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Parks and Recreation - 06/07/2010 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY,JUNE 7, 2010 7:00 P.M., CITY CENTER Council Chambers 8080 Mitchell Road COMMISSION MEMBERS PRESENT: Hutch Coburn, Vice-Chair; Commissioners: Tom Bierman, Derek Gunderson, Larry Link and Joan Oko COMMISSION MEMBERS ABSENT: Geri Napuck and Lee Elliott-Stoering COMMISSION STAFF PRESENT: Jay Lotthammer, Parks and Recreation Director Stu Fox, Parks and Natural Resources Manager 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 Vice-Chair Coburn at 7:04 p.m. II. APPROVAL OF AGENDA Motion: Oko moved, seconded by Link, to approve the agenda as presented. The motion carried, 5-0. III. APPROVAL OF PRNR MINUTES —May 10, 2010 Item III. Approval of PRNR Minutes —April 5, 2010 of the May 10 minutes was amended to read "MOTION: Oko moved to approve the April 5, 2010 minutes, seconded by Link. Motion carried 6-0." Motion: Link moved, Oko seconded, to approve the May 10, 2010 Parks, Recreation and Natural Resources Commission meeting minutes as corrected. The motion carried, 5-0. IV. REPORT OF CITY COUNCIL ACTION Lotthammer said he had no items to report at this time. The Council will be considering several items next month and those items will be discussed this evening including bid awards, fees and charges and a catering policy. These items will be considered by the City Council at their June 15 meeting. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES June 7, 2010 Page 2 V. REPORT OF PLANNING COMMISSION Fox reported there was one Planning Commission meeting since this Commission's last meeting and there were no items considered relating to this Commission. Most of the items considered were variances and there were no development projects considered. VI. PETITIONS, REQUESTS AND COMMUNICATION VII. OLD BUSINESS A. MAC LEASE UPDATE Lotthammer explained at the last Commission meeting they talked about the MAC lease and the Commission's concerns with the lease including the terms of the lease, the potential for the City being reimbursed if the lease goes away, as well as the lease price and it was asked that this information be forwarded to MAC. The City Manager has met with Denny Probst, the Director of Development for MAC, and there is a meeting scheduled with MAC's attorney. Lotthammer explained the process of the agreement indicating it would have to be approved by MAC's Board and the City Council. They have narrowed down some of the issues and City staff will meet prior to the meeting with MAC's attorney to review the items discussed by this Commission as concerns. It appears the development process of the commercial property will be behind the park development. The park development item could be before this Commission in August and to the City Council in September. Lotthammer stated this would allow staff to develop plans and specifications ready for bid in the beginning of 2011 and construction occurring in 2011/2012 with the fields ready in 2013. City staff is currently working with a consultant to delineate where the property lines are and the description of those lines will be listed in the lease. In response to a question from Bierman, Lotthammer explained there will be three leases; one for the expansion property, one for the current property and a separate lease for the garden property. The lease and legal description for the expansion will go around the two to three acres MAC wants for commercial development. Bierman asked if this is consistent with the agreement entered into in 2002. Lotthammer responded the agreement calls for the City to lease 25 plus or minus acres and the City had to submit a general and concept plan. That plan included the two to three acres MAC now wants for development. The Joint Airport Zoning Board allowed for the City to shift the site further south and by shifting the site the City is able to pick up more field acres thereby trading for the site MAC would like to keep. Bierman said it is imperative they make it clear that essentially MAC has lived up to their agreement and the City is receiving the land agreed to in 2002. Lotthammer said once everything is defined it appears the City will have 25 plus acres. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES June 7, 2010 Page 3 Lotthammer said he anticipates bringing something before this Commission in August for a recommendation to the City Council. He indicated they may not agree with the lease 100 percent but they could express approval with concerns. VIII. NEW BUSINESS A. FEE RESOLUTION Sevenich pointed out a correction should be made to the memo included in the Commission's agenda material regarding Park and Recreation Proposed Fees for 2011. Under"Additional fees for 2011 are: 1. Preferred caterer vendor fees" it should read "Resident" instead of"Groups (size 30-50 people)" and "Non-resident" instead of"Groups (size 50-100 people)". She stated staff is asking the Commission to recommend to the City Council approval of the proposed fee resolution. Parks and Recreation asks for approval of their fee increases early in the year to enable them to include those fees in their winter brochure. The overall budget resolution is considered by the City Council in December. Sevenich reviewed the proposed fee changes including a three percent increase on monthly and annual membership rates for the Community Center. The hourly rate for ice rental will increase $5 per hour for all season fees. Staff has done a market research to make sure their fees are comparable with other agencies. Sevenich said they are also adding some fees for 2011 including preferred caterer vendor fees and group rental catering fees. In addition, they are proposing catering fee revisions and changes to the Policy for Community Use of Parks and Recreation Rental Facilities which they will discuss later in this meeting. Bierman asked what the purpose is for classifying some of the fees as Group 1, 2 or 3. Sevenich explained some fees are distinguished between Groups 1, 2 and 3 based on whether they are government associated, a resident or a non-resident. Lotthammer explained this portion of the fee schedule will not change. Bierman said he could not find a definition for these groups and suggested it be included in the fee resolution. Lotthammer said this information is included in the fees and policies but they will also add the definition to the fee resolution. Oko asked if there is a substantial increase proposed for ball field lighting. Lotthammer explained previously they charged $15 per game and are now proposing $15 per hour. This charge will be for tournaments only and allows them to more accurately cover their direct cost. Motion: Bierman moved, Oko seconded, to recommend to the City Council to approve the 2011 Park and Recreation Fee Resolution. The motion carried 5-0. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES June 7, 2010 Page 4 B. BAC/EPCC UPDATE Lotthammer reported the Budget Advisory Commission (BAC) met with the City Council to propose areas they would like to explore as a part of their 2010 work plan. One of the items was to review the current Cost Recovery Expectation and financial performance of the Community Center. Lotthammer said staff would provide BAC with a memo and explanation on the Community Center's financial performance and base for cost recovery. He said staff is working on this information and once it is ready they will forward it to this Commission for review and comment. Once they have received all of the comments they will forward it to the BAC and if necessary, staff may make a presentation or respond in writing to BAC questions. Oko asked if the City's philosophy has been to recover costs for programs only and not to be accountable for recovery on capital expenditures. Lotthammer responded in 2008 the cost recovery for the Community Center was at 64 percent and in 2009 it was at 74 percent. This is a measure of operating efficiencies. Lotthammer said he does not believe the expectation is that they will break even but to communicate what the cost recovery is and where it should be is not an unrealistic concept. Link asked what has been determined as the cost recovery rate. Lotthammer responded that has not been determined but is something they may want to discuss. The best years are yet to come. After they get to those years, they will have to start reinvesting into the facility and that will impact cost recovery. Oko said she is concerned they are looking at recovering capital expenses when their philosophy has been to recover for programs. Given the fact that BAC has gone after the Senior Center she is concerned they will have issues with the Art Center. It is difficult to recover for program expenses and anything over and above that is a bonus. Oko said they are not here to make money and they should be careful in how they present this information to the BAC. Fox explained the BAC was formed because there were concerns about transparency and disclosure. Their responsibility is to ask probing questions and the Community Center for many years never operated with a profit. The BAC is becoming more focused on how the Community Center is progressing. They are basically taking their role just as this Commission members are by moving forward and asking those questions and this is not a bad thing. In response to a question from Coburn, Lotthammer explained they did an analysis when revenue bonds were sold for the third ice sheet to determine how many ice rental hours had to be sold to cover payments for the revenue bonds issued for that project. He does not believe a forecast as to what the revenues and expenses would be was ever done. Lotthammer said the BAC will look at the Community Center from 2011 through 2015. Items for the Community Center are included in the City's Capital Improvement Program(CIP) and in August this Commission will be reviewing that document in greater detail. It also includes improvements to playgrounds, tennis PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES June 7, 2010 Page 5 courts,parking lots, trails and the Community Center. Link said he enjoys the Community Center and does see where over time they will have to replace and fix things to keep the shine in it. Lotthammer said staff will send a draft memo to the Commission members prior to sending a final version to the BAC and asked Commission members to provide him with any feedback or input they may have once they have reviewed the memo. IX. REPORTS OF STAFF A. COMMUNITY CENTER MANAGER 1. Cateriniz Revisions Sevenich explained the Commission discussed changes to the catering process at a previous meeting. She briefly reviewed why staff is suggesting the change from preferred caterers to an expanded list of caterers. Sevenich also explained how they arrived at using preferred caterers in 2008 and have determined a less restrictive vendor list with more food options is a better way to go. The Community Center would maintain control over how food is prepared and packaged prior to being brought into the facility and would collect fees that cover any additional costs of potential cleanup. Sevenich said in order to be placed on the preferred caterer list, caterers would be required to provide comprehensive general liability insurance; bonding with the State of Minnesota; and, a copy of current Health Department License and Certified Food Managers license. She reported an Eden Prairie Caterer would have to pay an annual fee of$50 and a non-Eden Prairie Caterer would have to pay an annual fee of$100. It was pointed out the information in the memo under the Park and Recreation Proposed Fees for 2011 was incorrect. For additional fees for 2011 the preferred caterer vendor fees for residents should have been $50 and for non-residents it should have been $100. Motion: Motion was made by Oko, seconded by Link, to modify the previously recommended motion to the City Council to approve the 2011 Park and Recreation proposed additional fees for preferred caterer vendor fees for resident at$50 and for nonresident at$100 with both fees to the Community Center. The motion carried 5-0. Sevenich reported all groups serving food and beverage will be subject to a surcharge based on room rented. Non-catered items may also be brought into the facility only by user groups that have a room rented and those items are listed in the policy. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES June 7, 2010 Page 6 Motion: Motion was made by Link, seconded by Gunderson, to recommend to the City Council to approve proposed modifications to the Policy—Guidelines for Community Use of Parks and Recreation Rental Facilities specific to Eden Prairie Community Center catering requirements. The motion carried, 5-0. FYI: July 4th Kiddie Parade B. RECREATION SERVICES MANAGER 1. Upcoming Programs and Events Obiazor reviewed summer programs and events occurring in the City including summer camps, play ground camps and day camps. She explained the first day of registration for these programs occurred on March 16 and the first hour they had over 460 registrations. The total number of registrations through e-connect was over 2,000. The revenue for these programs increased by $50,000 on the first day and registrations increased from the previous year by 700 registrants. Obiazor also presented an overview of community events including Sounds Around Town, National Get Outdoors Day, the July 4 Hometown Tradition and International Festival. Bierman asked how many staff members they have for these programs. Obiazor responded one-year ago they eliminated one full-time staff person and they were able to reassign various duties and responsibilities. The staff they have has done a remarkable job in developing these programs. Link asked if they have any idea how many people attend the July 4th celebration. Obiazor estimated there are over 20,000 people who attend throughout the day. Coburn asked if they knew the reason for increased registrations from the previous year. Obiazor responded one reason may be because of the Art Center. This component does not appear to have a negative impact on any of the existing programs. FYI: Summer Camp Brochure FYI: Sounds Around Town; including Twilight Special, Jazz on the Prairie, Summer Musical, KidStock FYI: July 4th C. PARKS AND NATURAL RESOURCES MANAGER 1. CIP Review Fox presented a verbal update on the City's 5-year Capital Improvement Program. He stated they are in the process of evaluating where they are in terms of CIP projects and additional information will be brought to the Commission at a later PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES June 7, 2010 Page 7 date. He explained there are three ways to fund the projects including through Park Improvements Fund (cash park fees) paid by new development; through the Capital Improvements Fund funded by the General Fund; and, through the Capital Improvements Fund funded through referendums. Staff is internally evaluating the projects and funding available with the City's Finance Manager and is trying to balance everything out to make sure funds are available for proposed projects. This information will be presented to this Commission for a full review. 2. Miller Play Area Bid Results Fox stated a memo was included with the Commission's agenda material detailing the summary for the Miller Park Play Area Improvements bids. In the bidding process they looked at what they wanted to do but were limited because of money. Therefore, the bid package included 18 add alternates and one deduct alternate. The lowest bid received was from Blackstone Contractors and included Alternates A5 and A7 to A15 and deduct Item D1. Lotthammer explained a significant portion of the alternates is for a splash pad concept and they are now able to include that piece. This is the first splash pad in the City's park system. The pad will not require a lot of water usage and will have the capability to be turned on and off. Lotthammer explained how the system will work including the drainage of water into a manhole with a submersible pump to enable them to water trees, shrubs, etc. Bierman asked for the timeline of this project. Fox responded the project will be started around August 1 and substantial completion will occur at the end of September. Motion: Motion was made by Bierman, seconded by Link, to recommend that the City Council award the contract for Miller Park Play Area Improvements to Blackstone Contractors in the amount of$401,430.25 for the base quote plus Alternate A5,plus Alternates A7 to A15 and deduct Item D1 as defined in the June 7 memo. The motion carried 5-0. 3. Bid for Starinz Lake Park Trail Connection Fox explained this project will go to the City Council on June 15 for award. This project was started a number of years ago with a Watershed District project to look at emergency overflow for Staring Lake. The consultant had estimated the project to cost$214,379 and the low bid came in at$169,866. This project would be paid for with referendum funds. Lotthammer explained the majority of funds for trail improvements approved in the bond referendum have been expended. In the future they will have to look at how the CIP will be funded for trail projects. Bierman asked what the project's PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES June 7, 2010 Page 8 starting date will be. Fox responded in July and it will be substantially completed by freeze up in the fall. MOTION: Motion was made by Gunderson, seconded by Oko, to recommend that the City Council award the contract for construction of the Staring Lake Park bike trail to Northwest Asphalt, Inc. in the amount of$169,866.06. D. PARKS AND RECREATION DIRECTOR 1. 2010 Parks, Recreation and Natural Resources Work Plan Lotthammer reminded the Commission next month's meeting will be their annual park tour. They will be inviting the Arts and Culture Commission and City Council to join the Commission on the tour. A list of locations to be visited are included on the work plan and if members would like to tour other locations they should let him know. Bierman challenged the Commission to continue thinking about leaving a legacy for the community. The Commission should continue to look at visionary projects and how they could be financed. Bierman said he would like this Commission to move forward with three or four projects and see those projects occur. An example would be a welcoming sign to Eden Prairie located on Highway 169. Another project would be to do something with Round Lake such as figuring out how to be the controller of Round Lake. Bierman encouraged Commissioners to come up with ideas and to think proactively as to what they would like to see done as a Commission. X. NEXT MEETING The next regular meeting of the Parks, Recreation and Natural Resources Commission is a tour of City facilities scheduled for Monday, July 12, 2010 leaving the City Center at 6:30 p.m. X. ADJOURNMENT Motion: Oko moved, seconded by Bierman, to adjourn the meeting. The meeting was adjourned at 9:00 p.m.