HomeMy WebLinkAbout2006-06-13 Park Board PacketCity of Edina
EDINA PARK BOARD
TUESDAY, JUNE 13, 2006
7:00 P.M.
COMMUNITY ROOM (upper level)
EDINA CITY HALL
AGENDA
* 1. Approval of May 9, 2006, Park Board Minutes.
*2. School District Storage Building Request for Creek Valley Park.
® *3. Revision to Priority Use of Edina's Scheduled Outdoor Athletic Facilities Policy.
4. Updates:
A. Needs Assessment Survey.
B. Proposed Nature Center.
C. Youth Sports Taskforce.
5. Other.
*6. Adjournment.
*These are agenda items that require or request Park Board action.
City Hall
4801 WEST 50TH STREET
EDINA, MINNESOTA, 55424-1394
Park and Recreation Department
www.cityofedina.com
952-826-0367
FAX 952-826-0385
TTY 952-826-0379
Memo
To: Edina Park Board.
From: John Keprios, Director
Edina Park and Recreation Department
Date: June 7, 2006
Re: TUESDAY, JUNE 13, 2006, PARK BOARD MEETING STAFF REPORT.
Enclosed you should find the following items:
1. Tuesday, May 9, 2006, Park Board Minutes.
2. Tuesday, June 13, 2006, Park Board Agenda.
3. Creek Valley Park Site Plan for School District Storage Building.
4. Aerial Photo of Creek Valley Park Site.
5. Priority Use of Edina's Scheduled Outdoor Athletic Facilities Policy.
6. May 16, 2006, email from Ed MacHolda.
The following is the monthly staff report concerning each item on the agenda with the exception
of Approval of the Minutes and Other. "Other" is listed on the agenda for other information
items (not requiring formal action); last minute items that may come up between now and the
Park Board meeting, plus, cover any other concerns of Park Board members and/or attendees.
PARK BOARD MEETING IN THE
COMMUNITY ROOM
EDINA CITY HALL
4801 WEST 50TH STREET
The Tuesday, June 13, 2006, Park Board meeting will be at 7:00 p.m. in the Community Room,
(upper level) Edina City Hall. If you are unable to attend, please call either Office Coordinator,
Janet Canton, at 952-826-0435 or me at 952-826-0430.
School District Storage Building Request for Creek Valley Park
The Edina School District is proposing to build a new storage facility at Creek Valley
Elementary School; however, the property where the building is proposed is owned by the City
of Edina. As a result of the construction at the Edina Community Center Campus, the School
District has found that they need more storage space for maintenance equipment and supplies.
After researching all of the old records involving construction of the Creek Valley School Park
site, I found that there are no formal agreements about who has rights to each other's property.
Similar to Cornelia School Park, Creek Valley Park was developed under an informal agreement
that the land would be developed in a joint venture to serve both the school and the community at
large. In fact, the new park shelter building at Cornelia School Park is located entirely on School
District owned property. At Creek Valley, the School District's north parking lot is entirely on
City -owned property; whereas, the athletic fields in the southeast corner of the campus are
actually on School District owned property.
• As a matter of good practice, it seems to make sense to have the Park Board formally approve
construction of any permanent school district owned structure proposed to be placed on City -
owned property.
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•
Enclosed is a copy of the proposed site plan from the architect that shows the size and location of
the building on the City -owned park property. I have also enclosed a copy of an aerial
photograph that shows the property lines. The park land is shown in green.
Based on past practice and previous development agreements, I recommend that the Park Board
approve the School District's request to build a storage building on the City's park property as
proposed.
Formal Park Board action is requested on this agenda item.
Revision to Priority Use of Edina's Scheduled Outdoor Athletic Facilities
Policy
As you will notice in Ed MacHolda's May 16th email, he is recommending that we revise the
current Priority Use Policy for Edina's outdoor athletic fields to better serve Edina residents and
reduce the wear and tear of the athletic fields.
In the past few years, we have invested over $1 million in renovating our multi-purpose athletic
fields at Lewis Park and Braemar Park. It is important for us to manage the use of those fields in
a manner that ensures continual healthy and quality turf conditions to serve Edina residents. As
a result of these improvements, the non-resident demand has increased dramatically. These
facilities are built and maintained primarily for (but not exclusively for) Edina residents. To help
us better maintain these premier scheduled athletic fields, staff recommends that we change the
existing Priority Use of Edina's Scheduled Outdoor Athletic Facilities Policy to demand that
non-profit teams or adult organizations have a minimum of 60% Edina residents to use these
fields, as opposed to the current 25% policy in place.
Therefore, staff is recommending that the Facilities Policy be revised so that Priority #4 on page
five of the enclosed document read as follows (change shown in bold):
PRIORITY #4:
Non-profit adult teams or organizations that have 2-50A 60% or more Edina residents during the
designated primary season. Edina adult "residents" must either live or work full-time in Edina.
Formal Park Board action is requested on this agenda item.
Updates
Staff will give a verbal update on the following items:
A. Needs Assessment Survey.
B. Proposed Nature Center.
C. Youth Sports Taskforce.
No formal Park Board action is requested on this agenda item.
OTHER
This is an opportunity for Park Board members, staff, and residents to address other concerns.
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EDINA PARK BOARD
TUESDAY, MAY 9, 2006
7:00 P.M.
EDINA COUNCIL CHAMBERS
EDINA CITY HALL
MEMBERS PRESENT: Andy Finsness, Gordon Roland, Mike Damman, Karla Sitek, Ray
O'Connell, Jeff Johnson, George Klus
MEMBERS ABSENT: Linda Presthus, Jeff Sorem, Mike Weiss, Todd Fronek,
STAFF PRESENT: John Keprios, Ed MacHolda, Janet Canton, Ann Kattreh
OTHERS PRESENT: Idelle Longman, Russ Fortner, Marcia Friedman, Sally Maenner,
Fred Bertron, Julie Duckstad, Steve Halgren
I. APPROVAL OF THE APRIL 11, 2006 PARK BOARD MINUTES
Ray O'Connell MOVED TO APPROVE THE APRIL 11, 2006 PARK BOARD
MINUTES. George Klus SECONDED THE MOTION. MINUTES APPROVED.
II. YOUTH SPORTS TASKFORCE RECOMMENDATIONS
Mr. Klus explained to the Park Board that the Edina Youth Sports Task Force has been a
very long but good process. He noted there was a lot of healthy discussion and he feels
what they have put together is a good representation of what they accomplished as a task
force. Mr. Klus stated that he would like to thank the task force members: Tom Asp,
Mary Brindle, Steve Dove, Russ Fortner, Molly Friedemann, Keith Harmon, Lynne
Morishita, Karla Sitek and Michael Weiss. He noted that these are good people within
the community who gave up a lot of their time to spend on this and therefore, we owe
them a great sense of gratitude. He noted that he would like to thank all of the
community members and associations who also gave of their time to give their input. In
addition, he would like to thank the staff who were at every meeting and put a lot of their
staff time into this to help direct them when they needed some direction.
Mr. Klus indicated that after the power point presentation he would hope that the Park
Board would pass a motion to approve the two documents: the Relationship Document
and the Core Values and Community Strategy Document, on to the City Council.
Mr. Klus gave a power point presentation (see attached).
Mr. Klus stated that there was great attendance and feedback from both the public and the
athletic associations. He pointed out that the task force had a good mix of people who
have been involved with boys and girls different sports. In addition, some of them have
served on the boards of the athletic associations and some gave good insight by going
back 20 to 30 years in the community. Mr. Klus noted that the community did show a
real interest in this and commented that at the end of every task force meeting there was
public testimony.
Mr. Klus stated that the task force realizes that not everyone is going to agree with this or
be happy with it, nor should they expect everyone to agree and be happy with it. He
stressed that they are not in the business of running the athletic associations, they don't
want to do that. Therefore, they have left enough doors open for them to set their own
policies and do their own things. The main idea is they want everyone to understand that
this is what the community stands for.
Mr. Johnson asked if the task force thought about using the word "fair" instead of
"equitable" under the Recommended Guidelines, number one. Mr. Klus explained that
the task force did have a lengthy discussion regarding that. He noted that they felt that by
using the word "equitable" they want to make sure that the associations are treating the
kids fairly. The task force is not necessarily interested in making sure that everyone gets
equal playing time, they just ask that they be fair. He commented that they definitely
debated it but in the end felt "equitable" better handled what they are trying to do.
Mr. Johnson commented that in regards to the Relationship Document, number eight if
you read Ms. Presthus letter she states that she would like to see the word "mandate"
replaced with "requires". He noted that he also agrees the word "requires" is more
appropriate. Mr. Klus responded that the task force did talk about that but in the end still
felt that "mandate" was the better word to use. He explained that they are not telling the
athletic associations how often they do mandate checks, they just want to make sure that
background checks are done on everyone who has access to Edina's youth. Mr. Finsness
asked Mr. Johnson if he thinks there is a big difference between the "mandate" and
"requires" or is it that he just feels it's a nicer word. Mr. Johnson replied that he does
think "requires" sounds nicer but that there is not a major problem with it.
Mr. Johnson stated that he thinks the task force spent a lot of time on this and did a nice
job, which he truly appreciates. However, his only other concern is with the ad hoc
grievance committee. He explained that he is a hockey coach with the Edina Hockey
Association (EHA) and what worries them is someone may read something into this
document and say they are going to take their grievance past the association and staff
level and go directly to ad hoc grievance committee. He commented that his concern is
the ad hoc committee is made up of people who don't know anything about the
procedures of EHA, thus they are going to make a decision based on not knowing what
EHA has gone through or what they need to do. Mr. Klus explained that if a grievance
leaves the association it would then go on to the staff level. He indicated that personally
he would hope that most things would be settled at the staff level. However, if they are
® not, it's up to staff to make sure that when they put together an ad hoc committee that
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they educate the committee on everything that has happened. Mr. Klus stressed that he
has faith that staff will make sure that it's fair if it goes that far. He stated that the task
force feels that the best way to do that is with presidents from other associations because
they understand what it takes to run an association.
Mr. Finsness asked if everyone on the task force was happy with the end result to which
Mr. Klus replied that he thinks everyone was satisfied. Mr. Klus commented that
everyone compromised somewhat and therefore they were able to come up with the most
fair and best document they could. He noted that he thinks the task force was pleased
that they were able to have a great starting point that can be evaluated and looked at by
the Park Board once a year. He explained that they would like to get it out there and
tested and if changes need to be made he thinks the Park Board would do a good job.
Russ Fortner, Edina Youth Sports Task Force Member, indicated that as everyone knows
their biggest problem isn't the kids, it's the parents. If a parent is upset they'll take their
grievance as far as they can and at least now they have something for everyone to look at
and be aware of. Mr. Fortner thanked everyone on the task force and on behalf of the
task force thanked Mr. Klus for all of the time and effort he put into leading this.
Mr. O'Connell stated that this it is such a good product and asked how it would be
distributed. Mr. Klus replied that once it's passed by the Park Board it's up to staff to get
the word out to the associations because that is part of their relationship with the
associations.
Mr. Finsness asked how many grievances are there typically in one year based on what's
happened in the past to which Mr. Keprios replied that they average between one and two
a year. However, that depends on what is qualified as a grievance. He explained that Mr.
MacHolda fields phone calls almost on a daily basis, which he does a wonderful job
facilitating through diplomacy and problem solving as do all of his staff. Mr. Keprios
pointed out that most grievances are solved at the staff level. Mr. Keprios also pointed
out two locations in the Relationship Document that refers to the Core Values Document
as a "resolution." Mr. Keprios stated he will make that correction on the Relationship
Document.
Mr. Finsness, on behalf of the Park Board, thanked Mr. Klus for his time, passion and
leadership in carrying this forward.
Ray O'Connell MOVED TO APPROVE THE YOUTH SPORTS TASKFORCE
RECOMMENDATIONS TO ADOPT THE YOUTH SPORTS CORE VALUES AND
COMMUNITY STRATEGY AND ADOPT THE RELATIONSHIP DOCUMENT
WITH THE CORRECTIONS AS POINTED OUT BY MR. KEPRIOS George Klus
SECONDED THE MOTION.
MOTION CARRIED UNANIMOUSLY.
III. RECEIVE PETITION — ARDEN PARK HOCKEY RINK OFF -LEASH DOG
AREA PROPOSAL
Mr. Finsness indicated that, per Sally Maenner's, Edina Resident, request and petition to
allow Arden Park Hockey Rink to be used as an off -leash dog area, Mr. Keprios is
recommending that the Park Board consider asking questions regarding this in the
upcoming needs assessment survey. He noted that this way they would be able to get
statistical data that measures the level of community need and support for the concept.
Mr. Keprios stated that perhaps Ms. Maenner could be part of a focus group as part of the
needs assessment process to come up with some ideas to create more off -leash dog areas
in the Edina hockey rinks as opposed to establishing just one hockey rink as an off -leash
dog area. He noted that he senses they are going to need a little more community support
than just the one petition because it is a much bigger issue than one hockey rink.
Mr. Johnson commented that he likes the idea.
Ms. Maenner noted that she lives on Woodcrest Drive, which is pretty close to Arden
Park, and the one thing that was most enlightening to her is how a lot of people who live
adjacent to the park feel that it sort of becomes their backyard. She indicated that she met
with two people who were absolutely emphatic that this would never happen to which she
was very surprised. She commented that she doesn't believe there is anywhere in Edina
where she can throw a ball on a public piece of land and not have the animal control
officer chase her down. Ms. Maenner stated that she thinks there's a fear with some of
the neighbors who are strongly opposed to this that it would become a huge draw to
which she doesn't think that would be the case. She explained that for the last three years
people have been using the hockey rink as a dog training area with absolutely no
problems. However, during the last six months some neighbors have become quite upset
and that's when the crackdown started. She added that she appreciates anything the Park
Board can do and added that she would be happy to be part of a task force.
Mr. Damman asked Mr. Keprios if he was able to talk to Eden Prairie's Park Director
regarding their use of hockey rinks as off -leash dog areas. Mr. Keprios replied that he
did meet with Bob Lambert, Eden Prairie's Park Director, and they did visit Eden
Prairie's various off -leash dog sites. He noted that he found it very interesting that during
the middle of the day, when most people are at work, there were dogs and their owners at
every single site. He commented that Eden Prairie Park Director Bob Lambert feels that
using four of their outdoor hockey rinks as off -leash dog areas has been very successful.
Jeff Johnson MOVED THAT THE CONCEPT OF USING OUR OUTDOOR HOCKEY
RINKS AS OFF -LEASH DOG AREAS BE PLACED ON THE UPCOMING NEEDS
ASSESSMENT SURVEY. Karla Sitek SECONDED THE MOTION.
MOTION CARRIED UNANIMOUSLY.
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IV. POINT DRIVE PARK PROPERTY
Mr. Keprios informed the Park Board that in their packet there should be two maps of the
property in question. He explained that the question at hand is would the city be willing
to relinquish this property back to the State of Minnesota and after a lengthy process it
would be given back to the City or County to sell it directly to the person who wants to
buy it. He pointed out that it can happen that way if the Park Board makes a
recommendation worded in that way to which it would then go on to the City Council.
Therefore, the long and the short of it is the city would give the property back to the State
of Minnesota with the caveat that it only be sold to the person who's interested in
purchasing the property. Mr. Keprios pointed out that in his letter exchange from the
other property owner, who lives next to this piece of property, the other party is not
interested in acquiring it and would support their neighbor acquiring the property. Mr.
Keprios explained that what would happen is the property owner would pay the back
taxes that are due as part of the purchase of the property.
Mr. Keprios informed the Park Board that, from the City's standpoint, it's listed as for
park purposes only; however, in his view it doesn't really serve any park purposes. He
noted that there is no public access to the small parcel of land other than via the lake.
Therefore, his recommendation to the Park Board is to do what has been requested. Mr.
Keprios commented that if anything, he views it as a liability for the city.
Ray O'Connell MOVED THAT THE PARK BOARD RECOMMEND TO THE CITY
COUNCIL THAT THE CITY CONVEY THE TAX FORFEITED PROPERTY BACK
TO THE STATE OF MINNESOTA WITH THE CAVEAT THAT THE PROPERTY
MUST BE SOLD TO THE PROPERTY OWNERS OF 6704 POINT DRIVE WITH
THE UNDERSTANDING THAT ULTIMATELY THE CITY OR COUNTY WILL
OFFER THE LAND FOR SALE TO THE ADJACENT PROPERTY OWNERS WHO
WILL THEN PAY ANY TAXES OWED ON THE PROPERTY. Jeff Johnson
SECONDED THE MOTION.
MOTION CARRIED UNANIMOUSLY.
V. ADVERTISING AGREEMENT — EDINBOROUGH PARK
Ann Kattreh, Assistant Manager of Edinborough Park, informed the Park Board that
since September of 2003, when they started charging for the lower level in the Great
Hall, they have had an inflatable jumper which takes up half of the area. She noted that it
has been a phenomenally popular attraction to the Park and gets used daily from 9:00 am
to 9:00 pm.
Ms. Kattreh indicated that their jumper has lasted for a couple of years and even though
they've made several repairs they have actually been very pleased. She explained that
they have gone through a couple of blowers but the original jumper finally went down
about a month ago. Therefore, they have been contracting with a company that rents
jumpers for special events, etc. who approached her with the idea of giving them a
• jumper free of charge in lieu of advertising on the jumper. There would be a small sign
on the jumper that would say sponsored by Magic Bounce with their phone number and
business cards. She noted that the company has dozens of jumpers that come in all
different shapes and sizes to which she can go onto their website and pick out any jumper
at any time. She stated that, in addition, he would also be willing to bring over any huge
slide jumpers and obstacle jumpers for special events free of charge.
Ms. Kattreh pointed out that if they were to purchase a jumper it would cost
approximately $2,000 to which they would get about two years use out of it. She added
that a blower for the jumper costs approximately $500.00. She stated that in the previous
jumper they probably put $500.00 worth of repairs into it during those two years.
Mr. Keprios explained that it is City policy that they are to deal with all of these
advertising requests and sponsorship requests on a case by case basis, therefore, the Park
Board has an opportunity to give their thoughts on the matter.
Mr. Damman stated that it certainly sounds like a win, win to him. Mr. Johnson replied
yes, they should do it.
Jeff Johnson MOVED TO ACCEPT THE AGREEMENT FOR THE JUMPER, MAGIC
BOUNCE INCORPORATED FREE JUMPER IN LIEU OF SOME ADVERTISING
BANNER. Mike Damman SECONDED THE MOTION. MOTION CARRIED
UNANIMOUSLY.
VI. ADVERTISING ON GYMNASIUM AND BRAEMAR ATHLETIC FIELD
SCOREBOARDS
Mr. Keprios asked the Park Board whether or not they felt it would be appropriate to
pursue advertising on the scoreboards for the two new gymnasiums and/or the athletic
field at Braemar Park if they were unable to fund it through other means. He explained
that he thinks there is a good likelihood that with the gymnasiums they'll be able to cover
everything through the bonding, however, he can't say that with 100% certainty. Mr.
Keprios asked the Park Board how they would feel if they at least pursued getting some
monies through advertising for the scoreboard at Braemar. He commented that he rather
doubts they are going to get advertising dollars to pay for the whole thing, but at least it
would help to cut off a chunk of it.
Mr. O'Connell indicated that for years he's been trying to get Braemar Golf Course to
use advertisers like many of the other golf courses do. However, John Valliere, the golf
course manager, does not want advertising throughout the course. Mr. O'Connell
commented that Edina needs money too and there are a lot of advertisers out there that
would want to do this. He indicated that in this instance he would support using
advertising for scoreboards as long as it's on city property or for city facilities.
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Ray O'Connell MOVED THAT MR. KEPRIOS BE AUTHORIZED TO PURSUE THE
ADVERTISING PANEL AS A SOURCE OF FUNDING FOR THE SCOREBOARDS.
Karla Sitek SECONDED THE MOTION.
Mr. Johnson noted that he's assuming there are currently policies in place of who we will
and will not take because obviously there are current advertisers they cannot use. Mr.
Keprios replied that they have the right to limit who they will allow to advertise, it needs
to be appropriate.
Mr. Finsness asked if there is a specific length of time that the advertisers would have to
which Mr. Keprios replied that they would have a contract just like they currently do at
the Courtney Ball Fields.
MOTION CARRIED UNANIMOUSLY.
VII. SCHOOL DISTRICT STORAGE BUILDING REOUEST FOR CREEK VALLEY
PARK
Mr. Keprios informed the Park Board that he was just informed yesterday afternoon that
the architect was not able to get a site plan done by the surveyor in time. Therefore, they
do not have a specific site plan to be reviewed. Mr. Keprios asked that this be deferred to
the June Park Board meeting.
r VIII. NEEDS ASSESSMENT SURVEY CONSULTING FIRMS' PROPOSALS
Mr. Finsness informed the Park Board that the Needs Assessment Survey Ad Hoc
Committee met at 6:00 pm tonight prior to the Park Board meeting. He indicated that
they discussed the five requests for proposals. He stated that "Leisure Vision" is the
company that everyone liked the most, and the Ad Hoc Committee unanimously
recommends Leisure Vision.
Mr. Johnson asked if cost wise they were all pretty comparable and Mr. Finsness replied
they are. Mr. Finsness stated that quotes are between $13,000 and $20,000 to which
Leisure Vision's quote is between $13,000 - $15,000 but that could be stepped up a little
bit if they wanted some extra add on. He commented that their budget is $19,000 so they
are definitely in the ballpark.
Mr. Keprios stated that what he thinks the Park Board is asking for is to empower Mr.
Finsness and staff to come up with a contract package to go ahead with Leisure Vision.
By consensus, the Park Board gave their approval to move forward with Leisure Vision
and empower Mr. Keprios to negotiate a contract with assistance from the Ad Hoc
Committee.
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IX. PARK BOARD MEMBER PARK ASSIGNMENTS
Mr. Finsness asked the Park Board to look over their park assignments and see if
everything looks correct. He indicated that if anyone would like to exchange parks with
other Park Board members to let Ms. Canton know. Ms. Canton will have the master
copy and will see that it is displayed accurately on the website.
Mr. Finsness stated that now is probably a good time of year to go into the parks and see
what's going on and bring any feedback to future Park Board meetings.
Ray O'Connell praised the letter that Mr. Keprios sent to Minnesota Vikings owner,
Ziggy Wilf. On Ray's request, Mr. Keprios mailed a letter to Mr. Wilf to let him know
that the City of Edina may be interested in acquiring the Minnesota Viking Winter Park
property and facilities should the Vikings relocate to Blaine or other community.
X. ADJOURNMENT
Mike Damman MOVED TO ADJOURN THE MEETING AT 8:30 PM. Karla Sitek
SECONDED THE MOTION. MEETING ADJOURNED.
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A
PRIORITY USE OF EDINA' S SCHEDULED OUTDOOR
ATHLETIC FACILITIES AND RECOMMENDED
GUIDELINES
(revised 10-06-03)..
PURPOSE AND INTENT
The main purpose of this document is to prioritize scheduled access use of parks and
facilities in the City of Edina. This document also outlines both mandatory and
suggested guidelines for youth athletic associations to ensure that program offerings are
mindful of the public's health, safety and welfare and are fair and equitable to all
residents.
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. To that end, the City of Edina will charge
differing facility use fees with intent to discourage formation of new youth athletic
associations that compete with existing youth athletic associations and creates a
duplication of services, which the City of Edina views as not in the public's best
interest. Further, the City of Edina will not provide any administrative or professional
recreation staff liaison staff assistance to competing youth athletic associations that are
determined to be duplication of service and not in the public's best interest.
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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.
REQUIREMENTS OF ORGANIZATIONS THAT RECEIVE
PRIORITY USAGE FOR PROGRAMMED USE OF THE CITY OF
EDINA'S SCHEDULED OUTDOOR ATHLETIC FACILITIES:
Definition
For purposes of this proposal, scheduled outdoor athletic facilities are meant to include
the following City -owned scheduled outdoor athletic facilities:
• Fields
• Basketball courts
• Batting cages
• Hockey rinks
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The City reserves the right to determine if an outdoor athletic facility be shall
considered "a scheduled facility" or not. In other words, the City may decide that it is
in the public's best interest to periodically not schedule specific outdoor athletic fields,
basketball courts or hockey rinks. Examples would include the need to rest a field for
maintenance or safety purposes, or make specific outdoor athletic facilities available to
the public at large due to demand.
Outdoor athletic City -owned facilities that are not meant to be included under this
proposal are:
• Golf courses
• Edina Aquatic Center
• Tennis courts
ORGANIZATIONS WHICH REQUEST SPECIAL PERMITS TO
OFFER ONGOING PROGRAMS ON SCHEDULED OUTDOOR
ATHLETIC FACILITIES ARE REQUIRED (unless otherwise noted)
TO COMPLY WITH THE FOLLOWING GUIDELINES:
1. Organizations must be Edina based, non-profit, public service groups. "Edina" is
defined as located or based in Edina. "Non-profit" means a not-for-profit
organization as defined by State statutes. "Public service group" is defined as a
group organized to provide a public service to the entire community, or all
individuals in the community within the age group being served. The City of Edina
reserves the right to determine whether or not an existing athletic association meets
the non -duplication of services requirement. For example, a limited age specific
traveling only association may be determined to be a duplication of services that is
not in the best interest of the community even if a similar traveling component may
not be offered by an existing athletic association. Non-profit status is important
because Minnesota State Law 604A.11 grants limited immunity from liability for
those associations registered and qualified as a non-profit organization under State
statutes (see attached copy).
2. Organizations are to deposit a copy of all bylaws, Article of Incorporation under
Minnesota State statutes governing non-profit organizations, and all other
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documents, which govern their operation (i.e. policy statements, grievance
procedures, scholarship and grant applications, etc.) at the Edina Park and
Recreation Department so that those documents may be available for public review.
3. Organizations are to make all information concerning the governance of their
programs available to participants upon request.
4. Meeting of the organization's governing body, except those, which deal with
personnel issues or litigation, are to be publicized in advance and open to
participation to all program participants.
5. It is recommended but not mandatory that the election of the organization's
governing body is to be a process, which is open to all program participants.
6. Organizations are to be adequately prepared for dealing with participants that have
special economic, physical or social needs.
7. Organizations are not to discriminate against program participants or
applicants in any manner.
REQUIREMENTS OF TEAMS NOT AFFILIATED WITH AN EDINA
NON-PROFIT ORGANIZATION REQUESTING RESERVATION OF
A SCHEDULED OUTDOOR ATHLETIC FACILITY (priority # 9
teams):
1. Team must be composed of a minimum of 50% Edina residents.
2. Facility reservations will be limited to their home games only, and their team
practices are limited to a maximum of one per week (may have only one game plus
one practice per week maximum).
3. The Park Board and City Council will establish fees.
4. Park Facility Use Permit required.
REQUIREMENTS OF GROUPS FOR SINGLE USE REQUESTS OF A
SCHEDULED OUTDOOR ATHLETIC FACILITY: (i.e., Edina Cub Scout
and Girl Scout Groups, Edina Church Groups, Edina Neighborhood Groups,
Edina Businesses, priority #9 groups)
1. Fifty percent (50%) of the participants must either live or work full time in Edina.
2. Fees will be established by the Park Board and City Council.
3. Park Facility Use Permit required.
PRIORITIES:
Organizations that meet the above stated guidelines that are requesting special permits
for single use or to offer ongoing programs on a City -owned scheduled outdoor athletic
facility will be granted the opportunity based on the following use schedule, and within
the adopted standards for number of uses per team.
PRIORITY #1:
City Programs (Examples: City offered adult programs, summer playground programs,
basketball programs and special events open to the entire community.)
PRIORITY #2:
Youth teams (18 and under) that are members of one of the following independently
incorporated youth athletic associations that are currently recognized by the City of
Edina as the official youth sports organization for that particular sport offering:
• Edina Baseball Association
• Edina Basketball Association
• Edina Girls Athletic Association
• Girls Traveling Basketball Association
• Jr. Olympic Volleyball
• Edina Hockey Association
• Edina Soccer Association
• Edina Soccer Club
• Edina Football Association
• Edina Youth Softball Association
• Edina Girls Fastpitch Softball Association
• Edina LaCrosse Association
All of the above non-profit organizations must follow these guidelines:
1. 90% Edina residents. Edina youth residents are defined as individuals 18 years
old and under who live in Edina or who go to school in Edina.
2. Association or Club is a non-profit organization as defined by State statute.
3. The Association or Club must file a financial statement with the City each year
that will be made public upon request. This statement must indicate revenue,
expenditures and fund balances.
4. Association is open to all Edina residents and may not discriminate based on
race, ethnic background, or religion, or ability; however, may make team
assignments based on ability.
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5. All board meetings are open to the public (with the exception of personal issues
and litigation).
6. The organization must have an open process for parents to discuss concerns or
recommend changes to the organization.
7. Teams are playing during the designated "primary season."
PRIORITY #3:
Edina School District Programs (Examples: curriculum programs, interscholastic team
practices, games, tournaments, etc.)
PRIORITY #4:
Non-profit adult teams or organizations that have 25% or more Edina residents during
the designated primary season. Edina adult "residents" must either live or work full-
time in Edina.
PRIORITY #5:
Edina non-profit public service groups who use the facilities to raise money for the
abenefit of the entire community.
PRIORITY #6:
Businesses and neighborhood groups located in Edina during the designated primary
season.
PRIORITY #7:
Non-profit youth teams or organizations that have 60% or more Edina residents during
the designated primary season.
PRIORITY #8:
Priority #2 teams during a secondary season.
PRIORITY #9:
All other Edina teams on a first come, first served basis after higher priority teams have
had an opportunity to schedule each season. All teams must be composed of at least
50% Edina residents and requests must be made by an Edina resident. Edina adult
"residents" must either live or work full-time in Edina.
FIELD USE FEE
Priority #2 teams shall pay a per player per season field use fee as established by the
City Council. Teams and groups in Priority #4, 5, 6, 7, 8, or 9, shall pay the
hourly/daily field use fee as established by the City Council.
PREEMPTION CLAUSE
The City of Edina will make every effort to avoid preemption of scheduled events once
an outdoor athletic facility has been reserved and all requirements are met. However,
the City reserves the right to preempt a scheduled event on a scheduled outdoor athletic
field when in the City's judgement the preemption is in the community's best interests.
ADMINISTRATIVE PROCEDURES
1. Fees for use of scheduled outdoor athletic facilities will be subject to change
each year at the discretion of the Edina City Council.
2. The City will establish dates each year by which teams must commit requests for
field reservation use in order to utilize their priority status. After that date, fields,
or facilities will be reserved on a first come, first served basis.
3. If teams or organizations are at the same priority level offering the same sport
activity for the same age group and gender, then the team or organization that
serves the highest number of Edina residents will receive the higher priority
status in terms of field, rink and court reservations.
5. The number of major tournaments or special events allowed by each youth
association will be determined by staff on an annual basis.
6. Any organization that fails to provide for and follow the guidelines set forth
above, or provides false information on a permit application, is subject to
revocation of its permit at the discretion of the Director of the Edina Park and
Recreation Department.
7. No organization will be allowed to sublease the City's scheduled outdoor
athletic facilities without City approval.
RECOMMENDED GUIDELINES
For all organized youth athletic associations in Edina, the following guidelines are
strongly encouraged but not mandated by the Edina Park Board and City Council:
1. That all boys and girls receive an equal opportunity to participate in any activity at
whatever ability level they may play.
no
2. Have fun.
3. Build good sportsmanship and character.
4. Learn basic fundamentals of the sport they participate in.
5. Be a good team member.
6. Learn to accept discipline.
7. Have a reasonable amount of practices and games.
8. The Edina Park and Recreation Department staff should encourage the use of
volunteers on the Board of Directors, as well as, in the coaching, because we believe
in the philosophy of citizen involvement.
9. Selection of members to serve on the Board of Directors and as coaches should be
based on the prospective member having the understanding of the basic program
for all ability levels and all ages.
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:
0
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 (0) 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.
M.
John Keprios
From: Ed MacHolda
)nt: Tuesday, May 16, 2006 3:55 PM
o: John Keprios
Cc: 'scottJohnson@ml.com'
Subject: Athletic Facilities and Recommended Guidelines
John,
I would like to recommend that we revisit the Priority Use Of Edina's Scheduled Outdoor Athletic Facilities And
Recommended Guidelines.
Currently priority #4 states: "Non-profit adult teams or organizations that have 25% or more Edina residents during the
designated primary season. Edina adult "residents" must either live or work full-time in Edina. I believe for our renovated
multi-purpose athletic fields this percentage is way too low for the number of requests we are receiving. I would like to
recommend a minimum of 50% but would not oppose an even higher percentage if you felt appropriate.
We also receive a number of requests to use the Braemar Baseball Complex but nothing compared to the multi-purpose
athletic fields from the adult soccer teams.
Ed
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