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Parks and Recreation - 11/03/2008 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, NOVEMBER 3, 2008 7:00 P.M., SENIOR CENTER 8950 Eden Prairie Road COMMISSION MEMBERS PRESENT: Geri Napuck, Chair; John Brill, Vice Chair; Rob Barrett, Lee Elliott-Stoering, Tom Bierman, Jeffrey Gerst, Randy Jacobus (left at 7:45 p.m.) and Ian Mackay COMMISSION MEMBERS ABSENT: Joan Oko STUDENT REPRESENTATIVES: Andrew Baker 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; Sue Bohnsack, Senior Center Recreation Coordinator; Nicole White, Therapeutic Recreation Coordinator RECORDING SECRETARY: Carol Pelzel, Recording Secretary I. CALL TO ORDER AND ROLL CALL The meeting was called to order by Chair Napuck at 7:05 p.m. II. APPROVAL OF AGENDA Motion: Gerst moved, seconded by Elliott-S toering, to approve the agenda as presented. The motion carried, 8-0. III. APPROVAL OF MINUTES —September 8, 2008 Bierman questioned the wording of the second sentence of the second paragraph on Page 9 under 2. Park and Trail Projects. He said it was not clear as to what Lotthammer meant. The Commission agreed that the sentence should be deleted and the minutes be amended to read "Lotthammer said generally, if they are going to take a project to the City Council for approval they bring it to this Commission prior to doing that unless they are under a time constraint." Motion: Brill moved, Bierman seconded, to approve the September 8, 2008 Parks, Recreation and Natural Resources Commission meeting minutes as amended. The motion carried, 4-0-4 with Barrett, Elliott-Stoering, Gerst and Mackay abstaining because of absence from that meeting. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION November 3, 2008 Page 2 IV. REPORT OF CITY COUNCIL ACTION—September 16, October 7 and 21, 2008 Lotthammer reported that on September 16, the Three Rivers Park District appeared before the City Council providing them with an update on their activities and to let them know what they are doing in and around Eden Prairie. They discussed the Bryant Lake dog park expansion, the Anderson Lake draw down and highlighted some things more regional in nature. They also talked about the good partnership they have had with the City of Eden Prairie over the years and hope to continue that partnership. They were impressed with the process and having the opportunity to appear before the City Council and they hope to do so every other year. Lotthammer said that at the September 16 meeting the Council also received an update on fund raising efforts for the Eden Prairie Art Center. There was not much to present in terms of how much money has been raised but they did review some of the planned activities. The Friends of the Art Center are scheduled to report back to the Council on November 18 on the funds that have been raised. Bids for site improvements were approved by the Council on September 16. The City Council did not approve the interior modifications but decided to wait until they know more on the fundraising efforts for the interior modifications or improvements to the building. This may be brought back to the Council for further consideration on November 18. Lotthammer further reported that there were no items on the October 7 agenda affecting the Parks and Recreation programs. On October 21 the Council did award the bid for sidewalk construction at Linden and Buckingham Drive. In response to a question from Bierman, Lotthammer explained that the cost for the sidewalk construction was $99,930 and $91,675 for the Art Center parking lot. The anticipated cost for the interior renovations to the Art Center is $83,000. Lotthammer further explained that a company has been hired by the City to analyze the City's trails and sidewalks for preventive maintenance and to assign a condition rating to those trails and sidewalks. This information will be presented to the Commission at a future meeting. Lotthammer stated that staff will have several items on the Council's November 18 agenda including the closing out of the Community Center. There are a few little things the contractor needs to do but basically everything has been completed. Staff will provide the Council with a presentation on the usage and operations of the Community Center from January to the present. An update on the fund raising activities for the Art Center will also be presented at the November 18 Council meeting and more than likely staff will be bringing forward the observatory for Council consideration. V. REPORT OF PLANNING COMMISSION—October 27, 2008 Fox reported that the only item considered by the Planning Commission affecting parks and natural resources was on October 27 when the Planning Commission approved the Guide Plan update. This document will now go to the Metropolitan Council for public comment. VI. PETITIONS, REQUESTS AND COMMUNICATION PARKS, RECREATION AND NATURAL RESOURCES COMMISSION November 3, 2008 Page 3 VII. OLD BUSINESS A. Miller Park Barrier Free Play Area Update Lotthammer explained that Nicole White and other staff members have been heavily involved in getting the Miller Park Barrier free play area constructed. The relationship with the fundraising efforts has been instrumental in getting this project to where it is today. Lotthammer stated that he and White will be making a presentation to the State Parks and Recreation Association explaining the fund raising and construction process and what it means to have this kind of facility in Eden Prairie. Phase I is nearly complete and White will walk the Commission through how it all came to be and where they are currently at. White explained that there are imprints in the park's pavement including fish, ducks and starfish to carry through the nautical theme of the park. She presented a PowerPoint presentation explaining the process and how they got to where they are today. White explained that barrier-free is a unique and creative concept that allows people of all ages and abilities to play in the most inclusive environment. She also explained that the planning process for this project began in the fall of 2006. With Miller Park being such a strong athletic park, they wanted to diversify this park and with the lake in the back the nautical theme seemed most appropriate. White also explained that as more money is raised and available, they will proceed with Phases II and III of this project. White reviewed with the Commission the benefits of this park explaining that it is unique to this area as well as to the State of Minnesota. There are accessible pathways and surfacing and it stimulates imaginations and satisfies curiosity. Barrett asked what kind of ground cover was used for this facility. White responded that it is poured in place rubberized surfacing and is very accessible and safe. White stated that the Garvin family presented the City Council with a check for$134,000 and since that time, an additional $90,000 was raised. She explained that Phases II and III may not be done for several years. Phase I cost$234,000 and not each component included in Phase I has been constructed because of funding. White reviewed the components included in Phase L Lotthammer pointed out that the sand play table and swing area were not constructed because of a lack of funds. It estimated that Phases II and III will cost approximately $300,000 each. White stated that Phase II includes a fishing pier and Phase III includes a play structure that would foster play for 8 to 12 year olds. Fox pointed out that Phase III would be constructed where the existing boat structure is located. Lotthammer further reported that$134,000 was donated up front with an additional $110,000 from City funds budgeted for this park improvement. An additional $90,000 was raised by the Garvins with that money to be presented to the City Council on November 18. The additional$90,000 may allow for construction of the sand play table and swing area in Phase I. Brill asked if the City could apply for grants for these additional phases. Lotthammer responded that grant money is not as plentiful as it has been in the past. Phases 11 and III PARKS, RECREATION AND NATURAL RESOURCES COMMISSION November 3, 2008 Page 4 will be pushed out several years. He also explained that staff knew they had to replace the equipment at this location and had budgeted $110,000. They did not intend to do it at the barrier free level but the donations brought this project to where it is today. VIII. NEW BUSINESS IX. REPORTS OF STAFF A. RECREATION SERVICES MANAGER 1. Tour Senior Center Sue Bohnsack, Senior Center Recreation Coordinator, provided the Commission with a tour of the Senior Center facility. 2. Art Center Update Obiazor presented an update on the proposed Art Center explaining that the first fundraising event was held on September 27. There were over 150 children in attendance. Contact was also made with Eaton Corporation about possible funding for potter wheels for the pottery studio. Eaton Corporation has not yet committed to any definite funding. Obiazor further explained that a second fundraising event was held on October 11 with about 40 students in attendance and a third fundraising event was held on October 30 at a private residence. Obiazor indicated that a grant application has been submitted to the Eden Prairie Foundation for the pottery studio and they are requesting up to $23,000. They are hoping to hear back from the Foundation by mid-November. She reported that the event held at a private residence was by invitation only and included people who demonstrated support for the art center and individuals who have helped with this cause. A lot of networking took place at this event. Obiazor stated that an event scheduled for December may be put on hold or even cancelled. They were working on a public auction component and they are having difficulty organizing this event in such a short timeframe. Lotthammer clarified that the City has given as much support as they can to the fund raising efforts, however, the Friends of the Art Center are a separate organization from the City and they are the ones that have been conducting these fundraising events. City staff has assisted this group but it is the Friends of the Eden Prairie Art Center that are raising the funds. City staff are writing the grants and filing the information for the Foundation. Obiazor said they should have additional information on the fund raising efforts including the grants and donations at this Commission's next meeting. Brill said that the Friends of the Art Center are a private fund raising group. He asked where the Arts and Culture Commission fits in with this proposal. Lotthammer responded that at this stage, they are working on programming. The Arts Commission was the original task force to determine whether or not the City should accept the building to be used as an Art Center. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION November 3, 2008 Page 5 Barrett questioned when the Art Center Coordinator was hired. Obiazor explained that she was hired in August and she will be coordinating the operation of the Art Center. She is a program coordinator and works 30 hours a week. This is a part-time position. Lotthammer said part of her duties would include on-going fund raising and completing grant applications. Obiazor explained that the winter brochure will be coming out and staff had originally planned to include programming for the Art Center. But because of the delay of the interior work to the building they will transfer some of those programs to the Senior Center. They are looking forward to having spring/summer 2009 as a new target date for occupying the Art Center. In response to a question from Elliott-S toering, Obiazor explained that staff worked with another volunteer individual in developing a marketing survey. A questionnaire was emailed to 500 plus participants of park and recreation programs asking them to complete the survey regarding the types of programming they would like to see at the Art Center. This survey is to be returned by November 15. Staff felt this was a good opportunity for past program participants to be able to provide feedback on the Art Center. Obiazor said this information would be taken into account as they prepare programming for the spring/summer timeframe. Napuck asked if staff had any feeling on how the fund raising was going. Lotthammer explained that it is well behind what they had anticipated. He does not believe there will be a whole lot more to report at the November 18 City Council meeting. Obiazor stated that originally they had a long-term goal of raising $500,000 and now they are looking at their short-term goal of raising $55,000 to get the interior work done. FYI: Winter Brochure mailed November 17 FYI: Senior Center Holiday Lunch FYI: Senior Center Closed November 11, 27, 28 B. COMMUNITY CENTER MANAGER 1. Community Center Updates Sevenich presented a PowerPoint presentation on Community Center operations reporting that their goal was to make it a facility that the community would use and she feels they have accomplished that goal. Their role now is to continue to program and to find new and exciting ways to keep the current memberships and to bring in new memberships. Sevenich reviewed with the Commission what has been happening at the Community Center and reported that all areas of the facility are operational. They have birthday party programs, a play structure and cafe. They have hosted three major City events and housed the summer camp programs as well as launching the third rink ice arena and third rink programming. They have a membership of 1,412 and have generated 93,348 scanned visits to date. Of the membership, 806 are using the insurance reimbursement option. They have registered 3,745 participants in programs and generated 25,239 visits to the PARKS, RECREATION AND NATURAL RESOURCES COMMISSION November 3, 2008 Page 6 Community Center. Sevenich stated that they have booked 550 room rentals from May to October resulting in approximately 5,500 visits to this facility and they registered 126 children for the play care from June to October. She explained that they are proposing a change to the fee structure for 2008/2009. Originally they budgeted and put in the fee resolution a$4.50 participant fee for the play structure. This has been too confusing and they are proposing to change the fee to be the same price as open skate, open gym and open swim. This would also make it easier to market to the public. Barrett asked which program is being more utilized than they had anticipated and which is being less utilized. Sevenich responded that the amount of facility rental has been surprising and second to that would be the rental of the gym. They are very surprised by the number of calls they have gotten for use of the facility. They do not see the use of the play area as much as they would like during the morning hours and the same is true for the cafe. They have changed the hours and have found the morning usage to be different from what they had anticipated. Brill said he had been in the facility a few weeks ago and he thought there was an energy in the building that created enthusiasm. He was also very impressed by their customer service. He said that Sevenich has done a great job in training their front desk staff. Sevenich said they have a great team and a motivated group. Napuck asked Sevenich how they determine when to book the gym and questioned if people are upset when an event is held during open gym time. Sevenich responded that initially when they opened, they were excited about booking rentals for craft shows. Since that time, they have not booked any additional shows. They have not received any negative feedback because they have informed the patrons that the gym would not be available for open gym. These shows do provide good revenue. Sevenich said they have not made a final decision on additional rentals but they are planning to hold a debriefing meeting after these craft shows to determine how they went and how they want to proceed. They don't have a specific plan for the rentals but this is something they will be working on and they have not decided how far they will go with these events. Lotthammer said they have had conversations regarding this very issue five or six times along the way. They have developed a grid showing the rentals in not only the gym but for the other facilities. They are trying to strike a balance. Sevenich said they need to look at the pros and cons in renting out the facilities for the various activities and they need to meet with the programmers and ask them if this is something they want to compete with. Elliott-Stoering asked what percentage of the people who go to programs at the Community Center are members. Sevenich said she did not have that information but it is something they can take a look at. Elliott-S toering questioned if they see membership continuing to grow. Sevenich responded that they are still in a new facility and in the ramping up stage. They will probably increase their membership by about another 150 members. They have very few people leaving but they have not yet gone through a full cycle. hi the summer they will see a decline and come September they anticipate that attrition will start. Elliott-S toering asked what they see as their full capacity goal. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION November 3, 2008 Page 7 Sevenich explained that they have never had a full capacity goal. With the size of this building, they could probably handle 2,000 members. They are currently at 1,400. Elliott- Stoering asked with regard to the budget, how are they doing with the money coming in versus costs and if additional supplemental money is supporting this facility. Sevenich reported that the budget was prepared in 2008 and they didn't know what to expect and this cannot be a measurable year because it has not been a full year cycle. They will reach all of their revenue marks and some will even be exceeded. There will also be a variance in their expenditures. In 2009 they will start working toward revenue goals because they will have a benchmark. Brill said it has been indicated that they anticipate signing off on the Community Center in December or November. He asked how they will do improvements to this facility and where does that money come from. Lotthammer explained that they do have an operating budget. They have a capital budgeting process which includes planning for replacement within the next couple of years. These improvements will not come from cash park fees. If they have revenue surplus that will be used for capital as well as some tax dollars. FYI: Community Center Closed November 27 C. PARKS AND NATURAL RESOURCES MANAGER 1. Veteran's Memorial Update Fox stated that the Veteran's Memorial project was started the early part of August and as of today it is almost complete. The only thing remaining is the placement of the sculptures and they are to arrive on Wednesday and will be mounted at that time. Brill asked if there is enough base under the statutes so that they don't sink. Fox said there is. They did soil testing and it all checked out. Lotthammer reported that the dedication of the Memorial will be held on Sunday, November 9, starting at 11 a.m. 2. Construction Projects Update Fox provided the Commission with a summary of park construction projects. Project planning was done for ten projects. Nine projects funded with referendum money were completed and there were 14 new projects and two other projects. Compared to last year, they completed 43 projects and this year they completed 35 projects. Fox explained that approximately 2.7 miles of trails were put in place. Barrett questioned why the Commission hadn't seen any plans for the Cardinal Creek walkway. Fox responded that this was a water quality improvement project done by the Nine-Mile Creek Watershed District and included the installation of a storm retention pond and structure. It was the Watershed people who did the bids and oversaw construction. Fox further explained that the Watershed District was all set to do the work PARKS, RECREATION AND NATURAL RESOURCES COMMISSION November 3, 2008 Page 8 last winter but the Army Corp of Engineers would not give them the permit so everything was pushed back. The trail was constructed on City property. City staff did meet with the developers when the project was first proposed. Everyone who built in that area was aware that there would be trails constructed. Barrett pointed out that there are new residents who may not be aware of these trails. He asked why they wouldn't go through the same process for this project as they did for the Dell Road project. Fox explained that the residents had received a notice from the Watershed District and public hearings were held. There was public notification made by the Watershed District. Barrett asked that staff bring this project to the Commission's next meeting to give the Commission an opportunity to review it. FYI: Memorial Giving Program D. PARKS AND RECREATION DIRECTOR 1. Grand Opening Schedule Lotthammer reviewed with the Commission a listing of possible grand openings for various City projects. The Round Lake Baseball Stadium grand opening will occur early spring. He indicated that these dates will be added to the Commission's work plan. Additional information regarding these grand openings will be presented to the Commission as it becomes available. 2. 2009 Meeting Dates/Work Plan Lotthammer indicated that a proposed 2009 Meeting Dates/Work Plan was included in the Commission's agenda material. He asked that Commission members let him know if they have any items they would like to add to this work plan. 3. 2008 Work Plan The Commission's 2008 Work Plan was included in the Commission's agenda material. FYI: City Offices Closed November 11, 27, 28 X. NEXT MEETING The next regular meeting of the Commission is scheduled for Monday, December 1, 2008 at 7:00 p.m. in the Heritage Room. X. ADJOURNMENT Lotthammer reported that they are working on a goose dispersal plan at Eden Lake. Staff has met with six individuals who are willing to be goose dispersal people at Eden Lake. If there are no PARKS, RECREATION AND NATURAL RESOURCES COMMISSION November 3, 2008 Page 9 people at the park, these individuals will be allowed to release their dogs to chase the geese. Staff will evaluate the effectiveness of this plan. These individuals are volunteers. Motion: Motion was made by Barrett, seconded by Gerst, to adjourn the meeting. The motion carried 7-0 and the meeting was adjourned at 9:30 p.m.