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Parks and Recreation - 12/04/2017 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, DECEMBER 4, 2017 7:00 P.M. CITY CENTER Heritage Rooms, 8080 Mitchell Road PRNR COMMISSION MEMBERS: Larry Link, Chair; Debra McBride, Vice Chair; Patrice Erickson, Donald Jacobson, Leonard Pesheck, John Rahman, Kirk Spresser STUDENT REPRESENTATIVES: William Hemler, John Lindholm, Govind Makaram, Janvi Shah, James Yoo CITY STAFF: Jay Lotthammer, Parks and Recreation Director Matt Bourne, Parks and Natural Resources Manager Lori Brink, Recreation Manager Valerie Verley, Community Center Manager RECORDING SECRETARY: Jodie Fenske I. INTRODUCTIONS Chair Link called the meeting to order at 7:07 p.m. Roll call was taken. Commission Member Jacobson, Student Representatives Hemler and Makaram, and Recreation Manager Brink were absent. Lotthammer stated Commission member Cecilia Cervantes will be taking a leave of absence for one year to become the interim technical college president in Albuquerque, New Mexico. II. APPROVAL OF AGENDA Motion: McBride moved, seconded by Erickson, to approve the agenda as presented. Motion carried 6-0. III. APPROVAL OF PRNR MINUTES Motion: Rahman moved, seconded by McBride, to approve the November 6, 2017 minutes as presented. Motion carried 6-0. IV. REPORT OF CITY COUNCIL ACTION PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES December 4, 2017 Page 2 A. DONATION Lotthammer reported Council recently adopted a resolution accepting a donation in the amount of$500 from State Farm Companies Foundation on behalf of Gordon Williams to be used toward the 2018 Senior Center Volunteer Recognition Event. State Farm Companies Foundation's Good Neighbor Grant Program and Matching Gift Program give out monies matching the amount of volunteer hours an individual submits to their volunteer location. Senior Center volunteer, Gordon Williams, submitted volunteer hours to State Farm Companies in the amount that qualified his volunteer service hours for the donation of$500 to be made on his behalf. V. REPORT OF PLANNING COMMISSION VI. PETITIONS, REQUESTS AND COMMUNICATION A. HANDOUTS OF UPCOMING EVENTS Verley presented handouts of upcoming events. 1. Holiday Lunch This annual holiday celebration will be held at the Senior Center on Wednesday, December 6, from 11:30 a.m. to 1 p.m. Food will be catered by Kowalski's and live music will be performed by Eden Prairie students. A portion of the event is sponsored by Summit Place Senior Campus. 2. Eden Prairie Community Band Concert A holiday concert will be performed at the Eden Prairie High School auditorium on Sunday, December 10, at 4 p.m. The concert is free and donations of non-perishable food items or articles of warm clothing will be accepted and donated to People Reaching Out to People (PROP). 3. 30 Day Challense The Community Center is offering the 30-Day Challenge from January 15 to February 13. Participants are encouraged to try new classes and meet other motivated people. Coaches inspire, motivate, and educate teams to help achieve participants' goals. 4. 12 Days of Fitness This challenge to avoid holiday weight gain is offered at the Community Center from November 24 to December 24. Participants who visit the PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES December 4, 2017 Page 3 Community Center twelve times during the time period and maintain or lose weight will receive a special t-shirt. Spresser inquired and Lotthammer responded employees attend and/or volunteer at all PRNR events. Verley added the 4' of July Hometown Celebration is rotated amongst three staff annually. B. PARKS AND RECREATION EXPERIENCES Commission members shared recent experiences related to parks and recreation. Pesheck mentioned more than usual deer sitings in the past two weeks. Bourne added the deer management program is currently in effect with sharpshooters hoping to remove 100 deer in conservation areas, not in neighborhoods. Typically the program runs every other year. Due to the high number of deer, the program is running this year after being performed last year as well. The meat is processed and donated to PROP. Pesheck inquired and Bourne responded the ice rinks will be flooded in the coming weeks. Rahman noted he recently visited the Flying Cloud Drive dog park and feels it is a great community asset which allows people to connect while their dogs exercise. Erickson has observed Community Center patrons noticing the yoga sculpture recently installed. Link added the Community Center is a fun place not only to work out but also to socialize. VII. NEW BUSINESS VIII. OLD BUSINESS Spresser requested a master plan update regarding the City's trail system. Bourne responded he will provide an update in spring 2018 when the priority list is determined as part of the ten-year Capital Improvement Plan (CIP). IX. REPORTS OF STAFF A. RECREATION SERVICES MANAGER B. PARKS AND NATURAL RESOURCES MANAGER 1. Staring Lake Building Concept Bourne reported the City recently contracted with a landscape architecture company to review the entire Staring Lake plaza area and a construction architect to provide concept drawings for the building. Originally, the PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES December 4, 2017 Page 4 budget allowed for the building to be replaced in 2018, tennis and basketball courts refurbished in 2019, and the parking lots resurfaced in 2020. However, due to recent pickleball court developments, it may be more efficient, more cost effective and less disruptive to park users to renovate the entire plaza area and building at once in 2018. Lotthammer estimates a cost of$1.5 million to perform all improvements at once versus $1.6 million over three years. In addition, earthwork and grading costs could be greatly reduced by combining the projects. Lotthammer noted a meeting is being held with the consultants on Friday, December 8, to discuss tackling the entire project at once versus over three years. He projects site work would be completed first, followed by partial parking lot replacement and tennis/basketball/pickleball court work in early spring 2018. The building would be torn down and rebuilt mid- to late- summer, and the final parking lot portion completed at the end of summer 2018. He is hopeful the new building will provide for more summer use and rental opportunities, not just as a winter warming house for sledding. C. COMMUNITY CENTER MANAGER D. PARKS AND RECREATION DIRECTOR 1. Public Participation Prior to the Commission meeting, Lotthammer provided Commission members documentation to review, including information on the Minnesota Open Meeting Law. Chair Link initiated the discussion by stating public participation is welcomed but managing it is important. Lotthammer noted closed meetings may be justified for land purchases or other pricing considerations, employee issues, and other legal matters. Discussion ensued amongst Commission members and included limiting public speaking time, setting ground rules ahead of time and announcing them at the beginning of the meeting, and the current process if someone requests to speak at a Commission meeting. McBride stated important points include placing speakers at the beginning of agenda, limiting time, listening to public speakers and commission members not engaging, taking speaker's comments under advisement, determining a protocol, and arranging seating in a more formal structure. Link and Lotthammer agreed Commission Chair and Parks and Recreation Director would meet prior to meetings in which a speaker has requested to speak to solidify a formal protocol. Link suggested developing default guidelines similar to McBride's comments. Erickson added speakers should need to state name and address. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES December 4, 2017 Page 5 She agreed it is important for speakers' opinions to be heard by Commission. McBride volunteered to develop guidelines as discussed and bring back to Commission for review. 2. 2018 Meeting Dates Lotthammer provided a list of 2018 PRNR Commission meeting dates which included the January Council Workshop at which the Chair usually presents the prior year's highlights to the Council. Spresser requested Commission review the presentation at the January 8 Commission meeting prior to Chair presenting highlights to Council. 3. 2018 PRNR Work Plan Lotthammer presented the 2018 work plan and invited Commission members to provide additional ideas and topics as the year progresses. X. NEXT MEETING The next PRNR meeting will be held on Monday, January 8 at 7 p.m., at City Center, 8080 Mitchell Road. XI. ADJOURNMENT Motion: Erickson motioned, seconded by Spresser, to adjourn the meeting. Motion carried 6-0. Chair Link adjourned the meeting at 8:16 p.m.