for additional financial information and staff did report back. The Council felt that since the ice time estimates were very conservative, they would like to see the City shorten the term of the debt as much as possible. V. NEW BUSINESS A. Historic Sites Management and Use Presentation 1. Background Acquisition—Location, Restriction, Current status of sites Mr. Lambert presented the background on how the three historic sites (Cummins- Grill House, Riley-Jacques Farm and Smith-Douglas-More House) were acquired. He explained that the Cummins-Grill House was acquired as part of a LAWCON grant that included acquiring a portion of Starring Lake Park. This is a federal grant where the City matches money against federal money to purchase the land. By acquiring the land with grant money, certain restrictions are placed on the property. Since the Cummins-Grill House was part of the park acquisition, they cannot change the use of that property. Mr. Lambert indicated that the Heritage Preservation Commission (HPC) is recommending that the Cummins-Grill House be used as a community heritage park. This would be an appropriate use of the land under the LAWCON grant restrictions. 2 Community Program Board July 11, 2000 Page 3 Mr. Lambert reported that the Riley-Jacques Farm was also purchased with LAWCON grant funds and the HPC would like to reuse the Riley-Jacques Farm as a community heritage park. It should be put to use as a multi-use recreation site. Mr. Lambert explained that the City purchased the Smith-Douglas-More House for $140,000 with cash park fees and the owner was given a life estate. The HPC recommendation is to lease or sell the property with covenants that the house retain its architectural character. There are no restrictions on the use of this property as there are on the other two. However, there are State laws regarding funds collected from developers as park dedication money. It must be proven that the money was spent for park purposes. If the Smith-Douglas-More House is sold, the money would have to go into the Cash Park Fund where it was taken out of to originally purchase the property and used for park purposes or for improving the park facilities that are designated as historic sites in other parks. 2. Camp Edenwood Project/Partnership Mr. Gertz presented a slide show demonstrating the partnership between Camp Edenwood and the City of Eden Prairie. The purpose of the slide show was to show the success of this partnership. The lease arrangement with Camp Edenwood and the City benefits the preservation of this historic site. Mr. Gertz explained that a lease option for the Smith-Douglas-More House would allow the City to limit the type of use and also alleviate the City of rehabilitation costs. 3. Heritage Preservation Commission Proposal for Use Ms. Mosman referred to the Adaptive Reuse Proposal for the three historical properties prepared by the HPC and explained that Eden Prairie is an aging community and there are not as many youth playing football or other rigorous activities. Eden Prairie is looking at less active residents. They are looking to these historical sites for more passive activities. Ms. Mosman stated that the HPC is recommending that the Riley-Jacques Farm be a more active recreational park use. It is located on the lake and may be used for many different things. They are recommending that the Cummins-Grill House be programmed for more of a recreational, educational and cultural use. Ms. Mosman explained that the HPC is recommending that the Smith-Douglas-More House be rehabilitated for adaptive reuse for commercial purposes. Ms. Mosman indicated that the HPC received much information from staff, which included historical background and funding. All of this information was compiled and included in the Adaptive Reuse Proposal. The HPC looked at preserving and protecting these three properties and they feel that these recommendations will work well for all of these needs. Chair Yasiri pointed out that the report presented was very well thought out, logical and thorough and she commended both the HPC and staff for the wonderful job they did in compiling this report. 3 Community Program Board July 11, 2000 Page 4 4. Discussion/Implementation Commissioner Brown asked if the HPC had rated these projects in any order as to preference for rehabilitating these properties. He pointed out that they are looking at some staggering numbers with regard to costs for the restoration of these three properties. Mr. Gertz responded that they have not rated these sites but feel that these properties are considered equally significant historically. He pointed out that Option one for the Smith-Douglas-More House would alleviate the City of some of the costs. They hope to enter into a lease agreement where a potential tenant might come in and rehabilitate the property at no cost to the City. If that is the case, they would be looking at rehabilitating two properties rather than three. Mr. Gertz explained that the HPC feels that these properties offer different uses that are not currently available to the City's residents. In response to Commissioner Brown's question, Mr. Gertz explained that Option one for the Smith-Douglas-More House would be to lease the property as is and hope the tenant would come in and restore the property at no cost to the City. Chair Yasiri asked for clarification with regard to the summary of the costs for the purchase price of the properties. Mr. Lambert explained that the purchase price includes the amount of land acquired with the purchase price for the structure being separate. For example, the Cummins-Grill property cost$320,000 with the house being appraised at$60,000. Commissioner Davis asked for clarification of "Improvements to Date". One report shows that the improvements to date for the Cummins-Grill House was $141,400 while another shows the total project cost being $119,188. Mr. Lambert responded that the $141,400 includes additional costs above and beyond what has been spent to date. Mr. Gertz explained that the $141,400 of improvements to date for the Cummins-Grill House are all of the costs identified. Many of the costs that went into the homes are grant funds and donations. Commissioner Davis suggested that these amounts be tied together showing that the total cost for restoration for the Cummins-Grill House is more realistically $500,000 rather than $355,000. Chair Yasiri asked if the City would incur any costs should the Smith property be leased out. Mr. Gertz responded that the lease could cover things such as maintenance of the building and could also state that the City will retain the property at no cost to the City. Also, any rehabilitation to the building would have to be approved by the City. Chair Yasiri asked if the HPC considered moving the Smith-Douglas-More House to the Riley site. Mr. Gertz explained that a living historical farm is difficult to manage and operate as well as being very expensive. There would also be environmental issues. The HPC did not support the moving of the structure as a feasible option. Also, once the building is moved off of the original foundation the historical significance is destroyed. 4 Community Program Board July 11, 2000 Page 5 In response to questions from the Board regarding funding for projects, Mr. Enger explained that preliminary estimates indicate that the City can spend between $500,000 and $1 million per year on the Capital Improvement Program(CIP) without affecting taxpayers. This would be for all capital improvements in the City. Mr. Lambert further explained that since the preliminary estimates were developed, the City Council has indicated that"A"projects must be completed; "B"projects are necessary but timing is not critical; and, "C"projects are desirable if funding is available. The City Council is constantly working on the Capital Improvement budget. It is up to the City Council to determine what is feasible and how they are going to fund these activities. Mr. Enger explained that the HPC is recommending that the Smith-Douglas-More House be leased and that the City partners with someone who would restore and maintain the house at no cost to the City. Any additional funds from the lease or sale of the property could go back into the Cummins-Grill House or Riley-Jacques Farm. Mr. Enger indicated that expenditures for programs that would take place at the Cummins-Grill House or Riley-Jacques Farm could be funded from programs that the City feels are no longer necessary and would eliminate. Mr. Enger pointed out that the HPC's recommendation does not include how these improvements will be funded but to utilize the strategies recommended by the City Council. In response to Chair Yasiri's question, Mr. Gertz responded that City staff would continue to pursue grants to fund these projects. Commissioner Brown asked if most cities in the state support three historical sites. Mr. Gertz said it is not unprecedented,however,he did not think most cities had three sites. Commissioner Brown said he has served seven years on the Parks and Recreation Commission and it has always been a problem to come up with funds to redo the historical sites. He feels it would be more advantageous to find tenants to take over the Smith-Douglas-More House and spend $250,000 to renovate while the City retains ownership. Commissioner Brown asked if it would be possible to find someone to lease the property and rehabilitate it at no cost to the City. Ms. Mosman responded that they have had people express an interest in leasing the property. Commissioner Brown said after considering the costs of renovating the Smith-Douglas-More House it might be smarter to sell the house. He said he feels they are looking at an enormous amount of money to rehabilitate these three sites. Mr. Enger explained that whether they lease or sell the Smith- Douglas-More House staff could price it so that the cash flow would be the same as a sale. The HPC is recommending that they first test the market for a lease and if that does not pan out they would look at selling the property. Commissioner Davis asked if the City Council has assigned an A, B or C to these projects under the Capital Improvement Program . Mr. Enger explained that the 5 Community Program Board July 11, 2000 Page 6 the Council will look at the priorities of the CIP and consider whether or not they want to include some or all of the funding for the historical properties. 5. Recommendations Commissioner Davis said he feels comfortable in endorsing the HPC's report. Chair Yasiri said she also endorses the report and the fact that the recommendations are sound. The funding is up to the City Council. Commissioner Brown stated that the expenses for renovating the Smith-Douglas-More House are not sound and he hopes the City can lease it. MOTION: Davis moved, seconded by Teaver, to recommend the City Council adopt the report and recommendations of the Heritage Preservation Commission and staff for the management and use of the City's historic properties dated June 19, 2000. In response to a question regarding the date in the motion, Ms. Swaggert explained that the June 19 date is the date of the HPC's action. The date of the report is June 20, 2000. The Board agreed that the date in the motion should be the date of the actual proposal, which is June 20. MOTION: Brown moved, seconded by Teaver, to amend the original motion to reflect the date change to June 20 instead of June 19. Vote was called on the amended motion with all members present voting aye. The motion carried, 5-0. VI. REPORTS OF STAFF A. None VII. FUTURE MEETINGS/EVENTS Ms. Swaggert explained that the actual July meeting date for the Board is July 24. She indicated it was not necessary to have that meeting at that time; the pending topics will be covered at the August meeting. Ms. Swaggert said they do want to spend some time with each of the Citizen Advisory Commissions so that the Board has a chance to look at the work being done by the Human Rights and Diversity Citizen Advisory Commission and the Parks and Recreation Citizen Advisory Commission. The Board agreed that their next meeting date would be August 22. Chair Yasiri expressed her appreciation to the staff for the wonderful job they do in preparing the information for this Board to consider. VIII. ADJOURNMENT MOTION: Brown moved, Benkowski seconded, to adjourn the meeting. Motion carried, 5-0. The meeting was adjourned at 8:35 p.m. 6