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HomeMy WebLinkAbout2012-02-14 Park Board PacketAGENDA CITY OF EDINA, MINNESOTA PARK BOARD MEETING CITY COUNCIL CHAMBERS Tuesday, February 14, 2012 7:00 P.M. (THIS MEETING WILL BE VIDEO TAPED) CALL TO ORDER II. WELCOME NEW PARK BOARD MEMBERS III. ROLL CALL IV. APPROVAL OF MEETING AGENDA V. ADOPTION OF CONSENT AGENDA A. Approval of Minutes — Regular meeting of Tuesday, January 10, 2012 B. Approval of Minutes — Special meeting of Monday, January 23, 2012 VI. COMMUNITY COMMENT During "Community Comment, " the Park Board will invite residents to share relevant issues or concerns. Individuals must limit their comments to three minutes. The Chair may limit the number of speakers on the same issue in the interest of time and topic. Generally speaking, items that are elsewhere on tonight's agenda may not be addressed during Community Comment. Individuals should not expect the Chair or Board Members to respond to their comments tonight. Instead, the Board might refer the matter to staff for consideration at a future meeting. VII. REPORTS/RECOMMENDATIONS A. Hornet's Nest at Braemar Arena B. Sports Dome Study Presentation C. Appointment to Community Education Services Board D. Adopt Park Board Bylaws E. Park Board Self -Assessment Proposal — Louise Segreto, Edina Park Board F. Donations Policy & Naming of Parks and Facilities Policy Working Group Update — Ellen Jones, Edina Park Board G. User Fees Policy Working Group Update — Keeya Steel, Vice Chair Edina Park Board H. Election of Officers VIII. CORRESPONDENCE AND PETITIONS IX. CHAIR AND BOARD MEMBER COMMENTS X. STAFF COMMENTS XI. ADJOURNMENT The city of Edina wants all residents to be comfortable being part of the public process. If you need assistance in the way of hearing amplification, an interpreter, large -print documents or something, please call 952-927-8861 72 hours in advance of the meeting. MINUTES OF THE MEETING OF THE PARK BOARD HELD AT CITY HALL JANUARY 10, 2012 7:00 PM L CALL TO ORDER Chair Hulbert called the meeting to order at 7:01 pm II. ROLLCALL Answering roll call were Members Peterson, Deeds, Steel, Hulbert, Fronek, Segreto, Lough, Neville, Weicht. Member Jones entered the meeting at 7:03 pm III. APPROVAL OFMEETINGAGENDA Member Peterson made a motion, seconded by Member Deeds, approving the meeting agenda. Ayes: Peterson, Deeds, Steel, Hulbert, Fronek, Segreto, Lough, Jones Motion carried. IV. ADOPTION OF CONSENT AGENDA Member Peterson made a motion, seconded by Member Deeds approving the consent agenda as follows: W.A. Approval of Minutes —Regular Meeting of Monday, November 7, 2011 Member Steel stated she has a correction to minutes. She noted that she was the one who chaired the December 13, 2011 Park Board meeting. Ayes: Peterson, Deeds, Steel, Hulbert, Fronek, Segreto, Lough, Jones Motion carried. V. COMMUNITY COMMENT None VI. REPORTS/RECOMMENDATIONS VIA. Edinborough Park Study Results and Recommendations Ms. Kattreh handed out a list of questions she put together that were captured from the Park Board and City Council's work session. Mr. Keprios indicated that Karen Kurt and he added a few more to the list for the Park Board to review. He stated that between staff and the consultants they are going to work towards getting the answers to those questions. Mr. Keprios asked the Park Board if there were any additional questions they would like to have answered. He stated that it sounds like another joint work session with the City Council will be scheduled in March. Chair Hulbert asked if the Park Board ever saw the RFP before it went out like they did with the golf course RFP because he doesn't remember going through that process. Mr. Keprios explained the way the process worked is he was asked by the City Manager to get collective thoughts of what was being handed to them from the City Council and put together the RFP. He noted when he delivered it to the City Manager he asked if they needed to run the RFP through the process and have the Park Board and City Council approve it. He stated that the City Manager told him he thought the RFP captured the essence of what the City Council wanted and he made the decision to go ahead and send it out. Member Peterson indicated that if the pool is taken away and there are some senior citizens living there who use it what could be done to give them other activities. He noted that he wants to be sure they still feel they are part of a community in terms of programming and in terms of their interests. He commented that he thinks that could help reduce the tension of the possible closing of the pool. Member Deeds asked Mr. Keprios when he would like to see a decision and a strategy going forward. Mr. Keprios replied that would be a better question for City Council as this is a City Council driven initiative. He stated it is his understanding the City Council would like a follow-up joint session with the Park Board sometime in March. He indicated that he would encourage the Park Board to hopefully go in there of one mind with some well thought out recommendations of what you think the direction ought to be such as: what is the real mission for Edinborough; what direction should it head; what kind of subsidy do you feel should be acceptable, if any; what do you feel is important to the community and what does the facility mean to Edina. He commented if the Park Board has these discussions then the rest of the answers will hopefully fall into place. Member Jones stated that she was seriously disappointed with the report that was given to them for their work session. She noted they should expect the next report to be at a higher level. She pointed out it was poorly written, many misspellings and typos as well as incomplete sentences. She added that the spreadsheet contained inaccuracies in the capital improvement plan numbers which really makes her question the validity of the entire report. Member Jones pointed out that in the RFP they specifically asked the consultants to talk about the land north of the park as well as would expanding the facility be feasible for that park area and what amenities would you recommend adding as well as would that expansion improve profitability. She stated she would request that be included and remind them that was part of the original RFP. Member Jones also pointed out that she had trouble with their market analysis; their primary service area definition was for a 20 mile radius. She stated she feels that is without foundation and that the report wastes approximately 30 pages on overly broad publicly available demographic data for the 20 mile radius service area. In addition, it also doesn't make any distinction between recurring regular users of Edinborough from the immediate area to the occasional user from the broader geographic area. She stated that based on play park season pass sales the vast majority of the regular users come from less than 10 miles so she doesn't understand where they were coming from for their market analysis being so broad. Lastly, she pointed out that the report also uses National Recreation data and inappropriately applies them to their local market. Member Peterson indicated that he thinks it's important to keep Adventure Peak and the new soft play area together. He noted it may be worthwhile to see if Southdale would have something available; it could be a municipal/private deal and it would also help solve the parking issue. Member Peterson stated that if the aspect of Adventure Peak and the soft play area were taken away from Edinborough then Edinborough Park could be like a regular neighborhood park. He added they could have band concerts available which would draw residents of the condos as well as all Edina residents. Mr. Keprios stated that he would propose the Park Board look at the questions they've handed out and let him know if there are any additional questions for staff or the consultants to study. He noted he would be happy to put this back on the February agenda for another follow-up before the next work session with the City Council in March. VI. B. 2012 Work Plan Mr. Keprios informed the Park Board that the "Work Plan" he put together is just a draft. There are a few items that could easily be moved around. He noted that some of the things are standard such as the fees and charges and capital improvement plan, which could possibly be moved one way or another, but fees and charges typically take place in October. Mr. Keprios informed the Park Board that the policy manual he referenced would probably take place in July and it is something new. He explained it is something staff has put together and contains mostly procedural policy items for how they run the day to day business. He noted, however, as he started to look through it there are some policy decisions that he thinks the Park Board should weigh in on and make a recommendation to the City Council. Member Peterson made a motion, seconded by Member Fronek approving the Work Plan with the following changes: • Move the Edinborough Park Study results to their work session with the City Council in March. • Move the Highlands Park Edina Soccer Association proposal to March. • Move the Wooddale Park Edina Lacrosse Association proposal to April. • Move the Donation and Naming Working Group recommendations to April. • Put the Grandview Plan on the March agenda. Ayes: Peterson, Deeds, Steel, Hulbert, Fronek, Segreto, Lough, Jones Motion carried. Member Deeds asked the Park Board if it would make sense to put together a subcommittee or small task force together to begin looking at the Senior Center. He noted this way there can be some ground work done before it is discussed at the June meeting. It was decided Member Deeds will head up the subcommittee with the help of Member Segreto. Member Lough suggested as soon as staff or the Chair know about an addition to the schedule that you communicate via e-mail to the members. He stated that way they don't have to wait until the Friday before to send out the agenda and background material. VI. C. Set Special Meeting Date for Hornet's Nest at Braemar Arena Mr. Keprios informed the Park Board that the Hockey Alumni Group is proposing a pretty significant exciting project for Braemar Arena. He noted it includes permanent varsity and junior varsity locker rooms for both boys and girls. It also would include some space that would be leased to private organizations; it would include dry land training for hockey as well as a pro shop and restaurant. He pointed out there are some pretty significant donors lined up and they are prepared to make a proposal to the Park Board. He explained they would prefer not to wait until the February Park Board meeting since there is already a full plate for February's agenda. Mr. Keprios stated from a staff standpoint they support it and recommend the Park Board accepts their request. The Park Board discussed which date would work for the majority of the Park Board members to hold the special meeting. Member Jones made a motion, seconded by Chair Hulbert, to hold a special meeting regarding Braemar Arena on Monday, January 23rd at 7:00 pm Ayes: Peterson, Deeds, Hulbert, Fronek, Segreto, Lough, Jones Nays: Steel Motion carried. VI.D. Donations Policy & Naming of Parks and Facilities Policy Working Group Update — Ellen Jones, Edina Park Board Member Jones informed the Park Board that they are moving along and thinks it will be completed by February. VIE. User Fee Working Group Update — Keeya Steel, Vice Chair Edina Park Board Member Steel informed the Park Board they have determined what is available to them as far as cost analysis and they are writing up their recommendations focusing on the athletic associations. She indicated the working group would like more athletic association feedback on their recommendations and have a discussion with them on what they think. She asked if they should have that discussion or is it something to wait and have in front of the Park Board. Mr. Keprios responded if you want the athletic associations to work with you to establish policy then he would do it outside of the Park Board. If you want to set a policy and tell them this is the way it's going to be then he would have it at a Park Board meeting. VI. F. Grandview Plan Update — Ellen Jones, Edina Park Board Member Jones showed the Park Board a draft of the Grandview Plan with the concept drawings of visions. She noted it shows a 30 year time frame of how the area may grow and develop. She added that obviously the City doesn't own all of the pieces of property shown. She noted you can find all of the reports and access the draft of this plan at "edinacitizenengagement.org/Grandview/". She noted at the website you can also review the public process as it has been to date as well as the next step in the public review process and you can join the blog. Member Deeds indicated that he is trying to get a sense of scale on the community center. Member Jones replied the plans are more framework than actual plans. She indicated that she thinks the small area plan would appreciate having advice on what the city would need and what programming would be appropriate. She noted they could also look at whether or not they could consolidate some of their other functions to more efficiently utilize city funds to programs for people. Member Jones suggested that the Park Board create a working group to look into what the programming aspect of their community building would be and advise the small area plan. Member Steel commented that as far as programs and services she thinks they need a comprehensive look at the city and not just one entity. She added that she doesn't know if this is just a Park Board issue. Member Jones replied she agrees and thinks they need to have a very broad scope to look at how this would be utilized and to make it successful they would need to really look at all of their current services. Mr. Keprios replied from a staff standpoint if they are going to discuss this in March then he thinks the Park Board should weigh in on it. He stated that in his opinion it shouldn't be a solution looking for a need. They need to find out what the needs and desires are first. Mr. Keprios suggested that we should take this one step further than a working group. He thinks they will need to hire a professional firm to do focus groups and studies and identify what the unmet needs and desires in the community are. He stated if they are going to look at a community center they need to identify what the needs are and he doesn't think a working group is going to have the resources to do that. Member Jones commented that the process so far has been very open and transparent and if they were to hire a group to do surveys she wants to be sure they keep that same process. She would also like to make sure they keep their involvement in it somehow. VIL CORRESPONDENCE AND PETITIONS None VIII. CHAIR AND BOARD MEMBER COMMENTS Chair Hulbert thanked Members Fronek and Lough for their years of time and service; they all appreciate it very much. Member Deeds indicated that for an inner -ring suburb like Edina amenities are critical and the only thing that distinguishes them and keeps the property values up is the education system and the amenities; that is why people live here. He pointed out that he thinks they need to develop a long-term vision because coming at it from the outside it looks like they've had a lot of haphazard development to some degree that's grown over the years. He noted there is very little space left in the city and they have things spread all over in very small pieces. He stated that as a Park Board he thinks they need to take a serious strategic perspective thinking about what the amenity needs of the community are going to be over the next 10, 20, 30 years. He noted that they need to move forward and figure out how they can stay at the top of the list as a desirable community for people to live in. Therefore, they need to think more strategically at a little larger picture than they do. IX. STAFF COMMENTS Mr. Keprios stated that he would also like to thank Members Fronek and Lough for their great service. He added that the City Council will be appropriately recognizing both members at the annual Board and Commission meeting in March. Mr. Keprios informed the Park Board that their outdoor ice rinks have been open with the exception of the past two days. He indicated that staff has done a phenomenal job with the outdoor rinks. They have even gone the extra mile and have gone to the local indoor ice arenas to get their ice shavings to pack along the boards to try to maintain some of the ice. Chair Hulbert added he has been very impressed with the quality of ice and still being able to skate. Mr. Keprios informed the Park Board they had their Winter Ice Festival at Centennial Lakes and Mr. Shirley and Ms. Knollmaier did a fabulous job. Mr. Keprios informed the Park Board that they opened the executive golf course at Braemar today and charged $10.00 around and filled every tee time. In addition, he also saw some people playing tennis at Utley Park. Meeting adjourned at 8:17 pm MINUTES OF THE SPECIAL MEETING OF THE PARK BOARD HELD AT CITY HALL JANUARY 23, 2012 7:00 PM I. CALL TO ORDER Chair Hulbert called the meeting to order at 7:03 pm IL ROLLCALL Answering roll call were Members Peterson, Deeds, Hulbert, Fronek, Segreto, Jones III. APPROVAL OF MEETING AGENDA Member Peterson made a motion, seconded by Member Fronek, approving the meeting agenda. Ayes: Peterson, Deeds, Hulbert, Fronek, Segreto, Jones Motion carried. IV. COMMUNITY COMMENT None V. REPORTS/RECOMMENDATIONS VIA. Hornet's Nest at Braemar Arena Proposal Eric Anderson, 6501 Indian Hills Road, introduced the following board members from the "Drive for the Hive — The Hornet's Nest " that were present: Marty Nanne, Greg Dornbach, John Foust, Bill Brauer, Steve Brown and Lenore Everson. He gave a presentation to the Park Board and presented a proposal to build a two-story building addition just to the North of Braemar West Arena. The building would include permanent locker room facilities for both Boys and Girls Varsity and Junior Varsity hockey teams as well as it would include a space for a training facility, a pro shop retail store, and a quick serve restaurant. Member Peterson asked if there was anything they wanted to add but didn't because of expenses. Mr. Anderson replied in terms of the locker rooms and training facility he would say no. Member Deeds stated that he appreciates the board's community spirit in willing to try to get something done. He indicated that he is from San Diego where hockey is not as big and he sees hockey as any other High School sport. He noted this is a School District activity and asked where the School District is in this. Mr. Anderson replied the way he thinks the School District would answer that is in times like we have right now certainly communities need to try to figure out ways to collaboratively put some things together. He noted that they have talked to the School Board and they are in full support of the project, they just don't have the money to contribute. He explained that is how and why they, as community members, are trying to come up with private donations and include private business leases in the project to help pay the capital debt. Member Deeds asked just to be clear on the details the basic deal is a $1,000,000 contribution from a 501 C3 and the City puts up $3,000,000, the land and bears the risk. In addition, if there are any shortfalls it will be made up out of City funds. Mr. Anderson replied they are trying to put together a $1,000,000 private contribution and are asking the City to provide a $3,000,000 bond and that the land be donated as well. Member Deeds asked but it will become part of the overall operating costs. For example, if the retail space only rents for half of what you expect the shortfall falls on the Parks and Recreation Department budget and becomes part of the overall operating costs of Braemar. Mr. Anderson replied that he thinks what they are going to find is that they are going to have to get the leases done prior to getting the funds so they don't have those kind of shortfalls. However, at the end of the day, the City does have some risk. Member Deeds indicated they were shown a lot of community School District based facilities. He asked is it tradition that cities buy hockey facilities for the High Schools or did those come from the School Districts. Mr. Anderson replied he is not an expert on all of the facilities that are out there. However, if you go to all of the communities that are around by and large a lot of those were done by the cities themselves. Mr. Anderson pointed out that what they are looking at here is a partnership of public and private so it is a little bit different than what has been done in the past. Member Deeds stated as this moves forward he would like to try to get an understanding on what the tradition is in all of this. Member Deeds asked as far as the 501C3 is concerned is it set up and does it have commitments at this point. Mr. Anderson replied they've established "Drive for the Hive", which is a 501 C3 and they do not have commitments in a bank account; however, they have had verbal commitments from several donors that total approximately $275,000 out of the million dollars that they intend to raise. Member Jones stated that given the City's widespread participation and proven excellence in hockey and the City stated goal of offering premier parks and recreational facilities she is extremely interested in carefully examining the proposal. She wants to first show her appreciation to the entire group that has brought this proposal forward in a time where the City is contending with serious budgetary constraints and reductions it is both inspiring and helpful to have people willing to give their time, talents and money to make Edina a better place. She indicated that last year Braemar Arena had revenues of $1,349,000 and expenses of $1,654,000 therefore operating at a loss of $306,000 to which the cost recovery was 82% of its operating budget. She pointed out that City expenditures going to the arena also include capital improvement plan projects funded by the City's construction fund. Also plan projects already approved in the five year plan average $138,000 a year for the next five years. Additionally, the arena carries a debt of $3,471,000 with 20 years left on that debt and the arena currently makes an annual debt payment of about $173,000. She pointed out that given all of these current budget items if this year is similar to last year the arena will cost the City approximately $617,000 more than it brings in. This is nowhere near the financial goals set forth in the comprehensive plan. She stated that she wants to be clear that she does not think that the arena itself needs to recover 100% of its operating costs but the current flow of the City money to skaters past, present and future of the arena is not justifiable. She indicated that she must consider this proposal as it integrates into the bigger question, how can Edina maintain and update Braemar Arena to meet the premier standards that Edina residents expect while being financial responsible. Member Jones indicated that she agrees the locker rooms are outdated, undersized and quite honestly disgraceful. She asked Mr. Anderson if they have considered remodeling that end of the arena so that the remodel project would include improvements to the arena. Mr. Anderson replied they did but discovered the cost would exceed what the cost of a new facility would be. Mr. Anderson informed the Park Board that one of the things they think the project will be able to do is generate increased revenue for Braemar Arena. Susie Miller, Manager of Braemar Arena, explained where they foresee generating additional revenue is during the offseason. Currently Edina residents are traveling to neighboring communities because they are able to get dry land training and ice time in one area. Chair Hulbert commented that last year they missed out on a hockey camp and asked how big the camp was. Ms. Miller replied it was approximately $23,000 in revenue but it was a hockey camp that also wanted access to dry land training. Chair Hulbert asked are there other people that run camps that would want to run their camps at Braemar or would we be running camps of our own. Ms. Miller replied Braemar would lease the area to someone that is highly respected within the hockey community and where they would see the benefit is with the ice sales and possibly concessions, things like that. Mr. Anderson added that some of the potential lessees will be folks like VeloCity Ice Center in Eden Prairie, who run a training facility, as well as AAA hockey teams. He noted that AAA hockey teams play all summer long and what they want is to be able to have an ice sheet and a training facility under one roof. Member Fronek asked say the "Drive for the Hive" raises the money and the structure is built would it be run by the City or what kind of management structure are they looking at. Ms. Miller responded that they would manage the lease but that the lessee would run the dry land training component. Mr. Anderson explained if they were to lease it out to someone like VeloCity they would be signing a triple net lease which means they are not only going to be responsible for the base rent but they would be responsible for their pro rata share of the operating expenses as well as any taxes that may be associated with it. He pointed out from an expense perspective the City would get back approximately 98% to 99% of what the expenses are associated with those tenants. Member Fronek asked how they envision access for the High School teams. Mr. Anderson replied the High School teams will have access to lower level locker rooms and will be a paying tenant just like everyone else on the upper level. He explained that is what the private donation is about. Also, the operating expenses that are associated with that would be made up through the cash flow projections and that money would go back to contribute to the ongoing operating expenses. Member Fronek stated obviously there would be some sort of priority access for the High School teams to which Mr. Anderson replied yes. Chair Hulbert asked; "What is a quick serve restaurant?" Mr. Anderson explained a good example would be a "Noodles and Company". It's not a white linen sit down restaurant but it's not a McDonalds either. Chair Hulbert asked if there would be wine or beer. Mr. Anderson replied being that it is a collaborative process they would need to work through that. He stated they could then charge more rent for it but he also understands in the City of Edina there are certain rules and regulations. Chair Hulbert asked how the project compares to the other schools that have locker rooms and training facilities. Mr. Anderson responded he would say it's comparable to what Minnetonka has in terms of size; it's four locker rooms with a training facility above and has a little bit of retail. Chair Hulbert asked do they run their own dry land and training facility or do they use a third party. Mr. Anderson replied he does not know the answer to that. Chair Hulbert commented that he did go and look at the locker rooms and they almost look like they should be condemned, some of them are pretty bad. Chair Hulbert commented that one of the beauties of Braemar Ice Arena is when you go in the front door you have immediate access to the three ice arenas and the concession stand, it flows very well. He indicated that he was wondering, like Member Jones stated, that the community's appetite might be greater for this project if you put it on the south end of the west arena even if the cost was greater. He noted you could renovate the old locker rooms that are down there and still have the grand entrance. Mr. Anderson replied that as a board they are open to working through a collaborative process to try and figure out the best way to do it. He added if they go through the collaborative process and find out that it's economical to put locker rooms down in that area then it would be something they would explore. He noted they are happy to explore what those alternatives are and be as open as they can in terms of this is exactly what we see and why we see it that way. Mr. Anderson pointed out that he will tell you a retailer would be very averse to going inside the lobby of Braemar Arena because there is no visibility there. Where it is located on the drawing there is visibility from Highway 169 and noted that it could also serve the people who play at those baseball and- soccer fields. Member Deeds indicated on the number side of things it's nicely formatted and it put together well but it's a trust statement. There is no documentation to back up any of it. He asked if the furnishings, fixtures, weight training facility, etc., were covered in the $125.00. Mr. Anderson replied yes, those items are included in the $125.00 per square foot. He commented that they do have a line item break down done by Kraus Anderson which he would be happy to share. He explained as far as the weight training facility they would essentially be providing a shell. The lessee would be signing a ten year triple net lease in which they would be responsible for bringing in their own weight equipment. Member Deeds commented on the revenue estimate side of things they don't appear overly conservative. He stated in going forward he would encourage the board to take things apart, he likes to see ranges. Show a best case and a worst case expected kind of thing that begins to explain the assumptions underneath it, what is the potential shortfall because if it comes up short the City is on the hook. He added if you were going anywhere near a bank for a loan this isn't going to cut it. Mr. Anderson replied without a question a bank would be asking them for a lot of different things and he would expect that. Member Deeds asked what is the board looking for that moves this forward. Mr. Anderson replied it's a collaborative process and this board has spent the last 14 to 18 months to get to this point. He noted they are certainly willing to roll up their sleeves and work where they need to work so the question would be what does the Park Board need from them in order to move forward. Member Deeds replied to be completely honest a conversation with the School District. He stated he recognizes the need but the question is, is this solely the City's responsibility. He noted that he thinks it's fantastic what the board is doing but the School District is facing the exact same economic situation that the City is facing. The School District has the exact same challenges and economic environment as the City and therefore before they move too much forward he would like to know that the School District has to say in all of this. He added that at the end of the day this is a School District program, it's not a City program. Member Deeds pointed out that he understands the City owns Braemar Arena and they may need to upgrade it but he would encourage the board to beat on the School District a little bit because it's their responsibility at least as much as it is the City's. Mr. Anderson replied they have had meetings with the School Board and will continue to have meetings with them. He noted they would also be happy to attend any joint meetings between the City and the School Board to try and work through to a resolution. Mr. Brown indicated they have had conversations with the School Board and they are in support of the project. He noted this is a unique situation whereby the $1,000,000 kind of takes over that High School component and funds it. He stated they understand this is not the City's obligation, it's the schools. He explained that people who were supportive of the program are coming forward with cash saying they want to help compensate for it because it's not part of the City's obligation. He added that this is not only going to benefit the High School but the Edina Hockey Association as well as others. The $1,000,000 component is a unique structure that says we know it's not the City's obligation but we need you to help us finance it and we are trying to mitigate the risk. Member Jones stated that she needs to clarify if there are restrictions on donations that you are placing on your contribution. She noted when you are talking about these locker rooms that have designations for varsity and junior varsity there is no lease to the locker room space and therefore she would like to know if you are thinking that is the condition of your donation. Mr. Anderson replied that is correct because there is no lease that goes with the locker rooms right now. He noted that is in large a part of what the donations are there to do is to supplement that and that is the reason they are trying to move forward with this. Member Deeds stated that in terms of the donation the High School will be getting four locker rooms for the $1,000,000 donation from the fund and you are going to have those doctrines in perpetuity and in exchange, the City gets the square space above the locker rooms for lease. Mr. Anderson replied that is correct. Member Jones pointed out that she believes only 75% of Edina residents live within the Edina School District. Therefore she believes 25% of people who pay taxes in Edina are supporting a rink that will now have designated locker space to which their children will not be eligible. She stated she just want to mention that as a potential wrinkle. Mr. Anderson informed the Park Board that at the moment the EHA is short on ice during the winter season and they are renting ice at a number of arenas around the Twin Cities. He noted when they first approached the EHA to see if they would be interested in renting the facility they said yes. EHA also stated that they would be interested in providing a portion of the fees that are paid to EHA to go toward the training facility. He explained what they are concerned about on the onset was if they are asking people to do that it's going to be an additional amount on top of what they are already paying and hockey is an expensive sport. He pointed out what they did discover that instead of driving to arenas all over the Twin Cities that they could put those funds into the training facility. He stated that he thinks that commitment comes out to a little over $100,000 from the EHA. He added that commitment in and of itself will go a long way towards paying the rent that they are projecting for the upper floor of the facility. Member Deeds asked Ms. Miller if she could attempt to quantify what the impact of the offseason utilization might look like and how that would impact the finances of Braemar Arena. Ms. Miller replied that she will happy to do the research. Member Fronek asked Mr. Keprios and Ms. Miller for their perspective on the project as well as give a little background on the financing of the gyms at South View because that project was combined with the City and School. Mr. Keprios explained that those two gymnasiums were paid 100% by the City of Edina to cover all construction costs. He noted that they do have a Facility Use Agreement with the School District that has a life of 30 years. He explained that the agreement states that the City will pay all operating expenses and capital improvements to the School District and in return the school will operate and manage the two gyms. He noted that when the School District uses those gyms they do pay a fee to rent them and what they do is take that amount off the top of the operating expenses. Mr. Keprios informed the Park Board that from a staff perspective this is a request he has heard since he started working for the City of Edina over 30 years ago. He noted they have been trying hard to find a way to get it done but it always seems to fall apart when the School District is asked to pay for any of it. He stated from a staff perspective there are some really great positive things here. He noted that staff will do their job and do the research requested by Park Board. Also staff will find out how other communities have financed their locker rooms. He noted that he believes Mr. Anderson and his team will provide a breakdown of the square footage costs as well as give a little more detail on who is actually going to sign a ten year lease and what is the potential shortfall. Mr. Keprios stated staff will chase all of the information the Park Board would like them to and that they as staff are supportive of the project and the concept and hopefully together we will be able to find a way to get it done. Member Deeds asked Mr. Anderson if he could get some written letters of commitment regarding the $1,000,000. He knows you have verbal commitments but would like to see something in writing. Mr. Anderson replied he can do that. Member Jones noted she was wondering if they lease this out to other teams during the summer are the locker rooms designated for the High School players all year long or are they left idle during the off season. Mr. Anderson replied that is something they will have to study and look at as they move forward. He added that he is not sure what benefit it provides because there are a number of locker rooms for each of the rinks that is sufficient for use throughout the summer, but is something they can explore. Member Jones asked where is the facilities inventory at with the arena, what are the potential needs even going out further than five years. Mr. Keprios replied that to best answer that question he would like to take time to visit with his staff first because he doesn't have all of the answers here tonight. He indicated as the Park Board knows, they just invested an additional $2.2 million into the West Arena that was planned approximately 15 years ago. He noted that they need to get an analysis of the East and South Arenas and when those will be due to get done. Chair Hulbert commented there is a lot to get excited about looking at this; however, he thinks it would be mutually beneficial to get more information put together. Mr. Keprios suggested that staff assemble the notes from this meeting and put it on the February agenda. He noted that hopefully there will be a quorum at that meeting where they can take formal action and forward it on to the City Council. He stated that a lot of excellent questions have been asked and they will do their best to get them answered. Mr. Anderson commented that he agrees with Mr. Keprios and they hope to answer all of the Park Board's questions as best they can. Meeting adjourned at 8:23 pm. To: From: Date Subject: REPORT/RECOMMENDATION EDINA PARK BOARD John Keprios, Director Park and Recreation Department February 14, 2012 Agenda Item Item No. II. WELCOME NEW PARK BOARD MEMBERS ACTION REQUESTED: No formal action is requested on this Park Board Agenda item. ❑ Action DDiscussion NInformation INFORMATION/BACKGROUND: The staff and Park Board are pleased to welcome our three new Park Board members: • Cathy Cella, School Board Representative • Daniel Gieseke • Kathryn Peterson The three outgoing Park Board members are: • Todd Fronek • Bill Lough • Randy Meyer, School Board Representative The outgoing members will be recognized for service at the Annual Board and Commission Dinner Meeting on Monday, March 19, 2012, 5:00 p.m. in the Hughes Pavilion in Centennial Lakes Park. oe �o ]SEIB 1898 REPORT/RECOMMENDATION To: 7 EDINA PARK BOARD Agenda Item Item No. VII. A. From: John Keprios, Director Park and Recreation Department Action Discussion Information Date: February 14, 2012 Subject: Hornet's Nest at Braemar Arena ACTION REQUESTED: Staff recommends that the Park Board approve the Hornet's Nest proposal project at Braemar Arena in concept and assign two or more Park Board members to a Working Group to explore all options needed to move the project forward. INFORMATION/BACKGROUND: At the January 23, 2012 Special Park Board meeting, the Park Board heard a presentation from Eric Anderson and his colleagues regarding the Hornet's Nest proposal at Braemar Arena. The proposal is to build a two-story building addition just to the north of Braemar West Arena. This addition would include permanent locker room facilities for the Edina High School's boys' and girls' varsity and junior varsity hockey teams on the lower level. The upper level would include space for a training facility, a pro shop retail store, and a quick serve restaurant. The Park Board asked numerous questions of Mr. Anderson and his colleagues and staff. It was agreed that the questions could be researched in time to place the issue on the Park Board's February 14, 2012 agenda. Capital and Operational Funding Research One question asked about how are similar locker room facilities on City property traditionally funded in other communities. The Park Board also asked what the School District's and Edina Booster Club's level of involvement are regarding capital and maintenance expenses. Braemar Arena's General Manager Susie Miller researched those questions and her findings are shown on Attachment A. Ms. Miller's research shows that of the ten (10) City -owned arenas, the School District or School Booster Club assisted with paying for varsity locker rooms and/or their amenities in 8 of the 10 arenas. In all three (3) privately owned arenas (Blaine, Spring Lake Park and Anoka) the School District or School Booster Club invested significant dollars towards the construction of locker rooms; however, the private owner of the Anoka Arena covered the cost of the shell and the owner of the Blaine and Spring Lake Park Arenas covered the cost of mechanical equipment and the space needed for the equipment. In most cases, the varsity teams are held responsible for doing their own cleaning of the locker rooms. Only one of the 13 arenas (Eagan) adds an additional fee to the teams' ice rental to cover the cost of cleaning and utilities. The City of Woodbury states in their agreement the following: Ongoinq Maintenance: The Booster organizations, Club and ISD 833 are responsible for all cleaning, painting, repair and any other routine maintenance needs of the locker rooms including but not limited to damage wear and tear to any attached fixtures provided by the Booster organizations, flooring, cabinetry, stalls, benches, lockers, and related items. The Booster Organizations and Club shall also be responsible for replacement of such items as well as the daily cleaning, disinfecting and operation of the locker rooms. The City has the unrestricted right to inspect the locker rooms without limitation and to require Booster organizations, Club or ISD 833 to perform any reasonable and necessary repair of the locker rooms and its fixtures. The City will assume responsibility for the repair and replacement of items covered within the initial construction of the locker rooms such as water heaters, HVAC equipment, plumbing, electrical etc., however City reserves the right to charge back the Booster Organizations and Club for any damage caused by abuse or vandalism by the participants. City will also provide basic utilities (water, sewer and garbage service) to the site with no direct additional charge to Club but does reserve the right to recoup these and other costs from ice time charges. Utility Costs: The City anticipates that the Booster organizations, Club and ISD 833 use of the locker rooms creates the potential for energy, water, sewer, garbage costs or other operating expenses unique to the use of the locker rooms. The City intends to monitor such costs, and to the extent that unique costs are identified, the City reserves the right to incorporate such operating costs into the hourly ice time charges the City charges ISD 833 in 2012 and subsequent years. In all but one case (Providence locker rooms in the Plymouth Arena), the City or private owner assisted in the cost of constructing varsity locker rooms. Additional Ice Sales Due to Dry -Land Training Facility The Park Board asked how much more ice time would Braemar Arena expect to sell due to the addition of a dry -land training facility. General Manager Susie Miller estimates that Braemar Arena could expect to sell an additional 320 hours of ice which is $48,000 in additional annual revenue just by simply adding a dry -land training facility component. Long -Term Facility Needs Staff was asked what the long-term facility needs are for Braemar Arena's three rinks. There are a number of long-term facility enhancements that appear obvious to staff; however, we need professional consulting assistance for us to establish a more comprehensive list of long-term renovations that are not as obvious. Professional consultants can give us better idea of the life of our building shell, roof and refrigeration systems including piping, flooring and all mechanical equipment (compressors, water heaters, dehumidification units, pumps, furnaces, etc.). In addition to adding a dry land training facility and varsity and junior varsity locker rooms, Braemar Arena facility improvements that appear obvious to staff include: • Removing Plexiglas wall in West Arena and replace with metal railings ($30,000 - unfunded). • Replacement of 3 Carrier brand furnaces and 2 condensing units attached to the furnaces ($21,300 — unfunded). • Repairing water system ($60,000 in 2013 CIP). • Parking lot resurfacing ($125,000 in 2012 CIP; $35,000 in 2013 CIP). • Replacing make-up water tanks ($50,000 in 2015 CIP). • Replace Zamboni ($140,000 in 2014 CIP; $140,000 in 2016 CIP). • Renovate, expand and update locker rooms/shower rooms/toilet facilities in all three rinks (cost TBD). • Replace ceiling tiles in administrative offices, main entrance and other dated ceilings throughout the building (cost TBD). • Painting walls in West Arena (cost TBD). The long-term renovations list should include investing in energy savings equipment and initiatives to reduce energy costs. A professional consultant can assist us with energy savings technologies that are currently available and offer suggestions of what future energy saving technologies might be on the horizon. $125 Per Square Foot Breakdown Mr. Anderson was asked to provide a breakdown of the estimated $125 per square foot construction cost. Mr. Anderson provided a breakdown of Kraus -Anderson's estimates which are shown in Attachment B. Mr. Anderson informs me that Kraus -Anderson has not been awarded or promised that they would get this work. Mr. Anderson also informs me that the estimate includes the cost of lockers, permits, insurance, testing, architectural design fee as well as a 3.75% contingency. Staff Recommendation Staff believes that the addition of a dry land training facility is an important addition to Braemar Arena to keep the facility vibrant and competitive in the marketplace. Staff also supports the addition of varsity and junior varsity locker rooms. We see the School District as a very valuable and important customer with an amazing hockey tradition that builds a sense of community. We also believe that the locker rooms will meet our residents' expectations of Edina's standards and keeps pace with surrounding community facilities. Staff also believes that the proposed Pro Shop and quick serve restaurant components need to be further studied. A quick serve restaurant and a Pro Shop in that location may not be sustainable and may pose an unacceptable financial risk to the City. We are not suggesting that we completely rule -out a restaurant and Pro Shop at this time but rather seek real commitments in writing with guarantees that minimize the City's financial risk. In the end, it may be more feasible for the City to finance a smaller project through tax -supported lease revenue bonds that does not include a restaurant or Pro Shop. Staff suggests that we work closely with the Drive for the Hive organization to explore all alternative plans and locations on the Braemar Arena campus site that includes locker rooms and dry land training facilities. We believe there may be an alternative plan or two that minimizes the long-term financial risk to the City and still results in quality varsity locker rooms and a dry land training facility that meets expectations. Staff recommends that the Park Board approve the Hornet's Nest proposal project at Braemar Arena in concept and assign two or more Park Board members to a Working Group to explore all options needed to move the project forward. This Working Group would also include members of the Drive for the Hive organization and City staff. ATTACHMENTS: A — Spreadsheet Results of Funding Research B — Breakdown of $125 Cost per Square Foot I F— Z SW 2 V a a 4 tin aO on on OD c CLO o cn c c t � v ca co co ca c 3 c tiA_v _v a, t M U L •C J .Q U U O NC (d L O L O L O O +- U L L O O 4p- L .I G 4- �..I .O - 4- 4-- a) Qi O O rvcn co u U Q Q Q Gn Q- CL O OL �- ate+ O vii d�A L Ln p a1 -6 VI L i1 t L p I � Y cu U U O U aJ N VI V1 a) 2 U a� N V1 E 2 p. o N 3 o m c E p t U coo ai M pi a) O O � M M L O N 4_ U � c L � +, p • � � N iJ •i--� >� � C O v p I I I I I a= U Q v Q c O M cu t a ❑. `^ 0 0 0 A aJ }� Q O O v a O 0 0 U p `^ O O O o z u 3v}cO Ln c vzzzc� ozz� Mzz `4-° E v 3z z z U 4- O C: M MQ Q LL c Q m U Qcu ac) > i N Vf f0 N N O C L L ai v o a 3 L N -0 � n, — N Ln a) u a) i U +-' — — — — t o t °' 3 n 3 O N *' CU 4-1 f6 0 N N N O N M p L O H 3 Q Q -a -a -0 Lr -a O -0 �` cu >` O p 'a L a� a) a, aj "a � -a -0 -0 -a � -a Q .O 41 L D- } L � bn > •> •> .O Ln > '� > > N O O O O p N p L L L L O a L O p a a a a` z} a l7 0_ a 'a ai a U} U M co O L O =S OOp O41 i d •L >- Ln Y } } N Y a v) > E E O � p c�i� c O O a M U C: 0O O L + o a O $- f6 �, ° 3 i Uai a0 L a >> >> O O� N u O vi O O O 0p O O p O O L "a v) 0 p 0) a) O ;_, O 0 O Q1 Ln r'4 ao a r "Ln a N Ln LLn U d U O O O t}V). a7O Np 0 ai I I I I v Y N I) a E o to of > N of Vi U Vf C U to { o D Q c U } Z> } }} 0 0} >- co >-- 0a) O} N O cr O cr Z Y O U VI {n N N N o V1 N H N fn N VI VI O } Z Z Z Y M J O cM Y G a V) OM UO a 41 � a a = c a -a 'a 3 m a 0 7 vi N � n3 u O -a L +� ° a, v m a C7 - C Y v a1 W 'n LU f6 O O ro L CO a Q O U L U 2 w > Q a V) co t% ca N 0 _) b L 'M L a QQ -a 4.1 7 l_n M Q a) C O L N z LLQ O L C cp E p O J f6 dA ]C O = O M p U-0 M >, O +; O C O C Q m 0:: w w a N LL. Q U U Date: 2/7/2012 KRAUS-ANDERSON. Revision# 2 . CONSTRUCTION COMPANY Revision Date: Owner: Eric Anderson Project Start: TBD Project: Braemar Ice Rink Completion: TBD Location: Edina, MN Tax Percent: Designer: TBD % Cost Escalation: Area: 31,500 SF $124.60 /SF Project Manager: Brett Baldry Item Unit Cost/ Percent Item Description Quantity UOM Unit Cost Bldg. Area Dir. Cost Total Cost SITE PREPARATORY WORK 01 3200 Site Surveying & Layout 1 1500 $0.05 0.04% $1,500 01 3500 Access Roads, Staging Areas & Parking 1 2000 $0.06 0.05% $2,000 01 5600 Construction Fencing & Barricades 1 500 $0.02 0.01% $500 01 5700 Storm Water & Erosion Control Plan 1 1700 $0.05 0.04% $1,700 01 7000 Progress Cleaning (streets & site) 1 1000 $0.03 0.03% $1,000 33 0000 Utility Relocation 1 5000 $0.16 0.13% $5,000 SYSTEM TOTAL $0.37 0.30% $11,700 BUILDING STRUCTURE Foundation Systems 312000 Excavations for Foundations 1 75000 $2.38 1.91% $75,000 Building Structure (superstructure) 03 1113 Concrete Footings 650 If 25 $0.52 0.41% $16,250 Concrete Pad Footings 12 ea 2000 $0.76 0.61% $24,000 03 2000 Structural Cast-In-Place Concrete 8,775 sf 15.5 $4.32 3.47% $136,013 2" Concrete Topping 16,500 sf 3 $1.57 1.26% $49,500 Slab on Grade 16,500 sf 4 $2.10 1.68% $66,000 034000 Precast Structural Concrete 16,500 sf 11 $5.76 4.62% $181,500 042000 Interior Concrete Unit Masonry 26,110 sf 12 $9.95 7.98% $313,320 Exterior Masonry System 10,880 sf 15 $5.18 4.16% $163,200 051000 Structural Steel Framing 16,500 sf 6 $3.14 2.52% $99,000 052000 Metal Joists 16,500 sf 5 $2.62 2.10% $82,500 05 3000 Metal Decking 16,500 sf 4 $2.10 1.68% $66,000 055000 Metal Fabrications 1 15000 $0.48 0.38% $15,000 Fire and Smoke Protection 078110 Spray-Applied Fireproofing 0 0 $0.00 0.00% $0 078400 Fire stopping 1 5000 $0.16 0.13% $5,000 SYSTEM TOTAL $41.02 32.92% $1,292,283 EXTERIOR ENCLOSURE - SHELL Exterior Wall Systems 04 2100 Brick Veneer Wall Systems 10,880 sf 15 $5.18 4.16% $163,200 06 1000 Rough Carpentry 1 Is 15000 $0.48 0.38% $15,000 07 1200 Waterproofing 8,775 sf 2 $0.56 0.45% $17,550 07 5000 Membrane Roof 16,500 sf 8 $4.19 3.36% $132,000 079210 Exterior Sealants 1 Is 12000 $0.38 0.31% $12,000 Exterior Doors 083000 Exterior Specialty Doors 2 Is 6000 $0.38 0.31% $12,000 Exterior Windows & Curtain Wall 08 4000 Entrances, Storefront & Curtain Walls 300 sf 75 $0.71 0.57% $22,500 085000 Windows 6x8 1,200 sf 55 $2.10 1.68% $66,000 Exterior Louvers 08 9100 Louvers 1 Is 3500 $0.11 0.09% $3,500 08 9300 Vents 1 Is 1750 $0.06 0.04% $1,750 -ITT-OTAL 1 $14.141 11.35 % $445,500 $11,700 $1,292,283 $445,500 Braemar Ice rinkSystems Estimate2-7-12 - Tab 1- Systems Est Page 2 of 4 Print Date: 2!1/2012 Date: 2/7/2012 KRAUS-ANDERSON® Revision # 2 CONSTRUCTION COMPANY Revision Date: Owner: Eric Anderson Project Start: TBD Project: Braemar Ice Rink Completion: TBD Location: Edina, MN Tax Percent: Designer: TBD % Cost Escalation: Area: 31,500 SF $124.60 /SF Project Manager: Brett Baldry Item Unit Cost/ Percent Item Description Quantity UOM Unit Cost Bldg. Area Dir. Cost Total Cost SUMMARY: SITE PREPARATORY WORK $0.37 0.30% $11,700 BUILDING STRUCTURE $41.02 32.92% $1,292,283 EXTERIOR ENCLOSURE - SHELL $14.14 11.35% $445,500 INTERIOR CONSTRUCTION $9.21 7.39% $290,200 EQUIPMENT & FURNISHINGS $3.43 2.75% $108,000 SPECIAL CONSTRUCTION $0.00 0.00% $0 CONVEYING SYSTEMS $0.00 0.00% $0 MECHANICAL $21.90 17.58% $690,000 ELECTRICAL $5.08 4.08% $160,000 SITEWORK $2.95 2.37% $93,000 GENERAL CONDITIONS $9.05 7.26% $285,000 PERMITS, INSURANCE & TESTING $9.72 7.80% $306,304 CONTINGENCY $4.68 3.75% $147,279 ESCALATION $0.00 0.00% $0 SUBTOTAL $121.56 97.56% $3,829,266 CONTRACTOR FEE $3.04 2.44% $95,732 TOTAL ESTIMATED COST $124.60 100.00 % $3,924,997 $3,829,266 Braemar Ice rinkSystems Estimate2-7-12 -Tab 1- Systems Est Page 1 of 4 Pnnt Date: 2/7/2012 Date: 2/7/2012 �aKRAUS-ANDERSON. Revision # 2 CONSTRUCTION COMPANY Revision Date: Owner: Eric Anderson Project Start: TBD Project: Braemar Ice Rink Completion: TBD Location: Edina, MN Tax Percent: Designer: TBD % Cost Escalation: Area: 31,500 SF $124.60 / SF Project Manager: Brett Baldry Item Unit Cost/ Percent Item Description Quantity UOM Unit Cost Bldg. Area Dir. Cost Total Cost INTERIOR CONSTRUCTION Finish Carpentry 1 Is 10000 $0.32 0.25% $10,000 062000 06 4000 Architectural Woodwork 1 Is 15000 $0.48 0.38% $15,000 07 9220 Interior Sealants 1 Is 5500 $0.17 0.14% $5,500 081100 Single Interior Hollow Metal Doors 18 ea 1160 $0.66 0.53% $20,880 082000 Double Hollow Metal Doors 4 ea 2200 $0.28 0.22% $8,800 083000 Interior Specialty Doors 2 ea 5000 $0.32 0.25% $10,000 08 3100 Access Doors & Panels 1 Is 1000 $0.03 0.03% $1,000 092000 Drywall Construction 1,200 sf 6 $0.23 0.18% $7,200 095600 Plaster Ceiling 2,840 sf 10 $0.90 0.72% $28,400 096000 Rubber Flooring 29,000 sf 3 $2.76 2.22% $87,000 096100 High Endurance Flooring 1,200 sf 10 $0.38 0.31% $12,000 099000 Painting 58,800 sf 0.9 $1.68 1.35% $52,920 099120 Interior Ceiling Painting 31,500 sf 1 $1.00 0.80% $31,500 SYSTEM TOTAL $9.21 $0.07 & FURNISHINGS11 5000Lockers 144 ea 750 $3.43 2.75% ;$290,200EQUIPMENT 8,000SYSTEM TOTAL $3.43 2.75% 8,000 SPECIAL CONSTRUCTION SYSTEM TOTAL $0.00 0.00% $0 CONVEYING SYSTEMS 14 2000 Elevators $0.00 0.00% $0 SYSTEM TOTAL $0.00 0.00% $0 MECHANICAL 21 0000 Fire Protection 31,000 sf 2 $1.97 1.58% $62,000 22 0000 Plumbing/HVAC 1 Is 628000 $19.94 16.00% $628,000 SYSTEM TOTAL $21.90 17.58% $690,000 ELECTRICAL 1 Is 160000 $5.08 4.08% $160,000 260000 Electrical incld $0.00 0.00% $0 270000 Communications incld $0.00 0.00% $0 280000 Electronic Safety & Security SYSTEM TOTAL $5.08 4.08% $160,000 SITEWORK 32 1400 Paving 1 Is 10500 $0.33 0.27% $10,500 323000 Site Improvements 1 Is 10000 $0.32 0.25% $10,000 331000 Site Water Systems 1 Is 17500 $0.56 0.45% $17,500 33 3000 Site Sanitary Systems 1 Is 25000 $0.79 0.64% $25,000 33 4000 Site Storm Systems 1 Is 30000 $0.95 0.76% $30,000 SYSTEM TOTAL $2.95 2.37% $93,000 GENERAL CONDITIONS General Conditions 1 285000 $9.05 7.26% $285,000 SYSTEM TOTAL $9.05 7.26% $285,000 $290,200 $108,000 $0 $0 $690,000 $160,000 $93,000 $285,000 Braemar Ice rinkSystems Estimate2-7-12 -Tab 1- Systems Est Page 3 of 4 Print Date: 2/7/2012 Braemar Ice rinkSystems Estimate2-7-12 - Tab 1- Systems Est Page 4 of 4 Print Date: 2/7/2012 $306,304 $147,279 $0 Date: 2/7/2012 �9 KRAUS-ANDERSON$ Revision # 2 CONSTRUCTION COMPANY Revision Date: Owner: Eric Anderson Project Start: TBD Project: Braemar Ice Rink Completion: TBD Location: Edina, MN Tax Percent: Designer: TBD % Cost Escalation: Area: 31,500 SF $124.60 / SF Project Manager: BrettBaldry Item Unit Cost/ Percent Item Description Quantity UOM Unit Cost Bldg. Area Dir. Cost Total Cost PERMITS. INSURANCE & TESTING Liability Insurance 0.005 3,375,683 $0.54 0.43% $16,878 Performance Bond 0.000 3,392,561 $0.00 0.00% $0 Builders Risk Insurance 0.009 3,392,561 $0.97 0.78% $30,533 Building Permit -Allowance 1 allow 35,000 $1.11 0.89% $35,000 Architectual Design Fee 1 Is 195,000 $6.19 4.97% $195,000 Owner Testing 1 ea 15000 $0.48 0.38% $15,000 Construction Testing 0.004 3,473,094 $0.44 0.35% $13,892 SYSTEM TOTAL $9.72 7.80 % $306,304 CONTINGENCY Contingency 4% $3,681,986 $4.68 3.75% $147,279 Design/Scope Definition Contingency IQConstruction 0% $3,829,266 $0.00 0.00% $0 SYSTEM TOTAL $4.68 3.75% $147,279 ESCALATION 0% 3,678,636 $0.00 0.00% $0 SYSTEM TOTAL$0.00 0.00% $0 PROJECT SUBTOTAL $121.56 97.56% $3,829,266 CONTRACTOR FEE 2.50% $3.04 2.44% $95,732 TOTAL ESTIMATED COST $124.60 100.00% $3,924,997 Braemar Ice rinkSystems Estimate2-7-12 - Tab 1- Systems Est Page 4 of 4 Print Date: 2/7/2012 $306,304 $147,279 $0 REPORT/RECOMMENDATION To: EDINA PARK BOARD Agenda Item Item No. VII. B. From: John Keprios, Director Park and Recreation Department z Action Discussion Information Date: February 14, 2012 Subject: Sports Dome Study Presentation ACTION REQUESTED: The Park Board is asked to discuss the findings and recommendations presented by the Sports Dome Study consultants and provide the City Council with the Park Board's recommendations. INFORMATION/BACKGROUND: In the summer of 2011, the City Council directed the Park Board to form a Sports Dome Committee and later a consulting firm was hired to study the feasibility of building a sports dome in Edina. The Park and Recreation Consultants LLC conducted a comprehensive Financial Feasibility Study and the results of their written report were mailed to the Park Board last week. The main question that the consultants were challenged to study in phase I is the financial feasibility of building and operating a sports dome. The consultants were not charged with determining what is the level of tolerance (risk vs. reward) that is acceptable for building and operating a sports dome. Only the Park Board and City Council can answer that question. Therefore, it is the Park Board and City Council's decision to determine; "What is an acceptable level of financial risk to have this amenity in the City of Edina"? The consultants are suggesting that in order to cover operating and renewal and replacement costs, we should assume that we need to rely on selling 220-250 hours of dome rental to groups other than Edina organizations. This equates to 22% of the annual expenditures. It is also important to point out that the revenue projections do not include any bond payments for building the initial structure. Revenue projections do however include funds for replacement capital costs. Therefore, the financing for a new sports dome would have to rely on either donations or a voter -approved referendum or have the City Council/HRA approve $5.2 million in lease revenue bonds. The annual payment on a 20 -year $5.2 million revenue bond would be approximately $410,000. That would be an additional tax that would be paid by Edina taxpayers for 20 years because it would be unrealistic to assume that a sports dome would cover the cost of its own bond payments, future replacement costs and all operational expenses The consultants recommend that staff should get commitments from a variety of Edina organizations before the Park Board makes a final recommendation to the City Council Before staff attempts to get commitments from Edina organizations, I recommend that the Park Board decide whether or not this is a valuable recreational/athletic facility that is strongly needed in the community and that the additional financial burden to taxpayers is worthy of having that public good in the community. That becomes a judgment call. As the consultants point out, a sports dome does have additional financial risks to the City beyond just the initial capital expense to build it. There are unknown "Performance Risks" (page 18) that include energy costs, competition from future new sports domes and projected demographics of the future meaning "the biggest users of the Dome in 2028 won't be born for another 7 years." If the Park Board believes that having a sports dome in the community is a public good that is worthy of the identified financial risk and known financial burden to taxpayer of today and 20 years from now, then staff recommends the Park Board recommend to the City Council appropriate funding to complete phase two of the study. Phase two would identify the optional sites and owner/operational options in order of priority. If the Park Board feels that the Sports Dome should pay for its own initial capital expenditures plus 100% of its operational expenses and cover all future replacement costs, then the Park Board should advise the City Council that the Sports Dome concept is not financially feasible. If that is the case, the Park Board should further recommend to the City Council to not pursue Phase 2 of the feasibility study. The Park Board is asked to discuss the consultant's findings and recommendations and provide the City Council with the Park Board's recommendations. Project History and Study Scope The City of Edina is considering the feasibility of a "Sports Dome" to add to an extensive list of impressive amenities within the City. The issue of a sports dome has been raised several times within the City over the last several years. In 2006 the City reviewed a proposal from a private developer to construct a hard sided facility, the "Edina Field House" proposed to be located at the existing golf dome site. This proposal followed a 2004 Park Board study for a hard sided building or as an alternative, a seasonal bubble. The 2004 study included a significant donation as part of the mix, as well as, discussions with school district staff concerning the option of a dome at Kuhlman Stadium. Responding to residents who recently made a presentation seeking a sports dome at the City Council work session on July 19, 2011, the City Council charged the Park Board with the responsibility of undertaking a feasibility study and to report back with their recommendation. The Park Board study group, with assistance of staff, prepared a Request for Proposal (RFP). The feasibility study was divided into two phases, a financial study and a site study. The site study phase would not begin until the financial study is completed and the City Council approved going forward. At the November 10th meeting of the Park Board Study Group, Park and Recreation Consultants LLC, with Ken Vraa Consulting LLC and EGBlank Consulting LLC (Consultants), was selected to do the financial feasibility study and, if the project proceeded, the Cuningham Group/Anderson-Johnson Associates, Inc would conduct the site location study. Study Purpose The purpose of this study has five objectives: First, to assist in developing a preliminary architectural program defining the facility's necessary components, length of season, as well as an operations model with sufficient definition, clarity and reality upon which monetization can be determined Second, to recommend fees and charges Third, to define an expected pro forma of total income and expense for the facility in order to determine the immediate and long term financial viability Fourth, to forecast estimated construction costs of a facility Fifth, to present the collected data with sufficient clarity, depth and understanding that the City's decision makers can be confident moving forward in determining the feasibility of the project. EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 1 Guiding Principles The study was conducted under a set of "Guiding Principles" established by the Consultants as a constant reminder of how the study is to be conducted and the end product delivered. As the Consultants, we are part of a responsive team with an obligation to offer a "best practices" approach to improve services, create greater value, and optimize facility performance, if the Park Board and City Council decide to construct a Sports Dome. 1. First and foremost we will honor the specific vision, goals and objectives of the City. 2. Respect the uniqueness of the City and its values 3. Place high importance to the expressed needs of the residents and the major user groups 4. Be fiscally conservative in our financial analysis of the potential project. 5. Provide as accurate a picture as possible, not deliver upon an expectation. 6. Understand the final decision is yours. Edina's Vision, Values and the Comprehensive Plan As we stated above, first and foremost, the Consultants will honor the specific vision, goals and objectives of the City and respect the uniqueness of the City and its values. With any organization, one of the most important questions that need to be answered is "What Business Are You In?" The business of Edina is clearly stated in the vision, and mission of the City and the Park and Recreation Department that is undertaking this financial feasibility study. The Vision For 2011Edina will be the preeminent place for living, learning, raising families and doing business distinguished by: A Livable Environment / Edina's residents regard their quality of life in Edina as very high. Many factors contribute to this opinion that ultimately creates a strong sense of community identity. The Mission is to provide effective and valued public services, maintain a sound public infrastructure, offer premier public facilities and guide the development and redevelopment of lands within the City, all in a manner which sustains and improves the uncommonly high quality of life enjoyed by our residents and businesses. The Park and Recreation Department's mission is stated as "We create community through people, parks and programs. " (We) "do our part in further developing, preserving, and maintaining the City of Edina's parks, recreation programs and resources as a premier and comprehensive park and recreation department in the Twin Cities area" EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 2 As Consultants whom have dedicated our lives to providing high quality park and recreation opportunities to community's residents, we were impressed with the results of your 2011 community survey that found 98% of City of Edina residents rating the quality of life high. We are also equally impressed with the fact that your program `Connecting with Kids' has achieved national recognition as one of America's Promise Alliance's 100 best communities for young people for the second year in a row. If financially feasible, a Sports Dome would add greatly to the vitality of the city's indoor recreational opportunities for young people and their families. A large indoor space for recreation can also add to the quality of life of the city by providing wintertime participation for soccer, lacrosse, and baseball participants. In reviewing your City's 2008 Comprehensive Plan, the Consultants took special note of the Park and Recreation section on enterprise fund operations. According to the City's Plan "Each enterprise facility is operated like a business; however, the mission as stated (and unlike the private sector) is not to maximize profits but to provide recreational opportunities that are accessible and affordable to primarily, but not exclusively, Edina residents and yet remain competitively priced in the Twin Cities area. " (Our emphasis) This Comp Plan statement falls directly in line with the thinking of Jim Collins the nationally acclaimed co-author of Built to Last and his national bestselling book Good to Great. When Collins was asked how his research fit with the social sectors, he prepared a monograph to accompany his 5 -year research study called "Good to Great and the Social Sectors, Why Business Thinkinc is Not the Answer". In the monograph he penned, "A great organization is one that delivers superior performance and makes a distinctive impact over a long period of time. For a business, financial returns are a perfectly legitimate measure of performance. For a social sector organization, however, performance must be assessed relative to mission, not financial returns." The Consultants will base the Sports Dome financial feasibility study on the City's comprehensive plan, the interviews conducted the information gathered and a number of agreed upon tenets with the Sports Dome Study Group as follows: The Sports Dome should be Primarily for Edina residents schools, churches and businesses One of the goals of the comprehensive plan for an enterprise facility is to "provide recreational opportunities that are accessible and affordable to primarily, but not exclusively, Edina residents and yet remain competitively priced in the Twin Cities area." Therefore, a priority system policy should be established to support Edina residents having first priority in the selection of days and times. The policy, however, must be with the understanding that in order to attract non-resident renters the City may have to make some quality prime time hours available. To that end, the Consultants have completed a rental fee survey of domes in the Twin City area to ensure the non-resident rental fee would be competitively priced. (See Appendix A) EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 3 The Sports Dome Budget should include a renewal and replacement line to replace the dome and turf at the end of their useful life. The second goal the City set for itself in the comprehensive plan for an enterprise facility is to "provide fee-based revenue generating recreation enterprise facilities that collectively cover all facility and program expenses, including capital improvements, land purchase and all operating expenses." As for the initial construction costs, the Consultants believe it is unrealistic to expect the operating budget to repay the bonds for the capital construction or depreciation. The reason is simple, by demanding the City repay the bonds through the operating budget, the City would have to charge an hourly rental fee that would prevent the city from making the recreational opportunity "accessible and affordable" for Edina residents and would prevent the City from being competitively priced (market rate) for non-residents in the Twin Cities area. Although the Consultants do not expect the dome's operation to repay original construction costs or depreciation, it is not unreasonable to expect revenues to cover operations and the renewal and replacement of the Dome and Turf. The Sports Dome should focus on the health and wellness and sense of community benefits recreational facilities provide "The City Council went on record supporting a Minnesota State initiative called `Get Fit' in an effort to heighten the growing awareness of childhood obesity. The comprehensive plan acknowledged the growing trend of childhood obesity and the positive role parks and recreation should play in "creating and administering programs, facilities and services that address this important issue." "In 2010 the Centers for Disease and Prevention said that childhood obesity in the United States had more than tripled in the previous 30 years." According to researchers from Colorado State University a contributing cause of youth obesity is inactivity. Youth sports can encourage regular physical activity in a pleasant environment and play an important role in fighting obesity. In addition, researchers from Florida University reported that youth who participated in sports tend to be more nutrition -conscious. The 2008 Physical Activity Guidelines for Americans recommended that school-age youth participate in physical activity for 60 minutes each day. The physical activity should be moderate to vigorous intensity at least 3 days per week. They should also do muscle -strengthening and bone -strengthening activity on at least 3 days per week. It is important to note that the physical activity be enjoyable and developmentally appropriate. Participating in a favorite sport is an easy way to ensure this effort. EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 4 In terms of young athletes being more nutrition -conscious, Edina Parks and Recreation Department can be proud of their "healthy concessions program." The program which is being expanded throughout the recreation facility concession stands will require offering for sale over 50% of the food and beverages being healthy selections as identified by the literature. As for building a sense of community, the Edina Parks and Recreation Department's vision speaks well to this issue; it states, "We create community through people, parks and programs." The Sports Dome should provide close -to -home prime time indoor recreational opportunities allowing for reasonable rest and educational study time for young athletes Many parents believe it is just common sense, that youth participants under the age of fifteen be home no later than 9:15 pm on weekdays and by 9 pm on Sundays in order to have quality study time and a good night's sleep. The Sports Dome should improve the recreational program opportunities that utilize indoor facilities The Soccer Club, Lacrosse Club, and Baseball Association indicated in their community survey response and in-person that they had to rent indoor field times throughout the Twin Cities area in order to offer a quality program, but never enough to meet the demand. These same groups have expressed their strong desire to move to a facility in Edina to secure sufficient and better prime time hours if one became available. In addition, if this new venue becomes a reality, there will be greater opportunity for program expansion by the Park and Recreation department. Programs to consider are adult soccer, home and garden show, home school recess, co-ed church leagues, third shift leagues, etc. The Sports Dome should be available to non-residents groups in order to reduce the financial obligations of Edina participants and taxpayers The City will have to attract non-resident organizations in order to achieve financial feasibility and to keep rental rates reasonable. In order to attract non-residents in an unstable market, Edina may have to "package" a number of prime, peak demand time hours with less desirable times. The Sports Dome users should be sensitive to the parent's willingness to pay for their child's participation in their sport of choice The Edina youth organization user groups are acutely aware that the number of hours rented will impact the registration cost to the end users parents. Affordability for the end-users in light of the economy is important commitment to keep, as the dome seeks to reach its goals as a recreational amenity and a financially feasible operation. A higher participation fee sends a message that some youth might have to choose a sport based on their families' ability to pay. EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 5 Data Collection / Study Process To effectively prepare this study, an initial meeting was held with staff to better define the intended scope of the study. The staff was asked to provide a number of documents relating to past studies as background information. In addition, staff provided private and public school enrollment projections, demographic information, golf dome usage rentals, site options and the recently compiled Indoor Athletic Facility Interest and Facility Use Survey on athletic association needs. The Consultants followed up the survey results with meetings and conversations with Edina's youth organizations that acknowledged their rental of indoor facilities outside of Edina and their desire to rent a dome facility, if one was built in Edina. Individuals in key leadership positions in Edina youth sports, such as Brent Rund, President and Ann Buratti Program Register of the Edina Soccer Club, the Edina High School Athletic Director, Mr. John Soma; Kent Kramer, the President of the Edina Lacrosse Association, representative's of Edina Baseball including Jeff May, Association President and Facilities Committee members Tom Connel and Kendall Harrell; Football and Girls Fast pitch Softball Associations representatives, as well as, Shannon Rusk and Paige Rickert were interviewed. Contact was also made with representatives of the sport of Rugby, a Senior Softball representative, Tom Nevers of Nevers/Larkin, Baseball and Simon Whitehead both who are closely allied with Edina sports. Informational discussions were also conducted with recreation programming staff to determine potential use by the city's own department. The Consultants also contacted the St. Louis Park Soccer Association to determine if they had any interest in dome rental. The Edina School District enrollment projections were reviewed to determine school district demographics. In addition, discussion with the architects was also held in order to develop as reasonable an understanding how the design might impact operational costs. Nearing the completion of the data collection phase, a presentation and comment period with the Sports Dome Study Work Group was held to determine agreed upon basic tenets from which further work on the study would continue and a pro forma developed. At that time, the Study Group was asked to give consideration to the question `what percentage of use by Edina organizations the facility needs to attract in order to move ahead with a recommendation to precede.' EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 6 Market Demand There has been a pent up demand for indoor time created by a limited supply of indoor hours and sports groups wanting to take their sports to nearly year-round status. Adults have gotten into the picture too with young and older adults wanting to "stay active" with participation in a lifetime sport. While total demand may still be growing, there has been a sudden and significant increase in the supply of indoor field time. The Vadnais Heights Sports Complex, with three practice fields, and the recent opening of the Maple Grove dome with two practice fields, have combined for an additional 6,500 field dome hours in the past 12 months. The City of Savage is well on its way to approving a dome with three fields and a private facility is ready to open this year in nearby Eden Prairie that will provide for one practice field. These two facilities with five fields will add another 5,200 hours of field practice time within one year. Adding to this supply of field space is the potential for the City of Woodbury expanding their existing dome. Blake School continues to discuss a dome as well. In addition to large field domes, there are a number of smaller facilities that also fill some of the demand for practice space. Everything from school gyms, golf domes, and converted warehouses are used for practice, and often at a lesser rental rate. Distance has been an issue in renting indoor time. Demand for an hour of time in Woodbury that goes unmet, may not translate into an hour of time sold in Savage because of travel distance. However, to some groups' distance is not always an obstacle as witnessed by the fact that Edina groups have traveled to Vadnais Heights, the National Sports Center in Blaine, Minnetonka and other locations. A second component of the demand market is the "for profit" provider of clinics and camp training. This component will seek to locate their camps where demand for their services is greatest. There are two for profit providers who are based in Edina; Simon Whitehead with Soccer and Tom Nevers with Baseball, both of who have expressed an interest in securing dome hours for their camps. The Consultants' analysis of the market suggests a general "softening" of demand with the most noticeable weakness in the period prior to the first of the year to be coined the `Shoulder Season'. Even the month of January shows some weakness as evidenced by the fact that the Augsburg dome had three consecutive Fridays in January with 9 available hours and Maple Grove offering open admission time as a result of having available hours. EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 7 Metro Area Domes In an effort to better understand the potential for market competition, the Consultants spoke with representatives of the cities of St. Louis Park and Bloomington regarding any public or private discussions about covered practice facilities in their cities. According to the representatives, neither city has plans for a sports dome in their 5 -year CIP or have had serious discussions with their youth sports associations about a dome. The Consultants also reviewed nearby, known facilities and facilities in the planning stage for potential impact. While the Consultants were already familiar with area domes, visits were made to a number of these existing facilities to ascertain how their operations had evolved. The Consultants obtained fee schedules, reviewed existing use patterns and gathered information that might be helpful in this study. Air supported domes are not a new phenomenon to the metro area. Despite what appears to be a sudden interest in domes as reflected by the completion of a sports complex in Vadnais Heights, completion of a new facility in Maple Grove, West St. Paul's investigation of the potential of a dome and a study nearing completion in Savage, it should be noted the twin cities area have had domes for over 10 years. Dome projects have been compared to ice arenas, in that every community seems to have an arena and domes are sure to follow. This comparison is not likely, primarily because ice arenas are used "in season" by large numbers of travel and in-house hockey players and figure skaters, while domes are generally "off-season" additions to soccer and lacrosse programs. Consequently domes appeal to a smaller number of highly interested soccer and lacrosse travel and club players who are fewer in number than if domes were for "in -season use". This is not to say that there are not soccer teams or lacrosse teams that play and practice year round. Some sports organizations do, but the numbers are smaller than "in season" numbers that include the recreational player. Baseball and Softball organizers have increasingly entered into the search for dome time prior to the start of their outdoor season for skill development, conditioning and team tryouts. High School baseball and softball "Captain Practices" often organized by parent groups or booster groups have increasingly used indoor facilities. Domes are no longer a single focus youth soccer facility. Over the years, new program opportunities such as adult softball, soccer and lacrosse leagues, out of season youth softball tournaments, baseball instructional camps, rugby, and an array of other program uses has become a staple for domes. Also, daytime school hours have been programmed for pre-school activities with inflatable's adding another dimension of fun and play as a daily fee option for moms with children who need to be physically active. EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 8 A walking/jogging track around the domes perimeter is also an option that has attracted those seeking a climate -controlled environment during the winter months. Special events have also been programmed in dome space, although these special events are generally few in number. Domes set on high school campuses are used for daytime physical education activities and after school for sports teams with youth organization dominating the evening hours. The pre -dominate use of domes, however, is for soccer; soccer clinics, soccer camps and soccer skill development with relatively few soccer games played on a full-length field. Half field use configurations are typical (fields running the width) which can accommodate upwards of 80 players for skill development. Domes tend to see increasing use with each passing month, beginning at the end of October and gaining in hourly use until reaching peak demand in March. Spring sport teams, eager to begin, promote instructional camps and skill sessions typically beginning in January and continue with increasing frequency until the spring months of March and April. Once weather conditions allow practice outside, dome hours are shed and indoor use drops significantly. This means that unless there is a committed contract for use by an organized sports association or defined program use, this late dome season source of revenue is often unpredictable. As every Minnesotan knows, the desire to be outside in the spring, summer and fall for your recreation is paramount to our quality of life. The Latest Dome Constructed in the Twin Cities The most recent Dome constructed in the Twin Cities area was the Maple Grove dome completed in November 2011. This project started some twenty months earlier with a planning process that evolved to include several significant agreements. The Osseo -Maple Grove School District, with its three high schools, agreed to have the dome placed on a practice field at the Maple Grove High School. In addition, the district provides janitorial services for the attached support building that contains the restrooms and office area weekdays and at a fee for weekends. The District is able to use the dome when operational from 6:00 am until 4:30 pm each school day with the district establishing its own internal protocol for individual schools use. The City will manage the facility and be responsible for its costs, operation and programming. Another agreement with the City was with the Maplebrook Soccer Association and the Osseo - Maple Grove Athletic Association agreed to pay 20% of the domes construction cost over nine years. Further, each association subscribed to annually renting 500 hours of dome time at a $10 per hour discount. The two associations will get "first choice" of dome hours and have the opportunity to resell hours they agreed to purchase if not desired or needed. EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 9 Dome Rates A rate survey of selected domes was taken early in the study to help understand the market place. The prime time rates range from $260-$400 an hour for a full dome. While it's important to understand what the market is charging it in no way should be the cornerstone consideration of what the Edina rate should be. The Consultants believe that a rental rate should first take into consideration the operational costs of the facility. Edina Architectural Program and Projected Construction Costs The Consultants recommend that an Edina dome operate seasonally from late October until mid - April for a period of from 24-26 weeks. The facility would be approximately 230' x 400' in size with a fabric dome and Tedlar outer coating and would enclose one full size soccer field with overlay marking for two smaller soccer fields (approximately 150 feet by 200 feet) running the width of the structure. The field area should also contain an overlay of a lacrosse field, two overlays for baseball infields and three hitting/pitching tunnels on one end of the dome. The City should consider a walking/jogging track around the inside perimeter. Furthermore, walking/jogging may have to be restricted because of conflict with certain dome uses such as baseball. Restrooms would be contained in a service building or within a reasonable distance of the dome, should a site be found where existing facilities might be accessible. The dome should also identify a "control station" where a staff person might generally be located to assist with group transitions and able to respond to user needs and emergencies. Parking should be adequate to handle the swell in parking created when large group users follow each other; or have identifiable over -flow parking nearby. Parking should accommodate up to 100 cars. In developing the pro forma, it is also assumed that all necessary equipment (soccer goals, nets, etc) will be acquired and capitalized as part of the construction budget and not part of the first year's operational budget. Until a site is selected, a complete project cost projection will not be possible given site soils, potential for existing parking, proximity to utilities and other variables. The Cuningham Group/Anderson-Johnson Associates has estimated project costs for a generic sports dome, with the size and feature assumptions listed in Appendix B at $5.2 million. As with any project where the site and configuration on the site is not known, the estimated costs are very preliminary. Actual costs may be higher or lower. The estimate is based on a January, 2012 date. Project costs are included for design fees, and limited owner costs such as furnishings and permits. A year round dome was considered as an option during the course of the study. However, the Consultants did not find sufficient interest for dome rental by Edina users to offset additional summer operational costs. EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 10 Prime Time - Non Prime Time / Seasonal Demand The most desirable and sought after hours for rent are weekdays after school; essentially beginning at 5:00 pm and ending at 10:00 pm. The Prime time hours on Wednesdays and Fridays are the least attractive to rent. Saturday and Sunday prime hours extend from 8:00 am to 10:00 pm. although Sunday is seen as less desirable, particularly in the evening with parents facing a "school day" on Monday. It's not unusual then to find Sundays being programmed with adult leagues and programs rather than being filled by youth programs. Prime time constitutes 53 hours per week (5 weekdays x 5 hours + 2 days x 14 hours). Assuming the dome is operational for 25 full weeks there is potentially 1,325 full dome prime time hours. Due to lack of interest in scheduling field use on holidays, the number of full dome prime time hours has been reduced to 1,300, which translates into 2600 field hours. The number of "non -prime" time hours is limited only by the length of day hours. These hours still hold the potential for some income. When demand is at its peak, groups may be willing to accept non -prime hours. Other non -prime hours can be programmed for use by Department staff and the Dome manager, but will take a number of years to be developed as a significant revenue source. There is also a seasonal demand for dome hours. The prime weeks of use are those weeks from February to late March as spring sports look for practice time and are peak demand time. The shoulder season is from October until the end of the year. Major Edina Users The three largest users of the Edina dome would be the Edina Soccer Club, the Edina Baseball Association and Edina Lacrosse. These three groups have purchased approximately $94,000 of combined time at existing dome facilities such as Eden Prairie, Augsburg, the Star Dome (Richfield Holy Angels) Rosemount, Vadnais Heights, National Sports Center and even the Edina Golf Dome during the most current season. During the interview process, each association made comment over the lack of time available at facilities and the desire for additional hours. Each also made note of often having to take the less desirable hours i.e. early Saturday/Sunday mornings or late evening hours often ending at 11:00 p.m. Therefore, it's not surprising that all three expressed a willingness to commit to taking more hours recognizing it would have an array of better times. Edina. High School would also commit to taking Dome time. These hours, during the spring sports season, would be from 3:30 pm to 5-6 pm, at a value of up to $30,000 or approximately 94 hours based on a fee of $350. The Edina Soccer Club has frequently used Mr. Simon Whitehead, owner of Coerver Coaching Minnesota, a recognized Soccer Coaching business and also the varsity girl's coach at Edina High School, to coach at Club sponsored clinics. Mr. Whitehead has frequently rented various EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 11 domes in the metro area, as well as in Greater Minnesota, for his camps and clinics. In addition, the Edina Baseball Association has used Nevers/Larkin, owners of Players Only, Inc Baseball Instruction for instructional clinics for its members, often using the Edina Golf Dome. Mr. Whitehead and Mr. Nevers would be likely renters of dome time. St. Louis Park Soccer might also be interested in rental time, however, they have purchased only limited hours amounting to approximately $9,000 of rental time In speaking with Valarie Burke, Edina's Community Education Director, she reaffirmed the lack of need in utilizing the Dome, as indicated in their community interest survey. Edina Demand Hours / Hour Distribution The three major Edina based users (Soccer Club, Baseball and Lacrosse) have requested 892 full dome hours. There is, however, an imbalance in the distribution of those hours over the 25 -week season. From late October to the end of December, a period of ten weeks, there are 535 full dome prime time hours. The three Edina based users requested time for 215 full dome hours or about 40% of the available prime time hours during what is called the shoulder season. This means that 677 full dome hours of their requested time are needed in the remaining fifteen weeks of the season. During the 15 -week period from January to the end of the season, there are insufficient weekday prime time hours to satisfy the requests of the three organizations. For. example, beginning in February through March and into April, Monday through Friday has 25 full dome prime time hours per week. However, these same three organizations are collectively requesting 35 full dome prime time hours per week; a shortage of 10 hours each week. This is the result of the Baseball Association ramping up their request for hours. An even closer examination of the specific request for days and hours reveals only two hours are requested on Wednesdays and four on Fridays. Assuming none of the organizations would be able to shift their request, the result would be a total of 13 full dome hours per week not being met. This situation is further complicated by the fact that Edina High School requested hours have not been taken into consideration. Reflecting on previous facility projects completed by others, the consultants have found that demand use projections have been done in aggregate hours, failing to recognize that groups often want the same hours. Simply stated, not all hours requested can be counted toward revenue projections. Therefore, as much as reasonably possible, at this level of study, we have attempted to identify distribution of requested time as being more important than aggregate hours. EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 12 Edina Management Model The personnel budget in the pro forma is based on a Management Model that includes two positions. The first position is a Dome Manager. We believe that the responsibility this position entails is very similar in responsibility and scope to that of the Braemar Ice Arena Manager. Therefore we are recommending that the person in this position also be given the Dome Managers title and responsibility. Further, we are recommending that 25% of the Ice Arena Manager's salary be charged to the Dome reflecting an estimate of time required to manage the operations. The Dome Manager's major responsibilities would include overseeing the daily operation, developing operating policies and procedures, scheduling (and billing for) the fields, hiring and training supervisors, preparing budget recommendations and developing and maintaining good working relationships with the user groups. The Manager will be responsible for working with Department staff to develop additional program offerings in time slots that do not negatively impact Edina youth organizations and major non-resident user groups. The Dome Manager will report to the Assistant Director of Parks and Recreation. The Dome Supervisor position, the second staff position, will report to the Dome Manager and act as a host, be responsible for customer service and facilitating appropriate emergency procedures. Other duties and responsibilities will include; ensuring the user group schedule is adhered to, security procedures are met, administer basic first aid and direct emergency procedures, perform general cleaning and light maintenance, complete daily journal reports, assist with department programs and monitor the domes operation. Dome Renewal and Replacement The Consultants believe that user groups should pay for replacement of the key elements, the turf and the dome, through their rental or program fee. The need for turf replacement is expected to occur at the end of 10 years and the dome at the end of 20 years. Therefore, included in the pro forma is a line item identifying today's cost with an annual 3 % inflationary increase to replace both key elements at the end of their life cycle. Providing for replacement of these items is often overlooked in budget calculations. This can result in a significant unexpected expense that will have to be covered by other funds or become an additional tax burden when replacement is needed. EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 13 Edina Recommended Dome Rates The Consultants are recommending a full dome prime time rental rate of $350 or $175 per field hour. During the shoulder season of October through December, the full dome rate would be $320. Non -prime time hours would be rented at a reduction of $50 per hour of the full dome rate. This recommendation is based on two factors, the cost of operations including the renewal and replacement line item and the market rate. The annual expenditures for the sports dome operation and the replacement line item totals $358,000. Based on a $350 per hour prime time full dome rate, the City would need to sell approximately 1,023 hours to breakeven. As indicated in Appendix A, the Twin Cities Sports Dome Fee Schedule for Non -Residents, the cities of Maple Grove and Plymouth have lower overall rental rates. Each has a different situation to allow for this lower field rental rate. In the case of Maple Grove, the Soccer and Baseball Associations have agreed to purchase 1000 full dome hours each year. In the case of Plymouth, over the years, four large soccer groups and Lacrosse have purchased 977 full dome hours. In fact, in 2010-2011 Plymouth sold a total of 1,265 full dome hours. The Consultants are projecting the rental of 820 full dome hours from Edina organizations thus making Edina dependent on outside groups to breakeven. This dependency is of some concern recognizing the majority of hours available for non-resident groups will be marginally desirable times in the shoulder season; an off peak period. Edina Projected Revenues The Consultants are using a conservative projection of 215 hours at $320 and 605 at $350 an hour by Edina organizations in the pro forma The numbers of hours is very likely to increase when a schedule is actually drawn. In addition, $5,000 is projected as income from Edina Parks and Recreation sponsored programs during non -prime time hours and vending income at $1,000. No estimate is made for selling any remaining hours to others; including non-residents, as a means of illustrating the shortage of hours sold to meet costs. Second and third year turf revenues are expected to increase as a result of increased familiarity with the dome. Revenues in future years are reflected at a growth of 2%. EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 14 Fifteen -Year Pro Forma EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 15 EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 16 New Private Facility A private investor is opening a new facility in Eden Prairie, located at 7000 Washington Ave So. The "Athletic Center" is a converted warehouse structure in an office/warehouse district and will contain a variety of venues including basketball, volleyball and tennis courts, a curling club, Vertical Endeavors, a climbing club, and a 290 x 200 feet turf field. (By comparison, the proposed Edina dome would be approximately 400 x 230 feet) The architectural plans also show a lobby for seating, meeting room, and concessions. This facility may be a possible alternative for meeting the needs of the Edina youth organizations. Currently Edina Soccer and Lacrosse have dome space at the golf dome. Adding this private facility, in reasonably close proximity, would meet all the hours needed during the fall months as well as a majority of the hours required in the spring. The negative elements to this strategy are that private business always seeks to use the property at the highest and best use. Meaning that if an opportunity should occur at some point in the future, this facility could convert to meet another more profitable use. Second, fees for use are likely to be higher. And finally, there is no assurance that Edina organizations would get first priority for selection of hours. Clearly, the turf area will be a competitor of an Edina dome, if one were built. Edina Golf Dome Impact At the December 8 meeting of the Dome Study Committee, the Consultants were asked if golf were an option for the sports dome, as the golf dome might need to be replaced in the not too distant future. After reviewing the daily income sheets from the Golf Dome and speaking with Todd Anderson, golf course manager, the Consultants believe the two activities are in conflict with each other. The heaviest usage of the golf dome is on Saturdays and Sundays. These two days are the biggest days for sports dome users. In addition to conflicting demand for use, there are other concerns about attempting to provide golf and sports within the same facility; such as lighting fixtures being struck by golf balls. It is important to remember the Golf Dome has been rented on numerous occasions at $135 an hour by the various sports associations. If the Sports Dome were built the Edina Lacrosse, Football and Rugby may choose to move from the Golf Dome. If that were the case, the Golf Dome would suffer revenue losses of around $10,000 if unable to fill the vacated times with other groups. The bottom line is, the golf dome will be a competitor of the sports dome. EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 17 Performance Risks 1) Domes are high-energy users with utility cost representing between 35% and 45% of an annual operational budget. Electric drive compressors to keep the dome inflated never shut off until the dome comes down. The electrical is a fixed overhead cost as is heating the dome to a tolerable level. In late 2007 and in 2008, energy prices were escalating at a rate of 10-20% Natural gas wholesale prices went to over $7.00. Since that time there has been a significant easing of utility costs as energy rate pass through have decreased, with natural gas now selling just below $3.75 per unit. It's inevitable that utility costs will again increase, but at what rate is the subject of great uncertainty. A sudden return to high-energy costs could significantly impact utilities and the operating budget. This risk needs to be understood by decision makers and a strategy to cope with this potential should be considered as part of the business plan. 2) Competition from a new, nearby dome could be disruptive, particularly if non-residents groups need to be relied upon for a significant portion of the revenue stream to cover operational costs. A new facility closer to non-resident groups would likely have an immediate impact on Edina. In the Consultants discussions with Bloomington and St. Louis Park administrative staff, no serious discussions concerning such a facility in either community have occurred. However, the potential still exists for new facilities to find their way to the drawing board, if driven by youth sports associations. 3) In the near term there appears to be a stable supply of the "raw material" that fuels Edina youth association's needs for field space and dome hours; YOUTH! The Consultants found a stable student population enrollment for the next five years, however the biggest users of the Dome in 2028 won't be born for another 7 years. Summation / Analysis The Consultants have throughout the study honored the specific vision, goals and objectives of the City and respected its uniqueness and values by addressing the park and recreation enterprise facility goals of the City's Comprehensive plan. The plan states "Each enterprise facility is (to be) operated like a business; however, the mission as stated (and unlike the private sector) is not to maximize profits but to provide recreational opportunities and include two important goals focusing on enterprise facilities as follows: For each of Edina's enterprise facilities, provide recreational opportunities that are accessible and affordable to primarily, but not exclusively, Edina residents and yet remain competitively priced in the Twin Cities area." (Emphasis added) Secondly the enterprise facility is to "provide fee-based revenue generating recreation enterprise facilities that collectively cover all facility and program expenses, including capital improvements, land purchase and all operating expenses." EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 18 An Edina dome of approximately 92,000 sq feet is projected to cost between $5 and $5.5 million dependent upon site and other variables according to Cuningham Group/Anderson-Johnson Associates. First year operational costs are projected at $234,000 with renewal and replacement for dome and turf at $124,000 annually for a total cost of $358,000 in year one. Future expenses beyond year three are shown at an annual increase of 3%. Income is projected to increase at an annual rate of 2%. There are 1,300 potential prime time hours. Edina organizations had initially requested 892 hours of which 215 of those hours are scheduled in the "shoulder" months of October thru December. This imbalance of use creates a greater hurdle for achieving a breakeven operating budget. The Consultants conservatively projects 820 full dome hours of rentals by Edina based organizations. This 820 number may increase when an actual schedule is drawn and all organizations recognize the need to share the most desired times. At the recommended prime time hourly rate of $350 an hour for full dome use and $320 an hour for full dome use during the shoulder season, Edina organizations will cover 78% of the first years operating and renewal and replacement costs. To cover the remaining 22% of the expenditures, the City will need to sell between 220-250 hours to others. EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 19 The Recommendations 1. Park and Recreation staff should meet with the representatives of the Soccer Club, Lacrosse Association, Edina High School and the Baseball Association to commit to an actual 2013-14 schedule of 820 hours of the full dome, before moving forward with any final recommendation to the City Council. 2. Park and Recreation staff should meet with the representatives of the Nevers Baseball, Simon Soccer, St. Louis Park Soccer Association to draw an actual 2013-14 schedule. The City should also attempt to secure commitments from others of sufficient hours to ensure revenues would exceed operational and replacement costs, before moving forward with any final recommendation to the City Council. 3. The business plan should include a long-term strategy for the development of programs and services that will use non -prime daytime hours. The revenues from these hours will greatly increase the long-term financial success of this facility. 4. The business plan should include a strategy that develops a strong relationship with non- resident groups that are likely to be long-term renters. Turf renters that will take hours in the shoulder season (October -December) should be given preference for time in the peak demand periods. 5. The business plan should include a comprehensive advertising policy that addresses all enterprise fund operations 6. The City should annually review its dome rates, as upward adjustments may be required to keep pace with rising costs. EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 20 Annendix A: Twin Citv Dome Rental Rates for Edina Residents Average $343 $175 $310 $161 Edina Proposed $350 $175 $320 $160 EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 21 Dome Field Field Location Rate(2) Rate Nov/Dec Rate Rate Basis Min/Miles Edina CH Richfield (HA) $345 $173 $325 $173 10min/6m Eden Prairie $363 $193 $275 $143 Group C 15min/11m Augsburg $350 $175 $350 $175 16min/11m Minnetonka $400 $210 $340 $180 Group C 16min/12m Non Plymouth $284 $142 $284 $142 Resident 21min/15m Maple Grove $305 $155 $285 $155 Woodbury $195 $195 31min/24m Vadnais Hgts $350 $175 $350 $175 32min/27m Savage (?) $350 $175 $350 $175 21min/21m Private (EP) 10min/6m Average $343 $175 $310 $161 Edina Proposed $350 $175 $320 $160 EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 21 Appendix B: Estimated Construction Costs Dome (Size and features similar to Maple Grove's dome) • 230' x 400' fabric dome with Tedlar outer coating • Seasonal, up 6 -months or less a year • Vehicle air lock, standard entry port, assume (8) 8' -wide double doors • Dome -supplied netting for batting cages across one end of dome • Netting around perimeter of main fields to allow for walking track • Mid -field netting • Fabric connection/transition to an adjacent accessory building • Lights, ballasts and all cabling to grade beam • Mechanical units to inflate and heat dome • Snow and wind sensors • First installation included Synthetic Turf Field • 230' x 400' • Associated sub -grade work, including storm -water system for dome run-off • Minor re -grading Site work and Dome -related Construction • Utility installations in preparation for Dome M/E hook-up • Concrete foundation/footing work for Dome • 100 -car parking lot, some paved drive (about 50-100') • Paving around dome • Minor landscaping Accessory Structures • One-story, approximately 2500 s£ structure for entry, office and toilets • Enclosure (unconditioned) for dome mechanical/electrical equipment, approximately 2000-2500 sf. EDINA SPORTS DOME FINANCIAL FEASIBILITY STUDY Parks and Recreation Consultants 22 oe0 �� \�cORPORA��� 1838 REPORT/RECOMMENDATION To: EDINA PARK BOARD Agenda Item Item No. VII. C. From: John Keprios, Director Park and Recreation Department N Action F-1 Discussion Information Date: February 14, 2012 Subject: Appointment to Community Education Services Board ACTION REQUESTED: Staff recommends that the Park Board appoint a Park Board representative volunteer to serve on the Edina Community Education Services Board. INFORMATION/BACKGROUND: For the past year, Bill Lough has served as the Park Board's volunteer representative to the Edina Community Education Services Board. Board meetings are the 2nd Thursday of each month from 7:30 a.m. to 9:00 a.m. in Room 165 of the Edina Community Center. Their 2012 monthly meeting schedule is: Thursday, February 9 Thursday, March 8 Thursday, April 12 Thursday, May 10 Thursday, June 14 (if needed) Thursday, September 13 Thursday, October 11 Thursday, November 8 Thursday, December 13 (no meetings in July or August) The Park Board representative is asked to periodically give the Park Board an update on Community Education Services Board issues that are relevant to the Park Board. o e � �COR0 POR�'��� 1898 REPORT/RECOMMENDATION To: EDINA PARK BOARD Agenda Item Item No. VII. D. From: John Keprios, Director Park and Recreation Department Action Discussion ❑ Information Date: February 14, 2012 Subject: Adopt Park Board Bylaws ACTION REQUESTED: Staff recommends that the Park Board recommend that the City Council approve the proposed Bylaws as presented (Attachment A); however, staff further recommends that Park Board request that the City Council grandfather the Veterans Memorial Committee in its current form. INFORMATION/BACKGROUND: In an effort to standardize Bylaws for all Edina boards and commissions, the attached Bylaws are for the most part identical to all other boards and commissions under consideration for adoption. The Park Board may suggest changes or additions; however, those changes must be consistent with City Code and should not be contrary to the goal of keeping Bylaws consistent with all other boards' and commissions' Bylaws. By definition under the newly proposed Bylaws; "A Committee is comprised of current Edina Park Board members only. A Working Group is led by an Edina Park Board member, but will also include members of the public". The Veterans Memorial Committee was formed in 2010 and a large share of their work is already complete. I recommend that the Park Board advise the City Council to allow the Edina Veterans Memorial Committee to continue to function in its current form which does not have a Park Board member on or leading the Committee. ATTACHMENTS: A — Edina Park Board Bylaws Edina Park Board Bylaws (ATTACHMENT A) Section 1: Introduction The bylaws outlined below are approved procedures for the Edina Park Board. Members should review and understand City Code sections 1500 and 1507 included in the appendix of these bylaws. In the event of a conflict between the City Code and the Edina Park Board bylaws, the City Code will prevail. Some components of these bylaws are common across all City boards and commissions. The City Staff Liaison should be consulted prior to considering bylaw amendments. Proposed bylaw amendments should be announced one meeting prior to voting on the proposed change. Bylaw amendments require the approval of a majority of the voting Park Board members and approval by the City Council. In addition to the city code and these bylaws, the Edina Park Board will be guided by those policies and procedural documents applicable to the Edina Park Board or City advisory boards in general. Copies of these documents will be made available to members at the beginning of their service with the Edina Park Board. Section 2: Mission and Business Address Refer to city code sections 1500.01 and 1507.02 for the Edina Park Board purpose and duties. The business office for the Edina Park Board is located at Edina City Hall 4801 West 501h Street, Edina, MN 55424. Members of the public can also contact the Edina Park Board at edinamail@ci.edina.mn.us. Section 3: Membership Membership Composition Refer to city code sections 1500.03 and 1507.03. Terms of Membership Refer to city code section 1500.04. ntact Information Edina Park Board members are required to provide a mailing address and phone number or email address to the City Clerk. This contact information is available to city staff and members of the public. Responsibilities Edina Park Board members are expected to be present and adequately prepared for all meetings and to actively participate in meeting discussions. Members who are unable to complete assigned tasks should notify the Chairperson as soon as possible. 1 1 P a g e Edina Park Board Bylaws Attendance Refer to city code section 1500.09. If a member cannot attend a regular meeting, he or she should notify the staff liaison as soon as possible and ideally no later than two hours prior to the start of the meeting. Cancelled meetings will be counted as meetings held and attended for purpose of calculating attendance percentages. Resignation or Removal Refer to city code section 1500.04. The Edina Park Board may ask the City Council to review a member's appointment based on the member's failure to perform the responsibilities outlined above. Section 4: Meetings Meeting Notice Refer to city code section 1500.07. All board and commission meetings are open to the public. To comply with legal requirements and ensure accessibility to the public, the City Clerk gives official notice of all Edina Park Board meetings on the City's website and at City Hall. Regular Meetings Refer to city code section 1500.07. Regular meetings of the Edina Park Board are held at Edina City Hall or another officially noticed location on the second Tuesday of each month. A regular meeting may be rescheduled by the Edina Park Board at a prior meeting. Annual Meeting In February, the Edina Park Board will hold an annual meeting to: • Elect officers for the upcoming year, • Review and update bylaws as necessary, and • Affirm the regular meeting schedule for the upcoming year. Special Meetings Special meetings of the Edina Park Board may be called by the Chairperson, City Council, City Manager or by the directive of a majority of the Edina Park Board voting members. Members will be notified of the special meeting by written or email communication at least three calendar days in advance of the meeting. To comply with the open meeting law and to ensure accessibility to the public, the City Clerk posts official notice of all special meetings. A quorum is not required for special meetings; however, members cannot take action on a motion unless a quorum is present. Cancelling Meetings Meetings of the Edina Park Board can be cancelled by the Chairperson, City Council, City Manager or by the directive of a majority of the Edina Park Board voting members. Meetings may be cancelled for insufficient business, lack of quorum, conflict with a holiday, inclement weather or in the event of a community emergency. Quorum 21 Page Edina Park Board Bylaws A simple majority of the voting members (6 or more) constitutes a quorum for any regular or special meeting. If a quorum is not achieved within 15 minutes of the start of the meeting, no votes on the Edina Park Board's business may be taken. If during the course of a meeting a quorum is not maintained, no further votes on the Edina Park Board's business may be taken. Meeting Agendas Meeting agendas will be prepared by the Chairperson in consultation with the City Staff Liaison. Members may request that items be added to the agenda; however, the addition of such items is subject to approval by a majority of the voting members. The meeting agenda and related materials will be sent electronically and mailed the Friday prior to the scheduled regular meeting. Meeting Proceedings During regular meetings, business will be conducted in the order listed below. The order of business may be changed with the support of a majority of the voting members. • Call to order • Roll call • Approval of agenda • Approval of minutes from preceding meeting • Public hearings • Community comment • Reports and recommendations • Correspondence • Commission comments • Staff comments • Adjournment Meetings will be conducted according to the latest edition of Roberts Rules of Order. Community Comment During "Community Comment," the Chair will ask to hear from those in attendance who would like to speak about something not on the agenda that is relevant to the Edina Park Board. Individuals must limit their presentations to three minutes. Chair has the right to limit the number of speakers making similar statements and to limit comments related to matters previously discussed. The Edina Park Board is not required to respond to the comments. In order to maintain a respectful environment for all those in attendance, disruptive behavior such as the use of signs, clapping, cheering or booing is not allowed. Motions and Voting A simple majority of voting members present and voting will decide all motions before the Edina Park Board. At the request of a member, a roll call vote will be taken when there is a divided vote on any item. A tie vote on any motion will result in a failure to pass. Student members are not eligible to vote. Meeting Minutes 31 Page Edina Park Board Bylaws Refer to city code section 1500.08. City staff will prepare minutes for the Edina Park Board meetings. The minutes will include which members were present and absent, a summary of each item discussed and any motions proposed, and the votes on those motions. If a member of city staff is not present to record minutes, the Edina Park Board will appoint a secretary to prepare the minutes. The secretary will prepare draft minutes within two weeks of the meeting date and forward the draft to the Chair and City Staff Liaison. Approved minutes will be posted on the City's website and forwarded to the City Clerk for distribution to the City Council by the City Staff Liaison. Section 5: Officers Refer to city code section 1500.06. The Edina Park Board will hold elections for the officer positions of Chairperson and Vice Chairperson at the annual meeting in February. The Chairperson may make and second motions and vote on all motions. The duties of the Chairperson include but are not limited to: • Prepare the agenda in consultation with the City Staff Liaison. • Lead the meeting in accordance with the agenda and facilitate discussion on agenda items. • Invoke a reasonable time limit for speakers during public testimony. • Ensure that the bylaws are followed and actions are properly taken. • Maintain meeting decorum. • Extend meetings or schedule special meetings as necessary. • Cancel meetings, in consultation with the City Staff Liaison. • Facilitate the development of the annual work plan. • Develop annual calendar of anticipated agenda items for each month. • Consult with members regarding attendance issues. • Encourage active participation by Edina Park Board members and the members of the public. The Vice Chairperson performs the duties of the Chairperson in their absence. If both the Chairperson and the Vice Chairperson are absent, an acting chairperson may be assigned in advance by either officer or at the meeting by a majority vote of the members. Section 6: City Staff Liaison Refer to city code section 1500.02. The Edina Park Board has a City Staff Liaison appointed by the City Manager. The Cil Staff Liaison is expected to work cooperatively with Edina Park Board members. Members may not direct city staff but can request assistance through the City Staff Liaison to carry out the Edina Park Board mission. The duties of the City Staff Liaison include but are not limited to: • Work with Chairperson to prepare and distribute meeting agendas. • Reserve meeting rooms and other needed meeting equipment. • Record and prepare meeting minutes (or delegate the responsibility to another city staff member). • Provide technical expertise and access to city resources. • Work with Chairperson to ensure bylaws are followed and annual work plans are submitted. • Relay information or directives from City Council meetings or work sessions relevant to the Edina Park Board. • Respond to Edina Park Board inquiries in a timely manner. 4 1 P a g e Edina Park Board Bylaws • Forward information to and between Edina Park Board members. • Record meeting attendance, include the current attendance record with each packet and consult with the Chairperson and City Clerk regarding attendance issues. • Provide orientation materials to new members and chairperson. • Handle funds allocated to the Edina Park Board in accordance with its directives, city policies and legal requirements. • Serve as the custodian of Edina Park Board records. • Work with City Clerk to serve all notices required by law or these bylaws. Concerns with the performance of the City Staff Liaison should be directed to the Assistant City Manager. Section 7: Committees and Working Groups Introduction Committees or Working Groups may be established by a majority vote of the Edina Park Board to study issues in greater depth and report findings. Committees or Working Groups present their analysis to the Edina Park Board for discussion and recommendations. The Edina Park Board has the sole authority to make final recommendations on all matters on which a Committee or Working Group has given guidance. The Edina Park Board defines the scope and the duration of the Committee or Working Group's mission. In no case may the Committee or Working Group exceed the authority granted by the Edina Park Board. Committee and Working Group participants may not include enough voting Edina Park Board members to constitute a quorum for the Edina Park Board. Committees or Working Groups may be designated as standing (ongoing) or temporary in nature. Definitions Committees and Working Groups may be comprised of two or more people, one of which is the chair appointed by the Edina Park Board. A Committee is comprised of current Edina Park Board members only. A Working Group is led by an Edina Park Board member, but will also include members of the public. Working Group Announcement Public notice will be given of the formation of any Working Group, including a press release from the City to local media outlets. Individuals will have a minimum of 14 days after the public notice to express interest in joining before members are selected. Public Access Based on the potential public interest in the topic, some Committees and Working Groups meetings may be designated as public meetings by the Edina Park Board or the City Council. If a Committee or Working Group's meetings are designated as public meetings, official meeting notices, written agendas and written minutes are required. Refer to Section 4 of these bylaws for additional information on meeting notices. Appointments and Chair Assignments 5 1 P a g e Edina Park Board Bylaws Committees: The Edina Park Board Chairperson will ask for Committee volunteers from the Edina Park Board membership. A majority vote may approve the Committee appointments once sufficient volunteers are established. The Committee will elect its own chair and notify the Edina Park Board Chairperson. Working Groups: The Edina Park Board Chairperson will ask for volunteers from the Edina Park Board to serve as the Working Group Chair. The Working Group Chair is approved by a majority of the Edina Park Board members. The Working Group Chair will recommend other Working Group members. By definition, those members will include individuals outside of the Edina Park Board. The Chair may also nominate a co-chair who is not a Edina Park Board member. Working Group appointments will be made by a majority vote of Edina Park Board members. The duties of the Committee or Working Group Chair(s) include but are not limited to: • Set the meeting schedule and, if required, notify the City Staff Liaison for public notification. • Prepare and distribute a written meeting agenda, if required. • Lead the meeting in accordance with the agenda and facilitate discussion on agenda items. • Ensure that this section of the bylaws and Edina Park Board directives are followed. • Maintain meeting decorum. • Recommend members and notify Edina Park Board of changes in membership (Working Group only). • Report on the Committee or Working Groups activities at each regular Edina Park Board meeting. • Communicate to the Committee or Working Group any directives, questions or input from the Edina Park Board. Resignation or Removal A Committee or Working Group member may voluntarily resign by submitting his or her written resignation to the Chair of the Committee or Working Group. A Committee or Working Group member may be removed by a majority vote of the Edina Park Board. Disbanding A Committee or Working Group may be disbanded at any regular meeting of the Edina Park Board by a majority vote of the members. Committees or Working Groups will automatically be disbanded if no member of the Edina Park Board is available to serve or appropriate volunteer membership cannot be established. Section 8: Communication Applicability This section applies to all types of media and communication methods including face-to-face, telephone, email and social media. Communication Between Members Outside of Meetings Edina Park Board -related communication between members when a quorum of voting members is present constitutes a violation of open meeting laws if it takes place outside of publicly -noticed meetings. Members are prohibited from discussing Edina Park Board business in such a situation. Since email communication is common outside of meetings, the following email protocol is adopted: 6 1 P a g e Edina Park Board Bylaws Any email communication intended for a majority of Edina Park Board members should go through the City staff Liaison so that an appropriate record can be established. Members should not respond "reply all" to group messages. Members should not blind copy (bcc) other members. Members must not engage in a serial discussion of Edina Park Board business. A serial discussion occurs when members discuss official business with a majority of voting members through successive communications. Serial communication can occur through a combination of communication methods such as face to face, email, telephone or on a social media site. Communication with the Public Outside of Meetings Edina Park Board members are encouraged to share their work with members of the public within the guidelines noted in the paragraph below. When communicating Edina Park Board business with the public, members should understand and convey the following: • The deliberations and decisions of the Edina Park Board will be based solely on information contained in the public record presented to all Edina Park Board members participating the deliberation or action. • The member's comments do not represent the opinion or viewpoint of other commissioners or the Edina Park Board as a whole. Members should exercise care not to communicate how they intend to vote on any pending matter or give the appearance any matter has been pre -decided. Public Announcements and Press Releases The City's Communications and Marketing Department will approve and coordinate any public announcements, press releases or other media contact desired by the Edina Park Board. Section 9: Financial Transactions All financial expenditures by the Edina Park Board must relate to the Edina Park Board mission and be covered under the Edina Park Board budget. All expenditures must be approved in advance by a majority of the voting members. The City Staff Liaison is responsible for ensuring that all approved expenditures or reimbursements meet the criteria above as well as other city financial policies. Expenditures that do not meet the criteria above will not be reimbursed. The Edina Park Board does not have the authority to execute contracts or to otherwise financially obligate the City of Edina. Any contract related to Edina Park Board business will be managed by the City Staff Liaison and may be subject to City Council approval. Section 10: Ethical and Respectful Conduct Conflict of Interest Members may not use their position on the Edina Park Board for personal benefit. The interests of the Edina Park Board must be the first priority in all decisions and actions. Any member who has a financial interest in, or who may receive a 7 1 P a g e Edina Park Board Bylaws financial benefit as a result of, any Edina Park Board action or decision must disclose this fact as a conflict of interest. A member who has disclosed a conflict of interest should abstain from discussion and voting on the matter. Gifts Edina Park Board members may not receive personal gifts from any "interested person" in conjunction with their board and commission duties. An "interested person" is a person, or representative of a person or an association, who has a direct financial interest in a recommendation under the Edina Park Board's purview. This section does not apply to lawful campaign contributions. The Edina Park Board may recommend acceptance of general gifts or donations through the City's donation policy. Respectful Behavior The City of Edina is committed to providing a work environment free from violence for all elected and appointed officials, employees and visitors. The City does not tolerate any form of violence in the workplace including threats or intimidating actions by or against any of the groups cited above. Violence and threats may include, but are not limited to: • Any act which is a physical assault • Any threat, behavior or action which is interpreted by a reasonable person to carry the potential to harm or endanger the safety of others, or result in an act of aggression, or destroy or damage city property. The Chairperson and City Staff Liaison have the right to call for the immediate removal of anyone who threatens or commits an act of violence on City property. Respectful behavior also includes how Edina Park Board members relate to each other, City staff and members of the public. Members share a joint responsibility in modeling, monitoring and addressing behavior within the group. During Edina Park Board interactions, members should strive to: • Treat people with courtesy, politeness and kindness • Encourage others to express their opinions and ideas • Listen to what others have to say • Use the ideas of others to improve decisions and outcomes • Recognize cultural differences Members should avoid: Speaking over or cutting off another individual's comments Insulting, disparaging or putting down people or their ideas Bullying other members by displaying a pattern of belittling, demeaning, judging or patronizing comments. How to Report Members can report cases of unethical conduct to the City Staff Liaison, Assistant City Manager, City Manager or City Attorney. Appendix 81 Page Edina Park Board Bylaws City Code section 1500 City Code section (LIST SECTION FOR YOUR BOARD/COMMISSION) 91 Page oe Cl) 0 \j�CORPOfl�'��� l638 REPORT/RECOMMENDATION To: EDINA PARK BOARD Agenda Item Item No. VII. E. From: John Keprios, Director F1 Action Park and Recreation Department Discussion Information Date: February 14, 2012 Subject: Park Board Self -Assessment Proposal — Louise Segreto, Edina Park Board ACTION REQUESTED: Staff recommends that the Park Board discuss a proposal from Park Board member Louise Segreto for the Park Board to conduct a self-assessment for the purpose of fostering improved communication, team building and cohesiveness among Park Board members and staff. INFORMATION/BACKGROUND: In a recent email exchange between Park Board member Louise Segreto, Chairman Joseph Hulbert and me, Ms. Segreto requested to have this matter on the February Park Board agenda to begin a dialogue for the sake of helping the Park Board achieve its mission. Taken directly from one of the emails, Ms. Segreto stated: "I would like to be put on the Agenda for our Feb. 14th Meeting to raise the topic of a need for a Board Self -Assessment and engage the whole Board in a discussion regarding an approach for completion of a self-assessment process." I commend member Segreto for suggesting this initiative and as staff we support the effort. REPORT/RECOMMENDATION To: EDINA PARK BOARD Agenda Item Item No. VII. F. From: John Keprios, Director ❑ Action Park and Recreation Department z Discussion Information Date: February 14, 2012 Subject: Donations Policy & Naming of Parks and Facilities Policy Working Group Update — Ellen Jones, Edina Park Board ACTION REQUESTED: This is a standing Park Board agenda item that does not request or require formal Park Board action at this time. INFORMATION/BACKGROUND: The Chairman of the Donations Policy & Naming of Parks and Facilities Policy Working Group Ellen Jones is asked to give the Park Board an update on the Working Group's progress. REPORT/RECOMMENDATION To: EDINA PARK BOARD Agenda Item Item No. VII. G. From: John Keprios, Director ❑ Action Park and Recreation Department Discussion Information Date: February 14, 2012 User Fees Policy Working Group Update — Keeya Steel, Vice Chair Subject: Edina Park Board ACTION REQUESTED: This is a standing Park Board agenda item that does not request or require formal Park Board action at this time. INFORMATION/BACKGROUND: The Chairman of the User Fees Policy Working Group Keeya Steel is asked to give the Park Board an update on the Working Group's progress. ` �cORPOflA�n \ ie98 REPORT/RECOMMENDATION To: EDINA PARK BOARD Agenda Item Item No. VII. H. From: John Keprios, Director Park and Recreation Department Action Discussion Information Date: February 14, 2012 Subject: Election of Officers ACTION REQUESTED: Staff recommends that the Park Board elect a Chairman and Vice Chairman. INFORMATION/BACKGROUND: In February of each year, the Park Board self -elects a Chairman and Vice Chairman. I will request nominations from the Park Board for Chairman. If there is more than one nomination, Janet Canton will pass around paper ballots for Park Board members to vote for their choice of Chairperson. The same process will then be used to elect a Vice Chairman. In the case of a tie, nominations for that position will reopen and the process will start over until a Chairman and Vice Chairman are chosen. The main duties of the Chairman are: 1. To work with staff in establishing an agenda prior to each meeting. 2. Chair the process of each Park Board meeting. (In other words, the Chairman provides leadership that keeps Park Board meetings orderly, democratic and encourages input from all Park Board members and guests). 3. Serve as spokesperson for the Park Board at City Council meetings and other public functions. 4. Assign Park Board related duties to Park Board members. 5. Assist the City Council with interviewing applicants who were interested in serving on the Park Board. The Vice Chairman is to carry out the duties of the Chairman in the absence of the Park Board Chairman. In accordance with City Code, a member may serve a maximum of two consecutive years as Chairman. Therefore, Joseph Hulbert is not eligible to be nominated to serve as Chairman.