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Parks and Recreation - 03/02/2015 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, MARCH 2, 2015 7:00 P.M.— COMMUNITY CENTER 8080 MITCHELL ROAD, COUNCIL CHAMBERS PRNR COMMISSION MEMBERS PRESENT: Larry Link, Vice Chair; Donald Jacobson; Kirk Spresser; Debra McBride; Leonard Pesheck; and Deborah Termer, Tim Rawerts and Michael Belaen PRNR COMMISSION MEMBERS ABSENT: Hutch Coburn, Chair CITY STAFF PRESENT: Jay Lotthammer, Parks & Recreation Director; Stu Fox, Parks and Natural Resources Manager; Lori Brink, Recreation Manager STUDENT REPRESENTATIVES: Jacqueline Armstrong, Jennifer Powell, Pratik Baandal and Riley Tillitt RECORDING SECRETARY: Amy Hulet I. ROLL CALL AND INTRODUCTIONS Roll call was taken and noted above. II. APPROVAL OF AGENDA Motion: McBride moved, seconded by Jacobson, to approve the agenda as presented. III. APPROVAL OF PRNR MINUTES OF FEBRUARY 2, 2015 Lotthammer stated the January 5, 2015 meeting meetings minutes would be approved at the next meeting. A final attempt to transfer the audio recording was made. Spresser stated he has been waiting patiently for the minutes. Motion: Termer moved, seconded by Spresser to approve the February meeting minutes as presented. IV. REPORT OF CITY COUNCIL ACTION Lotthammer addressed the Commission and noted it has been quiet with regard to City Council actions. He reported a donation from a local dentist, EP Smiles. He also noted an upcoming LRT workshop meeting. PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES March 2, 2015 Page 2 V. REPORT OF PLANNING COMMISSION Fox reported there had been two Planning Commission meetings since the last PRNR meeting. On February 9, the Planning Commission discussed the walking areas around the LRT stations and possible designibuilding materials. On February 23, the Planning Commission approved a new development along the Wagner property. The Commission approved a 61/z acre, 12 lot subdivision. Construction will begin this summer. In addition, the Planning Commission discussed a code amendment allowing fences up to six feet be constructed without a variance or building permit. The current state building code has been changed to permit seven feet fences without a building permit. Fox noted this amendment was for homes within the City, parks are exempt. Link inquired if there were any PRNR members on the LRT Commission. Lotthammer responded the prior LRT advisory committee had ended and there was an Art Advisory Committee to discuss art in and around the LRT stations in EP only. VI. PETITIONS, REQUESTS AND COMMUNICATION VII. OLD BUSINESS A. CEDAR HILLS PARK UPDATE Fox reported he thought he would have more concrete plans to bring forth this month. The City underwent discussions regarding clarification of incidental wetlands. In addition, the City decision includes a Native American/Pioneer theme to the playground at Cedar Hills Park. However, after researching this with the Mdewakanton Sioux, the group felt it was too stereotypical and determined to forego any Native American representation within the park. The City will move forward with a pioneer theme. Student representatives Powell, Armstrong and Baandal all agreed it was a sensitive subject and were glad they asked for the group's opinions. VIII. NEW BUSINESS IX. REPORTS OF STAFF A. RECREATION SERVICES MANAGER 1. New Registration Software Brink addressed the Commission and presented an update regarding the new registration software. She noted the registration software would go live on March 17 at 7 a.m. The process to get the system up and running has been extensive but staff is excited for the changes. She provided the Commission with a brief overview of some of the changes in the new system. The software will be much more user friendly. They tested the software by opening registration for garden plots only. Since the test PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES March 2, 2015 Page 3 audience was quite small, staff felt it would be a good indicator of the results. Some minor tweaks would need to be made,but overall the registration was a success. Brink encouraged residents starting next week to go in and set up an account prior to the launch. The splash page would be up later this week. Lotthammer reported this entire process has been a huge undertaking. Staff has had to make some difficult choices; however, they are confident that this program is the best option for the City. He noted staff has done a great job. FYI: Eden Prairie Annual Ice Show "The Wicked Wizard of Oz!" FYI: Spring/Summer Parks and Recreation Brochure Lotthammer discussed the City's staffing software to the Commission. He also noted the annual ice show would be March 20-22. Spring brochures were at the printer and would be mailed out at the end of the week. B. PARKS AND NATURAL RESOURCES MANAGER 1. Community Gardens Update Fox discussed the community gardens at Pioneer Trail as well as the City's new agreement with the Assembly of God Church. The agreement includes 36 garden plots located west of their parking lot. The church will not charge for the use of the land and the City has agreed to provide for plowing and water tanks. C. PARKS AND RECREATION DIRECTOR 1. P&R Department Work Plan Lotthammer provided a brief update with regard to the Department and City Work plans. The work plan is driven by the City Council goals. All departments have a similar format and all follow the overall goals of the City. He noted the Council's number one goal was: Community wellbeing and safety. Under the goal, the City has outlined objectives, strategies, how to measure and partnerships in order to obtain the goal. Lotthammer noted the Commission would go through discussions in greater detail next month. 2. Community Center Staffing Lotthammer provided the Commission with the Community Center annual report. The Community Center was broken down into three departments: Ice Arena, Aquatics and Fitness. The departments all have a recreation supervisor. The supervisors had reported to the Community Center PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES March 2, 2015 Page 4 Manager; however, Wendy Sevenich has since moved on and the City has decided not to fill the position at this time. The supervisors would be reporting to Lotthammer for all activities relating to the Community Center and to Brink for all athletics. He noted the City had gone through a grueling interview process to hire a new athletic supervisor. She will be introduced at a future meeting. 3. 2015 PRNR Work Plan Lotthammer noted Chair Coburn had reached his maximum appointment for the PRNR. His last meeting was to be tonight,but unfortunately he was unable to attend. Speaking on behalf of staff and Commission members, we would like to thank Hutch for his years of service. He will be recognized at the May 6th banquet in the Garden Room. Lotthammer reported the City Council has determined it will not fill his seat and the PRNR will remain at 8 members. Rawerts inquired if Link would be the next Chair since he was Vice-Chair. Lotthammer responded the City Council decides on who will be assigned Chair and Vice-Chair. X. NEXT MEETING Next PRNR Meeting—Monday, April 6, 2015 —7:00 p.m., Council Chambers XI. ADJOURNMENT Motion: Rawerts moved, seconded by McBride, to adjourn the meeting. The meeting was adjourned at approximately 8:10 p.m.