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City Council - 07/21/2009 - Workshop APPROVED MINUTES CITY COUNCIL WORKSHOP & OPEN PODIUM TUESDAY,JULY 21, 2009 CITY CENTER 5:00—6:25 PM, HERITAGE ROOM II 6:30—7:00 PM, COUNCIL CHAMBER CITY COUNCIL: Mayor Phil Young, Council Members Brad Aho, Ron Case, Jon Duckstad, and Kathy Nelson CITY STAFF: City Manager Scott Neal, Police Chief Rob Reynolds, Fire Chief George Esbensen, Public Works Director Eugene Dietz, Community Development Director Janet Jeremiah, Parks and Recreation Director Jay Lotthammer, Communications Manager Joyce Lorenz, City Attorney Ric Rosow, and Recorder Lorene McWaters Heritage Room H I. JOINT MEETING WITH THE EDEN PRAIRIE HISTORICAL SOCIETY A. Adaptive Use Study City Manager Scott Neal reviewed the timeline for the Cummins House use study and discussions. The Reuse Study began in December 2006 and the final report was approved by the Heritage Preservation Commission in July 2007. The City Council accepted the Reuse Study in July 2008. Possible uses for the house identified in the study include hospice, office, residential and horticulture. In late 2008, the Eden Prairie Historical Society approached the City Council about the possibility of leasing the site or entering into a cooperative agreement with the City. At the May 19, 2009, Council meeting it was determined that a lease arrangement similar to the one the City has with Camp Edenwood would not work for the Historical Society at the Cummins House. The Historical Society requested tonight's workshop to present a new proposal to partner with the City on renovation and programming the Cummins House. B. Current Operations and Capital Costs Parks & Recreation Director Jay Lotthammer presented a breakdown of the City's costs for upkeep of the house, which are expected to be just under$15,000 for 2009. C. Current Prouammin2 Lotthammer also reviewed current programming at the house, which includes Arts in the Garden, Cummins House Christmas, Heirloom Plants in the Garden, and monthly Historical Society Open Houses. Potential programs include Senior Teas and Watercolor in the Garden art classes. Lotthammer reviewed the site plan that shows how the Pioneer Trail, baseball field and parking location reconstruction projects will impact the site. City Council Workshop Minutes July 21,2009 Page 2 D. Eden Prairie Historical Society Proposal Kathie Case, President of the Historical Society, introduced her fellow board members: Jan Mosman (Vice Presdient), Betsy Adams, Aubrey Hookum, Kim Carlander, Reuel Long, Bob Pemberton and Arlene Marshall. She noted that Jim Clark is also a board member,but was not able to attend the meeting. Mosman distributed articles from the local newspaper about history-related activities and letters from community members supporting the Cummins House. Case said both Boy Scout and Girl Scout troops have donated time to upkeep of the site and participate in events at the house. She said the house is also used for community theatre productions and the peony garden is a local attraction. Case said Mrs. Grill offered the home, which was built in 1879, to the City in the 1970s for use as a park. The site was added to the National Historic Registry in 1979. Volunteers have help restore much of the first floor of the house. Case said the Historical Society is proposing the Cummins House be used as a multi-purpose community space. She said the Historical Society is willing to help raise grants to pay for restoration of the house. She said the Historical Society has a donor who is willing to match grants, but there is a deadline by which the donor needs to know if an agreement with the EPHS will be approved by the City. Case said up to $22 million in Legacy Grant grant funds will become available for projects like the Cummins House beginning in September. She said the EPHS needs to know very soon whether or not the City supports their proposal. The Historical Society has asked the Eden Prairie Foundation to act as their financial agent. Eden Prairie Foundation President Nancy Tyra-Lukens said the foundation does not meet in the summer, so they have not discussed the proposal yet. However, she said the Foundation has supported the Historical Society and the Cummins House in the past and she expects they will continue to do so. She said the house would be an ideal meeting place for the Foundation Board. Case said the EPHS does not believe in mothballing historic buildings. She said they envision the Cummins House serving as a community meeting space, a possible office space for the Eden Prairie Foundation and other non-profit organizations, and a venue for expanded historic and recreational programming. She said the City could also use it as a rental space for weddings and other events. Case said the Historical Society is willing to coordinate restoration of the house and oversee its use. Restoration projects the Eden Prairie Historical Society would apply grant money toward include: • Extending electrical service to the second floor • Adding sprinklers tthe building • Enhancing accessibility City Council Workshop Minutes July 21,2009 Page 3 • Upgrading the flooring • Replastering several rooms Mosman said the home itself is very well built and most proposed improvements are largely cosmetic. E. Discussion Mayor Young said he is unclear exactly what the Historical Society is asking for asked who would be in charge of the site under their proposal. Case said the Historical Society is proposing creation of a task force that would include City staff members, Historical Society members, a Heritage Preservation Commission member, and interested citizens. The task force would apply for grants, oversee restoration and coordinate programming. Young noted that this is not one of the uses recommended in the Reuse Study,but he does not have a problem with that. Betsy Adams, the Heritage Preservation Commission Representative on the Historical Society Board, said the Heritage Preservation Commission has never endorsed sale of the house. She said she considers the Reuse Study a safeguard that outlines acceptable uses in the event the house is sold or leased at some future time. She said the Historical Society seeks to add to what the City currently does at the house. Mayor Young asked if the Historical Society is interested in buying the property. Case said they are not interested in buying it. She said Historical Society bylaws would not permit it. Mosman said the Historical Society needs the City as a partner in order to obtain grants. She said the Historical Society has a donor who is willing to provide matching funds under certain circumstances. Case said they need to begin getting estimates very soon in order to apply for Legacy Grant funds. She said the Historical Society is willing to clean the home and help maintain the garden. Council Member Aho asked who would manage the renovation projects. Case said the Historical Society would manage the work in conjunction with the task force. Council Member Nelson asked if the new parking lot would be adequate. Neal said he believes it will be sufficient. Council Member Case said for 33 years, City Councils have voted to buy, preserve and support the Cummins House. He said the Historical Society Proposal shows a way to keep the house open without burdening residents. He said the City needs a group like the Historical Society to help leverage grants and donations. Young said he would like to see the Historical Society achieve its goals without tying up the time of two department directors and a facilities manager. He said he favors ceding more control to the task force, rather than less. City Council Workshop Minutes July 21,2009 Page 4 Mosman said City staff would not actually be members of the task force,but would be kept inform of activities. She said she has started drafting an agreement and would like to work with the City on finalizing it. Nelson asked if there is some action the Council can take tonight to show general support of the Historical Society proposal so they can proceed with grant applications that have a tight deadline. Mayor Young said he feels it is more important to do this right rather than quickly. Neal said the City has agreements with a variety of community organizations that could be used to help create an agreement with the Historical Society. Chamber II. OPEN PODIUM A. Nancy Arieta 1. Mulching- Arieta suggested the City distribute information on proper mulching of trees. 2. Greenery —Arieta said she likes the look of the tall grasses and vetch, and encouraged the City to let more areas grow instead of mowing them. 3. Windsor Plaza—Arieta said the building is an eyesore and should not have been approved by the Planning Commission and City Council. 4. Channel 16 Programming—Arieta complimented the Life on the Prairie show on Channel 16. 5. LRT Planniniz—Arieta said she is surprised a station planning meeting is scheduled when the final alignment has not yet been determined. III. ADJOURNMENT