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HomeMy WebLinkAbout2011-05-10 Park Board PacketAGENDA Regular Meeting of the Edina Park Board Tuesday, May 10, 2011, 7:00 P.M. Edina City Hall Council Chambers 4801 West 50"' Street PARK BOARD MEETING PROCEDURES During "Public Hearings, " the Chair will ask for public comment after City staff members make their presentations. If you wish to speak on the topic, you are welcome to do so as long as your comments are relevant to the discussion. To ensure fairness to all speakers and to allow the efficient conduct of a public hearing, speakers must observe the following guidelines: *Individuals must limit their presentations to three minutes or less. The Chair will modify presentation times, as deemed necessary. *Try not to repeat remarks or points of view made by prior speakers and limit comments to the matter under consideration. •In order to maintain a comfortable environment for all those in attendance, the use of signs, clapping, cheering or booing or any other form of verbal or nonverbal communication is not allowed. •The Park Board Chairman shall decide whether or not to allow the public to speak about an agenda item that is not considered a Public Hearing. If the Chairman allows the public to speak individuals must limit their presentations to three minutes or less. Individuals should not expect the Park Board to respond to their comments. Instead, the Park Board might direct the matter to staff for consideration at a future meeting. PARK BOARD AGENDA I. WELCOME NEW PARK BOARD MEMBER SUSAN JACOBSON II. APPROVAL OF THE MINUTES * Tuesday, April 12, 2011 Park Board Meeting. i III. NEW BUSINESS A. Veterans Memorial Committee Update — Chairman Mike Goergen B. * MN Flying Disc Classic — Paul Thompson C. *Golf Course Consultant Proposals — Park Board Committee D. *Edinborough Park RFP IV. OLD BUSINESS A. *Park Board Bylaws B. Committee Assignments 1. Facility User Fee and Other Related Fees Committee 2. Donations Policy and Naming of Parks and Facilities Policy Committee V. PUBLIC COMMENTS During "Public Comments, " the Chair will ask to hear from those in attendance who would like to speak about something not on the agenda. Individuals must limit their presentations to three minutes or less and cannot speak to an issue for which a public hearing was previously held and closed or a matter scheduled for a future hearing. Individuals should not expect the Park Board to respond to their comments. Instead, the Park Board might direct the matter to staff for consideration at a future meeting. VI. UPDATES FROM STAFF (information only — no action requested) VII. PARK BOARD COMMENTS VIII. * 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 else, please call 952-927-8861 72 hours in advance of the meeting. * These are agenda items that require or request Park Board action. 4 e • f�C�nRPORA�wv • )Sao To: Edina Park Board From: John Keprios, Director Edina Park and Recreation Department Date: May 3, 2011 Re: TUESDAY, May 10, 2011, PARK BOARD MEETING STAFF REPORT. Enclosed you should find the following items: 1. Tuesday, April 12, 2011, Park Board Meeting Minutes. 2. Tuesday, May 10, 2011 Park Board Agenda. 3. Edinborough Park Request for Proposal. 4. Proposed Park Board Bylaws. 5. Email from Paul Thompson. The following is the monthly Staff Report concerning each item on the agenda with the exception of Approval of the Minutes, Public Comment and Park Board Comment. PARK BOARD MEETING IN THE COUNCIL CHAMBERS EDINA CITYHALL 4801 WEST SO STREET The Tuesday, May 10, 2011, Park Board meeting will be at 7:00 p.m. in the City Council Chambers at Edina City Hall. If you are unable to attend, please contact either Office Coordinator, Janet Canton, at 952-826-0435 JCanton@ci.edina.mn.us or me at 952-826-0430 JKeprios@ci.edina.mn.us. I. WELCOME NEW MEMBER SUSAN JACOBSON We welcome new Park Board Member Susan Jacobson who was appointed by the City Council to fill the position vacated by former member Jennifer Kenney whose term ends 2/01/2012. II. APPROVAL OF THE MINUTES * Tuesday, April 12, 2011 Park Board Meeting. The Park Board is asked to read the minutes from this Park Board meeting and feel free to make any changes or corrections that may not accurately reflect the discussion that took place on Tuesday, April 12, 2011. Page 1 of 4 Formal Park Board action is requested on this agenda item. • III. NEW BUSINESS A. Veterans Memorial Committee Update — Chairman Mike Goergen Edina Veterans Memorial Committee Chairman Mike Goergen has been asked to attend the May 10, 2011 Park Board meeting to give the Park Board an update of the committee and specifically a recap of their most recent meeting that took place on Friday, April 15, 2011. No formal Park Board action is requested on this agenda item. B. *MN Flying Disc Classic — Paul Thompson As shown in the enclosed copy of the email from Edina resident Paul Thompson, he is requesting free use of Normandale Park and Highlands Park to host the Minnesota Flying Disc Classic which is as he states to mini overall championship for the Minnesota version of the US Championships that the Edina Park Board sponsored in 2010 at the same parks. Mr. Thompson is requesting that the City of Edina again be a host sponsor for the event and provide support in promoting the event, waive rental fees for the event and ensure that restrooms are made available during the event. The rental fees for this event would typically be $48 per hour or $137 per day. We have currently blocked off the requested dates and times so that youth and/or adult athletic teams may not schedule those fields for practice. If the Park Board denies the request, those field times will be offered to our resident athletic association and adult teams. This request is a judgment call for the Park Board. It becomes a difficult precedent to determine who should have priority access to athletic fields and general park areas at no charge and who should not. I receive numerous requests from non-profit fundraising organizations and individuals raising monies for good causes that make the same request. They are all told that they can make the request to the Park Board and City Council to waive the fee. I asked Mr. Thompson if this was another one-time request or will he be making this annual request. At the time of this Staff Report, I have not heard a received a response to that email. Formal Park Board action is requested on this agenda item. C. *Golf Course Consultant Proposals — Park Board Committee The Park Board's Golf Course RFP Committee is scheduled to meet and review submittals from prospective consultants who responded to the Park Board's Request for Proposal to study the Golf Course and its operations. The Committee is scheduled to meet on Monday, May 9, 2011 at 2:30 p.m. in the Mayor's Conference Room at City Hall. The deadline for responses is Wednesday, May 4, 2011. The Committee will review the proposals with staff on May 9t" and the Committee will be making recommendations for discussion at the May 10, 2011 Park Board meeting. Page 2 of 4 It is my intent to make copies of all submittals and mail them to all Park Board members Thursday, May 5 so that everyone will have adequate time to look them over and be prepared to discuss the matter at the May 10 Park Board meeting. Formal Park Board action is requested on this agenda item. D. *Edinborough Park RFP Enclosed in this packet is a first draft attempt at a Request for Proposal to study Edinborough Park. To best frame the need for a study, the RFP states: Edinborough Park is typically able to cover only 75%-78% of its annual operating expenses with operating revenues. The goal of the City is to study Edinborough Park to determine the feasibility of renovating the facility to increase revenues, decrease operational costs, provide an improved customer experience and be able to cover 100% of its total annual costs. If the Park Board approves the RFP at the May 10 meeting, it is my intent to mail it to the attached list of known consultants who may be interested in providing these services. I ask that the Park Board review the enclosed Request for Proposal and suggest changes or additions that are needed. Formal Park Board action is requested on this agenda item. IV. OLD BUSINESS A. *Park Board Bylaws Among Edina's Boards and Commissions, there currently are no two Bylaws exactly the same. This topic was on the City Council's Work Session with Board and Commission Chairmen on Tuesday, May 03, 2011. Enclosed is another copy of the proposed Park Board Bylaws document. I have not heard any suggestions for changes or additions from Park Board members since our April meeting therefore it has not been revised. Formal Park Board action is requested on this agenda item. B. Committee Assignments 1. Facility User Fee and Other Related Fees Committee 2. Donations Policy and Naming of Parks and Facilities Policy Committee The Facility User Fee and Other Related Fees Committee currently has only one committee member, Bill Lough. The Donations Policy and Naming of Parks and Facilities Policy Committee also has only one committee member, Ellen Jones; however, Park Board member David Deeds has volunteered to serve on one of these two committees. Therefore, I suggest that the Park Board has a few options: 1. Hold off on committee work until a minimum of three Park Board members have volunteered to serve on a committee before their work commences. Page 3 of 4 2. The Park Board Chairman assigns members so that each committee has a minimum of three volunteers on the committee. 3. Abolish the two committees and instead request staff to bring recommendations to the entire Park Board for consideration. I would recommend that each committee have at least three volunteers but that decision rests with the Chairman and/or the entire Park Board to decide if less than three volunteers constitute a reasonable size committee. There were suggestions from the Park Board earlier that residents who are not Park Board members could serve on these committees. A process to recruit those residents has not been discussed by the Park Board and therefore I have not solicited non-member volunteers. In fairness to our newest Park Board member Susan Jacobson, I thought it proper to give her the Park Board orientation presentation first and have her sit through her first Park Board meeting before offering her the opportunity to serve on a committee. FYI, I have drafted a newly revised Donations Policy and a new Naming of Parks and Facilities Policy for the Park Board and/or Committee's consideration when the group is ready. Staff is requesting that the Park Board decide on the next proper course of action for these committees that were approved by the City Council at the Park Board's request. V. PUBLIC COMMENTS During "Public Comments, " the Chair will ask to hear from those in attendance who would like to speak about something not on the agenda. Individuals must limit their presentations to three minutes or less and cannot speak to an issue for which a public hearing was previously held and closed or a matter scheduled for a future hearing. Individuals should not expect the Park Board to respond to their comments. Instead, the Park Board might direct the matter to staff for consideration at a future meeting. VI. UPDATES FROM STAFF (information only — no action requested) Staff will provide a verbal update on other Park and Recreation Department matters of interest to the Park Board that are not on the agenda and do not require any formal action. VII. PARK BOARD COMMENTS This is the opportunity for Park Board members to provide comments on park and recreation related matters not on the regular agenda. VIII. * ADJOURNMENT Page 4 of 4 • Minutes of the Edina Park Board April 12, 2011 Edina City Hall, Council Chambers MEMBERS PRESENT: Bill Lough, Todd Fronek, Joseph Hulbert, Dan Peterson, Randy Meyer, Felix Pronove, Austin Dummer MEMBERS ABSENT: Ellen Jones, Louise Segreto, Keeya Steel, David Deeds STAFF PRESENT: John Keprios, Ed MacHolda, Janet Canton, Scott Neal, Ann Kattreh, Susie Miller I. APPROVAL OF THE MINUTES Dan Peterson MOVED TO APPROVE THE MARCH 8, 2011 PARK BOARD MINUTES. Randy Meyer SECONDED THE MOTION. MINUTES APPROVED. II. NEW BUSINESS A. Park Board Bylaws - Mr. Hulbert stated that in the packet Mr. Keprios provided them some sample bylaws from other commissions. He noted that he has also been in touch with the chair of the Edina Transportation Commission (ETC) and as he understands it other commissions are working on their bylaws as well. Mr. Hulbert indicated that one consideration he thought merited some discussion was he thinks there needs to be some consistency in the bylaws for the sake of current and future staff. Mr. Hulbert made copies of the ETC's bylaws and handed it out to the Park Board members. He stated that perhaps over the course of the next month they could highlight some of the things they liked from the samples and they could discuss it at their next meeting. Mr. Meyer stated that obviously he knows what bylaws are for but asked for a little more background of what the goal is, what's the dynamic they are to trying to accomplish? Mr. Keprios replied that as you look at the sample bylaws from other commissions you will notice that there really are no two the same. He indicated that the draft he put together is a starting point for the Park Board to review and that he tried to keep it simple and to the point without getting into a lot of details like the Planning Commission has done. He explained that it's really the order of business that defines what the roles are of the Chair, Vice -Chair and officers as well as it references a little bit about the City Code and how that applies to the Park Board. He noted that he tried to capture some of the mission duties and function of the Park Board in its most basic form. Mr. Keprios pointed out that the other thing he tried to incorporate is addressing what constitutes a quorum; the Park Board has twelve members of which two of those are non-voting members and asked does that mean if only five voting members are present should that really be considered a quorum. He stated that he noticed with some of the other commissions, just to be consistent, he thought it would make some sense for the Park Board to consider having six voting members required to constitute a quorum and so that is something for the Park Board to consider. He added that it also spells out the duties that it will be staff's job to work with the chair to come up with agendas as well as it makes reference to the ability to form sub -committees and work groups so they don't have to go back to the City Council each time, it gives the chair the authority to appoint people to those committees. He noted that it also references Roberts Rules of Order for parliamentary procedure. Mr. Keprios indicated that he tried to capture all of it in a simplistic form and not to get too lengthy because in his view it's better to keep it short and sweet but he is certainly open to any and all ideas. He noted that he likes the idea of consistency but that clearly there are no two commissions that are the same. He commented that the City Council may end up directing all of the commissions to go back and try to fit them into more of a boiler plate type. Mr. Fronek indicated that one thing he would recommend including is what constitutes a formal recommendation from the Park Board. He noted being there are ten voting members would they need six votes to pass something or simple majority. He stated that he thinks there needs to be some sort of bylaw in there that says this will constitute a formal recommendation from the Park Board. Mr. Keprios replied he will include that language in there but would assume it would be a simple majority. Mr. Meyer indicated one thought he had, which he thinks may be especially helpful for outsiders, is for there to be some sort of understanding of the reporting sequence and how that process works. He noted this way if there is someone on an athletic association who wants to know who they need to talk to about something they will know what the organizational structure is because sometime he thinks it's not perfectly clear. He also asked about the Art Center that they are separate from the Park Board or still sort of part of them. Mr. Keprios replied that for clarification the Art Center Board, which hasn't always been separate of the Park Board, are on their own and do report directly to the City Council, they are not subordinate to the Park Board; they make recommendations directly to the City Council. He noted that all 14 athletic associations are independently incorporated under the Secretary of State of Minnesota. He noted that they have a defined relationship and expectations of the athletic associations which some are mandatory and some are on the recommendation side but those policies have been in place and were created by the Youth Sports Task Force which was approved by the Park Board and accepted by the City Council. Mr. Meyer asked where is that documentation because as an outsider does he have access to go and find that because he thinks it's an important issue and people should be able to have that transparency to know where to look and how to understand it. Mr. Keprios replied that he would happy to put that information online. Mr. Peterson asked if the Senior Center is part of the Park Board to which Mr. Keprios replied absolutely. Mr. Peterson stated in his four years as a Park Board member the Senior Center has never been an agenda item and asked if they should be or is there something they need to know about. Mr. Keprios replied that when the time is appropriate the Senior Center will be an agenda item. He noted that there is advisory group for Susan Weigle, Director of the Senior Center, to give her some guidance on programming. He indicated that the Senior Center is much like their enterprise facilities, although it's not specifically an enterprise facility but there are fees and charges issues that come up and if there were to be programming issues or other • questions that come up it would be of the Park Board nature and would belong at a Park Board meeting. Mr. Peterson suggested that the Park Board take a look at the draft Mr. Keprios put together and e-mail him any recommended changes and at the next meeting they can approve it with all of the changes. Mr. Hulbert replied he thinks that is a good idea and asked if that's a motion. Mr. Lough stated before they get to a motion he has a question, wasn't the precipitating event to produce these bylaws due to the fact that we want to be able to establish committees and currently we have no authority to do that? Mr. Keprios replied that is correct; however, that has changed because in February of this year the City Council passed a new ordinance to their city code that demands that all of advisory boards and commissions come up with bylaws. Mr. Keprios indicated that he wrongfully assumed since the Park Board was formed back in the 1950s that they had bylaws somewhere but he was mistaken. He noted there is a document named Articles of Function created by the Park Board years ago but the Park Board apparently never created bylaws. Therefore, until the Park Board creates bylaws that are approved by the City Council, the Park Board will need to go back to the City Council and ask for their permission to form additional committees. Mr. Hulbert stated so Dan if that was a motion I would second that motion. MOTION CARRIED UNANIMOUSLY. B. Establish Committees — Mr. Hulbert stated that he thought there were three committees approved: facility users fee committee; donations policy and naming park facilities committee; and a subcommittee to review the responses to the Braemar Golf Course RFP. He noted that he believes Mr. Fronek, Ms. Segreto, as well as himself volunteered to be a part of the Braemar committee. He indicated that if anyone would like to be a part of the other two subcommittees to let Mr. Keprios or him know. He added that Ms. Jones has expressed an interest in being part of the donations and naming committee. Mr. Peterson asked if the City Council has a naming policy that the Park Board should know about to which Mr. Keprios replied they do not have a policy in place. Mr. Peterson asked Mr. Keprios if in all of the years he has worked for the city has the Park Board been asked for advice. Mr. Keprios replied that he has seen a couple of times where the Park Board has recommended to the City Council to consider a naming policy before naming anything further. He noted that in all cases the City Council has sent back the message that at this time they are not interested in a naming policy, that it is their decision, and that it will be done on a case by case basis. Mr. Keprios pointed out that does not mean the Park Board can't recommend one and see what happens. Mr. Peterson explained the reason he asks is because he sent an e-mail to one or two council members when Mr. Valliere retired with a suggestion but they chose to take a different avenue. He noted that he thinks for them to spend a lot of time trying to adopt a policy that may or may not be used, probably is not a good use of staff time and member time. 3 Mr. Meyer indicated that he thinks the emphasis from their workshop last year regarding donations and how they accept them was the major part of it and feels naming of facilities was a minor part of it. He noted that it's his understanding that when they accept a gift what are the terms they are accepting them under and what is the obligation of the City once they accept those gifts? He stated that he thinks the framing of that is really the critical component. Mr. Fronek commented that he echoes that sentiment and thinks that at their workshop with the City Council it was Council Member Swenson who said she would be interested in some sort of donation policy or some sort of list like they talked about at their meeting. For example, if you donate $500.00 you will get this, etc., etc. Mr. Fronek stated that he thinks it would be helpful to have a little bit clearer definition for what each of the subcommittees would be doing, what the goals would be. Mr. Meyer indicated that these committees are not necessarily ongoing committees. Therefore he thinks it's important that everyone understands there is an objective with these committees and once that objective is accomplished these committees are disbanded effectively until something else may come up in the future. Mr. Hulbert stated regarding the fee related committee he thinks they may want to try to define it a little bit more. Mr. Fronek commented that it's his understanding that the subcommittee has already been approved by the City Council. He noted that he really thinks it would help the members if first they know what level of commitment and second what duties and scope are they looking at in working on these committees. He asked for the fees if they are looking at the number that's being used and then figure out what the total expenses are for taking care of the fields and then here is the user fee that goes towards those fields and then try to figure out the correct number. Mr. Hulbert replied when they were in the work session he thought they were being clearly asked to review the athletic association fees in relation to each association to the facilities so that they are getting the appropriate amount. He noted should they be getting the flat fee of $9.00 from all of the associations or should they be looking at the associations separately. He stated that he thought there was some discussion in regards to soccer vs. baseball vs. softball and what it is costing the city to maintain those fields. He indicated he thinks that was the task they were asked to get into. Mr. Hulbert commented that regarding the donations and naming policies he thinks the City Council directed the Park Board to discuss naming policies and noted that last month they received an e-mail from Gene Persha, which was in the packet, regarding a naming policy so perhaps Mr. Persha could attend one of those meetings when that topic is being discussed. Mr. Hulbert indicated that he didn't think they needed to establish goals necessarily right here tonight for what they are trying to accomplish with the committees. He noted that he thinks right now they just need to know if there are people who want to donate their time and be on a subgroup with three or four members and staff. He stated that these meetings would not be on camera; however, he thinks it would be a good idea to keep minutes of the meetings. 4 • Mr. Lough stated as he recalls the donations policy and naming committee came out of the fact that we have a donations policy but there was a degree of discomfort with what exactly happens when someone makes a contribution to a park. He indicated that he thinks the initial focus was specifically on parks and that when someone makes a donation how is it acknowledged. He noted that if that acknowledgment includes the possibility of naming some part of a park, a piece of equipment, a tree or whatever it might be that we would be better served to have a specific power to consider a specific policy that would cover all of these areas. Mr. Lough pointed out as a separate issue he thinks naming something in the park would be absent the donation component because they really had not discussed that as a second issue but he thinks it was acknowledged as being a second issue. He commented that he thinks when most of them went into the work session they felt they did need to consider some sort of a better developed policy around donations and naming something in a park or a park around that donation. Mr. Lough indicated that when asked to approve fees each year for the upcoming year he was working in somewhat of a vacuum in that he did not understand nor was he in possession of the history of how the fees had originally been set up. He noted that it seemed as though they were being asked to approve them on an incremental or exceptional basis and therefore at this point feels the need to have an overall review of facility user fees, how they establish them and why they are what they are as well as whether or not they need to make some basic or just a simple change to the way in which those fees are established. He pointed out that at the very least it would serve as an educational basis for the members of the board who serve on that committee so that they will then be in a better position to better share that information with other members of the Park Board. He commented that he's not even sure a facility user fee is the best way to put it but rather revenues overall because there is more that goes into revenues than just fees. Mr. Peterson replied that he would like to push for an understanding of revenues and agrees with Mr. Lough that it is more than just fees. He pointed out that he thinks there should be an incubator of new ventures and noted that one of the things that has been happening around the country is they make golf balls that have lights and people are playing night golf. He commented they have two nine -hole golf courses where it might be a good place to try it. Mr. Meyer stated that he thinks by their next meeting they should know what board members are on what subcommittees. He noted that by the following month they could schedule a committee meeting where they come back and report some initial findings or at least gauge the board with the scope of what the individual committees are targeting. He indicated that he would like some feedback from Mr. Keprios whether or not that what they are pushing for as far as information and work load is reasonable for staff to accomplish within the time frame they are looking at. C. Veterans Memorial Committee — Mr. Hulbert informed the Park Board that if anyone is interested in serving on the Veterans Memorial Committee to let Mr. Keprios know. He noted that he did have a discussion with Mr. Keprios as to whether or not the Park Board member would be a voting member or non-voting member and asked if anyone had a feeling on that, one way or the other. D. Edinborough Park Consultant — Mr. Hulbert indicated that hiring a consultant for Edinborough Park is something that came up in the work session they had with the City Council and asked if anyone had thoughts and/or recollects that discussion. Mr. Lough responded that it seemed at that time there was a strong feeling from a number of the members of the City Council who think that the situation is complex enough and impactful size wise, revenues and costs that a consultant would be warranted, that is his recollection of what happened. Mr. Keprios commented that the City Council, although they haven't given them the directive to do this, seems to have a strong interest and he thinks it would be appropriate for the Park Board to make a formal recommendation. He pointed out that staff will work on an RFP and bring that back to the May Park Board meeting to look over and make any changes. He noted that to expedite the process they could even do it via e-mail so that hopefully there will be a final draft by the May meeting and then vote for a recommendation on to the City Council for them to approve and move the project forward. Mr. Keprios stated it's a complex issue but that Edinborough has a marvelous staff team and that he will need to rely heavily on Ms. Kattreh and Ms. Miller for recommendations and help write the RFP. Mr. Meyer noted that what he struggles with, and obviously the RFP is going to cover this scope, is somehow they need to figure out how they are going to turn that space into effective use for the citizens of Edina. He noted that he also thinks they need to make sure there is some path to break even somewhere in the future and if not what are the alternatives for that space. Mr. Lough indicated that he has specifically reviewed the business plan for Edinborough Park. He asked Mr. Keprios if staff takes a crack at this RFP along the lines that the City Council and Park Board members are talking about; is there any other documentation you could share with the Park Board by e-mail along with the RFP that would help them sort of understand why you are doing it or is the business plan enough. Mr. Keprios replied that he will be happy to share any other information that the Park Board is going to need to develop an intelligent RFP. He noted that Mr. Meyer is right; it becomes also a philosophical decision. He noted that most community centers throughout Minnesota and the United States typically don't make money and it is very difficult to break even unless you have something unique and different. He commented that it might be optimistic to think they are going to make it 100% but staff will come forward with an RFP that will spell out at least from a staff standpoint and what they are hearing from the City Council on the business plan option of what that philosophy should be and what the goal should be and how to get there. He pointed out it just can't be an adjustment to the play equipment; they need to think of a bigger picture, maybe items they haven't even thought of and that is what he is hoping to capture from a study. E. Community Advisory Team Representative — Mr. Hulbert informed the Park Board that Ms. Jones had been serving as Park Board's representative to the CAT group for the Grandview redevelopment area and noted that her one year term is up, so if anybody would like to volunteer to serve on that group to let Mr. Keprios know. Mr. Keprios noted that Ms. Jones did tell him that she was 50/50 on being willing to continue to serve in that capacity if there is no interest from another member to take on phase two. Mr. Peterson replied that they should thank Ms. Jones and since she did such a good job MOVED THAT SHE DO A SECOND TERM. Joseph Hulbert SECONDED THE MOTION. Mr. Hulbert asked Mr. Keprios to send Ms. Jones an e-mail to inform her of the decision. F. Move June Park Board Meeting to Monday, June 13, 2011 — Mr. Hulbert noted that their June meeting is scheduled for Tuesday, June 14th which is actually the same evening as Edina's commencement and asked the Park Board if they would be okay with moving the meeting to Monday, June 13th. Todd Fronek MOVED TO CHANGE THE PARK BOARD MEETING TO JUNE 13th. Joseph Hulbert SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. III. OLD BUSINESS A. Braemar Golf Course Clubhouse Consultant RFP — Mr. Keprios informed the Park Board that he did incorporate Ms. Jones suggestions into the RFP draft that was in the packet. He noted that he is not suggesting that they all should be added or should not be added but that Ms. Jones suggestions are marked in red. Mr. Peterson stated that maybe they could add two open ended questions to the consultant. He noted that the first question would be "What is going on in the world of golf, is it a temporary thing that's related to the economy or is there more to it that they need to know?" Secondly, he would like to know what creative programming have other municipality or publicly owned golf courses done to increase users. Mr. Hulbert replied that he likes those questions as well as Ms. Jones suggestions. Mr. Fronek indicated that he likes Ms. Jones additions and thinks Mr. Keprios did a great job coming forth with the RFP in the first place. He noted that he thinks Mr. Peterson's number two amendment will be found in the market analysis compared to other courses within the Twin Cities. However, he definitely thinks they should get their take on what is going to happen to golf in the future. Mr. Lough stated that he agrees with the additions Ms. Jones has made that are marked in red; however, he might work on the wording a little bit. He noted that he also agrees with what Mr. Peterson is talking about in terms of asking the global questions of golf as a sport, public golf courses and where that is going in the future. Mr. Lough indicated that he would like to add two very specific additions to the scope of the study. He commented they have the number of full and part-time management staff positions but would also ask them to identify the core competencies for each of those positions and the performance measures for those positions. Mr. Hulbert asked Mr. Lough to explain a little bit more what it is he is looking for. Mr. Lough responded the consultants must know something about position specifications in terms of the competencies of the incumbents, what you would like them to be in terms of performance measures and how you know whether or not the jobs are being performed. He noted that then it is up to city management to determine how to implement those specific position requirements when it comes to individuals. Mr. Hulbert stated that he thinks that may be getting into the area of personnel management and asked Scott Neal, City Manager, how he feels about that. Mr. Neal replied that he understands the desire to see that kind of information and from a management standpoint they would be interested in obtaining that information. However, he noted, that to include that so specifically into the RFP may not be the direction you want to go. He explained that he thinks it presumes a direction that they've not made a decision about and that is the future mode of operations which may or may not be employees, it may be a combination of vendors and employees and technology. He stated that they haven't looked at what the best mode of operations is going to be for whatever the proposal is going to be in the future. Mr. Neal noted that he thinks if the Park Board and City Council make a decision about what kind of RFP and what kind of consultant to hire that at the end of the process when they get the proposal back to them that requires capital improvements or a change in the way that the golf course operates he thinks that at that point it would be best to look at how are we going to implement the recommended changes that we see. He commented that at this point that information may not be as relevant as it would down the line. Mr. Hulbert asked looking at it a different way what if Mr. Lough is looking for a golf course like Braemar would it require these types of positions with employees with these specific skill sets but not make comments about any of the employees that are there. Mr. Neal replied you may be able to get some other ideas from some other comparable public courses on staffing levels and how they perform in terms of how we perform and there may be some metrics in terms of staff per 100,000 rounds, are there some staffing ratios like that that we see in other parts of city government; police staffing, fire staffing planning staffing, etc., so staffing ratios would be something that they would be interested in. He commented that to presume an operating model at this stage of what could be a really transformative change in the golf course now may not be the right time to do that. Mr. Neal pointed out that he thinks with what you've discussed and with what Ms. Jones has suggested he thinks they can work within. He commented that they need to remember that all they are doing with this is trying to attract a certain kind of consultant and he thinks this will do it. Mr. Peterson asked do you want a motion to go ahead then as it's written and amended. Mr. Hulbert replied he wants to make sure that we get something in there that Mr. Lough likes to address what you were concerned with are you okay if we just go with Ellen's additions, Dan's additions. Mr. Lough replied yes, he is okay if they go ahead with it as it's written. Mr. Peterson stated MOVED TO ADOPT AGAIN. Randy Meyer SECONDED THE MOTION. Mr. Keprios asked your motion included the two you wanted to add to which Mr. Peterson replied yes. MOTION CARRIED UNANIMOUSLY WITH THE TWO ADDITIONS. 0 IV. PUBLIC COMMENTS A. Braemar Men's Club - Rick Windham, 6233 Belmore Lane, informed the Park Board that he is president of the Braemar Men's Club and that he would like to invite the Park Board to attend their Spring Scramble on May 19th. He noted that it's a great way to see how the members of Braemar use the golf course. He commented that the Men's Club will be picking up the expense of the day. He added that even if you don't play golf you are still invited to attend the evening dinner. He noted that Mr. Keprios is also invited. Mr. Meyer asked who is Ed White, it's the called the "Ed White Shootout". Mr. Windham replied that Ed White was a member of the Braemar Men's Club who has been remembered upon his death as a superb member who did a lot for them over the years. He noted that every year there is a participation award given in honor of Ed White. V. UPDATES FROM STAFF A. Braemar Golf Course — Mr. Keprios informed the Park Board that all 45 holes of golf are open for business and the driving range is stacked about four or five deep so they are in full swing. B. Veteran's Memorial Committee — Mr. Keprios informed the Park Board that the Veteran's Memorial Committee is very excited to see the first drafts of concepts that the architect is coming forward with at their April meeting. VI. PARK BOARD COMMENTS A. Rosland Park — Mr. Hulbert stated that he knows they once talked about the sidewalk that runs along 66th Street at Cornelia Park. He asked Mr. Keprios is that parkland where the sidewalk is or is that road right-of-way. Mr. Keprios replied he considers it both because it is part of the path that circles Rosland Park and is the only part of that pathway that goes around the north basin where they allow bicycles because it is wide enough and there are no clear view issues. He pointed out that several years ago they eliminated bicycle use around the lake portion because it isn't safe and they don't have the real estate to widen it to make it safer for a second path. He stated again that it's really both because he considers it part of the park because they have it listed as one of their designated pathways. Mr. Hulbert explained that the reason he asks is because a lot of kids ride their bikes to get to the pool and when they are going eastbound on 66th on the sidewalk there are cars coming in the opposite direction on 66th at approximately 45 mph and he is concerned that a kid may fall off their bike and he thought it might help if there could be some type of barrier. He noted there is a barrier to keep people from falling into the lake but if a child were to fall off their bike they are going to fall right into oncoming traffic on 66th Street. He stated there are a lot of people that do use that sidewalk so he was wondering if they might ever talk about redoing the paths around 66th Street. He commented that maybe they could construct some sort of barrier to protect children from vehicles. Mr. Keprios replied that he thinks that would be an 9 area to discuss with the City Engineer, Wayne Houle. Mr. Keprios commented that he still thinks they are safer than on a bike lane which is right on the street. He added that they also need to see whether there is room or if it's appropriate to put up a barrier because depending on how close you want it to the curb it may interfere with snowplowing so there are other issues to consider. Mr. Keprios stated that he will pass that suggestion along to Mr. Houle and have him take a look at it. Meeting Adjourned at 8:05 pm 10 Dear Professional Consultant: The City of Edina is interested in retaining the services of a qualified professional consultant to study the building and operations of Edinborough Park. Edinborough Park is typically able to cover only 75%-78% of its annual operating expenses with operating revenues. The goal of the City is to study Edinborough Park to determine the feasibility of renovating the facility to increase revenues, decrease operational costs, provide an improved customer experience and be able to cover 100% of its total annual costs. Key Questions Edinborough Park is a premier family destination and recreation facility for families in the metro area and the region. What physical improvements, new amenities and service changes should the City consider to improve revenues and decrease expenses? Please include a review of the pool, track, great hall, grotto, and theater and birthday party plateau. Should the City consider removing the pool, track/fitness area and locker rooms and renovate those spaces into another use in order to increase attendance, improve service, increase revenues and cut costs? What would you recommend adding? The City owns approximately one acre of land to the north and northwest of the existing building. Would expanding the facility be feasible? What amenities would you recommend adding and would that expansion improve profitability? The consultant's response will include recommendations in a format that is responsive to the City's key questions. The City of Edina is interested in hiring a consultant who is independent, unbiased and without a conflict of interest. Please describe any relationships that the owners, principals or team members may have to Edinborough Park or City of Edina and whether they own, operate or have interests in recreation/community centers in this market. FINANCIAL DATA For financial data, the online link to the City of Edina's Auditors Report is: http://www.cityofedina.com/PDFs/2009%2OEdina%20CAFR%20for%20website.pdf The online link to Edinborough Park's enterprise budget information is: http://www.cityofedina.com/PDFs/2011 _Enterprise_Fund_Budget_Detail. pdf EXPERIENCE In your response to this Request for Proposal, please include your firm's previous experience studying recreation/community center operations for the past ten years. CONSULTING TEAM MEMBERS Please include the names of all of your team members who will be involved in the study and a brief background of their qualifications. APPROACH TO THE PROJECT AND PROCESS Please include your proposed approach to this study and what process your firm would use to conduct the study and make recommendations. Please include your proposed timeframe to conduct the study. PROPOSED FEE Please identify your proposed consulting fee, which we ask to be a fixed amount plus reimbursable expenses. Please identify a not to exceed amount for reimbursable expenses. # OF PAGES AND COPIES OF RESPONSE TO PROPOSAL We ask that you please keep your proposals to no more than six pages including your cover letter. We ask that you please submit three copies of your proposal. The City of Edina will copy and distribute any additional copies needed for the review process. DEADLINE Proposals should be received no later than June 4, 2011. SELECTION PROCESS With assistance from staff, the Edina Park Board will select and recommend a finalist to the City Council for final approval. It is yet to be determined if there will be interviews required for finalists. The City of Edina reserves the right to select a consulting firm based on which one appears to offer the best value to the City of Edina and no necessarily the lowest bid. Please submit your proposal to: John Keprios, Director Edina Park and Recreation Department 4801 West 50th Street Edina, MN 55424 If you have any questions, feel free to contact me at 952-826-0430 or �keprios(c�ci.edina.mn.us. Respectfully, John Keprios, Director Edina Park and Recreation Department PROPOSED BY-LAWS FOR THE EDINA PARK BOARD (1sT Draft 3/23/2011) ARTICLE I - GENERAL Section I. City Code The Edina Park Board is established under City Code Section 1507 and governed by the rules and policies established under City Code Section 1500. Section II. Office and Addresses The principal office of the Park Board and legal address of the Park Board for the receipt and transmittal of Park Board communications shall be the Edina City Hall in the City of Edina, 4801 West 50`" Street, Hennepin County, Minnesota. Section III. Members Number - As stated in City Code 1507: The Park Board shall consist of ten regular and two student members. One regular member shall also be a member of the Board of Education of Independent School District No. 273, appointed for a one-year term by the Board of Education with the consent of a majority of the Council. Student Members - As stated in City Code 1500.03: Student members shall be residents of the City and enrolled full time in a secondary school. Student members shall be non-voting. Section IV. Officers The officers of the Park Board shall consist of a Chairperson and Vice -Chairperson elected by the Park Board at the March meeting for a term of one year. No person may serve more than two consecutive one-year terms as Chairperson. In the absence of the Chairperson, the Vice Chairperson shall serve as Chairperson. In the absence of both the Chairperson and Vice - Chairperson, the remaining members shall elect a Temporary Chairperson for that respective meeting. Section V. Duties of Officers The Chairperson is a voting member of the Park Board and may make motions. In addition, the duties and powers of the officers of the Park Board shall be as follows: (A) Chairperson. 1. To preside at all meetings of the Park Board. 2. To call special meetings of the Park Board in accordance with these bylaws. 3. To see that all actions of the Park Board are properly taken. 0 4. To cancel or postpone any regularly scheduled meetings when needed. 5. To invoke a reasonable time limit for speakers during any public testimony in the interest of maintaining focus and the effective use of time. 6. To provide for the selection of one or two spokespersons to represent groups of persons with common interests during public meetings. 7. To order an end to disorderly conduct and direct law enforcement to remove disorderly persons from Park Board meetings when needed. 8. To schedule a second public meeting or other continued meeting in the event that a meeting or public testimony cannot be concluded by a reasonable hour in the judgment of the Chairperson. 9. The presiding officer has the responsibility to facilitate discussion by the Park Board. (B) Vice -Chairperson. During the absence, disability or disqualification of the Chairperson, the Vice -Chairperson shall exercise or perform all the duties and be subject to all the responsibilities of the Chairperson. ARTICLE II — MISSION, DUTIES and FUNCTION Section I. Mission The mission of the Edina Park Board is to advise the Edina City Council as to the policies and availability of open space, parklands, leisure services and facilities that are responsive to the recreational needs of all segments of the population. Section II. Duties The Park Board shall develop and review plans and advise the Council on the acquisition and development of parks and recreation facilities, and plan and make recommendations to the Council concerning park activities and recreation programs. The Park Board shall advise the Council on natural resource, wildlife management, and natural area preservation issues. The Park Board shall make and furnish studies, reports and recommendations as the Council may request. Section III. Function The Park Board is to function in a manner that is compatible with Plan B, Council -Manager form of Government, which has been adopted by the City of Edina. Under this plan, overall authority is vested with the Mayor and Council Members forming the Council, while the Manager is charged with the administration of the various branches and functions of the local Government. The Director of Parks and Recreation is responsible to and receives direction from the Manager. It is to be understood that the Board does not have the authority to introduce contracts or expenditures. The Park Board shall function in an advisory capacity to the Council and to the City Manager. 0 • ARTICLE III - MEETINGS Section I. Regular Meetings Regular meetings of the Edina Park Board shall occur on the Second Tuesday of each month unless it conflicts with Holidays or Elections in which case staff will recommend to the Park Board alternate dates in a proposed annual calendar of meeting dates. All regular meetings of the Park Board shall take place in the Council Chambers at City Hall at 7:00 p.m. Other meetings shall be called as necessary. Section II. Special Meetings A special meeting may be held when deemed necessary by six or more members of the Park Board or by the request of the city council. Section III. Quorums In order for any meeting to be called to order, a quorum of six voting members must be present. During the course of a meeting, at least six voting members must be present to take action on any matter before the Park Board. Section IV. Agendas An agenda for each meeting shall be prepared by Staff of the Park and Recreation Department for the City of Edina in cooperation with the Park Board Chairperson. Section V. Open Meeting Law All meetings of the Edina Park Board and its subcommittees shall be open to Public attendance in accordance with the Minnesota Open Meeting Law (Minnesota Statutes Chapter 13D). Section VI. Minutes City Staff shall prepare minutes of all Park Board meetings. ARTICLE IV - PARLIAMENTARY PROCEDURE The proceedings of the Park Board shall be governed by and conducted according to the latest rules of Roberts Rules of Order, as revised. ARTICLE V — COMMITTEES and SUBCOMMITTEES Under authority granted under City Code Section 1500.05, the Park Board may establish committees, subcommittees or working groups that include members of the Park Board and additional persons as requested by the Park Board. The Chairperson may appoint Park Board members to serve on committees, subcommittees or working groups unless the majority of voting Park Board members or the City Council direct otherwise. ARTICLE VI - AMENDMENTS The Park Board shall review its bylaws at the first meeting in April of each year. These bylaws may be amended or altered by a majority vote of the voting members of the Park Board at any regular or special meeting, having a quorum, provided the amendment was mailed or delivered to the Park Board members at least five days before the meeting. ADOPTED this _day of , , 2011. Joseph Hulbert, Chairperson Edina Park Board APPROVED BY CITY COUNCIL this _day of, , 2011 Jim Hovland, Mayor City of Edina John Keprios 0rom: Paul Thompson <ptflydisc@aol.com> Sent: Thursday, May 05, 2011 12:04 AM To: John Keprios Cc: ellen.jones@mac.com Subject: MN Flying Disc Classic John Keprios and Edina Park Board, (I've only copied Ellen Jones as I don't have the e mail addresses of the other Edina Park Board members, please send around) Thank you for your support in making last year's US Overall Flying Disc Championships one of the best championships our flying disc community has been a part of in the past 26 years. The players liked the facilities so much that they have asked me ask you to host this year's MN version of the overall championships June 24-26, 2011. We would like to use Highlands Park and Normandale Park on June 24-26 to host the MN Flying disc Classic a mini overall championships for the MN version of the US championships that we held last year. This event would draw from 20-50 players of all ages and abilities from Edina and around the metro area,. We would run the accuracy event on Friday evening as part of a community picnic at Highlands Park. Saturday we would run 3 events at Highlands, distance, self caught flights and ddc, the team partner game. Starting at 9 am and running til completion around 8 pm Sunday we would play disc golf at Bryant Lake in Eden Prairie in the morning, run one round of discathon at Normandale around 1 pm and go back to Highlands at 3 pm for the final event Freestyle. We would like to list Edina Parks as a hosting sponsor for the event and ask for your support in promoting the event, to waive any rental fees for the fields, and to open the restrooms during our play time. Thanks for considering this request and feel free to contact me with any concerns or questions. I will be visiting Edina elementary schools during May and June to invite students and their families to participate in the tournament. Please let me know your decision as soon as possible so we can go ahead with our planning and promotion. Paul Thompson ;'ool Planet and Founder of the MN Frisbee Assoc Paul Thompson- skype ptflydisc- 4244 Crocker Ave Edina MN 55416- 952-920-1547 Cool Planet- Neighborhood FUN and Action for Our Planet!! www.coolplanetmn.orq