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HomeMy WebLinkAbout2005-09-13 Park Board PacketsCity of Edina EDINA PARK BOARD TUESDAY, SEPTEMBER 13, 2005 7:00 P.M. COMMUNITY ROOM EDINA CITY HALL AGENDA * 1. Approval of Tuesday, June 14, 2005, Park Board Meeting Minutes. *2. Approval of Tuesday, July 26, 2005, Special Park Board Meeting Minutes. *3. Hurricane Relief Band Concert Request — Blair Ransom. 4. Youth Sports Presentation — Paul Bearmon. *5. Access to Gym Facilities Policy. 6. Presentation — Dianne Plunkett Latham. 7. Updates. A. Todd Park Hockey Rink. B. Braemar Athletic Field Development. C. Grandview Square Park Grand Opening. D. 2006 Operating Budget. 8. Other. 9. Adjournment. *These are agenda items that require or request Park Board action. City Hall 952-927-8861 4801 WEST 50TH STREET FAX 952-826-0390 EDINA, MINNESOTA, 55424-1394 www.cityofedina.com TTY 952-826-0379 To: Edina Park Board. From: John Keprios, Director Edina Park and Recreation Department Date: September 5, 2005 Re: TUESDAY, SEPTEMBER 13, 2005, PARK BOARD MEETING STAFF REPORT. Enclosed you should find the following items: 1. Tuesday, September 13, Park Board Agenda. 2. Tuesday, June 14, 2005, Park Board Minutes. 3. Tuesday, July 26, 2005, Special Park Board Meeting Minutes. 4. Email from Blair Ransom. 5. Post card invitation from Edina Historical Society. 6. Priority use of the Edina School District's gymnasiums and recommended guidelines. 7. Use of School Facilities Policy. 8. Athletic Association's Relationship With the Park Board and the Park and Recreation Staff (Minutes of the 11-8-1977 Park Board meeting). 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 CITY COUNCIL CHAMBERS EDINA CITY HALL 4801 WEST 50TH STREET The Tuesday, September 13, 2005, Park Board meeting will be at 7:00 p.m. in the Community Room at 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. HURRICANE RELIEF BAND CONCERT REOUEST - MAETZOLD AMPHITHEATER As shown in the enclosed email, Blair Ransom is requesting that we waive the rental fee for the Maetzold Amphitheater at Centennial Lakes Park to hold a benefit fundraiser band concert. All donations collected would be given to the Red Cross Hurricane Fund. My recommendation is to approve this request with the following assurances: 1. That all funds donated go to the Red Cross Hurricane Fund. 2. There is written accountability back to the Park Board that all funds were in fact received by the Red Cross. 3. That the organizers have in place a pre -determined method of donation collection. Formal Park Board action is requested on this agenda item. YOUTH SPORTS PRESENTATION - PAUL BEARMON Chairman George Klus has invited Dr. Paul Bearmon to address his concerns with Edina's youth athletic association programs. It is my understanding that Paul is recommending that the Park Board consider demanding that all youth athletic associations offer an equal amount of access to facilities to all participants (in-house players and traveling team players). Without a set of written recommendations from Paul Bearmon, I have chosen to not speculate on or make any recommendations concerning the issue(s) that may or may not be presented by Paul Bearmon. As a result, formal Park Board action may or may not be requested on this agenda item. ACCESS TO GYM FACILITIES POLICY The enclosed proposed gym facilities policy is very similar to the Park Board's access to field facilities policy. In this case, the Edina School District allows the City of Edina to submit building use permits on behalf of youth athletic associations (those recognized by and receive services from the City of Edina) to reserve gymnasiums owned and operated by the Edina School District (the District). As stated in the proposed policy; It has long been 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 encourage differing facility use fees with intent to discourage formation of new youth athletic associations that compete with existing youth athletic associations and create 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 assistance to competing youth athletic associations that are determined to be duplication of service and not in the public's best interest. There currently is no policy in place that identifies the City's practice and procedure in permitting gym facilities for youth athletic associations. Those youth associations given priority status by the City will ultimately receive priority access to the School District's gymnasium facilities and may be charged a lesser rental amount. I say "may" because the School District reserves the right to charge user groups different rental fees based on their own policies. As it stands today, it appears that the School District may charge a higher rental fee to those youth athletic groups that do not receive priority status by the City. To our knowledge, there is only one roue organization requesting access to gymnasiums. That group consists of 5t grade girls basketball players that practice once per week and play in a number of weekend tournaments. Under this draft proposed policy, this rogue organization would not be recognized by the City of Edina and would have to request access to the District's gyms on their own and likely pay a much higher rental fee. The fee of course would be determined by the School District. To remind the Park Board of our relationship with these independently incorporated youth athletic associations, I have enclosed a copy of the statement taken from the Park Board meeting minutes of November 8, 1977. Since the creation of these youth athletic associations, staff and Park Board have attempted to let these independent organizations make their own program decisions without an overriding veto vote of the City or staff. In fact, staff has never had a vote on any board; however, we have long been actively involved in giving these groups professional advice that is in keeping with the long- standing philosophy as defined in the enclosed copy. When a youth athletic association makes a decision that is grossly contrary to the City's defined guidelines and philosophy, then the City's leverage is to deny access to facilities and deny any City administrative and/or clerical services. Thankfully, the City has never had to exercise and implement that threat. We have been fortunate to have reasonable volunteers who have served in the community's best interest. Our approach has long been to manage and monitor these associations at an arm's length and yet facilitate open dialogue among all youth athletic association presidents on a routine basis. In dealing with youth athletic association related problems, as staff, we try our best to propose solutions and facilitate and mediate corrective action. Again, we try not to tell our volunteers what they have to do in each and every case. The Park Board should not be placed in the middle of disputes that could be resolved between associations and between volunteer board members. When youth athletic associations rely on the Park Board and City Council to solve problems that could otherwise be resolved by volunteer board members, the associations stand to risk an outcome that they won't like. Conversely, we stand the risk of losing volunteers by taking away their authority to make their own program decisions by dictating what they must do. Having stated all that, it is worthy to mention that there is currently a lot of confusion in the community regarding girls' basketball program offerings. It is my understanding that a variety of changes and new offerings have taken place in the past year that have caused a tremendous amount of confusion for Edina youth girls who wish to play basketball. As stated above, in my view it should be staff's and Park Board's role to encourage the associations involved to do their best to eliminate the confusion and do what is best for the community. I'm confident that our outstanding volunteers will do the right thing, brainstorm solutions, and, if necessary, compromise to resolve the confusion in this case. I believe that this proposed access to gym facilities policy is needed for three main reasons: 1. It defines a priority access to facilities policy that currently is not in place, as opposed to a first come first served approach. 2. It discourages the formation of rogue groups who compete for gym time. 3. It is in the community's best interest to be served by one organization for each sport. Staff recommends adoption of the proposed access to gym facilities policy as written. Formal Park Board action is requested on this agenda item. PRESENTATION — DIANNE PLUNKETT LATHAM Chairman George Klus has invited Garden Council President Dianne Plunkett Latham to address her concerns regarding abatement of buckthorn and noxious weeds in Edina. Formal Park Board action is not requested on this agenda item. UPDATES AND ANNOUNCEMENTS Assistant Director Ed MacHolda and I will give the Park Board verbal updates on the following projects and announcements. A. Braemar Athletic Field Development. B. Kojetin Park Playground Equipment. C. Gymnasiums Proposal. D. Grandview Square Park Grand Opening. E. 2006 Operating Budget. No formal action is requested on this agenda item. OTHER This is also an opportunity for Park Board members and residents to address other concerns. EDINA PARK BOARD 7:00 P.M. COUNCIL CHAMBERS EDINA CITY HALL JUNE 14, 2005 MEMBERS PRESENT: George Klus, Jeff Johnson, Linda Presthus, Todd Fronek, Jeff Sorem, Karla Sitek, Ray O'Connell, Jessica Selleck MEMBERS ABSENT: Mike Damman, Andy Finsness, Mike Weiss STAFF PRESENT: John Keprios, Ed MacHolda, Janet Canton, Vince Cockriel OTHERS PRESENT: John Peyton, Jim Fehrenbach, Sue Kelly, Jan Bernatz, Charlie Kelly, Tim Creajan, Jeff Bowers, Tim Campion, Molly Cronin, Pat Cronin, Nick Cronin, Kathleen Carter, Greta Simondet, Katie Meehan, Tim Meehan, Corrin Carlson, Al Carlson, Brad Benson, Ken Cutler, Craig Flom, Neal Campion, Nancy Hall, Doug Hall, Randy Sawnstrom, Jill Hartman, Albert Walla, Bill Reber, Bob Kaiser, Jon Moon, Julie Risser, Jean White, Heidi Dorfrneister, Jeannie Hanson I. APPROVAL OF THE MAY 10, 2005 PARK BOARD MINUTES Linda Presthus MOVED TO APPROVE THE MAY 10, 2005 PARK BOARD MINUTES. Jeff Sorem SECONDED THE MOTION. MINUTES APPROVED. II. UPDATES A. Gymnasium Project — Mr. Keprios informed the Park Board that they are moving along on the gymnasium project. He noted that the School Board has learned that bids are coming in higher than what they had expected; and the price tag is around 5.2 million dollars to which they've now had to cut back on some things. He added that they are almost down to a bare bones facility and thinks they are going to have to live with whatever the price tag is and make a decision at that point. B. Youth Athletic Association Presidents & Connecting With Kids Joint Meeting - Mr. Keprios informed the Park Board that they have a joint meeting coming up with the Youth Athletic Association Presidents and some of the Connecting with Kids positional leaders that is going to be hosted by the International Dairy Queen this Friday. He noted that the association presidents would be discussing some common topics. He pointed out that the Connecting With Kids positional leaders have a strong interest in the over - programming of youth. They also want to know more about how the athletic associations are training their coaches with regards not just the sport itself but also in raising and nurturing the youth. Mr. Keprios stated that they are all in it for the same mission which is to develop youth. He noted that he feels the Connecting With Kids initiative can play an important role in helping them accomplish that goal with some parental education. He indicated that he thinks some of the best ways to raise kids when it comes to youth sport is to try to find out how much is enough and how much is too much. C. Grandview Square Park Development — Mr. Keprios informed the Park Board that the Grandview Square Park project is within their final 10% of fundraising, and the Community Foundation is assisting with the final stage of fundraising. He noted that their fundraising is only about $5,000 short of the goal. He indicated that he anticipates that the Edina Community Foundation will approach the businesses of Grandview Square to see if they can help fill that last void. He noted that he anticipates the construction to be completed late August or early September. III. TODD PARK HOCKEY RINK PROPOSAL Mr. Klus gave an overview of the May Park Board meeting. He noted that residents who live around Todd Park were asked to voice their comments regarding permanent boards for an ice rink at Todd Park. He indicated that the Park Board heard from people who were both for and against the project. Mr. Klus pointed out that the Edina Hockey Association (EHA) was also invited to attend the Park Board meeting to address some of their needs to which no one from the EHA attended. He explained that EHA has stated that they do not want to be short one hockey rink in the community unless they absolutely had to; however, they do need outdoor rinks especially because the program is continuing to grow. Mr. Klus indicated that the Park Board tabled this item until the June Park Board meeting. Mr. Keprios explained that they have been working with EHA to look at developing a rink at Lewis Park to which a copy of the outline is in the Park Board's packet. He pointed out that the three page Request For Proposal document was put together to outline the concept of what the Park Board and the EHA has in mind to have a feasibility study done on building a second rink at Lewis Park. He pointed that this would not be an ordinary outdoor hockey rink but rather they would look at putting in artificial refrigeration to which both rinks would then be maintained with an ice -resurfacing machine. They would use the spare ice -resurfacing machine that they currently have at Braemar Arena, however, they would need a place to store it to which they would need to either build something or retrofit the existing shelter building. He noted that part of the concept would also look at possibly building a structure over the second rink which would be aesthetically pleasing as well as it could double as a picnic shelter during the summer. Therefore, the EHA has agreed to pay for a feasibility study to which a Request For Proposal was been sent out to 17 different architect engineering consulting firms. Mr. Keprios noted that of the five proposals they received back the studies ranged anywhere from accomplishing the project in seven to fifteen weeks and cost ranging from $7,500 to $30,000. He stated that the information will be presented to the EHA to look over and if they were to go with the low bid the study could be completed within seven 01 weeks, which would be pertinent to tonight's discussion. He commented that they may find that it's not even feasible to put in artificial refrigeration, however, if it can be determined in less than seven weeks there would still be the possibility of putting in an outdoor hockey rink at Lewis Park. They wouldn't necessarily have to have refrigeration and perhaps then Lewis Park could become the alternate site to the loss of Countryside Park. Mr. Keprios explained that the issue came about due to the removal of the hockey rink boards at Countryside Park because of its age, deterioration, and unsalvageable condition. The reason for not immediately replacing that hockey rink in its current location is due to its improper orientation and poor sub -soil conditions. He noted that it is still staff's recommendation that a master plan be implemented prior to replacing an outdoor hockey rink at Countryside Park. He noted that's not to say they can't put a hockey rink back at Countryside Park in its current improper orientation, however, that's not staff's recommendation because they feel it's improper use of $40,000. Staff feels that money would be money better spent to place the hockey rink at a different park until Countryside Park can be done correctly with a master plan. Mr. Keprios pointed out that he did list a few choices for the Park Board to consider. Based on input from the EHA, his first recommendation would be to build a second rink at Lewis Park which developed into a discussion of possibly putting in a fourth rink at Braemar. However, after a meeting with the EHA and Larry Thayer, Braemar Arena Manager, it was decided that would not be very feasible at this point. At that point it was decided that a better option would be to pursue an artificial refrigeration rink at Lewis Park, however, they don't want to be left short one outdoor rink for the 2005-2006 season. Therefore, it was decided to look at another park, that being Todd Park. Mr. Keprios indicated that at the May Park Board meeting the motion that was passed was to table the issue because there were some concerns about the quality of ice at Todd Park. He noted that Vince Cockriel, Park Superintendent, is here to try and answer some of the questions and concerns. Mr. Klus stated that it was also discussed that if a hockey rink is not put in at Todd Park what they see the future being for Todd Park. He noted that it is a community park, which needs to be used for the youth in the community. He commented that at some point he does see this becoming an issue if there is not a hockey rink. In addition, one option that could become debatable is whether or not the area would be turned into a multi-purpose field. He noted that the city is always short on all-purpose fields that they would need to find a use for that area that could benefit the youth in our community. Mr. Klus stated that the Park Board would like to do all they can to recommend to the City Council that they don't lose a hockey rink this year. They really need to keep the same number of hockey rinks as last year. Mr. Cockriel explained that Todd Park is currently set up as one of the lower maintained rinks because there are no hockey boards. Their maintenance schedule is set up around 3 maintaining the hockey rinks first because the sweepers come through at 3:00 am. Therefore, if they don't get to the hockey rinks within the next couple of hours the snow will heat up as they are blowing it from side to side against the boards to which it will then start to freeze up. He explained that someone has to come right behind the sweeper in order for the boards to get cleaned. Mr. Cockriel pointed out that they start on the north end at Weber Park and work their way along the northern part of the city and depending upon what time they get to Todd Park they sometimes need to skip that rink. Therefore, because Todd Park is last on the list, they typically flood it with a tanker truck, which in their experience using a tanker is not the way to get quality ice. He noted that they typically have two people on the rink with a hose; however, not having boards to flood against is not efficient use of manpower. Mr. Cockriel informed the Park Board that the turf underneath the ice at Todd Park has absolutely nothing to do with the quality of ice. He noted that 3/4 of his staff have been doing this for more than 20 years and they actually prefer Todd Park to Weber, Strachauer, Cornelia School or Creek Valley. He added that all of those parks have high water tables; however, the one thing Todd Park has that the others don't is better drainage. Therefore, making a good sheet of ice at Todd Park is absolutely no issue whatsoever. Mr. Sorem asked when were the previous boards taken out at Todd Park and what was the reason for it. Mr. Cockriel replied that he believes it was around 1989 and the reason was because of poor hockey board conditions, low usage and because it probably had the worst shelter building in the city at that time. Mr. Sorem asked how many years was the hockey rink there prior to it being taken down to which Mr. Cockriel replied at least a dozen. Richard Miller, 5340 Hollywood Road, indicated that he has lived on Vandervork or Hollywood Road for the past 35 years and he cannot conceive how you can have a recreation program in Minnesota without having a hockey rink. In addition, he also feels that it increases the value of their neighborhood as well as it increases the value of his own property by having an all -season recreational opportunity in their community. Jim Fehrenbach, 8 Spur Road, indicated that he has two young boys ages 4 and 5. He noted that he grew up in Roseville and was able to walk to the hockey rink where he learned to play hockey, boot hockey, whiffle ball and football. He commented that he stayed out of a lot of trouble by having that hockey rink. He added that he had a lot of fun there and has some wonderful memories. He stated that he would really like to see a hockey rink put in at Todd Park. Pat Cronin, 23 Cooper Avenue, indicated that he lives in the Hilldale neighborhood and for the record he clocked the distance and is 300 yards from Todd Park. He stated that no one in his neighborhood was informed of what is currently happening at Todd Park and that the Hilldale neighborhood does consider Todd Park to be their closest park. No one from his neighborhood was at the May Park Board meeting because they were unaware of what was happening. Mr. Cronin stressed that the Park Board needs to understand that 2 the vocal minority of people who were at the May Park Board meeting does not represent the neighborhood of Todd Park. Mr. Cronin pointed out that the neighborhood is flourishing with kids. He noted that he has two young boys who use the park all year and commented that it's hard to play sports on a sheet of ice without boards and that's the reason for low attendance. If you build a rink they will come because there are hundreds of kids in the area. Mr. Cronin explained that he is also here to represent EHA. He noted that he has been a hockey coach in the youth program for 11 years and that some of the best memories of his life have been coaching and playing hockey. He stated that he doesn't think this is an EHA issue but rather a neighborhood issue. Mr. Cronin stated that he does have some input from the EHA and read a letter from Hockey Board member Chips Gulbronson. The letter read "I'm sorry that I'm unable to attend this meeting but I have an interest on two levels as to why I would support adding hockey boards at Todd Park. I am a director on the EHA and my main responsibilities include registration and manager liaison. The program is continuing to grow and will exceed 1,200 skaters this year, what a great program. We have over 450 mite players who are typically the skaters who play outside. We are the largest association in the state as we continue to grow we will need more facilities. My managers find it increasingly more difficult to schedule ice time and are utilizing the existing outdoor rinks to their full capacity. The bottom line is we need more options to provide our residents with a quality program. My interest on the second level is that I am a resident of the Hilldale neighborhood and daily drive by Todd Park and see the beautiful warming house, which our tax dollars have built that is severely under-utilized. I grew up in Edina and believe the reason people continue to want to live in our community is because of the schools and everything Edina has to offer. One of those things is our great park and recreation department. Thank you. We need to keep moving forward to provide residents with great facilities. This will continue to increase property values and people will want to live in Edina. I think it would be in poor judgment not to allow hockey boards to be installed at Todd Park". Mr. Cronin added that Ms. Gulbronson could not be here because of a soccer engagement with her kids. Ken Cutter, 19 Circle West, indicated that they moved to Edina in 1989 in part because of the proximity to Todd Park, which is approximately 300 yards. He stated that his daughter started skating there when she was approximately 8 years old and he really liked the fact that she could walk there without having to cross busy streets. He commented that Todd Park is viewed as a neighborhood park for that Hilldale neighborhood it is an important part of the neighborhood. He noted that his daughter was disappointed when the quality of ice deteriorated rapidly as she got older. However, this is something that does attract people to the neighborhood. He added that the park was also utilized by her older brother as they were growing up. Doug Hall, 4501 Parkside Lane, indicated that he has lived in his house since 1980, which is very close to the park. He noted that he grew up playing hockey in Edina and the one difference he has seen over the years is that the parks are being used by more families. It used to be that the hockey rinks were only used by an older group of boys and that families weren't around. However, what he sees now is that after a fresh snow he sees families bringing their children to the Park and spending hours there. Mr. Hall stated that if there are ice quality and utilization issues then he thinks the Park Board needs to address the whole family and not just the narrow segment of the hockey community. Jeff Bisson, 9 Cooper, indicated that he has lived in this area a better part of his almost 40 years. He noted that Todd Park had a skating rink in the early 70's because he was approximately two years old. He stated that at that time the park was called Division Park and commented that a very important series of experiences in his life happened at the hockey rink at Todd Park. He commented that he was at the hockey rink with his brothers and their friends all of the time unsupervised and it was the warming house attendant who watched over them. Mr. Bisson noted that all of his recollections are that it was a family experience and a family place. He pointed out that the demographics of the neighborhood have changed since 1989 because now there are a lot more kids. Colleen Lucke, 15 Cooper Avenue, indicated that she is in favor of having a hockey rink even though her kids do not play hockey. However, her family loves to play pick-up hockey. She explained that for the past three years her family has been part of a group that reserves the Highland Park skating rink every Sunday night for their families to play hockey and have treats. Ms. Lucke stated that skating has been a big part of their social life and they've never had a problem even at the parks that are highly used for hockey. Therefore, they would love to see a hockey rink exist at Todd Park because it would be a nice place for families of all ages to enjoy. Michelle Sit, 23 Circle West, indicated that she has three kids and they enjoy the park all year. She noted that she drives by Todd Park on her way to other hockey rinks within Edina for her hockey players. She stated that her 7 year-old daughter had her birthday party at Todd Park and commented that they would love to have skating parties and boot hockey parties at Todd Park to get to know their neighbors better. Therefore, it would be great to be able to use a hockey rink at Todd Park during the winter months. Jeff Bowers, 12 Cooper Avenue, indicated that he moved to Edina last summer and on one of the first days of winter he thought it would be a great place to take his 2 1/2 year- old daughter to go skating. However, the warming house was closed so they sat in the snow and put on their skates and needless to say they didn't last too long because she was freezing. He noted that it's such a beautiful facility and from a cost standpoint there really should be a hockey rink, his family would definitely use it. In addition, he thinks having the older kids playing hockey there is a great thing, it keeps them out of trouble. Mr. Bowers stated that it would be great to have a neighborhood park flourish all year. Nancy Hall, 4501 Parkside Lane, indicated that she lives right across the street from Todd Park and doesn't understand why no one has been using the rink that is there. She noted that she hears the trucks every day at 6:30 am so it is definitely getting sprayed. She stated that she doesn't understand why people would now want start to use the rink just because of hockey boards. 0 John Peyton, 27 Cooper Circle, indicated that he has been involved with hockey for a lot of years and has a couple of kids who play hockey. He noted that he drives by the rink a lot and no one is using it, however, having grown up in front of a hockey rink he knows that if you build it they will come. People don't want to play hockey on an open sheet of ice. It would be a great benefit if a hockey rink were put in at Todd Park. Mr. Peyton pointed out that when he moved to the area in 1989 there weren't very many kids but now there are a ton of young kids who would use that rink. Neal Campion, 4436 Vandevork Avenue, indicated that he thinks there are a lot of concerns from people who live by the park that it's not going to be maintained the other 42 to 44 weeks of the year. He noted that they have all driven by and looked at permanent hockey boards and the way they are maintained and it does become a real eye sore. He stated that he remembers in 1989 a comment was made that from that time forward any park with boards would need to have a four -season surface. Therefore, what is really being talked about is taking a significant part of the park and it would be used for 8 to 10 weeks and for the other 42 to 44 weeks there would be no use to speak of for that portion of the park. He pointed out that if temporary boards were put up and taken down each season they would have back that portion of the park when it's not the hockey season. In other words the majority of the year they would have the use of that area. He noted that it seems rather than spend money to put up and take down the boards each season you're doing it the cheap way by leaving them up all year. Mr. Campion stated that the boards are going to be neglected and vandalized and 10 to 20 years from now you are going to have to put up new boards because these will have then been destroyed. He explained that his thoughts are if temporary boards are put up there will probably be less resistance from the neighborhood. He added they could charge a fee for the people who use the rink, the EHA. Mr. Campion commented that if there are 350 kids in the mite program why not put a surcharge on them and they can pay for putting up and taking down the removable hockey boards. Mr. Campion indicated that a comment was recently made that Todd Park is 30 plus acres. He informed the Park Board that a couple of people did measure the park and there is approximately 7 acres of useable open space. Therefore, it's not as large as they were lead to believe. He pointed out that this is a very busy park and it's good to see a lot of kids in the area, however, to take 42 to 44 weeks of the year seems to him to not be very efficient use of the area. Molly Cronin, 11 Cooper Avenue, indicated that she grew up in a house that backed up to Walnut Ridge Park. She explained that when her parents built that house in 1984 they knew the park was there. She noted one of the reasons they loved to be there was so during the winter they could see all of the skaters. She commented that it's not as if they moved in not knowing that these things existed. They knew that if they wanted to get a view of the beauty and open space they would have to deal with the people working very hard at 3:00 am on those cold winter mornings. Ms. Cronin pointed out that during the summer while growing up next to Walnut Ridge Park they played inside of the hockey boards all of the time because it provided a great sort of boundary for them to play. They never considered it an eyesore. She commented that as a mother of young children she 7 would love it if there were boards so she wouldn't have to worry about flying pucks hitting her children. Al Carlson, 4424 Vandervork, indicated that if you look at the actual useable open space of Todd Park it's probably one of the most developed parks in Edina. He stated that personally he is not opposed to the hockey rink as long as the boards were removed during the summer months. He noted that the City of Minneapolis is able to remove their boards. He added that when he was growing up they played soccer, t -ball, etc., in open spaces and fields. Therefore, he is in favor of a hockey rink if the boards were removed during the summer months. Kathleen Carter, 4500 Vandervork Ave., indicated that she grew up in Edina and lives directly across from the park, which at that time was called Division Park. She noted that there are a lot more things at the park now compared to when she was growing up. Now there is a walking path, tennis courts, new warming house, basketball court, softball field and skating rink. Ms. Carter stated that living across the street from the park she is concerned that if the boards are left up all year it would really take away what little green space there is in the park. She added that it will also cause additional traffic and at some point it's going to require a parking lot. She stated that this may not be an issue for the Park Board but it's going to become an issue for someone's committee because of the Park Board's actions. She stated that she would be against the permanent hockey facility based on the limited acreage of the park. Tim Meehan, 5229 Hollywood, noted that when the Park Board was talking about Lewis Park and Countryside Park he heard things like feasibility study and bringing in an architect to do a complete study so that they do it right. However, when you talk about Todd Park it's lets just slap it in and see what happens. He indicated that no disrespect to the Park Superintendent but he's around the park every day and right now there is standing water all over the park. There are ducks and geese swimming in the 7 acres of green space that has been talked about. Mr. Meehan commented that just because they are opposed to having the rink doesn't mean they are against family use of the park. He noted that what they are talking about is the best use of the park and he has now heard a couple of people say that having a hockey rink doesn't make sense for the best use of the park. If they want the park to be for the youth then there needs to be some open space. He pointed out that Todd Park is the smallest park with this many facilities in Edina. He noted that area where the potential hockey rink is proposed would be abutted directly on all four sides by housing to which there is no other park like this within the city. Mr. Meehan indicated that if the Park Board is going to pursue this he thinks what they are really doing is perpetuating poor management of the park system. He noted that mistakes have been made at Countryside Park and they don't want the same thing to happen at Todd Park because it really is an eyesore. Mr. Meehan stated that he thinks the Park Board should step back and spend more time on this. He noted that he appreciates that they are asking for the community's input because he thinks there are a lot of people here who have years and years of experience that are on both sides of the equation. Therefore, he feels more discussion needs to take place on this issue. Mr. Meehan stressed to the Park Board that they are not a sports facility board and that there is a benefit to having green space in a park that does add value to the community. Not every little space needs to be developed. Mr. Cronin asked how much money has been invested in the Todd Park warming house to which Mr. Keprios replied that he doesn't have a specific amount because the four new shelter buildings were built with one contract. However, he would say to build Todd Park it cost approximately $200,000 and $250,000. Mr. Cronin stated that he thinks it's an absolutely beautiful building and for some people having a hockey rink is an eyesore but for others having a rink is a thing of beauty. He pointed out that he would like to contradict a little bit on what Mr. Meehan stated earlier in that he thinks it would be poor management of the park system to develop Todd Park. He stated that he thinks it's almost the opposite in that if the city has invested all of this capital into a structure and they are asking to invest just a tiny bit more to make it functional all year he feels it would be poor management not to build the rink. Al Carlson, 4424 Vandervork Avenue, indicated that the neighborhood received a letter before the winter season basically saying that the building was going to be open a limited number of hours because of budget constraints. The letter asked for input from the residents on what evenings and time periods they would like to see the building open. The letter did not say anything about low usage at the park. He commented that if the city can afford to man a warming house seven days a week then they could probably afford to man it now seven days a week to which it would be used a lot more then it presently is. Katie Meehan, 5229 Hollywood Road, indicated that she is very proud of the Todd Park community and noted that several years ago the neighborhood started "Street Greets" which is where they invite the community and have bands, food, games, prizes, etc., it is very family/youth oriented. She noted that each event has been attended by at least 60 people. She pointed out that the park is surrounded by a lot of houses and they watch out for each other and watch over all of the kids. She commented that they have also engaged the seniors who live at the Brookside apartment building because they recognize that it's important for seniors to interact with youth and families and that's of value. Ms. Meehan noted that they also united to remove buckthorn. She stressed that the Todd Park neighborhood is very community oriented and she doesn't like being cast the "not in my backyard" and that they're not for the youth and they don't want this. She explained that she is all in favor of hockey; she's not in favor of permanent boards. She would like to see them taken down in the summer so they are not poorly maintained. Mr. Cockriel pointed out that you typically don't see the smaller communities putting up and taking down hockey boards. He noted that he believes that St. Paul and some areas of Minneapolis and Hopkins still use portable hockey boards. He explained that the issue with portable boards is of course it costs taxpayer dollars to put them up and take them each year as well as there is the storage issue. In addition there's a safety issue because after the first year the portable boards are never the same because they become uneven and warped. Because the ground moves the board section that is put up one year doesn't necessarily fit on that same section of ground the next year. Lastly, because they are G� moved so much they end up with a shelf life that is less than typical hockey boards. Mr. Cockriel commented that people from all over the United States ask for the blueprints of Edina's hockey boards. He indicated that the reason is because they stay true. The ground moves but the boards move with it in a serpentine manner and not an uneven manner like some of the boards you will see in Minneapolis and St. Paul. He stated that it makes no difference; however, he sees it as a waste of manpower and maintenance to put them up and take them down each year. Mr. Klus asked Mr. Cockriel to talk about the maintenance program of the boards to which Mr. Cockriel replied that they typically try to replace the boards every ten years. He pointed out that they don't paint them anymore because that was an issue with the puck marks. He noted that all of the newer rinks are left the green treated look, which is natural to the setting. Mr. Cockriel stated that he doesn't doubt that there's an occasion when the weeds grow up around the insides of boards because of standing water which is evident in most hockey rinks, however, he's not going to force his staff to put on chest waders and weed whip around them. Mr. Cockriel commented that they do have three rinks that have solid bases and noted that all three of them do get some summer use. Mr. Fronek indicated that from what he gathers there seems to be a limited number of ice skating rinks but there also seems to be a limited amount of green space in the parks. He asked Mr. Keprios to speak a little bit about how to balance that as well as how he came up with his recommendation. Mr. Keprios replied that how this all got started was through the Edina Hockey Association's input and concern over reducing the total number of outdoor hockey rinks. Mr. Keprios indicated that based on a lot of input from the community, to which he applauds the Park Board for listening to the community, he noted that it would be nice if they could come to some kind of a conclusion where they could put another outdoor hockey rink in the system so that they don't have a net loss compared to what they had for the 2004-2005 season. Mr. Keprios stated that he thinks if they allow EHA to review the Request For Proposals responses that were received and let them iron out whether or not they want to move forward with it. Hopefully by the September Park Board meeting staff will have a recommendation of where to go. Mr. Keprios explained that there is still the option of putting in a second hockey rink at Lewis Park without going the full nine yards and spending thousands of dollars to build an artificial rink not knowing where the money is going to come from. Therefore, his recommendation is to wait until the feasibility study is completed and EHA makes a decision on which direction they want to go. At that time he thinks the Park Board should address the issue of where an outdoor rink should go. Mr. Keprios stressed again that staff's recommendation is to not put a hockey rink back in at Countryside Park in the wrong orientation. He commented that he would like to find the funding to establish a master plan for Countryside Park regardless of what is decided regarding outdoor hockey rinks. Mr. Keprios explained that Edina is short green space and we are a fully developed and landlocked community. He noted that by listening to the Todd Park neighborhood he thinks by not putting in a rink it would give them the opportunity to upgrade that space and put some dollars into beautifying the neighborhood so it's even greener and better for 10 a multiple of sports during the warm weather months. He commented that from what he's heard the neighborhood thinks this would be a fairly good compromise. However, they would probably end up with more scheduled events during the summer but at least they wouldn't have to look at the hockey boards during the warm weather months. Mr. Keprios stressed that he doesn't think the Park Board should make a decision on where to put a rink until EHA has had a chance to review the proposals and find out what the results of the feasibility study are. Mr. Sorem indicated that he's confused because there seems to be a contradiction because if the area is below the water table and there is standing water he would be concerned about the grass quality for sports. It's already been stated that the quality of ice would be fine. He commented that he doesn't know what the cost would be to renovate that type of field to make it a good field like Lewis Park. Everyone wants green space but it doesn't appear to be great green space. Mr. Keprios responded that is a fair comment. He noted that they might just have to put significant dollars into Todd Park as we have done at Lewis Park and Braemar Park athletic fields if that's the direction the Park Board wants to go. He stated that to do it right so it drains off immediately after rain they are looking at some significant dollars we would also need the watershed district's blessing to alter the grade. Mr. Keprios pointed out that he thinks they can at least slightly improve the area if they were to take out the ice rink. Ms. Presthus asked whether or not they would put in a hard surface area so that it would be useable during the summer for rollerblading, roller hockey, etc. or would it be left green grass. Mr. Keprios replied that the plan all along has been to just have grass. Mr. Sorem asked if a hard surface could be put in after the fact to which Mr. Cockriel replied that as long as they get grade right before they put up the boards there should be no problem. Mr. O'Connell indicated that he has been very persuaded by tonight's testimony and thinks what he heard Mr. Keprios say is he would like to delay this vote and wait until EHA has had a chance to look at the proposals. He stated that the Todd Park neighborhood has a rink that is very close to them and it's a long way from Todd Park to Lewis Park and they are talking about a lot of small children in the neighborhood. He noted that the population is also increasing with young people who will be using the park. Mr. Keprios commented that he thinks it's worthy to mention the reason why this was proposed. It is not because the neighborhood came to the Park Board requesting this park amenity, it's because EHA came to them and said they don't want a net loss of one outdoor hockey rink. He noted that at that time staff came up with various options to which Lewis Park was his first recommendation based on input from the EHA. However, the Park Board chose not to go there and wanted to go to Todd Park instead because the thought was that it would be more difficult for the non-residents to find. Mr. O'Connell indicated that he would strongly be in favor of having a roof covered situation at Lewis Park to relieve some the pressure on Braemar rather than build a fourth sheet of ice. He stressed that with refrigerated ice on a permanent and covered surface is going to have a much longer life as far as the season goes. 11 Mr. Johnson commented that he agrees with Mr. O'Connell in that he also was under the impression that Lewis and Todd Park are two separate issues. He noted that his understanding is that Lewis Park would be done in place of a fourth sheet of ice at Braemar. However, the Todd Park rink is to replace the rink at Countryside Park so there would not be a net loss to EHA's program. Therefore, he's not sure why EHA's request for proposal time frame has anything to do with this. Mr. Keprios explained that the reason why it would play a role is because if EHA decides after their deliberations that this is something that would not be doable they could still put in an outdoor hockey rink without refrigeration. Mr. Johnson stated that he thinks if they do put in a second rink at Lewis Park they should also put one in at Todd Park because they probably could use two more outdoor rinks because of the lack of ice time that's available for the kids in this community. Mr. Johnson indicated that in regards to green space issues if they place a new field at Todd Park it would still increase traffic five to six months out of the year where with a hockey rink it would be approximately two months out of the year. Mr. Johnson stressed that the parking issue would definitely then come into play. He commented that one of the big issues of the neighborhood was traffic and parking problems. He stated that his main concern is to either move the rink to Todd Park or put it back at Countryside Park. Mr. Sorem stated that he's a little confused because it seems that some of the people who were at last month's meeting who were against the rink are now not so much against the rink but are against permanent hockey boards. Therefore he thinks they just need to discuss removable boards versus permanent boards. Mr. Sorem pointed out that the numbers in the youth hockey program are just staggering as well as he will attest that he has had a difficult time finding an open hockey rink on Saturdays and Sundays. Therefore, maybe they need to look at putting in additional rinks because right now they are talking about trying to find a place where they can replace the Countryside rink, which is a must in his mind. Mr. Sorem commented that he understands and appreciates all of the concerns for and against the hockey rink at Todd Park. However, their job is to look at the needs of the community as a whole and Todd Park is a community-based park. He noted that it just makes too much sense to him to replace the rink at Countryside Park to Todd Park. Edina's park maintenance staff is by far the best in the state if not the Country. Jeff Sorem MOVED TO BUILD A PERMANENT STRUCTURE RINK AT TODD PARK. Ray O'Connell SECONDED. Ms. Presthus indicated that they have not discussed the parking issue to which she has some pretty strong concerns about kids darting between cars and not providing proper parking. She asked since the neighborhood seems negative about having asphalt parking surface have they ever considered using pavers for a parking surface instead of putting in asphalt. Mr. Keprios replied that he doesn't believe the city has any paver style parking lots in the park system. Mr. Cockriel stated that they do have what they call a GEO grid road surface at the Sherwood pump house at Sherwood Park and one also over at 12 Browndale Park. However, the disadvantage of that is if the soil conditions underneath cannot handle that kind of traffic you end up with the pavers shifting and coming up and actually being torn up. In addition when they are plowed during the wintertime it exposes that grass to the hard frost to which you almost have to start over again every spring as far as the grass goes. Mr. Keprios stated that he personally doesn't support that approach for a parking lot. If the park needs a parking lot, it should be an asphalt parking lot. Mr. Klus commented that his thought on this motion is he's in favor of an ice rink at Todd Park, however, he's not so sure that a decision needs to be made tonight. He noted that they could put this off until August after they've received a little bit more feedback. He indicated that he thinks that would still give them enough time to make a decision and still be able to put up a rink if they agree to do it at Todd Park. Mr. Keprios asked Mr. Cockriel how much time his staff would need to build a hockey rink to which Mr. Cockriel replied if a decision were made by the middle of August they would still be okay. Mr. Johnson stated that he would disagree because there have already been two meetings with open discussion and they have already heard from everyone who has an opinion. If they table it for another month he really doesn't know that it would make that much of a difference. Mr. Sorem commented that he would assume that a little pleasure rink would go along with it to which Mr. Cockriel replied that is correct. Mr. Keprios added that it would also require the installation of some new lighting. IN FAVOR: Jeff Johnson, Karla Sitek, Todd Fronek, Linda Presthus, Jessica Selleck, Jeff Sorem, Ray O'Connell AGAINST: George Klus Mr. Keprios stated that this will be on the August 2nd City Council agenda. He also indicated that the Park Board minutes are published on the website after they've been approved. However, he will make an exception this time and publish the unapproved Park Board minutes. IV. WATER QUALITY PRESENTATION — CONSERVATION LEAGUE OF EDINA Jan Goldman -Carter, 4504 Casco Avenue, a member of the Conservation League of Edina, gave the Park Board a power point presentation. She indicated that they are working in a partnership with the Edina Community Foundation, the Nine Mile Creek Watershed District and the Minnehaha Creek Watershed District. Mr. Klus stated that the Park Board appreciates all of their work and what they are doing within the city. 13 V. OTHER A. Arneson Acres - Mr. Keprios indicated that during the construction project that is currently going on at Arneson Acres they have learned that the feed line that serves the fire suppression system at Arneson Acres is undersized and always has been. He noted that, if they were to have a fire, it probably would not have the pressure needed to save the building. Therefore, the fire marshal has asked since it is already under construction would it be possible to pipe in the proper line. Mr. Keprios asked Mr. Cockriel how much it would cost to do that to which Mr. Cockriel replied he would guess approximately $15,000. Mr. Keprios asked if he could get the Park Board's blessing to utilize the Developer's Fund. He noted currently there is approximately $90,000 in the Developer's Fund. Mr. Keprios explained that before any action is taken there is another item that is coming their way. He stated that they have received a formal complaint from the attorney's office regarding proper ADA accessible parking and access to the Edina Aquatic Center. What is currently in place may not be ADA compliant. Therefore, they are working very closely and positively with them. Mr. Keprios noted that they have come up with a plan that would be a great fix without significantly alteri% the character of the park. They would basically create a small parking lot just off of 66t Street immediately to the south entrance of the bathhouse. However, the price tag is going to be significantly larger than $15,000 it will probably be closer to $40,000. Mr. Keprios noted that he wanted to the give the Park Board a heads up. Mr. Keprios stated what he is asking for tonight is the Park Board's blessing to approve approximately $15,000 to $20,000 out of the Developer's Fund to take care of the problem at Arneson Acres. Mr. Cockriel stressed that timing is of the essence with this project because they have to do it while 70th Street is torn up. If they go in and do it later it's going to be more expensive. Ray O'Connell MOVED TO APPROVE USE OF THE DEVELOPER'S FUND TO PAY FOR THE PURCHASE AND INSTALLATION OF THE PROPER WATER SERVICE LINE TO ARNESON ACRES PARK. Karla Sitek SECONDED THE MOTION. MOTION CARRIED UNAMIMOUSLY. B. Centennial Lakes Amphitheatre - Mr. Keprios informed the Park Board that the dedication of the Maetzold Amphitheatre at Centennial Lakes will be this Sunday at 7:00 pm followed by the Sousa Band Concert. Mr. Keprios commented that for Mayor Maetzold has long been a strong supporter of parks and recreation and he encourages everyone to attend this special event in his honor. C. Future Agenda Items — Mr. Fronek asked to have the Countryside Park master plan put on the agenda for the Park Board to start to discuss. D. Mr. O'Connell commented that when he attended an interesting meeting on May 14th with the Conservation League that did a bird study along with Wood Lake Nature Center staff and Bob Atol. He stated that Braemar Golf Course is now certified by the Audubon 14 Society for meeting the 7 main criteria established by the Audubon Society. Mr. O'Connell also stated that Braemar Golf Course contributes to good water quality because of the things they've implemented since about 1997. VI. ADJOURNMENT Linda Presthus MOVED TO ADJOURN THE MEETING AT 9:00 P.M. Jeff Sorem SECONDED THE MOTION. MEETING ADJOURNED. 15 SPECIAL EDINA PARK BOARD MEETING 7:00 P.M. COUNCIL CHAMBERS EDINA CITY HALL JULY 26, 2005 MEMBERS PRESENT: George Klus, Jeff Johnson, Linda Presthus, Jeff Sorem, Karla Sitek, Ray O'Connell, Mike Dammon, Mike Weiss MEMBERS ABSENT: Todd Fronek, Andy Finsness, Jessica Selleck STAFF PRESENT: John Keprios, Ed MacHolda, Janet Canton, Vince Cockriel OTHERS PRESENT: Neal Campion, Jeff Simondet, Jane Lofstrom, Celeste Franson, Helen Strickland, Eva Johnson, Julie Risser, Debbi Swanstrom, Tim Meehan, Doug Hall, Tim Skwarek, Kathleen Carter, Nancy Hall, John Purdum, Michael Wagner, Steve Halgren I. LEWIS PARK HOCKEY RINK AND TODD PARK HOCKEY RINK PROPOSAL Mr. Klus reviewed why a special Park Board meeting is being held. He explained that there has still been a lot of discussion as to what's the best thing to do in this community when it comes to hockey rinks. Mr. Klus commented that they really have not heard from the Edina Hockey Association (EHA) in the last couple of months on this issue. He pointed out that since the last Park Board meeting Mr. Keprios has met with EHA and asked for their thoughts and feelings regarding the outdoor hockey rinks in Edina. Mr. Klus stated that there are several things that they could do as a Park Board tonight. First, they can leave their motion as it is and not do anything. Second, they could go back and look at some other options and change the motion. Mr. Klus stressed that he wants to make sure that if they are going to lose a rink at Countryside Park that there will still be enough rinks in the community for people who want to skate. He noted that the bottom line of what they are going to do tonight is make sure that they don't lose a sheet of ice by passing a motion. The motion made last month makes sure that there are going to be the same number of ice rinks this coming season. He indicated that they want to at least maintain what they have and somewhere down the road have a long range plan for additional rinks. Mr. Klus indicated that in terms of Todd Park if they elect tonight to change their motion then they need to look at what they want to do with Todd Park. He noted that Todd Park is still a community park and needs to have more use whether it's a hockey rink or a multi-purpose field because they are short in terms of useable space for their associations. Mr. Klus indicated that he would like to hear from the EHA on what their thoughts are in terms of ice sheets and what their needs are as they look at this winter. He noted that at the moment he doesn't think they can look beyond this winter. He stated that they have heard the pros and cons from the Todd Park people and is glad that they have a great concern for the park. He noted that if there is any new conversation from the neighborhood he would like to hear from them, however, he does not want to rehash old conversations. Mike Wagner stated that he is the President of the Edina Hockey Association and lives at 4506 Wooddale Avenue. Mr. Wagner apologized if there have been any misunderstandings from EHA. He noted that there are 1,200 plus skaters in their program and it continues to grow which is the good news, however, the bad news is they are in an ice crunch with both indoor and outdoor hockey rinks. He indicated that a big concern for them right now is they can't afford to lose any of their outdoor hockey rinks. He pointed out that with the boards being taken out of Countryside Park they need to find a place to put new boards and stated it is immaterial to them as an association where new boards are put up. Their main concern is they don't want to lose any ice. Mr. O'Connell asked Mr. Wagner if they put in a shiny rink what age group of hockey would that primarily satisfy to which Mr. Wagner replied that what they really need is a hockey rink with boards. They basically need a replacement of what was at Countryside Park only with new boards. Mr. Keprios added that shiny rinks are not scheduled rinks. Mr. Klus asked Mr. Wagner what is the number one age group where ice time is needed. Mr. Wagner replied it would be for their Mite program which is basically 1St, 2nd and 3rd graders because right now the Mite program is the fastest growing program. Mr. Keprios explained that the reason for the special Park Board meeting is to make sure that the recommendation that the Park Board is forwarding onto the City Council is one that is based on fact and to ensure that the Park Board makes a well informed decision. He stated that he wants to make sure that the Park Board is aware of all of the facts behind the recommendation that was made. Mr. Keprios indicated that he recently met with Mr. Wagner and Mr. Halgren from EHA as well as with one of the vendors who responded to their request for proposal. He commented that the whole reason for not having a net loss in hockey was to be sensitive to the needs of EHA. He noted that he asked Mr. Wagner and Mr. Helgren what their preference would be if they could make the decision to which they stated they would prefer it be at Lewis Park as opposed to Todd Park. He pointed out that the main reason for why they would prefer Lewis Park is because they are studying the feasibility of having an ice resurfacing machine and having a second rink at Lewis Park they could resurface two rinks as well as consolidate some of the maintenance. Mr. Keprios stated that to take another step he thinks their greater preference would be to have an outdoor rink at Braemar that would be maintained by an ice-resurfacer. He explained that would alleviate a lot of the expenses that would be necessary to do what the concept calls for at Lewis Park. He noted that it could work at Braemar; however, it could also create a parking problem but is something that maybe they should look into further. Mr. Keprios stressed that he thinks the Park Board needs to hear this because what he thought he heard at the previous Park Board meeting is that all EHA is concerned about is having a lot more outdoor rinks and he doesn't believe that's the case. He stated that EHA would prefer quality ice that they can count on over 2 quantity. He commented that he thinks if they could guarantee quality ice at all of the rinks they have in place now EHA would be very happy. Mr. Keprios pointed out that he thinks they are leaning towards the same goal. He wants to make sure that they are all on the same page and that the Park Board makes their decision on the input that has been brought forward and that is what has brought them to the table. Mr. O'Connell stated that he has listened to all of the discussions on Todd Park both pro and con and his consensus and thoughts are that the opponents of the hockey rink per se have softened their opposition to which their main opposition is having permanent boards placed at Todd Park. He commented that he thought the proponents at the second meeting made a wonderful presentation and completely justified their need for a hockey rink at Todd Park. Therefore, the feeling he received after hearing both sides is that the neighborhood would be pleased to have a good skating surface plus a hockey rink. Mr. O'Connell indicated that beyond that he has read and listened to discussions about Lewis Park and a covered arena to which he would be very, very interested in that. He stated that with the Braemar situation he feels that if they were to add another rink there it would cause a parking situation. Mr. O'Connell pointed out that in general he is interested in seeing if they could at least give some kind of accommodation to the people at Todd Park. Mr. Klus pointed out to the Park Board that they need to remember that they have limited dollars this year so they are just looking at one rink. The planning for other rinks will come later this fall as they look at the long range planning with what they are going to do with the parks. Mr. Keprios stated that for clarification he thinks it's fair to say that after he met with Mr. Wagner, Mr. Halgren and the vendor the decision was made that it's not feasible to consider building any kind of a roof structure or artificial refrigeration this year. He noted that he feels the direction they are heading is they need to rely on Mother Nature to provide the cold weather and then see what kind of ice they can get by using a Zamboni. Mr. O'Connell commented long range they need to be very careful in looking at artificial refrigeration in that they need to be careful of who the providers are and what their experiences have been and take advantage of the technology that exists today. Mr. Sorem commented that after playing hockey in Edina as a kid and during high school as well as having coached, he is of the opinion that there needs to be more than 11 hockey rinks in Edina. Therefore, he feels the long range planning should include looking at putting in rinks with refrigeration at both Lewis Park and at Braemar. In addition they also need to look at reconfiguring Countryside Park in order to put in a hockey rink in the correct orientation. Mr. Sorem stated that he thinks these issues do need to be discussed this fall. He noted that he would like to see them expand to 12 or 13 rinks, however, it's almost August and they need to get a rink in for next year. Therefore, having looked at that as well as their options and the money that they have he feels that Todd Park is the best option because there is already a warming house and they know good ice can be made. In addition there really isn't a neighborhood rink in that area for kids to walk to and feels this option makes the most sense. Mr. Sorem pointed out that he thinks the motion should stay. Mr. Damman asked is there efficient room at Lewis Park to put up a hockey rink this year without refrigeration. Mr. Klus replied that it could be put up without refrigeration, however, it sounds like it would be hard to do from staff's point of view to have a Zamboni there. Mr. Damman commented that maybe they could look at renting space from Gabbert's warehouse that's across the street to house a Zamboni. Mr. Damman stated that he would be for putting in a second rink at Lewis Park as well as putting in a pleasure rink and shiny rink at both at both Todd Park and Countryside Park. Mr. Damman indicated that he thinks they need to go with what the needs are for EHA and that is what he would like to see happen. Mr. Weiss indicated that he lives near Lewis Park and knows of its use as a multi-purpose field and has driven by there many times at night when the fields are full and commented that the parking there is adequate. He noted that there is some overflow but it doesn't seem to hamper traffic anywhere around the area. He commented that he thinks if they can put two sheets at Lewis Park it will enhance hockey because people would be able to cross from one rink to the other and there could be multiple games at a single location. He indicated that this seems to make sense to him particularly because he doesn't think it will impact the Lewis Park neighborhood as much as it would Todd Park. Mr. Weiss also pointed out that he agrees that Todd Park and Countryside Park should have a pleasure rink. However, if they are going to put in a rink and go long-term then Lewis Park is definitely a better venue than the other options. Ms. Presthus stated that in the memo she read it was proposing that the hockey rink be placed at Lewis Park because that is what EHA preferred, however, after just listening to Mr. Wagner speak it sounds like all EHA is asking for is that they not lose a hockey rink. She noted that it was first proposed to be at Lewis Park because there could be a Zamboni which would mean better ice, however, now it is being implied that there will be no Zamboni and therefore it wouldn't necessarily have better ice. Mr. Klus commented that he doesn't think they are saying no Zamboni they are saying that it may be difficult with the construction of the current warming house and that there would need to be some major renovation done in order to house the Zamboni. Mr. Keprios explained that EHA is willing to authorize him to hire Dell Erickson to study the feasibility of putting in a Zamboni and to be sure that first it's possible and secondly what are the expenses and what's involved. He pointed out that the city doesn't have the money for this but if EHA could come up with the funding then it may potentially be feasible for it to happen this season. Ms. Presthus commented with that said she has nothing against Lewis Park, it's her neighborhood and she is very familiar with the traffic there and how it's used. However, the neighborhood has not yet been contacted and if a decision is made to place a rink at Lewis Park there are a lot of houses and condominiums in that area. Therefore, she thinks that the neighborhood needs to be contacted before they can make a final decision if they are adding more facilities to Lewis Park. She noted that out of courtesy the neighborhood should be contacted. Ms. Presthus pointed out that there are some very 4 good benefits of going to Todd Park and she has listened to the neighbors both for and against so at this time she is still thinking. Ms. Sitek asked if there are currently lights at Todd Park to which Mr. Keprios replied that if a hockey rink were put in at Todd Park they would need to put in lighting. He added that if a hockey rink were put in at Lewis Park they would also have to put in additional lighting. Ms. Sitek commented that at Lewis Park if another rink were put there she doesn't think the warming house could handle 4 teams plus the regular skaters. Mr. Keprios replied there's no question that it would be more crowded than it is now but feels that it is doable. At one time they had bandy, hockey and general skating going on at the same time. Ms. Sitek stated that she knows there used to be a hockey rink at Todd Park and as a kid she used it and does feel it is a good place for a hockey rink, however, having another hockey rink at Lewis Park would also be good. Ms. Sitek commented that if she knew they could for sure get a Zamboni at Lewis Park she would want that but since that is not for sure she hasn't decided. Mr. Johnson asked approximately how long would it take for the study to be complete on what would have to be done to the warming house to which Mr. Keprios replied maybe two weeks to figure out if it's going to work or not. Mr. Johnson stated that basically they don't know what it would cost, it could be $5,000 or it could be $75,000. Mr. Keprios pointed out that it's going to be an expensive proposition if they are talking about concrete slabs, water heaters, building structure, etc. Mr. Johnson indicated that he thinks it's a great idea but his only concern is staffing because if a high school kid is running the warming house and Zamboni there's a concern of being able to keep people off the ice if it's reserved for the association only. He noted that he also is in favor of having 12 or 13 hockey rinks. He commented that he was under the impression that Lewis Park and Todd Park are two separate issues. Mr. Johnson stated that he has heard the pros and cons and is still in favor of sending the Park Board's recommendation on to the City Council to see what they want to do with it because the Park Board has made their decision. He pointed out that he is in favor of doing both Lewis and Todd so if they flipped a coin and did Lewis this year with the understanding that they would look at Todd Park in the next year or two that could also be a possibility. Mr. Johnson stressed that he also thinks if they do not put in a hockey rink at Todd Park then there is no question that the green space would need to be made into a multi-purpose field. Mr. Klus indicated that one of the things they've heard from EHA is that it would be nice to have an ice resurfacer which there is an option. He noted that they could put in a smaller rink at Braemar which would handle the smaller kids because with that option there already is an ice resurfacer sitting in the building as well as there is staff on hand. However, the down side to that is there might be a hassle with losing some of the parking. Ms. Sitek asked why it would need to be a smaller rink to which Mr. Klus replied because there is not enough room to put in a 200 ft. hockey rink. Mr. Johnson pointed out that if they put a second sheet at Lewis Park then two rinks could be resurfaced rather than just one at Braemar. Mr. Klus asked Mr. Johnson if they cannot get an ice resurfacer at Lewis Park this winter would that be an issue. Mr. Johnson replied that he does see it as an issue. However, if it's a one year issue with the understanding that it will be done in a matter of two years as well as the warming house would be redone and able to house the ice resurfacer and artificial ice would be looked into, then it would be a great idea. Mr. Johnson stated that he wouldn't mind putting in a rink a Braemar but he would rather see it at Lewis. He does have a concern taking away parking at Braemar. Ms. Presthus indicated that it has been brought up in the past that a lot of non-residents use Lewis Park because it is on the border on Bloomington and is very accessible and very open. Therefore one of the benefits of having the rink at Todd Park is that really is an Edina rink and is scheduled by Edina people. She added that she's not saying that this is a positive or a negative but it was an idea that was mentioned in the past. Mr. Sorem stated that he really hasn't had enough time to think about the Braemar concept but feels that maybe as a long-range plan a rink could be placed there with an ice resurfacer. He noted that his question is where they would get dressed to which Mr. Keprios replied that they could probably get a warming house up and running for approximately $2,000. He explained that there are pre -fab buildings where they can put in portable heaters. Mr. Sorem commented that another option they may want to consider at Braemar is investing in some portable boards to experiment with. He pointed out what is the real value of maintaining a rink with an ice resurfacer without artificial refrigeration because how much value would they really get. He indicated are they really willing to risk those kinds of dollars to build a housing facility for an ice resurfacer at Lewis Park only to find out what really did it gain them. It's still going to snow and they still don't have a rink. He noted that his thought process is maybe they should put in portable boards at Braemar and experiment with the ice-resurfacer approach and if it doesn't work they can always put the portable boards at a different rink. This way they can find out how well it would work in our climate without artificial refrigeration. He commented that he thinks they can get the building in place for a couple of thousand dollars and invest in some portable lighting for the season. Mr. Sorem indicated that it would be a lot of money that they would need to put into Lewis Park to experiment with and see if the concept works without artificial refrigeration. Ms. Presthus commented that she likes the concept of experimenting, however, if the goal is to not lose an ice rink with that concept they literally would be losing one because it is only a smaller rink, not regulation size. Mr. Klus asked for feedback from the EHA. Mr. Wagner indicated that although it's not perfect, a small rink at Braemar would have some benefits and would be able to accommodate their Mite program. Mr. Klus asked Mr. Wagner if they put in the ice rink at Braemar, because it is smaller, would this be enough so you would feel like you haven't lost anything over last winter. Mr. Wagner replied that he thinks that would be sufficient. Steve Halgren, EHA Vice -President of Operations, explained that there are 28 Mite teams skating at all of the rinks two nights a week from late December through early February. Therefore, if 28 teams skated two nights a week scattered amongst all of the other rinks that the city is providing by putting in a smaller rink over at Braemar it would meet their accommodations. Mr. Halgren noted that the Mites play full games on a regular sheet of ice at one of the eleven outdoor rinks around the city and by putting them n at Braemar it would easily accommodate them. He added that in addition they often times are out in the market place buying indoor ice. Having a smaller rink would certainly meet their needs for the forthcoming year. Mr. Sorem commented that in his opinion that's pretty small for Mites to be playing on, however, they could do it but feels that the rink would be too small for anyone above Mites. Mr. Johnson suggested that maybe they could experiment with part of the parking lot by roping off an area, maybe 10' by 10' flood it and use the Zamboni on it and every once in awhile have people skate on it. This could be a test spot to see if it works before they go through the expense and then finding out it doesn't work. Mr. Keprios replied that certainly is one approach that they could try. Pat Cronin, 11 Cooper Avenue, indicated that he thinks it's great that the Park Board is supporting the Edina Hockey Association but that is only part of the equation. He stated that he has two small children who love to skate and during the last five years there has been an influx of young families in the area. He pointed out that there used to be skating rinks at both Todd Park and Garden Park which have been eliminated, therefore, this is the sparsest area in Edina when it comes to having a hockey rink. Mr. Cronin commented when you factor in EHA' needs, to which he is a huge proponent, you need to understand that the grass roots of Edina hockey is the neighborhood rinks. He noted that's where the Mite teams are stationed and that's the beauty of the whole program. Mr. Cronin asked if another rink is put out at Braemar is that going to have to be the home rink for the people of Todd Park and asked the Park Board to review both of the issues very carefully. He also noted that his office is on Cahill Road right across the street from Lewis Park and every Monday through Friday from approximately 3:00 pm to 5:00 pm there are anywhere from 20 to 30 guys who are non-residents who have a standing game. He stated that by 5:00 pm the ice is all chewed up and unplayable. Mr. Johnson stated that is a great point in that if a second sheet is placed at Lewis Park it would probably need to be policed extremely carefully. Mr. Cronin noted that he hopes the Park Board will stay with Todd Park and look at Lewis and Braemar as alternatives to add in the future. He added that the plans for Lewis and Braemar would be very expensive options. Eva Johnson, 4380 Brookside Court, indicated that she has been a resident of Edina since 1952 and she is very familiar with Todd Park and noted that a lot of people from St. Louis Park do use Todd Park. There seems to often be standing water during the summer months in the area of the proposed hockey rink. There is a big drain in the middle of the field that drains into the woods; however, it doesn't seem to help at all. Lewis Park has three soccer fields but Todd Park has none. Todd Park does not even have a football field. They have a warming house that they really didn't ask for, but it's there. Very few people skate in the winter but the warming house is used during the summer. She agrees with the man from Hilldale there are young people coming in and it's so much fun to see the young people and the mothers drive there she doesn't know where they are coming from but they drive instead of walking to the park. There's a nice play area now in the field that you want to put the hockey rink in which will never allow for quality ice for skating because of an underground spring. Ms. Johnson asked to not place a hockey rink 7 in the field area because in the summertime there will be no green space left for the children to play. Mr. Klus stated that he would like to make one point of clarification for the people who live around Todd Park. He explained that he was not part of the bond issue that passed in Edina in 1996; however, there was a neighborhood group of people from the Todd Park area who spent a lot of time designing Todd Park's warming house. Therefore, it was something that the neighborhood was very involved with so when he hears that the neighborhood didn't ask for it that's incorrect because the neighborhood did ask for it. Mr. Klus indicated that he thinks it's unfair to the Park and Recreation Department to constantly hear that because they did work with the neighbors when it came to the bond proposal. Neal Campion, 4436 Vandervork, indicated that he doesn't think flooding a small area at Braemar as an experiment would work too well because in a previous meeting it was his understanding that quality ice cannot be produced if there are no boards to contain the water. Mr. Campion commented that when this whole process started it was his understanding that EHA primarily asked for no net loss of hockey surfaces because they were losing the hockey rink at Countryside Park and therefore an additional sheet of ice was needed. He indicated that he thinks putting up portable boards at Braemar where there is a Zamboni is doable. In addition, if two rinks were placed at Lewis Park that would mean only one place for the grounds people to flood which to him seems very efficient. Mr. Campion stated that there are communities that use a Zamboni on outside rinks and his recollection is that they work very nicely and have good quality ice. Therefore, it seems clearly to him that either Lewis Park and/or Braemar would make a whole lot more sense. Mr. Campion pointed out that Todd Park is considerably smaller than what people have discussed and what he is finding is if it's under six acres of green space and they already have a softball field, basketball court, warming house and tennis courts that does not leave a whole lot of extra room if a hockey rink is put in along with a pleasure rink. They would basically have zero left over as far as unused green space. Mr. Campion commented that lastly if you look at the distanced between Todd Park to St. Louis Park versus Lewis Park to Bloomington it's a horse a piece as far as proximity. He noted that he thinks if he understood correctly that you really don't want to try to prevent other people from coming and using these facilities. It was voiced before that as far as people from St. Louis Park and Minneapolis coming over to use Todd Park it was pretty much suggested that was kind of elitist on their part the fact that people from Bloomington use Lewis Park so be it that's kind of the way hockey is. Mr. Klus pointed out that when it comes to ice time they may have to look at having more scheduled parks. He noted that having scheduled parks does allow the city to charge outside groups to use them. Mr. Klus explained that the Park Board does have a "Priority Use of Edina's Scheduled Outdoor Athletic Facilities and Recommended Guidelines" where city programs do get first choice. Mr. O'Connell asked Mr. Cockriel for his opinion on putting in a hockey rink at Todd Park, does he think it can work to which Mr. Cockriel replied yes, it would work. Ms. Presthus asked if she understands correctly there is not enough money to put in an outdoor regular full size rink either at Lewis Park or Todd Park in addition to experimenting with a rink at Braemar to which Mr. Keprios replied that is correct. Mr. Klus pointed out again that they are not looking at adding a net gain of any rinks in the community this winter but rather maintaining the same number of rinks that they had last winter. Ms. Presthus pointed out that if they did an experiment at Braemar that would be a little different in that they would be using Braemar's staff and it would be new boards and it would using their Zamboni as opposed to using the Park Board's staff to maintain it. Mr. Cockriel stressed that he wants to make sure they don't get too far ahead of themselves because there are a lot of options on the table. He explained that from staff s point of view even if they added a rink to Lewis Park if the money were on the table to build a place to house the Zamboni ice-resurfacer there is no way they would be able to get it done this year. He noted that they could add a rink to Lewis Park like the ones they have at Creek Valley, Arden Park, etc. so that is not an issue. However, if they add a rink at Lewis Park and keep both rinks at Todd Park and Countryside Park that would in fact add a maintenance burden to the department because right now they do not have that extra hockey rink at Lewis Park. He explained that adding a hockey rink is not quite the same as adding a pleasure rink because the expectations of a hockey rink and level of maintenance and demands on manpower are much greater. Ms. Presthus commented that they would be removing the hockey rink at Countryside Park to which Mr. Cockriel replied that his understanding is they are still talking about leaving a shiny rink at Countryside Park which would still mean labor. Mr. Klus indicated that Mr. Keprios' proposal is to add a second rink to Lewis Park and still maintain a pleasure rink and shiny at Countryside as well as a pleasure rink at Todd Park. Both of those rinks would be flooded with at least a tanker truck. Mr. Keprios commented that it wouldn't be the best ice but that is all they can do with the staff they have. He pointed out that they are still one full-time maintenance person short since 2003; however, we have added even more parks, facilities and infrastructure to maintain since then. Mr. O'Connell stated that he has heard all of the arguments and has listened to all of the options to which they cannot be proven and have all kinds of question marks. Therefore, he would support the original motion to build a hockey rink at Todd Park because that is a given that it's going to work. Mr. O'Connell commented that he supports doing the additional rinks but it's going to take a lot of time and studying because if they don't they are going to end up putting up something that's not going to work. Mr. Klus indicated that if he's not mistaken they have not made a recommendation with what they are going to do with Countryside Park. Do they want a tanker like Mr. Keprios suggested in his memo to the Park Board or do we leave it as it is with no ice this winter? Mr. Johnson asked right now what they have recommended is to just flood it with a tanker to which Mr. Klus replied that is not in the recommendation. The recommendation as it stands is to build a permanent structure rink at Todd Park. He noted that there was nothing mentioned for Countryside Park and that is Mr. Cockriel's concern because if they flood Countryside Park it will give him a net gain even if it's E only flooded with the tanker truck. Mr. Cockriel pointed out that's correct because what he is hearing is the community demands a quality rink at Lewis park and if they put in a second one it's going to take more time and manpower to keep it up and going. Mr. Johnson stated that his question is if they don't put in a second rink at Lewis Park and put in a hockey rink at Todd Park would they still be able to flood Countryside with a tanker. Mr. Cockriel replied that they can do that because basically they are just flip flopping the labor source over at Countryside Park and putting it over at Todd Park. Mr. Klus asked if it was necessary to make a motion to flood Countryside Park with a tanker this coming season. Mr. Keprios asked to leave that decision for staff to make internally. Mr. Klus asked does anyone want to make a motion tonight on anything that they've heard; if not, they have no other business as a Park Board tonight. II. ADJOURNMENT Ray O'Connell MOVED TO ADJOURN THE MEETING AT 8:10 P.M. Jeff Sorem SECONDED THE MOTION. MEETING ADJOURNED. 10 Page 1 of'] John Keprios From: Ransom -Family [sschultzransom@mn.rr.com] Sent: Tuesday, September 06, 2005 10:04 PM To: John Keprios Subject: Benefit for Hurricane Survivors Dear Mr. Keprios, My name is Blair Ransom. I am a student at Edina High School as well as a member of the band Murphy Clive. Together with another high school band, Jellyhead, we have performed at multiple shows around Edina, both of our own production and in affiliation with EHS. As an example we recently held a joint, end of summer, concert at the Cornelia Park Pavilion near the Edina Pool. The equipment we use is all our own and we have learned a great deal over the past year how to craft, market, and produced a very smooth, well run, and most importantly fun show. However, in light of recent events on the Gulf Coast the members of the two bands along with myself would like to turn our efforts in a different direction. We would like to hold a benefit concert where students, faculty, parents, and others can enjoy a great night of music as well as make donations to a fund which will be given to the Red Cross Hurricane Fund. The venue for the concert could be any number of places, however the Centennial Lakes Amphitheater would be a very good choice because of its location and size. To maximize the overall donation potential of the event we would ask that the Park Board consider waiving the rental fee. Then, all of the proceeds could be given to the Red Cross fund. I understand that I should attend the Parks Board meeting Tuesday, September 13 at 7pm. Please confirm this date and time with a return email, and I will look forward to attending the meeting. Blair Ransom 612 875 1808 (cell) 952 828 5593 (home) 9/7/2005 PRIORITY USE OF THE EDINA SCHOOL DISTRICT'S GYMNASIUMS AND RECOMMENDED GUIDELINES (Draft copy as of 9-7-05) PURPOSE AND INTENT As a matter of practice, the Edina School District allows the City of Edina to submit building use permits on behalf of youth athletic associations (those recognized by and receiving services from the City of Edina) to reserve gymnasiums owned and operated by the Edina School District (the District). The main purpose of this document is to identify youth athletic associations that are recognized by and receiving services from the City of Edina, which in turn dictates which organizations receive priority ace.§s to the District's gymnasiums. This document also outlines both mandatory and suggested guidelines for youth athletic associations to ensure that program offerings are mindful of th6 public's health, safety and welfare and are fair and equitable to all residents.�� It is the City of Edina's view that the pt lic is best served when tl�pre 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 encourage differing facility use fees with intent to discourage formation of new youth athletic associations that compete with existing youth athletic associations and create a duplication of services, which the City of Edina views as not inthe public's best interest. Further, 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 sery c and not in the public's best interest. s The City oh &ina 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 CITY SERVICES AND AS A RESULT, PRIORITY ACCESS FOR PROGRAMMED USE OF THE EDINA SCHOOL DISTRICT'S GYMNASIUMS: Definition For purposes of this proposal, "scheduled facilities" is meant to include all Edina School District owned or operated gymnasiums, including the two gymnasiums on the Community Center campus whose construction is funded by the City of Edina (referred to as "the City's gyms"). ORGANIZATIONS WHICH REQUEST SPECIAL PERMITS TO OFFER ONGOING PROGRAMS IN THE GYMNASIUMS ARE REQUIRED 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 t an existing athletic association meets the non -duplication of servM� requirement. For example, a limited age specific traveling only associatlt# ma} be determined to be a duplication of services that is not in the best interest of the commun' eyen if an existing athletic association may not offer a similar iveling compo t. 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 Stat6 statutes. 2. Organizations are to deposit a copy of all bylaws, �4cle of Incorporation under Minnesota State statutes governing non-profit organizations, and all other documents, which govern their operation (i.e. polstatements, grievance procedures, scholarship and grant applications, e�t.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 organizations governing body, except those which deal with personnel issues or litigation, are to be publicized in advance and open to participation to all programs participants. 5. It *iT,,ecommended 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., I PRIORITIES: Organizations that meet the above stated guidelines that are requesting special permits for their ongoing programs in a School District -owned scheduled gymnasium will be granted the opportunity based on the following priority use schedule, and within the adopted standards for number of uses per team. PRIORITY #1: City Programs (adult basketball and volleyball). 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 gymnasium facility sport offering (such as basketball and volleyball) and are requestingaces to the District's gymnasiums: • Edina Basketball Association • Edina Girls Athletic Association (basketball vblleybal rams) • Edina Girls Basketball Association,, , • Jr. Olympic Volleyball PRIORITY #3: ,fil�z 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 athletic field or hockey rink (traditionally a non -gym sport) sport offering and are requesting access to the District's gymnasiums:, • Edina BasebaAssocill�in • Edina Girls' �letic Association (flag football program) • Edina Hockey Association • Edina Soccer Assoc] ad n • Edina Soccer Club fill • Edina Football Association;,,,, • Edina Youth Softball Association • Edina Girls FastpitchSoftball Association • Edina Lacrosse Association All of the above non-profit organizations (under priority #2 and #3) 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, however, may discriminate based on ability. 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 designed "primary season." GYMNASIUM USE FEE Gymnasium hourly rates are established by the Edina Board of Education for both District gyms and City gyms. PREEMPTION CLAUSE With the exception of the two City gyms, the Edina =asiurn District will make every effort to avoid preemption of scheduled events onci¢i has been reserved and all requirements have been met. However, the Edina School District reserves the right to preempt a scheduled event in a scheduled gymna whe} n Edina School District's judgment the preemption is in the District's best I;,is E,3 In accordance with the Facilities Use Agreement betwe City and School District, 8 the District may not preempt a City sponsored program in gofthe two City gyms that is scheduled during City priority access time �a ADMINISTRA TIVE PROCEDURES 1. Fees for use of scheduled District and City gymnasiums will be subject to change each year al the discretion of the Edina Board of Education. 2. The Edina'School District will establish dates each year by which teams must commit requests for gymnasium resation use in order to utilize their priority status. After that date, gymnasiumiMll be reserved on a first come, first served basis. 3. Staff on an annual basis will determine the number of major tournaments or special events allowed by each youth association. 4. Any organization that fails to provide for and follow the guidelines set forth above, o�6�Eovides false information on a permit application, is subject to revocatioiils ermit at the discretion of the Director of the Edina Park and Recreation#ment. 5. No organization will be allowed to sublease the Edina School District's gymnasiums. 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. 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 understandin 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' outh athletic associations to re I' our community's ethnic, religious and racial diversity b#14prpxing'the following guideline: ' "That no program, event or activity offered by aida youth athletic association will use any ethnic, religious or racial names or s s which may, in the opinion of those groups, create or perpetuate stereot s which distort or degrade such groups. Programs whose exprqdse is to explore and celebrate the po tive special contribution of suW oups should be considered acceptable tiionorable." EDINA PARK BOARD STATEMEN 16F PHILOSOPHY AND RECOMMENDATIONS REGARDING DRUGS, ALCOHOL AND TOBACCO It is the belief of the Edina.Park`Board that the role modeling of parents, guardians, teach s and coaches has a! gnificant influence on youth attitudes toward the use of alcohol, 0cco and drugg� _t is the Edina Park Board's philosophy to encourage parents and coaches'to do their bes always display positive and healthy role modeling behaviors while interactin ith youth. Therefore, the Edina Park Board encourages each Edina youth athletic association to take the following actions: I. 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 drugs, alcohol or tobacco while interacting with youth while on traveling team trips (examples include while traveling together on a bus, socializing in hospitality room, etc.) • For those adults who insist on bringing drugs, 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-olicy, but rather, a strongly encouraged positive role model behavior. The Edina Pd koard 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 mets in youth's lives,`wliich 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. Policy 1330 Community Relations Use of School Facilities Since our schools belong to the people of the school district, and since our plant facilities are established, maintained, and operated by funds largely provided by local taxes, the district accepts the responsibility for making its plant facilities available to responsible organizations, associations, and individuals of the community for appropriate civic, cultural, welfare, or recreational activities which do not infringe upon nor interfere with the conduct and best interest of the school system. Types of Activities Prohibited 1. Promulgating any theory or doctrine subversive to the laws of the United States or any political subdivision thereof advocating governmental change by violence. 2. Any activity that may violate the canons of good morals, manners, or taste or be injurious to the buildings, grounds, or equipment. 3. Any purpose in conflict with school activities. 4. Fundraising campaigns except as permitted by Board policy or special action of the Board. 5. Activities which are discriminatory in the legal sense. 6. Selling or displaying for sale any items or services by commercial organizations for profit-making purposes except those specifically related to the school in which they are displayed is prohibited during duty hours. Granting of Approval The director of business services is authorized to approve and arrange for scheduling the use of school facilities by applicants satisfying the above purposes and limitations. Right is reserved by the Board to revoke any such permit, without liability, should such action be deemed necessary or desirable. Legal reference: M.S. 1236.51 Schoolhouses and sites; uses for school and nonschool purposes; closings Policy INDEPENDENT SCHOOL DISTRICT 273 adopted: 06/29/71 Edina, Minnesota amended: 01/08/79 amended: 04/15/96 reviewed: 03/03/05 Procedure 1330 (a) Community Relations Use of School Facilities These regulations apply to the use of any facility of Independent School District 273 when used for other than normal instructional purposes within the regular school day. They also form part of any contract or agreement, written or verbal, for the use of facilities outside the school day. No facility may be used without a properly executed and approved building use permit which must be completed at least three days prior to expected usage. Independent School District 273 maintains its buildings primarily for educative purposes. When the buildings are not needed for normal instructional purposes, they may be used by the residents of the district upon application for, and execution of, a Building Use Permit. Monies, which have been levied for instructional purposes, cannot be spent for activities of the general public. School functions and activities will take precedence over all others in scheduling use of buildings. If necessary, any permit for the use of buildings by the public may be canceled in order to accommodate school functions. No students or other children will be admitted to a building until a responsible adult is in attendance and ready to take charge of the group. The responsible adult must remain with the group the entire time that they are in the building and must not leave until he/she is certain that all members of his/her group are out of the building. Building use permits are granted for specific rooms or areas of buildings for specific periods of time and for specific uses. Using a building for other purposes, using additional facilities, loitering in other areas or remaining in the building beyond the allotted time will be considered as unauthorized use of the facility. The person signing the building use permit will be held responsible for payment of rent and other charges. He/She will also be financially responsible for any damage or loss to the district incurred by his/her group's use of the facility, normal wear and depreciation excepted. If a facility is used at a time when a custodian would not normally be on duty, a separate charge for janitorial services will be made which will be one and one- half times the custodian's regular hourly rate of pay. The Board of Education or its representatives will stipulate the number of custodians to be on duty for each activity. Procedure 1330 (b) Community Relations Use of School Facilities (continued) No one will be allowed on a gymnasium floor without approved gym shoes. Rubbersoled street shoes cannot be used. Kitchen facilities cannot be used unless a regular cafeteria employee is in attendance. There will be a separate charge for this person. There shall be no alcoholic liquors or tobacco products brought to or consumed in the buildings or on the grounds. Putting up decorations or scenery or moving pianos or other furniture is prohibited unless special permission is granted. Nothing shall be sold, given, exhibited, or displayed without permission. The Board of Education or its representatives must have free access to all rooms at all times. Only the Board of Education may pay employees for services involving the use of school facilities. Unauthorized use of a facility or using a facility in such a way as to be detrimental to the best interests of the school district, or failure to promptly pay rent and other charges when requested will be considered as sufficient reason for revocation of a building use permit or denial of future permits to the offending group. Lighting and Sound Systems Any group or organization using an auditorium must employ the services of a specially trained custodian to handle the lighting and public address systems. This person must be on duty continuously throughout any performance for which there is an audience. In setting the stage for rehearsals, the custodian must be responsible for making all wiring connections for both light and sound systems and for the initial settings of the control panel. The custodian is not required to be present at rehearsals after the electrical systems are initially set. Any modification or changes that may be found necessary after the initial setting must be made by the custodian. Students may be assigned to these areas but must work under the direction of the custodian in charge and are prohibited at any time from attempting to make repairs or connecting unauthorized components to the system. Procedure 1330 (c) Community Relations Use of School Facilities (continued) Public Liability Insurance "In all cases where it shall be deemed desirable, the administration of Independent School District 273 is hereby authorized to require lessees of school properties to furnish public liability insurance issued by a responsible insurer indemnifying this school district against any public liability claims for personal injury or property damage alleged to have resulted during the use or occupancy or both of properties owned by this school district, such public liability insurance to be in the amount and for the duration which may be deemed to be necessary and suitable in the circumstances; said insurer shall also agree to waive the defense of governmental immunity in the event a claim is made against the school district thereunder." It will be necessary for each lessee to provide such insurance before a building use permit can be approved. The insurance must provide coverage of at least $50,000 per person, $500,000 per accident and $50,000 property damage. The insurance policies and the companies writing them are subject to approval by the school district. In the event that a lessee now has liability coverage, which can be extended by endorsement to provide satisfactory coverage, this will be acceptable. In any event, either a certificate of insurance or an endorsement on a present policy must be submitted with the enclosed Building Use Permit before approval can be made for lessee use of school facilities. Use Types (listed in priority order) There will not be a facility rental charge for the following users: ❑ School district activities (Pre -K-12, extracurricular, Community Education Services, etc.) 11 Parent support groups (PTO, PTA, site councils, booster organizations, etc.) ❑ City of Edina and other tax -supported agencies Procedure 1330 (d) Community Relations Use of School Facilities (continued) For the following user types, refer to Edina Public Schools Building Rental Schedule: Class A ❑ Edina athletic associations such as Edina Boys and Girls Basketball Association, Edina Swim Club, etc., using gymnasium space and/or the swimming pools. ❑ Edina -based nonprofit organizations devoted to child/community welfare and not charging fees. Class B 11 Edina Public School employee use that is devoted to child/community welfare. ❑ Edina -based nonprofit organizations devoted to child/community welfare and charging fees. Class C ❑ Non -Edina nonprofit organizations that are devoted to child/community welfare. Class D ❑ Commercial or for profit organizations. Scheduling Scheduling will be based on a six-month calendar. To maintain priority order (see Use Types above) requests will only be guaranteed if submitted six months in advance and space exists. As an example, if the city submits a six-month calendar and space exists at the time of submission, the space will be guaranteed. ATHLETIC ASSOCIATION'S RELATIONSHIP WITH THE PARK BOARD AND THE PARK AND RECREATION STAFF From the Minutes of the November 8, 1977, Park Board Meeting The basic philosophy that the Edina Park and Recreation Department staff recommends to be used in working with the athletic associations in order to maintain good programs is as follows: The Edina Park Board and the Edina Park and Recreation Department recognize the individual athletic association in the City of Edina as the only governing body for each respective sport. The Edina Park Board, in cooperation with the Edina Park and Recreation Department, will administer and help each individual association plan, provide facilities, and give professional direction regarding operation of their association, so as to maintain the basic philosophies. Also, the Edina Park and Recreation Department acts as a liaison between the associations and the Edina Park Board to help see that the associations are providing a well rounded and equal program for all participants. The Edinx Park and Recreation Department staff recommend the following guidelines be followed: 1. That all boys and girls receive an equal opportunity to participate in any activity at whatever ability level they may play. 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, 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. -----Original Message ----- From: Patrick Kelly [ma iIto: Pat r;ck.Kell.y-vstate.mrl.LIS] Sent: Monday, September 12, 2005 11:04 AM To: Sherry Engelman Subject: Fwd: Re: Joint MDA and City of Edina visit on August 31st. >>> SW Kim <kimxx003@umn.edu> 9/2/2005 8:53:34 AM >>> Dear Mr. Kelly, I am in the middle of my vacation. I am sorry that I didn't open this mail until now. I called you today but there was no voice mail or answering machine. When I come back from my vacation next Tuesday I will explain it all. It all started when a women came to our house and told us that we needed to remove Buckthorn from our yard. She said that it was the City of Edina's policy. She told me to contact a specific company to get the job done but didn't give me an option to contact some other companies. when I contacted that company some one told me that it had to be a two man service at $140 an hour and they told me that they do not give out an estimation. I didn't realize that it was a voluntary measure. I thought that I had to to be done, a mandatory rule. At any rate, my effort to comply to the then as the City of Edina's rule, that turned out to be an incorrect information at a later time, caused me a lot of trouble. Thus far, we have spent $10,000 (cutting and removing the Buckthorn) and it appears that we are causing complaints from our neighbors. we would be happy to compensate any neighbors whom we had been inadvertently harmed. We feel terrible about it. At any rate, I will be calling you when I come back from my vacation next Tuesday. Please collect soil samples as needed and I will comply to whatever needs to be done. Sincerely, Suck Won Kim, M.D. 612-273-9805 At 02:21 IAEA 2005-09-01, you wrote: >The MDA (Minnesota Department of Agriculture) received word from the >City of Edina that many trees and shrubs at 6704 Indian Hills Road have >been dropping leaves. Also, leaves of trees on properties adjacent to >6704 were also brown and trees were showing stress. Based on >information the MDA has received to date it is believed that an over >application of the herbicide LV400 occurred on your property at 6704 >and may have caused the leaf loss/tree damage to adjacent properties. >LV400 is an Environmental Protection Agency (EPA) approved herbicide >for use to control woody plants and shrubs. If used at appropriate >rates no "drifting" of herbicide would occur off the site of >application and the herbicide will naturally degrade in the soil. If >applied at greater than allowed on the container label there may be >some adverse affects to the environment, ie. surface runoff to >lakes/streams, leaching to groundwater supplies, etc. The MDA believes >that more herbicide was applied to control these woody plants than what is permitted on the container label. >The MDA would like to collect soil and/or plant samples from your >property and analyzed those samples at our lab here in Saint Paul - >again to determine if the LV400 remains in the soil and is a potential >environmental threat. >Please respond by telephoning 320-815-2810 during the day next week or >by responding to this e-mail (copied to all) with the day the MDA may >collect samples from your property. This will take 1-2 hours and only >small hand probes will be used to soil sample. >Also, please respond to us the name of the company or individual who >conducted the herbicide spraying if you did not do the spraying >yourself so that we can contact them and determine when the spraying >occurred, how much was sprayed, etc. >If any of these assumptions are in error, please let us know ASAP.