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Home My WebLink About2005-12-05 Park Board PacketsJohn Keprios, Director Edina Park & Recreation Department 4801 West 50th Street Edina, MN 55424 Office (952) 826-0430 FAX (952) 826-0385 Jkeprios@ci.edina.mn.us Memo To: EDINA PARK B MEMBERS From: John Keprio Date: December 6, 2 Re: Park Board meeting cancelled. Hello Park Board Members: Due to a lack of pressing agenda items, Chairman George Klus has decided to cancel next week's toPark Board meeting. Chairman Klus has asked that all Park Board members attend the Youth Sports Taskforce public forum meeting this Thursday, December 8, at 7:00 p.m., in the Council Chambers, Edina City Hall. The Taskforce will ultimately be making its recommendations to the Park Board before the recommendations are forwarded to the City Council. For your information, I have enclosed a copy of the agenda and staff report for this Thursday's public forum. I have also enclosed a copy of the minutes from the November Taskforce meeting. If you have any questions, feel free to contact me. Happy Holidays! �9ZZ3A, �1 o� e v .2y • INC�HM)ftP�tiv City of Edina EDINA YOUTH SPORTS TASKFORCE MEETING #3 Thursday, December 8, 2005 7:00 p.m. Council Chambers Edina City Hall AGENDA 1. Welcome and Introductions. *2. Approval of Thursday, November 10, 2005, Minutes. 3. Community Public Forum. *4. Youth Athletic Association Survey. 5. Other. 6. Adj ournment. City Hall 4801 WEST 50TH STREET EDINA, MINNESOTA, 55424-1394 www.cityofedina.com 952-927-8861 FAX 952-826-0390 TTY 952-826-0379 Memo To: Edina Youth Sports as Committee. From: John Keprios, Direc r U Edina Park and Recrea i Department Date: November 30, 2005 Re: THURSDAY, DECEMBER 8, 2005, EDINA YOUTH SPORTS TASKFORCE COMMITTEE STAFF REPORT. Attached you should find the following items: 1. Thursday, December 8, 2005, Agenda. 2. Minutes from Thursday, November 10, 2005, Edina Youth Sports Taskforce meeting. 3. Attention Parents Flyer. 4. Press Release for the Sun Newspaper. 5. Survey and charts for youth athletic associations. The following is the Staff Report concerning each item on the agenda. "Other" is listed on the agenda for other items of concern of the Taskforce that are not listed on the formal agenda. EDINA YOUTH SPORTS TASKFORCE MEETING IS IN THE COUNCIL CHAMBERS EDINA CITY HALL 4801 WEST 50TH STREET The Thursday, December 8, 2005, Edina Youth Sports Taskforce Committee meeting will be at 7:00 p.m. in the Council Chambers, which is located on the main floor in Edina City Hall. If you are unable to attend, please call me at 952-826-0430 or email me at jkeprios(aci.edina.mn.us. Agenda Item #3. Community Public Forum To publicize this meeting as a request for community input, staff distributed over 3,500 "Attention Parents" flyers to the six elementary schools and the sixth graders in the two middle schools for kids to take home. A copy of that flyer is included in this mailing. The same flyer was sent electronically to all youth athletic associations requesting them to distribute the flyer to their parents on their email lists. Staff also submitted the enclosed Press Release to the Sun Newspaper for publication. The information about the public forum was published in a November edition of the Sun Newspaper and the same information is also posted on the City's web site. It is hard to predict just how many people will attend this public forum; however, I believe we have adequately publicized the meeting. I recommend that this public forum be conducted somewhat similar to the process used by the City Council for its public hearings. Thankfully, Chairman George Klus has a lot of experience in facilitating public forums and I have no doubt that he will do a great job leading a respectful and fair public forum. For the benefit of all committee members, I envision that Chairman George Klus will give the audience a brief explanation of the Taskforce mission and then explain the ground rules for the forum, which should be: • Everyone will be given an opportunity to express their views (once and once only). • The purpose of the public forum is to request input as it relates to the mission of the Taskforce; not to solve everyone's individual issue with organized youth sports. • The Taskforce is interested in receiving input, both the positives and negatives; that are relative to the Taskforce mission. • Depending on the number of people who intend to speak, we may want to consider suggesting a pre-set time limit to hear their views. • If time does not permit them to finish their statement, they should be encouraged to follow up in writing, which will be part of the public record and shared with all decision makers (just a suggestion). • The Taskforce should hear the public's views and not engage in a debate or dialogue; instead thank the public for their opinion and move on to the next speaker. • Taskforce committee members may ask for clarification from a speaker; however, that is not the time for Taskforce committee members to share their views or enter into a debate. • Each speaker must give their name and address before being allowed to continue. For those who have not been through a public hearing format as a committee member, you will find it to be somewhat challenging to listen to some of the misinformation and criticisms without responding or entering into a debate. That is the discipline. It is our intent to tape record the meeting for public record. The minutes of the meeting will be a summary of the input and not a detailed reflection of each and every speaker. The tape will be kept as part of the public record, which will be available to residents if they desire. It is also staff's intent to write on either poster paper or on the computer projector screen the issues that speakers view as important as they express them. This may also tend to move the meeting along and avoid a lot of repetition. The Taskforce's mission will also be posted in clear view so that the audience and speakers are reminded of the purpose at hand. At the end of the public forum portion, I recommend that the Taskforce committee formally close the public forum portion of the meeting, which gives it closure. After the public hearing is closed, it would be appropriate for Taskforce committee members to make any brief comments; however, the audience should not be given an opportunity for rebuttal at that point. The audience will be hungry for the Taskforce's perspective; however, I caution the committee on making any motions or attempts to come to quick solutions that evening. In my view, the problem solving process should take place at a following meeting. I would also suggest that the Taskforce committee move quickly to the next agenda item, which is the "Youth Athletic Association Survey." My recommendation is to consider all of the input received and discuss strategy at a future meeting. I suggest that you thank the audience for their input and let them know you will take it under advisement. Chairman George Klus is well experienced and talented at facilitating a public hearing process. I encourage the committee to follow his lead. Agenda Item #4. Youth Athletic Association Survey The enclosed survey to youth athletic associations is a product of both staff and committee member input. I ask that the Taskforce committee please review the enclosed documents and come prepared to share any suggestions for changes or additions. I ask that the committee formally approve the survey before staff sends it to the associations via postal mail. Formal action is requested on this agenda item. Agenda Item #5. Other This is the time in the agenda to share other concerns or information that was not addressed under the predetermined agenda items. Minutes From Edina Youth Task Force Meeting Thursday, November 10, 2005 7:00 p.m. Community Meeting Room Edina City Hall Chairman George Klus called the meeting to order. Members in attendance were George Klus, Mary Brindle, Michael Weiss, Keith Harmon, Russ Fortner, Tom Asp, Karla Sitek, Lynn Morishita, and Steve Dove. Staff present was John Keprios, Ed MacHolda, Donna Tilsner and Susie Miller. Guests in attendance were Maureen Warner, Greta Larson, Josh Jansen, Vicky Slomiany, Todd Johnson, Steve Gaertner, Mark Copman, Scott Johnson, Mamie Segall, John Ratelle, Gregg Bjork, Kurt Johnson, Dick Ward, Dan Wikoff, :Doug Junker, Scott Skordahl, and Paul Bearmon. Chairman George Klus began the meeting by making a few comments on the additional items/articles added to the packet. Chairman George Klus stated that he received an email from Mayor Jim Hovland regarding the mission statement, suggesting that the word "these" be eliminated from the mission statement. John Keprios suggested that the committee amend the mission statement by changing the word "these" to the word "Edina's." The mission statement should now read "The mission of the Edina Youth Sports Taskforce is to define the roles and relationship of the staff, Park Board, and City Council as it relates to Edina's independently incorporated youth athletic associations." Keith Harmon made a motion to approve the amendment to the mission statement and approve the minutes; Lyme Morishita seconded; motion passed unanimously. Chairman George Klus read an article that appeared in the San Jose, California, newspaper and also read one from the Edina Sun Current. George commented that there are misconceptions and misinformation floating around in the community regarding Edina's youth athletic programs. Chairman George Klus stated that Mayor Jim Hovland phoned with some questions regarding the Edina Youth Task Force mission statement. George then asked the committee if there were any comments regarding the attached e- mails. No comments were made. George then went on to discuss the services the City of Edina provides each and every independently incorporated athletic association. Committee Member Keith Harmon asked how much money the city spends on providing city services. Mr. Keprios replied that it would be difficult to give a good answer this evening but would be willing to come back with that information at a future meeting if it is desired.. Keith asked could you please give a percentage. Mr. MacHolda stated that from a maintenance standpoint quite a bit when you consider building and maintaining outdoor ice, cutting grass and painting stripes on football, soccer, lacrosse, baseball and softball fields. Mr. Keprios then asked if Susie Miller could please answer George Klus' question regarding the $1.00 disability fee. Susie stated that a number of years ago she suggested an initiative at a Presidents meeting that each youth athletic association voluntarily agree to charging all of their participants $1.00 each to create a facilitator/interpreter fiend. This fund is managed by the City of Edina and used to offset expenses associated with providing one -one facilitators and interpreters needed to serve children with disabilities who register to participate in Edina's youth athletic association programs. Committee Member Keith Harmon asked about the grievance process. Mr. Keprios responded that we typically refer the parent with a grievance to the appropriate contact person within the youth athletic association. If that contact person cannot resolve the issue, then the association typically has a grievance process in place to hear the complaint. He also stated that city staff does not have a vote or veto power on these athletic association boards. Committee Member Tom Asp asked how often we were called with a grievance. Ed and Donna responded that it was not very often. Ed and Donna stated that it is extremely rare that an association is unable to resolve a grievance on their own. George then read the letter to the editor written by Dr. Paul Bearmon that was published in the Edina Sun Current. Chairman Klus read several of the 13 emails that were submitted to the City of Edina in response to Paul Bearmon's letter to the Edina Sun Current Editor. After reading a number of the e-mails, Chairman Klus asked for committee input as to what they heard and asked Susie Miller to write the committee's statements of perceived problems on the board. Committee Member Karla Sitek stated we should discuss the elite teams. Define what elite means. What is an elite team? Committee Member Lynne Morishita stated that most were saying inclusion or facility inequity. Should we begin by discussing facility use guidelines? Committee Member Russ Fortner noted that the public concern seems very different than the mission statement. Karla stated that it sounds like the community is looking for an oversight board. Russ stated that the concern of public money/facilities going to elite teams. Committee Member Steve Dove stated that we would be remiss to not bring up overscheduled kids and lack of family time. Committee Member Michael Weiss then asked "are overscheduled kids a government function?" Committee Member Keith Harmon stated scheduling fields/gymnasiums for teams versus the general public. Committee Member Mary Brindle stated that she read the emails and liked what was written. As a teacher she has an opinion that will come out later. Committee Member Lynne Morishita stated access to participation. Committee Member Tom Asp brought up that there is confusion in the community regarding which association is offering the traveling program and which one is offering the house league program. Tom suggested that there may be a need to educate the athletic associations about the confusion and find a solution. Karla would like to know what each athletic association permits for total maximum number of events (games and practices) per week per team? Mr. Keprios stated that a council member is concerned that Edina's youth athletic associations are given priority access to public facilities with, what is perceived as, very little government control. Mr. Keprios stated that some emails have suggested that traveling teams are given an unfair and disproportioned amount of time compared to house league teams. Committee Member Tom Asp asked that if that issue is the charge of this taskforce? Mr. Keprios stated that it seems that the issue is open for debate, which seems to be a concern of Mayor Hovland. Chainnan George Klus stated that the Mayor sent George an email earlier today. George read the email, which stated that the Mayor feels that the taskforce mission statement should be to determine how Edina's youth athletic associations should be managed and conducted in the future. George then opened it up to public comment. Mamie Segall commended the group for taking the time, however, asked how were the task force members selected. She also stated the importance of very clear facts and data, be clear when we talk about the public and what is truly the problem with facilities. Greg Bjork stated that the City and Park Board's role is to provide facilities based on supply and demand. Paul Bearmon thanked the committee for taking the issue seriously, addressing elite teams, and suggested that the taskforce make recommendations to the City Council based on fact finding. He also stated that government control is probably not the correct word maybe we should say government supervisory or community oversight. Paul stated that he believes that government should control youth athletic associations in the same manner that the High. School League controls High School athletics. Mr. Keprios responded that the scenario is not apples to apples. The High School League controls all High School athletics throughout Minnesota. The schools hire their coaches and control every aspect of the program. We rely on our parent volunteers to run the youth athletic association programs. The controls in place are not the same. David Wikoff asked in regards to denial of equal access of public facilities, how do we compare to other communities? Committee Member Keith Harmon suggested that the role of providing medical personnel at athletic events be added to the list. Chairman Klus then answered how the task force was selected. He stated they come from a variety of experiences and three are Park Board members, plus there were recommendations submitted to George from the Mayor, Council Member Alice Hulbert, and Council Member Scot Housh. Chairman Klus asked staff to please list task force members and their backgrounds on the city web site. Chairman Klus then wanted to talk about the process and the two questions that Mr. Keprios had written in his staff report. Committee Member Steve Dove suggested that staff should come up with a new recommendation and guidelines for the youth athletic associations as a starting point. Mr. Keprios stated that staff has already begun that process. Chairman Klus stated that he would rather delay staff s recommendation/guidelines until later. Committee Member Michael Weiss stated that he thinks we should look more closely if this is really an issue or is it a response from thirteen or fourteen people amongst 10,000 student athletes. Committee Member Mary Brindle stated that she needs a better understanding of each and every youth athletic association. George stated that he thinks we'll get that in January. Karla stated that she would like to know specifically what each association gives each team. Keith stated that he supports both of those comments and would like to see their by-laws. He would also like to see how they're run, number of participants, when they drop off and facilities. Karla asked shouldn't we hear from the athletic associations first? George stated that he thinks we need to hear from the general public first to hear what they perceive to be broken. Mr. Weiss stated that the declining enrollments in youth sports are something we have no way of knowing why kids are leaving. Is it because they chose band or another activity? Russ asked if Park and Recreation could give a breakdown of how much time each group is getting? Chairman Klus then opened it back up for public comment. Mark Copman stated that he was surprised and disappointed that youth athletic association board members are not allowed to serve on this taskforce. He feels that we have disenfranchised board members and felt we should really reconsider. He stated that the process is currently unfair. Dick Ward stated he was happy to participate, however, he felt we needed to stop the negatives and that there were hundreds of unspoken supporters. He also stated that we should be aware of the environment that they operate in today. Michael Weiss made a motion to adjourn, Mary Brindle seconded; motion passed unanimously. ATTENTION PARENTS!!!! ........YOUR INPUT IS REQUESTED The Edina Park Board would like to hear your views on a very important topic; Edina's organized youth athletic association programs. BACKGROUND Youth sports are some of the greatest assets available to Edina's youth because it develops positive character traits and important life values. They are a tremendous and cherished asset and benefit for the community which play a big role in our youth's growth and development. In fact, research has shown that youth who participate in sports perform better in school, are less likely to drop out of school, and less likely to get involved with drugs than those who don't participate in sports. Sports program conducted under the right conditions are enormously beneficial for children. Over the past several months, there has been considerable debate about access to public athletic facilities. As a result, an access to public gym facilities policy was adopted by the Park Board. During the process, some perceived issues with youth athletic associations were communicated to the Park Board and City Council by concerned residents. During those discussions, it was suggested that more controls and restrictions be put in place for those associations that use public athletic facilities. EDINA YOUTH SPORTS TASKFORCE The Park Board and City Council agreed that the "Recommended Guidelines" as established by the Park Board in 1977 need to be updated. As a result, City Council members agreed that a taskforce should be formed to make recommendations that address recommended demands, guidelines, and requirements. The community resident volunteers who serve on the Edina Youth Sports Taskforce met for the first time on October 27, 2005. At this meeting the taskforce determined their mission as defined below: The mission of the Edina Youth Sports Taskforce is to define the roles and responsibilities of City staff, Park Board and City Council as it relates to Edina's independently incorporated youth athletic associations. PROCESS Public input is critical to the process. A public forum will be held on December 8, 2005, at 7:00 p.m. in the Council Chambers at Edina City Hall. Residents are encouraged to attend and provide testimony to help the taskforce accomplish its mission. Residents may also forward their views to the Edina Youth Sports Taskforce by writing to edinamail(2ci.edina.mn.us or by mailing your comments to the Edina Youth Sports Taskforce, 4801 West 501h Street, Edina, MN 55424. Thank you in advance for your input! If you have any questions, please contact the Edina Park and Recreation Department at 952-826-0435. Contact: Jennifer Bennerotte City of Edina Communications Director 4801 West 50`" Street Phone 952-833-9250 Edina, MN 55424 Fax 952-826-0390 www.CityofEdina.com FOR IMMEDIATE RELEASE Edina Youth Sports Taskforce begins work A, 41 �1 a� e t4 0 • N��OAPoN/'T49. Edina, Minn., Nov. 1, 2005 — The Edina Youth Sports Taskforce, a subcommittee of the Park Board, has begun its work. The group's next meeting will be held 7 p.m. Nov. 10. The mission of the Edina Youth Sports Taskforce, convened in late October, is to define the roles and responsibilities of City staff, Park Board and the City Council as it relates to independently incorporated youth athletic associations. At the taskforce's first meeting, held Oct. 27, members learned about the current system of working with the athletic associations, heard about some current issues facing youth athletic associations and discussed its mission. Future meetings will be held Nov. 10, Dec. 8, Jan. 12 and Feb. 9. All meetings begin at 7 p.m. and will be held at Edina City Hall, 4801 W. 50`x' St. All meetings are open to the public. Public input is critical to the process. A public forum will be held at the Dec. 8 meeting. Residents are encouraged to provide testimony at that meeting or in advance by writing to edinamail(cDci.edina.mmus. Athletic association presidents will be heard Jan. 12. For more information on the taskforce, visit www.CityofEdina.com or call 952-826-0367. -30- ATHLETIC ASSOCIATION SURVEY kt our most recent Youth Sports Task Force meeting, park and recreation staff was asked to compile _nformation about Edina Youth Athletic Associations. We ask that you please complete the information below in order for the Task Force to make educated decisions. Thank you in advance for your cooperation and for your continued commitment to Edina's Youth Athletics. PROGRAM OVERVIEW: 1. What are the dates for your season? 2. Do you offer clinics during your off-season, or even, a second season program? Yes No If yes, what and when? 3. How does your association measure success? 4. What are your association's goals for the next 5 years? 5. Does your association have a statewide governing board? (i.e. MYSA, MN Hockey) Yes No If yes, what guidelines, scheduling restrictions, coach certification, etc... do they provide? FACILITIES: 1. What facilities are currently used by your athletic association? COACHES: 1. What is your selection process for coaches? 2. Do you provide coaches training? Yes No If yes, is coaches training required? Yes No 3. Do you have an evaluation process for coaches? If yes, what is your process? Yes No PARENTS: 1. Do you offer a Parent Orientation? Yes No If yes, is parent orientation required? Yes No 2. Do you have a grievance process (conflict resolution) in place? If yes, what is your process? Yes No SCHEDULING: 1. Do you limit the number of events (practices and games) per week and/or per season? Yes No If yes, please fill out the maximums as requested in the enclosed chart. 2. Do you have a policy in place that restricts play on Wednesday and/or Sundays? Yes No 3. Do you have a late night event schedule restriction policy? Yes No (i.e. no events may not last beyond 10:00 p.m.) If yes, please state your policy: 4. Do you require coaches to offer equal playing time for athletes during league and tournament play? Yes No Comments: Also, please attach the following information: Articles of Incorporation By-laws Code of conduct for parents, coaches and athletes. If you have any questions or would like additional information please contact your staff liaison Donna Tilsner, 952-826-0432 or Ed MacHolda, 952-826-0431. Thank you very much for your assistance! Please return the enclosed chart and requested information by December 21, 2005 to: Edina Park and Recreation Attn: Youth Sports Task Force 4801 West 50` Street Edina, MN 55424 $, cC) a� -a o o � `0. A cd Cd u.•° In. 0 b '� U N NCd b Cd w � ts. O ai Wo cd 3: o �w j rjj � i �* a � En a�Cd P-4 N owa,, cii > a 0 3 � o � b 0 0 � �Q3 cd w �. cd In. N U � w P64 ro Cd Cd P-4 0 03 o z �, cn cl to u cla a rn > xi F•r cn U U U U U U U U U U o a kCl � 3� o �F°.�dH �a Cd o Cd cd � o a rn 0 cd cn cd a�Cd � h v� o a a >a w o � O 3 Cd � o � cd 3 �W¢3 Y P.An. 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