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Parks and Recreation - 12/01/2008 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, DECEMBER 1, 2008 7:00 P.M., CITY CENTER Heritage Rooms 1 & 2 8080 Mitchell Road COMMISSION MEMBERS PRESENT: Geri Napuck, Chair; John Brill, Vice Chair; Jeffrey Gerst, Randy Jacobus (arrived at 7:35 p.m.), Ian Mackay and Joan Oko COMMISSION MEMBERS ABSENT: Rob Barrett, Lee Elliott-Stoering and Tom Bierman STUDENT REPRESENTATIVES: Andrew Baker and Michael Powell 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; Jeff Cordes, Forestry Technician; Bob Lanzi, 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 7:00 p.m. II. APPROVAL OF AGENDA Motion: Oko moved, seconded by Brill, to approve the agenda as presented. The motion carried, 5-0. III. APPROVAL OF MINUTES —November 3, 2008 Motion: Brill moved, Mackay seconded, to approve the November 3, 2008 Parks, Recreation and Natural Resources Commission meeting minutes as presented. The motion carried, 4-0-1 with Oko abstaining because of absence from that meeting. IV. REPORT OF CITY COUNCIL ACTION—November 18, 2008 A. Art Center Update Obiazor reported that an update on the status of the Friends of the Art Center fund raising efforts was given to the Council. She stated that total cash contributions from individuals to the Art Center were $3,500. An anonymous contribution of$25,000 was received with the stipulation that those funds are contingent on the facility being open and operational and is to PARKS, RECREATION AND NATURAL RESOURCES COMMISSION December 1, 2008 Page 2 be used for capital or improvement items for the building. Obiazor explained that numerous grant applications to various foundations and non-profits have been made. They have received $8,500 from the Eden Prairie Foundation for pottery equipment with the caveat that those funds will be made available if the building is up and operational. Obiazor further explained that their winter program brochure registrations will be starting this week. They do have Art Center programs that will be temporarily housed in the Senior Center. They are developing spring/summer programs and are moving forward with the expectation that they will be in the Art Center for those programs. If they aren't, they will look at alternative spacing. She indicated that they are not where they need to be with fund raising to move forward. Obiazor said it may be necessary for the City Council to look for alternative funding. Oko asked what the deadline is to decide if the spring/summer programs will need to be relocated. Obiazor responded that the copy for the spring/summer brochure is due mid December. They will need to know by the end of the year or early 2009 if they will be able to use the Art Center for spring/summer programs. Obiazor explained that the parking lot has been completed and the estimated cost to bring the building up to code and to allow them to use the building publicly is $90,000. The start-up cost is estimated at$326,000 which includes the work done on the parking lot. Napuck asked if there is a specific dollar amount that the City Council is looking for overall. Obiazor responded that they would like to see $100,000 raised. Friends of the Art Center are looking to raise enough money for the interior work and are finding it difficult to raise those funds due to economic times. Gerst asked where they were with regard to a resident who wanted to donate her home for the arts. Obiazor responded that Lotthammer and the Art Center Coordinator recently met with the homeowner and discussed the home being used for some city use. Fox explained that there would be some code issues with this property. They are looking at it more as a viewing area or someplace to display art rather than using it for programs. B. Miller Park Playsround Update and Donation Fox reported that a check for$76,651.43 had been presented to the City Council at the November 18 Council meeting. This brings the total money raised by the Garvin family to $211,020.43 for the Miller Park Playground. These funds will now allow them to complete the Phase I portion of the playground which includes the swing set area and the sand/water play table. Those items were deleted from the original bid because of lack of funds. This additional funding now allows the City to receive quotes on that work and begin construction in the spring or early summer. V. REPORT OF PLANNING COMMISSION Fox reported that there were no items considered by the Planning Commission that affected parks. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION December 1, 2008 Page 3 VI. PETITIONS, REQUESTS AND COMMUNICATION A. Park Rental Facilities Update Lanzi presented an update on park facility rentals explaining that they have 12 park locations that they rent facilities out with a couple more coming on line for the next year. He further explained that the park facility rentals are offered to the general public and in 2008 they had 273 rentals with over 20,000 users. Revenues generated from park rentals in 2008 were $30,434 and they had expenditures of$18,404. Gerst asked if the permit requirement for large groups is of any help. Lanzi responded that some of the challenges they have is that groups let them know they are coming but there are still costs involved. The permit has been helpful in that it limits groups from the outside coming in and using the park facilities. Staff does encourage those groups to use parks in their own communities. Oko asked if the large groups are charged to use the parks. Fox said there is no charge. For example, the YMCA groups operate within the schools and there are some coming in from outside of the area but are under the umbrella of the YMCA. He further explained that the intent of the permit is to make sure that people are not coming into the parks and organizing a camp or clinic. Oko said that they hold a dog costume party in the dog park in October with an attendance of about 100 people. She asked if a permit is necessary for something like that. Fox said that technically, they should have a permit. If they are advertising or encouraging people to gather a permit should be drawn. The permit lets staff know that there will be extra trash and that the portable toilets will need to be cleaned. The permit is a way for staff to monitor what is going on in the park system. Napuck asked what happens if a large group permit is issued and then someone comes in and wants to reserve and pay for a facility at the same park the large group is using. Lanzi said if this occurs, staff tells them they are more than welcome to use the facility but there will be a large group in the playground and surrounding grassy area and they may want to consider using a different facility. Lanzi indicated that large groups normally use the parks during the week and a majority of the rentals take place on weekends. VII. OLD BUSINESS VIII. NEW BUSINESS A. Boundary Inspection/Diseased Trees Cordes presented a forestry and natural resources summary for 2008. He explained that he covers four primary areas including forestry and natural resources, resident consultations and service calls, weed control and boundary initiative. Cordes reported that in 2008 the diseased tree program included the removal of 800+Dutch elm trees and 31 Oak wilt trees compared to the removal of 1,167 Dutch elms and 20 Oak wilt in 2007. Cordes showed examples of resident consultations including telephone consultations and on-site visits. He also reported that the City contracted for grinding of 9 stumps and removed 53 in house. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION December 1, 2008 Page 4 They also conducted special tree removals for power lines, structures, hazardous, etc. and worked with Xcel energy crews for electrical line right-of-way clearance. In 2008 they transplanted 92 spruce trees internally including 27 at Staring Lake to re-establish a screen and they moved 50 trees at Riley Lake Park Heritage Farmstead to develop a separation between the ball field and the Heritage farm site. They also replaced 7 or 8 trees around the pavilion at Purgatory Creek Park. Cordes said they hand-planted 45 seedlings at Rice Marsh Lake Park as part of Arbor Day. Cordes displayed photos of property owners infringing on City park property and are working on installing boundary markers. In response to a question from Napuck, Cordes explained that the infringement photos shown were at the discovery stage. Often times a tree inspector or himself discovers the infringement. Brill said there had been a plan in place to mark the boundaries throughout the entire City within four years. He asked if that is still the plan. Cordes said that plan will probably have to be extended. They are having difficulty in getting people hired into that position. They are unable to find someone with the necessary qualifications. Fox explained that they are trying to make a concerted effort to send notices to the individuals telling them that they will be coming through their area. They are trying to do a systematic survey. This year they were able to use a new GPS unit to help them find the property pin. Fox said in addition to trying to streamline the process, they are also trying to get organized to systematically get through the boundary issues. Once they notify the residents they have to get them to understand that they can't be on City property. Brill asked if a tree falls on park property or if a park tree falls on private property, who is responsible for the removal of that tree. Fox responded that the policy they have been following is if a tree falls from private property onto public property, they will cut the tree at the property line and take care of the debris and the homeowner is responsible for the remaining. From park land onto private property, they will cut the tree at the property line. IX. REPORTS OF STAFF A. RECREATION SERVICES MANAGER 1. Live Well Update Obiazor provided the Commission with an update on the Live Well program explaining that this program is tied in with the City being one of the top ten places to retire. Eden Prairie has been designated as being a Fit City and as one of the best places to raise a family and live. She explained that the City offers many physical activity opportunities including trails,baseball/softball fields/tennis courts, adult athletic sports as well as youth athletic associations and park playgrounds. Obiazor reviewed the marketing of the program and the Parks and Recreation mission. FYI: Cummins House Christmas FYI: Community Band Holiday Concerts FYI: No-School Activities FYI: Sledding Hill and Skating Rink PARKS, RECREATION AND NATURAL RESOURCES COMMISSION December 1, 2008 Page 5 FYI: Senior Center closed December 24, 25, January 1 B. COMMUNITY CENTER MANAGER FYI: Fit Kids Club FYI: Community Center Closed December 25; special hours December 24, 31, January 1 FYI: Community Center open January 1 from 10 a.m. to 2 p.m. C. PARKS AND NATURAL RESOURCES MANAGER 1. Management and Care of Natural Amenities Fox reported that a memo had been included in the Commission's agenda material explaining the Management and Care of Natural Amenities. This topic was brought up by one of the Commission members and the memo included in the agenda should provide the Commission with some background information. The information provided is used by staff to make day-to-day decisions. Fox reviewed with the Commission what has been happening for the last 17 years including deer management, tree preservation, prairie bluff conservation, etc. All of these things are done on a day-to-day basis and staff is continually reviewing these items and modifying and updating them. Fox distributed to the Commission a copy of a letter received from Jeff Strate, President, Friends of Birch Island Woods, asking the Commission to promote and develop funding for management of natural resources. Fox explained that funding for this comes from the General Fund and basically takes care of diseased trees and trail maintenance and is part of a bigger plan. Napuck asked when the budget for these items is considered. Lotthammer responded that at this point there has been no indication that they are looking to cut back in those areas. Strate's letter suggests that funds for a part-time position for boundary inspections be continued. His letter also states that an inspector was not hired this past year and that is unacceptable. Lotthammer explained that they were unable to find anyone to fill this position. He pointed out that staff has not been asked to cut back on this budget at this time. Napuck asked if this Commission would have an opportunity to comment on any proposed cuts and/or recommendations should that occur. Lotthammer responded that the Truth and Taxation hearing before the City Council was held this evening and the 2009 budget was presented. On December 16 the Council will discuss how to potentially reduce the impact to the taxpayers without impacting services. There may be a potential for some type of reduction. Lotthammer said he anticipates bringing the 2010 and 2011 Budget for the Commission's review sometime in May or June. Brill asked if the recently passed Constitutional Amendment will result in any additional funds to the City. Lotthammer responded that they will have the opportunity to apply for grants, especially on the natural resources side. He said they should know more within the next six months as to how the City fits into the process. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION December 1, 2008 Page 6 2. Deer Management Program Fox reported that typically they do the deer management program in November, however, the contractor is unable to do it this year at that time and is proposing that it be done in March. Fox said their goal is to manage 20 to 25 deer per square mile of habitat. This will also coincide with timely information gathering from an aerial deer count once there is sufficient snow on the ground to conduct the aerial census. 3. Mini Skate Rinks Fox reported that in the past the City has had full ice rinks and mini rinks throughout the City. He reviewed with the Commission a map showing the various rink locations. He explained that in the mid 1990's the City received a petition from three neighborhoods to construct a mini rink in their neighborhood. The mini rinks do not have lights or warming houses. Currently, the City floods mini rinks at Wyndham Knoll, Pheasant Woods and Franlo Parks. Fox said that they started looking at these mini rinks in terms of budgeting. They felt that if they are spending money to do these rinks and very few people are using them, it would make more sense to discontinue the mini rinks and have the people utilize the other facilities they have. Fox stated that they have not yet notified the neighborhoods that they are considering the discontinuance of these mini rinks. He also stated that based on information received from staff that flood these rinks, they are not being used and they put the same care in these mini rinks as they do on the larger rinks. Oko asked how they determine how many people use the rinks. Fox responded that they maintain the rinks on a daily basis and when they groom the rinks they can tell how many shavings are generated and they can tell if no one has been on the rink. There are no lights on these rinks and there is no place to put your skates on. Oko said staff has indicated that the annual maintenance for these three mini rinks is approximately $7,000 each or $21,000. She asked what would be done with these funds if they did close the rinks. Fox said this would be a cost savings and labor would be the same since they would probably shift the labor to more maintenance on equipment, picnic tables and other types of things. They would also save water since the mini rinks probably take 5,000 gallons of water. Oko asked if the City cleans sidewalks in neighborhood parks and trails. Fox said it depends; they do clear it in some areas. Oko asked if they clear it behind the Eden Prairie Senior Center, Pioneer Park. Fox said he was not sure since he did not have the map in front of him. Basically, when they looked at evaluating sidewalk and trail clearing they made a decision on the number one factor which is public safety of people on transportation trails along high volume and high speed streets and then on walking areas for schools. Mackay asked if the neighbors would be notified of the possible closing of these rinks. Lotthammer said they could use a proactive approach and recommended that if they do agree to discontinue these parks they send a letter and something showing them where the PARKS, RECREATION AND NATURAL RESOURCES COMMISSION December 1, 2008 Page 7 larger rinks are located. Oko suggested that if they do decide to discontinue the rinks they send a letter to the neighborhoods promoting the new and improved warming houses. Fox indicated that the three mini rinks were by neighborhood petition and it was made clear that if usage is down and it did not justify operation they could be discontinued. The letter would state that based on discussion and observations the rinks will be discontinued and warming house facilities with lights and heated buildings are available with the locations listed. Obiazor suggested that they also include the flyer giving the warming house hours. Mackay said he agrees with staff s approach. These rinks are here by petition and if the neighborhoods still want them they can come back with another petition. This proposal will clearly save the City money. Brill said he believes they are in a different situation then when these rinks were originally done and he feels it is a smart thing to eliminate them. Motion: Oko moved, seconded by Brill, to discontinue the mini ice rinks at Wyndham Knoll, Pheasant Woods and Franlo Parks for the beginning 2008-09 winter season. The motion carried, 6-0. 4. Cardinal Creek Conservation Area—Watershed District Project Fox reported that Commissioner Barrett had asked about the Cardinal Creek Watershed District Project and staff has provided a memo to the Commission regarding the project and answering general questions the Commission might have. D. PARKS AND RECREATION DIRECTOR 1. Goose Dispersal Program Lotthammer explained that at the last Commission meeting they talked about a goose dispersal program at Eden Lake. They decided to try the program suggested by dog owners and allowed them to run their dogs off leash. Six people signed up to stop by with their dogs and if no one was in the park they could let their dogs run off leash to scare the geese. Lotthammer said they probably scared 200 geese and then the next day there would be 200 more geese there. He indicated that once the people turn in their journals they will be able to see how many geese were actually scared off. 2. 2008 Work Plan Lotthammer reported that the Commission did complete their 2008 work plan. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION December 1, 2008 Page 8 3. 2009 Work Plan The 2009 work plan was included in the Commission's agenda material. The Commission should let him know if there are any items they want included in the work plan. There will be more action items in January including review of the CIP for 2009 and the park development projects. Brill asked which Commission member's terms are up. Fox indicated that typically the process starts in March with new terms beginning in April. Lotthammer said he would bring this item to the next meeting for discussion. Mackay asked that staff clarify the trash receptacle program for the winter in the parks. He asked if they get pulled out of the parks. Fox responded that typically they pull 98 percent of their trash cans from the parks. If they don't, the cans are filled with household trash and tip over and spill trash throughout the parks. The cans are also susceptible to damage from snowplow activity. Trash cans are left in the warming houses. FYI: City Offices Closed December 25, 26, January 1, 2; closed at noon on December 24. X. NEXT MEETING The next regular meeting of the Commission is scheduled for Monday, January 5, 2009 at 7:00 p.m. in the Council Chambers. X. ADJOURNMENT Motion: Motion was made by Gerst, seconded by Jacobus, to adjourn the meeting. The motion carried 6-0 and the meeting was adjourned at 9:05 p.m.