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HomeMy WebLinkAbout2011-11-07 Park Board PacketAGENDA CITY OF EDINA, MINNESOTA PARK BOARD MEETING CITY COUNCIL CHAMBERS Monday, November 7, 2011 7:00 P.M. (This meeting is scheduled to be video-taped) CALL TO ORDER II. ROLL CALL III. APPROVAL OF MEETING AGENDA IV. ADOPTION OF CONSENT AGENDA A. Approval of Minutes — Special meeting of Tuesday, September 27, 2011 B. Approval of Minutes — Regular meeting of Tuesday, October 11, 2011 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. Edina Veterans Memorial B. Edina Aquatic Center Swim Team Use Policy C. Edina Senior Center Presentation — Sue Weigle, Director of Edina Senior Center D. Braemar Golf Course Revenues Analysis 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 SPECIAL MEETING OF THE PARK BOARD HELD AT CITY HALL SEPTEMBER 27, 2011 7:00 PM L CALL TO ORDER Chairman Hulbert called the meeting to order at 7:00 pm II. ROLLCALL Answering rollcall were Members Peterson, Steel, Hulbert, Deeds, Jones, Segreto, Lough III. APPROVAL OF MEETING AGENDA Member Peterson made a motion, seconded by Member Deeds, approving the meeting agenda. Ayes: Peterson, Steel, Hulbert, Deeds, Jones, Segreto, Lough Motion Carried. IV COMMUNITY COMMENT Ray O'Connell, 4612 Valley View Road, addressed the Park Board regarding the Braemar Men's Club. He wanted to let the Park Board know that this is the first year they've allowed members from outside of Edina which means they have now added 57 new members. The reason he brings this up is because it's something to consider as far as the budget and because in part this will not only reinforce the membership but the attendance will also grow. V REPORTS/RECOMMENDATIONS V.A. Quality of Life Survey Presentation — City Manager Scott Neal Scott Neal, City Manager, gave the Park Board a power point presentation of the results from Decision Resource's "2011 Quality of Life Survey". V B. Budget Question/Answer Discussion — City Manager Scott Neal Scott Neal, City Manager, answered questions about the City's budgeting process and other budget related questions from the Park Board. Y.C. Enterprise Facility Business Plans and 2012 Enterprise Facility Budgets —Member Lough asked how often are the business plans done and when are they prepared. Mr. Keprios replied they are done about every two years; however, they are running a little behind on this one for a variety of reasons; this is the 2010-2011 Business Plan cycle. Braemar Arena - Member Deeds stated on a cash basis it looks like the arena is about $340,000 short of budget this year and asked Mr. Bauman for some insight on that. Mr. Bauman replied there was a shortfall on ice rental due to the fact a couple of hockey camps that they were expecting and counting on went out of business. In addition, the Figure Skating Club also reduced their ice rental throughout the year. Member Deeds asked where Braemar Arena would be proportionally on the utilization of the ice time that is available; would it be 75 % of available time. Mr. Bauman replied it wouldn't be that high mainly because kids are in school during the daytime hours that they are open for operation. He noted that they are looking at some options for the kids who get out of school a little earlier to utilize that ice time. Member Jones asked if there is a contractual relationship between the concession stand and the Edina Hockey Association to which Mr. Bauman replied currently there is not, but that they are looking into it. Mr. Keprios commented that they do have a contractual relationship with the Edina Baseball Association 1 with regards to the operation of the Courtney Fields Concession Stand and he has asked Mr. Bauman to work closely with the EHA and analyze what is going to be the best arrangement for the city. Chair Hulbert asked about dasher board advertising in the west arena. Mr. Bauman replied that EHA has expressed an interest in selling ads in the west arena, they would have the support of the Figure Skating Club and there would be no conflict being that EHA would then have two rinks and the Figure Skating Club only one rink. He indicated that he has asked EHA to draw up a new proposal as far as a percentage that the City would receive from the sales of the dasher board advertising. Chair Hulbert asked if the City could sell them to which Mr. Bauman replied that is something they have been looking into with Jennifer Bennerotte, Communications Director. Chair Hulbert asked if the City currently receives anything from the other two arenas to which it was noted the City receives 25% of the sales. Chair Hulbert stated that somebody told him that they paid to have a sign up in the arena three years ago and they haven't been asked to pay for the last two. Mr. Bauman responded that has been a major issue and that was one reason why they did not give the west arena back to EHA. He noted that a new gentleman has taken over the advertising sales for EHA and he has been working very closely with him over the last two weeks and feels they are going to be able to get everything under control. This gentleman is doing all of the investigating to find out who has paid and who has not and to make sure the city will get the money they are due. Member Jones asked why is it that the money for selling the boards is not coming through the city. Mr. Bauman replied he has been working with Ms. Bennerotte in trying to decide which route they want to go and do they want to continue to help out EHA? Mr. Keprios stated that this is not unique to Edina, it's very expensive to have a child in the hockey program or a figure skating program and it's part of rewarding and developing a good strong business relationship with their two most powerful and needed customers, it's good customer relations. He noted that yes, they could do it themselves but part of this is tradition and it's been viewed as good business sense; however, if you want to change this practice they can certainly do that. Member Jones stated that she is concerned that ERA is bringing in cash and keeping track of who has paid and who hasn't and it seems like an inappropriate model for the city. She suggested it flow through the city and then pay out a percentage to EHA and that way they will know annually who has paid and who hasn't. Member Segreto commented that she thinks a lot of these questions could be addressed and answered if the relationship between the city and the association were formalized in a contract to which Mr. Bauman stated that he agrees and has requested a contract. Mr. Bauman stated that they want to maximize the dollars that are beneficial to both parties. Chair Hulbert stated he would like to see this topic be discussed with EHA soon and then report back to the Park Board with some recommendations. Golf Course - Member Deeds asked Mr. Anderson why they are approximately a half million dollars under projections in terms of revenues. Mr. Anderson replied that weather-wise it has been the worst he has ever seen, it's been a very tough year to be in the golf business. He noted that their revenues through the end of August were down about 7%; however, the good news is they were able to cut expenses by 11 %. He added that mathematically they are ahead of last year. Member Deeds indicated that on the proposed 2012 budget revenues is approximately $200,000 higher than you are realizing in 2011. He asked is that projected on the same number of rounds that you are seeing in 2011 and the $2.00 increase or are you expecting rounds to recover. He stated that he is trying to understand what is behind the revenue estimate. Mr. Anderson replied that rounds as far as participation would be flat but that the weather has to get better as some point in time and combined with the price increase it should bring them at least that as far as additional revenues. 2 Centennial Lakes - Member Deeds stated that in looking at the admissions fee and skate rentals of their competitors it looks like Centennial Lakes is substantially under. He asked if it would be possible to pick up a couple of bucks and generate a few more revenues. Mr. Shirley replied they have talked about charging an admission but currently their thought is to try to make it up in skate rentals. Member Deeds asked if they could raise the skate rental a couple of bucks since they are not charging admission. Mr. Shirley replied that they have been raising it a dollar here and a dollar there but since they just raised it to $5.00 two years ago they decided not to change it. He pointed out that this year they are increasing their skate inventory to which they have almost doubled in the last three or four years. Member Deeds asked if they turn a profit on the concessions. Mr. Shirley responded they make a small profit from the popcorn during the summer months. He explained that in the winter time it's combined with everything else because they are also doing the skate rentals. With everything combined it's about $20,000 during the winter months. Member Jones suggested as another source of revenue to maybe look into selling ice cream during the summer or possibly have some type of cafe. Member Peterson indicated that Centennial Lakes and Edinborough Parks were still put together and asked Mr. Shirley if he had any sense on the Centennial Lake side approximately what the cost recovery has been for the last several years. Mr. Shirley replied they are currently around 80% and that's including the promenade. He added that this last year the promenade was budgeted to lose approximately $70,000 and the promenade was then about 84%. Member Peterson asked if there is any profit with the Farmers Market. Mr. Shirley responded last year their profit was approximately $2,600 and this year he thinks they will come in with right around a $6,000 profit. Member Meyer indicated that the pricing for the weekend rentals seems quite moderate particularly during the peak season. He asked Mr. Shirley if he has ever considered during the peak wedding season to raise the fee to $1,500. Mr. Shirley replied they are starting to bring it up a little bit every year. He noted they are overdue because they have been stagnate for three years and therefore are recommending a $100 increase for this next year. He added they are going to see how people react to it and continue to bring it up as much as the market will bear. He commented that they are booked solid Friday and Saturday during June, July, August and even September. Edinborough Park — Member Lough indicated that given there is a consultant reviewing the operations how much of the budget is sort of under contingency pending the results of the study. Also, is there some sort of triage plan that might limit the expenses until they get the study report back? Ms. Kattreh responded she has been trying to put major CIP items on hold for the past couple of years with this thought in mind. She added that she also has the CIP budgeted out a year or two with that in mind. Edina Aquatic Center — Member Lough asked what is the status with the swim school this past year and the upcoming year and how is that integrated into the overall operations. Mr. MacHolda responded that they just completed a two year contract with Martha Burns Swim School. He noted that he recently sent out an RFP to which three parties replied and the successful RFP was Martha Burns Swim School. Member Lough asked if it is a significant source of revenue. Mr. MacHolda replied that as far as significant he would say no. He stated that their primary revenue source still is their season ticket; however, daily admissions have almost caught up the season ticket. He added that the next largest revenue source would be concessions followed by rentals. Member Deeds stated that for 2012 and 2013 the Aquatic Center is projecting $280,000 and $284,000 and asked Mr. MacHolda if he is expecting a decline or do you expect to keep this growth in daily admissions that you've seen. Mr. MacHolda replied that for 2012 and 2013 the big change will be the flow rider. He noted that it's hard to project in the business plan but he is anticipating approximately a $75,000 increase in revenue. He commented that he does anticipate the new amenity will add interest to the facility and also thinks the concession numbers will go up due to the added traffic. 3 VD. 2012-2016 CAPITAL IMPROVEMENT PLANS Mr. Keprios gave a brief presentation on the Park and Recreation side of the CIP. He noted that earlier Member Jones talked about developing a Park and Recreation master plan as a whole. He indicated that his response to that is they've had master plans for all 40 parks to which all 40 parks have been developed with the exception Van Valkenburg. He indicated if they are talking about redeveloping or revisiting a park like they have with Countryside Park and Pamela Park they certainly could look at it and enter into consulting services if that is the direction you are heading. Member Jones replied her question had to do with a master plan for all of the Edina park facilities so they can take a look at capital needs and replacement plans for more of a total park master plan. She explained the reason she is asking is because she is on two committees where people keep asking her questions. They want to know whether we need an indoor athletic facility and what those needs are and whether or not there is some place in Edina for it. Also, she is on the Grandview District Small Area Plan Committee where they are discussing potentially a new redevelopment where there may be some green space, maybe a park or recreation center; however, the question always comes back to are we utilizing our facilities as fully as we can and are we doing it in the most economical way possible. She stated should they consider as Park Board shifting some uses in order to gain some cost savings. In addition how do they budget for the 13 playgrounds that are going to need to be either totally redone or renovated in the next ten years? Chair Hulbert asked Member Jones if she is essentially looking for a CIP but with a few more chapters behind it. Member Jones explained that usually other cities have this done professionally and they go through a needs assessment, they take everything they are gathering, pricing to inventory, and they put it into a bigger picture. She indicated that she thinks they are doing a good job of looking at each enterprise entity kind of in a silo; however, what they need to do is look at the bigger picture and see if there is some other way that they can plan ahead. Chair Hulbert asked how other cities put together a master plan for their parks. Mr. Keprios indicated he would like to give that some thought. He stated that he thinks what he is hearing is the vision Member Jones sees and the comprehensive Plan that we just forwarded to the Metropolitan Council is not comprehensive enough and you would like a grander plan. Mr. Keprios stated that he just wants to make sure that he understands what it is Member Jones is asking the Park Board to consider on the Master Plan. Member Jones replied other cities master plan contain a broader vision of how they are going to maintain their facilities. Member Jones indicated that she is just saying that they need to take a look at and see are the facilities being used and they need to look at what their plans are and keep open minds toward all of these things. She stated she thinks they need a bigger long range plan that will include everything so that somebody can make some decisions about what they are going to do in the future. Chair Hulbert asked Member Jones if she would research what some other communities are doing, if they are outsourcing, what is the cost, how much staff time it would take, etc. Member Jones replied that she will research it and report back on the specifics. Chair Hulbert made a motion, seconded by Member Deeds to remove the Natural Inventory Assessment from the CIP. Ayes: Peterson, Steel, Hulbert, Deeds, Jones, Segreto, Lough, Meyer Motion carried Chair Hulbert indicated that he would like to see them take the $100,000 from the natural Inventory Assessment and earmark it for the golf course driving range reconfiguration. He stated it is long overdue and it is something they will have an immediate return on the investment. Mr. Keprios responded this would be a departure from past practice but that doesn't mean it's wrong; it is certainly something you could recommend to the City Council. Mr. Keprios commented if the Park Board does 4 decide to go down this road he would encourage you to consider making the suggestion that some of the memorial funds be partnered to get the job done. Member Lough indicated that if these improvements are specifically designed to be revenue producing he would like to see some estimates about what kind of revenue and what the payback would be. Member Deeds asked that added cost estimates need to be included as well. Mr. Keprios indicated another question would be assuming there is $100,000 to earmark towards the project coupled with the memorial funds are enough to get the job done. Member Jones noted that she is not a golfer and commented that the city supports the golf facilities with a lot of money each year that she has a problem thinking they would put another $100,000 into the golf program. She stated that she realized there are costs to be recovered but ideally they are going to be breaking even next year. She added that they currently have $300,000 in a gift to them that they could use for this if they wanted to. She indicated there are a whole lot of other projects on the CIP where they could go down the list pretty far if they use that money some other way. Member Deeds pointed out that he thinks this is an economic question. If the $100,000 has a rapid payback and if we are going to see substantial expansion in usage of the driving range and therefore revenues and profits then this $100,000 seems like a reasonable investment. He commented if it can begin generating they could look at it as a loan to the golf course but only if the golf course can return the money in the next go around. If it's positive economics it absolutely makes sense, if it's not positive on the economics then put it in the priority with everything else. Member Lough indicated that they have enterprise facilities and the Park and Recreation Department and for this to go through no matter the economic attractiveness they are still moving money from one part of the system to another part of the system. He stated if they were to just think in terms of the enterprise budgets he is inclined to think there are a number of capital budgets which would have some sort of potential economic benefit throughout the enterprise facilities. He stated that his suggestion would be to throw them into the hopper on a priority list and they would have three or four capital expenditures to take a look at. He noted they could choose them based upon a payback period, essentially how much revenue they can produce and how fast. He commented that Park and Recreation is not producing revenue but they are generally doing this as trustees for the community and public land. He stated that he does think they need to take into account the fact that if they change this money what are some other possible priorities they may have within the park and recreation system itself. He indicated that he would still like to see the numbers generated but would also like to see a capital improvement list that would become part of two, three or four projects that they would assess based upon their rate of return. Member Steel indicated that she would also like to see the numbers and commented that to break from the precedent may have future implications as well. Member Deeds made a motion, seconded by Member Segreto to approve the CIP at $680,000 with $100,000 to be reserved and allocated at a future point. Mr. Keprios asked does that include the plan for the next four years. Member Deeds moved to approve the five year plan with that exception. Ayes: Peterson, Steel, Hulbert, Deeds, Jones, Segreto, Lough, Meyer Motion carried. Member Jones made a motion, seconded by Chair Hulbert to accept the CIP for the Aquatic Center. Ayes: Peterson, Steel, Hulbert, Deeds, Jones, Segreto, Lough, Meyer Motion carried. Member Deeds indicated that he is still trying to figure out the substantial discrepancy between the projected $285,000 gap and the $573,706 in the budget as the estimate for the year. Mr. Keprios replied he is going to guess that it has to do with the renovation of the west arena and that the accounting should have taken place on a separate budget, on a different ledger that is a different source of money. It's not the operating budget but through revenue bonds that they needed to renovate the entire west arena. He stated they have not exceeded the budget and they are not anticipating exceeding the capital budget as approved; however, he will look into it and follow up with an answer. Member Deeds made a motion, seconded by Member Peterson to accept the CIP for Braemar Arena Ayes: Peterson, Steel, Hulbert, Deeds, Jones, Segreto, Lough, Meyer Motion carried. Member Deeds made a motion, seconded by Member Peterson to accept the CIP for Centennial Lakes. Ayes: Peterson, Steel, Hulbert, Deeds, Jones, Segreto, Lough, Meyer Motion carried. Chair Hulbert asked since they are in the process of evaluating Edinborough Park is there any way they can delay the $125,000 in concrete repairs if they step back a year and wait to see what happens with the study. Ms. Kattreh replied that it really addresses two separate issues. She explained there are safety issues on the walkway on the north side of the park that is quite extensive and explained those issues. Again, she stated it is a safety issue but they could try and do their best to patch it for another year. She explained the other issue they are addressing is the parking ramp entrance, which is the main entrance to the park. There are some tripping hazard issues and there are some significant water problems. She stated that it probably could be delayed but they will have to spend some money patching it to keep it safe. Member Deeds asked these are not things that are going to in any way, shape or form change based on the recommendations of the study, correct? Ms. Kattreh replied there is potential but they certainly wouldn't do any of these construction projects until after the report is completed. Member Lough asked how long could the projects by delayed to which Ms. Kattreh replied she would not want to delay it for more than a year because of safety concerns. Member Jones asked what it would cost approximately if they were to just do some patching so it would be safe. Ms. Kattreh replied approximately $5,000 to $10,000. Mr. Keprios stated that he doesn't think it would be in their best interest to throw money into a repair that is just going to have to be ripped up and replaced the following year. Because it's a safety issue his recommendation would be to get it fixed. Member Meyer commented that even if the facility or something different was done to it these are public spaces that are in the open that are going to need to be maintained no matter what happens. He is not sure that deferring it accomplishes anything. Member Deeds stated that he agrees with that. Chair Hulbert indicated that at their work session with the City Council it seemed there could be the potential that they relocate the assets in that facility to some other location. He noted that was his point in asking do they want to spend $125,000 on something when they may find out they are moving Adventure Peak to another part of the city. Member Meyer pointed out but if they are going to sell the building the basic maintenance needs to be done and this sounds like basic maintenance to him. Member Jones stated that she would like to defer the soft play are for at least a year. Mr. Keprios asked is this not a return on investment the soft play area. Ms. Kattreh replied the soft play area is something she L budgeted for with the possibility that it would be something that the consultant would recommend for more revenue potential. Member Peterson moved approval of the CIP for Edinborough Park. Member Meyer asked Member Peterson if he wanted to add "pending to be revisited in January just in case we learn something from the consultant that changes their opinion ". Member Peterson replied yes. Member Deeds seconded. Ayes - Peterson, Steel, Hulbert, Deeds, Jones, Segreto, Lough, Meyer Motion carried Mr. Keprios noted that they are asking for a motion to approve the 2012 CIP for Braemar Golf Course and then discuss the later for the October 11`h meeting. Member Peterson moved Member Deeds seconded. Member Lough asked if they are getting a presentation next month regarding the golf course what is it that they are trying to approve. Mr. Keprios responded that he thinks what is being asked is that the Park Board approves the 2012 budget and if you want to withhold any decision on the next four years until the October I Ph meeting that should be fine. He noted that he does not think a lot is going to happen between now and when the 2012 budget is approved. He stated that at the very least he would like the Park Board's advice on the 2012 proposed CIP because it is his understanding that won't change from the October I Ith presentation. Chair Hulbert asked Mr. Anderson if he would consider switching the priorities of the structural repair to the golf dome and the driving range expansion. Mr. Anderson replied as far as return on investment the state of the golf dome is actually a big priority in that they would lose revenues if the building were to blow away. Member Jones pointed out this year they made $80,000 on the dome. Mr. Anderson commented that it's a great insurance policy in that because they had a poor spring and what they didn't make at the golf course they made up at the golf dome. Mr. Keprios noted that they are asking for a motion to approve the 2012 CIP for Braemar Golf Course and then discuss that later for the October l Ith meeting. Member Peterson moved Member Deeds seconded. Ayes - Peterson, Steel, Hulbert, Deeds, Jones, Segreto, Lough, Meyer Motion carried Member Meyer asked do they want to add "review this one again after the presentation". He noted that they had a bunch of people that didn't vote so he is just bringing that up, do they want to amend it and revote. Member Deeds asked what are they moving on, he thought this is what they did in the motion. Member Meyer asked to repeat the motion. Member Deeds stated he believes the motion was to approve the 2012 budget and to defer approval of the years beyond until they get the report at their October meeting. Member Meyer commented that all he is suggesting is he thinks that 2012 should still be open to review if there is something new they learn and obviously the work is not going to be done until spring. Member Lough noted that he concurs with that suggestion on the motion. Member Segreto agreed too. Member Meyer stated so he thinks the motion they are talking about is they are going to approve as it is but if they learn something new between now or by the January meeting they have the option of bringing it up and revisiting or reshuffling or also the implications of if we are saying that we want to consider throwing $100,000 from the capital budget in there, there may be some reshuffling as well so he thinks today what they are doing is they just have to say we are going to pass it but we are going to have the chance to revisit by January if that's what they choose to do. 7 Mr. Keprios stated that you already passed a motion and you can't erase what's been done but what you can do and he thinks you reserve the right to is make new motions to change what was previously approved. If you want to adjust what was approved tonight at your October meeting you have the right to do so. Member Steel asked would it make sense to make a motion or informally communicate to the City Council that they are going to relook at this just so that they know this isn't firm for the Park Board. Mr. Keprios stated that he will be happy to pass that information along to the City Council unless you feel you need a formal motion to that effect. Member Meyer asked who made the vote they can retract it. Member Deeds stated that they will retract the motion and now make the new one. Mr. Keprios stated you can't erase what you already voted on; you can make a new motion for a different action. Member Deeds made a motion, seconded by Member Peterson to pass the 2012 CIP budget for Braemar Golf Course with the provision that they will reconsider it in October after the presentation regarding the consulting report. Ayes - Peterson, Steel, Hulbert, Deeds, Jones, Segreto, Lough, Meyer Motion carried VE. VETERAN'S MEMORIAL PUBLIC PROCESS Mr. Keprios informed the Park Board of his plans for the public process for the Edina Veteran's Memorial. Chair Hulbert made a motion, seconded by Member Peterson to accept the report as outlined in the staff report. Ayes - Peterson, Steel, Hulbert, Deeds, Jones, Segreto, Lough, Meyer Motion carried VI. CORRESPONDENCE AND PETITIONS —None noted VII. CHAIR AND BOARD MEMBER COMMENTS Member Meyer stated that he would like to thank staff because they've done an incredible job putting together all of this important information. VIII. STAFF COMMENTS Mr. Keprios complimented his staff for the fantastic job they've done with their budget, business plan and CIP. There being no further business on the Park Board Agenda, Chair Hulbert declared the meeting adjourned at 10:13 pm. MINUTES OF THE MEETING OF THE PARK BOARD HELD AT CITY HALL OCTOBER 11, 2011 7:04 PM L CALL TO ORDER Chair Hulbert called the meeting to order at 7:04 pm II. ROLLCALL Answering roll call were Members Jacobson, Jones, Segreto, Hulbert, Lough, Steel, Peterson, Neville, Weicht III. APPROVAL OFMEETINGAGENDA Member Peterson made a motion, seconded by Member Lough, approving the meeting agenda. Ayes: Jacobson, Jones, Segreto, Hulbert, Lough, Steel, Peterson Motion Carried. IV. ADOPTION OF CONSENT AGENDA Member Peterson made a motion, seconded by Member Lough approving the consent agenda as follows: W.A. Approval of Minutes — Regular meeting of September 13, 2011 Ayes: Jacobson, Jones, Segreto, Hulbert, Lough, Steel, Peterson Motion carried. V. COMMUNITY COMMENT None VI. REPORTS/RECOMMENDATIONS VIA. Braemar Golf Course Action Plan — Braemar Golf Course Manager Todd Anderson Mr. Anderson went over the primary 8 points that the consultant "NGF" felt were most important: 1. No change in existing management structure 2. Invest in remodeling the Braemar range and executive course (Par -3) Invest in new cart path system at Braemar 27 Member Lough asked if anyone has put any actual numbers to the additional revenues realized from rounds made possible by the building of the cart paths. Mr. Anderson replied they have not and added it would be a huge variable depending on the weather. He noted that he could try to come up with a range but that there would be no set number. Member Lough asked Mr. Anderson if he could come up with an average over the course of three years because he would think it might be possible that the return on investment might justify drawing that forward. Mr. Anderson replied he would try to come up with an average. 4. Improve and modernize marketing practices and move away from previous "out-of-date" business practices. Member Jones indicated that she is not familiar with all of the pricing and asked Mr. Anderson if he could draw up with some kind of model. She noted if they were to have a lousy year this year what the revenue would look like and if they have a great summer this is what they will see. 1 She indicated that she would like to see a range of what they might expect with the changes. Mr. Anderson replied that he will expand on that. 5. Get all revenue centers on the same PSO system 6. Resist large-scale capital projects that have low return on investment, such as: a. Golf Dome lobby replacement b. Remodel Clunie 9 7. Create a reserve for replacement for the Braemar irrigation system Member Segreto asked what are some of the ideas about the possibility of creating a reserve and how would they go about doing it. Mr. Keprios replied that the financial challenges facing the golf course are going to be a difficult issue for the City Council. He noted it's going to be up to the City Council to decide at what point do they use dollars other than Golf Course funds to do some of the improvements and where do those funds come from. Member Segreto asked Mr. Anderson in terms of irrigation how long does he think it will last, what is the useful life. Mr. Anderson replied that the nice thing about irrigation is that it does not totally fail. He explained that sections fail and they have been replacing them for years and years so it's not an all or nothing. He indicated that he thinks it would be prudent to schedule it and that tentatively they would like for it to start in 2017. Member Lough indicated that if they create a reserve then that means they would be charging an accrual against current operating revenues and then they would have the social security trust fund dilemma as to whether they actually put that money into a savings account or whether they spend it now in the general revenues and make up for it later. He stated that he would agree this is a City Council issue and he would think it would be primarily an accounting issue and he is not sure how they deal with that. Mr. Keprios responded that technically they can't create a reserve until they have paid off their debt. He explained that there is a reserve in the Braemar Memorial Fund and technically there could be donations towards that which could increase what is truly a reserve. He noted that the language in there specifically states that it will not go to pay off debt; however, those funds can be used to make improvements to the golf course. Watch the performance of the Braemar Grill and consider concessions if there is not improvement by the end of 2012 Member Lough noted that the report states if you don't see a marked improvement in the grill operations to consider a concession agreement. He asked Mr. Anderson if he has considered exploring that over the winter so that if he sees mid or late summer there isn't a step up he is looking for that he has done due diligence and knows what it is they may want to do. Mr. Anderson replied that he will do that. Member Jones asked Mr. Anderson that after watching this and seeing how it goes how would he define success. Mr. Anderson replied he knows there are a lot of opinions from the Park Board as far as that component of the operation so he thinks if they provide an objective summary of where they were at, where they are now and where they are going hopefully it can be a cooperative decision. Member Jones asked if they are back here in a year and she would like to know how they will know when they might need to change what they are doing. Mr. Anderson replied he will do his due diligence and will explore talking to some of the potential concession vendors. He noted he will be interested to find out what their arrangement is because currently there are some expenses that are charged to the grill operation that no vendor in the world would walk into and 2 say they are going to cover that cost. They are going to be looking for the best deal possible so if they want to go down that road they have to be able to compare apples to apples. Member Jones stated that she is trying to come up with a goal where you would say I would like the grill to ... and then fill in the blank and she is not hearing that. Mr. Anderson replied that is something he is hoping to establish and some benchmarks that they would find appropriate and relay that to you. He noted that he has not gotten that far in the process yet. Member Peterson commented that the weather has been pretty good for business lately and that Mr. Anderson thought they would be somewhere around 95% plus recovery. Mr. Anderson pointed out that spring is much more valuable to them than the fall because people start to lose interest. He stated that even with the worst weather year in the history of Braemar he believes through the end of September their revenues were down 6% which he is sure very few courses even came close to that. He added that through the end of September their actual operating income is up 91% over last year which he thinks is pretty dramatic given that it's been the worst weather year. Member Lough indicated that first to be clear he is a senior and enjoys senior discounts whenever he possibly can; however, are senior discounts the right way to go for a course like Braemar and its location. He noted he understands you're trying to make a trade-off and that there were some issues with some seniors who weren't offered a discount. He asked is it really a wise thing to do when seniors make-up a very large part of your constituency in the number of rounds played both prime time and non -prime time. Mr. Anderson replied they have been the exception for a long time and he doesn't know of any course anywhere near them that does not have a senior rate. He added that there is minimal in comparison to other golf courses. Member Lough asked if they really lose customers because they don't have a senior rate to which Mr. Anderson replied yes, they do. VI.B. 2012-2016 Braemar Golf Course Capital Improvement Plan Chair Hulbert indicated that with the Natural Resources Inventory Assessment being taken out of the 2012 CIP he suggested they take and put that $100,000 into Braemar Golf Course. It could be used as seed money allocated specifically for the driving range with some hope that the Braemar Memorial Fund be used for that as well. He stated that he realizes there is some thought that these items should potentially be paid for through revenues of the facility. However, if you look at other CIP items they are putting large sums of money into jungle gyms that are not revenue centers. He added this may be a little selfish but he is a parent who brings his kids to Braemar and it's a great resource for families who want to learn how to play golf. Mr. Anderson informed the Park Board that he did contact an architect who came out to do an initial assessment and the architect felt that NGF's numbers were low ($300,000-$400,000). The numbers the architect gave were $799,000 to $1,137,000 which includes everything. Mr. Keprios stated that he thinks it would be appropriate, if the Park Board would like, to have a show of support that the $100,000 goes towards the golf course. He noted as far as making up the difference in funding that is something staff will need to work with the City Manager and Finance Director to get some direction on what is realistic. Member Segreto indicated as much as she would like to support redirecting the $100,000 to the golf course it is a matter of equity because there is a long list of other park related capital improvements that could use some attention. She suggested maybe there could be a compromise and 50% could go to the golf course and 50% towards something else that is needed. Member Steel indicated that she is struggling a little bit with that approach. She noted it was her understanding in talking to the City Manager about their budget targets that there is a specific cap on how much they get to spend and how much they don't get to spend. She stated she is having trouble viewing it like "found" money. Member Lough stated he is in general agreement with what Member Steel is saying and doesn't feel like it is Park Board's money they can move in and out of various programs. He commented that to take a particular sum of money from one capital project and allocate it to another specific capital project doesn't feel quite right. He indicated that he supposes they could recommend to the City Council that they consider something like that; however, he doesn't think it's a real money kind of a matter that they have control over. Chair Hulbert indicated that he thinks getting that work done at the range should be a priority of the Park Board because it's a great resource and it's one of the major financial engines of the golf courses. He noted that it's one of the first things people see, it's the area of golf where children are introduced to the game and where their citizens with disabilities spend most of their time learning the game at the course. He added that one of the cheapest ways to learn how to play golf is at the driving range. He stated that he would like to see the Park Board lend a little support to let the City Council know that this should be a priority. Mr. Anderson stated that another component to think about is Bloomington just converted one of their golf courses into a driving range and hope to open in June. At one point in time they were looking at gaining revenues but now may need to factor in revenues that they may lose if Bloomington has quality turf and Braemar doesn't. Mr. Keprios suggested to the Park Board to give staff the time to conduct further research to determine if this in fact is the real cost or find if there isn't a cheaper way to do it. Secondly, what are the other financing options available to them and then they can bring those hard dollars back to the Park Board. He stated that then the Park Board can have the philosophical debate of where those funds have to come from and whether you would support that kind of dollar amount. He noted that this way they are not just wrestling with a show of support of $100,000 knowing full well it won't get the job done. Chair Hulbert made a motion, seconded by Member Lough to accept the CIP as presented. Ayes: Jacobson, Jones, Segreto, Hulbert, Lough, Steel, Peterson Motion carried. VI. C. Fees and Charges Mr. Anderson informed the Park Board he has two changes on his fees and charges. He just received notice yesterday from the Minnesota Golf Association that they are raising their fees $3.00 for the computerized handicaps. Therefore, he would like to pass that cost on versus absorbing it. He now proposes $27.00 for residents and $32.00 for non-residents for the computerized handicaps. Member Jones asked Mr. Keprios to talk a little bit about the Senior Center because she always thought it was one of their enterprise facilities. Mr. Keprios explained that the Senior Center is covered under the operational budget and Sue Weigle is a Recreation Supervisor and not a Facility Manager. The Senior Center is not an enterprise facility. He noted that the Senior Center operations require a subsidy to sustain. Mr. Keprios asked the Park Board if they would like Sue Weigle to give them a presentation and answer any questions they may have about the Senior Center and its operations. Member Lough commented that he thinks would be a great idea. Member Steel asked Ms. Kattreh what the rationale is regarding the sales tax separate from the fee. Ms. Kattreh replied that they've always included the sales tax in the fee and they decided since they have not raised their rates for a couple of years that would be a good way to raise their rates without actually changing the fee. She also pointed out that since they have just added anew guest services and a concession stand their lines should no longer be backed up to the main entrance. She explained because it was such a bottleneck she didn't want her staff dealing with nickels, dimes, pennies, etc., because it 4 was already taking people awhile to get through such a congregated area. Now they are in a much more open setting. Member Lough asked when they charge fees do they generally have subsidies or scholarships for people who apply to offset the fees because of hardship. Mr. Keprios explained when it comes to scholarships they have what is called a "grant-in-aid" for financially challenged Edina families and explained how that process works. Ms. Aarsvold explained to the Park Board how the adaptive recreation programs work with regards to subsidies. Chair Hulbert made a motion, seconded by Member Segreto to accept the fees and charges as outlined. Ayes: Jacobson, Jones, Segreto, Hulbert, Lough, Steel, Peterson Motion carried. VII. CORRESPONDENCE AND PETITIONS None VIII. CHAIR AND BOARD MEMBER COMMENTS Chair Hulbert reminded the Park Board that due to Election Day the next Park Board meeting will be held on Monday, November 7th Member Steel informed the Park Board that they recently held their first meeting for the "User Fees Working Group" where they had a brief discussion on the history. She noted that at their next meeting they are going to focus on the participant fee for athletics and the relationship document. Member Steel made a motion, seconded by Member Peterson to nominate Jennifer Janovy to join the User Fees Working Group. Ayes: Jacobson, Jones, Segreto, Hulbert, Lough, Steel, Peterson Motion carried. Member Jones informed the Park Board there are eight people on the "Naming and Donations Working Group". She noted they have already had two meetings and have tackled the basic policy and background. IX. STAFF COMMENTS Mr. Keprios indicated that at the last meeting the Park Board asked for a copy of the master plan for VanValkenburg Park which was included in the packet. He noted it's been a while since it was done and when it is ready to be put on the CIP he would envision revisiting the plan with the neighborhood to be sure that it meets the neighborhood's current needs and desires. Mr. Keprios handed out a photocopy of the front page article in the Minneapolis Star Tribune regarding the Veteran's Memorial. Mr. Keprios informed the Park Board that by consensus the City Council did give the nod for the public process for the Veterans Memorial that was approved at the last Park Board meeting. Mr. Keprios informed the Park Board that Ms. Kattreh and her staff have been working tirelessly on the concession stand at Edinborough Park. The grand opening will take place this Saturday. He noted they've done a wonderful job and would like to give credit to Susie Miller, Assistant Manager at Edinborough Park, who went to concessions training and is now a certified concessions operator. Mr. Keprios informed the Park Board that Mr. MacHolda attended the first "Tour de Edina" which was a 5.2 mile bike ride that began and ended at the Courtney Ball Fields. Mr. Keprios introduced the new Assistant City Manager, Karen Kurt, to the Park Board. Ms. Kattreh gave an update to the Park Board on the "Sports Dome Study Committee" and noted that their mission statement is now completed. She indicated she has been working with Member Deeds for the last couple of weeks on a need and desires survey which will be going out to all potential users in Edina. She stated that she is also working with some neighboring associations and so far has received commitments from St. Louis Park and Bloomington. She added that she is still working on a couple of others to do a survey of their user groups as well to determine if they might be interested in possibly utilizing a dome in Edina. She informed the Park Board that another thing that is big on the horizon is a request for proposal for a consultant. Member Jones asked Ms. Kattreh to talk about the Proragis System. Ms. Kattreh explained that this system is a benchmarking tool that is offered through the National Park Association. It can benchmark Edina against anyone in the country that they would like to compare themselves to. She noted you can compare programs, budgets, anything you can think of that's park related. She stated that it's going to be a very valuable tool and is something they will update every year as budgets and amenities change. There being no further business on the Park Board Agenda, Chair Hulbert declared the meeting adjourned at 8:35 pm. 1.1 REPORT/RECOMMENDATION To: EDINA PARK BOARD Agenda Item Item No. VI. A. From: John Keprios, Director Park and Recreation Department Action Discussion Information Date: November 7, 2011 Subject: Edina Veterans Memorial ACTION REQUESTED: Staff recommends the Park Board approve the Edina Veterans Memorial Committee's proposed concept design and location for a Veterans Memorial. INFORMATION/BACKGROUND: As part of the Park Board's approved public process, the Edina Park and Recreation Department hosted an Open House on Tuesday, October 25, 2011 from 6:30 p.m. to 8:00 p.m. in the Council Chambers at City Hall. Our Landscape Architect Bob Kost of SEH, Inc. and nine of the eleven Veterans Memorial Committee members attended the Open House. On October 14, 2011, letters were mailed to the 198 property owners that are within 1,000 feet of Utley Park to inform them of the October 25th Open House, the Park Board meeting on November 7th and the upcoming Public Hearing scheduled for the City Council's November 15 agenda. There were only four residents that attended the Open House: Jack Cracraft - 4227 Alden Drive Dennis Niewoehner — 5009 Wooddale Lane Tim & Stephanie Ryan — 4913 Bruce Ave. A Press Release was also sent to the media and placed online. The only written feedback on the proposed Veterans Memorial was from Edina resident Jayne Clairmont of 4801 Hilltop Lane (copy attached to this Report). As you will notice in the attached project budget document, the total project costs are estimated to be $398,584.97 which includes all engineering fees and construction costs as well as a 15% construction contingency of $46,212.75. The Open House Fact Sheet Handout shows the estimated maintenance expenses per year to be approximately $4,402.00 of which $4,152.00 is labor. The labor expenses assume full-time professional maintenance staff (highest wage scenario); however, no additional full-time or part-time personnel would be hired to maintain the proposed memorial. Labor expenses could be significantly reduced with the use of part-time seasonal staff during the summer months. Landscape Architect Bob Kost will give the Park Board a brief presentation on the details of the proposed concept design and location. Veterans Memorial Committee members will also be present to answer questions if called upon. The Press Release, letters and handouts informs the public that public testimony will be welcomed at the Park Board's November 7t" meeting. Staff recommends that the Park Board approve the concept design plan and location for the Edina Veterans Memorial as presented. ATTACHMENTS: • Open House Letter to Resident Neighbors of Utley Park • Press Release • Fact Sheet Handout from the Open House • Proposed Construction Budget • Letter from Jayne Clairmont • Aerial View Star Layout Design • Water Color Concept Sketch of Veterans Memorial Design Oct. 14, 2011 Dear Resident: The Edina Park Board's Veterans Memorial Committee will hold an open house 6:30 to 8:30 p.m. Tuesday, Oct. 25 to get feedback from the public on a proposed memorial at Utley Park, located at West 50th Street and Wooddale Avenue. The Open House will be held in the Council Chambers of Edina City Hall, 4801 W. 50th St. Because you live close to the proposed site of the memorial, we especially want to hear from you. The purpose of the proposed memorial is to honor all Edina Veterans of our nation's armed forces, but especially those Edina residents who were killed in action. A sketch of the proposal is included with this mailing. The committee has proposed a V-shaped granite plaza within Utley Park with three illuminated flag poles, a gathering space for at least 150 people, area for contemplation with benches, wall displaying the six military service emblems and the names of those residents killed in action and seasonal plantings. The focal point will be a figurative sculpture of an eagle with a wreath. The V-shaped plaza is meant to symbolize "victory." Additional public testimony will be taken at the Nov. 7 Park Board meeting. The City Council will hold a public hearing on the project Nov. 15. At those meetings, to be held in the Council Chambers of City Hall, staff will present a proposed project budget, including detailed construction costs and a long-term maintenance plan with an estimate of future maintenance expenses. If approved by City Council, the Veterans Memorial Committee could begin its fundraising campaign. For more information, contact me or my staff in the Edina Park & Recreation Department, 952-826- 0367, or visit www.EdinaParks.com. Thank you! Sincerely, John Keprios Park & Recreation Director ENC %.OFKdL .: den nu Ur MCI If It:r0 the, %. 0111111 w IIC0AIV1 n M 1'lal no un8 vu—w. Phone 952-833-9520 • Fax 952-826-0389 • Web www.CityofEdina.com FOR IMMEDIATE RELEASE PRESS E E .i SE Veterans Memorial Committee to host Open House Edina, Minn., Oct. 13, 2011 —The Edina Park Board's Veterans Memorial Committee will hold an open house 6:30 to 8:30 p.m. Tuesday, Oct. 25 to get feedback from the public on a proposed memorial at Utley Park, located at West 50th Street and Wooddale Avenue. The Open House will be held in the Council Chambers of Edina City Hall, 4801 W. 50th St. The purpose of the proposed memorial is to honor all Edina Veterans of our nation's armed forces, but especially those Edina residents who were killed in action. The committee has proposed a V- shaped granite plaza within Utley Park with three illuminated flag poles, a gathering space for at least 150 people, area for contemplation with benches, wall displaying the six military service emblems and the names of those residents killed in action and seasonal plantings. The focal point will be a figurative sculpture of an eagle with a wreath. The V-shaped plaza is meant to symbolize "victory." Additional public testimony will be taken at the Nov. 7 Park Board meeting. The City Council will hold a public hearing on the project Nov. 15. At those meetings, to be held in the Council Chambers of City Hall, staff will present a proposed project budget, including detailed construction costs and a long-term maintenance plan with an estimate of future maintenance expenses. If approved by City Council, the Veterans Memorial Committee could begin its fundraising campaign. For more information, contact the Edina Park & Recreation Department, 952-826-0367, or visit www.EdinaParks.com. -30- -� . . City of Edina 4801 West 50th Street Edina, MN 55424 FACT SHEET FOR THE PROPOSED EDINA VETERANS MEMORIAL PUBLIC PROCESS Thank you for attending the Edina Park Board's Veterans Memorial Open House. The Veterans Memorial Committee and Park Board appreciate your valuable input on this proposal. You are encouraged to view and familiarize yourself with the proposed plans as displayed by the committee's landscape architect, Mr. Bob Kost of SEH. We welcome you to ask questions of the landscape architect, staff and/or any committee member. You are also encouraged to give us your views tonight in writing via comment cards and or feel free to submit your comments later via email at JKeprios@ci.edina.mn.us or via postal mail at: John Keprios, Director Edina Park and Recreation Department 4801 W. 50th Street Edina, MN 55424 All written comments will be copied and shared with the Edina Veterans Memorial Committee, Edina Park Board and Edina City Council. Additional public testimony will be taken at the Nov. 7 Park Board meeting that begins at 7:00 p.m. in the Council Chambers at City Hall. The City Council will hold a public hearing on the proposed project Nov. 15 at 7:00 p.m. in the Council Chambers at City Hall. If approved by City Council, the Veterans Memorial Committee could begin its fundraising campaign. PURPOSE AND DESIGN The proposed Veterans Memorial is intended to honor all Edina veterans of our nation's armed forces (past, present and future) but especially Edina residents who died while in service of their country. Edina residents who were killed in action (KIA) will each be recognized by permanent inscription as part of the memorial. To accomplish this purpose in a respectful and dignified manner, the volunteer members of the Veterans Memorial Committee have proposed a V-shaped granite plaza within Utley Park with three illuminated flag poles, a gathering space for approximately 150 people, area for contemplation with benches, wall displaying the five military service emblems and the names of those residents killed in action and seasonal plantings. The focal point will be a figurative bronze sculpture of an eagle (national symbol of strength) with a wreath (national symbol of peace). The V-shaped plaza is meant to symbolize "victory." ESTIMATED CONSTRUCTION AND MAINTENANCE COSTS The total cost to build the Edina Veterans Memorial is estimated to be approximately $400,000.00 and a detailed estimated budget is attached to this fact sheet. The Edina City Council previously approved $30,000.00 of tax dollars to be spent on funding the memorial; however, the remaining $370,000.00 is intended to be funded entirely through donations and grants. Maintaining the proposed memorial will require the following activities: 1. Removal of light -weight debris (leaves, pine cones, etc.) by sweeping or blowing: 2 hr. /week. 2. Trimming ornamental grasses along outside edges in spring season: 3hr/year. 3. Replacing flag pole light bulb in spring season: 1 hr. /year. 4. Weed removal within planting beds trough spring and summer seasons: 6hr/ month. 5. Graffiti removal: 4hr/occasion (assume 1 x year). 6. Yearly American flag replacement: 1 /yr. 7. Spray -wash (water only) of granite plaza paving every spring: 3hr/year. 8. Sculpture waxing twice per year: 4hr/application. Total annual maintenance expenses per year are estimated to be approximately $4,402.00 of which $4,152.00 is labor. No additional personnel would be hired to maintain the proposed memorial. The labor would be completed within existing staffing levels. ADDITIONAL INFORMATION For additional information, please feel free contact John Keprios, Director of Edina Park and Recreation Department at 952-826-0430 or JKeprios@ci.edina.mn.us Again, thank you for attending tonight's Open House and thank you in advance for your valuable input! • i J LV o Qp c O W c O N(� 'a CL y Z r C f°~Aa C w w a z Q) Z z C t-oaw 0 CL w w N U 0 0 0 0 0 0 0 (D C) 0 Cl 0 0 0 0 0 0 0 0 0 0 O Ln LO N I` 0 0 0 0 0 0 0 0 0 0 Cl 0 0 0 0 0 0 0 0 C) 0 p f- I� N O 0 0 0 Lo 0 0 C) C) C) 0 0 0(D 0 0 0 0 0 0 0 0 Ln N !- r- 'V O N Lf) N C) (0 0 0 0 0 0 0 0 0 0 0 0 0 0 00 Ln 00 m m 00 +., 0 O N N Ln V M O N Ln O N M 0 (D Cl (3) 0 CD LO 00 LO N O O L:) O 00 O " N --r- N N M (D 'q N O OD N (D N v N 17 Ln CO F- T 69 64 64 69 64 (ii (D 69 64 (D IT — 64 EA 69 64 64 64 O V Ln V 0) (A 64 69 64 64 64 M 69 M (A co 69 69 69 O O O O O O O O O O O O O O O O O O O O O O O O �= N O M 111 6`3 In LO V O w O Ln O 0 O 0 O 0 O 0 O 0 O Cl O 0 O 0 O 0 O 0 O 0 O Ln O 0 O 0 O 0 C V 64 69 Cl) 69 O M EA w fA Ln EA 0 N 0 Lo LO N Co O O O O O O O V 69 69 V 69 V V� O O OL. 64 00 (D Ln 64 Ln c- N 64 69 I� 69 69 ffl 'O O Ln O O O (D V O O In O M rJ r O O O Il- LO M O O CO LO Ln to O (D fl- CO 00 00 co N� N �t O E m N W CY .E i LL >- LL LL LL Q LL LL Q (n LL Q (n Q (n Q Q U U w U w w w w w w w J w W J W J W W U U Q H Q � Z p O Z Q Q C� z (D Z JQ W = J J U w J Q U LU H :D U) m U w W Q O U) w � D Y = m .f C Z �_ Z J Q m 0 m O C7 �' I U W 0 m z z z LLQ CL Z Z U J� > O of � X LLI Q LL. 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W W Q W W W o6 70= W [0 F O� U o c O owww LL @C�0 CD m O o U Q J p� 2 U z z W 2 W W Q Q J F- o c o L Q > z W (' 2 V O LL O m z 0 z 0 > Q w z Q m m 0 O a_= Q W N i C w O W W F- W U U� W U� W W W W W LL � J Q o> p c o U L C D J a (n (n J J Q O Q U Q W Z F (Q) W� Lu Q W W W W W O O (n z W Z~ 0 Q U o O_ O m W� Er o ~~ N N t W W 0 a Z U❑ F- m o@ J .- �- � U O O p Z z Z z Z C� (� O= W W W W o Q � `) C9 z J J z 0 0 0 0 Q QO Z W W (D Q N F ayi O x C7 O O O Q � � Q Q �_ O W w= W > co+ u W+ O ❑ U Do Q U U U= U (� m m C� LL W> J U a-. 0Cf) O N C7 '7 Ln CD I� O O O N M N N Y Z FACT SHEET FOR THE PROPOSED EDINA VETERANS MEMORIAL PUBLIC PROCESS Thank you for attending the Edina Park Board's Veterans Memorial Open House. The Veterans Memorial Committee and Park Board appreciate your valuable input on this proposal. You are encouraged to view and familiarize yourself with the proposed plans as displayed by the committee's landscape architect, Mr. Bob Kost of SEH. We welcome you to ask questions of the landscape architect, staff and/or any committee member. You are also encouraged to give us your views tonight in writing via comment cards and or feel free to submit your comments later via email at JKeprios@ci.edina.mn.us or via postal mail at: John Keprios, Director Edina Park and Recreation Department 4801 W. 50th Street Edina, MN 55424 All written comments will be copied and shared with the Edina Veterans Memorial Committee, Edina Park Board and Edina City Council. Additional public testimony will be taken at the Nov. 7 Park Board meeting that begins at 7:00 p.m. in the Council Chambers at City Hall. The City Council will hold a public hearing on the proposed project Nov. 15 at 7:00 p.m. in the Council Chambers at City Hall. If approved by City Council, the Veterans Memorial Committee could begin its fundraising campaign. PURPOSE AND DESIGN The proposed Veterans Memorial is intended to honor all Edina veterans of our nation's armed forces (past, present and future) but especially Edina residents who died while in service of their country. Edina residents who were killed in action (KIA) will each be ® recognized by permanent inscription as part of the memorial. To accomplish this purpose in a respectful and dignified manner, the volunteer members of the Veterans Memorial Committee have proposed a V-shaped granite plaza within Utley Park with three illuminated flag poles, a gathering space for approximately 150 people, area for contemplation with benches, wall displaying the five military service emblems and the names of those residents killed in action and seasonal plantings. The focal point will be a figurative bronze sculpture of an eagle (national symbol of strength) with a wreath (national symbol of peace). The V-shaped plaza is meant to symbolize "victory." ESTIMATED CONSTRUCTION AND MAINTENANCE COSTS The total cost to build the Edina Veterans Memorial is estimated to be approximately $400,000.00 and a detailed estimated budget is attached to this fact sheet. The Edina City Council previously approved $30,000.00 of tax dollars to be spent on funding the memorial; however, the remaining $370,000.00 is intended to be funded entirely through donations and grants. Maintaining the proposed memorial will require the following activities: 1. Removal of light -weight debris (leaves, pine cones, etc.) by sweeping or blowing: 2 hr. /week. 2. Trimming ornamental grasses along outside edges in spring season: 3hr/year. 3. Replacing flag pole light bulb in spring season: 1 hr. /year. 4. Weed removal within planting beds trough spring and summer seasons: 6hr/ month. 5. Graffiti removal: 4hr/occasion (assume 1 x year). 6. Yearly American flag replacement: 1 /yr. 7. Spray -wash (water only) of granite plaza paving every spring: 3hr/year. 8. Sculpture waxing twice per year: 4hr/application. Total annual maintenance expenses per year are estimated to be approximately $4,402.00 of which $4,152.00 is labor. No additional personnel would be hired to maintain the proposed memorial. The labor would be completed within existing staffing levels. ADDITIONAL INFORMATION For additional information, please feel free contact John Keprios, Director of Edina Park and Recreation Department at 952-826-0430 or JKeprios@ci.edina.mn.us Again, thank you for attending tonight's Open House and thank you in advance for your valuable input! iLL � ti Alp {� i s �. 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J Q V) X(.)000 i� Z J J Z Q Q O O Q (.) CD O~ Q000Lulu=w = z w W _J Q Lo .E N F- Q Of��x�g: �� �� O OI UI co Q U U U= U 1 (D m m I C7 LL LL > J U a. (n (n > (n t W t F- E z (N m LO (D r- 00 Q1 O � M V t0 CD M O O N wCN LI 7409 Gleason Road Edina, MN 55439 952-983-0412 Fax: 952-253-2548 lu 1 0 .000, \ 1 1 Q :, t1 \ 1 :, t1 vk v , o�e� Nil �o REPORT/RECOMMENDATION To: EDINA PARK BOARD Agenda Item Item No. VI. B. From: John Keprios, Director Park and Recreation Department z Action F] Discussion F-1 Information Date: November 7, 2011 Subject: Edina Aquatic Center Swim Team Use Policy ACTION REQUESTED: Staff recommends the Park Board approve the proposed Edina Aquatic Center Swim Team Use Policy (Attachment A). INFORMATION/BACKGROUND: The attached copy of the Edina Aquatic Center Swim Team Use Policy is being proposed in response to a request by the Edina Swim Club to rent additional Aquatic Center pool time in 2012 than what they have traditionally rented in the past. In the past, the Edina Swim Club has rented 3'/2 hours per day (6:00 a.m. to 9:30 a.m., Monday through Friday) at the Edina Aquatic Center for their program use. For the past nine years, the Aquajets Swim Club has rented 2 hours per day (9:30 a.m. to 11:30 a.m., Monday through Friday) of pool time for their program use. The Aqua Jets Swim Club, which consist of approximately 25% Edina residents, have been a good customer of the Edina Aquatic Center. The Edina Swim Club has recently approached staff requesting an additional 2 hours of Edina Aquatic Center pool time (the 9:30 a.m. to 11:30 a.m. time slot) to expand their program offering. This request basically challenges the lack of existing policy regarding priority access to Edina Aquatic Center. LIN 'To be consistent with the City of Edina's priority access to gymnasiums, outdoor athletic fields and outdoor hockey rinks policies, staff is proposing a new priority access policy that we refer to as the "Edina Aquatic Center Swim Team Use Policy." As you will notice, it requires that the recognized youth athletic association for the sport of swimming be the Edina Swim Club. The proposed policy also suggests that the Edina residency requirement be set at 75%, which is basically the percentage that the Edina Swim Club has maintained for many years and is similar to the City of Bloomington's priority access policy for their publicly owned pool. An argument could be made that 75% is not consistent with the 90% residency requirement for all other youth athletic associations; however, the Edina Swim Club has traditionally been at or near the 75% residency for as long as we can recall. Another matter that makes this policy somewhat unique from the other youth athletic associations' priority access to public facilities policies is that the Edina Aquatic Center facility is an enterprise facility whose mission is to function like a business. Like other enterprise facilities (Braemar Arena, Braemar Golf Course, etc.), our mission is to serve Edina residents first; however, at the same time we need and rely on our non-resident customers to sustain a healthy bottom line. We need to be sensitive to that mission as we develop a policy that establishes priority access. ATTACHMENTS: • Edina Aquatic Center Swim Team Use Policy • Email from Gina Drazan • Email from Leslie DeMuth • Letter from Steve Foster, Aquajets President ATTACHMENT A • EDINA AQUATIC CENTER SWIM TEAM USE POLICY I. Objectives and Purpose The objectives of the Swim Team Use Policy shall be to: • Provide support to the Resident and Non -Resident Swim Clubs who use the Edina Aquatic Center. • Create procedures, rules and policies for the Swim Clubs who use the Edina Aquatic Center. • Create a priority of use of the Edina Aquatic Center. • Ensure access to Edina Residents. This document also outlines both mandatory and suggested guidelines for Swim Clubs to ensure that program offerings are mindful of the public's health, safety and welfare and are fair and equitable to all residents. This document also includes the "Youth Sports Core Values and Community Strategy" proposed by the Edina Youth Sports Taskforce and Edina Park Board and was approved by the City Council on August 1, 2006. • It is the City of Edina's view that the public is best served when there is only one independently incorporated youth athletic association per sport. The City of Edina will not provide any administrative or professional recreation staff liaison assistance to competing youth athletic associations that are determined to be duplication of service and not in the public's best interest. The City of Edina encourages youth athletic associations to provide programs in a manner that is in keeping with the Edina Park Board's philosophy. II. Priority of Classification Due to the number of organizations that request usage of the Edina Aquatic Center, it is necessary to define and classify users by type of activities and establish a reservation priority to ensure that the Edina Aquatic Center is made available to best meet community needs. As a result, the Edina Aquatic Center will be scheduled in accordance with a scheduling priority policy as established herein. Organizations must meet the mandatory guidelines as outlined in the Relationship Document (appendix #I) and abide by the "Resolution of Youth Sports Core Values and Community Strategy" (appendix #ll). Priority #1 — All City sponsored activities, programs, reservations and open swim times. Reservations for City functions may be taken at any time for any date. City functions may pre-empt lower priority reservations at the discretion of the Park Director. There will be no rental fees charged for City reservations. Priority #2 — Recognized Resident Swim Teams that have consecutively rented from the City of Edina on good terms will have priority. The Edina Swim Club will be considered the preferred and recognized resident swim club for the City of Edina as long as the residency requirement is met. Priority — Recognized Non -Resident Swim Teams that have consecutively rented from the City of Edina on good terms will have priority. The following non-resident swim club will be the recognized Non -Resident swim club based on their longevity and previous rentals from the City of Edina: Aquajets Swim Club. Priority #4 — New Non -Recognized Resident or Non -Resident Swim Clubs will be allowed rental if there is availability after the above mentioned groups have put their request in to the City of Edina, Edina Park and Recreation Department. It will be on a first-come first -serve basis. III. Scheduling Process Reservations will be taken in the order of the priority classification numbers listed above. All reservations may be canceled by the Edina Park and Recreation Department at any time due to the unpredictable weather or facility conditions as follows: 1. If there is any lightning spotted, the facility will be closed for 30 minutes from the time of the last spotted lightning strike. 2. If there are torrential winds or rain, the facility will close down until the winds or rain subside. 3. If there are any reported cases of communicable diseases as deemed by the Edina Health Department and State of Minnesota. 4. If the chemical levels are above or below the guidelines set forth by the Edina Health Department and the State of Minnesota. 5. If the facility is deemed unsafe or inoperable by the Edina Park and Recreation Department or governing agency. 6. If any other event that may compromise the safety of the participants or harm to the facility. 7. If the permit has not been signed by the date given. 8. If payment has not been received by the due dates outlined in the permit. 9. If the permit is broken on any terms set forth. If the swim club is not on good terms with the City of Edina. 10. If the swim club sublets reserved times to a third party. 11. If appropriate certifications are not on file at the Edina Park and Recreation Department office prior to reservation date. . 12. If insurance information is not on file at the Edina Park and Recreation Department office prior to the reservation date, listing the City of Edina as the additional insured. IV. Swim Club Status City of Edina Recognized Resident Swim Club In order to be considered a City of Edina Recognized Resident Swim Club the following must be met: 1. The Club must be an independently incorporated youth athletic association serving primarily Edina youth. 2. The organization must have a governing board of directors. 3. 75% must be Edina youth residents. (Edina youth residents are defined as individuals 18 years old and under who live in Edina or who go to school in Edina.) If there is more than one organization applying for recognized status for similar programs, and both meet the minimum requirements, the following criteria will be used to determine which organization will receive the recognized status: 1. Percentage of Edina youth served. 2. Previous relationship with the City and if the organization is in good standing with the City. 3. Organization's desire to share resources available to assist City with maintenance or other expenses. 4. Review of the organization's mission and goals to determine ways in which it will contribute to furthering the mission and goals of the City. 5. The quality of the organization and the benefits to the youth of Edina that it serves. A Resident Swim Club may be composed of resident and non-resident swimmers. For any age group where non-resident swimmers register to participate in the Resident Swim Club, every resident swimmer in the age group, who has properly registered to participate in a Swim Club, shall be placed on the Club's team and will not be dropped or cut from the program. For the purpose of determining team and organization composition, full time students attending a public or private school located in Edina, shall be considered as resident swimmers. If requested by the Edina Park and Recreation Department, an organization shall provide for the purpose of verifying residency: team and/or organization rosters including names, addresses and phone numbers; a board of directors roster including board members names, home and work addresses and phone numbers; other documents verifying non-profit status. An organization not meeting the above qualifications shall be considered a Recognized Non -Resident Swim Club or Non -Recognized Swim Club. City of Edina Recognized Non -Resident Swim Clubs In order to be considered a City of Edina Recognized Non -Resident Swim Club the following must be met: 1. The Club must be an independently incorporated youth athletic association. 2. The organization must have a governing board of directors. If there is more than one organization applying for Recognized Non -Resident status for similar programs, and all meet the minimum requirements, the following criteria will be used to determine which organization will receive the City of Edina Recognized Non -Resident Swim Club status: 1. Currently renting lanes from the City of Edina. 2. Previous relationship with the City and if the organization is in good standing with the City. 3. Organization's desire to share resources available to assist City with maintenance or other expenses. 4. Review of the organization's mission and goals to determine ways in which it will contribute to furthering the mission and goals of the City. 5. The quality of the organization and the benefits to the youth of Edina that it serves. If requested by the Edina Park and Recreation Department, an organization shall provide for the purpose of verifying residency: team and/or organization rosters including names, addresses and phone numbers; a board of directors roster including board members names, homes and work addresses and phone numbers and other documents verifying non-profit status. V. Lane Allocation Recognized Resident Swim Clubs will be allocated lanes as follows: 1. The allocated lanes will be based upon the number of lanes requested by the Recognized Resident Swim Club. 2. The exact times that are allocated to the club will be at the availability and discretion of the City of Edina Park and Recreation Department. 3. Lane allocation for the next year needs to be requested by recognized resident clubs by December 31St of the current year. (All requests for lane allocations are not a guarantee of reservation until the final permit is approved and signed.) 4. When a Recognized Resident Swim Club decides not to rent their lanes for the next season, they will no longer be grandfathered in and a part of the Recognized Resident Swim Clubs. Recognized Non -Resident Swim Clubs will be allocated lanes as follows: 1. The Recognized Non -Resident clubs will be allocated lanes based on their previous year's lane assignment and upon availability after the City of Edina and Recognized Resident Swim Club have requested their lane allocation for the year. 2. The exact times that are allocated to the club will be at the availability and discretion of the City of Edina Park and Recreation Department. 3. Lane allocation for the next year needs to be requested by Recognized Non -Resident Swim Clubs by December 31 st of the current year. (All requests for lane allocations are not a guarantee of reservation until the final permit is approved and signed.) 4. If a non-resident team splits or disbands, it will be required to keep 51 % of the original members in order to be grandfathered in for lane allocation. (The remaining club members may request lanes upon availability. When a Recognized Non -Resident Swim Club decides not to rent their lanes for next season, they will no longer be grandfathered in and a part of the Recognized Non -Resident Swim Clubs.) Non -Recognized Swim Clubs 1. New Non -Recognized Clubs may request to rent lanes upon availability if the City of Edina, Recognized Resident Swim Club and the Recognized Non -Resident Swim Clubs do not want to rent or use the available lanes. 2. Lane allocation for next year needs to be requested by Non -Recognized Resident and Non -Resident Clubs by December 31St of the current year. VI. Contractual Information 1. All Swim Clubs will have an annual permit signed by May 1St of the current swim year. 2. The permit will include the rate for the rental season. 3. There will be an additional charge for any extra time that the swim team is not out of the water and cleaned up at their scheduled time. 4. There will be no refunds for cancellations but an additional written request may be granted for an additional rental period. 5. The additional request for rentals will be an additional charge based upon availability or staffing. 6. Additional rentals need to be requested in writing and 10 days prior to the requested rental date. 7. All lane rentals for resident and non-resident swim clubs will only be Monday — Friday for the entire season with the exception of the recognized resident club or will be based upon availability thereafter. 8. Permit payments will be made in two installments, the first one will be due May 1st and the second payment will be June 30tH 9. Approved additional rentals will be paid prior to the rental date or the reservation will be cancelled. 10. All Swim Clubs must place a statement in their clubs policy regarding the following; "All members must follow the rules, regulations and guidelines set forth by the Edina Aquatic Center. " 11.All swim clubs will need to have a current coach from their own club present at all rental dates or the City of Edina will have the right to revoke the rental for the day. 12.Any communications from the City of Edina will be directed towards the Swim Team Coaches and Presidents of the Club. 13.Any communications directed to the City of Edina will be directed to the Assistant Director and a copy (cc'd) to the swim club President. 14. No food or beverage except water will be allowed on the pool deck. All other items must be consumed in the Concessions area. 15. The rental for all clubs include the lanes and locker rooms only, no other portion of the pool will be allowed to be used or rented during the lane allocation time. Deck must be clear of equipment, backpacks etc. for further usage by other groups or programs that may occur at the same time. 16. The lanes are to be used for lap swimming only. 17. Set-up and clean-up of the facilities and equipment is the responsibility of the Swim Clubs. 18.A certificate of insurance listing the City of Edina as an additional insured per the permit specifications needs to be on file with the Edina Park and Recreation Department. EDINA PARK BOARD STATEMENT OF PHILOSOPHY AND RECOMMENDATIONS REGARDING USE OF ETHNIC, RELIGIOUS, OR RACIAL NAMES OR SYMBOLS: The Edina Park Board recognizes and celebrates the diversity of our community. In doing so, the Edina Park Board encourages all youth athletic associations to respect our community's ethnic, religious and racial diversity by honoring the following guideline: "That no program, event or activity offered by an Edina youth athletic association will use any ethnic, religious or racial names or symbols which may, in the opinion of those groups, create or perpetuate stereotypes which distort or degrade such groups. Programs whose express purpose is to explore and celebrate the positive special contribution of such groups should be considered acceptable and honorable." EDINA PARK BOARD STATEMENT OF PHILOSOPHY AND RECOMMENDATIONS REGARDING DRUGS, ALCOHOL AND TOBACCO It is the belief of the Edina Park Board that the role modeling of parents, guardians, teachers and coaches has a significant influence on youth attitudes toward the use of alcohol, tobacco and drugs. It is the Edina Park Board's philosophy to encourage parents and coaches to do their best to always display positive and healthy role modeling behaviors while interacting with youth. Therefore, the Edina Park Board strongly encourages each Edina youth athletic association to take the following actions: 1. Establish a drug, tobacco and alcohol policy that reflects a zero tolerance approach to elicit drugs, tobacco and alcohol use by its youth participants. 2. Require that parents (and coaches) sign a statement that acknowledges that they have read and understand the association's current drug, tobacco and alcohol policy. 3. Include in the association drug, tobacco and alcohol policy the following statement that: • Coaches and parents are strongly encouraged to not consume alcohol or tobacco while interacting with youth while on traveling team trips (examples include while traveling together on a bus, socializing in a hospitality room, etc.) • For those adults who insist on bringing alcohol and/or tobacco on team trips, it is strongly encouraged to make every attempt to keep the alcohol and/or tobacco out of reach and out of sight of the youth at all times. Action number three (#3) is not to be considered as an enforceable policy, but rather, a strongly encouraged positive role model behavior. The Edina Park Board strongly encourages each youth athletic association to take this very seriously and do their part to help develop positive and healthy attitudes in our youth with regards to drugs, tobacco and alcohol. Your youth athletic programs provide important assets in youth's lives, which result in reductions in at -risk behaviors. The Edina Park Board applauds and appreciates your efforts to build these positive assets that develop healthy kids and a healthy community. APPENDIX I. YOUTH ATHLETIC ASSOCIATIONS' RELATIONSHIP WITH THE EDINA PARK BOARD AND THE PARK AND RECREATION STAFF (RELATIONSHIP DOCUMENT) The mission of the Edina Park and Recreation Department is to do our part in further developing, preserving, and maintaining the City of Edina's parks, recreation programs, and resources as a premier and comprehensive park and recreation department in the Twin Cities area. This relationship document between the Edina Park and Recreation Department, Park Board, and with each association establishes a common set of guidelines that are to be adopted by all athletic associations. The intent of these guidelines is to ensure that associations are mindful of the public's desire for positive and healthy athletic experiences for children and families in our community. The "Youth Sports Core Values and Community Strategy," established by the Edina Park Board in cooperation with the Edina Park and Recreation Department is to be adopted by all associations. This document formally defines the City's core values and philosophy in the delivery of the community's youth sports programs. Edina Park and Recreation Department will provide facilities and fields for boys and girls at each age group within the association. It is the City of Edina's view that the public is best served when there is only one independently incorporated youth athletic association per sport. The City of Edina also understands and supports that in some cases the public and volunteers are best served by having the traveling component of a particular sport administered by its own independent youth athletic association. The Edina Park and Recreation Department in cooperation with the Park Board will help each association plan, and provide safe and well maintained public athletic facilities to meet the youth sports programs, and give professional staff liaison services regarding the operation of their association, and offer appropriate clerical and administrative support services. 2. The Edina Park and Recreation Department shall act as a liaison between the associations and the Edina Park Board to assist associations in providing a well-rounded and equitable program for all participants. 3. The Edina Park Board expects that all associations follow these minimal guidelines in the operation of their association: 4. All boys and girls have a fun, positive, safe, age-appropriate, educational experience that is open to all residents of all abilities, and receive equal opportunity to participate at whatever ability level they may play. 5. Boys and girls build good sportsmanship and character; learn to be a team member; learn to accept discipline; incorporate psychological and physical health. 6. Boys and girls, at each level of play, will receive basic fundamental and skill training in the sport in which they participate. 7. Associations manage team schedules and provide equitable playing time for each level of competition within the age group. 8. Associations shall have a common code of conduct for players, coaches and parents. 9. Qualified citizen volunteers should serve in positions as Board of Directors. Board of Directors must have knowledge of the program/sport. Associations are encouraged to have open member elections to elect Board of Directors. 10. Edina Park and Recreation Department personnel shall attend at least semi-annually association board meetings. Department personnel shall be available and provide resource help to associations in training of coaches, operations, and other functions with which the association needs assistance. 11. The Park and Recreation Department mandates background checks on all individuals 18 & older who serve as a coach, referee, or on the Board of Directors in any association. It is our intent to protect our children, families and the associations. It is strongly recommended that Edina youth athletic associations work jointly to contract with one private organization to conduct the background checks and manage the data. The Park and Recreation Department mandates that each Edina youth athletic association use the following standard for any coach, referee or Board of Director applicant who has been found guilty, pled guilty, or entered a plea of nolo contendere (no contest), regardless of the adjudication for any of the disqualifying offenses: All Sex Offenses — regardless of the amount of time since the offense (Examples: child molestation, rape, sexual assault, sexual battery, sodomy, indecent exposure, etc.) All Felony Violence — regardless of the amount time since the offense (Examples: murder, manslaughter, aggravated assault, kidnapping, robbery, etc.) All Felony Offenses — other than violence or sex within the past 10 years (Examples: drug offenses, theft, embezzlement, fraud, child endangerment, etc.) All Misdemeanor Violence Offenses — within the past 7 years (Examples: simple assault, battery, domestic violence, hit & run, etc.) All Misdemeanor Drug & Alcohol Offenses — within the past 5 years or multiple offenses in the past 10 years (Examples: driving under the influence, simple drug possession, drunk & disorderly, possession of drug paraphernalia, etc.) 1. Any other Misdemeanor Offenses — within the past 5 years that would be considered a potential danger to children or is directly related to the functions of that volunteer (Examples: contributing to a minor, theft — if person is handling monies, etc.) 0 To ensure that the public has an open, tair and dust process to riandle grievances that are not resolved at the association board or staff level, City of Edina will facilitate a grievance process. (See below) This grievance process is not intended to deal with team assignment, coach assignment or tryout process grievances. the 3. The City of Edina requires that each and every athletic association have a minimum $1,000,000 general liability insurance coverage policy that lists the City of Edina as an additional insured. In addition, each and every athletic association must also carry workers compensation insurance for any paid employees of their association. Up to date proof of insurance must be provided to the Edina Park and Recreation Department for each and every association that uses Edina's public athletic facilities. This insurance shall provide for the general liability protection of volunteers, associations, and the City of Edina. 4. The Edina Park Board and Park and Recreation Department shall provide and review annually guidelines to be followed by all associations and users of facilities and gymnasiums in our community as to the priority use of the Edina School District's gymnasiums and facilities, and the Edina community practice and game facilities. This is to assure a fair allocation of gymnasiums and facilities use for all participants, at all levels. It is imperative that all associations, coaches, board members, volunteers and parents understand and appreciate the positive experience that is desired for all participants in Edina youth sports. Therefore, it is the expectation of the Edina Park and Recreation Department and Park Board that youth athletic associations do their best to encourage all new parents, volunteers, coaches, board members, etc., who participate in associations to read and understand the relationship agreement and Youth Sports Core Values and Community Strategy. The Relationship Document and Core Values and Community Strategy Document must be provided to all new parents as part of their registration materials. GRIEVANCE PROCESS The City of Edina demands that each youth athletic association must have in place a well-documented and publicized grievance process by which residents are assured of an appropriate venue and process to hear their grievances in a manner that is open, fair, and just. If the youth athletic association board grievance process does not resolve the issue, then the matter will be referred to Park and Recreation Department staff. If staff is unable to resolve the issue, the matter should then be referred to the Ad -Hoc Grievance Committee. The Ad -Hoc Grievance Committee will be made up of three association presidents who are not president of the association in question, plus two Park Board members. Those five individuals will hear the complaint and make recommendations to solve the grievance matter. If the Ad -Hoc Grievance Committee's recommendations do not satisfy the parties involved then the grievance will be referred to the Park Board for a final decision. The Ad -Hoc Grievance Committee will be formed only on an as needed basis to deal with issues on a case by case basis. The following escalation shall be followed: Step #1: Follow the written grievance procedure as established and publicized for each youth athletic association. Step #2: If, in the complainant's view, the issue was not resolved in Step #1, then the complainant should contact Park and Recreation Department staff, who will do the following: • Evaluate the complaint. • Determine and judge whether or not the issue can or should be resolved through diplomacy. If so, staff will facilitate a problem -solving process at the staff level with the appropriate community members and volunteers involved. Step #3: If the issue is unresolved at the staff level, then staff will assemble the Ad -Hoc Grievance Committee to hear the complaint. With staff assistance and input from the parties involved, the Ad -Hoc Grievance Committee will hear the complaint and make recommendations. It will be the Ad -Hoc Grievance Committee's duty to determine whether or not the association has acted in a manner that is contrary to the City's philosophy and core values; and if so, make recommendations to correct the situation. It will not be the Ad -Hoc Grievance Committee's duty to micro -manage program decisions of Edina's youth athletic associations. Step #4: If the parties involved are still not satisfied with the Ad -Hoc Grievance Committee's recommendations, the final step is to refer the matter to the Park Board for a final decision. Both parties must abide by the Park Board's decision or they could face sanctions. • APPENDIX ll. Resolution of Youth Sports Core Values and Community Strategy WHEREAS, the City of Edina believes in the benefits and attraction of youth sports as a means to teach the children of this community values and skills that will be of benefit to them throughout life; and WHEREAS, we believe that Edina's youth athletic associations develop fundamental internal and external assets for children by providing opportunities to develop positive character traits and life values where children can learn a multitude of important lessons and valuable fundamentals, such as ethics, abiding by the rules, winning and losing with grace, coping with success and failure, always trying to do your best, respecting authority figures, learning about team work, developing fundamental motor skills and sports specific knowledge; and WHEREAS, we believe that the most important underlying mission for every youth athletic association is to develop emotionally, psychologically, mentally, intellectually, socially, and physically healthy children; and WHEREAS, we believe that youth sports programs conducted under the right conditions are enormously beneficial for children; and WHEREAS, we recognize the need to ensure that Edina's youth athletic association programs provide athletic programs that are safe, positive, fun, physically and psychologically age-appropriate, educational, teaches values and ethics, strengthens the community, promotes competition without conflict, open to all residents of all abilities, offer a reasonable number of events, and are administered by qualified volunteers; and WHEREAS, we believe that youth sports association league organizers and administrators must be educated on how to provide a safe, positive, and fun youth sports environment before being granted access to public facilities; and WHEREAS, we believe volunteer coaches and parents must receive orientation and education as to the individual roles and responsibilities in our community's effort to raise the standards of youth sports programs and that volunteer coaches and parents be held accountable for their behaviors; and WHEREAS, we believe it is necessary and desirable to establish guidelines, requirements and standards for youth sports associations utilizing public facilities; and WHEREAS, we recognize the need to ensure that Edina's youth athletic associations form and advertise a formal grievance process by which residents are assured of an appropriate venue and process to hear their grievances in a manner that is open, fair, and just; and WHEREAS, we believe that a Youth Sports Advisory Committee should be formed to advise staff and the Park Board and serve as a sounding board for grievances. NOW, THEREFORE BE IT RESOLVED by the City of Edina in a meeting duly assembled and by the authority thereof, recognize and encourage official implementation of this Community Strategy to improve the culture of youth sports for all participants. PASSED AND APPROVED THIS day of 2006. Signed: Mayor of Edina From: Gina Drazan [mailto:drazan@og lden atg e.netl Sent: Wednesday, October 26, 20112:11 PM To: Lynette Biunno Subject: Aquajets use of Edina Aquatic Center Please forward to Mr. John Kerprios and Ed MacHolda: --------------- --------------- Hello, My family lives in Edina at 4614 Lakeview Drive. Our children swim with the Aquajets swim team. I understand that there is meeting on Monday, November 7th of the Park and Recreation board in which the discussion of the lease and use of the Edina Aquatic Center by the Aquajets swim team may be on the agenda. I will not be able to attend that meeting due to travel plans, but wanted to express my desire for the arrangement between the Aquajets swim team and city remain unchanged. As residents of the city, our children have benefited from the current arrangement of Aquajets summer practice at the Aquatic center in the morning, just before the pool opens to the public. We would hope that the city would renew the lease with Aquajets to allow a similar arrangement this year. Regards, Gina Drazan 952-285-2815 September 13, 2011 Mr. Ed MacHolda Assistant Director Edina Park & Recreation Department 4801 W. 50th Street Edina, MN 55424 Re: Edina Aquatic Center Lease Renewal Request Dear Ed: I am writing this letter on behalf of the Aquajet Swim Team to respectfully request the opportunity to renew our lease of the Edina Aquatic Center. As you know, we have been an appreciative lessee of the Edina Aquatic Center for the past 7 years. Over this time period, we have gained the favor of the Aquatic Center staff by treating the facility as if it were our own. Bill and Ed, the Aquatic Center's engineers, have often expressed their appreciation for the way the Aquajets have maintained the facility - stating the Team frequently leaves the pool in better condition than when we arrived. The Aquajets have approximately 300 swimmers on our team with a large portion of those swimmers living in the southwest metro area. Of the 300 swimmers, over 75 swimmers or 25% of our team reside in Edina and have enjoyed the convenience of swimming at the Edina Aquatic Center. Our Team has experienced unprecedented success over the past several years. Recently, the Aquajets have been named as a "Gold Medal" team through USA Swimming, one of only 16 teams in the United States and the only team in Minnesota. The "Gold Medal" status recognizes the Aquajets for our success in promoting the development of a strong, well- rounded swim program that produces elite 18 & under athletes. A big part of our Team's success is a result of being able to swim in facilities like the Edina Aquatic Center. As 2012 gets closer, the Summer Olympics in London will become the focus of every swimmer in the nation and the Aquajets are no exception. As a result of the Team's success, the Aquajets have the potential to send seven swimmers to the US Olympic Trials in Omaha, Nebraska in June 2012, with one of those seven having a strong chance of becoming a member of the 2012 US Olympic Team. A key factor in achieving this success will be having the opportunity to train in the 50 meter Edina Aquatic Center (Olympic events are in 50 meter pools). I am aware that you have had several conversations with Joel Anderson, Aquajet Board Member, regarding our lease. Over the next 30 days, we would like to continue our discussions with the goal of getting our lease renewed under mutually acceptable terms. We look forward to continuing our discussions. If you should have any questions, please call Joel Anderson at 952-406-2744 or me at 612-360-7454. Sincerely, Steve Foster Aquajets President Cc: John Keprios, Director Scott Neal, City Manager 6545 Flying Cloud Drive, #202, Eden Prairie, Minnesota 55344 952-351-9928 www.Aquojets.com From: Leslie DeMuth <lesjwd(ayahoo.com> Date: November 2, 2011 7:57:24 PM CDT To: "david.deeds(dgmail. com" <david. deeds(c�gmai1.com>, "tfronek yahoo.com" <tfronek yahoo.com>, "hu1bert0089(c�gmail. com" <hulbert0089Ca-)_gmail.com>, "eionesedina(c-)-me.com" <ejonesedina(c,me.com>, "weltwo 1msn.com" <weltwo(d-)msn.com>, "randyameyer aol.com" <randyameyer(c aol.com>, "jamesneville(a comcast.net" <jamesneville(o-)_comcast.net>, "dant nan(a_aol.com" <dan1 nan(a aol.com>, "lmsegreto ,msn.com" <lmsegretoCa),msn.com>, "Keeya.steel(a,,yahoo.com" <Keeya.steel(a)_yahoo.com>, "r)sweicht(a)-comast. net" <psweicht a-7comast.net> Cc: `wanniger gamil.com' <iwanniger(c gamil.com> Subject: Edina Aquatic Center Use Policy Modification Request Reply-To: Leslie DeMuth <lesiwd yahoo.com> As an Edina Resident and a member of the Aquajets Swim Team and long time user of the Edina Aquatic Center, I am writing this email to express the • need to modify the proposed Edina Aquatic Center Use Policy requiring the Designated Edina Swim Team. We strongly believe that the Designated Edina Swim Team should have at least 90% of its team live or go to school in Edina. I believe the Designated Edina Swim Team Status percentage should be 90% because: 1. All other Facility Use Policies in the City of Edina require the Designated Edina Team be made up of at least 90% Edina Residents. 2. Reducing the 90% to a lower % hurts approximately 80 taxpaying Edina Residents swimming on the Aquajets Swim Team who would be excluded from using the Edina Aquatic Center. 3. The Edina Aquatic Center Use Policy should impose significant restrictions against providing preferential treatment to nonresident participants on the Designated Edina Swim Team - resulting in the exclusion Edina taxpayers from the use of public facilities. 4. The Edina Aquatic Center Use Policy should support and enhance the athletic teams of the Edina Public Schools. Many of the Edina Residents and Aquajet Swimmers compete on the Edina High School team and should be able to benefit from the use of Edina Public Facilities. Thank you for considering this important modification that will impact many Edina families. Sincerely, Leslie DeMuth REPO RT/RECOMMEN DATION To: EDINA PARK BOARD Agenda Item Item No. VI. C. From: John Keprios, Director Action Park and Recreation Department Discussion ❑ Information Date: November 7, 2011 Edina Senior Center Presentation — Sue Weigle, Director of Edina Senior Subject: Center ACTION REQUESTED: Director of the Edina Senior Center Sue Weigle will be giving the Park Board an overview of the Edina Senior Center and its operations as requested by the Park Board. No formal Park Board action is requested on this agenda item. INFORMATION/BACKGROUND: At the October 11, 2011 Park Board meeting, the Park Board requested to invite Senior Center Director Sue Weigle to the November 7th Park Board meeting to give an overview of the Edina Senior Center and its operations. Senior Center Advisory Council President John Lundquist will be joining Sue Weigle to share with the Park Board many of the wonderful program opportunities available at the Edina Senior Center. ATTACHMENTS: • Edina Senior Center Newsletter • Letter from Senior Librarian Toni Miller • List of Programs Administrative Offices 12601 Ridgedale Drive, Minnetonka, MN 55305 PHONE 612.543.8500 Fax 612.543.8600 October 25, 2011 To Whom It May Concern: The Edina Senior Center and the Edina Community Library have shared the same building for nearly ten years now, and this has evolved to be a very beneficial arrangement. Over the years, the Senior Center has allowed the library to use their Fireside Room for our programs after the Senior Center has closed. It helps the library greatly to have a larger space to have programs in the evenings and Saturdays, particularly on Thursday evenings when the library is closed. The Fireside Room is a large, comfortable and inviting space and we are very grateful to be able to use it regularly. The library and the Senior Center have worked together to time our respective programs so that there is not a lot of overlap in time due to the parking issues with the building. There are only 80 spaces total, and both organizations regularly have programs that more than fill the available parking spaces. The library offers most of its programs in the late afternoon and evening to ensure that there is enough parking, and because these are the times that many of our patrons find easiest to attend. The library usually has at least one to two programs a month in the Senior Center space. This fall, we've had several more to accommodate the large audiences that we get with our very active Edina Reads programs. Although the Senior Center is closed in the evenings and on Saturdays, the space continues to be actively used during these tunes for the rich progranuning that the library offers. Respectfully submitted, Toni Miller Senior Librarian — Edina Hennepin County Library 5280 Grandview Square Edina, MN 55436 U r i 5i is°Fi ar Y l r i ii ii€ -i m r+ -i ., 1 ,4 John Keprios, Director Edina Park & Recreation Department 4801 West 50`h Street Edina, MN 55424 Office (952) 826-0430 FAX (952) 826-0385 Jkeprios@ci.edina.mn.us Memo To: File From: John Keprios CC: Scott Neal, Vince Cockriel and Nathan Lief. Date: April 11, 2011 Re: Shared Maintenance Expenses Between Senior Center and Library. According to 2010 expense reports submitted by the City of Edina and Hennepin County Library, the City of Edina owes Hennepin County Library $16,443.87 as per the shared maintenance agreement. As shown on Hennepin County Library's list of expenses, the Library paid for interior janitorial services for the commons area of the building at a cost of $4,218.53 for the year. That expense is shared between the Library and Senior Center; therefore, one-half of that expense equates to $2,109.27 each. Hennepin County Library also paid for $36,422.10 in interior expenses specifically at the Senior Center, which is not a shared expense. The combined expenses incurred by Hennepin County Library that are specific to the Edina Senior Center are $38,531.37. The City of Edina spent $44,175.00 in exterior maintenance expenses which is a shared expense that comes to $22,087.50 each. Therefore, the balance owed to Hennepin County Library is computed as follows: Interior Maintenance at Senior Center $36,422.10 50% of the commons maintenance 2,109.27 Minus 50% of exterior maintenance ($22,087.50) BALANCE OWED TO LIBRARY $16,443.87 Action will be taken at the Annual Condominium Association meeting with the Senior Center (City of Edina) and the Library (Hennepin County Library) at Grandview Square to agree that the City of Edina owes Hennepin County Library $16,443.87 to reconcile 2010 expenses. John Keprios, Director Edina Park & Recreation Department 4801 West 50`h Street Edina, MN 55424 Office (952) 826-0430 FAX (952) 826-0385 Jkeprios@ci.edma.mn. us Memo To: File From: John Keprios CC: Gordon Hughes and Nathan Lief. Date: March 19, 2010 Re: Shared Maintenance Expenses Between Senior Center and Library. According to 2009 expense reports submitted by the City of Edina and Hennepin County Library, the City of Edina owes Hennepin County Library $16,794.28 as part of the shared maintenance agreement. As shown on Hennepin County Library's list of expenses, the Library paid for interior janitorial services for the commons area of the building at a cost of $2,802.49 for the year. That expense is shared between the Library and Senior Center, therefore, one-half of that expense equates to $1,401.24 each. Hennepin County Library also paid for $35,229.54 in interior expenses specifically at the Senior Center, which is not a shared expense. The combined expenses incurred by Hennepin County Library that are specific to the Edina Senior Center are $36,630.78. The City of Edina spent $39,673.00 in exterior maintenance expenses which is a shared expense that comes to $18,336.50 each. Therefore, the balance owed to Hennepin County Library is computed as follows: Interior Maintenance at Senior Center $35,229.54 50% of the commons maintenance 1,401.24 Minus 50% of exterior maintenance ($19,836.50) BALANCE OWED TO LIBRARY $16,794.28 Action will be taken at the March 22, 2010, Condominium Association meeting with the Senior Center (City of Edina) and the Library (Hennepin County Library) at Grandview Square to agree that the City of Edina owes Hennepin County Library $16,794.28 to reconcile 2009 expenses. W John Keprios, Director Edina Park & Recreation Department 4801 West 50`h Street Edina, MN 55424 Office (952) 826-0430 FAX (952) 826-0385 Jkeprios@ci.edina.mn.us Memo To: File From: John Keprios CC: Gordon Hughes and Nathan Lief Date: March 31, 2009 Re: Shared Maintenance Expenses Between Senior Center and Library. According to 2008 expense reports submitted by the City of Edina and Hennepin County Library, the City of Edina owes Hennepin County Library $20,639.60 as part of the shared maintenance agreement. As shown on Hennepin County Library's list of expenses, the Library paid for interior janitorial services for the commons area of the building at a cost of $3,273.80 for the year. That expense is shared between the Library and Senior Center; therefore, one-half of that expense equates to $1,636.90 each. Hennepin County Library also paid for $37,483.12 in interior expenses specifically at the Senior Center, which is not a shared expense. The combined expenses incurred by Hennepin County Library that are specific to the Edina Senior Center are $39,120.02. The City of Edina spent $36,960.85 in exterior maintenance expenses which is a shared expense that comes to $18,480.42 each. Therefore, the balance owed to Hennepin County Library is computed as follows: Interior Maintenance at Senior Center $37,483.12 50% of the commons maintenance 1,636.90 Minus 50% of exterior maintenance ($18,480.42) BALANCE OWED TO LIBRARY $20,639.60 Action will be taken at the April 1, 2009, Condominium Association meeting with the Senior Center (City of Edina) and the Library (Hennepin County Library) at Grandview Square to agree that the City of Edina owes Hennepin County Library $20,639.60 to reconcile 2008 expenses. 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O N W (wp OilA a II �s I NO W aD 0 W IO N 01 N W OND A A A N co Q! N .OP IA (7 N Q1 N W N W 001 N V N W O N A A A A O p D p (I f0 0) O p ID V IV �I N V (0 N O I N i0 N N N W W O T C -4 N ZA A O W A N j O m OW1 N 7 A II II 11 -� 11 C G I1 CL II ) P. A W O�j it II O W O N_ N O N N A O O O O II 11 II II u m m 0 -I m co O D 0 O W j j CL 11 I I 00D N N W O V N 0 Ol O pN Al 0 IWO 0 V II II CD II. O N W (wp OilA a II �s I NO N V A V o� e .7 t, 0 • INcoHPOP�'��� 1894 REPORT/RECO M MEN DATION To: EDINA PARK BOARD Agenda Item Item No. VI. D. From: John Keprios, Director Park and Recreation Department F-1 Action �71 Discussion Information Date: November 7, 2011 Subject: Braemar Golf Course Revenues Analysis • ACTION REQUESTED: Park Board Chairman Joseph Hulbert has asked that this item be placed on the Park Board agenda for Park Board members to discuss and provide comment regarding staff's revenue projections for the Golf Course. INFORMATION/BACKGROUND: After receiving the October 28th email from Ellen Jones (see attachment), I forwarded it to Chairman Joseph Hulbert asking if this should be on the Park Board's November 7 agenda. Chairman Hulbert agreed with Member Jones so therefore I directed Braemar Golf Course Manager Todd Anderson to do his best to provide more detailed revenue data and analysis being requested. A copy of Todd's data and analysis is attached. ATTACHMENTS: • October 28, 2011 Email from Park Board Member Ellen Jones • Pro Forma of Anticipated Revenue Matrix • Golf Course Revenue Projections and Analysis 0 -----Original Message ----- From: Ellen Jones [mailto:ellen.jones@mac.com] Sent: Friday, October 28, 20 11 5:12 PM To: John Keprios Cc: Joseph Hulbert Subject: Pro Forma of Anticipated Revenue Greetings John, At the last park board meeting I mentioned that I would like to see a report on how the proposed changes in golf fees would effect revenue. I want to clarify what type of report I am looking for, as well as explain why I asked for it. It is not my intent to micro manage the golf facility. I am just trying to obtain the necessary data to be able to intelligently advise the City Council on whether or not to approve the proposed fee changes. From the background packet that I received before the meeting, the only data that I was given is a listing of current fees with a listing of proposed fees. This does not give me enough information to make an informed decision. To this end, I request a report that states how the proposed fees effect total revenue for the enterprise. This report should also enable the park board to review projections on volume (number of greens fees, number of patron cards sold, buckets of balls, etc.). having this information will allow park board members to have a more focused dialog with golf management on the basis for the projections. • I have attached a spreadsheet that shows the information that I seek. It is a "Pro Forma of Anticipated Revenue Based on Fee Changes and Projected Volume." This type of report would be helpful as we approve fees for all enterprises and programs. I would like to bring this up at the next Park Board meeting to seek comment from other board members on including this type of report in our background packet before the November (approval of fees) board meeting next year. If you have any questions, please let me know. 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