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Parks and Recreation - 08/04/2008 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY,AUGUST 4, 2008 7:00 P.M., CITY CENTER Council Chambers 8080 Mitchell Road COMMISSION MEMBERS PRESENT: Geri Napuck, Chair; John Brill, Vice Chair; Tom Bierman, Lee Elliott-S toering, Randy Jacobus and Joan Oko COMMISSION MEMBERS ABSENT: Rob Barrett, Jeffrey Gerst and Ian Mackay COMMISSION STAFF PRESENT: Jay Lotthammer, Parks and Recreation Director; Laurie Obiazor, Recreation Services Manager; Stu Fox, Parks and Natural Resources Manager; Wendy Sevenich, Community Center Manager; Lindsey Scott, Art Center Coordinator; Carol Pelzel, Recording Secretary I. CALL TO ORDER AND ROLL CALL The meeting was called to order by Chair Napuck at 7:00 p.m. On behalf of the Commission, Napuck thanked Brill and Lotthammer for their presentation to the City Council on July 15 on the Parks Commission activities. II. APPROVAL OF AGENDA Brill asked that Skate Park be added under VHI. New Business. Motion: Elliott-Stoering moved, seconded by Jacobus, to approve the agenda as amended. The motion carried, 6-0. III. APPROVAL OF MINUTES —June 2, 2008 Motion: Brill moved, Elliott-Stoering seconded, to approve the June 2, 2008, Parks, Recreation and Natural Resources Commission meeting minutes as published. The motion carried, 5-0-1 with Oko abstaining because of absence from that meeting. Elliott-Stoering asked if they need official minutes from the July 7 tour of neighborhood parks. She said she felt this was an official meeting and they should have minutes showing that there was a quorum present and that they did conduct a tour of City facilities. Lotthammer said staff would prepare minutes showing who was present and what facilities were toured. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES August 4, 2008 Page 2 IV. REPORT OF CITY COUNCIL ACTION—June 3, 17 and July 15, 2008 Lotthammer reported on the following City Council actions: • Anderson Lakes Parkway to Duck Lake Trail Overlay—The Council awarded the bid for this project. • Tall Weed/Diseased Tree Ordinance—The language in the City Code regarding the removal of diseased trees and the abatement of tall grass and weeds needed to be clarified so that if the City were challenged when the costs are assessed to someone's property they are in a better position to defend this. Some of the language in the Code was also obsolete as to who can issue citations and they wanted to be sure that the titles of those people are similar to what they have right now. The proposed Ordinance change will also allow the City to charge back all of the direct costs when the City mows on private property. In the past they were only allowed to charge the actual cost to have a contractor mow and with this change they will be allowed to charge back City time. The ordinance change will make the Code clearer and better defines the process. The first reading of the ordinance was on June 3 and the second reading occurred on June 17. • Art Center Update—An Art Center update was presented to the City Council and additional information will be provided to the Commission later in this meeting. • RJM Change Order—This change order was instituted and staff anticipates finalizing the contract in early October. Staff plans to bring to the Commission a report showing where the funds were spent and where they currently stand. Bierman said it appeared that this arrangement worked well and he asked if that is correct. Lotthammer responded that they had a lot of flexibility within the project and he believes they saved money along the way. He also said they had good quality people on site to carry the project out. Lotthammer said staff had a good experience working with RJM. • Parks, Recreation and Natural Resources Commission Presentation—Commissioner Brill presented a report on the Commission's work at this meeting. This presentation can be viewed on the City's website. • Outdoor Center Observatory— The Council accepted the Commission's recommendation to move forward with the design phase of this project. The architect will present a design within the next month to allow staff to go out for pricing. It is staff s hope to bring back a plan to this Commission some time early fall. A design is necessary in order to determine the cost to build this facility. Oko said with regard to the Observatory, when this project was first presented to the Commission they were told that it would cost approximately $60,000 and yet during their recent tour of this location and a newspaper article it was indicated that it would cost about $130,000. She asked where they are at with this and how much money has been pledged so far for this project. Lotthammer said he believes the project will cost less than $100,000. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES August 4, 2008 Page 3 There are some soil conditions that are partly responsible for adding $20,000 to the project. He said he thinks the cost of the project will be closer to $100,000 than $60,000. Lotthammer explained that the City has received a $75,000 donation from one family and $10,000 from another family. Oko asked if the City will be spending $60,000 for this project. Lotthammer said no, they will use what is donated and will decide what can be constructed with those funds and if necessary, they may request the City to contribute $10,000. Bierman said there was some discussion about the current dock being torn down and relocated. He said he believes this is a costly thing to do and asked if this is something they are still planning to do. Fox explained that the dock will not be torn down. It does float and can be moved. They have to replace the deteriorated walkway leading up to the facility. Since there will be double programs at this location they need to create a separation. It is not a major expense to move the dock but the biggest expense will be replacing the walkway. • Staring Lake Amphitheatre—This item will be discussed later in this meeting. The Council did award a contract for this project. • Cemetery Upgrades Fees and Charges —A presentation was made to the City Council discussing the work the Cemetery Task Force did and their recommendations including potential upgrades to the cemetery. The City Council did approve moving forward with implementing the recommended improvements. • Veterans Memorial—The City Council was provided with an update on the Veterans Memorial project. A contract was awarded and discussion was held regarding a possible funding shortfall. Some of the grants awarded for this project will not be received at one time. For example, the Wal-Mart grant for$10,000 will be disbursed over a three year period. There is a potential that not all of the fund raising money will meet the expenses. Most of the construction will occur within the next two to three months. They were encouraged to move forward and to continue to raise funds. Napuck asked what the City's commitment is if the fundraising falls short. Lotthammer responded that the City would fill in the gap unless someone else steps forward to cover that gap. He explained that in most cases the City pays the invoices and receives reimbursement from the Foundation after the invoices are paid. Lotthammer said there could be a point where they ask the Foundation for more money than what is available. There could potentially be a$30,000 shortfall. The total project is estimated to cost$400,000. V. REPORT OF PLANNING COMMISSION Fox reported that the Planning Commission did not have any items at their June meeting affecting Parks. At their July 28 meeting they discussed a request by Super Valu to add a conference center onto the east side of their building. Fox explained that Super Valu has purchased Albertsons and have decided that Minnesota will be the Corporate Headquarters. This will result in Super Valu enlarging their campus. This discussion was continued to their August 11 meeting. This proposal will not generate any cash park fees because those were paid when the original building was constructed. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES August 4, 2008 Page 4 VI. PETITIONS, REQUESTS AND COMMUNICATION VII. OLD BUSINESS A. Verizon Wireless Facility at Riley Lake Park Fox presented an update on the Verizon wireless facility the Commission had previously considered. The Commission had originally selected a site adjacent to the tennis courts. However, it was discovered that there was an underlying deed restriction on the property due to grant funding that made this site ineligible for having a wireless tower located on it. Fox explained that after looking at other options within the area they discovered a parcel of park property that was not encumbered by this deed restriction. This parcel is a triangle shaped piece of land that was given to the City with the Bearpath Development. Fox further explained that staff reviewed the new location and feels that this is a good location and Verizon is proposing that the generator and building be placed in the natural pocket located at this site. Fox said this information is being presented to the Commission as an informational item. Staff feels that the proposed location is better than the original location next to the tennis courts. He reported that the tower will be of similar height and construction as the one that was approved and the buildings and support equipment will be nearly invisible to the public except during the winter when there is no foliage on the vegetation. This new site is located closer to the LRT trail then the original site. Elliott-S toering said when they originally discussed this item they talked about fencing around the facility to keep it safe and now that it will be located close to the LRT trail,how will they secure this site. Fox responded that the building is secure in itself and there is no way to access it. Their concern with the original site was that people would climb on top of the building because it was built into the hill. At the new proposed location this will not be an issue. Elliott-Stoering asked if someone could climb the tower. Fox responded that the tower cannot be climbed. Brill said he does not recall this new location being considered when the original request came in. He asked how they came up with this location. Fox said when the original request was presented Verizon indicated that they wanted it at the front of the park. Staff recommended that it be moved over so that it was not seen from the entrance to the park. The site now being proposed was overlooked. Staff feels that in the long run this is a better location for the tower and it will be out of site for the general park user. Napuck asked if there would be any tree loss. Fox responded that there will be two trees removed and both of those trees are dead. Verizon will go above and beyond what is required in planting vegetation back in this area and they will be putting in additional natural screening. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES August 4, 2008 Page 5 B. Art Center Update Obiazor introduced Lindsey Scott, the City's new Art Center Coordinator. She explained that Scott will be helping to develop the programs at the Art Center and supports the fund raising committee as the staff liaison. Scott will also be working with the architect in redesigning the facility. Scott provided the Commission with a brief background of her experience. Obiazor provided the Commission with an Art Center update. She reviewed the history of how this all came to be including the creation of the Art Center Task Force and the information they developed. The building was transferred to the City on May 29. One of the Task Force members volunteered his time as an architect and the City has contracted with his firm to work on this facility. Obiazor presented a brief overview of the proposed facility layout. She explained that they will be expanding the parking lot to 30 stalls and in the evenings they hope to partner with surrounding facilities to use their parking. They will be meeting to finalize the construction plans and they are on target of their goal to be up and running by the first of the year. Elliott-S toering asked if they have considered offering a wood working program at this facility. Obiazor responded that they do have a woodshop at the Senior Center and through cooperative programming they are looking at bringing that to the Art Center. They will be partnering with the Senior Center and plan to do more programming at the Senior Center. Their goal is to get the Art Center established on-site and to program art into the community through the outdoor center and senior program as well as through playground programs. They will also work on developing a membership package. Elliott-S toering asked if the programming for the Art Center would be separate. Obiazor said they would incorporate the promotion of the Art Center with their other programs including information in their program brochure and Life in the Prairie. They will probably use a direct mailing to promote their membership program once that is developed. Obiazor explained that staff is working with the City's Communication Division in developing a promotional brochure for the Art Center. Brill asked if staff has worked with Community Education to eliminate duplication of efforts. Obiazor answered that they do have a regular partnership meeting with Community Education clearly defining what programs are recreational and educational. Having an Art Center does make it difficult for Community Education to compete with that dedicated space for the arts and there will be certain programming that the City can provide that Community Education can't. The City is not looking to discourage any kind of programming through Community Education but they are attracting instructors from Community Education wanting to offer programs at the new Art Center. Obiazor said they want to maximize the use of their facility and they have been in contact with Community Education and will continue to work with them as the Art Center evolves. Obiazor provided an update on the fundraising process. She reported that they have received an anonymous pledge of$25,000 for art equipment. They do have a capital start- PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES August 4, 2008 Page 6 up budget of$326,000 and the fundraising committee has committed to a$500,000 target. In response to a question from Elliott-Stoering, Obiazor said they would be using a recognition component for donors similar to the block wall concept used by the Hockey Association. Since the building was donated by the Sampson family they are staying away from the naming rights concept. Scott explained that they are proposing to offer glass blowing classes,pottery,painting and drawing classes. They are also proposing to move existing youth and family recreation programs to the Art Center. Scott said there has also been some interest expressed in glass fusion. Scott said they are also looking at developing a survey to be sent to the people who have participated in recreation programs in the past to determine their interest. Lotthammer pointed out that the fundraising committee is looking at a couple events in September or October. There will be an interactive event and will allow some of the artists to demonstrate their skills. This will be a good community event that will benefit the arts. Bierman said with respect to fundraising, will the money generated be used to get the art center up and running or does it also include sustainment. Obiazor said they are looking at both. Certain contributors are interested in long-term opportunities to sustain and make the art programs affordable. Bierman asked if during the Committee meetings there has been any thought given to selling the artists work with a portion of the sale going to the Art Center. Obiazor said they have discussed this and they have looked at different ways or opportunities of raising funds. They will be looking at other opportunities such as demonstration open house sales, etc. Bierman asked if there would be a retail area within the Art Center. Obiazor responded that there may be some very small area. They may be able to put up some art work for sale in the gallery area. Scott pointed out that where the existing garage door is they are proposing to put up a glass picture window for viewing of glass blowing and this will include wire racks for display of items that may be for sale. They are also looking at having some type of art sale twice a year. Elliott-S toering mentioned that if you have too much retail space there becomes a problem with security. Obiazor explained that they are looking at a grand opening event to occur some time around the first of the year. They are also looking at opportunities for special events to sample the different classes. VIII. NEW BUSINESS A. Skate Park Brill said he asked that this item be added to the agenda to discuss some very specific needs for the City's skate park. On a recent trip to Wisconsin, he saw a beautiful skate park and his nephew told him that the best way to determine what is needed at a skate park is to go to the park and ask the users what they want. Most of the users are between the ages of 14 and 17 and they have some very definite needs for the park. Brill said he knows there is some funding available for updating the skate park and he would like staff to think about an open door conversation with the users of the park. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES August 4, 2008 Page 7 Lotthammer explained that there is $50,000 funded in the CIP for enhancement to the current skate park at Round Lake. He indicated that their intent is to work with the kids that are using the park and they will enlist them to provide staff with input. Napuck asked when the actual planning for the expansion of the skate park would occur. Lotthammer said they would probably start planning this winter so they are ready to do construction when they get into the construction season in the spring of 2009. IX. REPORTS OF STAFF A. RECREATION SERVICES MANAGER FYI: International Festival FYI: Park-In Movie FYI: Twilight Special B. COMMUNITY CENTER MANAGER 1. Pizza Vendors Sevenich reported that they have received many inquiries regarding the meeting rooms and caterers at the Community Center. One component for catering they did not have was a pizza vendor so they are now looking at various options for a pizza vendor to serve in the facility. They have had discussions with Divannis who may be willing to enter into a 90-day agreement. Sevenich said they are moving forward with the other caterers and will continue looking at pizza vendors. C. PARKS AND NATURAL RESOURCES MANAGER 1. Miller Park Play Area Renovation Lotthammer reported that a total of five bids were received for the Miller Park Play Area. Since they are working with a foundation for raising funds for this project and not knowing what the actual prices would be, staff put various alternates into the bidding package. This allowed them the flexibility in what the final cost for the project would be. Lotthammer explained that the City has budgeted $110,000 for the project. Mike Garvin, the individual raising funds for this project, has indicated that he is comfortable with raising a minimum of$100,000. Lotthammer stated that staff s recommendation would be to take all of the alternates that have been funded. Garvin has indicated that they will be having a major fundraising event in October and feels confident that they would be able to raise the remaining funds for all of the alternates. Lotthammer said this bidding process would give them the opportunity to add on the alternates as funding becomes available. Lotthammer reported that the low bidder for the project was Odessa H with a total bid of$328,668 with the base bid being $196,695 and the alternates totaling PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES August 4, 2008 Page 8 $131,973. He indicated that there are enough funds to cover the base bid and the potential to raise additional funds this fall. Staff is recommending that they commit to the base bid and whatever fund raising money is available for the alternates. Jacobus asked what the base bid includes and what is included in the alternates. Fox displayed the items to be included in the base bid including a new sidewalk, entry plaza, swing set relocation, some landscaping and surfacing and sub-drainage. Fox stated that the biggest alternate would be a custom made water play table. Jacobus stated that the City has allocated $110,000 for this project and they are looking at another plus $200,000 from fundraising. He asked how comfortable staff is with having the additional funds raised. Lotthammer responded that Garvin can write a check for over$100,000 on August 19 and he plans to give that check to the Council prior to this award. Lotthammer explained that staff would not recommend entering into a contract without having the appropriate funding. Elliott-Stoering asked if the items listed as alternates are exclusive of the base bid. Lotthammer responded that the alternates are additional components. Elliott-S toering asked if they only did the things in the base bid this year, would certain things be required to be redone if additional funding becomes available to do the alternates. Lotthammer said there may be a couple things that will have to be tweaked. Elliott-S toering suggested that staff list each alternate and separate the costs out to make it easier for the City Council to consider should they not have sufficient funding to do the entire project. Napuck asked what the process would be if more money is raised. Lotthammer said a check for$100,000 will be presented to the City Council at their August 19 meeting and will get them to $210,000 and allows them to approve the base bid and one of the smaller alternates. Staff will suggest to the City Council that if additional donations come in they be applied the project in order to keep it as one project. The Council could award the entire contract with the option for deducts if the money does not come in. Fox pointed out that staff will work with the City Attorney to come up with the appropriate language for the August 19 Council meeting based on the legal requirements for awarding the bids. MOTION: Motion was made by Brill, seconded by Jacobus, to recommend the City Council award the base bid contract for Phase I of the Miller Park barrier free play area to Odessa II along with all alternates that have sufficient funding. Motion carried, 6-0. 2. Staring Lake Amphitheater Fox reported that bids for the reconstruction of Staring Lake Park Amphitheater reconstruction were received and presented to the City Council on July 8 in order to get the project underway. Five bidders bid on the base bid and alternates with Sunram Construction winning award for a base bid of$179,774 and alternate bid of$228,699. Staff recommended award of the alternate bid. Fox displayed a photo of the block they are proposing to use which is wet cast modular block. This will result in a very low PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES August 4, 2008 Page 9 profile wall and since it is a smooth cast concrete there will be no scraping. Staff felt this material had significant merit and they anticipate construction to begin next Monday. Bierman asked how high the wall would be. Fox responded that it would be 19 inches high. Elliott-S toering asked what the life expectancy of the wall would be. Fox explained that this type of material has a life expectancy of 55 to 70 years. Brill asked if they are proposing to make any improvements to the stage itself. Fox answered that there is money in the budget to reface the building and they are looking at replacing the decking of the stage. Bierman questioned if there is enough lighting to allow them to have evening concerts. Fox said there is temporary or portable lighting available and he does not believe there will be any permanent lighting installed. They do have the ability to set up temporary theater lighting. Bierman asked if they have thought about doing some wiring so that if in the future they decide to add permanent lighting they would be able to do so. Fox stated that they are putting in spare conduit. 3. Veterans Memorial Fox reported that this project was bid on July 11 and on July 15 the City Council awarded the bid for construction of Phase H of the Veterans Memorial Project to Blackstone Contractors in the amount of$138,672. The funding for this construction project comes from the donations raised by the Eden Prairie Veterans Task Force and a $100,000 grant from the State of Minnesota. Lotthammer pointed out that Bollig & Sons is working with the low bidder and is doing the excavation at no charge and the surveyor is also donating their services. Since the memorial has been changed since the Commission originally saw it, Brill asked that the final rendering of the memorial be e-mailed to the Commission members. D. PARKS AND RECREATION DIRECTOR 1. 2008 Work Plan Lotthammer reviewed the Commission's work plan explaining student representatives will be at the September meeting. Also, the Three Rivers Park District will be making a presentation to the City Council at their September 16 meeting and Commission members are invited to attend that presentation. 2. BAC Update Lotthammer explained that the Budget Advisory Committee has asked to meet with Parks and Recreation staff on August 12 to get more information on capital projects. He indicated that they had talked to the entire group a month ago outlining the capital projects process. Lotthammer said he would report back to this Commission as to what questions they were asked. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES August 4, 2008 Page 10 Napuck asked if it would be possible to have a Commission member attend this meeting. Brill suggested that an e-mail be sent to the Commission letting them know when the meeting is so that someone from the Commission can be in attendance. X. NEXT MEETING The next regular meeting of the Commission is scheduled for Monday, September 8, 2008 at 7:00 p.m. in Heritage Room 1/2. XI. ADJOURNMENT Motion: Jacobus moved, Bierman seconded, to adjourn the meeting. The motion carried 6-0. The meeting was adjourned at 9:00 p.m.