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Parks and Recreation - 05/02/2011 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, MAY 2, 2011 7:00 P.M., CITY CENTER Council Chambers 8080 Mitchell Road COMMISSION MEMBERS PRESENT: Geri Napuck, Chair; Commissioners Hutch Coburn, Vice Chair; Tom Bierman, Larry Link, Derek Gunderson, Joan Oko and Dave Rosa COMMISSION MEMBERS ABSENT: No one COMMISSION STAFF PRESENT: Jay Lotthammer, Parks and Recreation Director Laurie Obiazor, Recreation Services Manager Stu Fox, Parks Natural Resources Director Wendy Sevenich, Community Center Manager Carol Pelzel, Recording Secretary I. CALL TO ORDER AND ROLL CALL Chair Napuck called the meeting to order at 7:00 p.m. New Commissioner Rosa introduced himself and explained he had lived in California and served on the Parks Commission there. He has three children that participate in various sports and when he came to Eden Prairie he wanted to get involved in the community again and this seemed to be the most likely area for him. On behalf of the Commission Napuck welcomed Rosa and said they look forward to working with him. II. APPROVAL OF AGENDA Motion: Gunderson moved, seconded by Coburn, to approve the agenda as presented. The motion carried 7-0. III. APPROVAL OF PRNR MINUTES Bierman asked when a Commission member makes a comment similar to one made last month regarding the current design of bike trails, do these suggestions get passed on to those people in charge of the design. Lotthammer explained usually staff meets the day after a Commission meeting to follow up with items such as the one regarding bike trails. In this particular instance, they have had on-going conversations regarding bike trails and curb cuts. The type of method used for curb cuts change and evolve and staff has to stick with the latest design at the time of implementation. Bierman said there is motivation to make the trails bike friendly and asked about making them wheelchair friendly. Lotthammer responded to creating side-by-side paths, one for people with disabilities and a second one for bikers, is not possible because they do not have truncated domes and they have to follow the guidelines established by law. Staff relies on the experts to set the standards and design. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 2, 2011 Page 2 Motion: Motion was made by Bierman, seconded by Link, to approve the March 7, 2011 minutes as published. The motion carried 5-0-2 with Oko and Rosa abstaining because of absence from that meeting. Motion: Motion was made by Gunderson, seconded by Bierman, to approve the notes from the April 4, 2011 meeting. The motion carried 3-0-4 with Coburn, Link, Oko and Rosa abstaining because of absence from that meeting. IV. REPORT OF CITY COUNCIL ACTION Lotthammer reported the City Council awarded a contract for a standby generator for the Community Center. The Council also approved professional service agreements with HTPO for Flying Cloud Athletic Field expansion construction services and for Rice Marsh Lake Trail construction services. V. REPORT OF PLANNING COMMISSION There was no Planning Commission action to report. VI. PETITIONS, REQUESTS AND COMMUNICATIONS VII. OLD BUSINESS A. ROUND LAKE PARK USE OVERVIEW Lotthammer explained during the Commission's brainstorming exercise one of the areas that came up several times was water quality and water elevation at Round Lake. Staff felt it would be good to look at the overall design scheme of the park with the lake being a large feature of that park. The City has contracted with Steve McComas of Blue Water Science to study some of the lakes and active restoration activities. McComas will be at next month's Commission meeting to provide the Commission with an interpretation of their report on the lakes. He will also explain what some of the efforts have been and what they can expect in the future. Lotthammer said once they hear McComas' presentation they will have a better feel for what they want to do to address the lakes and determine what steps they want to take if any. Fox displayed a map showing the uses at Round Lake. Once the Commission receives the report from Blue Water Science they can start thinking about what the City's role is for Round Lake Park. Fox explained Round Lake is a 103-acre community park. There are some joint agreements with the High School for use of this park including tennis courts and parking areas. Fox stated in the past few years they have had a deficit of water. Water has gone into the ponds but not into the lakes. In response to a question from Bierman, Fox explained at the deepest point, Round Lake is 35 feet deep. They do have an aeration system that is started in late October that pumps compressed air out and super oxygenates the lake. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 2, 2011 Page 3 Bierman asked if the lake has ever been stocked with fish. Fox responded the lake has been stocked numerous times by the DNR. Lotthammer said next month they will look at the lake part of this park and they will also have an opportunity to visit Round Lake Park when they do their parks tour in July to see the condition of the park and equipment. Bierman asked how much control the City has with Round Lake over the DNR. For example, if they wanted to put in a water feature would they have to receive permission from the DNR or some other jurisdiction. Lotthammer said it would depend on how creative they get and if it is the right timing to have the cooperation from the various jurisdictions. He said this is something they may want to discuss with McComas. Lotthammer said McComas will leave the Commission with a feel of what might make sense as they move forward. Napuck asked staff to also bring the map showing the various uses at Round Lake to next month's meeting. VIII. NEW BUSINESS A. COMMUNITY SURVEY Lotthammer presented an overview of the City's recent Community Survey. He explained every two years Decision Resources conducts a Community Survey for the City. In 2010 a Qualify of Life study was completed through a telephone survey. That survey showed City services ranked rather high as did people's knowledge of the City. People spoke favorably of the City's marketing and communications people. Quality of life was rated excellent by 47 percent of the residents and what they liked most about the City was the parks and schools. What the residents liked the least were the school boundary changes and the lake water quality. Lotthammer said staff reviewed this survey and looked at the trends and history. This survey is a good checkup for City staff. There does not appear to be any indication that staff needs to do a course change. Lotthammer explained the complete survey is available on the City's website. Napuck said it was very impressive how residents are satisfied with City services and this is something staff should be proud of. She asked if there is any way to compare other cities to Eden Prairie. Lotthammer said there are no direct comparisons because every community has different methods for gauging their services. Napuck asked if all of the Commissions will be reviewing this survey and in particular would the Budget Advisory Commission (BAC) be looking at it. Lotthammer said the BAC would be reviewing the survey and it is also available on the website for review. Napuck said she feels it is important that the BAC reviews it because they make recommendations on City funding and she is concerned they have this information and they utilize it. Lotthammer explained there was a joint workshop PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 2, 2011 Page 4 with the BAC, City Council and Department Directors to discuss the direction of the BAC. The City Council agreed that the BAC should focus on how to fund capital expenditures. B. BIRCH ISLAND LAKE UPDATE Lotthammer reminded the Commission that at last month's meeting they had asked for some information and an update on Birch Island Lake. A memo was included in the Commission's agenda material providing an update on the status/impact of the Birch Island Lake water surface mitigation project completed in 2008. Fox explained the water quality at Birch Island Lake is a B+, better than it has been in the past. The mitigation project involved three improvements in the Birch Island Lake watershed. The first improvement was construction of a runoff water quality treatment pond on the west side of Birch Island Lake. The second improvement was of an existing runoff detention pond south of Birch Island Lake, along Lesley Lane and the third improvement was construction of a pipe bypass system to convey groundwater and surface water runoff from north of CSAH 62 directly to Birch Island Lake to restore the lake's historic hydrology. Napuck asked if the bottom line is that everything that could be done has been done and the rest is up to Mother Nature. Fox responded everything possible has been done short of pumping water into the lake. He indicated they are in a wait and see mode right now. Staff feels they can recover two-thirds of the original historic shore line. IX. REPORTS OF STAFF A. PARKS AND NATURAL RESOURCES MANAGER FYI: Arbor Day Walk—Saturday, May 7 at Staring Lake from 9 a.m. — 11:30 a.m. B. COMMUNITY CENTER MANAGER 1. Community Center Finances Lotthammer reported they had recently received 2010 year-end results for the Community Center. This information helps in developing some nice trend lines. Sevenich said she would like to focus on the success of the Community Center including general usage and finances. They have shown sizable increases over the years. She explained the ice and membership activities stand out and they will continue to see some increases in those areas. The majority of that will be the result of price increases. They look at non-prime hours for ice rental to see how they can increase revenue in those areas. They are reaching prime-time capacity in many programs and facility spaces. It is important they have a balance and City programming comes first. Sevenich explained at some point they will see a turnover in membership. Their goal is 2,500 members and they are getting close to that number. Membership dues are increasing with memberships PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 2, 2011 Page 5 resulting in over one million dollars of annual revenue. A major portion of their expenses are facility charges. Sevenich said they have three ice rinks and a swimming pool to maintain. The Maintenance Division has undertaken some major initiatives for cost savings. Another major expense is bond payments for Rink 2 and those payments will end in 2012. Sevenich reported 50 percent of ice is actively programmed or marketed by EPCC staff. Other ice users are the Hockey Association (29 percent of revenue), Figure Skating Club (11 percent of revenue) and the High School (6 percent of revenue). Sevenich reviewed the cost recovery program explaining it is a method used to evaluate the financial performance and expectations for programs and facilities. In 2010 they had a cost recovery of 75 percent which is a phenomenal cost recovery and is something staff will aspire to maintain. The gap between revenue and expenses is closing. There will be capital costs but that is built into operating expenses. Their goal is to spread capital out to insure facility maintenance remains at a high level of operation. Sevenich said staff's first goal is to maintain customer service levels and their second goal is to be fiscally smart. Rosa asked how many members are residents versus non-residents. Sevenich responded she did not have the exact number but believes the non-resident rate is below 20 percent. Rosa asked if outside communities use the Community Center ice facilities. Sevenich said there is a minimum amount of time available for space not being used for recreational programs. They will rent ice to anyone who wants it at 9 p.m. or 5:30 a.m. Ice and pool time is very limited. Link said he believes staff does a fabulous job at the Community Center. He asked what the Community Center's ultimate goal is with regard to wellness and fitness. Sevenich responded the Recreation Division and Community Center's philosophy is that they are there to provide affordable recreational opportunities to their residents and secondly they are there to house rental opportunities. Lotthammer explained a lot is driven by the design of the building. To get to their philosophy they went back to what the building was. The different square footage decided on the types of things that would go into the facility. Their goal was to have a fitness center and rooms where people could gather. Little changes were made to the original vision of the building. The Community Center does fit the community gathering space. That is first and foremost. The priorities for the community are to first balance programs and offerings that will fit in the building with the commodities that are there. Sevenich further explained their goal is to be a gathering place and to find as many ways as they can to make that happen. Napuck said a cost recovery of 75 percent is remarkable for the time the new Community Center has been in operation. She commended staff for the great job they have done. FYI: Cycling Expo— Saturday, May 7, 9 a.m. —noon, Community Center FYI: Community Center Summer Hours —Monday-Thursday, 5:30 a.m.-9 p.m.; Friday, 5:30 a.m. - 8 p.m.; Saturday-Sunday, 7 a.m. - 8 p.m.; closed May 30, Memorial Day, July 4, Independence Day and September 5, Labor Day. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION May 2, 2011 Page 6 Link asked if staff has ever considered opening earlier on Saturdays during the summer. Sevenich said this is something they could evaluate if their patrons asked for it. They were asked to stay open later on Sundays and this year they will be open until 8 p.m. They have not received any strong feedback on opening earlier than 7 a.m. on Saturday mornings. C. RECREATION SERVICES MANAGER FYI: Arts in the Park— Saturday, May 14, 10 a.m.-5 p.m., Purgatory Creek Park FYI: Senior Center Progressive Dinner—Thursday, May 19, 4:30 p.m. FYI: Art Center Open House—Sunday, May 22, 2-4 p.m. D. PARKS AND RECREATION DIRECTOR 1. 2011 PRNR Work Plan Lotthammer reported the Board and Commission Banquet is scheduled for Wednesday, May 11, at 6 p.m. in the Garden Room. The Flying Cloud Airports Advisory Commission will be the presenting Commission. City Manager Rick Getschow will also be making a presentation that evening. Lotthammer stated the Commission's annual bus tour will occur in July X. NEXT MEETING The next regular meeting of the Parks, Recreation and Natural Resources Commission is Monday, June 6, at 7:00 p.m. in the Council Chambers. XI. ADJOURNMENT MOTION: Motion was made by Coburn, seconded by Gunderson, to adjourn the meeting. The motion carried 7-0 and the meeting was adjourned at 8:50 p.m.