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Parks and Recreation - 08/19/1991 • ... � .. ..'. � �..., ...,..:]� ':i;.. L.1 u�.:. ..:a..,t;na i,�.,�.. .r..wL�it..r. .t fl�i. w �t.jai )S .r1+2!"" 1 'l 5Y � 'jai �.t 1i 1991 AUGUST S 9 1 MINUTES CITY OF EDEN P-R-A-I.L,%.IE I ; t .. �. c� ' ,.�. � r � \•,. � .e �` ,��.� Y,,:,.'1nt„,:�.S.Va 4r^_,��...,�aA.� j5+. 'c�•r.. t AGENDA C� EDEN PRAMM PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, AUGUST 5, 1991 7:30 P.M., CITY HALL 7600 EXECUTIVE DRIVE COMMISSION MEMBERS: Bruce Bowman, Karon Joyer, Paul Karpinko, David Kuechenmeister, Diane Popovich Lynch, Pat Richard, Del Vanderploeg COMMISSION STAFF: Robert A. Lambert, Director of Parks, Recreation and Natural Resources PLEASE NOTE: Bring your packet from the July 15, 1991 meeting. I. ROLL CALL II. APPROVAL OF AGENDA C III. APPROVAL OF MINUTES OF JULY l 1991 and July 15 1991(notes) IV. PETITIONS_ REQUESTS AND COMMUNICATIONS A. R_gquest from Non-Resident for Adaptive Recreation Services V. DEVELOPMENT PROPOSALS A. Boulder Pointe 2nd Addition B. Bluffs East loth Addition VI. OLD BUSINESS A. Annual Renort (continued from July 1 1991) (Refer to July 15 packet) VII. NEW BUSINESS A. 1 2 Budget Reauest Summary (Refer to July 15 packet) B. Proposed Time Frame & Planning Process for Developing a Park Improvement PJM C. Alternatives for Addressing Youth Recreation Facility Needs D. Recommendation for Community Center Expansion Program E Petition to the Riley-Pureatory-f3luff Creek Watershed District for Construction of the Staring Lake/Purgat�y Creek Recreation Area Basic Water Management Project (Refer to July 15 packet) r ,.' _.,,. .. :. ... .. .t. -. .1e,.3., . ._./.o . . ........ ,.....,.., . L1..,.... .,.>...�..,,.1 ..-�..•_.. .,..... .. 1....,_a1^,iy�P,nw n:,',n.nroa.0 VIII. REPORTS OF COMMISSIONURS AND STAFF C A. Rnorts of Commissioners 1. update on Wildlife Management Subcommittee i B. Reports of Director of Parks Recreation and Natural_ Resources 1. Mid Year Update on 1991 Goals and Objectives (Refer to July 15 packet) 2. Review of&Wacement Program, for Park Shelter/Warming Houses (Refer to July 15 packet) 3. *memo to Performing Arts Committee Re*- Language Used at July 14th Presentation C. RR=rts of Manager of Recreation Services 1. R=rt on 4th of July 2. Formation of Parents Advisory Groug for A uatics Program (Refer to July 15 packet) d 3. Letter from Parent Re@ Teen Work Program 4, Letter from Parent Re• Summer Playground Program 5. Citation Award for Safety Camp C. t IX. REPORTS OF CITY COUNCIL: � 1. Council Action on Petition from Wyndham Knoll Area Residents y X. ADJOURNMENT i PARKAG/BOB 1 I 4 'P j APPROVED MINUTES EDEN PRAIRIE PARKS, RECREATION AND NATURAL RESOURCES COMMISSION Monday, August 5, 1991 7 :30 p.m. , City Hall 7600 Executive Dr." COMMISSION MEMBERS PRESENT: Pat Richard, chairperson; Bruce Bowman, Karon Joyer, Del Vanderploeg COMMISSION MEMBERS ABSENT: Paul Karpinko, David Kuechenmeister, Diane Popovich Lynch COMMISSION STAFF: Bob Lambert, Director of Parks, Recreation and Natural. Resources, Laurie Helling, Manager of Recreation Services, Julia McFadden, Recreation Supervisor for Aquatics and Fitness, Elyce Kastigar, Adaptive Recreation Specialist I. ROLL CALL The meeting was called to order at 7:30 p.m. by chairperson, Pat Richard. II. APPROVAL OF AGENDA MOTION: Vanderploeg moved to approve the agenda as printed. Joyer seconded the motion and it passed 4-0. III. APPROVAL OF MINUTES OF JULY 1, 1991 and JULY 15, 1991 NOTES MOTION: Joyer moved to recommend the minutes and notes as printed. Vanderploeg seconded the motion and it passed 4-0 . IV. PETITIONS, REQUESTS AND COMMUNICATIONS Refer to memo dated August 1, 1991 from Elyce Kastigar, Adaptive Recreation Specialist. Lambert introduced Elyce Kastigar, Adaptive Recreation Specialist. Kastigar reported that Eden Prairie is a member of a four city cooperative with Edina, Bloomington and Richfield. A resident from Hopkins is requesting to attend a ten day summer day camp. A cost of $790.40 would be incurred to pay a staff person for these ten days, as well as the administrative costs involved. 1 •rat' APPROVED MINUTES EDEN PRAIRIE PARKS, REC. & NATURAL RESOURCES COMM. Aug. 5, 1991 -2- Some options to consider are to have the non-resident pay the cost, the person could provide her own aide and pay the administrative costs or the City would not allow non-residents to participate in the City recreational programs. Kastigar added that surrounding communities do not have extensive adaptive recreation programs like Eden Prairie and staff does not like to turn people away from these programs. Bowman asked if other cities provide special programs for the handicapped so the programs could be combined with the other recreation programs. Kastigar said there are programs throughout the Twin Cities area, but some communities do not offer specialized programs such as Eden Prairie. Joyer indicated that some communities allow non-residents to participate if they provide their own aide who has had the proper training. She asked if training is provided in Eden Prairie. Kastigar said yes and added that Plymouth also provides this service. Vanderploeg asked what happened with the first request of this type. Kastigar said the first request was from a resident of Burnsville and they were told Eden Prairie does not provide a service of this type for non-residents. Vanderploeg asked how many Eden Prairie special needs residents are being served in the recreation program. Kastigar said there are 17 in the integrated programs. Helling added that last year there were about 70. Vanderploeg asked how many there are at one time. Kastigar said there are usually five or six. Vanderploeg asked if an aide is provided for each person. Kastigar said it depends upon the individual ' s needs. I Vanderploeg asked what some of the activities are that are provided for these individuals. Kastigar said there is a variety, but they are mostly youth programs. i r .. r. ♦. sky APPROVED MINUTES C EDEN PRAIRIE PARKS, REC. & NATURAL RESOURCES COMM. Aug. 5, 1991 -3- Joyer asked what falls into the administrative costs. Kastigar said it covers the initial contact with the parents , staff training, matching the person with the appropriate program, site visits, evaluations, referrals to other agencies, etc. Richard asked if Hopkins is included in another coop of cities. Kastigar said Hopkins is in the Hennepin Community Services Group with ten other cities. Richard asked why this person wants to come to Eden Prairie. Kastigar said the Hopkins program is full, the coop has a good reputation and Eden Prairie has a wider variety of programs available. Kastigar added that the county will pay for the program, as the person has respite hours that can be used. Richard asked for more of an explanation on administrative costs. Helling said it includes the time that is involved to integrate the person into the program. Bowman said he feels that a certain amount needs to be budgeted just to evaluate the individual. Richard asked if there is a way to fund a portion of this program out of the other city' s recreation budget. He feels we cannot spend this amount of money on each person making a request. Lambert commented that if we start allowing non-residents to participate in all recreation programs, we will be starting a precedent. Other cities have their own recreation services. He added that it would take a lot of time to review all of these requests on an individual basis. Joyer asked what the City' s cost would be if the non-resident paid for the cost of the program, their own aide and the administrative costs. Helling said providing this type of service for non-residents would take staff time away from Eden Prairie residents. Joyer asked what the anticipated enrollment is in the summer day camp. Kastigar was not certain of the number. Joyer asked if this is the only student that would need ( to be supervised in an integrated setting. Kastigar said there are more. I ..,., ...... ........ ,.' ............,,.-....r... .:-.-,..i:... .-•.,1a.4:.-/a.;'.....:.:. i. .., !'- .-v5•.>..,a ..tr r.f.tr Jt...,<.-- ..r<,.... .m.....i...w.."..r... APPROVED MINUTES EDEN PRAIRIE PARKS, REC. & NATURAL RESOURCES COMM. Aug. 5, 1991 -4- Richard asked if staff would be comfortable with allowing the person to participate in the program if she paid the costs involved. Lambert said he recommends that non-residents not be allowed to participate in any subsidized recreation programs. He added that the Eden Prairie residents being served by the adaptive recreation staff are very demanding of staff time and there would be problems if some of this time were given to nonresidents at the expense of taking it away from residents. MOTION: Joyer moved to recommend not allowing non-residents to register for City adaptive recreation programs. Richard seconded the motion and it passed 4-0. Joyer said she would be interested in finding out how many requests are received from non-residents for adaptive recreation services. Lambert said that staff is working on a written policy on non-resident use of City facilities and recreation programs. Bowman said that money and time is lost even if the individual decides not to participate in the program. V. DEVELOPMENT PROPOSALS A. Boulder Pointe 2nd Addition Refer to staff report dated July 19, 1991. John Uban was present at the meeting representing the developer, Robert H. Mason, Inc. Uban reported that this is the last phase of development in Boulder Pointe. The site is located south of Mitchell Road, west of Twin Lakes Crossing and north of Victoria Drive on the south and east ends of Red Rock Lake. 75 single family homes are proposed on the site. j Lambert said the issues of concern are the grading of a high, rolling, open meadow and the sidewalks from Victoria Dr. to Mitchell Road and extending down to the park. Lambert asked Uban how he was going to discuss grading concerns without a set of plans for reference. S1 ,F 'APPROVED MINUTES \ EDEN PRAIRIE PARKS, REC. & NATURAL RESOURCES COMM. Aug. 5, 1991 -5- Uban did not have the boards at the meeting, but said that the road system matches the coutour of the property and the developer will create three ponds on the site. A large retaining wall will save one large cottonwood tree. Richard asked about the location of the ponds. Uban said there are two ponds at the entrance to the park and one by the Boulder Pointe entrance sign. Lambert asked if any of the homes will have views of Staring lake. Uban said some homes should have views of the lake from all directions. Lambert asked what is the grade of the bank from Victoria ~, Dr. to the back of the lots. Uban believes it is 4-1 at the steepest point. Richard asked if the developer or the builder will be responsible for the landscaping. Uban said each lot will have a minimum of two shade trees and the ; entrance and along the road will be landscaped. Joyer asked about the location of the retaining walls. Uban said one will be around the cottonwood tree, one will be along the south edge of the site and there will be a decorative retaining wall along the road. Richard asked if the two shade trees on each lot will be a requirement. Uban said there will be a homeowners association and this will be included in the bylaws. Vanderploeg asked if there are any trail system requirements. Uban said there are sidewalks along Mitchell Road and the developer is hoping that the neighborhood park will be developed further. Lambert said that this park is completed except for some landscaping on the south side. I Bowman asked about a trail around Red Rock Lake. Lambert said no trail was planned around the lake. MOTION: Richard moved to recommend approval of Boulder Pointe 2nd Addition per staff recommendation. Bowman / seconded the motion. r' APPROVED MINUTES EDEN PRAIRIE PARKS, REC. & NATURAL RESOURCES COMM. Aug. 5, 1991 -6- On call for discussion, Joyer asked if the grading plan and retaining walls meet staff requirements. Lambert said yes. The motion passed 4-0. B. Bluffs East loth Addition Refer to staff report dated July 19, 1991. Lambert reported that the request is for a preliminary plat of 12. 3 acres into 19 single family lots, six outlots and a road right-of-way. There are no parks, recreation and natural resources issues involved. This is similar to the PUD approved 5-6 years ago. At that time, the Commission recommended a trail along Bluffs Blvd. , but the City Council did not require it. Residents in the area petitioned against the construction of sidewalks. CMOTION: Vanderploeg moved to recommend approval of Bluffs East loth Addition per staff recommendation. Joyer seconded the motion and it passed 4-0. VI. OLD BUSINESS A. Annual Report (continued from July 1, 1991) Richard requested that the Riley Lake Park issue be discussed early next year. Lambert said that this report is written basically for staff use. Another report will be written in a different format for Commission members. VII. NEW BUSINESS A. 1992 Budget Request Summary Refer to memo dated July 10, 1991 from Bob Lambert, Director of Parks, Recreation and Natural Resources. This is an information item only. Richard asked if the amount for the 4th of July is what the City spends or the total cost. Lambert said this is the total cost. Helling added that the City spent about $6000. / 1" APPROVED MINUTES EDEN PRAIRIE PARKS, REC. & NATURAL RESOURCES COMM. Aug. 5, 1991 -7- Vanderploeg asked why the Historical and Cultural Commission budget is included in the Parks, Recreation and Natural Resources Commission budget. Lambert said there is a departmentstaff liaison on this Commission and Lambert reviews their budget. Joyer asked if the Garden Club budget is absorbed into another area. Lambert said that a new account will be created until the Garfden Club is on its own. . Joyer asked if the park capital outlay amount includes land acquisition. Lambert said it includes land .; acquisition, as well as park improvements, maintenance equipment and bike trails. Richard believed the Commission should discuss the amount of money needed for land acquisition in order not to have to depend on the passing of a park bond referendum. Lambert said the acquisition of land is already included in the capital outlay account. CLambert suggested that the Commission decide on the priority of projects that need to be completed. B. Proposed Time Frame & Planning Process for Developing a Park Improvement Plan Refer to memo dated July 18, 1991 from Bob Lambert, Director of Parks , Recreation and Natural Resources. Lambert said that a process should be started now for a bond referendum in November of 1992. The athletic associations can be surveyed and their needs compared to an inventory of the available facilities which will help to plan for the needs over the next ten years. Staff will meet with representatives of the athletic associations to review the results of the survey and bring the information back to the Commission. Vanderploeg asked if there was an organized group opposing the last park bond referendum. Lambert said no. Richard suggested that the City attempt to include more athletic facilities in their budget. Lambert said there are levy limits that the City must stay within. 7s APPROVED MINUTES EDEN PRAIRIE PARKS, REC. & NATURAL RESOURCES COMM. Aug. 5, 1991 -8- Bowman asked is this process leaves enough time to develop a strategy. Lambert said that it should allow ample time for planning. C. Alternatives for Addressing Youth Recreation Facility Needs Refer to memo dated July 31, 1991 from Bob Lambert, Director of Parks, Recreation and Natural Resources. Lambert said that the City Council requested staff to report back addressing the needs for youth recreation facilities. This includes expanding the parking lot and adding aglime to Willow Park, eliminating the use of the ballfield at Staring Lake Park by reserving groups, developing a parking lot at Prairie East, considering the use of the soccer fields for baseball at Pheasant Woods, Hidden Ponds and Preserve Park, construction of two ballfields at Riley Lake Park, developing Westgate Park, reducing the number of �+ ballfields allowed for adult play and designating them for youth play and having the City operate house league teams during the day. Richard asked if the accomplishment of the first six items would lower the need for ballfields. Lambert said it would help. Richard asked if there is any more room at Flying Cloud. Lambert said there are 30 acres which the Metropolitan Airports Commission said was the maximum in 1987. He added that there are different people on the commission now. Lambert commented that development of Willow Park has already been approved. He asked for the Commission' s input on eliminating the use of the field at Staring Lake Park for reserved groups. Richard feels if the use by the residents of the neighborhood parks has been taken away, companies should not be treated any differently. Joyer feels that there needs to be a place for companies to be able to do this. A need must be felt by the residents before something is done about it. Bowman does not recommend taking the field away until APPROVED MINUTES EDEN PRAIRIE PARKS, REC. & NATURAL RESOURCES COMM. Aug. 5, 1991 -9- Lambert feels that a house league program during the day would be successful only if transportation was provided. He added that both the softball and baseball parents will be surveyed to find out what the interest is in a daytime program. Helling said that a couple concerns staff has with a daytime program is that it will conflict with other daytime programs and that participation in the program may go down by as much as half unless transportation is provided. Lambert said that Pheasant Woods, Hidden Ponds and the Preserve Park options are being looked into by Barb Cross. Results will be brought back to the Commission. Lambert added that Lake Riley Park will be watched for a year to see what the parking situation is like. D. Recommendation for Community Center Expansion Program Refer to memo dated July 11, 1991 from Bob Lambert, Director of Parks, Recreation and Natural Resources. Lambert said that staff is recommending that the bid include a regulation ice rink, as well as an Olympic size ice rink. An attempt will be made to buy out the North Stars lease or to construct the facilities at the end of the rink and to enclose the area above the North Stars team lockers room and compressor room. Bowman questioned how this plan can be approved before the needs of the City are surveyed. Lambert said the City Council has authorized the completion of the expansion of the Community Center using lease revenue bonds. Bowman asked if there is a Community Center master plan. Lambert said that a plan was prepared prior to the 1987 park bond referendum. MOTION: Richard moved to recommend approval of the process to expand the Community Center per staff recommendation limiting the expansion to the items noted. Joyer seconded the motion and it passed 9-0. ':5 ' APPROVED MINUTES EDEN PRAIRIE PARKS, REC. & NATURAL RESOURCES COMM. Aug. a, 1991 -10- E. Petition to the Rile -Pur ator -Bluff Creek Watershed District for Construction of the Staring .Lake/Purgatory Creek Recreation Area Basic Water Management Project I% Refer to memo dated July 11, 1991 from Bob Lambert, Director of Parks , Recreation and Natural Resources. Lambert reported that the outlet to Staring Lake will be improved. The issue was tabled at the July City Council meeting in order to give City Council members time to approach the property owners about acquiring easements for a trail. Motion: Variderploeg moved to strongly support the petition and urge City Council approval. Joyer seconded the motion and it passed 4-0. VIII. REPORTS OF COMMISSIONERS AND STAFF A. Reports of Commissioners 1. Update on Wildlife Management _Subcommittee There was no report, as the group has not met since the last Commission meeting. B. Reports of Director of Parks Recreation and Natural Resources Commission 1. Mid-Year Update on 1991 Goals and Objectives Refer to memo dated July 10, 1991 from Bob Lambert, Director of Parks, Recreation and Natural Resources. This is an information item only. 2 . Review of Replacement Program for Park Shelters/ y Warming Houses Refer to memo dated July 11, 1991 from S-u Fox, Manager of Parks and Natural Resources. This is an information item only. 4, C.. APPROVED MINUTES EDEN PRAIRIE PARKS, REC. & NATURAL RESOURCES COMM. Aug. 5, 1991 -11- r 3 . Memo to Performing Arts Committee Re: Language Used at July 14 Presentation Refer to memo dated July 22, 1991 from Bob Lambert, Director of Parks, Recreation and Natural Resources. This is an information item only. C. Reports of Manager of. Recreation Services 1. Report on 4th of July This is an information item only. Vanderploeg suggested a change in the way the concessions area is set up. Lambert said that staff agrees and is considering expanding the concrete area in front of the park shelter and constructing a pavilion with awnings over the top for all the concessions. Vanderploeg did not feel the civic groups would oppose paying a portion of this cost. 2. Formation of Parents Advisory Group for Aquatics Program Refer to memo dated July 11, 1991 from Julia McFadden, Recreation Supervisor for Aquatics and Fitness. McFadden said that she has received a number of complaints over the past year and wants to form an advisory group to address these issues. Vanderploeg asked if giving the Foxjets an extra lane is working out. McFadden said there has been some concern that open swim is starting too late in the evening. MOTION: Joyer moved to authorize the formation of an advisory group to include concerned citizens and representatives from the school district and Foxjets. Vanderploeg seconded the motion and it passed 4-0. 3. Letter from Parent Re: Teen Work Program This is an information item only. '.. _.. .. ....-_.. .... ...._ . ........... ........__. ....�. .._.... ...s w....f +...i.r-..:A. f...r....t... ...e.rr -xif3.:hw. .....,.e ..rm.u..v.ver.....uw ....nr.._......................_....�.._..... ..... .. I. APPROVED MINUTES EDEN PRAIRIE PARKS, REC. & NATURAL RESOURCES COMM. Aug. 5, 1991 -12- 4. Letter from Parent Re: Summer Playground Program This is an information item only. 5. Citation Award for Safety Camp This is an information item only. :9 IX. REPORTS OF CITY COUNCIL A. Council Action on Petition from Wyndham Knoll Area Residents This is an information item only. X. ADJOURNMENT " MOTION: Joyer moved to adjourn the meeting at 10:30 p.m. Vanderploeg seconded the motion and it passed 4-0. ,1 ( Respectfully submitted, Lois Boettcher Recording Secretary r . j a i 9 1 C AGENDA EDEN PRAIRIE PARKS, RECREATION AND NATURAL RESOURCES COMIVIISSION MONDAY, AUGUST 19, 1991 5:30 TOUR BEINGS AT CITY HALL 7:30 p.m., CITY HALL MEETING 7600 EXECUTIVE DRIVE COMMISSION MEMBERS: Bruce Bowman, Karon Joyer, Paul Karpinko, David Kuechenmeister, Diane Popovich Lynch, Pat Richard, Del Vanderploeg COMMISSION STAFF: Robert A. Lambert, Director of Parks, Recreation and Natural Resources F5.30 p.m. Tour of Riley Lake Park & Miller Park I. ROLL CALL II. APPROVAL OF AGENDA C III. APPROVAL OF MINUTES - AUGUST 5. 1991 IV. PETITIONS. REQUESTS AND COMMUNICATIONS A. Letter from Eden Prairie Horsemen B. better from Foxjet Swim Club V. DEVELOPMENT PROPOSALS A. None VI. OLD BUSINESS A. None VII. NEW BUSINESS A. Reservation Policies B. Policy on Non-Resident Use of Rec=tion Programs C. Red Rock Lake Public Information Meeting i i VIII. REPORTS OF COMMISSIONERS AND STAFF A. Reports of Landscape Architect/Park Planner 1. Changes at Rilgmy Lake Park IX. REPORTS OF CITY COUNCIL X. ADJOURNMENT parkag/bob * �� : C APPROVED MINUTES EDEN PRAIRIE PARKS, RECREATION AND NATURAL RESOURCES COMMISSION Monday, August 19, 1991 7:30 p.m. , City Hall 7600 Executive Drive COMMISSION MEMBERS PRESENT: Pat Richard, chairperson; Paul Karpinko, David Kuechenmeister, Diane Popovich . Lynch, Del Vanderploeg COMMISSION MEMBERS ABSENT: Bruce Bowman COMMISSION STAFF: Bob Lambert, Director of Parks, Recreation and Natural Resources; Laurie Hell.ing, Manager of Recreation Services I. ROLL CALL The meeting was called to order at 7:30 p.m. by chairperson, Pat Richard. II. APPROVAL OF AGENDA MOTION: Vanderploeg moved to approve the agenda as printed. Lynch seconded the motion and it passed 5--0. III. APPROVAL OF MINUTES OF AUGUST 5, 1991 MOTION: Richard moved to approve the minutes as printed. Vanderploeg seconded the motion and it passed 5-0. IV. PETITIONS, REQUESTS AND COMMUNICATIONS A. Letter from Eden Prairie Horsemen This is an information item only. Staff 's response to the letter from the Eden Prairie Horsemen was included in the packets. Lambert reported that the City won't spend any money to determine if an equestrian trail is feasible until a decision is made by Chanhassen and Chaska. B. Letter from Fox-iet Swim Club i This is, an information item only. Lambert reported that this letter was also sent to 1 the Mayor and City Council expressing the Foxjet's interest in another swimming pool. :1 ' APPROVED MINUTES C EDEN PRAIRIE PARKS, REC. & NATURAL RESOURCES COMM. Aug. 19, 1991 _2_ Richard asked if these letters are also sent to the School Board. Lambert said he does not feel that the school district will ever build a pool, as it is felt that the cost to construct and maintain a pool is too high and money is better spent on additional classroom space. It does not make sense for the City and school to duplicate services. Lambezt .supports this idea, as the school is already short of space and will most likely have a large school bond referendum this fall. Karpinko said his only concern is the amount of time that the school uses the pool at the Community Center. Lambert said that he has not heard any complaints from residents, as the school generally uses the pool during off hours and it was a decision by the residents to have a pool located at the Community Center, near the school to use as a school facility. Richard said he would be interested in finding out how surrounding communities handle this situation. He feels there is no reason that a pool in the school could not have the same access as a community pool. Lambert said that most school districts serve several cities, but Eden Prairie is different in that the majority of the same taxpayers would be paying either way. Richard asked if a pool would be included in the next park bond referendum. Lambert said it could be included as a separate question and that will be determined in the needs assessment process. V. DEVELOPMENT PROPOSALS None VI. OLD BUSINESS None VII. NEW BUSINESS A. Reservation Policies Refer to memo dated August 13 , 1991 from Stu Fox, Manager of Parks and Natural Resources and memo dated August 13, 1991 from Bob Lambert, Director of Parks, Recreation and Natural Resources. APPROVED MINUTES EDEN PRAIRIE PARKS, REC. & NATURAL RESOURCES COMM. Aug. 19, 1991 -3- Lambert said that there are two policies to consider, one is for ballfield reservations and the other is for park facility reservations. Picnic Reservations: Park facilities are being rented by companies outside of Eden Prairie and there are problems with the use of Round Lake Park on a first come first served basis. Rentals are not allowed on Monday thru Thursday because of a shortage of parking. There have been problems with Dayton Hudson and Datasery having someone come to the park at 8: 00 and save the space until the rest get there for a large company picnic. These people stay thru evening hours causing parking problems for t softball leagues and other park users. Staff has a number of recommendations to resolve these problems. They are to:limit reservations to Eden Prairie residents, but allow Eden Prairie residents that work in a firm or attend a church outside of Eden Prairie Cto reserve a facility; have a single park reservation fee; have the fee include the costs for administration and maintenance; not reserve neighborhood parks or other ballfields for private use or for company picnics; eliminate the first come first served policy at Round Lake Park on Monday thru Thursday and have a new policy which states that no private group can use the picnic facilities at Round Lake Park on Monday thru Thursday; eliminate ballfield reservation use with the picnic facility reservation use at all parks, as they are very seldom used anyway and are needed for league play; limit the Homeward Hills shelter to public reservations by Eden Prairie residents on Friday thru Sunday from June to August, no use from December 15 to February 15 and have the reservation fees coincide with the Outdoor Center fees. Ballfield Reservations: A copy of the memo on ballfield reservations was sent to all athletic associations in Eden Prairie, as well as the civic groups that use ballfields for tournaments. Lambert reported that only 3-4 tournaments per year used to be held at Round Lake Park until several years ago. Eden Prairie public service non-profit organizations are the only ones allowed to hold tournaments at Round Lake Park. There will be 11 tournaments held here during 1991. The organizations request that City crews ,, ;APPROVED MINUTES C_ EDEN PRAIRIE PARKS, REC. & NATURAL, RESOURCES COMM. Aug. 19, 1991 -4- drag the fields, line and provide other necessary maintenance during the. day. This accumulates into many hours of overtime. There are ever increasing demands for service with no policy on who is to pay for these services. Lambert added that the groups generally reserve the dates for the tournaments as early as January. Staff is asking for direction from the Commission and City Council on how future requests should be handled. Surrounding communities have been surveyed and it was found that all charge for reserving fields. Richard asked how long a typical tournament lasts. Lambert said they are generally two day tournaments, with a few three day tournaments. Vanderploeg asked if there is a form required when making a reservation that could ask whether the tournament is being sponsored by an Eden Prairie resident or C business. Lambert said this is not the concern since all all organizations that we know are from Eden Prairie. Non-residents cannot reserve fields. Wayne Gilbertson said that the Optimists Club has been holding a tournament for the last 3-4 years and generally donates about $1200 to the Parks and Recreation Department and maintenance people. They appreciate the work that the maintenance people do, but are holding the tournament specifically to raise funds to go back into Eden Prairie. If they are charged for using the fields, they would probably deduct that amount from the donation. Richard asked how many teams are generally in tournaments. Gilbertson said it ranges from 48 to 64 teams. Richard asked if it is difficult to get teams to play in the tournament. Steve Yerkes said it is not difficult to get 48 teams, but it sometimes is harder to get 64 teams. Richard suggested charging an extra $10 per team to Pay for the maintenance costs. Yerkes said he feels that many of the teams would drop out, as it is difficult ` enough to get sponsors. C ri APPROVED MINUTES EDEN PRAIRIE PARKS, REC. & NATURAL RESOURCES COMM. Aug. 19, 1991 -5- Richard asked Gilbertson what he would do if he were in the Commission' s place. Gilbertson said he feels that outside groups should be charged more to discourage them from playing here. Lambert said outsiders are not allowed to reserve fields. Kuechenmeister said we should allow these groups to , continue holding their tournaments and make up the money in a different way. Mike Jensen said that the girls teams do not charge an entry fee to play in their tournaments and due to the use of parking lots by general park users, they are not able to charge for parking. Lambert said that staff is recommending that the organizations are limited to one state, regional or national tournament per year without charge. He added C. that City crews should continue to maintain the fields for liability reasons and if it is decided to charge a a fee, it could be $50 per day per field if the City does all field maintenance and $25 per field per day without field maintenance. If it is decided not to charge a fee, the number of tournaments must be limited in order to determine how much needs to be put in the budget for overtime. $4500 would be about the maximum amount spent if the City continues to do as they have been in the past. Kuechenmeister said he feels that these tournaments benefit the community and the City should continue to subsidize the cost. Gilbertson said he does not feel they will be able to charge the teams for the extra money because it would be coming out of the Optimists Club profits. Vanderploeg said he sees only three tournaments listed that are run by Eden Prairie non-profit service organizations and the rest are held by the athletic associations. Karpinko said he thinks that charging an additional $5 per team would be a compromise with the City still subsidizing a portion of the cost. 'Y c APPROVED MINUTES EDEN PRAIRIE PARKS, REC. & NATURAL RESOURCES COMM. Aug. 19, 1991 -6- Lambert said it would be difficult to budget in this way and it would not be fair to charge different fees for different groups when they are using the same fields. He feels the fee should be per field and not per complex or per team. Lynch suggested a compromise where the City would provide the maintenance on the fields up to a certain amount and the rest would be charged to the teams. Lambert said this won 't work because the number of teams playing in a certain -tournament is not known and it would be difficult to go back to a group and charge an additional amount after the tournament. Kuechenmeister suggested that one exemption per year be given to the non-profit service organizations. MOTION: Richard moved to recommend that reservations continue to be limited to Eden Prairie non-profit service groups for weekend tournaments at no charge, with full field maintenance available at $25 per day per field per day. Karpinko seconded the motion and it passed 5-0. Lambert said that on the form used when making park facility reservations, the person signing it is responsible for any damages, etc. , but this has not stopped anyone. Surrounding communities do not have a policy regarding this problem. MOTION: Lynch moved to recommend approval of the picnic reservation policy changes as stated in the memo per staff recommendation. Richard seconded the motion. On call for discussion, Kuechenmeister asked if there are concerns that raising the reservation fee would penalize small groups or families. Lambert feels that the groups are getting a lot for their money. Vanderploeg asked if the City will lose reservations because of the increase in fees. Lambert said there is always a waiting list. i"IAPPROVED MINUTES EDEN PRAIRIE PARKS, REC. & NATURAL RESOURCES COMM. Aug. 19, 1991 -7- Karpinko suggested charging more for groups of over 25 people. Lambert said it is easier to have only one fee for all groups. The motion passed 5-0. B. Policy on Non-Resident Use of Recreation Programs Refer to memo dated August 14, 1991 from Laurio Helling, Manager of Recreation Services. Helling said that a survey was done of other communities •:o see how they handled non-resident use of recreation programs. Staff 's recommendations are to allow nonresidents in Eden Prairie recreation programs, allow non-residents to register seven days after residents only registration; allow non-residents to register for Outdoor Center programs at the same time as residents; give first priority to residents if there is a waiting list; continue to charge non-residents the same fee as residents with the exception ` of segregated programs; implement the new policy to be effective the winter of 1991-92 and limit integration service to residents. MOTION: Lynch moved to recommend approval of the policy on non-resident registration for recreation programs per staff recommendation. Karpinko seconded the motion and it passed 5-0. C. Red Rock Lake Public -Information-Meeting Refer to memo dated August 14 , 1991 from Stu Fox, Manager of Parks and Natural Resources. This is an information item only. VIll. REPORTS OF COMMISSIONERS AND STAFF A. Reports of Landscape Architect/Park Planner 1. Changes at Riley Lake Park Refer to memo dated August 15, 1991 from Barb Cross, Landscape Architect. i kPPROVED MINUTES �. EDEN PRAIRIE PARKS, REC. & NATURAL RESOURCES COMM. Aug. 19 , 1991 -8- Cross showed the Commission the original plan from 1988 on the proposed changes at Riley Lake Park. This were done in part to apply for the L.AWCON grant. Cross also showed the Commission an updated plan for Riley Lake Park which use the original entry with additional parking for 460 cars, an expanded beach with a shelter and small playstructure and a shelter and plaza area for large groups. There would also be a court game complex for volleyball, horseshoes and bocce ball, two ballfields with 300' infields, four tennis courts with a plaza in between, the preserved Riley-jacques Homestead with a room for interpretive programming and a riding ring. The first phase will begin this fall and include the realignment of the road, boat launch, restriping of the parking lot for cars only and adding an additional parking lot for cars and trailers. The second phase in 1993-94 would include grading and seeding the entire park, constructing a parking lot, a temporary parking lot for the riding ring, riding ring, court games, tennis courts , ballfields, trails and landscaping. Phase 3 in 1995-96 would include playstructures, shelters . plazas and additional landscaping. Phase 4 will occur when the road system to the north if in place and when the property south of the park is acquired by the City. This would include realigning the road to a permanent location, installing a permanent boat launch on the south side and connecting the parking lot on the north side for a riding ring. Helling asked what the estimated cost is for improvements at Riley Lake Park. Lambert said it is about $500,000 to $1 million depending on the cost of the structures. MOTION: Kuechenmeister moved to recommend approval of the plans for Riley Lake Park. Karpinko seconded the motion and it passed 5-0. ............_....�.-..!.. .4....._. ..,...r.-....r.......,r...unrv...:...n.,........v ....,..��.,.....raiw.... ......+wu '..•.i...-r+w.r..rM.re.r :.:T Ai -APPROVED MINUTES EDEN PRAIRIE PARKS, REC. & NATURAL RESOURCES COMM. Aug. 19, 1991 -9- IX. REPORTS OF CITY COUNCIL None X. ADJOURNMENT MOTION: Lynch moved to adjourn the meeting at 9:10 P.M. Kuechenmeister seconded the motion and it passed 5•-0. Respectfully submitted, Lois Boettcher Recording Secretary t l