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Parks and Recreation - 02/01/2016 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, FEBRUARY 1, 2016 7:00 P.M. CITY CENTER 8080 Mitchell Road, Council Chambers PRNR COMMISSION MEMBERS: Larry Link, Chair; Debra McBride, Vice Chair; Donald Jacobson, Leonard Pesheck, Kirk Spresser, Deborah Termer STUDENT REPRESENTATIVES: Bridget Dillon, Emily Harvey, Piper Lincoln, Stefan Wenc CITY STAFF: Jay Lotthammer, Parks & Recreation Director Matt Bourne, Parks and Natural Resources Manager Lori Brink, Recreation Manager Valerie Verley, Community Center Manager RECORDING SECRETARY: Jodie Fenske GUEST: Deborah Termer with Consider the Source I. ROLL CALLANTRODUCTIONS Chair Link called the meeting to order at 7:06 p.m. Roll call was taken. Kirk Spresser was absent. There were several Eden Prairie residents in the audience in support of the Pollinator Resolution, including Lori Tritz of the Conservation Commission and Tim Meegan of Pax Christi's Environmental Ministry. II. APPROVAL OF AGENDA Motion: McBride moved, seconded by Jacobson, to approve the agenda as presented. Motion carried 5-0. III. APPROVAL OF PRNR MINUTES —JANUARY 4, 2016 Motion: Pesheck moved, seconded by Jacobson, to approve the January 4, 2016 meeting minutes as presented. Motion carried 5-0. IV. REPORT OF CITY COUNCIL ACTION Lotthammer informed the Commission about three donations recently accepted by the City Council. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES February 1, 2016 Page 2 Dr. Mesa of Eden Prairie Smiles presented $5,000 to be divided amongst several initiatives per their request: Arts in the Park, 4th of July Hometown Celebration, Starring at Staring Concert Series, KidStock Concert Series and Halloween on the Mall. The Lioness Club donated $600 to be used for the Community Room at the Senior Center. State Farm Insurance donated $500 on behalf of Gordon Williams, a long-time participant at the Senior Center. State Farm Insurance matched his volunteer time with a monetary donation as they have the last several years. Per his request, the donation will be designated to the Volunteer Recognition Luncheon at the Senior Center. V. REPORT OF PLANNING COMMISSION Bourne reported the Planning Commission recommended approval of a cold storage equipment building at the M.O.S.S. site near Flying Cloud Airport. The building will be shared by the Park Maintenance, Street Maintenance and Outside Utilities departments for off-season equipment storage in order to free space in the main maintenance building. He expects the plan to be presented to City Council in two weeks. VI. PETITIONS, REQUESTS AND COMMUNICATION A. HANDOUTS OF UPCOMING EVENTS Brink provided handouts of upcoming events including the Senior Center Valentine's Breakfast on Friday, February 12; the Eden Prairie Players' presentation of"Father of the Bride" at EPHS on the weekends of February 19 and February 26; and the annual Rock On Ice event at Miller Park on Friday evening, February 12. This event needed to be rescheduled from January 17 due to warm weather. B. PARKS AND RECREATION EXPERIENCES Brink introduced an initiative for a standing agenda item intended to engage conversation amongst Commission members, including student representatives. Each month, Commission members will be invited to share their experiences at recent parks and recreation events, park and/or building visits, news articles read, plays or concerts attended or social media article noted. This initiative is intended to help management understand, appreciate and advocate the Department's work. Link shared his recent experience biking around Staring Lake and Purgatory Creek and how quickly the trails are cleared after a snowfall. Pesheck shared he notices many people enjoying the large, flat surfaces of the frozen lakes throughout the winter. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES February 1, 2016 Page 3 Lotthammer referred to a recent Star Tribune article that Richfield has canceled its high school boys' hockey program due to lack of skaters. He noted Eden Prairie has noticed a general downtrend of skaters at parks over the past few years. VII. OLD BUSINESS A. FACILITY USE POLICY Lotthammer provided copies of the Guidelines for Community Use of Parks and Recreation Rental Facilities and the Guidelines for Priority Use of Public Facilities by Community Athletic Associations and Groups. He invited questions, comments and/or suggestions from the Commission. He stated the policies were written years ago and have been recently reviewed by staff who currently work in the respective areas. The goal was to confirm the policies are still accurate and consistent with how the Department currently operates. He noted any type of dispute resolution between athletic groups was previously settled by the Department but has not been needed in several years. Most changes included modern day terminology and processes including an online versus mail-in environment. Tenner added policies are very well written and with good intent. The updated policies will be presented to the City Council in early March. B. POLLINATOR RESOLUTION UPDATE Lotthammer thanked and commended Deb Tenner and the group, Consider the Source (CTS), for their work in moving the pollinator resolution forward. He noted Tenner has met with the City Manager, Environmental Coordinator, Heritage Preservation Commission, Parks and Natural Resources Manager, Pax Christi's environmental ministry, as well as others. He mentioned the Resolution is intended to be presented to City Council to show support for pollinators and pollinator-friendly activities. It was presented to the Conservation Commission and Leslie Stovring, Environmental Coordinator, has guided it through the City process. Tenner presented the latest draft of the Resolution which was approved by the Conservation Commission in January. She indicated the intent was to present the Resolution at the PRNR and Conservation Commissions' joint meeting in March. She noted the original version drafted by CTS and adapted from Minneapolis' proposal was more comprehensive than the version approved by the Conservation Commission, so a third version was drafted with the hope of being adopted. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES February 1, 2016 Page 4 Tenner provided history of the need for a Pollinator Resolution. Pollinator polices came about because of unusually high insecticide die-offs that became obvious since the introduction of a new pesticide category called systemic pesticides. Eden Prairie would be the eighth Minnesota city to adopt such a proposal. She informed the Commission many companies produce seeds pre-treated with pesticides so even pollen is affected, making it poisonous to beneficial insects and pollinators. Companies also sell systemically-treated plants. She noted Eden Prairie already recognizes using native plants as pollinator food sources. After meeting with Mayor Tyra-Lukens and asking for her support of the Resolution, Tenner said the Mayor responded enthusiastically and suggested the possibility of an ordinance. However, all but nine states have laws that preclude cities' authority to legislate on pesticide use. At a December meeting with City Manager Rick Getschow, Environmental Coordinator Leslie Stovring and Parks and Natural Resources Manager Matt Bourne, CTS acknowledged the important steps the City has already taken. These initiatives include supporting the Living Green program, allowing beekeeping, and awarding the Spirit of Eden Prairie award to Arnold and Jane Rowe for organic landscaping practices. In addition, the City's primary plant supplier, Picha Farms, although not certified, does use organic practices. She also noted the City does not use genetically-engineered plants and is taking steps to introduce more native plants in its landscaping. CTS' first concern is to safeguard the health of Eden Prairie people and ecology. Tenner stated the primary rationale is the precautionary principle that a producer who introduces a new chemically-treated elixir should be responsible for proving the product's safety. Second concern is loss of prairie, not only as pollinator food but also for air and water filtration. Third concern is ramification of toxic lawn chemical proliferation. Fourth concern is City's use of glyphosate not only to treat buckthorn but also more broadly along fence lines and ballfields. Fifth concern is City's secondary plant resources sell products pretreated with systemic pesticides. Tenner presented the original two-page pollinator and prairie protection proposal providing rationale as well as points recognizing the steps the City has already taken. In addition, this proposal included improvements to phase out chemical fertilizers and glyphosate and designate space on one public property to try organic practices. She informed that after reviewing the two-page proposal, the City came back with a one-page revision with six points of rationale and seven resolutions. She noted CTS appreciates the City's receptivity and is generally pleased with their proposal. However, CTS respectfully submitted a modified proposal based on the City's version. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES February 1, 2016 Page 5 Termer requested the proposal be approved tonight or at the joint meeting with the Conservation Commission on March 7, 2016. She relayed ideally the document would remain open to changes that address future environmental issues and support is appreciated to help the City demonstrate leadership and an active commitment to our community's health, longevity and prosperity. Termer distributed copies of the three versions of the Resolution: 1) version approved by Conservation Commission, 2) version CTS requested approval of now and 3) version originally submitted to the City that was adapted from Minneapolis' resolution. Jacobson requested clarification of what CTS is requesting from the City. Termer responded the eighth point is the biggest change they request, which is to designate a public space to at least try organic practices. Lotthammer said the Resolution is scheduled to be presented to the City Council on February 16 with the recommendation of the Conservation Commission. He added the City is not in a position to legislate certain issues for private industry that falls upon State or Federal government. He indicated the Resolution would be a living document and as issues evolve, based on study or recommendation, the Council would update or add to the Resolution in the future. He added City ordinance cannot supersede any State or Federal laws. The Resolution is an important vehicle to inform the public about what the City does and can do. Next month when meeting jointly with the Conservation Commission, Bourne will discuss methods of maintaining prairie, controlled berms that are non-chemically treated where possible, examples of converting to native plants, and other ideas the City and Parks system can control and adopt as practices. The Resolution is a way to inspire and educate homeowners and business owners on the benefits of certain practices and detriments of others. Pesheck inquired about cost-savings; comment and discussion followed that cost savings would be a possible resultant in the long run while initially consultants and contractors to educate would cost money, even though some resources and organizations may provide free advice. Link suggested the Commission review the Resolution with the Conservation Commission in March. However, Lotthammer reiterated the item is already scheduled to be presented to City Council on February 16. When the Resolution proposal first came forward, the City Manager's direction was to have the Conservation Commission review the document and determine its recommendation to the City Council. Lotthammer reminded the group that citizens are welcome to address the City Council. He suggested the Council could receive a staff report including the proposal approved by the Conservation Commission with a list of additional suggestions by CTS. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES February 1, 2016 Page 6 Termer inquired if a motion could be made by the PRNR Commission tonight in support of the Resolution. Link responded that although he trusts the information as presented, he feels more time should be taken to review the proposal before a motion is made. Bourne stated that most, if not all, of the Resolution's items are already being done as part of the Department's best practices. He reiterated the Resolution would be a way to expand,promote and educate residents on what the City has already been doing for years. Tenner commended Bourne's efforts of educating CTS about the City's current practices. Lotthammer informed the Commission that it is rare for two commissions to review a document separate from each other and it may be difficult for the Council to review a proposal with different recommendations from two commissions. McBride suggested making a recommendation to the Conservation Commission rather than directly to the City Council so only one proposal is presented to the Council. The Commission agreed on changes to the Resolution the Conservation Commission already recommended as follows: 1)remove fourth"whereas" statement defining neonicotinoids due to redundancy; 2) in first section, add "emphasizing biological controls over" pesticides in all public places within the City; and 3) add eighth section"The City shall designate a public space to research and implement organic and regenerative practices with an eye toward expanding such practices." Motion: McBride moved, seconded by Pesheck, to present the modified Resolution#16 to the Conservation Commission with the PRNR Commission's recommendation to consider making these amendments and incorporating these changes into the Conservation Commission's recommendation to City Council." Motion approved 5-0. Lotthammer stated he would forward the Motion to the Conservation Commission's staff liaison and ask that it be included in the packet for their next commission meeting on February 9, 2016. VIII. NEW BUSINESS IX. REPORTS OF STAFF A. PARKS AND NATURAL RESOURCES MANAGER 1. CIP Project Overview. Due to technical difficulties with the projector and the large amount of PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES February 1, 2016 Page 7 graphics needed for the presentation, this item was tabled until March or April. 2. Play Structure Selection for Hidden Ponds and Pheasant Woods Parks. Lotthammer provided background information on the previous process of updating neighborhood parks. The City would invite hundreds of neighbors to a meeting and only a few would attend. Feedback was limited to those few voices. A new process was established which still allows for feedback from neighbors,but also includes input from City employees familiar with play structure selection and installation. Bourne described the current process that began with requesting proposals not to exceed $70,000. Seven proposals were received for each of the two parks. The fourteen plans were reviewed by Bourne and Lotthammer, along with the Park Construction Supervisor and new Park Maintenance Supervisor who has thirty-five years of park maintenance experience, many of which were as a playground inspection lead. The group assessed accessibility, site plan, fitness components, variety of features, and uniqueness of equipment. They narrowed the choices down to two plans per park and sent those four proposals back to the respective vendors with comments. The vendors then returned the revised proposals and the group reviewed them a final time. Bourne displayed the final presentations provided by the two vendors: Northland Recreation (Little Tikes) for Hidden Ponds and BCI Burke for Pheasant Woods. He advised City staff will prepare wood chip bases and install the equipment at both playgrounds. Both vendors will provide site supervisors to assist during the installation process if needed. The old playground equipment will be recycled as has been done with previous playground upgrades. Bourne noted a group assisted with taking down the old Round Lake Park equipment, salvaged as much as possible, shipped it, and reinstalled it in Africa. Pesheck inquired and Bourne confirmed that both sets of equipment are up to code and ADA compliant. Equipment is designed for ages approximately two years to twelve years old. Lotthammer invited input from Commission members. McBride responded she liked having two different vendors to provide unique playgrounds and to determine if either vendor provides better customer service for future needs. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES February 1, 2016 Page 8 B. RECREATION SERVICES MANAGER Brink presented an overview of a statewide marketing effort, "Did You Know?" that Eden Prairie recently joined, along with 24 other cities in Minnesota. The campaign is meant to educate and advocate about the power of parks and recreation. The initiative was started in Missouri in 2012 with two goals: 1) to educate citizens, elected officials, and practitioners about the benefits of parks and recreation which include physical and mental health, economic, environmental and social benefits; and 2) to nurture citizen advocacy for parks, programs and services. The growing national database of research is separated into topics which the City can now access as part of this initiative. The database is vetted and also includes information specific to Minnesota. In practice, staff can provide national research-based facts related to the benefits of parks and recreation, apply local data and add a call to action. Possibilities are broad and include publications, websites, social media, business cards, email taglines,posters, etc. C. COMMUNITY CENTER MANAGER D. PARKS AND RECREATION DIRECTOR Lotthammer provided an updated 2016 PRNR Work Plan noting the grand opening of the Aquatics Center may be in April rather than March, due to the number of State inspections required, especially for aquatics projects. X. NEXT MEETING Next PRNR Meeting—Monday, March 7 at 7 p.m., City Center Council Chambers Joint meeting with Conservation Commission XI. ADJOURNMENT Motion: Jacobson moved, seconded by McBride, to adjourn the meeting at 9:00 p.m.