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Parks and Recreation - 12/07/2009 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, DECEMBER 7, 2009 7:00 P.M., CITY CENTER Council Chambers 8080 Mitchell Road COMMISSION MEMBERS PRESENT: Geri Napuck, Chair; Jeffrey Gerst, Vice-Chair; Commissioners, Tom Bierman, Lee Elliott- Stoering, Derek Gunderson and Joan Oko COMMISSION MEMBERS ABSENT: Hutch Coburn STUDENT REPRESENTATIVES: Spencer Lasley and Pranay Rao COMMISSION STAFF PRESENT: Jay Lotthammer, Parks and Recreation Director Laurie Obiazor, Recreation Services Manager Wendy Sevenich, Community Center Manager RECORDING SECRETARY: Carol Pelzel I. ROLL CALL/INTRODUCTIONS The meeting was called to order by Chair Napuck at 7:08 p.m. II. APPROVAL OF AGENDA Elliott-S toering asked that an item be added under Petitions, Requests and Communication to discuss the requirements for petitions. Motion: Gerst moved, seconded by Bierman, to approve the agenda as amended. The motion carried, 6-0. III. APPROVAL OF MINUTES —November 2, 2009 Motion: Oko moved, Gunderson seconded, to approve the November 2, 2009 Parks, Recreation and Natural Resources Commission meeting minutes as presented. The motion carried, 4-0-2 with Gerst and Elliott-Stoering abstaining because of absence from that meeting. IV. REPORT OF CITY COUNCIL ACTION—November 17, and December 20, 2009 Lotthammer reported on the following City Council action: PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES December 7, 2009 Page 2 A. PASSPORT TO FUN The City Council discussed the changes proposed for the Passport to Fun Fee Assistance Program and approved the changes as recommended by the Parks Commission. These changes will be effective January 1. In response to a question from Napuck regarding City Council discussion of this item and charging everyone something rather than have a cutoff point, Lotthammer explained Mayor Young indicated his preference would be if they have certain amenities or services at the Community Center they feel the public should pay for, then everyone should pay something for their use. Lotthammer said he explained Passport for Fun participants pay half the fee but that isn't true for open swim, open skate or open gym where the fee is fully waived. This will be considered further the next time they review the Passport to Fun Program. B. FACILITY USE POLICIES The City Council approved all of the recommendations for changes to the Facility Use Policies to be effective immediately. Staff is working on packets for the Athletic Associations to assist them in understanding the Policy and those packets will be shared with the Commission once they are compiled. C. PROFESSIONAL SERVICES AGREEMENT FOR MILLER PARK The City Council approved a Professional Services Agreement with Brauer and Associates to complete and implement design development for the next phase of redevelopment of the barrier free play area at Miller Park. Funds for this project are budgeted in the 2010 Capital Improvement Plan. A presentation will be made to the Parks Commission in January or February on various alternatives for the next phase of this Park. Oko asked if it would be more cost effective to have an architect on staff rather than hire an architect for the various projects. Lotthammer explained it would depend on timing and on the number of projects. The City has projects that come in at different times of the year. They use three different architects and this allows them to pick specialists for specific projects. Also, the technology base is important including design software that needs to be continually upgraded and for the City to do that would be very expensive. D. HENNEPIN COUNTY TAX FORFEITURE PROPERTY The City Council adopted a Resolution authorizing the disposal of two parcels of tax forfeited land by Hennepin County. Staff recommended conveyance of both parcels to PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES December 7, 2009 Page 3 the City. One of the parcels includes a trail for neighborhood access to Pheasant Woods Park. E. BUDGET UPDATE Lotthammer explained part of the workshop that preceded the November 17 City Council meeting was for discussion of the 2010 Budget. The proposed budget includes the same service levels with similar dollars in 2009 for 2010. In order to accomplish this, they will have to come back to the City Council the first meeting in January with recommended cuts to equal $250,000 to $270,000. There has been no discussion of additional layoffs or where these additional funds will come from. Lotthammer said they may have to look at changing some of their programs but it will be a balanced approach among all of the City Departments to reduce expenses. Elliott-S toering asked if any of the reductions include the Parks Department, would this Commission be given the opportunity to review those reductions. Lotthammer explained the additional reductions will go to the City Council on January 15. This would allow staff to bring any changes affecting the Parks Department back to this Commission on January 4. V. REPORT OF PLANNING COMMISSION Lotthammer reported the November 9 Planning Commission meeting was cancelled for lack of items to consider and the November 23 meeting was cancelled due to the lack of a quorum. VI. PETITIONS, REQUESTS AND COMMUNICATION A. PETITION REQUIREMENTS Elliott-Stoering questioned the process for residents requesting certain items to be considered by the City. She asked for a clarification on submitting a petition to the City. Elliott-Stoering said she has not been able to find anything on-line as to the process. Lotthammer said in the past if someone requests something the City is not particularly interested in or believes the City is not interested in they will start the petition process. Lotthammer explained there is a fairly standardized format and he will e-mail that format to the entire Commission. Elliott-Stoering said she would like to see something placed on the City's website including the form and the procedures for filing a petition. Lotthammer said staff would recommend the person contemplating a petition meet with the appropriate department first. They may find it may not be necessary to file a petition or may want to do it in a different way once they find out the facts surrounding their PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES December 7, 2009 Page 4 request. Napuck said she agrees that something should be put on the City's website so residents know what their options are. VII. OLD BUSINESS A. MAC LEASE UPDATE Lotthammer reported City staff continues to meet with MAC staff regarding lease of land for the expansion of the Flying Cloud fields. The City Manager has also sent letters to MAC regarding this subject. City staff is aware MAC is looking at the potential of developing the fields near the intersection of Pioneer Trail and Mitchell Road as commercial development. MAC previously agreed to lease this land to the City for expansion of Flying Cloud ballfields. MAC is trying to gain as much value for their property as they can. Lotthammer said the City has reminded MAC that the City and MAC entered into an agreement in 2002 and the City has followed through their portion of the agreement and now expect MAC to follow through their portion of the agreement. Letters have been sent by the City indicating the City still wants to lease the land. MAC has indicated they intend to honor the agreement and they would like the City to consider leasing land in the northwest quadrant of that property. Lotthammer said this is something the City is looking at. Also, the FAA portion of this lease would not be released until March and this would be the earliest MAC could sign the lease. This does put the City behind on their construction timeframe and pushes the project closer to a 2013 open. Bierman stated MAC has been a problem for the City for over 30 years. They talked about these fields in the 1980's and they held the City hostage and continue to hold them hostage. Bierman asked Lotthammer to provide the Commission with the names of the members of the MAC Board and when their meetings are held. He asked if there is anything the citizens can do to get this issue resolved. Bierman asked who from the City is dealing with MAC on this issue. Lotthammer responded the direct and first point of contact from the City is the City Manager and MAC's Executive Director is Tim Anderson. Both of these gentlemen have been working closely on this issue. Bierman asked if the public is allowed to attend MAC's meetings and Lotthammer said he believes they can. Napuck said it is frustrating and this has been a long drawn-out process. She asked when the lease expires. Lotthammer said the lease would expire at the end of this year. Napuck asked if any of the City's Legislative delegation could assist them with this issue. Lotthammer said he would talk to the City Manager about this to determine if it would be a good strategy to involve these people. Oko asked if this affects the fields that are already built. Lotthammer said it could. The lease expires for all of the land December 31 and as of January 1 they could potentially not have a lease. PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES December 7, 2009 Page 5 VIII. NEW BUSINESS A. 2010 PRNR WORK PLAN/2010 MEETING DATES Lotthammer reviewed the 2010 Work Plan explaining staff has laid out the items they will be considering next year. He asked for the Commission's feedback and suggestions for other possible discussion items. This work plan is not an all inclusive plan, items will be added to the agenda as projects come on line. Oko asked that they include an update on Community Center enrollment in February or March. She also suggested when they do their tour of facilities in the spring they include the Cummins baseball fields and dog park. Oko said she would also like to have a tour of the other dog park. Bierman asked for the status of the house at Riley Lake that was for sale. Lotthammer responded the County is working on acquiring this property and it makes good sense to do it through mitigation. The City may have to make some financial contribution. If it makes sense to acquire this property, it would probably be before this Commission on January 4 and to the City Council on January 15. Napuck asked that the Commission receive an update on the progress of the restoration of Birch Island Lake and also a tour of the Birch Island Woods Conservation Area. Lasley suggested they discuss the issue of litter at the Richard Anderson Conservation Area. Gerst suggested they hold a joint meeting with the City's Conservation Commission and Oko suggested they also have a joint meeting with the Arts and Culture Commission. Bierman said he would be interested in having a report on the draining of Anderson Lake and whether or not this was a successful project. Elliott-Stoering said in conjunction with Anderson and Birch Island Lakes they should look at the status of all of the lakes in the City and the health of those lakes. Napuck said after next summer she would like an update on revenue for the Parks activities and whether or not revenues met budget or were below budget. Gerst said it has been some time since someone from the Three-Rivers Park District has been before the Commission and he suggested a presentation from Three-Rivers be tied in with the Anderson Lakes and dog park presentation. Oko said it would be a good idea to look at what revenues the Park District is generating. PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES December 7, 2009 Page 6 IX. REPORTS OF STAFF A. COMMUNITY CENTER MANAGER 1. Birthday Parties Sevenich presented an overview of the City's Birthday Party Program including the history of how the program evolved. She explained this is a collaborative effort. The City facilities hosting these parties include the Outdoor Center, the Senior Center, the Art Center and the Community Center. City staff came up with a joint effort to make it easy for people to have birthday parties and developed what the parties would include. For example, the Art Center has 90 minutes of programming and 30 minutes for families to serve cake and treats. Oko asked if this information was sent out to the community. Sevenich responded they are working on marketing this program in an affordable and feasible way. They will probably do a mailing to the community. Oko suggested they also look at putting the information out through the school system. Included in the Commission's agenda material was a brochure explaining the program and Elliott-Stoering said the front of the brochure has younger children and all girls on it. She suggested they add adults since they can also use these facilities,particularly the Art Center and Senior Center, and that it not be made all about kids. Sevenich said staff appreciates the feedback and this is certainly something they can change. Oko suggested they include the effective date of the prices on the brochure. Bierman said staff may want to consider offering a party structure around the naturalist area. This is a nice area and it has a lot to offer. Oko said staff should consider marketing this program to Boy Scouts, Girl Scouts, Cub Scouts and Brownies especially if the naturalist program is geared toward specific merit badges. Oko asked if the party includes the play structure at the Community Center. Sevenich said it is included under the area of extra fee. Staff wants to maintain these facilities open to the public at all times. Napuck asked if they would consider hosting graduation parties. Sevenich said they do not do rentals but offer party packages. Oko suggested they add to the brochure that the participant is not responsible for clean up. Sevenich explained staff does provide the person with a sheet to be signed that lists certain requirements along with some disclaimers. Oko said the Art Center could offer programs before Mother's and Father's Day allowing kids to come and make something for their parents. This would be an PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES December 7, 2009 Page 7 additional way to generate revenue. Obiazor said she would share these items with the Art Center Coordinator. FYI: Community Center Brochure FYI: New Year's Day Celebration Sevenich explained the Community Center will be open New Year's Day from 10 a.m. to 2 p.m. with a$5 charge for non-members. Elliott-Stoering asked if there is a family day fee. Sevenich said there is not but this is something they will look into and add it to the fee schedule for New Year's Day. B. RECREATION SERVICES MANAGER 1. Partnerships Obiazor reviewed the 2009 Partnership Program with the Parks and Recreation Department explaining the Department has on-going partnerships and new partnerships depending on the project or opportunities. Obiazor reviewed the classification of the partnership categories including Helping Hands, Service Organizations, Youth Organizations, School District, collaboration with recreation programs and collaboration with park programs. Obiazor said they also have many businesses and individuals who provide their time and services to Eden Prairie Parks and Recreation Programs. FYI: Holiday Lunch at Senior Center FYI: Share the Warmth Community Band Concert FYI: No School Activities FYI: Outdoor Rinks and Warming Houses Open FYI: Family Pizza Bingo Night C. PARKS AND NATURAL RESOURCES MANAGER D. PARKS AND RECREATION DIRECTOR X. NEXT MEETING The next regular meeting of the Parks, Recreation and Natural Resources Commission is scheduled for Monday, January 4, 2010. X. ADJOURNMENT The meeting was adjourned at 8:40 p.m.