Loading...
HomeMy WebLinkAbout2012-03-13 Park Board PacketAGENDA CITY OF EDINA, MINNESOTA PARK BOARD MEETING CITY COUNCIL CHAMBERS Tuesday, March 13, 2012 7:00 P.M. CALL TO ORDER II. ROLL CALL III. APPROVAL OF MEETING AGENDA IV. ADOPTION OF CONSENT AGENDA A. Approval of Minutes — Regular meeting of Tuesday, February 14, 2012 V. 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. VI. REPORTS/RECOMMENDATIONS A. Highlands Park Athletic Field Proposal B. Hornet's Nest Working Group — Appointment of a Chairperson C. Sports Dome Study D. Countryside Park Playground Equipment Selection Working Group E. Special Park Board Meeting F. Updated Work Plan — Revised as of March 6, 2012 G. Self -Assessment Survey — Louise Segreto, Park Board Member H. Donations Policy & Naming of Parks and Facilities Policy Working Group Update — Ellen Jones, Edina Park Board Vice Chairperson I. User Fees Policy Working Group Update — Keeya Steel, Edina Park Board Chairperson VII. CORRESPONDENCE AND PETITIONS VIII. CHAIR AND BOARD MEMBER COMMENTS IX. STAFF COMMENTS X. 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 FEBRUARY 14, 2012 7:00 PM L CALL TO ORDER Chair Hulbert called the meeting to order at 7:03 pm Ms. Kattreh introduced Susan Faus, new Manager of Edinborough Park to the Park Board. Ms. Faus gave the Park Board a brief background of herself. II WELCOME NEW PARK BOARD MEMBERS Chair Hulbert welcomed the three new Park Board members: Cathy Cella, Dan Gieseke and Kathryn Peterson III. ROLLCALL Answering roll call were Members Dan Peterson, Segreto, Cella, Deeds, Hulbert, Gieseke, Kathryn Peterson, Jones, Steel, Jacobson. IV. APPROVAL OFMEETINGAGENDA Member Dan Peterson made a motion, seconded by Member Segreto, approving the meeting agenda. Ayes: Peterson, Segreto, Cella, Deeds, Hulbert, Gieseke, Peterson, Jones, Steel, Jacobson. Motion carried. V. ADOPTION OF CONSENT AGENDA Member Dan Peterson made a motion, seconded by Member Deeds, approving the consent agenda with the exception of item V.B., Approval of Minutes - Special Meeting of Monday, January 23, 2012 V. A. Approval of minutes — Regular meeting of Tuesday, January 10, 2012 V. B. Approval of minutes Speeial meeting of Monday, J' , ITEMS REMOVED FROM THE CONSENT AGENDA V.B. SPECIAL MEETING MINUTES OF JANUARY 23, 2012 — APPROVED AS AMENDED Member Jones made a motion, seconded by Chair Hulbert, correcting the special meeting minutes of January 23, 2012, page two, paragraph four middle after "make Edina a better place", to add: "Member Jones indicated our goals are stated in the Comprehensive Plan Chapter 9, page 45. They are: 1 For each of Edina's enterprise facilities, provide recreational opportunities that are accessible and affordable to primarily, but not exclusively, Edina residents and vet remain competitively priced in the Twin Cities area 2 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." Top of page five, add new paragraphs following "Mr. Anderson replied that is correct": "Member Jones asked how the high school players will access the other two non -adjacent rinks. Mr. Anderson replied through a tunnel system and projected a diagram of a path running from the proposed new building along the outer east side of the West rink. Member Jones asked if construction costs for this tunnel were included in the construction costs included in the packet Mr. Anderson replied yes, they were included." Next paragraph: "Member Jones asked if the large hallway running north to south alone the proposed new buildine was desiened especially wide so that it would accommodate a Zamboni to exit the stadium and an ambulance to enter the stadium. Mr. Anderson replied yes that the interior hall will be wide enoueh to allow an ambulance and the Zamboni to travel past the locker room entrances and access the rink." Ayes: Peterson, Segreto, Cella, Deeds, Hulbert, Gieseke, Peterson, Jones, Steel, Jacobson. Motion carried. VI. COMMUNITY COMMENT None VII. REPORTS/RECOMMENDATIONS VILA. Hornet's Nest at Braemar Arena Chair Hulbert asked how the scale of the facility compares to other locker rooms. Eric Anderson, 6501 Indian Hills Rd., replied the scale of the facility when they are looking at the locker rooms themselves are approximately 62' by 50'. He stated when you look at other locker rooms such as Minnetonka and Wayzata they are comparable in size; however, the shower facilities are a little bit larger than you would see in other facilities. Member Segreto indicated that she was struck by the participation of school districts, whether a public or private arena. She wondered whether or not they could reopen the dialog and maybe Member Cella could help them with that. She asked how they could explore maybe on another level what the School Board might do for them in terms of participating in the arena project. Member Cella replied that would need to come through the School's Committee structure, it would need to go to finance and facilities first. She pointed out that last year the School Board cut 2.5 million dollars from its budget and this year they will be looking to make more adjustments to their budget cutting maybe upwards of another half a million dollars. She explained that spending money to improve locker rooms coming out of their athletic budget is something that would have to be put in the hopper and considered with all of the other cuts that they are making to add something like that into the budget. Member Segreto commented that in light of the project that zero participation from the School Board is hard for her to fathom. Member Jones noted they are being asked to approve this concept and asked what exactly does that mean. Member Deeds commented that he also is not exactly sure what they are voting on and asked Mr. Keprios what he sees as an affirmative vote entailing and authorizing. Mr. Keprios responded that he thinks this group has worked awfully hard for several months whose first priority is to get permanent locker rooms that meet Edina standards for varsity and junior varsity hockey teams. He noted they have found what they believe to be a very creative way to finance it. He added that Ms. Miller has done an excellent job of showing the numbers in the dry land training facility and that even if the locker rooms don't happen this is something that should be on our radar screen. He stated that he thinks what is in front of you is do you agree with that particular concept, do you agree with its location. Also, are there parts of it that are troubling and not acceptable and you maybe want to pursue a different approach. Mr. Keprios stated that the Park Board may wish to pursue just the two main components; the locker room and training facility and find a way to get this done and keep it moving forward. He noted whatever issues you may have found whatever needs to be done, explore it and further study it so that this group can hopefully respond to whatever demands you want to place on them to move this forward to the City Council. Chair Hulbert indicated when you look at the Hornet's Nest proposal there are four main elements: locker rooms for varsity and junior varsity hockey teams, dry land training facility, food service and retail. He stated that he thinks an element that needs to be added is that they would be doing the arena a disservice if they ignore the south end of the west arena. He commented that instead of saying they approve the concept of the Hornet's Nest, what if they were to say they approve the concept of expanded 2 lockers rooms with potential new revenue sources. Maybe move it to the next step and just study it and bring in proponents from the Hornet's Nest and maybe someone from the School District because he thinks it would be a missed opportunity not to explore this further. Member Jones commented that this is not the first time she has struggled with the concept of looking at each of the enterprises separately. She noted she is afraid if they keep going down these paths of trying to figure out what is the best way to improve each one singularly because they may be making some changes down the road that they don't know they are making right now. The City does not have unlimited finances and by suggesting that they should look at this in a silo and say what are the needs of the arena without thinking about what do we need at Edinborough, what do we need for a dome, what do we need for Centennial Lakes and then separate from that is what is our mission, is part of our mission to provide locker rooms for the school. Where do all of these play out, what are the total needs of the community and see where each of the needs fit in. Member Jones indicated that she thinks this is the type of discussion she would like to have at their workshop with the City Council on March 13'h and find out from them how they could advise them to their next step in pursuing all of the different enterprise and non -enterprise Park Board needs. Member Segreto indicated that this group has spent a lot of time on this and there is no question in her mind that locker rooms are really embarrassing and something needs to be done with them. She stated that she is also convinced that a dry land training facility is in order; however, she is concerned about the risk as far as the restaurant services and retail. She commented that she likes the idea of making good with the momentum that they already have and would like to work together with this group and with the School District to at least examine the option of going forward and getting the locker rooms and dry land training facility done. Members Jones replied she is not saying she is against the project. It's just hard to know what the priority is of the City as to this project versus any of the other needs. Member Steel informed the Park Board that at the User Fee Working Group meeting that was held on Sunday night they met with the athletic associations. She noted that Mr. Keprios requested that each of the athletic associations bring forward their requests for projects and what they would benefit from and sort of see what their needs are compared to this just so they sort of have an idea moving forward of what requests will be coming in. Mr. Keprios indicated if they delay this decision until all of the other issues that are currently on the City Council's plate are decided on it's going to be a long time and feels that what is in front of you ought to be dealt with on a case by case basis. He commented that you should deal with it as you feel it fits the plan for Edina rather than pit against another project and decide which one is a higher priority but rather judge it on its own merit and how important it is to have this at Braemar Arena. How do you feel it fits and is it worth what it's going to cost or is there a different way to do this and not delay it until other things are studied because you will be waiting a long time. Member Deeds indicated that the group has done good work and the need is obvious; however, the need for Braemar is more than just locker rooms and one of his concerns with the plan as it stands is that it solves the high school locker room problem but it doesn't solve the Braemar locker room problem. It's dedicated space to the high school teams' locker rooms and there are a lot of other hockey teams and leagues and those locker rooms don't solve the larger locker room problem. He noted that he realizes that was not the group's focus and he is not faulting them on it but as they begin to look at Braemar and what's necessary to bring it up to date as it is with a lot of their other facilities and it's an interesting question. He noted that he doesn't want to lose momentum so he is in support of finding a way to keep it going and moving forward but he doesn't want wording that says "I approve the concept" right now but rather move it forward, keep working on it and get the Park Board's input on it because he doesn't want to lose any time on this because those facilities are atrocious but the fact that they need better locker rooms for everyone who uses that arena is something they need to consider. Member Deeds noted that he does agree that we as a city do not have a plan as to what we are doing with our amenities 3 and while they can't put everything on hold until they figure that out they better start figuring that out. He pointed out that if they look at a lot of the facilities it seems like for a decade or more they have underfunded on maintenance, the Parks Department have done the best they can and have a done a wonderful job but if they think they are going to stay current and be competitive and the kind of city that we want Edina to be they have simply underfunded the amenities in this city. What was once leading edge of facilities in this state is no longer and that requires the City and the School District to step up and take a look at these issues. He indicated that he is willing to support moving this proposal forward but he is not willing to say he is supporting the concept yet, because he has not seen alternatives to the concept and he's not sure it solves all of the problems that this city has. Chair Hulbert stated that he agrees with everything that has been said other than delaying it because there is no financial commitment of putting together a working group to look at their proposal and seeing if it can be tweaked. He noted their proposal doesn't necessarily mean they can't come up with a concept that in some way could engineer the project that there are locker rooms that can be used from Varsity all the way down to Termite and becomes something that the whole community can use. He added it's a 50 year old building and they do need to reinvest in it every once in a while and he would support moving this forward. He asked if we were to say "the concept of expanded lockers rooms" versus the "the concept of the Hornet's Nest" make the board more comfortable. Member Deeds responded the wording is fine with him; however, he just doesn't want to right now say he is supporting the concept of the Hornet's Nest as it stands. He would like to see what else needs to be done, he would like it to be a little broader and to be honest he doesn't know enough at this point. Member Jones made a motion that they create a working group. Chair Hulbert made a motion to approve the concept of the expanded locker rooms at Braemar with potential new revenue sources to be studied in a working group with two or more Park Board members, members of the Drive for the Hive, staff and interested members of the public. Member Deeds suggested that they add "to request a representative from the School Board". Member Jones asked Chair Hulbert to repeat his motion. Chair Hulbert made a motion, seconded by Member Dan Peterson, to approve the concept of expanded locker rooms at Braemar with potential new revenue sources to be studied in a working group of two or more Park Board members, members of the Drive for the Hive, staff, interested members of the public and school board representation. Member Dan Peterson seconded the motion. Member Jones suggested an amendment to include a study of the needs of the arena; however, she doesn't want this to just be expanded locker rooms and potential revenue sources. Chair Hulbert replied that they have items in their CIP, are there things beyond that. Member Jones commented that in the notes Mr. Keprios has identified she would like the final report of the working group to address the things that deal with the facility needs. Chair Hulbert indicated that he thinks that the needs of the arena would be something that would be smart for this group to be looking at and not just throwing in varsity and junior varsity locker rooms. Member Jones stated that she thinks that is more consistent with the Park Board's mission. Member Deeds asked what the wording of the amendment is. Member Jones replied "to include a Comprehensive Needs Assessment of Braemar Arena". Member Deeds seconded the motion. Member Cella asked if they could amend the wording and say "School District representative" as opposed to "School Board representative" because it may be more appropriate depending on what the working group would be actually talking about to have the business manager or to have someone from the Athletic Department rather than someone from the School Board. 4 Mr. Keprios stated that you do have an amendment and a second and you need to vote on that amendment first and then you can offer a second amendment. Chair Hulbert called for a vote on Member Jones' amendment to include a comprehensive needs assessment of Braemar Arena and the amendment carried. Member Cella made a second amendment to the original motion to change it from a School Board representative to a School District representative so that they can have the people best capable of discussing the issues at the table. Seconded by Member Jones Motion carried Chair Hulbert called for a vote on the original motion Motion carried Chair Hulbert asked the Park Board if anyone is interested in being a part of this working group to let Mr. Keprios know. VU B. Sport's Dome Presentation Harvey Feldman, 9317 40 1/2 Ave., No., New Hope, informed the Park Board he is representing Parks and Recreation Consultants. Ken Vraa, McGregor, Minnesota, informed the Park Board he is representing Ken Vraa Consulting. Mr. Vraa noted that he has teamed up with Mr. Feldman and Eric Blank, who was not able to attend this meeting. Mr. Feldman and Mr. Vraa gave the Park Board a power point presentation of the Edina Sports Dome Financial Feasibility Study. Member Jacobson asked if they build a new sports dome it's a turf field that can be used during the months when the dome has been taken down. Mr. Vraa replied that the turf would certainly be useable during the summer. Member Jacobson indicated that with regards to size it was noted it's for one large, overlay field with two smaller divisions. She asked if they looked at having one big field plus one small field with the overlap of people wanting the same hours. Also, how would you net out that one big field. Mr. Vraa responded that they did not look at what the three small fields option would be. He noted you still have the problem that you don't have enough usage hours to really make full use of it; however, your 40% usage would actually drop in the fall. He noted it's 100% net right now so you would then have this field that would be standing empty during October, November and December but you would also have to sell more hours to the outside group. He indicated the increased revenues would be approximately $13,000 if you had another field but again that would just be for January, February and March. He stated you've increased your revenues by $13,000, which is a good number; however, your numbers for turf and dome replacements are going to go up and that's going to get into that $13,000 because your construction costs are going up as well. That is why they stuck with the two field scenario. Member Jacobson asked from what has been shown is there an additional cost if there is a walking track around the side. Mr. Feldman replied no, there is obviously an increased cost simply because the facility is a little larger but they did not calculate it out if they reduced it. He added there would be some savings if you don't have a walking track. 5 Member Jones indicated that she was looking at a study that was done in 2010 through the School District of putting a dome over Kuhlman which would cost approximately 1.6 million dollars. She stated the dome being proposed is 5 million dollars and asked why there is such a difference in cost. Mr. Vraa replied he cannot answer that because he doesn't know how they got their numbers so he has no means to do a comparison. -Mr. Feldman -asked did -they consider grading to which replied the field is already there to which Mr. Feldman responded that right there you have taken out the cost of the turf. Member Jones asked if the City put in a turf field what would be the incremental costs for doming it. Mr. Vraa replied that is a question they would have to defer to someone else because until you have a site and know what the soil conditions are like, it could be a big range. Member Jones asked if they could give them any estimates on the impact of the new facility in Eden Prairie; is that going to affect their soccer clubs that are saying that they are going to buy time from us. Mr. Feldman replied he thinks you have to ask the Edina Soccer Club that question. He explained that one of the ways he thinks you get to that is going through this process of asking what hours they are willing to purchase. He indicated they may not get the kind of hours they need or want and so they may end up looking elsewhere to get the hours to satisfy their parents and their kids. It's not an easy question to answer. Member Jones stated now that the study has come out she knows the Edina Soccer Club is talking with the Edina Baseball Association and they are trying to figure out how to make it work. She noted they are wondering if they commit to shoulder time, if they could sell it, is that something you would recommend as they talk to staff, is that something they should be allowing. Mr. Vraa replied no because the question is if they don't sell those hours they will always get dumped back to the City because you don't have anything that binds them to that period of time other than honor and trust. He explained that the presidency and council changes and a commitment that may have been at one time no longer is important because something else may be more important. Mr. Vraa pointed out if those groups still want to try to make this happen then what they need to work on is getting people into this dome in October, November and December because those are the hours that need to get sold, those are key. He noted that generally speaking you will be able to sell those January, February and March hours to some other groups that are all of a sudden out there that will need to pick up an hour here or there. You need to sell a bunch of hours during October, November and December to make this happen. Member Jones asked r. Feldman and Mr. Vraa that intheir experience with other communities where people have been okay with their user fees going up in order to support a dome. Mr. Feldman responded they have toyed with that particular subject, because if you want the best result you would rather have the Edina people carrying the load for you and not having to worry about non-resident groups coming in. He noted one of the ways you could do that, although they don't know of anyone who has done this, is you could look at charging more for your prime time hours for Edina and keep it lower for the non- residents because you are trying to attract them. He pointed out with the idea of gas prices going to $4.00 a gallon that is a real important question to ask because of the energy they save by not driving all over the Twin Cities metro area. He thinks it is something that ought to be explored. However, if people aren't willing to go along with paying higher fees then they are going to have to charge higher fees for participation in that particular league and end up falling back on the fees participant in general. Mr. Vraa pointed out that a rule of thumb that you don't want to lose is that it's more important to sell more hours than to increase the rate because you will always generate more and if you have to have staff working on something, don't have them working on a rate schedule to increase it but rather have them working on selling more time because that's where your money is. Member Kathryn Peterson asked about shrinkage. She asked if multiple associations were looking at the same prime hours, did you throw that shrinkage away. Those were not counted in the numbers, correct? Mr. Vraa stated correct. Member Peterson stated there was no assumption about a certain percentage A being negotiated into another time. Mr. Vraa replied no, and the reason for that is when you only have so many teams and they are already on the field on Monday and Tuesday and then Wednesday. Then all of a sudden you want them to come back on Saturday. To get the committed hours, does that mean they are going to have to go on Saturday twice? He couldn't do that and that is why he felt it best to use the 820 number. If the organizations think that they still can switch groups and put more time on a Saturday, remember they already have time on Saturday. They are not likely to have two a day for those kids. Member Peterson stated in a large association you have different age groups and there might be the ability to pick up additional Saturday hours. Member Kathryn Peterson asked if they reached out to any adult groups. Mr. Vraa replied they did try to talk to some of the adult groups but for example the adult softball was not interested because they have such a good deal at Richfield. He noted that he does think there are opportunities to start some programming because it is clear there will be some hours but you need to keep in mind that it does take time to grow and develop programs. He also stated that in their management model they are taking 25% of the arena's manager time so that person is not going to have a lot of time to develop those programs so you would need to find a little bit different staffing model to make that happen. Member Kathryn Peterson asked if there were any inclusion of School District hours in Edina turf rental. Mr. Vraa explained the School District has really committed to sort of a dollar amount which translates into hours where he made the conversion and they are part of the 820 hours. He added that they are also part of the shrinkage because they are also looking for times that would go into 6:00, so there is an overlap with the high school as well. Member Gieseke asked what the design of the dome is going to be like and is it financially feasible. He stated that maybe they should flip it around and say what's financially feasible because it frightens him with the competition and with people not honoring contracts and that could put the city into a situation we don't want to be in. He asked if there are other options where they could build this in phases and see what works. He stated that the shoulder season concerns him. Could we design the facility in phases which would require fewer hours to sell? Is such a design possible? Kathy Wallace, Architect 1282 Stanford Ave., St. Paul, replied to address the question of building the dome in phases there are a number of pieces that have to be done pretty much at the same time that you are building the turf field and it would be very challenging given the way that is done and given the way a turf field is drained to change the size of the footprint of the dome at some later point because you would need to tear up a lot in order to put it down. She noted that another thing they've seen is that there is enough interest in both the full field and two smaller fields and that's kind of the increment that's starting with a full soccer field, is really the base increment and then you go up in size from there. Therefore, phasing in would be very challenging for the inflated part of the dome, some of the other stuff such as parking or an accessory building may be possible to phase in. Member Gieseke asked is it all feasible to have two equal sized domes and have one available six months and start the other one 12 weeks later. Ms. Wallace asked if we would want those domes be merged or would you want the space to be open inside? Member Gieseke replied that's an architectural question and he is not sure. Ms. Wallace replied that is probably a dome technology question which in some ways goes beyond architecture as well. You could have one dome or two domes and yes, you could have one open the whole time and one open up later but she doesn't think you could ever merge those two domes to have a single field supported by one dome. Member Jones asked what size of a footprint would be needed for the dome size recommended. Ms. Wallace replied that it really depends on what your group has asked for because the width of a soccer field can vary. A typical good sized dome is 220 feet wide and somewhere between 360 and 400 feet long. Member Jones stated that in addition to that purpose of a dome if they were going to be put in a 7 turf field they would put a turf field the size of a soccer field maybe a little wider but now if they are thinking that five years down the road we want to leave it open to have a dome. Ms. Wallace replied that you need about 10 feet somewhere between 6 and 10 feet on either side just to allow for the cutoff of that dome sloping down`to zero or depending where your curve is. In addition, you are typically required to have a 10 to 15 foot sometimes maybe 20 feet fire route around the entire dome sometimes it can be on three sides or fewer but that does mean you need to add another basically 40 feet both directions. Chair Hulbert commented that he thinks the jest of one of the emails they received is that they are over complicating things. It doesn't need to be an enterprise it's as simple as blowing it up and taking it down. He asked is that an oversimplification because it seems to be. He indicated that at Minnetonka it looks like they took an existing field to do it. He asked if they have any idea what it would cost to retrofit. Ms. Wallace replied they were the architects for the dome for the Minnetonka field. She explained they did the dome at the same time they turfed their football field, they completely stripped everything inside the track and even had to cut the track to allow the duct work from the mechanical units to go onto the track and the track into the dome. It really wasn't done as a retrofit as much as a complete redo of the field. Chair Hulbert asked if she knew how much it cost to which she replied she doesn't but that it is smaller and would not allow for two full youth soccer fields. She thought the cost was substantial, not as much as 5 million dollars but a lot more than 1.6 million. Chair Hulbert asked the consultants if they've seen a scenario like Eden Prairie and Edina where two facilities are competing with each other and if the dome were built at Braemar they would be within 1/4 mile of each other. Is there a scenario where they could actually see downward pricing pressure on the hours? Mr. Vraa responded it can happen, just look at what is happening to the golf industry and the ice arena industry you are seeing cutthroats particularly in the shoulder seasons. Member Deeds stated this is an operating income statement there is no payment of the initial five million dollars so on top of the costs if it's a 5 million dollar bond issue over 20 years that's $250,000 a year in principal, not including interest which would be another $150,000 essentially of interest payments. Therefore, if they talk about a cash flow scenario on top of what is shown there is another $300,000 to $400,000 of cash outflow that the city will have to deal with because it's not coming from the dome in any way, shape or form. Mr. Feldman replied that is correct. Member Deeds stated that he wanted to make sure everyone was clear on that. He indicated that he likes the conservative numbers and he likes what the consultants have asked them if they were looking at this best guess would they get an 85% recovery. Mr. Vraa asked in year one to which Member Deeds replied over a ten year average. Mr. Vraa replied they may be able to do it by year three. Member Deeds asked but that is purely on operating costs again that does not include interest or anything else to which Mr. Vraa replied that is correct. Member Deeds stated so we aren't fully over the sinking fund we get about 85% of it to which Mr. Vraa replied that he thinks that could happen. Member Deeds indicated that the impact of the golf dome, although we actually don't have a golf dome right now, was not mentioned and asked the consultants in their estimation is it significant. Mr. Vraa stated they did drop that slide from the presentation but noted that clearly any of the revenues that the golf dome had achieved during the months of October, November and December would evaporate because in a sense you would want to say that you will not rent that out for any purpose so in a sense you are forcing people to use this dome. Member Deeds asked so there is a substitution effect to the tune of $15,000 to $20,000 to which Mr. Vraa replied he think they stated $10,000 in the report. Member Cella indicated because of the difficulty of renting the shoulder time if you were to only inflate the dome starting in December so that you are only up during the prime season would you lose much money in the time you could otherwise rent during the shoulder time that it makes it economically D unfeasible to make that choice or is it silly to build a dome when you are only going to be using it for three or four months. Mr. Vraa replied that is a tough question because putting a dome up in the middle of the winter becomes something of an issue because you will probably not get it done in December for $35,000. He explained what is happening right now is the area domes have gotten together and there is an outfit that goes from one place to another and puts them all up because there is some efficiency for them to do it that way. Otherwise, you would have to bring in these people at a different time and the fee would go up. He stated that they would really have to take another hard look at that because he really doesn't have a clear answer. Member Segreto indicated that it seems what they are trying to do tonight is decide whether or not to go forward with a second consulting report or should they hold off. She stated that the wisdom they received from the report is great but they really need to assess what the Edina usage is going to be in kind of a business plan and project it out. She noted they really don't have any idea what the demographics will be 10 or 15 years from now in terms of kids needing to use the dome. She commented that she thinks they need to do some more homework before they go ahead and do another report. Member Dan Peterson asked does anyone build a permanent one in over 20 years to save money on energy. Mr. Feldman replied they are going to find out because Woodbury just announced they are going to build a 15.5 million dollar permanent building where it will be air conditioned in the summer and heated in the winter. He also noted that Vadnais Heights has a full dome that operates during the summer and is air conditioned so they are waiting to see what kind of costs are going to be involved in that. He added that he believes Woodbury is looking at having geothermal. Member Dan Peterson asked did he understand correctly the end of the 6b year the School District is predicting less students. Mr. Vraa replied no, the School District's projections only go out five years so that is all they have to work with. He noted that he thinks they are going to be stable because Edina has got certain qualities and an air about them that you should always be able to have a stable population. Mr. Feldman pointed out that Edina is one of the highest rated quality of life indexes and it's because Edina is a place you want to live. Member Dan Peterson asked if sprinklers are ever put in these domes. Ms. Wallace replied she is not aware of any that have sprinklers but she knows it has been studied because there is always discussion when you are looking at a dome and if they were to make it a seven or eight month dome at that point it falls under a different building code rather than regulated by the fire code. She indicated there has been some discussion of something like a water cannon but there is no way to suspend sprinklers from the air supported cable structure. Paige Rickert, 5304 Forslin Dr., indicated that part of his concern is making these sweeping assumptions that you have exhausted who you have evaluated; soccer, lacrosse and baseball. He noted that the School District was a minor player at best in this analysis and primarily because they are not set up to accommodate dome use hours through registration fees. Mr. Rickert proposed to the Park Board that they put together a working group comprised of the youth association members, high school coaches for both boys and girls and some private citizens to be a part of the task force to help you figure out how many numbers are really in demand. Jeff May, Edina Baseball Association, 5724 Dale Avenue, indicated that he has gone through the numbers and the hours committed multiple times to which he stands firmly behind the hours submitted. He suggested that several shoulder hours that were excluded from the study would be negotiated back into the useable and rental hours. He commented that the population of organizations has been limited to four and certainly they would be able to rent many more hours than that; however, they do appreciate 9 the conservative approach the consultants have taken on the study. He noted another question he would like to raise is the assumption that the entire facility would cost approximately 5 million dollars which would be a reasonable assumption if every possible location would be a similar cost. He commented that one of the Park Board members raised the question about Kuhlman and with such a significant difference in cost he thinks that's an option worth considering because it would be a shame to exclude options with such varying differences in cost if that could make the difference between what's feasible and what's not feasible. Matt Meyer, 5708 Abbott Avenue, informed the Park Board that for that last few years he has been involved with youth flag football and they end up driving to Maple Grove just so they can play and it's an hour round trip. He indicated that he would like to have the shoulder hours looked at more because two years ago in October it was one of the rainiest seasons and approximately 45% of their games were canceled and they couldn't make them up. He stated that looking at the shoulder hours in October and even extending into November could extend the football season and a lot of those shoulder hours could be used for football. He indicated that there are groups out there that will use those shoulder hours and in a city like Edina they need to take pride in their facilities overall and he really thinks they can make it work. Carter Freeman, 6144 Arctic Way, informed the Park Board he is the head coach of the Edina High School Baseball team and is also the assistant coaches on the Edina Legion Team which falls under Edina Baseball Association. He indicated that he thinks one thing that has not been addressed is that once a dome is in place that more programs will be built such as a Coach Academy or off season leagues. He noted that the hours that have been put down at this point probably represent what is but doesn't represent what could be. He pointed out on the high school side of things they are at huge disadvantage compared to other communities because they are not allowed on the baseball fields in Edina until April 15th so they need to get ready for the season on a gym floor or on an outside turf football field where the weather is always a question mark that time of year. He commented that he likes the idea of Mr. Rickert's idea of getting a task force together made up of different organizations and associations where they can make sure they get those shoulder hours covered. He asked that they be given the opportunity to sharpen their pencils and look at it more. He knows this has been something that has been looked at for many, many years and it's time for a city like Edina that values excellence they need this dome. Chair Hulbert stated that he thinks it's clear that there is a need for multi-purpose athletic fields that can be used all year and feels it's important to adapt and offer amenities for the next generation of residents. He commented that he finds it a little bit frustrating when they hear that other domes are built with support from school districts and they are not seeing much of that at this point. He asked the consultant is there more evaluation that needs to be done of these organizations to sharpen the pencil and fine tune these hours and maybe there is something that was missed. He asked the consultants if they talked to the school's athletic organizations to which Mr. Feldman replied that they talked to Community Education but he thinks their recommendation speaks for itself. If you think you are going to go forward you ought to have a meeting with your staff and all of these Edina groups to see how many hours can be sold from their perspective and then after that has been determined to go to those non -Edina groups and find out what they are willing to buy. He added there is probably going to have to be some adjustments, as he indicated in the recommendations that Edina might have to give up some choice prime time to get some non-residents to come in. Member Jones informed the Park Board that the committee did decide to go ahead with the recommendations by the consultants and what they would recommend to the Park Board to move forward with the recommendations that are on page 20. Chair Hulbert pointed out that he felt the recommendations of the committee differed a little bit from the recommendations of staff which to him 10 kind of felt like an either, or. He commented that he agrees with Member Segreto in that it definitely deserves to be studied a little bit further. Member Jones stated that it could be done different but the recommendations are talking about trying to flush out the hours that could be committed to. She noted that what they are hearing is that is something that the athletic associations want to do too, so she doesn't see that there is much of a conflict it's just in the process of how it's handled in whether or not it's going to go through a committee or working group, or at the staff center. Member Segreto stated that she thinks a working group is a good idea and suggested they also have someone from the School District to study usage and hours and demand. Member Jacobson pointed out that one of the only other recommendations that the committee added to the list were to explore with the users if there are any other amenities they would want in addition that would make them use more hours or make them want to come to this dome versus a different dome, what would you like to see added that would make you or someone else want to use it more. Member Deeds indicated that if continue on the with the study there is another piece to this and that is they are short on fields and for 5 million dollars of capital outlay for a dome field that's probably three non -domed turf fields which would be available for use eight or nine months out of a year. He noted they have limited resources and limited ability to fund these kinds of things which provide for the utility for the community. He stated one field dome or an alternative for example take Pamela Park and put in two or three more turf fields. Therefore, if they are going to move forward on this he feels that has to be part of the discussion because it's a very important consideration. He added they are extremely short of fields and one field isn't going to do it but would relieve it a little bit. Member Deeds pointed out that one domed field may make everybody happy between October and March but it does not solve the problem for the rest of the year and talking about trade-offs this needs to be part of that conversation. Chair Hulbert asked if they should be considering trade-offs as a Parks Department. If they look at all of the needs of the community and in looking at the Needs Assessment Survey that was done in 2006 there are still a lot of wants and needs and it would be helpful to know if they can have all of these things, can they stager these things. He commented if they were to in a few years say they want a recreation center will they be told no because they have five million dollars in revenue bonds on a sports dome so you can't have it even if it's what the community wants. That may need to be part of it too. Member Jones suggested they put that discussion on the agenda with the City Council because she feels as if that's where they are circling back to the same concept of how should they approach these multiple needs and issues. Chair Hulbert replied he would like that and he would also like for there to be a dome but wonders if they are being the best stewards for the community ten years down the road if that's not the greatest need. Member Jones proposed that they put the comprehensive needs question on the agenda for the March meeting and for the dome she would recommend that they go ahead with the recommendation set forth here and form a working group. Member Steel indicated that she would also like to know what all of the athletic association's wants and needs are before they go to the City Council. Member Deeds replied that they already attempted to survey them and the data has all been put together. Ms. Kattreh replied she will get the results of that survey to the Park Board. Member Jones indicated that she wants to make sure that if she proposes to have another working group for the Park Board that there would be a sufficient supply of Park Board members willing to be on it. She commented that the recommendation from the committee was nearly that this would be a staff run facilitated meeting with the associations in order to flush out these numbers. She asked the Park Board if they felt this should be a working group or should it be more like the recommendation which is staff led. Member Steel commented that Mr. Keprios has a lot of things on his plate right now and asked if that would be possible. Mr. Keprios replied that yes there are a number of things on our plate right now when you count up the number of working groups, studies, issues, etc. He informed the Park Board that when it comes down to it his own bias is the question before you tonight is to define feasibility. In the 11 end, we will need to define what is feasible regardless of how many more hours they are going to ask staff and volunteers to study. As the consultants stated earlier, at the end of the day these are not hours that you can go to the bank with even if they sign something in a legal contract because there may be a day when they won't honor that contract and there is not much the city can do about it. He explained that what it comes back to is it really good use of volunteer and staff time. What is before the Park Board is to wrestle with the real issue, do you want to bite the bullet and is this important enough for the community to have this amenity based on all of the studies that they have to date including the needs assessment survey and quality of life survey as well as what they have learned from the studies from the other enterprise facilities that have been done and are currently ongoing. Mr. Keprios indicated that he thinks the Park Board has a very keen understanding of what the needs are and thinks it's going to come down to your judgment call. He noted that clearly the numbers are showing that it's not going to pay for capital costs of principal and interest. He stated that they could do some more homework and could probably get more people to commit to more hours and come back with 1,000 hours; however, you still don't have the dollars to build it. Mr. Keprios indicated that he would like for the Park Board to express how they feel about this and is it important enough and desired to have this amenity in the community. There can be a lot of arguments made that this is what makes "Edina" Edina and it's time to do it regardless and he thinks that is what the City Council wants to hear from the Park Board. What is your advice and what do you feel that your neighbors are telling you rather than further delay a decision and study it some more because you will be right back here with the same issue in front of you and how do you feel about it, that is going to be the bottom line. Member Segreto stated that ultimately she does not think they have the money to build this dome and they will need to bring it to a referendum and the voters will ultimately decide. She indicated that she thinks the City Council was a catalyst to getting this before the Park Board today by commissioning the first study and she does sort of agree with Mr. Keprios that they could use this amenity in the community; however, with that being said she feels it is for the residents of the City of Edina to decide whether or not they are willing to pay for it. Member Deeds noted that cash flow wise it's going to cost essentially $300,000 a year out of the city coffers for the sports dome by the time you talk about pay back of principal and interest and that is without a sinking fund figured in. He stated that yes, he thinks they need it and would use it but at that price the only thing he can't answer is for $300,000 a year how many turf fields could they get because that to him is the alternative because they are short on fields and is it worth one dome. What is the trade- off between a dome and turf fields so that we have more facilities for the rest of the year. Member Deeds asked Mr. Keprios if it would be possible for staff to do a quick calculation of what is they are looking at in terms of cost for turf fields and where they might be able to put them. He noted that things like turf fields and adding lights solve a lot of problems and granted it doesn't give them that late fall and winter indoor time but there are a lot of domes going up around too. Therefore, he is fully in support of the fact that they need more athletic fields but the question is do they need a dome or do they need turf fields. Mr. Keprios replied he can come up in fairly short order what it would cost to put artificial turf on existing fields. Mr. Keprios pointed out that as Member Steel had pointed out earlier the bigger issue is there are other wish lists out there, such as the Edina Baseball Association did a wonderful job coming forward with a very detailed wish list and priority that is approximately 2.1 million dollars. He stated that once you get everything and put it all on the table there are going to be some decisions and priorities to make. Member Jones indicated that she understands they need to improve the arena and the playing fields. She noted they have listened to the number of other communities that have domes; however, they have paid 12 for a consultant and since they've gone this far she wants to make sure that they've done all they can in order to try to make this work and she doesn't want to say the number is too big. She commented there are a lot of people in Edina that if they said they might be able to build a dome maybe they would find some private donors for the capital expense. She asked how they will know without a capital campaign that they might not have donors willing to put up front money to build a turf field and/or put up the dome. She stated that she would still propose that they look into this by doing something similar to the Hornet's Nest and put together a working group and try to make this happen for Edina. Member Deeds indicated he has done the numbers and the bottom line if this happens is the City is going to have to commit substantial annual revenue to this dome. He noted there is not a study you are going to be able to do that shows that this will pencil out. He stated it's an amenity that the city is going to have to bite the bullet on and provide and that's what they have to figure out. He commented whether it's the dome or fields their amenities in general need substantially more investment than we are currently putting in. He informed the Park Board he is in favor of doing something along these lines but he doesn't want any surprises and he doesn't want anyone to be thinking there is any way you are going to make these numbers work because they are not going to work. It's his guess that it's going to cost the City $300,000 a year to run and so they need to make the decision with their heads up and honestly facing what the numbers look like. Member Steel stated that she is hesitant to set up any working group until they have a discussion with the City Council and feels it would be timely to talk about this at the March meeting. Member Jones stated that then she would suggest that they go with the recommendations of the consultants. Member Deeds suggested they go with the consultant's first two recommendations between now and the City Council meeting. He asked would the clubs and associations be able to work the pencil on the hours and get out a calendar and see how it would fill out with the soccer club and baseball association and other key programs they've talked about and see if there is an actual interest. Is that something that would be feasible for staff to take on to which Mr. Keprios replied they can do that but some other things may not get done. He informed the Park Board that this is on the City Council's retreat agenda coming up this weekend. One of the important issues with all of the Boards and Commissions is prioritizing the work load because there is only so much staff and this much work load and every meeting there is another new high priority that needs to get done right away and therefore something has to give. He stated that it wouldn't be his recommendation but staff is never going to say "no". Member Cella asked if that would include Member Deed's suggestion of getting some comparable figures on what 5 million dollars would buy in terms of other turf fields. Member Deeds responded that he is actually more interested in that the first two recommendations from the consultants. Mr. Keprios responded that he is happy to get the figures on the artificial turf but does feel he needs to volunteer one thing. He informed the Park Board that they tried very hard through the Master Plan Development Process that was very public and very transparent with the Pamela Park neighborhood to get artificial turf into the complex and that concept failed because the neighbors would not hear of it. That is why the Master Plan at Pamela Park shows a renovation over the large lighted field and it shows an installation of a new development of a new soccer field that's going to be grass with sand peat state of the art and that is a major reason why they haven't gone to artificial turf. So that's another whole battle to fight because even if they have the money, it will be difficult to have it survive the public and political process. Chair Hulbert asked has there been any communication with the people at the new dome in Eden Prairie about Edina clubs or associations securing hours at that facility, could they have discussions with them to try to secure those prime time hours because he would think they are going to want to sell them. Member Kathryn Peterson replied she would think they would want to sell them but they wouldn't necessarily have any guidelines about preference for Edina associations. 13 Member Jones indicated that they are basing this off of a 5 million dollar estimate for a dome and she doesn't know why this other estimate from 2010 is so much lower and feels they should try to figure that out because they could possibly do a dome and three fields for 5 million dollars she doesn't know. Member Deeds responded that will get them into the site selection process because he doesn't think you are going to be able to pin down the cost of the dome until you look at all of the relative costs of the different sites. Mr. Keprios informed the Park Board there are really only two locations in Edina where it could clearly be done for less than 5 million dollars and they are both on school property; one is at the high school and other one is at Community Center campus. He noted that staff has been working this issue for 15 years and did support and propose to have it done at Kuhlman and went through the process; however, the neighbors got organized and killed it. He indicated that he doesn't know if much has changed since then so now that leaves you one other option and he would venture to guess it's the same thing and that would be to put a dome but on a much smaller field at the high school. He explained that it would give high school kids easier access to it which makes a lot of sense but as far as the money goes he thinks those are the only two options where it is going to cost substantially less than 5 million dollars. Member Deeds noted that the neighbors are already organized and attended all of the sports dome sub -committee meetings, so it's not going to be an easy one. Chair Hulbert asked the Park Board if they would like to table this discussion until their meeting with the City Council in March. Mr. Keprios replied he is not 100% certain Park Board has a meeting with the City Council in March. He noted there is a work session of the City Council on March 20'' but it hasn't been determined whether the Park Board will be a part of that or not. He indicated that depending on the decision made tonight that may change and if you really want to have a joint session with the City Council that recommendation should be made tonight. He stated the City Council is talking of having the Sports Domes and Edinborough Park study on their March 20`x' work session agenda. Member Jones made a motion, seconded by Member Steel that the Park Board request that the City Council allow the Park Board to participate in their work session regarding the Edinborough Park Study and the Sports Dome. Ayes: Dan Peterson, Segreto, Cella, Deeds, Hulbert, Gieseke, Kathryn Peterson, Jones, Steel, Jacobson. Motion carried. Member Deeds made a motion, with the additional information Mr. Keprios is going to give to them on the alternative fields that this goes back on the agenda for their meeting on March 13th for hopefully a discussion that will lead to a vote one way or the other on what they want to do about this or at least whether or not they want to continue to move forward. Member Jones stated that she just wants to offer if staff does not have time to talk with the associations there seems to be interest from them to be able to meet that she would be happy to meet with them and it could be a very short term working group to try to meet with them before this next Park Board meeting. Member Gieseke volunteered to work as well on the working group. Chair Hulbert asked are we creating a work group here now. Member Deeds stated that he is on the current one and asked if the current one is done. Mr. Keprios stated that you already have a Sports Dome Working Group now that is familiar with the topic so why are they not the go to group. Chair Hulbert stated they should have the existing work group for the Sports Dome continue and if he is interested in joining we can do that. 14 Member Jones made a motion, seconded by Chair Hulbert, that Member Gieseke is appointed on the committee. Ayes: Dan Peterson, Segreto, Cella, Deeds, Hulbert, Gieseke, Kathryn Peterson, Jones, Steel, Jacobson. Motion carried. VII. C. Appointment to Community Education Services Board Mr. Keprios informed the Park Board that Bill Lough is now off the board; therefore, they have a vacancy on the Community Education Services Board. Chair Hulbert asked the members to look at their calendars and look at the obligation and if you're interested to let Mr. Keprios know. VII.D. Adopt Park Board Bylaws Chair Hulbert informed the Park Board that Member Jones has passed along a couple of amendments to the Park Board Bylaws and asked her to explain those. --Page Z Bottom of page. Quorum Proposed new section: Remove (6 or more) from first sentence. Proposed first sentence: A simple majority of the voting members constitute a quorum for any regular or special meeting. Member Jones explained the reason she is suggesting this is because their board changes in size when someone is rolling off or has resigned and before the City Council is able to appoint a new member so there may be a majority of all seated members but it would not be six necessarily. Therefore, she would just take that out and it would be a simple majority of the voting members. Mr. Keprios replied that he wishes it could be that way but he did have a discussion with the City Attorney on that language and the Park Board by City Code is a 12 member board two of which are non-voting and in order to have a quorum until these bylaws pass you have to have six because even if you have someone who moves or resigns mid -stream and all of a sudden you only have nine voting members present by law it shows that you still have to live by that number 6. He noted that just because they are not there doesn't change the number on the Park Board, it's as if they are absent. Member Jones replied that is exactly why she is proposing to take out that number six because she doesn't think it has anything to do with a legal issue but rather how they want to operate as a board, they are creating their bylaws. She indicated that the City Code may say they have so many members but it also says that a number of other things that what we are trying to do is that the voting members if there is no open, what she is thinking about is it has to do with an open seat, open seats are no longer voting members. Mr. Keprios replied that an open seat is just a seat that is temporarily not filled yet the requirement to have six doesn't change is what the City Attorney is telling him. Member Jones asked can she make a motion that if it passes legal we will take out the six. Chair Hulbert commented that he thinks the one thing they are trying to do here is have uniform bylaws for all of the boards and commissions and maybe this is something they should be running past the City Manager's office so that there isn't one offset of bylaws here that the other boards have. Member Jones asked if all of the other boards have 12 members. Chair Hulbert replied that he believes the Planning Commission does to which Member Jones replied these bylaws are not with the Planning Commission. Mr. Keprios noted that the Art Center Board has the exact same number as the Park Board but he can certainly ask the question. Member Jones proposed all of these changes to go through legal first before they pass and she would assume that is the process that will happen anyway. Remove If a quorum is not achieved within 15 minutes of the start of the meeting" Proposed second sentence: No votes may be taken if a quorum is not established or maintained. 15 Mr. Keprios asked Member Jones what she would prefer to have instead if a quorum is not achieved within 15 minutes of the start of the meeting. Member Jones stated that the proposed second sentence then is "no votes may be taken if a quorum is not established or maintained". She is not sure what that 15 minutes at the start of the meeting means because if they decided to have a meeting and then somebody comes in at 17 minutes after the meeting then are they saying that they can't vote. Mr. Keprios replied okay. Page 3 Meeting Agenda last sentence in paragraph Change Friday to Wednesday Member Jones stated that she would change that the meeting agenda and related materials be sent electronically and mailed as of the Wednesday prior to the scheduled meeting because quite frankly she finds that it is very difficult to get through her packet in the number of days that she has so she would just be proposing that they get it on Wednesday. Page S bottom ofpage Committees: Insert after "established" A temporary Committee Chair will be appointed by the Park Board at the time of Committee information. Member Jones explained that this is talking about forming committees and she would request that they add a sentence there that would allow them to have a chair, a temporary chair before the committee meets and elects their permanent chair. She pointed out her reasoning is because you need somebody to call the first meeting and they kind of came into this a little bit with the dome because they didn't know who was going to be chair or when they were going to meet so she would like to add the sentence "a temporary committee chair will be appointed by the Park Board at the time of committee formation". She would just insert that one little sentence and that clears that up. Chair Hulbert asked Mr. Keprios if he would review these with the City Attorney to which Mr. Keprios replied he would do that and the Park Boardcan vote on them a er. Mr. Keprios reminded the Park Board that in his staff report he is asking that Park Board recommend to the City Council that they grandfather in the Veterans Memorial Committee in its current structure because if the bylaws pass then it doesn't meet that requirement. Member Daniel Peterson made a motion to adopt that. Member Jones stated that she would agree that right now that is working fine but she would like to have a time limit on that because right now that would mean that importunity the same people are working on this. She commented that they are doing a wonderful job so she doesn't want to really mean anything by this but she does think that these bylaws are talking about kind of limited times for certain committees and she does think that they should put a time on this. Chair Hulbert asked Member Jones what she would propose to which she replied she doesn't know. Mr. Keprios asked Member Jones if she means a time limit on any committee to which Member Jones replied they are talking about just the Veterans Memorial Committee. Chair Hulbert suggested how about if they state upon completion. Member Jones replied that she wants a time, it could be two years; it's going to be done before two years. Mr. Keprios replied he doesn't know that it will. Member Gieseke asked Member Jones why she is looking for a time. Member Jones explained the reason why working groups and committees are included is that the city is recommending that all of them have voices on boards is because it's important that what they are doing is open and transparent. She noted she is just suggesting that she wouldn't want to setup in their bylaws a committee importunity that doesn't have any numbers that have the same type of requirements. She stated that she is suggesting that that seems as if it's a huge exception and it doesn't need to be, if just seems as if they are making an exception in their bylaws for a group that is going to 16 probably not be around for more than two years and she doesn't think that that's a good idea. Mr. Keprios replied that he is not suggesting there be a change in the bylaws to accommodate this committee but just to ask the City Council to grandfather in this one exception. He indicated if for example you were to put a time limit on it for a year from now, at that time are you then going to have a new Park Board member serve on the committee and take over as chair. Member Jones stated that she thinks that would be appropriate but she would say two years from now because that would give them plenty of time to do the work. She noted they've done a wonderful job and if there is follow-up and more needs to be done on the project then she thinks it is no longer part of what they initially suggested their mission was which was to design and create. Mr. Keprios commented that if you turn back the clock on more than one occasion the Park Board was asked to provide a liaison to serve on the committee and it was decided back then that we will let Mike Goergen serve as the chair in which he has done a good job and has put in hundreds of hours and to tell him now if they don't get it done by a certain time you are not going to be chair anymore. Member Jones replied she would recommend that he be co-chair because that goes with the bylaws. She pointed out that she is just saying there is no reason really to make an exception, a total exception and just say an ongoing working group without any member on Park Board she is uncomfortable with that. Member Dan Peterson replied that he is not at all uncomfortable and thinks Mr. Keprios proposal is a good one and the group is doing a very good job and let them get it done. Chair Hulbert stated that he agrees. Chair Hulbert indicated there is a motion to approve the bylaws with Member Jones proposed changes and to approve the grandfather exception for the Veterans Memorial group. Member Segreto commented that she thought they were going to run them by legal counsel first. Chair Hulbert stated that he thought they were going to let legal counsel take a look at them after. Mr. Keprios replied they can still make a recommendation and the motion and they will find out whether legal counsel or administration can accept that. Chair Hulbert stated that he would put that forward as a motion. Ayes: Peterson, Segreto, Cella, Deeds, Hulbert, Gieseke, Peterson, Steel, Jacobson. Motion carried. VILE. Park Board Self -Assessment Proposal — Louise Segreto, Edina Park Board Member Segreto informed the Park Board that she has been serving on this board for two years and over her course of tenure on this board they've had some really great meetings and some that could be greater. She stated that as a whole they have had some really talented people both on the board and on staff. She noted that every board she has served on, all have been non-profit they have always had a regularly occurring self-assessment. She explained that if you look at board self -assessments to which she could rattle off a half dozen standard questions that non-profit boards use on a regularly basis usually every two to three years but is not quite sure what would be appropriate for this group. She stated that she thinks they could do a better job of what they are doing if they take a moment to self -reflect and go through the process. She indicated that she asked Mr. Keprios if they could possibly get a facilitator because it makes it so much easier when you have a neutral party going through the process; however, from what she understands they don't have the luxury of doing that. She noted that she thinks this would cause them to be more effective. She pointed out there are a lot of non-profit aids out there on the web and she would like to draft one up and send it to the chairperson and Mr. Keprios and solicit the Park Board comments because she is sure they could come up with maybe two pages worth of self- assessment questions. She stated they could then figure out a process of going through this in a relaxed setting and not at a meeting. She commented they can get to know one another better and to make meetings more effective and see how they are relating to one another, how they are relating to staff and does every board member feel like they can contribute or is the some overshadowing going on that they need to work on as well as many other issues that most board do consider but her thought is to really make this experience better. 17 Chair Hulbert indicated that he thinks it's a great suggestion. Member Kathryn Peterson asked Member Segreto if she envisions there being a survey that they each would complete and there would be a facilitated discussion, she's not really sure how it would work. Member Segreto explained she would take a survey from a non-profit guidance company and it would be put in a Park Board packet which will incorporate input from anyone on the Park Board what they would like to see added. The survey would be filled out and signed and she doesn't think it should be an anonymous survey. Then they would need to somehow come up with a process to compile and summarize the surveys, maybe the chairperson, and then meet at an offsite premise and have a meaningful discussion about where they would need improvement, what is working well, what's not working well, and what could they do to make things better. Member Steel indicated that she thinks this a great idea and hopes that it will be successful so that other boards and commissions use it down the road. She added there is a lot to gain from this process and so she is grateful that Member Segreto brought this forward. Member Kathryn Peterson asked if they could assume that this would be a nonpublic meeting to which Mr. Keprios replied all Park Board meetings are open to the public. The only thing that the law permits for a closed meeting is if it deals with a legal or personnel issue. Member Deeds suggested that they take this discussion offline and don't do it as a Park Board and if they want to do something like this they just do it as private individuals. Mr. Keprios replied that was okay so long as you are not conducting serial meetings through emails which is in violation of the open meeting law. He stated that you certainly can do things on your own. Member Steel asked could the chair set up an on-line survey and then the members respond and them. Mr. Keprios replied absolutely, you just can't engage in sharing ideas, thoughts and what not in an email conversation with all members. Chair Hulbert indicated that since this is Member Segreto's idea he is assuming she will take the leadership role in setting up this survey. Member Segreto replied yes but said she still needs to do some more research on it. VII.F.Donations Policy c& Naming of Parks and Facilities Policy Working Group Update Member Jones informed the Park Board there are no updates at this time. VII. G. User Fee Policy Working Group Update — Keeya Steel, Vice Chair Edina Park Board Member Steel indicated that they have focused on youth athletic associations and divided up the different areas to per participant user fee residency requirement, financial reporting requirements and tournament policy. On Sunday, as she previously mentioned, the working group met with the athletic associations and they had a great dialog on the different pressures that the associations are facing and about how we want to see Edina and these athletic associations succeed going forward. She stated that she was happy to find out that the athletic associations generally agreed with the direction of their working group's recommendations as well as they did gain some insight from them. She added that they will continue to meet twice a month until they nail down a recommendation. VIII. Election Of Of,7cers Mr. Keprios opened up the floor for nominations for Chair of the Park Board. Member Hulbert made a motion to nominate Keeya Steel. Member Segreto made a motion to close nominations. Member Dan Peterson seconded the motion. Motion carried and Mr. Keprios announced that Keeya Steel has been voted as Chair of the Park Board. Mr. Keprios opened up the floor for nominations for Vice -Chair of the Park Board. Member Kathryn Peterson made a motion to nominate Ellen Jones. Member Segreto made a motion to nominated David 0 Deeds. Member Deeds had to respectfully decline given his travel schedule. Member Deeds moved to close nominations. Joseph Hulbert seconded the motion. Motion carried and Mr. Keprios announced that Ellen Jones has been voted as Vice -Chair of the Park Board. VIII. CORRESPONDENCE AND PETITIONS Mr. Keprios informed the Park Board that he doesn't have any correspondence and petitions to hand out although he has been collecting approximately 40 to 60 emails a day on the golf dome, sports dome and Edinborough Park. He noted that he is trying to accumulate those and continue to update each master list and send them out in one email. IX. CHAIR AND BOARD MEMBER COMMENTS Member Jones indicated that next month Highlands Park is going to be on the agenda where the Edina Soccer Club is asking the City to remove the softball field and asked what the process is for public notification. Mr. Keprios responded that he will send out a mailing to everyone who lives within 1,000 feet of Highlands Park informing them of what the proposal is, that will be on the agenda. He stated that the letter will encourage residents to express their views by email, postal mail or show up at the March Park Board meeting and give public testimony. Member Hulbert stated that they have received a lot of emails and some of them were saying that Edina is falling behind but that they also need to look at Edina because it has a lot of things in their community that a lot of other communities don't such as a golf course and Edinborough Park which is a unique facility. There are a lot of things to be proud of. He noted that he took his son ice skating the ice was totally skateable where a lot of other communities have given up even trying to maintain their ice so kudos to the staff, there are lot of people who appreciate staff still maintaining the effort. Member Jones asked about the golf dome to which Mr. Keprios replied that the cause of the fire is still under investigation. He noted that they are researching what it would cost to bring it back to the original condition. He added that they do have insurance and thankfully for them it is a total replacement cost insurance so it's well over one million dollars and that is just for the fabric. Member Kathryn Peterson asked what if that insurance money was used toward a replacement of the golf dome that maybe had two parts; one that was a golf part and one that was an athletic field part. Mr. Keprios noted that is something that they are going to have to spend some time giving some thought to, but it likely won't be enough to get the whole job done. Member Deeds pointed out that they did have a discussion regarding that at one of their sports dome subcommittees and the fact is that golf and other athletic uses don't mix because of the very nature of it so it is two completely separate facilities. Member Kathryn Peterson stated but it could be two domes next to each other with a common building, they could take advantage of that. Member Deeds stated you could pick a common building and share a parking lot. Mr. Keprios responded that is a concept that is being considered and in fact that concept was considered before the golf dome went down. Member Gieseke indicated that they understand there is a great demand and they would love to see a dome. He noted that he thinks there is something they are missing, some ingenuity that maybe has to do with the fire and rebuilding of the dome or something where they can make this work. He noted that is why he was asking if they could do it and open it in stages as well as have more mixed use so there are different revenue streams to make this work. Mr. Keprios replied that there would be some economies to having a shared building but it's going to require a new location and that adds to the cost significantly but believes that it's something that should be considered. X. STAFF COMMENTS 19 Mr. Keprios noted he just wants to thank Ms. Kattreh for all of her work as she has been pulling a lot of extra duty and wearing a lot of hats covering for Edinborough, being his new Assistant Director and serving on working groups. She has really done a stellar job with all of that and thank you. Mr. Keprios indicated that they are just ecstatic to have Susan Faus join their team. She is very sharp and a great professional. Mr. Keprios noted that he also wants to give kudos to his maintenance staff for the outdoor ice rinks. He thinks they are probably one of a few communities that has been open as much as they have. Meeting adjourned at 10:15 pm Pic REPORT/RECOMMENDATION To: EDINA PARK BOARD Agenda Item Item No. VI. A. From: John Keprios, Director Park and Recreation Department Z Action Discussion Information Date: March 13, 2012 Subject: Highlands Park Athletic Field Proposal ACTION REQUESTED: Staff recommends that the Park Board allows the public to testify regarding the Edina Soccer Club's proposal to convert the baseball field into an irrigated grass soccer field at Highlands Park at ESC's expense. Staff further recommends that the Park Board consider a compromise to ESC's proposal to leave the backstop in place and convert the dirt infield into a grass infield with irrigation. INFORMATION/BACKGROUND: Months ago the Edina Soccer Club approached staff and requested to convert the baseball field at Highlands Park into a natural grass soccer field with irrigation. The ESC currently uses that play area as a practice field venue; however, with the backstop and dirt infield the conditions are not ideal for soccer. I was told that improving this small practice field area would not result in more traffic because the space is already used for that purpose. The softball and baseball youth organizations did not express any issue with the request so I agreed to facilitate the request through the public process. On February 22, 2012, 1 mailed the attached letter to the 205 households that are within 1,000 feet of Highlands Park. I shared that letter with Edina Soccer Club Vice President Jeff Northrup to validate its accuracy. The email responses to the letter are included in a master list as an attachment. I also fielded numerous phone calls and office visits from residents expressing their views; however, I made it clear that their views must be expressed in writing. There are many residents in the immediate neighborhood who oppose this request because they do use that softball field park amenity for recreational purposes plus they fear that there will be an increase in traffic. On a big picture scale, the demand for rectangular shape athletic fields far exceeds the supply. There is clearly a shortage of rectangular athletic fields which are needed for soccer, football, rugby and ultimate Frisbee. Being a fully developed first -ring suburb park system, there are few opportunities to develop additional rectangular athletic field venues without displacing an existing recreational amenity. In my view, this is a symptom of a much larger issue. It is worth pointing out that the philosophy in place when the Edina park system was originally developed was to have scheduled athletic fields throughout the community. The concept was to have as many scheduled athletic fields spread out throughout the community so children did not have to travel great distances to get to their game or practice. Edina never planned to have the large athletic complexes hidden from neighboring homes. With the amazing growth of youth athletics over the past three decades, demand has exceeded the supply and the scheduled events have become problematic for some neighborhoods like Highlands Park that has limited on-site parking and yet draws a significant amount of traffic. I suggest that we focus time and resources on an alternative plan to develop more rectangular athletic fields in areas that do not overburden existing neighborhoods with traffic, on street parking and noise. That is also the reason why we asked residents in the 2006 Attitude and Interest Survey if they support partnering with surrounding communities to develop recreation facilities outside of Edina. This is a larger discussion for a future meeting. I fully support the idea of finding more creative ways to add more rectangular athletic field space but it will require more study and more resources. I recommend we leave the backstop in place but consider the option of placing natural grass on the infield in place of dirt (infield ball mix) that is currently in place. I further recommend that we accept ESC's offer to pay for this compromise which would include the addition of irrigation. As a rule of thumb, I do not support converting neighborhood parks into more heavily scheduled athletic venues. This is a slight departure from the original philosophy that guided Edina's early developmental years; however, I'd like to believe that there may be creative ways to create an athletic complex or two that does not have such a negative impact on neighborhoods. Having said all that, I encourage the Park Board to focus and limit their discussion on the proposal at hand which is to convert the softball field into a soccer field. I strongly encourage the Park Board not to debate the bigger issue of shortage of rectangular athletic fields at this meeting. That would be an excellent topic for another meeting. Formal Park Board action is requested on this agenda item. ATTACHMENTS: • February 22, 2012 Letter to Neighbors of Highlands Park • Master List of Emails from Residents • March 2, 2012 Letter from Robert E. Westlund February 22, 2012 Dear Resident of Highlands Park Neighborhood: The Edina Parks and Recreation Department and Edina Park Board are seeking your input regarding a request to eliminate the Highlands Park softball field and convert it into a rectangular shaped athletic field. The Edina Soccer Club has proposed to pay for the development of a soccer field with irrigation in place of the current softball field. The greatest demand for and shortage of athletic field space continues to be the rectangular fields that serves multiple sports such as soccer, football, lacrosse, rugby and ultimate Frisbee. The Edina Soccer Club has been using that field area in the past for soccer practice only (no scheduled games); however, part of the field encroaches onto the softball field. If recommended by the Park Board and approved by the City Council, the improved grass area would continue to be used as primarily a practice venue only. This would not increase the amount of play or traffic but would eliminate the softball backstop and infield. The youth and adult organized softball leagues do not have an issue with the conversion of the Highlands softball field into a soccer field; however, the Park Board and City Council value your opinion and need to know how the neighborhood feels about this proposal. To share your views, please submit them to me in writing which can be done in a number of ways including postal mail, email or fax (see contact information below). The Park Board will meet to consider this proposal at their Tuesday, March 13, 2012 Park Board meeting. That meeting will begin at 7:00 p.m. and take place in the Council Chambers at Edina City Hall. The public is always welcome to attend. If you have any questions about this proposal or process, please feel free to contact me directly. Thank you in advance for taking the time to share your views in writing. Much appreciated! Sincerely, John Keprios, Director Edina Park and Recreation Department 4801 West 50th Street Edina, MN 55424 JKeprios@EdinaMN.gov Fax: 952-826-0385 Office: 952-826-0430 m %P5209 .............. 79 Highlands L,�krl ti qFYID"A i qp gf",m6s L� 77 5200 A Cq,,qjC4 LOGISGSXW COMMUNITY INPUT ON THE HIGHLANDS PARK ATHLETIC FIELD PROPOSAL (Current as of 3/20/2012) From: Jessica Cook [mailto:cooksfour@comcast.net] Sent: Friday, February 24, 2012 12:20 PM To: John Keprios Subject: Highlands Park Mr. Keprios, I am writing to tell you I support the proposed change at Highlands Park that would replace the baseball diamond with a rectangular playing field. I live at 5408 Glenglarry, directly across the street from the southern parking lot and baseball diamond. I rarely see the diamond being used, and know there is great demand for playing fields. I think our parks can continue to evolve with residents' recreational choices. I also realize that this change will give the southern part of the park more use, and I will experience more traffic and parking in front of my house. It is a fair trade for the greater recreational opportunities the new field will provide, and for the quiet peacefulness the park provides all winter long. Thank you for consulting with the neighborhood around the park. Jessica Cook From: Kristin Geer [mailto:kgeer@me.com] Sent: Sunday, February 26, 2012 2:03 PM To: John Keprios Subject: Soccer Field Proposal John, We wanted to send you a quick note to let you know that as residents of the Highlands Park Neighborhood we strongly oppose the idea of converting the Highlands Park softball field into additional soccer field. We enjoy the park almost daily and part of the beauty of it is the variety that it offers -- everything from a children's play area and swings,to use of the vast field area for soccer, football, softball and, in the winter, hockey and skating. The proposal to convert the softball diamond/backstop to soccer is particularly puzzling given how much the park is already used for soccer. In fact, it is common to frequently see multiple youth soccer games or practices going on simultaneously at the park. Therefore, it would be a mistake to convert more space for exclusive soccer use and not have any space for those who want to play and practice softball. Finally, given all of the space that exists at the park, it is hard to believe why -- if additional space is needed for soccer -- the park can't be configured to accomodate the needs of the soccer group while maintaining a softball playing area, even if it means some repositioning It is a huge space! Keep the variety. Keep the softball. Sincerely, Brad & Kristin Geer From: Ed Stych [mailto:estych@comcast.net] Sent: Sunday, February 26, 2012 6:25 AM To: John Keprios Subject: Highlands Softball Field John: We are against the proposal to eliminate the Highlands Park softball field. We have lived in the Highlands neighborhood for about 15 years and have always enjoyed the opportunity to take our family to the field to practice hitting and fielding. On occasion some people in the neighborhood have gotten together there for a friendly softball game. r__ ..:_ UUP iarnily is mo a smile to our faces when we take our daily wa s in the summer to see other (younger) neighborhood families doing what we did with our kids at the park: Dads hitting grounders to their children, and lobbing in batting -practice pitches to young hitters. Taking away that field (especially the backstop) would eliminate a slice of Americana in the Highlands neighborhood: "Hey guys, grab your gloves and bats. Let's walk down to the park and practice." So, we would prefer that the field stay as it is. Thank you for the opportunity to give our opinion. Sincerely, Ed and Anne Stych 5257 Lochloy Dr. Edina From: Barbara Lorig [mailto:bjlorig@yahoo.com] Sent: Saturday, February 25, 2012 5:32 PM To: John Keprios Subject: Highland Park -- Soccer Field proposal Dear John, Thank you for soliciting the neighborhood input. Although I currently live on Interlachen Circle, prior to moving here, we raised our children in our home located at 5517 Doncaster Way. That house was at the end of Doncaster, very close to the curve before the stoplight. I am strongly in favor of your suggestion. While we lived on Doncaster, we had several instances of, I believe, --- adult baseball players driving up Doncaster Way very, very fast, after a game later in the evening, --- and swerving into our yard just prior to the curve --- because they weren't anticipating the curve, and they were driving way too fast. One night, all 6 neighborhood children were out playing soccer, and the car swerved into my neighbor's house across the street, and almost hit them ... I will never forget that. Although we endeavered to take down the license plate, the car sped away. At that time, our neighborhood was also concerned that after the adult games in the evening, there was most likely alcohol consuption after the game by the adult baseball players, which added to the speed and careless driving is they came up the steep hill on Doncaster Way. Considering the location of Highlands School, and the number of families that walk to the school to use the playground in the evening, ... I think the Highlands community is better served with a Soccer field than Adult evening baseball. I am highly in favor of your suggestion. Loren & Barbara Lorig 5613 Interlachen Circle From: Sarah "Sal" or Tom Hussian [mailto:hussianth@comcast.net] Sent: Saturday, February 25, 2012 11:04 AM To: John Keprios Subject: Highlands Park softball diamond Mr. Keprios, Our family lives on the park and we wanted to respond to your letter. First, we appreciate being included in the process. We talked as a family and feel strongly about the keeping the softball field. We frequently see neighborhood children, families, and adults playing softball. A park should provide multiple sports opportunities to the community. It allows for easy "pick up" games which facilitates neighborhood connections. A group of families have had a standing Sunday night game over the last few summers. Thank you, The Hussian Family Tom, Sal, Emma (15), and Mark(13) 5213 Doncaster Way Edina, MN 55436 From: Jeff.Sorem@welIsfargo.com [mailto:Jeff.Sorem@wellsfargo.com] Sent: Monday, February 27, 2012 2:17 PM To: John Keprios Subject: Highlands Park softball field John, am writing in response to your letter dated February 22, 2012 regarding the possible elimination of the softball field and backstop at Highlands Park. Please note that the neighborhood uses the field extensively in the summer. The field has been host to many impromptu pick-up baseball and kick ball games with kids (and adults) of various ages. The neighborhood kids like the infield, fenced in team benches and "real" bases. certainly understand the need for additional rectangular, multi-purpose fields. However your letter indicates that an additional "game field" would not be gained from the conversion and that only a portion of the current practice field in this area encroaches onto the dirt infield. I'm aware that Highlands Park has a few fields that are currently irrigated and a few that are not currently irrigated. I'm hoping the Park Board can find a way to provide additional irrigated fields to the park while not removing the neighborhood asset that is the backstop and softball field. Thanks, Jeff Sorem 5512 Glengarry Parkway From: nicholas.j.cronin@ubs.com [mailto:nicholas.j.cronin@ubs.com] Sent: Monday, February 27, 2012 11:55 AM To: John Keprios Subject: Highlands Park Softball field Dear John, I am a resident of the Highlands Neighborhood. My address is 5215 Lochloy d r. I and my wife have a positive view on converting the softball field to a soccer field with irrigation. Thanks, Nick Cronin Nicholas Cronin UBS Financial Services Senior Vice President - Investments From: Lemker Family[mailto:faceoffl26@earthlink.net] Sent: Monday, February 27, 2012 8:09 PM To: John Keprios Cc: Lemker Family Subject: Highlands Park Softball Diamond Dear Mr. Keprios We live one block off Highlands Park and we wanted to voice our opinion about the Edina Soccer Association's request to convert the softball field at the south end of Highlands Park to a soccer field, as well as our appreciation at being included in the decision-making process. Please forward this message to Park Board members. A PDF version is attached to this e-mail for that purpose. Although our children are teenagers now, when they were younger, on spring and summer Sunday nights we would gather at the field while Ron Peterson (Chantrey Road) patiently pitched a bucket of balls to each neighborhood kid who could hold a bat. Adults vs. kids. Many, many of these same children went on to play organized baseball and softball, but, regardless, we all had some very good family times together at the field. (The kids always won.) This tradition continues with other families. We see the softball field in use regularly through the seasons every year and feel it would be a great loss to the park and the neighborhood/community to remove it. As it is, the softball diamond is only a small portion of the park which includes tennis courts, a walking trail in the woods, ice rink, warming house, pond, playground, picnic table and (already) multiple fields for soccer (and football in the fall). :e. Highlands Park Softball Diamond in use With so much structure in our lives, these pickup games and Sunday night traditions are all the more precious. Please leave the softball field in place. And thank you again for including us in this process. Sincerely yours, The Lemker Family Russ, Gena, Reid (16) and Claire (13) 5236 Lochloy Drive Edina, Minnesota 55436 952-922-8876 / faceoff126@earthlink.net From: Ashley Hughes[mailto:ashleyhughesi@yahoo.com] Sent: Monday, February 27, 2012 8:43 PM To: John Keprios Subject: Highland softball field John, Thank you for your letter alerting us to the proposed changes at Highland Park. We have lived at the corner of Glengarry and Ayrshire for 8 years. During this time we have used the 'baseball' field every summer with our children. We call it our Sandlot. Many nights neighbors join us as we play a game of baseball with the children. It has been a great way for us to meet new neighbors and keep in touch with others from the across the neighborhood. This little piece of the park has been such a great blessing to us. One of the reasons we bought our home was because of the variety of activities the children could utilize right across the street. We have 5 children and love the fact that we don't have to drive anywhere to enjoy one of the great parks of Edina. This baseball field really is special to the neighborhood and would be missed by so many. Please help us save our field. Sincerely, Tim and Ashley Hughes and Bobby, JohnPaul, Frankie, Elizabeth and Thomas 5500 Glengarry Parkway Edina, MN 55436 H 952.926.2103 C 612.220.5339 From: Mahlum, Thomas C. [mailto:TCMahlum@rkmc.com] Sent: Tuesday, February 28, 2012 9:06 AM To: John Keprios Cc: Katie Mahlum Subject: Baseball Field Dear Mr. Keprios: I echo the thoughts and comments of Cindy Karos (below). In addition to the organized activities which occur there, the baseball field is routinely used by neighborhood kids and families for informal or spontaneous games. It would be a real loss for the community to get rid of it. Parks such as Highlands should be geared towards a diversity of activities, and not converted into single activity locations. Not every kid wants to play soccer, and if they want to do something else, such as play baseball, they should be able to go to their local park, instead of relying on a parent to drive them to a baseball field in another neighborhood. If anything, I would add to the diversity of the park by adding a basketball court. I would not detract from it and convert it to a single purpose park. Tom Mahlum (5312 Chantrey Rd., Edina) From: Cindy [mailto:ckaros@visi.com] Sent: Monday, February 27, 2012 5:25 PM To: John Keprios Subject: baseball field Dear Mr. Keprios, Thank you for the chance to provide feedback about the baseball/softball field. We are clear supporters of keeping the field for baseball/softball players. Many times during the summer our children use the field with their friends to play. There are so few fields around, we would be devastated to lose that one. It is an important neighborhood center for pick up games during the summer and fall. With kids being so busy with scheduled activities, we are overjoyed to know that our neighborhood kids can get together and play baseball at the park. Please do not turn it into an additional soccer field... baseball is a great family activity as well as a sport that all kids can play whether on a baseball team or not ... our neighborhood NEEDS a baseball field! Thank you! Cindy and Paul Karos 5501 Dundee Road Edina, Mn 55436 952.929.6371 From: hergiew@comcast.net [mailto:hergiew@comcast.net] Sent: Tuesday, February 28, 2012 3:43 PM To: John Keprios Subject: Highlands Park Softball Field John, Marge and I have no objection to eliminate the softball field. Thank you for requesting our input. Wayne and Marge Hergott Wayne Hergott 5629 Interlachen Circle Edina, MN 55436 herg iew(c).com cast. net PH. 952 927-8842 From: Greg Domke [mailto:gregdomke@comcast.net] Sent: Wednesday, February 29, 2012 5:11 PM To: John Keprios Subject: Highlands Park Mr. Keprios, I am responding to the letter informing residents of the Highlands neighborhood of the proposed changes to our park. I am strongly opposed to the elimination of the baseball / softball field and backstop. This park is first and foremost a neighborhood park and open area. While raising my family in this neighborhood we enjoyed a significant period of time when it was routine to have pick-up games with both Parents and Children of a wide age range every Sunday afternoon. This experience was a key tradition that built a strong sense of community for both Parents and children being raised in the neighborhood. I would not like this feature of our neighborhood to be lost for the current and future generations of families that reside in Highlands. Having a neighborhood park that accommodates all sport activities was and is a big attraction when purchasing a home here in Highlands. I am also very skeptical of your assurance that this will not result in more traffic. During soccer and football sessions the traffic is significant and the parking on adjacent streets is at capacity. How will adding field capacity not also increase traffic and parking stresses? Please tell the soccer association to stay away from our baseball / softball field. Sincerely, Greg Domke 5513 Glengarry Parkway From: Carrie Setterberg [mailto:carrie.setterberg@gmail.com] Sent: Thursday, March 01, 2012 11:23 AM To: John Keprios Subject: Highlands Park Dear Mr. Keprios, As a resident for over 20 years to the Highlands neighborhood, I would like to offer my opinion on the proposal to convert the softball field to a soccer field. I have enjoyed watching families, including my own, use this field for batting practice and pick- up games. It rounds out the recreation amenities available to residents and citizenry. I have wished it would be used more regularly for league play as it has been fun to observe games there occasionally. I would like to see it stay a softball field. My husband agrees with this opinion as well. Thank you for the chance to comment. Carolyn and Gary Setterberg 5213 Chantrey Road From: Lisa Diehl Foreman[mailto:Idiehlforeman12@hotmail.com] Sent: Monday, March 05, 2012 11:44 AM To: John Keprios Subject: Highlands Park - Feedback John, thank you for your letter, dated February 22, 2011 to the Edina Highlands residents. Bruce and I live at 5301 Ayrshire Boulevard. Two comments from us. 1. Community Park: We are both supportive of the ever changing needs of the parks within our community. "Edina Highlands" has been a "community park". We hope it will continue to serve the needs of other activities and not just an athletic field for soccer, football, lacrosse, rugby and ultimate Frisbee. We have several neighbors who take their kids down to the park at various times of the year to utilize the park in other ways (playground, ice rink, throwing baseballs, flying kites, etc.). It is a delicate balance. 2. Neighborhood Traffic: We have concerns for the potentially enhanced volume of traffic travelling through the neighborhood. We've seen individuals leaving in their vehicles at "excessive" speeds, one after another, at the the conclusion of sporting events (football and soccer). We have new neighbors with small children and once the weather turns nice, they will be out and about in the neighborhood. Thank you for the opportunity to share input. Lisa and Bruce Foreman 5301 Ayrshire Boulevard Edina, MN. (952) 285-5244 From: George Watson [mailto:George@brauer-Itd.com] Sent: Friday, March 02, 2012 11:00 AM To: John Keprios Cc: Mary Watson Subject: Highlands Park, Edina, MN John, As a resident I received a notice from you regarding the contemplated modifications to Highlands Park, namely the idea of replacing the softball infield, backstop etc, with irrigated turf for use in field sports such as soccer, rugby, and lacrosse. I would like to remind the city that although the park functions more as a community facility it does still serve the purpose of 'Neighborhood Park' for those that live in the area. In comparing Highlands Park with other neighborhood parks in Edina and surrounding communities, I would have to say that our park falls well short of any standard for facilities and activities for the neighborhood. This brings me to the question of the softball infield and backstop. Other than the playground, the backstop is the only improvement in the park that is used by the neighborhood kids and parents. I think it would be a mistake to abandon it. Now, does the infield need to be skinned and player's benches in place? No, I would say not for the level of play by the neighborhood. As for the comment in the meeting notice that the improvements suggested will not increase traffic, I beg to differ. If you expand the field area it will naturally increase the sports use by the associations and thereby increase traffic. A blood oath now from the associations that they will not increase use would not keep future use in check. As you know association leadership changes and the institutional memory is very short. Highlands is already blessed with two facilities, the school and the park, that draw users from the broader community and we have to put up with the pulsating bursts of traffic from them. Don't add to it. As for the question of a basketball court in the park, you know I would have loved to seen that happen 20 years ago when my boys were young. I still think it would be a good addition to the park but, I would suggest that it be a half court to keep the interest at a neighborhood level. I would suggest that in addition to the basketball half court that the pavement be striped as a multi -court with perhaps 4 -square, hopscotch and even volleyball. Where could it be placed, I think that there is sufficient space for something like this along Doncaster Way, _between the existing trees and out of the soccer fields, -- relatively close but separated from the playground. You know I have no shortage of ideas and passion for public parks. If you want more ideas I'm always willing to oblige. Please see that the Park Commissioners receive a copy of this email as I will not be available to attend the meeting. Sincerely, George Watson 5417 Doncaster Way Edina, MN Work: 952-238-0831 Ext. 10 Home: 952-922-6562 From: Jo Ann Tollefson [mailto:jomtollefson@gmail.com] Sent: Tuesday, March 06, 2012 12:47 PM To: John Keprios Subject: Proposed change to Highlands Park Hello John, Our family lives on Ayrshire Blvd near Highlands Park. We just moved into the area last summer. We have two daughters that are active in sports and one plays soccer. I understand the need for soccer fields because the increasing number of kids participating. However ....... I really like the idea of keeping the softball field. Both our daughters met friends from the surrounding area to play kick ball during the summer It was great to see one or two kids bringing a ball and soon there were more and more kids who would join. We, as a family, also went down there to throw a softball back and forth. I am not sure if there are other softball fields around, but I would be disappointed to lose this one. I think to keep it a neighborhood park and not a soccer field (lacrosse, football, etc) only field, the softball field should remain. Also, I did notice a lot of speeding traffic in the neighborhood (especially on Ayrshire Blvd.) after the games. With no side walks and more and more kids in our area, I worry that someone could get hurt. I would love to see patrols in the area more often when there are games down to help slow drivers down. If you have any questions, please feel free to contact me. Jo Ann Tollef son 651-341-2445 From: Fey, Ryan M [mailto:Ryan. Fey@hcmed.org] Sent: Wednesday, March 07, 2012 9:37 AM To: John Keprios Subject: Highlands Park Softball Field Mr. Keprios, I am writing today in response to your letter regarding plans to reconfigure the fields at Highlands Park and remove the softball field. With three small children and a residence within a block of the park, we use Highlands Park extensively throughout the year. This includes use of the softball field. Initially, my gut response to the letter was that of outright objection. However, I recognize the needs of the soccer, football, and other organizations. The fact that the softball organization has no objection to the conversion is also taken into account. I am requesting some sort of compromise on the matter. Would it be possible to convert the infield and bench areas into a grass field (meeting the needs of the soccer and football organizations) while still maintaining (or perhaps moving) the batting backstop? While it would no longer be a fully structured softball field, casual baseball/softball games and batting practice could continue. Obviously, one would need to provide his or her own temporary bases for this to happen, but that is but a minor issue. The softball or baseball organizations would also then be able to use it as a backup practice field. I do know other local parks in nearby communities have this sort of a configuration and that it works successfully. I believe this would meet the needs of all of the parties involved while maintaining the diversity of activities present at the park. Thank you for notifying us of the planned changes to Highlands Park. Thank you also for taking my response into consideration. I will add that my family is very grateful to the Edina Park Board for maintaining such a wonderful local park system, particularly Highlands Park. I look forward to years of continued use as my children grow. Please contact me via email with any questions. Yours sincerely, Ryan M. Fey, MD 5409 Chantrey Road Edina, MN 55436 From: Jamie Schultz[mailto:jamielschultz@comcast.net] Sent;_ Thuircday, March 08 2012 9:25 PM To: John Keprios Subject: in support of the baseball diamond at Highlands Dear Mr. Keprios I write in support of keeping the baseball diamond at Highlands Park. We live on Glengarry Parkway and appreciate having the option of a pick up game of soft ball at the field. Many of our neighbors and friends use the field several times a week for games. Most of the park is available for soccer, football and rugby with only one ball diamond. Please do not remove it. We really enjoy having it in our neighborhood park. Thank you for your consideration. Jamie Schultz and Keith Beveridge 5312 Glengarry Parkway Edina, MN 55436 952-929-1786 From: toddpeterson@comcast.net [mailto:toddpeterson@comcast.net] Sent: Thursday, March 08, 2012 7:08 PM To: John Keprios Cc: bcarlson@quadion.com; gailcarlson@hotmail.com; hanmarser@aol.com; edinal@aol.com; jsutphen@imagineps.com; dockelly@hotmail.com Subject: Highlands Park Dear Mr. Keprios, We are responding to the letter you sent to the residents of the Highlands Park neighborhood regarding the possibility of eliminating the softball field and replacing it with another soccer field. We are strongly against this proposal for the following reasons: • Highlands Park is a muti-purpose neighborhood park that encourages non parent - organized play of all kinds for the entire community. Currently, neighborhood children and teens (and sometimes adults and families) and their friends organize "pick up" softball games with each other throughout the spring, summer and fall. If the softball field is removed, these games will end. • Highlands Park is a true neighborhood park. Using the park for more organized, scheduled soccer practices limits the availability of the park for spontaneous play. Also, although your letter indicates that there are no immediate plans to open the park for additional scheduled soccer games, as money continues to tighten and the City looks for ways to increase revenue, it is reasonable to expect that at some point the number of games the park will host will increase. • Highlands Park is regularly cleaned and, to a great degree, maintained by the local park neighbors. Annual spring and fall clean-up events keep the park in pristine condition. Participation in these clean-up events will decline if the park neighbors begin to feel their voices are not heard and their efforts benefit soccer clubs rather than local residents. • Sadly, our experience has been that visitors to Highlands Park are not always respectful when it comes to wrong -side (illegal) parking, using private driveways, and driving/parking on private lawns. Edina police rarely patrol the area to enforce parking regulations. Park -facing property owners routinely have to place barriers on their driveways and lawns to minimize damage by careless or disrespectful drivers. Pedestrians walk near the park at their own risk during these events. More soccer practices/games would invariable mean more traffic and traffic -related issues. We understand that the organized softball leagues in Edina have not opposed the removal of this softball field. This has absolutely nothing to do with the neighborhood aspect of this issue, however. Thank you for your consideration, Todd and Fern Peterson 5209 Chantrey Road Edina, MN 55436 From: Kate O'Connell [mailto:katemattoconnell@gmail.com] Sent: Friday, March 09, 2012 1:02 PM To: John Keprios Subject: Please do not eliminate the Highlands Park Ball Field Dear Mr. Keprios, Thank you for your letter requesting input from the Highlands Neighborhood in the decision to eliminate the Highlands Park ball field. My name is Kate O'Connell and I have lived on Glengarry Parkway for 11 years. My husband Matt and I have three children, Will age 10, Dan age 7 and Norah age 3. We love our neighborhood and want to ask you and the Park Board NOT to eliminate the Highlands Park ball field. The ball field is a wonderful area that we use to play pick up games of baseball, t -ball, and kickball. It is where my 10 year old learned to "run the bases" when he first started playing t -ball and the tradition continued as his brother and now his sister learn the game. Both Will and Dan enjoy playing with Edina league baseball teams, and Norah is enrolled with the YMCA T -Ball program. The Highlands ball field is the perfect field for our family to practice the drills, run the bases and practice catching and throwing the curve ball. The kids have gathered other neighbors to play pickup games of both baseball and kickball from early Spring, throughout the summer and even into late, chilly Fall days. Highlands Park ball field is ideal for the kids because of it central neighborhood location. Our older boys can now begin to explore their sense of independence in riding their bikes to the park for a game of ball with friends. It is the neighborhood "sand lot" and it would be a terrible shame to lose it. Our community needs to preserve spaces for unorganized, unstructured play. Edina is a great community to recognize the varying activities of our members and neighbors. Please DO NOT ELIMINATE the Highlands Ball Field from our neighborhood and from our community! Respectfully, Kate O'Connell 5532 Glengarry Parkway 952-928-9825 From: Kim Mc Ilwain[mailto:kimmcilwain@earthlink.net] Sent: Friday, March 09, 2012 2:52 PM To: John Keprios Subject: Highland baseball field Hi Mr. Keprios, I am writing to give my opinion on turning the Highland Park baseball field into additional soccer space. We have been in the Highlands neighborhood for 8 years and the baseball field was where we met many of our current friends and neighbors. Some of the dads would organize a baseball game at 6:30 pm every Sunday and everyone was invited. It was a great was for my boys to meet the other kids of the neighborhood. Even though my two boys are huge soccer players (both play on the premier level and both are referees with the Edina Soccer Club), I feel that the park has plenty of soccer space and that it would best serve our neighborhood if we had some diversity in the activities offered at the park and keep the baseball field. I would also like to continue to see the neighborhood boys walk to the park with their bats and gloves slung over their shoulders -----it brings back great memories. We have some new young families that have moved into our block and I would like to see them be able to walk down to the park for a baseball game in the same way that my boys were able to and to make neighborhood friends that share a love of baseball. Thank you for your consideration and for your help in preserving this neighborhood field. Kim McIlwain 5408 Chantrey Road, Edina #952-920-8815 From: Anne or Paul Hussian [mailto:pahussian@hotmail.com] Sent: Sunday, March 11, 2012 10:50 AM To: John Keprios Subject: Highlands Park Baseball Field John: I am writing to express our dissenting opinion of displacing the baseball/softball field at Highlands Park with a soccer field. In a time when many are lamenting the absence of free, unstructured play for our youth, the highlands baseball field represents an opportunity to keep these types of activities available to youth at all ages. We have three active boys who participate in many sports offered by the soccer, basketball , football and baseball organizations. However, many of their greatest memories are of playing pick up baseball at Highlands Park. This is especially true of our now 13 year old. For several springs/summers, Christian and a mob of boys would gather at that baseball ie ay after day, playing baseball. As soon as they were home from school they would grab their mitts and head to the field. This went on for a couple of years. Also, consistently on Saturdays and Sunday afternoon, we observe from our kitchen window (we can see the park from our window!) families playing pick up games of baseball and kickball at that field. In addition to displacing the baseball field, another soccer field would displace a portion of the park that is used for walking. Highlands Park is a great asset to our neighborhood and a resource that needs to be protected. To commit almost 100% of that park on almost every Summer evening to soccer fields, is creating more traffic and leaving Highlands residents short changed. Thanks for your consideration. Anne and Paul 5408 Doncaster Way 952.922.5299 From: Gary Setterberg <gary.setterberg(o gmail. com> Date: Sat, 10 Mar 2012 10:49:54 -0600 Subject: Comments on Proposed Changes to Edina Highlands Park Soccer and Softball fields (keep the softball field and fences) To: jkeprios(c�edina.mn.us, jkeprios _ci.edina.mn.us Mr. Keprios -- Thank you for the opportunity provided to our family -- as 24 -year residents of the Highlands neighborhood -- to comment on the changes being proposed to the athletic fields at our neighborhood Highlands Park. Nearly every day as we take our multple walks around the neighborhood with our dog we reflect on the beauty of the park area, and are so grateful to have this open space available to us -- for our children in years past, and now for their soon to arrive children as well as the many neighborhood families that so appreciate this wonderful park and play space. Specifically to your request for comments -- we are delighted that our playing fields area is "mixed use" -- meaning we fully support the continued preservation of both the softball/baseball field and fences, dugout areas, etc., as well as the continued use of this play space for our community soccer and youth football leagues. Our children used that softball field regularly and often, and we continue to observe a new generation of neighborhood children (and adults!) use that softball space regularly. Both for our childrens' children's sake and for the sake of an entirely new "crop" of young boys and girls who play mutliple sports (with bats, balls and gloves, and not just soccer or footballs!), we want to strongly encourage you and the city of Edina to preserve and maintain the softball field and area permanently. As you know, we do have a diversity of sports interests in our city -- soccer is a prominent one, but less "vocal" parents (such as ourselves) have a long history with both girl's softball and with the various levels of boy's baseball, from tee -ball era play to Edina high school baseball years. With both male and female children, we experienced both those sports, and enjoyed the Highlands field, for years. It would be a great disappointment to take away one of the few very playable Edina softball/baseball fields, in a safe, low -traffic neighborhood such as ours. So please consider this email an enthusiastic "vote" from both my wife and myself, to retain and maintain our Highlands softball playing field and fences, in happy partnership with the soccer and football fields which are also very valuable to our community. Thank you for this opportunity to comment. If we are able to attend the city meeting/hearing on this issue, we will do so. But for now, please add our voices as long-time residents of the Edina Highlands neighborhood, to the "enthusiastic" supporter category for the retention of the softball field and fences. We would be happy to confirm this personally with you if desired. Thank you again. Sincerely, Gary and Carrie Setterberg 5213 Chantrey Road Edina 952-929-9018 From: John and Amy Haben [mailto:thehabens@hotmail.com] Sent: Monday, March 12, 2012 1:27 PM To: John Keprios Cc: joni bennett; Louise Segreto Subject: Edina Park Board and City Council: Highlands Park Ball Field Edina Park Board and City Council Members, We are writing to the Edina Park Board and City Council to share our comments regarding the proposal to convert the Softball diamond at Highlands Park to a soccer field. Ac rocirJnnfc of Edina Highlands for the last 10 years, with 2 boys active On Edina baseball, we strongly support keeping the ball diamond in the Highlands neighborhood. First, for years our boys have met friends at the field after school and on summer mornings or afternoons to play a game, or just get together to hit and field some baseballs together. It is so much harder to provide our young children the type of freedom we all enjoyed as kids. Allowing our kids to go down to the park on their bikes to meet neighborhood friends to play ball is a rite of passage. We have often stopped down to the park after an hour to two with snacks and lemonade for the kids and know that friendships and childhood summer memories are created on that ball field! Second, removing that field would significantly limit the ability of Highlands families with elementary aged children to allow their kids the opportunity to get on their bike to go to the ball field with friends. Any other ball field these kids would go to would require riding Ll- Uleir hikes on or ciossina Inteilachen Boulevard or Vprnon Avpnijp PrP art- nnt lit crossing's within a reasonable distance for elementary kids to support crossing those busy, high traffic streets safely. The games kids play at this field organically evolve on the bus ride/walk home from school or on summer days. Once the dynamic is shifted and kids need to ask parents for a ride to get safely to a ball field, the organic nature of these games and giving our kids control and responsibility of going to and from these games on their own doesn't exist. If we are trying to create walk and bike friendly communities, with neighborhoods that support families needs at all stages, it would be a mistake to remove this important neighborhood asset at Highlands Park. Finally, we appreciate the soccer associations need for additional fields, we understand that the baseball association faces many of the same challenges. We would ask that other options be considered to address the soccer associations needs. We feel strongly that need should not be met by taking away an important part of our neighborhood park. Thank you for considering our comments, John & Amy Haben 5313 Ayrshire Boulevard Edina MN 55436 From: Glenn A. McCabe[mailto:glenn.mccabe@meridianbank.com] Sent: Monday, March 12, 2012 1:46 PM To: John Keprios Subject: John, My family and I live in the Highlands Park neighborhood (5813 Hidden Lane). My two boys (lower and middle school) and I have always enjoyed riding on our bikes to Highland Park and being able to use the softball field at the south end of the park to work on their fielding. It is my understanding that The Edina Soccer Association is proposing that the City convert the softball field at the south end of Highlands Park to a soccer field. I would respectively submit that I am against such a conversion. Thank you in advance for your consideration in this matter. Best regards, Glenn A. McCabe Executive Vice President Minnesota Market Manager Meridian Construction Capital Group, a Division of Meridian Bank, NA 14300 Nicollet Court #300 Burnsville, MN 55306 Office 952-892-9610 Fax 952-892-9655 glen n.mccabe(aameridianbank. com From: mbhminn@aol.com [mailto:mbhminn@aol.com] Sent: Monday, March 12, 2012 2:30 PM To: John Keprios Cc: Jfhminn@aol.com Subject: Highlands park ball field HI John - Just wanted to express concern over the potential conversion of the Highlands ball field to a soccer training facility. The current multi -use purpose of the park is a great asset to the community and our neighborhood. We enjoy it all year long! Families play their on a frequent basis as do groups of neighborhood kids. It is a wonderful facility which enhances a life sport perspective in our kids! As you know, it is the rare park that has multiple uses and benefits in today's specialized world, yet researchers tell us the importance of free play along with structured sports activities. I understand the subject of this field is up for discussion at a park meeting tomorrow. Could you please represent our concerns at this meeting? Also, we would very much appreciate the board adding a basketball hoop to the facility. We know it would get used and be appreciated for years to come! Thanks again for your help. Sincerely, Mary Ann and John Harris 5200 Glengarry Parkway Edina, MN 55436 From: bcarlson@quadioncom [mailto:bcarlson@quadion.com] Sent: Tuesday, March 13, 2012 9:56 AM To: John Keprios Cc: Jbckcav@msn.com; hanmarser@aol.com; Edinai@aol.com; fpeterson@imagineps.com; ratcat5300@yahoo.com; docelly@hotmail.com; gailcarlson@hotmail.com; tnieland@hayscompanies.com Subject: Highlands Park Soccer Proposal Hi John, Could you please forward to the Park Board Members for their consideration regarding the proposed expansion of soccer at Highlands Park. To: Edina Park Board Members: From: Bruce Carlson 5208 Glengarry Parkway 952-927-0950 RE: Expansion of Soccer at Highlands Park I have lived my entire 60 years in Edina and -have -lived on or very near 6 different Edina parks. I have "Adopted" Highlands Park, I believe for 5 years, through the City Wide "Adopt a Park" Program. We have organized Park clean ups, major neighborhood organization and participation in buckthorn removal and reclaiming the West side of the Park's landscaping. I have lived on Highlands Park for 23 years and generally feel that I have a good feel on the "heartbeat of the neighborhood." I'm also a member of the recently established City's Neighborhood Identification Steering Committee. After informally surveying several surrounding neighbors, we have several concerns for the soccer expansion proposal: First off, it is a shame to lose an amenity of a multi-purpose Neighborhood Park to a sport that already utilizes, I estimate, 90% of the flat playing surface. Having an option for "pick up" baseball / softball games and unstructured play seems to be a lost art in today's society. I am always impressed when I see a group of kids or families congregating at the ball filed for some old fashioned fun. Having this established amenity in a Neighborhood Park only adds to the charm and diversity to the Park and area. I remain confused why soccer cannot stripe over the gravel and play as is? Perhaps, they may need to eliminate the westerly or third base fencing and dugout areas to open up that end, leaving the backstop, gravel and first base fencing? Perhaps even a larger issue is the additional traffic consequences. The traffic is already "over the top" with existing soccer and football programs, adding additional capacity for soccer practice or games obviously means more traffic. Currently, cars park on lawns, and on the Park where No Parking" signs are posted. Needless to say, Edina Police are reluctant to ticket their own community at one of their own venues. Each driveway facing the Park is used as a vehicle turn around having caused my and another neighbor's asphalt apron driveway to be replaced twice. Somehow, the parking lots provided on the South end of the Park and by the skating rink are usually 50% utilized while cars aggressively compete for street parking and parallel parking on lawns rather than walk 50-100 yards. Perhaps a serious education, communication and patrol responsibility should be required of the Soccer and Football Associations, we'll participate. The corner of Glengarry and Ayrshire where the expansion will occur is already very dangerous having "Stop" signs going East and West but not North and South. This intersection is an uncontrolled hazard, I really worry about the family on the corner with five children. Many of us have unsuccessfully requested additional Stop signs on the North / South sides of this intersection. I really hope you have considered or asked for a traffic study of this intersection, especially during prime Park use seasons. Thank you for your consideration, Bruce Carlson From: Kristi Mollet [mailto:kristimollet@hotmail.com] Sent: Monday, March 12, 2012 6:37 PM To: John Keprios Subject: Highlands Park Softball Field Hello John, I would really like the board to consider NOT allowing the current softball field changed to a soccer field due to the requests of the Edina Soccer Association (ESA). In this matter, we need to consider the neighborhood and families surrounding the park and it's usage. Is it okay to allow one group, the ESA, to determine the use of this neighborhood park is the right thing? In my estimation it is not. One association/sport should not have a monopoly on the parks usagage. Currently, due to the size of the area it is used for multiple sports, including soccer, football, and baseball/softball. At this time, during soccer season, the entire park is utilized by this group. My understanding of the ESA request is that "many" kids are going out for soccer, which I'm sure everyone would agree is good from a health stand point. Kids need activity, especially in our day of video games. BUT, this step seems to be to fill the current need and does NOT take into account future use or need by the kids and neighborhood with regards to other sports such as baseball/softball. This softball diamond, lest the ESA tell you otherwise, IS used starting in the spring by kids playing baseball/softball game, practice as well as coaches utilizing it for practices to hone the kids skills through to the first snow fall. To say it is not used is not truthful. This untruth is being used to down play the fields usage in order to leverage the ESA's stance. Maybe someone should allow the EBA (baseball) provide input as to whether they would like to "offer" up funds to improve the space to upgrade to a baseball field, which are also limited in number. There is a need within our community and neighborhood for a place for the kids to practice their baseball/softball skills. These group of kids should not be denied the usage or easy of use due to the ESA's strong arming. This is a neighborhood park and should be kept as -is to allow all kids/adults to utilize it to it's highest potential. In closing, there is no overall benefit to the requested change and only eliminates an option open to our young and growing populous. It is a small corner in proportion to the entire park. I ask that this is not voted to pass. Kristi Mollet Highlands resident From: schwappachs@comcast.net [mailto:schwappachs@comcast.net] Sent: Monday, March 12, 2012 5:20 PM To: John Keprios Cc: Carla Schwappach Subject: Highlands ball field John am opposed to any changes in the baseball/softball field proposed at Highlands park. We have/are raising 4 boys in this neighborhood and have used the fields hundreds of times over the last 11 years for pick up games, family games, neighborhood games and even little league practice when other fields are not available. Please keep the field designated for baseball (younger ages)/softball. It is a disservice to the neighborhood and a misuse of our tax dollars to convert that field to soccer. Thank you, Carla and John Schwappach -----Original Message ----- From: hanmarser <hanmarser(aD-aol.com> To. "" \"jkeprios <jkeprios\"" <"jkeprios <jkeprios""@ci.edina.mn.us> Cc: Jbckcav <Jbckcav(aD_msn.com>; Edina1 <Edina1 aol.com>; fpeterson <fpeterson(a-)_imagineps.com>; ratcat5300 <ratcat5300(q)_yahoo.com>; docelly <docellyCaD-hotmail.com>; gailcarlson <aailcarlson(cD_hotmail.com>; tnieland <tnieland(cD.hayscompanies.com>; bcarlson <bcarlson(cDguadion.com> Sent: Tue, Mar 13, 2012 11:39 am Subject: Fwd: Highlands Park Soccer Proposal John, My wife and I have lived our 59 years in Edina as well. We have lived on Glengarry for 28 years. I would like to echo the concerns Bruce has outlined in his letter and hope that the multi -use aspect of the park is maintained by keeping the softball field. I believe other baseball/softball fields in Edina are used for soccer and football (Braemar and Van Valkenburg for example) by striping over the in -fields. Why would we eliminate a softball option at Highlands when we haven't at other parks? Regarding traffic, I share Bruce's concerns as well. We all realize that living across from a park will involve traffic from those who attend practices and games. Our primary concern is safety when people park on both sides of the street, narrowing the road to a point where two cars cannot pass and kids are running across the street to games and practices. The city has recognized this hazard by making the east side of Glengarry a no parking area. Unfortunately, the signs are routinely ignored and the city has done little to police the problem. Perhaps the soccer and football associations could help with those efforts. Finally, the intersection at Glengarry and Aryshire will, eventually, be the scene of an injury or death. Many people coming to the games at Highlands are visitors, are not familiar with the area, and assume that when they stop, the traffic on Glengarry will stop as well. We and our families have all had numerous near misses at that intersection. It was very disappointing when I proposed to the city that they, at the very least put "Cross Traffic Does Not Stop" additions to the stop signs and was told that they would be distractions to motorists if they had to read them. The intersection, in my opinion, should be a four way stop. Thanks for your time and intention to making our neighborhood parks as useful and safe as possible. Eric Hansen 5212 Glengarry Parkway 952.926.7559 From: Sarah Patzloff [mailto:spatzloff@msn.com] Sent: Tuesday, March 13, 2012 9 To: John Keprios Subject: Highlands Park Baseball Hello Mr. Keprios, diamond Please know that I (and my family) are NOT in favor of you converting the Highlands Park softball field to playing field. We want our park to continue to be a multipurpose park. Thank You, Sarah Sarah Patzloff 5508 Chantrey Rd. Edina, MN 55436 952-926-7309 (H) 612-799-8423 (C) From: Todd Nieland To: '<jkeprios"@ci.edina.mn.us' «jkeprios"@ci.edina.mn.us> Cc: 'Jbckcav@msn.com' <Jbckcav@msn.com>; 'Edinai@aol.com' <Edinal@aol.com>; 'fpeterson@imagineps.com' <fpeterson0imagineps.com>; 'ratcat5300@yahoo.com' <ratcat53000c1yahoo.com>; 'docelly@hotmail.com' <docelly@hotmail.com>; 'gailcarlson@hotmail.com' <gailcarlson@hotmail.com>; 'bcarlson@quadion.com' <bcarlsonOquadion.com>; 'hanmarser@aol.com' <hanmarser(5)aol.com> Sent: Tue Mar 13 16:06:55 2012 Subject: Re: Fwd: Highlands Park Soccer Proposal John: My wife Barbara and I have lived on Mirror Lakes Drive for 20 years and come to treasure Highlands Park for its ability to handle structured activities without disrupting its natural beauty. The park is well -utilized and busy with both neighborhood residents and Edina youth teams-- additional activities and traffic would surely upset the balance and cause problems. The Glengary/Ayrshire intersection is an accident waiting to happen. Please add our voices to those of Bruce Carlson and our friends above --keep the baseball/softball field as is --no more soccer fields at Highlands. From: gm440bcomcast.net fmailto:gm44@comcast.netl Sent: Monday, March 19, 2012 5:14 PM To: John Keprios; Edina Mail Cc: bcarlson@quadion.com; g_ailcarlson0hotmail.com; fpeterson@imaginepsl.com; todd peterson Ca�comcast. net Subject: Highland Neighborhood Softball field I have lived across from the softball field at 5400 Glengarry Parkway for 38 years and my children, their friends and my grandchildren enjoyed the freedom and playing ball there. We already have enough soccer activity over there and do not need more "structured scheduled activities". Where would the T -Ball and softball youth have a safe field with the construction disruptions at Countryside Park (the Waters project) and the construction at Tracy and Benton? I just learned the proposed change was to RENT out the softball area for scheduled soccer, and am very concerned with the traffic nightmare that would ensue. Already, it is problematic with the present soccer activities using both sides of the street for their parking leaving no room for residents to safely take their evening walks or for the young children to learn to ride their bikes. Moreover with the watering ban in place until 5 pm, cannot sprinkle my lawn without spraying the parked cars with open windows who parked on the edge of my lawn. Their turnarounds in my driveway have cracked both sides of your concrete apron. The parking lot has a short egress to the Glengarry/Ayrshire intersection and would create a traffic jam back up like no other. That intersection is already risky with west/east traffic on Ayrshire ignoring the stop sign and I have been given "the finger" for proceeding through on Glengarry (my right of way). For some reason, they expect me to stop! Perhaps, there is a need for a four-way stop sign or caution signage. Highland Park is a lovely neighborhood park lovingly nurtured by Bruce Carlson, Mr. Sutphen, Mr. Scherf and others. We do not need more "structured" scheduled activities - but the friendly neighborhood park where kids and parents can relax without another schedule. Thank you for your consideration. Grace McNeill 5400 Glengarry Pkwy Edina, Mn. 55436 o Le N E-1< , .�y • t�cORFOP.F''��� tags REPORT/RECOMMENDATION To: EDINA PARK BOARD Agenda Item Item No. VI. B. From: John Keprios, Director Park and Recreation Department z Action Discussion Information Date: March 13, 2012 Subject: Hornet's Nest Working Group — Appointment of a Chairperson ACTION REQUESTED: Staff recommends that the Park Board appoint a Chairperson of the Hornet's Nest Working Group. INFORMATION/BACKGROUND: In accordance with the Park Board's recommended Bylaws, the Park Board should formally appoint a Chairperson of the Hornet's Nest Working Group. The Bylaws state: 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 an 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. 0 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. To date, Ellen Jones has been serving as Interim Chairperson of the Hornet's Nest Working Group. REPORT/RECOMMENDATION To: EDINA PARK BOARD Agenda Item Item No. VI. C. From: John Keprios, Director Park and Recreation Department z Action Discussion Information Date: March 13, 2012 Subject: Sports Dome Study ACTION REQUESTED: The Sports Dome Working Group recommends that the Park Board recommend to City Council to enter into Phase 2 of the Sports Dome Feasibility Study. INFORMATION/BACKGROUND: At the February 14, 2012 Park Board meeting, the Park Board requested additional information needed to make an informed recommendation to the City Council. Park Board members should have already received a hard -copy of the survey results which were recently mailed. The survey was mailed to numerous potential users of a sports dome. The list included all Edina youth athletic associations, Edina School District (Community Education, Athletic Department, etc.) and surrounding community youth athletic associations and School Districts just to name a few. One of the questions from Park Board was to identify how much it costs to build artificial turf fields. I asked Landscape Architect Jay Pomeroy of Anderson -Johnson Associates to help me answer that question. His response was as shown below: "For budgeting purposes, you should figure about $11/ SF to cover construction costs. This will cover excavation, typical storm water containment measures, storm sewer extensions/ connections, concrete curb with nailer board, rock import, fabric, tile, turf carpet and infill. With that in mind, it'll probably cost about $800,000 to $1,000,000 to convert a grass field to synthetic turf ( 200'x400' = 80,000 SF). The cost will fluctuate a little depending on the type/ quality turf system, watershed requirements, etc., but this should cover a `typical' installation with a slightly above- average turf system. You should add another $2/SF (or about 20%) to cover "project -related" costs including survey, soil testing/ geotechnical services, engineer's fees, contingency, permits, etc." The primary stakeholders of a sports dome (the Edina Soccer Club and Edina Baseball Association) voluntarily spear -headed an effort to meet with the largest user groups to seek a greater commitment in hourly rentals and financial support. A copy of their findings is attached to this Report/Recommendation. Also attached is the response from the Park and Recreation Consultants LLC. If the Park Board feels that they have enough information to make an informed decision, I would strongly encourage the Park Board to make a recommendation. I believe that your recommendation will serve as an excellent starting point for discussing the subject matter at the March 20th Joint Work Session with the City Council. To clarify staff's recommendation, we believe that a sports dome facility has long been a facility that has been desired by thousands of residents and is long over -due and we as staff have been and continue to be supportive of the concept. Even though the operational revenues will not be capable of paying for all of the debt service and all operating expenses and replacement costs, we believe that this valued amenity will add to the uncommonly high quality of life that Edina residents have come to expect and will draw young families to move into Edina. The value of such a facility has many benefits that are difficult to quantify but should be viewed as a wise investment in the community and its future. For that reason, I would strongly recommend that the Park Board recommend that the City Council authorize Phase Two of the feasibility study which identifies the best locations and further identifies the details in locating such a facility. On Thursday, March 8, 2012, the Sports Dome Working Group unanimously passed a motion, based on the information gathered, to move forward with the Sports Dome Project to Phase 2, which includes studying the location. Staff concurs and supports that recommendation. ATTACHMENTS: Income Statement Pro Forma (Submitted by Tom Connell) Edina Sports Dome Project Notes (Talking Points and Changes to the Pro Forma) Letter from Harvey Feldman C 0 IL d E A N E 0 c O m 0 0 0 W n c MN c 000 W dr NO N L0N O do W m cO O� O 'IL M Wes w w w w N �w w d r Como o o M W 0I�QW 0oQ W d O N W N r oID wines a LL w w d } W m O 0 0 m W c01��0 W ON , O dc000 N W W Y M M m W O M N W N N w W FMw ww ww Qw A } r W O OOcO W > d M N N O m O 0 W O O N W S W ww Q w m O O O O O m - O O w N N c MO l m o F0; d M W N N w F�ww ww A } �0000 W W N N- o N d w00 0 N-- cWmm WOE N 0 N N w Z Mww ww m w } M no 0 00 g W u�wWa L O N W m 0 m m 0 0 � W NEON New Mwww ww d } CN W O o 0 0 N Or W wc00 W d m. -O N O >M�m cpm- d W N N w HMww w� �w O N O o O O W m W w W 0 W r- O N Wo; X r W m W O - y O N N N w Mwww ww A } W n O o o o o Win wu�o� LLM ON N cNV -w Mww ww =�w } O M O O O O O E�omWwWON 11f OaDMO NW O �`LLT�N N�w gNww ww m t.. 000 00 00 y ONN ON c0c000 `IC OO a Oormcti cd00 C L m N N N N w �N""Nwwwww w d d } ornoWoa Ld(D '1O � 0 W m W W O - cFNwwwwww y m m d uY oW00000 am 00 0 0 0 W N O O N W O Ei d C N w w w w w O w y A o 0 x d v L l0 Y cp c« y N N t c C E m L d d E � rn mr wd Y Y o°o c�ac0mmc '0a dm �dv_.ob Lu wOwmmJm> O cV O N w V w cN NQ �NOO Q�N MN ccv= n WWc(J c0 �0NM W M M MM W N m NbrA N � drn N.-.- NoM WN�No n Q Q Q Q . N6MM W dW QwwwwwwwwwwcV MID N M/ O �Q nN W M �� wwwwwww w N I�Q M �ch� {L�wwwwwww �NwN LLOO A A � res } } co 0MM �N� °rMaMOoWna m m -- —a ao co V cq"i o N mo acdo0? u��- moi �Mnu�QM���wwwwww w wQM 0mM ILwwwwwwww Qw wwN cO mwO � w y d d�0 W MNQQNNmaW�N W rn V C�cWD_ MN�Ny O dcMp_m r N M m M O � � OW N0 Q N w w w w w w w w w w w N O$ d Y N O MrQQM wwwww w MM � Fwwwwwwww MN Nw Fwmw A A 2NM } gycypp �cpp } d.0 V A-aOONM W NOOm W W QQQQMNcQ1M W naQorO c'V dNCMD 3mO Mt001 �O flf) NQ NNwwwww www wwwN N:A MOi r 3M cV f ro QQ N� �Fwwwww w W O c+M7 Fo W wwwwwww Mwww mm cpw w qww y��Mr V N��IMO �T VIWO��Q.rO 000M,.�fO M W>m (OQQQQ�O QN d N M r (0 0 O m CO M Q N N w w w w w w w w w w w N Wm M r d M M M N W Q O q�wwwwww �NwN �Ww mw } } W W WOO M� N c m�- r� W W �MMON W Q W.-W�OmmmmNNNM W OI�WN mN Q W W NI�QQI� W QO�mm W W MMMMMMM�Q W bc00 � W m w-ov VN --mw ung-pwpwwwwwwwwwww� ONMwH � N-�W F�wwwwww w ww W �n�M W QQn.-oN�op N�MM000 ot��rr W m - W -o vm M W M W o M M o N N W O W M M W W W W N W g w W m am rnWMrnrn��QWMrnNrnWWWMMMMMMM�M WwQ� r`R CIS Q Q N W O O m n W M cN - w w w w w w w w w w w N Q A o N C m Z�wwwwww Mwww ZI�N� w w ww } (Q(Qpp pp {{pp tcpp } MMMMMMM�M NiNo tNO � Wr O1VNm o m m m NMcNwwwwwwwwwwwci VO N�cMm W�WQQNwwwwwwww w ND N WtONN wwww C� f0 qw wN cpww Cc0Q0mN N N r� N O Omc`W')m W NN�NNmOmi� W m�mw C W N w--NvM W W W I.-I� W �0 �0MMMMNNN'-N Q V QOM du��0 >ww(V QMMaS r >ciM h ���Qw wwwwwwwww w f`M')�MwH Woc8 qw ww qww W� WI�MQQ W mQN�rn.-oo W W W W o0o W �n nN. u�N a rn� N W N��-oNN (Qm W m W Mo W W QQQQm0N W QbI�CD I� W mMWM W NN W m W nc4- W W cOMMMMNNN��- 'w'" m W X_ r m 0 m Q m m COcO Q M N � w w w w w w w w w w w N Q N N M X_ m M yo�Qw Mw Nwwwwwwwww w woMw Aw Waw 10w wN qww } � } GWDMmr00ttp.NaDN W OfMO �Mcpp (WSJ M MM W W W �N ONNN �0� W r W M0c,-�m(7 N�I-QO WI�u)WMMMMNNc NNWO dmm w w w w w w - w - w N W S A' >N m LLO�Mw Mw Nwwwwwwwww w (hO MwM LL N �w wN www } } ;MMW{O{ppONNMtDMN�MtWD V V NNNNrrmmo(p owFm �M(D OrONON�r-W WM�cO 1� W u�MMMMNNN�8 �wcON N o�om LLrN W Nm w m W Q M� �wwwwwwwwwww cV {{pp 0'00 A IL NN ��ww Mw NNw Nwwwwwww w CO,pMw ww dN•� Lfy.mwwwM LdM N,N W OW":DWc7 QQc-7 w-wMiw-wM wmw-MwNNN�cNW iMn�Ni� Ly�Q oN ww W ~wN A � `} } N MrONI�001�0 W M �n��Wmmmm W W W MO W m0 o N W W N a m m N N o W Nm �rNu'1MMMMNNCWV O`w ��ON NO O MN W p W W N� W Q Mr r www w w w w wwww W Oi OD I 0 j '=m N M ch N-wwwwwww Ofwwwww wNwN ~ww � y d oWOW000Q000000000000000o Q.-Qn o ONS C O O O Q O O M O O O O O O O O o 0 0 0 W W W 0 Q N N N w N -I N O m N O O Q O N- W I f� W W M M M M N N N N M W N ' W M� W M � m m n W QM��wwwwwwwwwww Wc6.j n ri M d m c0 mm N N dOCwwwww wNwN 0 w ¢Y d } a w m c nm m` A d y V O O y n c c m > a o Z W N O c E 0 m W E d t $ U a y a >0 0� naafi s o a o m m S o� @ 0.2o ads dQa wNY ':°c« 1 V N a W d OI c0 A 9 cp lV C y cn N Z m C 0 J 06 a.d., c mNEEd—Kaa�,myto,cn oNm O'`a m co Nn amtEr~�EcZcdcJicw �c �a aai 3 aoi t'��«yic :9 a+mO E c� d O w='L o a 2 a` m m in UO in cD d 0 a%'m OaaoU �°-Oz Nu ii Ni Edina Sports Dome Project Participants: Tom Connell and Jeff May, Edina Baseball Association Ann Buratti, Gerry Greene and Jeff Northrup, Edina Soccer Club Primary Contacts: Edina Baseball Association: Tom Connell (612) 384-5109 connit@comcast.net Edina Soccer Club: Jeff Northrup (612) 910-0833 -jeffgconcordusa.com Talking Points • Edina Youth Sports Associations including baseball, soccer, lacrosse and football have been partnering in this effort and are willing to and capable of making substantial financial commitments to help meet operating expenses. We believe that current Edina youth association commitments would cover operating and renewal/replacement costs. • Beyond the commitments of local organizations, we are confident (as evidenced by other domes) that we could find additional renters from outside our community to take additional hours • While recognizing the constraints of cost, the youth associations would like the Edina City Council to consider all possible sites and sizes of domes. • Edina sports organizations are aligned in their dome utilization expectations and would be willing to construct a plan to share peak hours • Each of the youth associations would prefer that this project result in additional green space for the city and school use • The recent destruction of the Edina Golf Dome presents a unique opportunity to consider a combination facility that would generate favorable financial results and address multiple community needs. • The broader need for this facility is evidenced by the very high utilization of current facilities and the current practice by local sports associations to rent time at other domes in the metropolitan area. • In Edina's mission to provide parks and programs, the addition of a sports/recreation dome would allow for programs that don't even exist now such as physical education classes, winter baseball and soccer leagues, and adult fitness. • Studies by the City and the School District over the past 10 or more years have continually identified a sports/community dome as a priority facility for our community. The lack of use or financial viability has never been seen as the barrier to building such a facility. We now have a unique opportunity to make this a reality. • Representatives of the EBA, ESC, and EHS baseball program have visited the private facility being built on the west side of 169 by Braemar Arena. It is our conclusion that while there may be some possible uses for baseball practice, it is not a substitute for the dome being proposed and the EBA and ESC would commit to not allocating any funds to such a private facility or facility outside Edina at the expense of available space at the proposed dome. Changes to the Pro Forma 1. Reorganize Revenue and Expense lines in descending order 2. Assume rental agreements with potential users not included in the consultant study including: a. Nevers Larkin/Players Only Baseball b. Simon Soccer c. St. Louis Park Soccer d. Pat Barbatsis of CSC Sports 3. Build back overlap hours during peak season (page 12) at a rate of 50% by moving some of the times to weekend hours. (15 weeks X 10 hours/week X .5 X $350=$26,250) 4. Build Back Wednesday/Friday hours during peak season (page 12) at a rate of 50% by committing to purchase/use of those hours. (15 weeks X 4 hours/week X .5 X $350=$10,500) 5. Add in 83 hours for Edina High School including EHS baseball (83 hours including partial dome hours=$29,050) 6. Add in Edina Baseball Association purchase of 87.5 shoulder season hours (87.5 hours X $320=$28,000) *This commitment is currently for the first three years of operation. It will include the right to re- sell hours not used. 7. Increase variable costs of Part Time Employee, Light and Power and Heat by 33% 8. Add Unanticipated Items Line at 10% of Operating Expenses Potential Additions to Pro Forma Participant Fee of $20 per participant per year for debt service to guarantee priority access from the following associations: a. Edina Baseball Association 1400 participants X $20 = $28,000 *This fee directed toward debt service would begin in Year Four b. Edina Soccer Club 700 participants X $20 = $14,000 c. Edina Football Association 800 participants X $20 =$16,000 Additional Note: We have confirmed commitments from Edina sports associations and Edina High School for the following number of hours: Edina Baseball Association 505.5 *includes purchase of shoulder season hours Edina Soccer Club 380 Edina Lacrosse Association 75 Edina Football Association 50 Edina High School Athletics 50 Edina High School Baseball 33 Grand Total 1093.5 Ann We want to express our appreciation for the opportunity to assist the Park Board in making their recommendation to the City Council. We have enjoyed working with you on this project especially with the efficient and timely way you responded to our requests for information. We want to stress two tenets we believe are extremely important in your Board's deliberation of their recommendation. Based on our interviews with the Edina youth organizations representatives, we provided as accurate a picture as possible and did NOT deliver upon an expectation this project was risk free. The major performance risk is two -fold; the potential impact of the new private facility in Eden Prairie and the ability to secure bon -a -fide contracts from Edina organizations during the shoulder season from the end of October until the end of December. We thought we should share some feedback about our presentation from those in attendance we spoke with after the meeting. Many of them believe that some of the representatives we spoke with gave us lower numbers than they should have. Our projection of Edina hours used in the pro forma is an experienced based calculation, carefully reviewed to discount overlapped requests for time and balanced to produce a "no less than number". As we said in the study, it would not surprise us to see some increase in the Edina number, if an actual schedule is eventually developed. Anything significantly beyond this figure would likely represent "could be" hours as program creation expands to include speculative needs. We would be concerned about any additional hours actually materializing during the prime time shoulder season. Finally, we also agree with Park Board Member Deeds who noted the bigger issue facing the feasibility of this facility, is finding the capital funds to build the facility and meeting the debt service. Sincerely, Harvey Feldman Park and Recreation Consultants LLC o e �8 0 \�CORPOPA'C�� 1898 REPORT/RECOMMENDATION To: EDINA PARK BOARD Agenda Item Item No. VI. D. From: John Keprios, Director Park and Recreation Department z Action Discussion Information Date: March 13, 2012 Subject: Countryside Park Playground Equipment Selection Working Group ACTION REQUESTED: Staff recommends that the Park Board create a Working Group for the purpose of proposing replacement playground equipment for Countryside Park. INFORMATION/BACKGROUND: The playground equipment at Countryside Park is planned to be replaced with new playground equipment in a new location within the park that was determined through the master plan process. Staff is recommending that the Park Board be involved in the selection process through the formation of a Working Group that should also include residents of the Countryside Park neighborhood. As stated in the Bylaws: 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. The duties of this Working Group would be to visit various park playground sites in Edina and possibly surrounding communities, review playground equipment catalogs and receive presentations from a variety of playground equipment vendors. The Working Group will make recommendations to the Park Board on a desired playground equipment plan to be bid. If the Park Board approves this process which includes formation of a Working Group, then the Park Board will need to appoint a Chair of the Working Group who must be a Park Board member. t-t<A. o e IIP�' r �0 V • r�CORP151a � 1898 REPORT/RECOMMENDATION To: EDINA PARK BOARD Agenda Item Item No. VI. E. From: John Keprios, Director Park and Recreation Department Z Action Discussion Information Date: March 13, 2012 Subject: Special Park Board Meeting ACTION REQUESTED: Staff recommends that the Park Board approve the scheduling of a Special Park Board Meeting for Tuesday, March 20, 2012, 7:00 p.m. at City Hall for the purpose of formally appointing members to serve on the Hornet's Nest Working Group. INFORMATION/BACKGROUND: At their February 21, 2012 meeting, the City Council approved the Park Board's recommendation to form a Working Group to further analyze the Hornet's Nest proposal. As stated in the City Code: A. Establishment. A board or commission may, with specific approval of the Council or pursuant to its bylaws, establish committees, subcommittees, committees of the whole or working groups that include members of the board or commission and additional persons as requested by the board or commission. Park Board Chairperson Keeya Steel has asked that the Park Board formally appoint the members of the Hornet's Nest Working Group at a Special Park Board Meeting. The Park Board has a Joint Work Session with the City Council on Tuesday, March 20 at 5:00 p.m. at City Hall. Chairperson Keeya Steel is asking that the Park Board conduct a Special Park Board meeting immediately following that Joint Work Session at City Hall to formally appoint members to the Hornet's Nest Working Group. I have reserved the Minnehaha Room on the main floor City Hall to conduct this brief meeting. Formal action is requested on this agenda item. oe 0 REPORT/RECOMMENDATION To: EDINA PARK BOARD Agenda Item Item No. VI. F. From: John Keprios, Director Park and Recreation Department Action Discussion Information Date: March 13, 2012 Subject: Updated Work Plan ACTION REQUESTED: Staff recommends that the Park Board review and comment on the updated revised 2012 Work Plan. INFORMATION/BACKGROUND: It is common practice to have the Park Board's Work Plan change throughout the year. At times changes are needed to help manage the workload while other unforeseen issues are either added to the agenda or cause an item to be removed from the Work Plan. The attached Work Plan that was revised as of March 6, 2012 shows the changes in bold type. For example, the Joint Work with the City Council is now scheduled for Tuesday, March 20, 2012 at 5:00 p.m. which will include the Edinborough Park Study and the Sports Dome Study issues. I ask that the Park Board review the revised Work Plan and feel free to make suggestions for changes or additions. ATTACHMENTS: • 2012 PARK BOARD WORK PLAN (Revised as of March 6, 2012) 2012 PARK BOARD WORK PLAN (Revised as of March 6, 2012) • New or revised items are in bold and italics Tues January 3 2012 5:00 p.m. (City Council/Park Board Joint Work Session) Edinborough Park Study Results and Recommendations Tues., January 10, 2012, 7:00 p.m. • Edinborough Park Study Results and Recommendations • 2012 Work Plan January 23 2012 7:00 p.m. (Special Meeting) • Edina Hornet's Nest at Braemar Arena Proposal Tues., Februa[y 14 2012 7:00 p.m. (Meeting is Video -Taped) • Sports Dome Study Results and Recommendations • Adopt Park Board Bylaws • Appointment to Community Education Services Board • Election of Park Board Officers Tues., March 13, 2012, 7:00 p.m. • Highlands Park — Edina Soccer Club Proposal • Hornet's Nest Proposal • Sports Dome Study • Self -Assessment Survey • Countryside Park Playground Equipment Selection Committee Mon March 19 2012 5:00 p.m. (Hughes Pavilion Centennial Lakes Park) Annual Board and Commission Dinner Tues., March 20, 2012, 5.00 p.m. (City Council/Park Board Joint Work Session) • Edinborough Park Study Results and Recommendations • Sports Dome Study Results and Recommendations Tues., April 10, 2012, 7:00 p.m. • Wooddale Park - Edina Lacrosse Association Proposal • Donations Policy Working Group Recommendations • Parks and Facilities Naming Policy Working Group Recommendations • Grandview Small Area Plan • Courtney Fields - Edina Baseball Association Proposal • Park Board Orientation Presentation -2 - Tues., May 8, 2012, 7:00 p.m. (Meeting is Video -Taped) • User Fee Policy Working Group Recommendations • Park and Recreation Department Policy Manual Review and Comment • Establish Countryside Park Shelter Building Working Group Tues., June 12, 2012, 7:00 p.m. • Senior Center Parking Study Working Group • Senior Center Rentals and Facility Utilization Study Tues., July 10, 2012 • Policy Manual Recommendations Mon., August 13, 2012, 7:00 p.m. (Meeting is Video -Taped) Tues.. September 11. 2012 • 2013 Enterprise Facility Budgets • 2013-2017 Enterprise Facilities Capital Improvement Plans • Updated Enterprise Facilities Business Plans Tues., October 9, 2012 • 2013 Proposed Fees and Charges • Park & Recreation Department CIP Preview Tues., November 13, 2012, 7:00 p.m. (Meeting is Video -Taped) • 2013 Park and Recreation Department Budget • 2013-2017 Park and Recreation Capital Improvement Plans Tues., December 11, 2012 • 2013 Park Board Work Plan NOTE: There are numerous unforeseen issues that could surface throughout the year that request or require Park Board action. Those unforeseen issues will be added to the Work Plan as needed. As in the past, there will also likely be a need to move agenda items to other months to balance the workload. REPORT/RECOMMENDATION To: EDINA PARK BOARD Agenda Item Item No. VI. G. From: John Keprios, Director Park and Recreation Department F1 Action F-1 Discussion Information Date: March 13, 2012 Subject: Self -Assessment Survey — Louise Segreto, Park Board Member ACTION REQUESTED: Park Board Member Louise Segreto is proposing that the Park Board undergo a self- assessment survey process. INFORMATION/BACKGROUND: Attached is a copy of an evaluation self-assessment survey that Park Board Member Louise Segreto is proposing that the Park Board take for the purpose of fostering improved communication, team building and cohesiveness among Park Board members and staff. Staff supports this process and we are happy to assist with administering the survey and tallying the results. Formal action is requested on this agenda item. ATTACHMENTS: 0 Edina Park Board Evaluation & Self -Assessment EDINA PARK BOARD EVALUATION & SELF ASSESSMENT Purpose: The overall purpose of this Evaluation & Self Assessment ("Assessment") is to provide meaningful feedback to all Board Members and Staff in assessing the leadership, performance and functioning of the Edina Park Board. The results of this Assessment will be used to focus discussion amongst ourselves at our upcoming Board Retreat [date and time to be announced]. Additionally, it is meant to be a tool to help us: *improve Board /Staff inter -communications *improve communication between Board Members *identify strengths and weaknesses of the Board and discuss ways to capitalize on or correct them *discuss early warning signals of potential Board problems *help foster a sense of teamwork and *assist the Board with future recruitment practices and policies. Please return your individual responses to [Chairperson] by April_2012. [Ideally, I think having people email their responses would be easier. But, if there is a Board Member/Staff who wants to submit his/her response anonymously, we can recommend that he/she mail the Assessment back to City Hall. The Chairperson with the assistance of the Park Director, or his designee, shall collate and summarize the responses for purposes of discussion at our Retreat. SECTION I In Section I, please rate on a scale from 0 to 10 your responses to the following questions. For example, if your response is "Almost Never" write in 0; if your response is "Sometimes" write in 5; and if your response is "Almost Always" write in 10. For responses that may fall between these points choose a number that you believe most accurately reflects your opinion. Please answer all questions. 1. Do you have a clear sense of the Park Board's mission and purpose as you are presented with issues at Board Meetings? 2. Do you prepare and thoroughly read the Board Packet of Information and Agenda sent before each Meeting? 3. Do our Board Packets, advance materials and agendas support you adequately with providing enough information to discuss and vote on issues? 4. Do you routinely find a need to make independent inquiries beyond the Board Packets, advance materials and agendas? If you do make independent inquiries that result in additional information relevant to a Board issue/matter that will require Board action , do you make an effort to share that information with other Board Members and Staff before the Board Meeting at which the agenda item will be discussed? 6. Are all Board Members judicious in making requests for additional information from Staff? 7. Over the past year, has the Board from time to time overstepped its charge to advise on policy matters and review/comment on operational issues of Edina Parks such as the enterprise facilities and budget? 8. Do you believe that the Board has resolved key decisions and policy issues efficiently and effectively over the past year? 9. Do you believe that the Board's performance has built and enhanced the Park Board's reputation with key stakeholders in the community over the past year? 10. Do you believe that the Board's performance has done a good job of overseeing financial performance of the Park Board's Business Enterprises? 11. Deleted. 12. Are Park Board Meetings run well (e.g. do they start on time, length appropriate, follow Roberts Rules of Procedure)? 13. Do you believe that all Board Members are encouraged and afforded a chance to express their views on issues? 14. Do you believe that the Chairperson should feel empowered to manage Meetings to ensure that all Board Member voices are heard and not dominated by those more extroverted? 15. Do you believe that our Board composition is balanced with respect to expertise and skill sets? 16. Do you believe that our Board composition is diverse enough with respect to gender, race, ethnicity, economic status, and disabilities so as to represent the diversity in the City of Edina? 17. Do you think that our Board recruitment process for identifying, orienting, and integrating new Board Members is adequate? 2 18. Does serving on the Board strike the right balance of work and personal satisfaction for you? SECTION II Please write in your responses to the following 3 questions. Use additional pages if needed. 1. What additional comments or observations do you have about the performance of the Board? 2. Do you have any ideas or suggestions that might make our Board experience better and more effective? 3. Please share any other thoughts and concerns not otherwise covered in this Assessment or explain/clarify any answers to your responses in Section I. Please identify your role: Board Member: _ Student Board Member: Staff Member: Name Optional: Dated: 12012. If you sign this Assessment, would you be willing to share your thoughts with the Board at the Retreat: Yes No Thanks for taking the time to complete this Evaluation and Assessment! 3 REPORT/RECOMMENDATION To: EDINA PARK BOARD Agenda Item Item No. VI. H. From: John Keprios, Director N Action Park and Recreation Department F-1 Discussion Information Date: March 13, 2012 Subject: Donations Policy & Naming of Parks and Facilities Policy Working Group Update — Ellen Jones, Edina Park Board Vice Chairperson 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 Chairperson 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. o e s�2 0 W • l�CORPORAT 1898 REPORT/RECOMMENDATION To: EDINA PARK BOARD Agenda Item Item No. VI. I. From: John Keprios, Director Action Park and Recreation Department Discussion Information Date: March 13, 2012 Subject: User Fees Policy Working Group Update — Keeya Steel, Edina Park Board Chairperson 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 Chairperson of the User Fees Policy Working Group Keeya Steel is asked to give the Park Board an update on the Working Group's progress.