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Parks and Recreation - 05/04/2009 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, MAY 4, 2009 7:00 P.M., OUTDOOR CENTER 13765 Staring Lake Parkway COMMISSION MEMBERS PRESENT: Geri Napuck, Chair; Jeffrey Gerst, Vice-Chair; Commissioners, Hutch Coburn, Derek Gunderson and Joan Oko COMMISSION MEMBERS ABSENT: Tom Bierman and Lee Elliott-S toering STUDENT REPRESENTATIVES: Andrew Baker and Michael Powell COMMISSION STAFF PRESENT: Jay Lotthammer, Parks and Recreation Director Laurie Obiazor, Recreation Services Manager Stan Tekiela, Outdoor Center Coordinator RECORDING SECRETARY: Carol Pelzel I. ROLL CALLANTRODUCTIONS The meeting was called to order by Chair Napuck at 7:00 p.m. Napuck reported that this is the last meeting for the student representatives. On behalf of the Commission, she thanked the students for their participation on the Commission. II. APPROVAL OF AGENDA Lotthammer asked that they move Outdoor Center Programming Update to VIII. New Business after Outdoor Center Tour. Motion: Oko moved, seconded by Gerst, to approve the agenda as amended. The motion carried, 5-0. III. APPROVAL OF MINUTES —APRIL 6 , 2009 Motion: Gerst moved, Coburn seconded, to approve the April 6, 2009 Parks, Recreation and Natural Resources Commission meeting minutes as presented. The motion carried, 4-0-1 with Oko abstaining because of absence from that meeting. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 4, 2009 Page 2 IV. REPORT OF CITY COUNCIL ACTION—APRIL 21, 2009 Lotthammer reported on the following City Council actions: A. OBSERVATORY DONATIONS The City Council accepted a$125,000 donation from Doug and Carolyn Kohrs to assist with funding for the Staring Lake Outdoor Center Observatory. Kohrs and his wife are very excited to support this project to give others the opportunity to learn astronomy, science and mathematics. The Council also accepted a $10,000 donation from Steve and Sue Mohn to assist with funding for the Observatory. Lotthammer explained that the City Council is required by State law to accept all donations to the City by Resolution. This obligates the City to use the donations as designated. B. ART CENTER DONATIONS The City Council accepted a$3,200 donation from the Eden Prairie Lioness Club to assist with funding for equipment at the Art Center with an additional $1,800 being donated in January. The Lions Club also pledged money for this project to be given in January. C. PARK HOURS ORDINANCE (2ND READING) The City Council approved the second reading of an Ordinance extending the hours at Miller and Round Lake Parks. This allows the lights to remain on until 10:30 p.m. D. OBSERVATORY CONTRACT The City Council awarded the contract for Staring Lake Outdoor Center Observatory to low bidder Hunerberg Construction. Lotthammer explained that Hunerberg asked to withdraw his bid and not enter into a contract with the City. It was explained to the bidder that by not entering into a contract they may forfeit their performance bond. Proper procedures were followed by the City and the contract was awarded to the low bidder. The City has given Hunerberg Construction until May 5 to sign the contract. If they do not sign it, the bid will be awarded to the second lowest bidder. Even if they go with the second lowest bidder, they do have sufficient donated funds to cover those costs. Staff feels confident Hunerberg is a good contractor and believe they will have a good experience with him should he sign the contract. The issue with the low bidder is that the roof of the Observatory will pivot on a bearing and that will take some time to get. It may take up to 30 weeks. Gerst asked what the anticipated opening date of this facility is. Lotthammer responded that worst case scenario, it should be finished in December. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 4, 2009 Page 3 E. PLEASANT HILL CEMETERY FENCING The City Council awarded a contract to Midwest Fence for Pleasant Hill Cemetery fencing. Pleasant Hill is a City owned and operated cemetery. The funds for this fencing upgrade came from perpetual care funds and should be completed by Memorial Day. F. SENIOR AWARENESS MONTH At the May 5 Council meeting the City Council will be reading a proclamation declaring Senior Awareness Month. V. REPORT OF PLANNING COMMISSION Lotthammer reported that there were no items considered by the Planning Commission that affected parks. VI. PETITIONS, REQUESTS AND COMMUNICATION VII. OLD BUSINESS A. ROUND LAKE STADIUM GRAND OPENING - UPDATE Lotthammer reported that the Round Lake baseball stadium grand opening occurred on Saturday, May 2. This was held in conjunction with the Baseball Association pancake breakfast fundraiser. This is a busy facility and City Staff is asking that they back off of usage a little and that there be no practices held there. A good year of growing is needed to make this a better facility. They do not want it overused so that they have to spend a lot of money to get the turf back. VIII. NEW BUSINESS A. OUTDOOR CENTER TOUR Tekiela presented the Commission with an overview of the Staring Lake Outdoor Center building explaining the history and background of the facility. The building was built in 1935 by the National Youth Association and was used as a recreational hall by men working in the State Emergency Relief Program. The logs used to construct the building were recycled telephone poles. The building was used from 1935 to 1945 and was sold to C.A. Bush who then rebuilt the building on this location. In 1977 the City took over the facility and it became the Outdoor Center in 1988. They just celebrated their 201h year of operation. Tekiela provided the Commission with a tour of the surrounding facilities explaining the camps that will be run during the summer months. Last year they had 700 kids registered for the various camps. He showed the Commission where the new PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 4, 2009 Page 4 observatory will be located and where the bridge will be constructed to get to the observatory and deck. B. OUTDOOR CENTER PROGRAMMING UPDATE Tekiela presented a PowerPoint presentation to the Commission explaining the Outdoor Center's mission. He reviewed the various programs explaining that they have had over 4,000 participants attend programs each year. They have over 40 summer camps with over 700 children attending each summer. They offer various environmental programs as well as youth and adult lessons including cross-country skiing, snowshoeing, fly-fishing, canoeing, kayaking and firearm safety. They also offer adult adventure trips including backpacking, canoeing, birding, wildflower hikes and tree identification. Tekiela reviewed the various group programs and summer camps. The programs continue to grow and they will be starting their pre- school summer camps the second week of May. The amenities are what make this Outdoor Center such an outstanding facility. Tekiela stated that he also hires all of the contract employees at the Outdoor Center and feeds and cares for all of the animals at the Center. Napuck asked if they would be offering any new camps this year. Tekiela responded that four or five of the programs are new. Some of the programs have run their course such as the Survivor Camp. They used to have to turn away people now they can't fill up a full-day course so they have changed it to a half-day camp. In response to a question from Gunderson, Tekiela explained that they do have a fire arm safety course once a year. It is a nine-week program and is very popular. This course is for 12 year olds and they do have one field day offsite. They also offered a snowmobile safety program but there were not enough people interested so they discontinued that program. Napuck said the animal junction is a great addition to the facility. Tekiela said it was a necessity because they were busting at the seams. C. BALLFIELD MASTER LISTS Lotthammer provided the Commission with some of the information Staff uses to schedule ball fields. The grid included in the Commission's agenda material shows the different types of fields, who the organizations are using the fields, the field size and the total number of fields. The field scheduling is handled by the Adult Athletic Coordinator. City Staff does the field maintenance and there is an extraordinary amount of maintenance that takes place. For weekend tournaments, overtime is charged back to the organizations holding the event. There is one full-time person that works with a crew of seasonal employees that goes from field to field every day to drag and line the fields, adjust bases, etc. For the next couple of years the fields are fairly tight for the Athletic Association and the neighborhood parks are being used a little more than they would like them to be. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 4, 2009 Page 5 Oko asked with the construction of Pioneer Trail, if the two fields by the dog park will be open this year. Lotthammer responded that they will be reconfigured and will be closed for this year. There is another 25 acres of land at Flying Cloud that Staff is working with MAC for a long-term lease for one large baseball field and three soccer fields. D. PARKS AND RECREATION TRENDS Lotthammer reported that Staff met last week with the City's Budget Advisory Commission (BAC) and created a PowerPoint presentation showing the Parks and Recreation trends. The BAC looks at operating budgets one year and capital budgets the next year. This year they are focusing on operating budgets. Two years ago they reviewed the Departments' structure and the following year they discussed capital programs. Staff reviewed the trends the Parks and Recreation Department works with on a daily basis. Fund raising is a very important aspect of the Department in that a lot of money is contributed to 30 or 40 different areas. Lately, the Department has received some major contributions and those contributions give them the ability to enhance facilities and programs. It also allows them to keep those programs affordable. Staff will continue to seek grants and donations. This money helps offset operating costs and Staff will continue fund raising efforts. Staff also presented information on volunteer hours. In 2008, volunteer hours total 12,413 for a value of$242,178. These numbers do not include the time that is volunteered by the Athletic Associations, Lions Club or Rotary. The City does not have a Volunteer Coordinator. These volunteer hours reduces operating costs to the Department and enhances the quality of programs and services. Staff will continue to recruit and utilize volunteers. Lotthammer explained that during these economic times, people are staying close to home and are looking at the programs offered by the Parks Department as affordable and see them as a good value. They have seen increased participation in some of the camp programs. These camp programs are offered at an affordable cost. Registration for the various programs offered increased considerably from the previous year with a total of 1,669 registrations on the first day. Staff anticipates that this trend will level off and 2010 and 2011 registration numbers should be similar to 2009 numbers. Obiazor pointed out that program registration numbers demonstrates the value and need for recreation programs. She reviewed with the Commission the methods used for registration explaining that they provide four different methods. Their goal for the on-line registration program was to have 30 percent of the registrations occur on-line and they exceeded that goal by 13 percent. Staff plans to phase-out the telephone registration resulting in a savings of$3,000 in support costs. Staff will continue to promote use of on-line registration. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 4, 2009 Page 6 Obiazor reviewed the Recreation programming cost recovery expectations. In 1995 the City Council approved the first ever recovery policy. In 2008 Staff recommended adjusting some of the programs because certain programs were not able to meet the cost recovery expectations. Those were programs Staff knew the City Council would support continuing and included the 4"' of July celebration and the concert series. The Council did approve adjustments to several programs and Staff will continue to follow the cost recovery policy for recreation programs as approved by the City Council in 1995 and adjusted in 2008. Lotthammer reviewed recreation program cancellation. He indicated that this is not always a bad thing. Staff can't always anticipate human behavior and how popular a program will be. Some program cancellations improve cost recovery. Staff will continue to monitor cancellation figures quarterly. They also modified the cancellation policy and increased the cancellation fee. Obiazor explained that the City does have a fee assistance program called Passport to Fun. In 2008 they had over 400 individuals apply and qualify to use those funds. The program requires the participant to contribute half of the program cost with the other half being picked up by the scholarship. They have found that people who qualify for the program still struggle with coming up with the matching money. Staff anticipates an increase in applicants because there has been more awareness of this program in the community. Obiazor reviewed the outdoor skating rink use numbers explaining that the City has nine sites including two regional sites. The Staring Lake and Round Lake sites account for half of the total usage in the winter skating season. Even with the recent reductions in recreation programs, they are still able to provide outdoor skating opportunities by extending the hours at the regional sites and shortening the hours in other areas. The attendance numbers did not justify keeping the facilities open longer at the neighborhood parks. Lotthammer reported on Riley and Round Lake beach usage. Because Riley Lake gets more usage than Round Lake they cut guarding the beach at Round Lake during the week. Staff has looked at maintaining what they have had in the past and hope to give good public access. Obiazor pointed out that the Adult Athletics program recovers 120 percent of its cost. With the expansion of the Community Center, the basketball and volleyball leagues have expanded. They do anticipate a reduction in the number of adult softball leagues due to fewer fields because of road and field construction projects. With regard to Community Center meeting room usage, Lotthammer reported that they had a good year in 2008 and the budget numbers were better than projected. Since facility rental did not become available until May 2008 Staff anticipates that they will have a better cost recovery in 2009. They continue to look at some of the PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 4, 2009 Page 7 non-prime times and will creatively market those times to various groups. Staff anticipates a busy summer with 895 bookings already for June through August. Lotthammer reported that for 2008 they have a Community Center membership totaling 1,600 people. Currently, they have a membership of 1,700. Staff anticipates that this will level off and they will be reaching the mode of retaining people. A big attraction is the reimbursement program with insurance carriers. Staff believes they will be able to gain a little more revenue but are close to maxing out membership. Costs will continue to go up resulting in having to raise membership fees on an annual basis in smaller increments. Lotthammer reviewed indoor skating explaining it is now in full force and Staff believes they will be able to capture more hours and more revenue for 2009 because Rink 3 will be in use for a full year. Lotthammer explained that in 2007 before the Community Center remodel the cost recovery for this facility was at 47.9 percent. In 2008 they budgeted for 50 percent cost recovery with actual being 64.7 percent. They anticipate capturing 70 percent for 2009. Staff is happy with those numbers but thinks they can continue to increase. Staff will continue marketing and promotional strategies and establish repeat and referral business. Lotthammer reported on the maintenance of park land explaining that they have not been at full capacity with manicured areas. In 2007-08 there were a number of park facilities that were "off line" due to construction activity that are now back in full- time use in 2009. They will continue to monitor the maintenance service level hoping not to have to increase the maintenance budget. Staff does not plan to ask for more staffing or money for this budget in 2010. With regard to pavement management, Lotthammer explained that with the inventory that was done in 2008, they will have a better knowledge of the condition of the system. They will also have a better reading of what they should be doing to optimize maintenance dollars. Napuck asked if the trail in Pioneer Park that extends to Staring Lake was repaved differently than what is normally done since it is now a rough trail rather than the smooth trail it had been. Lotthammer responded that a granite chip overlay was put on that trail. This fills in the cracks and the chips extend the life of the trail at a lesser cost. Lotthammer reviewed the Deer Management Program stating that they do not believe the deer population is out of control and feel they can forego the deer management program for this year. In the past, this has cost$40,000 to $50,000. More than likely, they will have to do some type of deer management in 2010. Napuck asked for a more detailed explanation of in-kind donations. Lotthammer responded that an example of an in-kind donation would be the $1 million building that was donated to the City by the Sampson family for the Art Center. Another PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 4, 2009 Page 8 example would be a donation of product such as art supplies or promotional items for specific events, etc. Referring to recreation program cancellation, Gunderson asked if this refers to any particular league or do they not see as many participants as they had from previous years overall. Lotthammer answered that 16 to 20 percent of the cancellations are a part of doing business. A class might be very popular one year but when they offer the same class the following year they may have fewer people interested allowing them to combine classes. Participation continues to go up but in some instances they see that not as many classes should be offered. Lotthammer explained that the BAC did ask for all of the cost recovery numbers and not just those that were changed by the Council. Staff did not receive any feedback from the BAC with regard to their programming. E. SENIOR CENTER UPDATE/OVERVIEW Lotthammer explained that the BAC did make a motion affirming their original motion to close the Senior Center on a vote of four to two. The Mayor, City Manager and Lotthammer met with the Senior Council to discuss BAC's recommendation. The Mayor indicated that prior to making a decision he would like additional information. Staff reviewed a presentation they prepared for this Commission giving an overview of the Senior Center. Should the City Council ask for additional information on the Senior Center a presentation similar to what will be presented to this Commission will be given to them. Staff will also ask the Senior Council to review this information. Obiazor presented an overview of the Senior Center explaining that the facility consists of 8,000 square feet. She reviewed the rooms of the facility and described their usage. In 2008 they had 11,000 participants; with 35 programs offered in the month of May. They do partner with other senior service providers throughout the community in offering programs. Total revenues for 2008 were $50,202 while 2008 expenditures were $280,329. Obiazor said in speaking with users of the Senior Center, they indicated that to switch facilities would be extremely difficult for existing customers. Oko said it is important for seniors to have a familiar area and background. Lotthammer explained that if the Senior Center were moved to the Community Center some seniors have expressed that it would be very difficult for the seniors because it is difficult for them to interact with younger people. Oko pointed out that there may also be additional liability placed on the City. The two major activities at the Community Center involve swimming and ice skating and this may be dangerous for the seniors. Kids naturally move faster and quicker than seniors. Obiazor said another problem for the seniors would be parking. Young people race in and out of the Community Center parking lot and there is also heavy traffic from High School usage. Obiazor explained that the seniors that use the Community Center are a different clientele from those that use the PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 4, 2009 Page 9 Senior Center. The Community Center seniors are more physically active and the Senior Center seniors are usually attending social functions. Obiazor explained that Staff is constantly looking at how they can be more cost effective and efficient with the operations of the Senior Center. They have reduced distribution of the newsletter from six times a year to four times a year and they have also reduced the number of newsletters mailed. Oko asked how many seniors use the facility on a daily basis. Obiazor responded that there are 11,000 seniors that use the facility throughout the year. Lotthammer pointed out that one of the issues in using the Community Center for the Senior Center is that during the summer during the day they do not have a single room available. During the school year the rooms are booked in the evening but there are some openings during the day. Lotthammer said he is not sure how they could place the Senior Center into the Community Center. This may also cause the loss of revenue because they would lose rental revenue for rooms at the Community Center that would be used for senior activities. Obiazor said it is healthy to have this discussion about the Senior Center. It would have been more beneficial to the BAC if they had the information presented this evening prior to making a recommendation. The recommendation was made without any staff input. Lotthammer explained that this item will be presented to the City Council on May 5 under the City Manager's report as part of the update on the budget. It is possible staff may get direction from the City Council at that meeting. Staff may be asked for more details and information. Napuck pointed out that Eden Prairie has been designated as Number 3 on the list of retirement communities. She suggested that this information be included in staff's presentation as being appealing to seniors and for people who retire and stay in Eden Prairie. She also stated that she does not understand the process of the BAC making this recommendation without having all of the information. Lotthammer explained that one of the BAC Commissioners is pushing very hard for the closing of the Senior Center. There was enough support to pass the motion a second time. Oko asked if the Quality of Life Survey recently completed included any Senior Center information. Lotthammer responded that the BAC had not received that information. Gunderson said they have only heard of one option should the Senior Center be closed and that is to move it to the Community Center. He asked what other options would there be for relocating the Senior Center. Would other people or groups in the community open up space for seniors to use during the day? Powell asked what they are proposing to do with the Senior Center building if it is closed. Lotthammer stated that one of the proposals was that the City could sell the PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 4, 2009 Page 10 land and building to a developer for redevelopment. This would put the property back on the tax roll and they could collect taxes for it. Oko pointed out that the City took the Art Center building that was generating taxes and she questioned how many people that facility will serve. It is her hope that Eden Prairie is a value added community and the Senior Center does add value to the community. Also, it is a terrible time to try and sell the Senior Center property. Oko also questioned if the Community Center can handle the 11,000 participants the way the Senior Center does. Lotthammer said it would not be able to do so during the summer. There are some cost efficiencies in moving the Senior Center to the Community Center but there would be added costs to the Community Center and not a lot of added revenue. Powell said he does not think it would be profitable to sell the Senior Center land. He works at the Community Center and does not believe it would be beneficial to move the Senior Center to the Community Center because they would have to pay wages to the people that would have to set up the rooms for senior activities. Also, certain rental fees to the Community Center would be eliminated. All of this needs to be taken into account and they may find that the additional costs and lost revenue would probably exceed the value of the Senior Center land. Napuck said she agrees with Powell and believes the seniors in this community deserve their own place. The results of the community survey should also be taken into consideration by the BAC. Gunderson said it is clear that programming for the seniors is not a money maker and he does not think anyone is expecting that. Moving this program to another facility will not offset that. The question is do they want to be supporting seniors and he feels the answer is yes. Oko said they are talking about $26 for each senior to have a place to go. How can they say no to that and still be one of the top ten places to retire. She suggested that staff's information show what the City spends per person to use Riley Beach in comparison to what it costs per senior for the use of the Senior Center. Oko said she finds it appalling that they are even discussing this since it is such a small part of the budget. Gunderson said he finds it difficult to understand how they can eliminate one facility without giving them other options or a specific place in the Community Center. IX. REPORTS OF STAFF A. RECREATION SERVICES MANAGER FYI: Kite Fest—May 16 FYI: Riley-Jacques Barn Twilight Special—May 16 FYI: Eden Prairie Players Rummage Sale—May 16 FYI: Art Center Grand Opening —May 26 B. COMMUNITY CENTER MANAGER FYI: Live Well, Lunch Well—May 15 FYI: Spring Run for Fun—May 16 PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 4, 2009 Page 11 C. PARKS AND NATURAL RESOURCES MANAGER D. PARKS AND RECREATION DIRECTOR 1. Appointment to Sports Facility Committee (3) Motion: Motion Oko, seconded Gerst, to appoint Derek Gunderson, Joan Oko and Tom Bierman, subject to availability, to the Sports Facilities Committee from May 2009 to May 31, 2010. Motion carried 5-0. 2. 2009 Commission Work Plan Lotthammer reviewed the Commission's work plan. FYI: Board & Commission Banquet—May 13 X. NEXT MEETING The next regular meeting of the Parks, Recreation and Natural Resources Commission is scheduled for Monday, June 1, 2009 at 7:00 p.m. at the City Center. X. ADJOURNMENT Motion: Motion was made by Gerst, seconded by Oko, to adjourn the meeting. The motion carried 5-0 and the meeting was adjourned at 9:17 p.m.