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Parks and Recreation - 02/06/2012 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, FEBRUARY 6, 2012 7:00 P.M., CITY CENTER Council Chambers 8080 Mitchell Road COMMISSION MEMBERS PRESENT: Geri Napuck, Chair; Hutch Coburn, Vice Chair; Tom Bierman, Derek Gunderson and Larry Link COMMISSION MEMBERS ABSENT: Joan Oko and Dave Rosa STUDENT REPRESENTATIVES: Liz Powell and Joseph Schmit COMMISSION STAFF PRESENT: Jay Lotthammer, Parks and Recreation Director; Stu Fox, Parks Natural Resources Director; Laurie Obiazor, Recreation Services Manager; Wendy Sevenich, Community Center Manager; Lindsey Danhauser, Art Center Supervisor; Carol Pelzel, Recording Secretary I. CALL TO ORDER AND ROLL CALL Chair Napuck called the meeting to order at 7:00 p.m. II. APPROVAL OF AGENDA Motion: Gunderson moved, seconded by Coburn, to approve the agenda as presented. The motion carried 5-0. III. APPROVAL OF PRNR MINUTES —December 5, 2011 Motion: Motion was made by Bierman, seconded by Link, to approve the December 5, 2011 meeting minutes as presented. The motion carried 5-0. IV. REPORT OF CITY COUNCIL ACTION Lotthammer reviewed the following City Council action items: January 3, 2012 Council Action: • Recognition of gifts and donations. These items had been presented throughout the year and a synopsis of those donations was presented to the City Council. The Council adopted a resolution accepting and recognizing those donations. This resolution also guarantees that the donations will be used as the donor designates. PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES February 6, 2012 Page 2 • The City Council authorized the sale of excess property (firewood). This firewood was generated by City workers from tree cutting and clearing of trees. For various reasons, the City has more firewood than they need including the conversion of a couple fireplaces to gas resulting in excess firewood. The sale of this firewood will be done through a competitive process. • Appointed Jeff Cordes as Assistant Weed Inspector for the City. The Mayor is the City Weed Inspector and appointment of an Assistant Weed Inspector relieves the Mayor or Council of those duties. This appointment is done on an annual basis. January 17, 2012 Council Action: • A flag donation was made from Lt. Colonel Sara Cleveland. Lt. Col. Cleveland who is with the Special Forces in Cultural Affairs sent the flag that flew at one of their bases on September 11, 2011. It is hoped that this flag will fly at Eden Prairie's Veterans Memorial. The organization that conducts the event on Memorial Day will be asked to raise this flag at that event and to recognize Cleveland at that time. V. REPORT OF PLANNING COMMISSION Fox reported on January 9 the Planning Commission approved the installation of a compressed natural gas fueling facility for the Flying Cloud Waste Management facility. The concept is to convert their trucks to use compressed natural gas. It is cleaner burning and less volatile than diesel fuel. This item is not a Park issue but a Natural Resources issue. On January 23 the Planning Commission considered a lot subdivision on Ridge at Riley Creek. The developer is looking at taking three lots and creating five lots. The additional two lots would generate additional park dedication fees. The Planning Commission also discussed the conversion of an industrial building on Martin Drive to an Appliance Mart. This would be retail usage within an office/industrial type use. This item was continued to the next Commission meeting. The proposed project would not generate any park dedication fees. VI. PETITIONS, REQUESTS AND COMMUNICATIONS VII. OLD BUSINESS VIII. NEW BUSINESS A. ARTS INITIATIVE Lotthammer introduced Lindsey Danhauser, Art Center Recreation Supervisor. Danhauser also attends all of the Arts and Cultural Commission meetings. This PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES February 6, 2012 Page 3 evening she will be making a presentation to the Commission on what has been happening in the area of art. Danhauser reviewed the arts initiatives from 2011 through 2012. She also reviewed the Eden Prairie Players' Strategic Plan and public art criteria and planning as well as art in the Eden Prairie Community Center. Danhauser explained Eden Prairie Players acquired a $1,500 grant to contract with a strategic planning consultant to help create a three to five year strategic plan and one-year operating plan. She explained the process they went through in creating the strategic plan. She also reviewed Eden Prairie Players' goals and action steps. Danhauser explained in 2011 they developed a public art definition stating it should be publicly accessible and original art work. She reviewed the criteria for the display of art on public property. They also received a$1,500 grant to hire a public art consultant to review the City's current ordinances and to draft a public art ordinance. Danhauser said the first project they undertook was the Eden Prairie Community Center Mural Project. They received over 40 applications and City staff narrowed that down to three finalists. Those three finalists will present their final proposals on February 28 and those proposals will be displayed at the Community Center for staff and Community Center participants' feedback. The Arts and Cultural Commission will ultimately review the feedback and make a recommendation to the City Council. The City Council will approve the final proposal and a contract will then be given to the approved artist. Napuck asked if any of the three finalists are Eden Prairie connected. Danhauser responded they are not but they are Minnesota connected. Napuck asked other than the Community Center, what other projects are proposed for other facilities. Danhauser said at this time they do not have any projects defined. They have met with the Facilities Manager and Planning Department to let people know they are looking for projects and are willing to take on applications. Lotthammer explained staff has met with a group who wants to do art in an outdoor setting. Staff gave them a couple options including Purgatory Creek where it might work for them. They also discussed Round Lake and the entrance to the Community Center and at the Senior Center. This would also be a marketing opportunity for the Senior Center by drawing people to the facility to view the public art. Lotthammer said Danhauser has done a great job in putting strategic plans in place to assist new people who come on board. Coburn said he was impressed with the level of detail of the plan. Link said in 2010 approximately 4,000 people attended the Staring Lake Musical put on by the Eden Prairie Players. He asked what the attendance was for 2011. Danhauser responded they had close to 4,000 people in attendance. Unfortunately the weather wasn't very cooperative but this is one of their largest events. PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES February 6, 2012 Page 4 Napuck said Danhauser has done great work, especially in developing the framework and protocols for this organization. B. CIP—2011 SUMMARY AND 2012 PROPOSED Fox presented an overview of the City's 2011 and 2012 Capital Improvement Plan (CIP). He reviewed the projects completed in 2011 and those projects planned for 2012. Projects are funded from a multitude of areas including taxes, cash park fees, referendum money, gifts or matching contributions, Pavement Management Program and Facilities Internal Service Fund. Fox reported the largest project completed in 2011 was the Flying Cloud Fields expansion. Coburn said he thought the Rice Marsh to Riley Creek Trail had been put on hold. Fox explained it was on hold because of weather. The contract for that project was awarded fairly early but because of wet weather they were unable to get their equipment in to do the project. That project was completed in the fall. Bierman asked if the Flying Cloud Fields project is completed other than the grass. Fox said they still have to do the final overlay of the driveway and parking lot. He also explained without snow they do have some concerns about the turf. They would like to see it covered. Sevenich presented a report on Community Center projects. She explained their goal for the Community Center is to maintain it and to advance and enhance it. She reviewed the 2011 projects including a new cooling system, wood flooring, lobby carpeting, card reader system and an emergency generator. In response to a question from Link, Sevenich explained the emergency generator is used for power outages and not as auxiliary electricity. Lotthammer said the Community Center is on a special rate program with Xcel requiring them to be below a certain number and if they are not below that they are penalized. They have not used the generator to cut down on their use of electricity but this is an option should it be necessary to shut the air conditioning down. Lotthammer said they have had power outages and there have been many times where Xcel cannot keep their electricity up and running so it made sense to acquire the generator. The generator has a 50 to 60 year life span. Sevenich said they saved close to $100,000 by doing it all at one time rather than doing it in phases. Fox reviewed the 2012 proposed projects explaining the CIP budget is updated every two years. They can move the projects around based on the situation. Flying Cloud Fields has been in the plan for a number of years even though they had the referendum money to do the project; there were circumstances beyond their control that delayed the project. There are nine park projects listed for 2012. Fox said they have approximately $900,000 remaining from the referendum money which will be used for Round Lake Park renovations, Riley Lake Road trail extension and trail/sidewalk connections. Sevenich explained there are two proposed projects for the Community Center for 2012. The first is the replacement of roof rink#2 and to replace the cooling tower. They also have $75,000 earmarked for fitness equipment including replacement and some new services. PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES February 6, 2012 Page 5 Lotthammer said some of the costs shown are estimates and will be refined. For example, for the Round Lake Park renovation they will have a better estimate of cost once they get into the design. He said when the Commission reviews this project staff will have costs narrowed down. They will also be able to show the Commission the breakdown on how this project will be funded. The estimated cost for the park improvement is $1.1 million with $600,000 coming from park referendum money. Coburn asked if the City offers any incentives for contractors to complete projects ahead of schedule. Fox explained typically the City does not put incentives in but requires payment of liquidated damages. They usually have a good track record with the contractor and once they set a deadline for the project they most always meet that deadline. Fox explained staff usually spends all of the funds allocated in the CIP. If they don't spend the money allocated for parking lot maintenance they can flex that money for other larger projects like the Miller Park parking lot. Projects can also slide depending on current need. These projects are reviewed by the City Manager and Finance Department and then by the Budget Advisory Commission and City Council. Coburn said staff appears to do a good job of staying on target. Link said it is great to see investments made in the Community Center and the continuation to upgrade that facility. Coburn said times are tough and there are a lot of communities that don't have what Eden Prairie has. Staff does a nice job and that is a good reason for people to move to the community and it keeps the property values up. Link said he has been to other community centers and gyms and he can tell which ones don't invest in their facilities. This results in lost revenue which gives them less money to improve the facility. Napuck said she appreciates receiving the breakdown of sources of funding. It helps to respond to people questioning where the money comes from for these projects and this breakdown shows it doesn't always come from taxes. Bierman asked for an update on the trail behind Pax Christi Church to the Minnesota River. Fox responded the Lower Purgatory Creek project is in the CIP for long-range planning until some of the components are cleared up. They have some issues with access and crossing property which the City has no control over. IX. REPORTS OF STAFF A. RECREATION SERVICES MANAGER FYI: Funny Money Performance FYI: Connect and Play FYI: Senior Center Valentine's Brunch B. PARKS AND NATURAL RESOURCES MANAGER 1. Riley Lake Park Overview PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES February 6, 2012 Page 6 In response to a request from the Commission, Fox presented an overview of Riley Lake Park. He explained what occurs at Riley Lake Park indicating that there is a wide array of events that take place there. Link asked what the future plans are for the area along the boat ramp once the house is gone. He said people try to connect to the bike trail but there is a lot of traffic in that area. He asked if there are any plans to redo that area. Fox said staff believes there is a better way of handling traffic there. The boat ramp location cannot change. They have had a long history of dealing with difficult interaction within the park. Going forward that is something staff will have to look at. Once the house is removed they will look at how to reconfigure that area. They are limited in that they don't want to expand parking for boats and trailers but they need to add a trail to make it more user friendly. He said an alternative would be for people to take the outer trail rather than going through the parking lot. Coburn asked if it would be possible to make the boat ramp deeper. Fox said the ramp was put in under DNR recommendation. At one time there were concerns that it was too steep and trailers were getting hung up. The ramp was reconstructed two years ago. Lotthammer said this is something they will look at. They may have the ability to make it deeper. Coburn explained the average boat size has increased and as they approach the ramp with the boat it is shallow. Fox said this is something they can look at and they may have to excavate beyond the current ramp. Coburn suggested staff look at running the trail inside the current blacktop to circumvent going through the front or placing the connector around the back of the trailer parking lot. The natural tendency is to go down the road. Fox said this is something staff will look at. They really haven't come up with a connective plan. C. COMMUNITY CENTER MANAGER D. PARKS AND RECREATION DIRECTOR 1. 2012 PRNR Work Plan Lotthammer distributed an updated work plan. In March the Commission will receive an update on the Community Center and aquatics review. It is likely members of the Foxjets Swim Club will be at that meeting. The Foxjets are looking at their needs and are preparing a master plan. The Commission will also receive an update on Round Lake. Staff will be making a presentation on Round Lake to the Arts and Culture Commission at their February 13 meeting, and will be receiving their input on colors and material types and patterns. Gunderson asked if it would be appropriate to have a representative from the City-School Facilities Use Advisory Committee at the March meeting when the Commission discusses aquatics. Lotthammer said there is a City-School Facilities Use Advisory Committee meeting scheduled for March 28 and an update can be provided to them at that time. PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES February 6, 2012 Page 7 FYI: City offices closed February 20. X. NEXT MEETING Napuck said the Commission's April meeting is scheduled during the school's spring break and she will not be at that meeting. The next regular meeting of the Parks, Recreation and Natural Resources Commission will be Monday, March 5, at 7:00 p.m. in the Council Chambers. X. ADJOURNMENT MOTION: Motion was made by Coburn, seconded by Gunderson, to adjourn the meeting. The motion carried 5-0 and the meeting was adjourned at 8:40 p.m.