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Parks and Recreation - 11/04/2013 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, NOVEMBER 4, 2013 7:00 P.M.—CITY CENTER Council Chambers, 8080 Mitchell Road COMMISSION MEMBERS PRESENT: Larry Link, Vice Chair; Derek Gunderson, Matthew Kraft, Michael Belean, Leonard Pesheck COMMISSION MEMBERS ABSENT: Hutch Coburn, Chair; Debra McBride, Geri Napuck STUDENT REPRESENTATIVES PRESENT: Vy Nguyen, Jennifer Powell, Riley Tilitt STUDENT REPRESENTATIVES ABSENT: Gunnar Bowman CITY STAFF PRESENT: Jay Lotthammer, Parks & Recreation Director; Stu Fox, Parks and Natural Resources Manager; Wendy Sevenich, Community Center Manager; Beth Witt, Fitness and Aquatics Supervisor GUESTS: Mark Davis, Eden Prairie Foxjet Swim Team; HGA Staff; RJM Staff RECORDING SECRETYARY: Amy Hulet I. CALL TO ORDER AND ROLL CALL Vice-Chair Link called the meeting to order. Roll Call was taken as noted above. II. APPROVAL OF AGENDA Motion: Gunderson moved, seconded by Pesheck, to approve the agenda as presented. III. APPROVAL OF PRNR MINUTES A. August 5, 2013 Minutes Motion: Gunderson moved, seconded by Kraft, to approve the August 5, 2013 meeting minutes as presented. B. September 9, 2013 Notes (Bus Tour) Motion: Gunderson moved, seconded by Belean, to approve the September 9, 2013 notes from the bus tour as presented. PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES November 4, 2013 Page 2 IV. REPORT OF CITY COUNCIL ACTION A. $10,000 DONATION FOR ART CENTER LOBBY UPGRADES Lotthammer reported the City Council accepted a $10,000 donation for upgrades to the Art Center lobby. The area now has the look of a front desk. B. INSURANCE REIMBURSEMENT THROUGH AMERICAN SPECIALITY HEALTH FITNESS Lotthammer continued with the insurance reimbursement of a new program called Silver and Fit, similar to the Silver Sneakers program. C. HENNEPIN YOUTH SPORTS GRANT—AQUATIC FACILITY Lotthammer reported a grant in the amount of$325,000 was submitted for the proposed Aquatics Facility improvements. The City would find out if they were successful by December 17', 2013. D. MIRACLE LEAGUE FIELD Lotthammer stated the City Council approved a fundraising program for the Miracle League Field. There will be levels of fundraising and one of the opportunities could include paver bricks with the names of those that have donated to the field. Lotthammer reported more information would follow later in the meeting. E. WINTER USE OF LRT TRAIL Lotthammer reported the City has signed an agreement with Three Rivers for the use of the LRT Trail. It is an annual contract that the City enters into allowing residents to utilize the trail during the winter months. V. REPORT OF PLANNING COMMISSION Fox stated there have been four Planning Commission meetings since the last PRNR meeting. The first meeting was on September 9d' in which they discussed the PUD for the subdivision at Shady Oak and Crosstown. The second meeting was on September 23rd and discussed the four unit subdivision at St. Andrews Drive and Baker Road. In addition, the Planning Commission approved course renovations at Olympic Hills Golf Club. They requested a wetland buffer variance since there are certain restrictions on grading near a wetland. The third meeting on October 14d' discussed the Lions Tap parcel. The parcel and the area surrounding it is zoned rural and the owners are requesting a guide plan change for the area from rural to residential. Currently the area does not have City sewer/water and the owners would like to move forward with planning for the future. There would be potential for a single-family housing development in the area. Link inquired if similar developments have been approved in the area. Fox responded the Reeder Ridge development area up the road had been rezoned. PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES November 4, 2013 Page 3 Fox continued with the October 28th Planning Commission meeting. He noted discussion on the LRT with a presentation. An update of the meeting and presentation would follow at the PRNR's next meeting. VI. PETITIONS, REQUESTS AND COMMUNICATION VII. OLD BUSINESS A. AQUATIC DESIGN RECOMMENDATIONS Lotthammer reported this item has been ongoing for a long time and has now culminated to a point where they will present this item to the City Council on November 19th Lotthammer asked the Commission for feedback from tonight's presentation in order to clarify any issues and provide transparent reasons for what has been completed to date. He noted the presentation tonight would include a group of people who have been integral throughout the entire process, such as the City's Facilities staff, the City's Parks and Recreation staff, Victor Pachety from HGA Architects, Brian Recker from RJM Construction, Kevin McElyea from Aquatic Design Consultants and Mark Davis from Team Foxjet. Lotthammer reported he would also present on operating costs and revenue, as well as address bonding and debt for this project. Mr. Victor Pachety from HGA Architects addressed the Commission. He presented an overview of the process which began with the feasibility study in the summer of 2012. The next phase was the master plan phase in the summer of 2013. Since the project would need to be completed in two phases, the project was divided and the design of Phase One began in July and was completed in October of 2013. The feasibility study yielded results which include the need for two aquatic bodies of water, one competitive and one leisure. The results also indicated the need to expand the fitness area, renovation of the locker rooms and the addition of training/meeting rooms. Phase One would include two eight lane pools with expanded seating in order to accommodate competitive aquatics. Other items included in the Phase One renovation would be the addition of a welcome desk, meeting rooms and dry land training rooms. The concept design for Phase Two would include recreational pools with zero depth,play features/slide, 31/z feet of warm water, a warm tub and a hot tub. Mr. Pachety presented the Phase One Site Plan which was completed on October 13th. He provided information on the mechanical room entrance, retaining walls to mediate grade differences, stairs to the entrance, a large equipment/emergency elevator and fitness area enhancements. Environmental enhancements such as variable motor drives and heat energy recovery was also presented. Mr. Pachety discussed the various steps on how the City could pursue this project. He stated they could proceed with Phase One only and complete the project by May of 2015. Another option for the City would be to proceed with Phase One and Two, with completion of One in May of 2015 and Two in March of 2016. Mr. Pachety introduced Brian Recker of RJM Construction to discuss details regarding the construction phase and cost estimates of the project. Mr. Recker indicated he understood the pressure of the City to approve or recommend the project based on costs and would provide the most detailed estimates to the City in order PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES November 4, 2013 Page 4 to make the best decision possible. He provided the progression of estimates for this project, as well as the summary of numbers for both Phase One and Phase Two. The projected final estimate for Phase One was $12.2 million and $7.6 million for Phase Two. He estimated a savings of nearly $400,000 if the City decided to bid out both phases of the project at the same time. Mr. Recker also provided numbers to the Commission if the City would decide to delay completion of the project by three years. The estimate would increase by $1.1 million. Lotthammer presented projected operating costs and revenue changes from the expansion. He reported an increase in membership numbers after the expansion of the Community Center in 2008. As a result of this expansion, staff projects an increase in Community Center membership,pool rentals, lessons and concessions. The surplus from the increased revenue could be applied towards debt reduction payments. In addition, the City would like to apply the $325,000 from the Hennepin County grant towards this project. He noted there would be increased maintenance and operating costs with the expansion. Lotthammer discussed the two different methods of financing the project, Lease Revenue Bonds and Tax Abatement Bonds. In addition, the City could also partner with other groups, such as Team Foxjet, to assist with the cost of the project. Pesheck suggested that Lotthammer include numbers which would reflect what the real revenue numbers and real payments would be for this project. Belean added it would be interesting to show the debt recovery numbers from the prior expansion in 2008 and clarify that the revenue would help out with the cost of the project. Gunderson also suggested including the membership numbers to the Community Center and how they have remained stagnant and might eventually decline due to the age of the building and lack of amenities. Lotthammer agreed and noted the City would have to make decisions regarding the Community Center to address issues with the roof and mechanical system. Link added the water treatment facilities would need to be updated at some point. He felt that they have done a great job so far. Lotthammer introduced Mr. Mark Davis from Team Foxjet. Mr. Davis addressed the Commission. He stated he has been president of Team Foxjet for the past 18 years. The program has partnered with the City for the past 32 years. It is a family-based, non-profit program who have taught over 6000 children from the age of 5 to college-aged over the years. He stated Foxjet supports the two eight-lane pool design and feels that it would greatly benefit the community. He stated they were committed to help this project and have proposed to help raise $500,000 in order to offset the cost of the renovations. Pesheck and Belean inquired about clarification regarding cost savings from bidding out both phases at the same time. Mr. Pachety noted the cost savings was projected in the numbers provided but would highlight those numbers in the presentation to the City Council. Kraft inquired about the involvement of the school system during the renovation and suggested they incorporate into the slide presentation. Lotthammer responded the City has a working relationship with the school system. He reported Oak Point Elementary has a pool that the City would be able to rent time during the renovation. The school has made a decision to not utilize the pool during the day for safety reasons and therefore rental time would be limited. PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES November 4, 2013 Page 5 Gunderson suggested they incorporate the potential for fundraising in their presentation. He referenced the fundraising from the Hockey Association regarding the 2008 expansion of the Community Center. Lotthammer felt it would be an achievable goal and the City could sell naming rights to rooms and areas of the aquatic center, as well as a recognition wall of all those who have donated. Gunderson felt it would be a good time to borrow money, since the City has maintained its AAA rating. Student representative Powell inquired about student parking at the Community Center during the renovation. Lotthammer responded daytime parking should not be affected. Link suggested clarifying the total projected cost to highlight projected contributions from grants and partnerships. Lotthammer added that excess from the General Fund could also be applied towards debt payments. He summarized the comments from the Commission of adding a summary sheet of numbers to highlight contributions, show the potential for revenue, and highlight the benefits to residents as a result of the renovated Community Center. Link asked the student representatives if they use the Community Center. Powell, Nguyen and Tilitt responded they are all too busy to use the Community Center; however, they used to or would like to after the renovation. Lotthammer agreed with the comments and noted the Community Center currently is not as attractive to that age group. They are hoping to bring in the 13-20 age group after the renovation. Kraft added the City is competing with private clubs and with the renovation the City might add a significant amount of family memberships. Belean inquired when this will be presented to City Council. Lotthammer reported they will bring their presentations to City Council on November 19'h. He noted it was still the design phase and the City Council has not made a determination of whether to proceed or not proceed with this project. If they receive positive feedback from the City Council and if the Commission would like to proceed with both phases, then the next step would be to continue to work with HGA to finalize a design for Phase Two. Gunderson stated he always thought it made sense to complete both phases as one project. He understood it was a great deal of money but felt the benefits far outweigh the monetary costs. Pesheck agreed but would still like to see the price costs in detail. Lotthammer stated if the Commission would recommend in moving forward with both phases and continue the design phase for Phase Two, the final numbers would be available in the spring of 2014. Link inquired about construction of the project and if one main contractor would bring in all the sub-contractors. Lotthammer responded the City would likely use a construction management firm which would take the place of a general contractor. The City utilized a construction management firm during the 2008 expansion of the Community Center and they had a good experience. Belean expressed concern about inefficiencies during the project and the City's recourse to rectify. Mr. Recker responded the construction management firm was at risk and would need to rectify any issues. PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES November 4, 2013 Page 6 Motion: Link moved, seconded by Belean, to recommend to the City Council to proceed with Phase One and Phase Two design up until the completion of bid documents in order to leverage cost savings and to insure the increased quality of life of our residents. Vote: Motion was carried 5-0. VIII. NEW BUSINESS IX. REPORTS OF STAFF A. PARKS AND NATURAL RESOURCES MANAGER FYI: Rice Marsh Lake Trail (Map) Fox provided the PRNR with a map of the trail at Rice Marsh Lake. He noted 30 years of planning had culminated with the completion of the trail. A ribbon cutting ceremony was held to celebrate the completion. A map of the trail is on the City's website. The trail system included several trails that would be used by bikers, walkers and runners. The trail system is shared with the City of Chanhassen. FYI: Miracle League Field (Diagram) Fox expanded on the development of the Miracle League Field. The field would be a small scale version of regulation baseball field and would be utilized by those users with disabilities. A concept drawing has been developed in order to proceed with fundraising and donations. As mentioned earlier, printed pavers would be one way to recognize those who have donated. The field would be accessible for wheelchairs and walkers. The Baseball Association would also participate in a program called "Buddies" and would be able to utilize the field for their youngest participants when available. B. RECREATION SERVICES MANAGER C. COMMUNITY CENTER MANAGER D. PARKS AND RECREATION DIRECTOR 1. 2013 PRNR Work Plan Lotthammer reported a joint meeting with the Conservation Commission was discussed for December. He asked the PRNR Commission to look at their schedules and times for availability. A date for the meeting would be determined and staff would notify the Commission. The 2014 Work Plan was just developing. Lotthammer asked the Commission for any issues they would like to see covered. Lotthammer advised the Commission that Derek Gunderson would be resigning from the Commission. He would be moving out of town. They are looking for a replacement on the City-School Facilities Advisory Committee, in which he PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES November 4, 2013 Page 7 participated as a liaison. The Commission members were advised to contact staff if they would like to be the representative for the Commission. FYI: Outdoor Center Holiday Boutique FYI: Community Center Band Holiday Concert FYI: Eden Prairie Historical Society's Santa's North Pole Experience Lotthammer asked the Commission for feedback regarding the electronic agenda. The City has attempted to go as green as possible. Link supported the electronic agenda. Pesheck would like a printed agenda and minutes, but agreed that presentations could be sent electronically. Kraft agreed and stated most Commissioners had their own screen to view the electronic documents. X. NEXT MEETING Next PRNR Meeting—Monday, December 2, 2013 —7:00 p.m., Council Chambers, City Center XI. ADJOURNMENT Motion: Gunderson moved, seconded by Belean, to adjourn the meeting. The meeting was adjourned at approximately 9:10 p.m.