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Parks and Recreation - 09/10/2018 APPROVED MINUTES PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MONDAY, SEPTEMBER 10, 2018 7:00 P.M. COMMUNITY CENTER Cambria Room, 16700 Valley View Road PRNR COMMISSION MEMBERS: Larry Link, Chair; Debra McBride, Vice Chair; Cecilia Cervantes, Patrice Erickson, Donald Jacobson, Andy McGlasson, Leonard Pesheck, John Rahman, Kirk Spresser CITY STAFF: Jay Lotthammer, Parks and Recreation Director Matt Bourne, Parks and Natural Resources Manager Valerie Verley, Community Center Manager Bob Lanzi, Ice and Concessions Recreation Supervisor STUDENT REPRESENTATIVES: Carson Guettler, Tatum Gunderson, John Hilton, Nile Timmerman, Ananya Vegesna RECORDING SECRETARY: Jodie Fenske I. INTRODUCTIONS Chair Link called the meeting to order at 7:12 p.m. Roll call was taken. Commission members McBride, Cervantes, and Spresser were absent. Commission members Erickson, McGlasson, and Rahman arrived at 7:20 p.m. All student representatives were present. Parks and Recreation Director Lotthammer welcomed the student representatives who are all new to the Commission at the beginning of the school year. Several audience members were in attendance. II. APPROVAL OF AGENDA Motion: Erickson moved, seconded by McGlasson, to approve the agenda as presented. Motion carried 6-0. III. APPROVAL OF PRNR MINUTES Motion: Pesheck moved, seconded by Erickson, to approve the May 7, 2018 minutes as presented. Motion carried 6-0. IV. REPORT OF CITY COUNCIL ACTION Lotthammer reported on several actions recently taken by the Council. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES September 10, 2018 Page 2 A. MRPA AWARDS OF EXCELLENCE The Parks and Recreation Department recently received the Minnesota Recreation and Parks Association (MRPA) Award of Excellence in the Marketing and Communications category for its Summer Camp Preview and the Park and Facility category award for the Riley Lake Park improvement project. B. SUN CURRENT READERS' CHOICE AWARDS The Community Center received the Sun Current Reader's Choice Awards for"Best Recreational Center," "Best Fitness Center," and`Best Indoor Waterpark." C. JULY 3RD AND 4TH DONATIONS Council accepted a donation of$1,700 from three donors toward the Hometown Celebration on July 3 and 4. D. LEASE FOR COACHES ROOM Council approved a lease with the school district for the Eden Prairie Girls Hockey coaches room located at the Community Center in Rink 2. E. SAFETY CAMP DONATIONS A donation in the amount of$5,000 was accepted from the Eden Prairie Crime Fund to be used for the City's Safety Camp program. The donation was given to the Crime Fund by Comcast. F. MINNESOTA RIVER VISTA CONTRACT AWARD Blackstone Contractors, LLC was awarded the contract for construction of the Minnesota River Vista project to add a wayside viewing area overlooking the Minnesota River Valley. G. SAMPSON DONATION Council accepted a donation from the Sampson family of almost$10,000 for Art Center equipment. Lotthammer said this is the tenth year of regular donations from the Sampson family in addition to their original donation of the Art Center property. H. SENIOR CENTER DONATION A donation of$2,500 was accepted from American Legion Post#580 to go towards veterans and senior programs and woodshop safety and equipment needs at the Senior Center. PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES September 10, 2018 Page 3 I. SOUTHWEST METRO PICKLEBALL DONATION Council accepted a donation of$23,575 from the Southwest Metro Pickleball Association (SMPA) to assist in the cost of the pickleball courts that were a part of the Staring Lake court improvement project. This donation is the first half of their pledged contribution and Lotthammer stated the second half is forthcoming. V. REPORT OF PLANNING COMMISSION VI. PETITIONS, REQUESTS AND COMMUNICATION A. POP-UP SPLASH PADS Lotthammer stated the Parks and Recreation Department, in conjunction with Eden Prairie Police and Fire departments, visited several areas of the City throughout the summer. It was a good way to make sure residents in all areas of the City are made aware of the recreational programming available. Children could run through the spray of a fire hose or listen to a story read by a police officer. B. HANDOUTS OF UPCOMING EVENTS 1. Collection of One Acts. The Eden Prairie Players will present their 14tn annual Collection of One Acts on September 14-15 and September 20-22 at 7:30 p.m. and September 16 and 23 and 2 p.m. at the Riley-Jacques Barn. VII. NEW BUSINESS VIII. OLD BUSINESS A. STARING LAKE OFF-LEASH DOG PARK/SKI AREA ANALYSIS Parks and Natural Resources Manager Bourne provided a brief overview of the topic. At the April 3, 2017 PRNR meeting, the Commission heard a request to have the ski storage shed moved and dog park open year-round. The Commission directed staff to gather use information and research options other than moving the shed that could be agreeable to both skiers and dog park users. Staff presented use information and three fencing options for Commission review at the May 7, 2018 PRNR meeting. The April 3, 2017 and May 7, 2018 PRNR Commission meetings were open for public comment. Commission discussed at length of ski use and history of what has been promised the ski team and also requested to visit the site as part of the annual park tour in August. Bourne then provided a brief history of the dog park/ski use area. In 2000, the ski trails were created through a cooperative agreement between the City and the school district. The archery range and ski team storage shed was built in 2004. In 2005, the dog park was constructed with the intent of being open April 1 through October 31 each year. He noted the length of dog park closure the last four years has been an PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES September 10, 2018 Page 4 average of 70-80 days per year. Bourne continued with a presentation illustrating recommendations provided by staff and commission. Recommendations include continuing to close the dog park during times of skiable snow, using temporary fencing to open the dog park as soon as possible after ski season, and increasing signage to help reduce skiing/dog use issues. Three additional fencing options to separate the two activities during times of skiable snow, originally presented to the Commission in May, were briefly reviewed. Link asked for further clarification of options B and C which Bourne provided. (Option A had previously been determined not feasible for either dog park users or ski users.) Bourne added ice and snow build-up would result in open and close issues for large gates which were part of both options B and C. Lotthammer stated vice chair McBride was ill but had sent an email with her thoughts. She preferred the temporary fencing option since it would extend the length of dog park use but also preserve the ski season. She added strongly worded signage should be added for those abusing the guidelines of use. Commission member Spresser was also absent, but had expressed supporting the temporary fencing since it would respect the school district, allow for joint use, and provide more potential for dog use days. Pesheck asked Bourne to redisplay the slide illustrating where temporary fencing would be located. Bourne reiterated it would allow for the two separate uses and easy to switch back and forth. Jacobson asked what the consequences would be for those not abiding by guidelines of use. Lotthammer responded normally when park rules are violated, staff is available to educate (more likely in the summer months) and encourage cooperation. Otherwise, the Police Department is available to provide assistance. A possible result of park use violation is being charged with a misdemeanor. Erickson inquired how this temporary fencing would affect the budget. Bourne responded a minimal budget effect since the fencing is something the department keeps in stock so cost would be staff labor time. Motion: Link moved to proceed with the temporary fencing option allowing the dog park to open as soon as skiable snow season ends and add strongly worded signage to decrease dog use during ski season. McGlasson seconded the motion. Motion carried 6-0. IX. REPORTS OF COMMISSION & STAFF A. PARKS AND RECREATION EXPERIENCES B. COMMUNITY CENTER MANAGER PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES September 10, 2018 Page 5 1. Ice Arena Update. Ice and Concessions Recreation Supervisor Lanzi provided a presentation of the three ice arenas at the Community Center. The facility is the home ice arena for Eden Prairie High School, Eden Prairie Hockey Association, and Eden Prairie Figure Skating Club. The rinks are used for both City recreation programs and facility rentals and are utilized for hockey and other skating (open skate, skating lessons, developmental, and annual ice show). Over 300,000 patrons will attend ice related events at the Community Center in 2018. 2. Mobile Cafe and Community Center Concession Stand. Cafe Lead Tracy Dungan described the concession stand at the Community Center, as well as the Mobile Cafe. The concession stand is open throughout the year, seven days a week through the school year and five to seven days a week during the summer. In addition to a coffee club and lunch for seniors, the concession stand services varsity games, tournaments, swim meets, and special events. Dungan mentioned healthy options are featured in each food category throughout the menu, alongside traditional concessions fare. Dungan explained the Mobile Cafe will serve forty-five events in 2018, including concerts, musicals, and movies in the parks, the July 4th Hometown Celebration, One Act plays at Riley Barn, and several park activities. 3. Community Center Membership. Community Center Manager Verley reported on 2018 year-to-date statistics, as well as future trends of community center membership. Statistics included number of memberships, members, new memberships, and canceled memberships. She also discussed age comparisons and age distribution of members. Specific information was provided on budgeted versus actual income earned per membership type. Statistics indicate senior members who pay for their own membership visit more than senior members who receive an insurance incentive or reimbursement of their membership fee. Verley also presented statistics on 2018 budgeted revenue versus actual year to date revenue. Membership retention from August 2017 to August 2018 is 55.02 percent which is slightly better than the industry average of 50 percent. Erickson inquired and Verley responded about marketing plans and membership retention. Erickson suggested researching reasons for canceling and incentives to bring members back. C. PARKS AND NATURAL RESOURCES MANAGER PARKS, RECREATION AND NATURAL RESOURCES COMMISSION MINUTES September 10, 2018 Page 6 D. RECREATION SERVICES MANAGER E. PARKS AND RECREATION DIRECTOR 1. Staring Lake Building Concept Plan. Lotthammer reported on the proposed building. Although the current building has been modified, it is not fully ADA accessible. Staff considered the functions and deficiencies of the current building in developing plans for the new building. The goal is to make the best use of the park in the winter as a skating rink and sledding hill, as well as a facility rental during the warmer months. Features of the new building include warming house, media room, bathrooms, storage area, windows overlooking the sledding hill, seating for up to eighty, and wheeled benches with cubbies. Outdoor features include an overhang with benches underneath, fire pit, gas grill, and picnic shelters. The overhang will include a push-button infrared heating system. Lotthammer indicated the potential timeline would allow for November 2019 occupancy. The concept plan will be presented to Council in the next week, followed by finalizing construction costs and bidding the project prior to beginning construction. As a final step, the parking lot will be repaired after the construction project. Lotthammer invited the Commission to email him any recommendations. 2. 2018 PRNR Work Plan. Lotthammer provided an updated work plan indicating the October PRNR Commission meeting will focus on an Aquatics update, including beaches (particularly Riley Lake beach), and summer programs. X. NEXT MEETING The next PRNR Commission meeting will be held at 7 p.m. on Monday, October 1, in the Heritage Rooms at City Center. XI. ADJOURNMENT Motion: Jacobson motioned, seconded by Erickson, to adjourn the meeting. Motion carried 6-0. Chair Link adjourned the meeting at 9:25 p.m.