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Parks and Recreation - 04/06/2015 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY,APRIL 6, 2015 7:00 P.M.— CITY CENTER 8080 Mitchell Road, Council Chambers PRNR COMMISSION MEMBERS PRESENT: Chair; Debra McBride, Vice Chair; Donald Jacobson; Leonard Pesheck; and Deborah Tenner, Tim Rawerts PRNR COMMISSION MEMBERS ABSENT: Michael Belaen; Larry Link, Chair; and Kirk Spresser CITY STAFF PRESENT: Jay Lotthammer,Parks &Recreation Director; Stu Fox,Parks &Natural Resources Manager; Lori Brink,Recreation Manager STUDENT REPRESENTATIVES: 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: Jacobson moved, seconded by Rawerts, to approve the agenda as presented. III. APPROVAL OF PRNR MINUTES OF JANUARY 5, 2015 AND MARCH 2, 2015 Motion: Tenner moved, seconded by Rawerts to approve the January meeting minutes as presented. Motion: Jacobson moved, seconded by Pesheck to approve the March meeting minutes as presented. IV. REPORT OF CITY COUNCIL ACTION Lotthammer noted the City Council had accepted a donation from EP Smiles in the amount of$5,000 on March 3. Then on March 31, the City Council acknowledged Terry Picha as an outstanding volunteer. In addition, the Lions Club and Lionesses Club donated a trailer to be used by the EP Players. The trailer is a utility trailer to haul equipment. Lotthammer also discussed a donation of six pickleball nets, Arbor Day proclamation, Community Survey results and the approval of Community Garden plots with MAC. McBride inquired if there would be more garden spots available this year for PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES April 6, 2015 Page 2 residents. Lotthammer noted there would be the garden spots at MAC as well as the garden spots secured as a result of the agreement with Assembly of God church. Lotthammer also reported that the City had entered into an agreement with SUPERVALU to lease a majority of the office space vacated by C.H. Robinson. V. REPORT OF PLANNING COMMISSION Fox reported there had been two Planning Commission meetings since the last PRNR meeting. On March 9, Fox noted the Planning Commission discussed proposed changes to the storm water code mandated by the State. The City discussed required changes to the code in order to meet State standards. On March 23, the Planning Commission also discussed a possible code amendment to allow the dispensary of medical cannabis. He noted this discussion was in the preliminary stages and included setting guidelines for how it would be sold (similar to a pharmacy). Also at the March 23 meeting, the Planning Commission adopted an amendment allowing fences up to seven feet be constructed without a variance or building permit, which now matched the current state building code. Fox noted this amendment was for homes within the City,parks would be exempt. VI. PETITIONS, REQUESTS AND COMMUNICATION VII. OLD BUSINESS A. CEDAR HILLS PARK UPDATE Fox reported wetland setback issues with this park that would delay the construction of the park by one year. The City has obtained two sets of flood plain evaluations, which indicated a possible two feet discrepancy. The discrepancy could change the design of the park and instead of going ahead with the park and then have to address elevation issues, staff is recommending to assess and fix all issues before proceeding. Staff is anticipating all the studies to be complete by the summer and then the City could bid out the park this fall. Pesheck inquired if the budget would carryover until next year. Fox responded that it would. VIII. NEW BUSINESS IX. REPORTS OF STAFF A. RECREATION SERVICES MANAGER 1. Winter Events Brink provided a summary of the City's winter events. She noted the success of the events all depends on the weather. She reported winter programming opened later due to the warm weather and then was stalled due to cold weather. PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES April 6, 2015 Page 3 McBride inquired about the Ice Castle, attendance,revenue and impact for the City. Brink responded the Ice Castle brought in over 80,000 people, which far exceed their predictions of 50,000. Lotthammer noted the City received a base rent and additional fees for each 10,000 increments over 40,000 attendees. He stated the City would check for environmental impacts;however, they would not likely be able to tell until later this summer. The event planners already would like the City to agree to another season. Brink also provided attendance information for Rock on Ice and Hockey Day events. 2. Software Update Brink addressed the Commission and presented an update regarding the new software system that went live on March 17. She noted there were some small hiccups, but overall the City saw a 30% increase in revenue from online registrations. Of the 1,845 registrations, 88% had been received online. She noted staff was still learning about the system,but overall feedback has been positive. FYI: Animal Open House FYI: Art Center Open House FYI: Mother/Son All-Star Evening B. PARKS AND NATURAL RESOURCES MANAGER 1. Park Division Overview Fox presented an overview of the park division and their maintenance schedule. He reported there were two supervisors, 16 full-time employees, one forestry technician and several seasonal employees. He provided an organization chart which outlines extensive interaction and coordination with other departments. Fox noted staff maintains over 2,500 acres and mows 600 acres every week (sometimes twice a week) during the summer months. In addition, his staff utilizes several pieces of large equipment. Their goal was to provide safe parks and open spaces. Jacobson inquired as to how many seasonal employees are hired each year and the life span of a mower. Fox reported they hire between 19 to 21 seasonal employees and an average mower lasts five to six years. FYI: Park Clean-Up Day FYI: Arbor Day Walk and Green Fair Fox reported Park Clean-Up Day is the third Saturday of April. They usually have a good base of volunteers but if anyone was interested in volunteering to contact the City. PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES April 6, 2015 Page 4 In addition, Fox reported the first Saturday in May would be the Arbor Day Walk, which is an event held to satisfy the requirements for Tree City USA. C. PARKS AND RECREATION DIRECTOR 1. Mayor's Health & Wellness Committee and Fitness in the Parks Lotthammer provided a brief update with regard to the Mayor's Health and Wellness campaign. This year's campaign is to promote and engage the community with healthy living. Last year the Mayor's Committee focused on nutrition. The Committee has discussed introducing free fitness classes in the parks (i.e. yoga for kids,boot camps, 3 on 3 leagues, etc.) More information would be forthcoming. 2. Mobile Concessions Lotthammer reported the City would be offering their version of a food truck this summer, a concessions wagon/trailer. The concessions trailer would offer more variety and provide a better resource for items. The City would purchase a trailer and would be recruiting sponsors. McBride inquired as to how much a food trailer would cost. Lotthammer reported a 14' to 16' trailer would be about$20,000. Pesheck inquired if there would be drains. Lotthammer responded there would be hoses to drain. 3. 2015 PRNR Work Plan Lotthammer discussed next month's meeting at the Outdoor Center where the focus would be historic preservation. FYI: Step To It Eden Prairie FYI: Eden Prairie LRT Station Area Design Lotthammer reported staff were hoping to get as many people as possible to participate in Step To It Eden Prairie. Flyers would be sent out inviting those interested to participate. Also, on April 15, the LRT Station Design Committee would meet to look at the design of each station, including plantings and art located at each station. Lotthammer also noted this would be the last meeting for Amy Hulet, our recording secretary. She is leaving to spend time with her family. He thanked her for her time as recording secretary. Jacobson inquired as to the date of the pool opener. Lotthammer reported a specific date has not been determined but would be sometime in June. Phase I would be completed in June 2015 and Phase II in December 2015. PARKS,RECREATION AND NATURAL RESOURCES COMMISSION MINUTES April 6, 2015 Page 5 X. NEXT MEETING Next PRNR Meeting—Monday, May 4, 2015 —7:00 p.m., Outdoor Center—Joint meeting with the Heritage Preservation Commission FYI: Board and Commissions Banquet, May 13 at 6 p.m. in the Garden Room XI. ADJOURNMENT Motion: Pesheck moved, seconded by Rawerts, to adjourn the meeting. The meeting was adjourned at approximately 8:11 p.m.