Loading...
HomeMy WebLinkAbout2003-08-12 Park Board Packeti C 0 1 EDINA PARK BOARD TUESDAY, AUGUST 12, 2003 7:00 P.M. COUNCIL CHAMBERS EDINA CITY HALL AGENDA * 1. Approval of Tuesday, June 10, 2003, Park Board Minutes. 2. Park Assignments Presentation — Mike Damman. 3. Updates. A. YMCA/Tri-City Skate Park. B. Edinborough Park Playground Structure. C. Normandale Park Playground Equipment. D. Sherwood Park Playground Equipment E. Fox Meadow Park Grand Opening. *4. Rename Section of Braemar Boulevard. *5. First Tier Regional Trail - Public Input Meeting. *6. Park & Ride Proposal For Garden Park. *7. Facilities Study Committee Recommendation. 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 TDD (952) 826-0379 Memo To: Edina Park Board. From: John Keprios, Direcr Edina Park and Recreat on Department Date: July 29, 2003 Re: TUESDAY, AUGUST 12, 2003, PARK BOARD MEETING STAFF REPORT. Enclosed you should find the following items: 1. Tuesday, August 12, 2003, Park Board Agenda. 2. Tuesday, June 10, Park Board Minutes. 3. Facilities Study Committee Recommendation Memo. 4. Joint Powers Agreement Between Metropolitan Council and City of Edina for the Construction of Parking Lot Improvements. 5. Letter from Mayor Dennis Maetzold to John Dillery, Metro Transit. 6. Garden Park Lot PM Occupancy by Park and Ride Users. 7. Concept Plan for Garden Park Parking Lot. 8. Resolution of Congratulations Hilary Lunke. 9. Park Assignments Article in Sun Current Newspaper 7-24-03. 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 AT EDINA CITY COUNCIL CHAMBERS EDINA CITY HALL 4801 WEST 50TH STREET The August 12, 2003, Park Board meeting will be at 7:00 p.m., in the City Council Chambers at Edina City Hall. If you are unable to attend, please call either Office Coordinator, Janet Canton, at 826-0435 or me at 826-0430. PARK ASSIGNMENTS PRESENTATION- MIKE DAMMAN Park Board member, Mike Damman, has been assigned four parks to visit and make recommendations for improvements: 1. Tingdale Park 2. Garden Park 3. Countryside Park 4. Birchcrest Park • Mr. Damman has taken several digital photos of his assigned parks and will be giving a brief presentation on his findings to the Park Board at the August 12th meeting. I have enclosed a copy of the 7-24-03 Sun Current newspaper article that talks about the Park Board's park assignments. UPDATES I intend to give the Park Board verbal updates on: A. YMCA/Tri-City Skate Park. B. Edinborough Park Playground Structure. C. Normandale Park Playground Equipment. D. Sherwood Park Playground Equipment. E. Fox Meadow Park Grand Opening. RENAME SECTION OF BRAEMAR BOULEVARD Hilary Homeyer Lunke recently earned an exciting sense of pride for Edina and herself by winning the 2003 United States Open Golf Tournament. Hilary Lunke was born in Edina in 1979 and currently resides in Palo Alto, California. Hilary began playing golf at the age of 13 and often played Braemar Golf Course throughout her High School career. Hilary has competed in seven U.S. Women's Amateur Championships. In 1997 and 1999, she was the runner-up at the Western Women's Amateur. She was a member of the 2000 U.S. Curtis Cup and World Amateur Teams. While attending Stanford, she was a four -time All-American and won two collegiate titles. In 2001, before turning professional, she was the South Atlantic Amateur champion. In an exciting finish, Hilary Lunke staved off a sudden -death playoff after rolling in a 15- footer for birdie on the 18t hole to win the 58th U.S. Women's Open, Hilary's first major tournament victory as a professional. She carded a 1 -under 70 and 2 -under total 353. On Tuesday, July 15, 2003, Mayor Dennis Maetzold and the City Council passed a resolution proclaiming July 15 Hilary Lunke Day in Edina. On behalf of the City Council, I was given the honor to present the resolution to Hilary Lunke at the Edina Country Club that evening and read the resolution to the proud standing room only crowd. In honor of this outstanding achievement that brings a tremendous sense of pride to Edina, I have been asked that the Park Board make a recommendation to give Hilary Lunke permanent recognition by renaming a section of Braemar Boulevard "Hilary Lane." The section of Braemar Boulevard would be that which is between Gleason Road and the hairpin turn intersection at Valley View Road. This name change would not affect any existing addresses. Braemar Golf Course Clubhouse will remain 6364 John Harris Drive and the Braemar Golf Dome and maintenance building would also maintain their Braemar Boulevard addresses. Hilary and the Homeyer family (Hilary's father is Edina native Bill Homeyer) were approached with the concept of renaming Braemar Boulevard. Hilary and her family said that they would consider it a great honor and would prefer the name to be "Hilary Lane." There is precedence for this practice when the Braemar Clubhouse address was changed to John Harris Drive, in honor of the famous Edina native who won the U.S. Amateur Golf Championship. A similar precedence occurred when Braemar Arena's address changed to Ikola Way in honor of Edina's legendary High School hockey coach, Willard Ikola. I recommend that the section of Braemar Boulevard between Gleason Road and Valley View Road be renamed "Hilary Lane" in honor of former Edina resident, Hilary Lunke. Formal Park Board action is requested on this agenda item. FIRST TIER REGIONAL TRAIL - PUBLIC INPUT MEETING Three Rivers Park District (formerly Hennepin Parks) is suggesting that the Edina/Richfield regional trail corridor move to the next step in the process, which is inviting the public to an open house informational meeting. The professional consultants hired by Three Rivers Park District suggest that we host a public meeting at our September 9th Park Board meeting at which time the consultants will present the detailed plan and explain the process. We would send letters to homeowners immediately adjacent to the new sections of the trail and would advertise the open house in the local newspaper. At the time of this staff report, I have not yet received a copy of the consultant's final draft of the trail location. It was my hope to have it in time for this mailing. The other option would be to host a special open house on Monday, September 22, 7:00 p.m., in the Council Chambers. It is important for the Park Board to hear or at least be aware of resident's viewpoints on these important park issues. I thought it might make some sense to have the open house take place during a Park Board meeting. If the Park Board would rather, we can simply hold a public open house on September 22 and I will report to the Park Board on the public input. Formal Park Board action is requested on this agenda item. PARK & RIDE PROPOSAL FOR GARDEN PARK Metro Transit and the Metropolitan Council are proposing to lease Garden Park's parking lot to serve as a Park & Ride site for a period of ten years. Based on estimates, there would be a greater demand for parking stalls than supply from 5:00 p.m. to 6:00 p.m. during the months of May, June, and July. To overcome that obstacle, Metro Transit is proposing to pay for installation of field lighting for the two multi-purpose athletic fields, which would allow summer soccer games to begin about an hour later and free up the needed parking stalls to accommodate both a Park & Ride and scheduled park uses. I am attending the Edina Soccer Association board meeting on Monday, August I Ith, to discuss the proposal. I will share their response at our August 12th Park Board meeting. Enclosed is a copy of the concept plan that shows where the bus turn -around will be built, which does not consume any existing parking stalls. Also enclosed are Metro Transit's Park & Ride parking stall demand estimates. As you will notice in the enclosed letter from Mayor Dennis Maetzold, the City Council is supportive of helping Metro Transit find an appropriate Park & Ride location to accommodate the Sector 5 Plan. Our analysis suggests that delaying scheduled soccer games and practices at Garden Park for about one hour will free up enough parking stalls to accommodate a Park & Ride. If the Edina Soccer Association supports the field lighting and program schedule change, I will recommend that the Park Board support the Park & Ride proposal. One major advantage of field lighting at Garden Park would be the ability to use the two multi-purpose fields during the fall season. This will allow us to better manage field use by allowing heavily scheduled multi-purpose fields to rest for a season. If the Park Board recommends the Park & Ride proposal, which includes adding field lighting to the two multi-purpose athletic fields, then I will invite Garden Park residents to a public information/input meeting on Monday, August 25, 7:00 p.m., in the Council Chambers. A sports field lighting consultant, Craig Gallop from Musco Lighting Company, has volunteered to attend that open house. He will show a short video on the sports field lighting technology that is available today to minimize glare and spill light. Residents will then have an opportunity to ask questions and voice their opinions. Formal Park Board action is requested on this agenda item. FACILITIES STUDY COMMITTEE RECOMMENDATION The Facilities Study Committee Park Board members are: 1. Mike Damman 2. Andrew Finsness 3. George Klus 4. Karla Sitek This committee had a meeting on Monday, July 28, to discuss the committee's findings and final recommendations to the Park Board. The committee agreed that the issue is somewhat complex, however, the most critical and challenging issue at hand is securing funding to cover the annual operating debt for any of these proposed facilities (indoor athletic field or gymnasiums). As stated in the enclosed recommendation, the committee felt strongly that these special interest groups should raise funds from private sources, similar to the Minnetonka School District scenario, to cover the expected operational deficit. Formal Park Board action is requested on this agenda item. OTHER This is an opportunity for Park Board members and residents to address other concerns. EDINA PARK BOARD 7:00 P.M. COUNCIL CHAMBERS JUNE 10, 2003 MEMBERS PRESENT MEMBERS ABSENT: STAFF PRESENT: I. Andy Finsness, Mike Damman, Karla Sitek, Ardis Wexler, George Klus, David Fredlund, Floyd Grabiel, Linda Presthus, Allyson Grande, Mike Weiss Jeff Johnson John Keprios, Ed MacHolda, Janet Canton, Tom Shirley, Ann Kattreh APPROVAL OF THE TUESDAY, APRIL 8, 2003 PARK BOARD MINUTES Dave Fredlund MOVED TO APPROVE THE APRIL 8, 2003 PARK BOARD MINUTES. Mike Damman SECONDED THE MOTION. MINUTES APPROVED. II. EDINBOROUGH PARK FEES AND CHARGES RECOMMENDATION Tom Shirley, Manager of Edinborough Park/Centennial Lakes and Ann Kattreh, Assistant Manager of the Edinborough Park/Centennial Lakes introduced themselves to the Park Board. Mr. Keprios commented that he thinks his staff report lays out what the recommendation is and hopes he accurately reflected the proposed $4.00 park daily admission fee. He noted that children under 12 months and adults with a paid child do not pay an admission fee. If park users wish to use the new structure and the pool the cost is only $6.00 per day. Mr. Keprios added that everything on the proposed fee structure that is in bold is new and everything not in bold has already been approved. Mr. Shirley explained that he and Ms. Kattreh visited almost all of the same types of structures in the metropolitan area. He noted that the structure they are putting in is actually going to be larger than anything else that's currently out there. Mr. Shirley stated that the play park admission is going to be for the entire lower level of Edinborough Park as well as the Great Hall. He added that in the Great Hall they are going to be putting in a few new amenities such as basketball and scooters. He indicated that it's going to be a whole lot of play value for the dollars they are looking at. Mr. Shirley pointed out that they are looking at positioning their fee at or below the price of everyone else that is out there. He explained that they didn't want to jump too high right away and feel $4.00 is a good rate to start out with. Mr. Klus asked how much of the expenses the rate would cover. Mr. Shirley replied that they are not estimating a whole lot of expense to start out with. Everything is covered by warranty for the first year and most of the components should last for about five years. It will mostly need cleaning to which they already have staff that can do that. He added that it would actually cost less than the ice rink. Mr. Klus asked what income they are hoping to generate from it to which Mr. Shirley responded that they originally had put down $100,000 but now feel that is a very conservative number. Ms. Wexler commented that she noticed on the comparative sheet that some communities offer a resident rate and a non-resident rate and noted that Edinborough is not drawing a distinction, is that correct? Mr. Shirley replied that is correct and noted that only a couple of communities have a distinction. Mr. Shirley noted that they do have a resident rate and non-resident rate with their season passes. Mr. Grabiel asked Mr. Shirley how he knows that 60 people a day will use this. Mr. Shirley replied that it is a guesstimate right now. However, they are basing it on what is happening in other cities as well as what they have currently experienced with Edinborough. Mr. Shirley commented that 60 is a very minimal number on busy days where they tend to have 300 to 400 people. Ms. Presthus asked Mr. Shirley if he anticipates that a lot of groups will be using the facility instead of individuals. Mr. Shirley replied that is what they are hoping for and stated that they will be marketing large groups such as schools, etc. Ms. Presthus asked if groups will need to book a date in advance to which Mr. Shirley replied they are hoping that would be the case. If groups book in advance they will receive a discounted rate, which would be $3.50 per person. Mr. Keprios indicated that the company who is building the structure has added a few extra things free of charge to which Ms. Kattreh explained what the additions are. Mr. Klus asked if a child were having a problem would a parent be able to go into the play structure. Mr. Shirley replied yes, they have tubes that are 36" where most are 30". It's very easy to get in and they have also put in soft pads so it's easy on the knees. Mr. Keprios noted that he would like to put in a good plug for the three volunteer Park Board members and three staff. Mike Damman, Linda Presthus and David Fredlund, Tom Shirley, Ann Kattreh and Jeff Freund. He noted that this was the first time they ever used this process and it worked very well. It was unanimous with all six of them that this company had the best design. Mr. Fredlund asked what is the completion date to which Ms. Kattreh replied they are hoping for early September. Linda Presthus MOVED TO APPROVE THE FEES. Floyd Grabiel SECONDED THE MOTION. MOTION CARRIED. 2 III. UPDATES A. YMCA/Tri-City Skate Park — Mr. Keprios indicated that the skate park is well under construction. They are hoping for completion near the end of August; however, by contract the contractor has until the end of September to complete construction. B. Fox Meadow Park Development — Mr. Keprios indicated that the Fox Meadow Park project is coming along very well and should be completed within the next three to four weeks. He noted that he ordered the Park Board approved recognition plaque and it should be delivered within the next four to six weeks. Mr. Keprios stated that he plans to schedule a park grand opening celebration with an unveiling of the plaque. C. Disc Golf Course - Mr. Keprios informed the Park Board that a few Edina High School seniors installed the concrete boxes as their May Term Project. He noted that they turned out very well; however, they did require some assistance from the Park Maintenance staff. Mr. Keprios indicated that the baskets were installed as an Eagle Scout project. Ms. Sitek commented that the course gets a lot of use. D. Normandale Park Playground Equipment — Mr. MacHolda indicated that the neighborhood group for Normandale Park has decided to go with TimberForm brand playground equipment. He noted that they are very close to writing the specifications and sending it out to bid. Mr. MacHolda stated that they are taking Ms. Grande's suggestion and will install the playground equipment in late July or early August so it will not conflict with the playground program. E. Sherwood Park — Mr. MacHolda indicated that they are moving forward with Sherwood Park and noted that it has been advertised and the bid opening is scheduled for Wednesday, June 18th F. Dumpsters - Mr. Klus indicated that last Saturday he was at Highlands Park and talked to a city worker who was picking up trash from an apparent party from the night before. He noted that the city worker suggested that possibly a dumpster could be brought to the parks that are really getting dumped on with trash. Mr. Klus asked if that were something the Park Department would be able to do. Mr. Keprios replied that they do use dumpsters at all of the enterprise facilities as well as at Rosland Park because it gets so much use. He noted that if the volume warrants it they would definitely look into it. Mr. Keprios added that illegal dumping is a problem at some of the parks. IV. OTHER A. Pathways and Bikeway - Mr. Klus informed the Park Board that Mr. Keprios, Wayne Houle (City Engineer), Tom Winninger (Edina resident) and he recently met to discuss pathways and bikeways in Edina. He noted that Mr. Winninger lives off of Interlachen Boulevard and has a real passion for pathways and bikeways and would like to see more developed within the City of Edina. He noted that he would like to see people be able to bike and walk to more places around the city in a safe environment. Mr. Klus noted that Mr. Winninger presented a good case for a lot of very good ideas and added that he would love to generate some interest with the people—in—Edina to work on a pathway/bikeway system. He indicated that the regional trail way has been approved which will go along the southern edge of Edina. Mr. Klus pointed out that Mr. Houle has a nice beginning plan for sidewalks, however, Mr. Winninger would like to see that taken to another level and actually have the community work on some recommendations, which could be brought before the Park Board. Mr. Keprios commented that the Park Board would be part of the bigger picture. However, he thinks they first need to get a transportation engineer consultant on board who really understands this because traffic is an enormous issue and will continue to be for some time. Mr. Keprios indicated that we need to have one master plan that is comprehensive and shows everything including pedestrian traffic, bike traffic and car traffic. He noted that right now, we do have good plans in place; however, they are segmented. Mr. Klus stated that Mr. Winninger mentioned that he would like to work with someone on this project. Therefore, he mentioned Mr. Winninger's presentation to Mr. Finsness who noted that he would have an interest in the project. Mr. Klus asked the Park Board if anyone else would have an interest in this project because he would hate to see it just die. Mr. Finsness stated that he thinks this is a wonderful opportunity to look at some things on a big picture scale. He noted that you can't get anywhere around the city safely on foot or bicycle. Ms. Presthus indicated that she has the same concerns. However, there is already one regional pathway that has been approved and now there is talk about putting together a community group to look at another pathway/bikeway. Ms. Presthus noted that she thinks before another group goes off spending lots of time and energy to make another plan that they probably should first hire a transportation consultant. Mr. Klus commented that this group's major intention is to try and find something that's coordinated with the city to work together as an overall thing. Ms. Presthus replied that what she is saying is there is already a trail system plan in the works and if a bunch of groups are making all kinds of plans there needs to be some coordination. Without some sort of coordination everyone is spinning their wheels all over the place. Mr. Keprios pointed out that one thing that is different with Mr. Winninger's vision is there is a sidewalk plan that is a master plan that the City Council has adopted. However, there really isn't a pedestrian/bicycle destination plan. Mr. Klus noted that he thinks this is an appropriate issue for the Park Board when it comes to trail ways. Mr. Keprios responded that when it comes to park paths we are involved, however, sidewalks and all of that is really an Engineering Department's function. Mr. Klus asked Mr. Keprios what he thinks they should do because he doesn't think they are in agreement to just let it die. Mr. Keprios replied that Mr. Houle mentioned to him after the meeting that he thought the idea of hiring a consultant was a great recommendation and one that he is going to pursue. He noted that Mr. Houle would take the next step because it is dealing with transportation within the city. The Park Department's job is to create recreational and destination pathways/bikeways. Mr. Finsness added that he thinks the Park Board should stay involved in it and see which way it's going as well as see if there are things that M aren't being thought of. Mr. Keprios commented that he sees himself serving on that committee, whatever it is, and keeping the Park Board informed. B. Fourth of July Parade — Ms. Presthus noted that she has volunteered to be on the Fourth of July Parade Committee and asked that if anybody has any feedback regarding the parade and the way it should be handled. She noted that it's a great event for the city and it really does fall under Park and Recreation. Ms. Presthus pointed out that one of the things that always make a better parade is the more money you have the better the parade can be. She added that there are still sponsorships available and the more money they take in and the more they can hire other things to come into this parade. She noted that there are different levels of sponsorships. Ms. Presthus also noted that they are selling flashing star pins for $5.00 at all of the park and recreation facilities as another way to support the parade. Ms. Presthus noted that the parade committee has done a great job as far as volunteers and pointed out that Susie Miller works really, really hard on the parade and does a great job, however, she thinks the Park Board can help them out. It's good public relations and we should be involved. She indicated that there's an opportunity there to which it does fall under our category to support. Ms. Presthus pointed out that it's a huge community event because over 5,000 people come out to watch it from all over. Ms. Presthus stated that she thinks we can help them out. V. FACILITIES STUDY COMMITTEE REPORT — INDOOR FIELD SPORTS AND GYMNASIUMS Mr. Keprios indicated that his memo dated May 14th was essentially the result from their subcommittee meeting with the athletic associations of which five associations showed up and five did not. He noted that he followed up with a memo to all ten athletic associations who were invited to the meeting asking that they respond in writing by June 4th outlining their association's needs and desires for these recreational facilities and their willingness to pay a facility use fee. He stated that at 2:00 pm on June 4th he had only received written material from only 4 of the 10 athletic associations. The Edina Basketball Association and Edina Football Association had not responded by the deadline. Mr. Keprios explained that he asked Mr. MacHolda to call the basketball association and football association to make sure that their written response was not lost in the mail. After Mr. MacHolda made those phone calls, Mr. Keprios quickly received an e-mail from the Edina Soccer Club and the Edina Football Association. Mr. Keprios explained that the subcommittee met on June 5th and went over everything that had been submitted. He stated that he put together an executive summary of what was submitted. He noted that summary shows the defined and validated needs, the anticipated impact on their programs, and their willingness to pay to use the new facility. Mr. Keprios noted that he did the same thing for the indoor field sports facility. Mr. Keprios commented that he thinks it would be fair to say that they did not learn a whole lot more from this exercise than what they already knew. He noted that he thinks it's fair to say there is clearly a strong desire for these facilities. Mr. Keprios stated that the next step from here is to validate what we believe the need to be. Mr. Keprios stated that if these facilities were built, there is no doubt they would get used. Some athletic association board members have commented that they are getting tired of being asked the same question when the answer is always the same; they want these facilities. He noted that he does understand and respect that, however, we now have to go to the next std. Mr. Finsness indicated that he felt this wasn't a real burning issue that they need it and their program won't work without it. However, the Edina Basketball Association did state that they want four continuous courts and were pretty clear about that. Mr. Damman commented that the main thing that stood out was that no one really answered the real questions about what they wanted them to answer. He noted that they did talk about the dome situation and how a lot of the cities around us either have a dome or talking about putting in a dome. Mr. Damman stated that it raises the question whether we should build a dome in Edina because they could go and rent one somewhere else nearby. Mr. Klus noted that one of the things that they talked about was they need to ask the City Council how much are they willing to subsidize because we can't break even. These facilities will not pay for themselves from what they can see so far. Mr. Keprios asked the Park Board how much they think it should be subsidized, what is realistic? Mr. Keprios pointed out that we do have some enterprise facilities that operate at a loss and require a subsidy, which is why some groups are asking "why not me." He noted that it's not meant as a criticism but it is a fair question. Mr. Keprios stated that he believes that the Park Board should make a recommendation on what is an acceptable level of subsidy. Mr. Keprios added that he can try to help identify what he thinks we can afford to subsidize and how. Mr. Klus asked Mr. Keprios to talk to Mr. Hughes about this to which he noted he would. Ms. Presthus asked if when you are looking at a subsidy are you talking about a hard number or a percentage to which Mr. Keprios replied it would have to come down to a hard number. Ms. Presthus commented that would be pretty hard when they don't even know what it is they are talking about to which Mr. Keprios responded that we would have to get to that point. Mr. Klus stated that he feels it's real hard for the sub -committee to know what to recommend until they see what the school is going to do and that won't be identified until August. Ms. Wexler asked if the City Council has been asked to give us another month to which it was noted yes. Ms. Wexler indicated that she still doesn't think that will give us enough time and her question is are we going to be pressured into coming up with a recommendation which seems a little unfair if we can't make a justifiable reasonable recommendation until we know what the school is doing. Mr. Klus stated that he thinks as a Park Board they have to decide that in August if they can't make a recommendation then that is what they will have to talk about as a group. He noted that they are not going to make a recommendation tonight but that the sub -committee will look at this again and at the August Park Board meeting they will come back with their thoughts. Cel Ms. Presthus commented that even if we wait until August to see what the school is proposing we are still not really going to know anything until November when we find out if it even passes. Ms. Sitek indicated that she feels the City Council was asking of them to find out if the interest is there because obviously someone has spoken to them. She noted that she did not get the impression that they were in a huge hurry, if we have to wait to find out what happens with the school then we will wait. She stated that she doesn't think it is an issue, they are not going to put pressure on them to hurry up. Mr. Keprios commented that he thinks the City Council is looking for us to do the prudent thing and if that means to wait for the outcome of the referendum then that should be the recommendation. Mr. Keprios commented that another item the committee should discuss is the fact that the Edina Basketball Association feels that the additional gymnasiums proposed in the School District referendum still does not serve Edina Basketball Association's needs. The Edina Basketball Association wants several gyms under one common roof. He noted that they have stated that doesn't do anything for them because they want a tournament facility. Mr. Keprios indicated that he thinks there should be a dialogue on what it is that we are trying to provide, what's our function, what is our goal. He noted that if it's to provide a tournament facility for what is a relatively small number of people, then we need to decide that. Mr. Weiss indicated that in looking at the summary right on the front page he sees four athletic associations who would utilize gymnasiums so hanging it just on basketball is not correct. Mr. Weiss commented that he doesn't know why we are waiting to decide whether or not there is a need or whether or not we can make a plan contingent upon what the school decides. He noted that he agrees with Ms. Presthus we won't find out until November what the city has decided about the school's proposal, which he thinks, is entirely separate about what the city decides for its community. Mr. Weiss noted that he thinks we need to decide from the Park Board's perspective whether or not we need these facilities. Then to the extent that the school is going to build their own we can pull that out of any plan that we would have. Mr. Grabiel asked Mr. Weiss if it's his view that we can't decide for everybody else but that we have to decide as a Park Board what we want. Mr. Weiss responded that actually he thinks the City Council has to decide what the community needs and then figure out if there is a way to make that work. He noted that, if it is right for the community to have these facilities, we should find a way to do it. If the Park Board recommends that it is not right for the community, it is still the City Council's decision. Mr. Damman pointed out that the City Council asked the Park Board to do that for them. Mr. Weiss responded that he understands that but there is a part of him that says do you want this for the City of Edina, and do you want us to have a community sport facility or not. We noted that we can recommend until we are blue in the face to which Mr. Damman replied he thinks that is all the City Council wants to hear. Mr. Weiss stated that he thinks we have already shown there is a desire, there are people who want facilities. 7 Mr. Klus commented that he thinks part of the problem that the committee struggles with is that they don't want to recommend something that's going to say that we are not willing to subsidize it number one, and number two, we don't know where we would put it. Mr. Fredlund asked where would the subsidy come from and what is the City looking at for the source of the subsidy. Mr. Keprios replied that we have not studied the financing options yet. Mr. Klus asked if what he is hearing is the committee needs to go back and talk about one indoor multi-purpose building. Ms. Sitek pointed out that the Edina Basketball Association specifically indicated that they do not want that. Ms. Presthus commented that the floor on the courts is their main issue but that doesn't mean it still can't be a single multi -use building. Ms. Presthus noted that if the schools build some gyms it takes the need away from some of these things to which Mr. Weiss commented it might because we won't know the size of the gyms. Mr. Presthus pointed out that there are just so many variables going on at one time that she doesn't know how we could look at anything else except one multiple use facility because there is no land to be able to build here and there and they've already tried to attach it to the schools which is another whole issue. Mr. Grabiel indicated that he thinks the Park Board is making this way too complicated. It seems to him that the Park Board's job is to advise the City Council on what the city needs and it sounds like the city needs a multi-purpose building with a lot of basketball courts and a place to play volleyball, soccer and lacrosse. He noted that he thinks the Park Board needs to make that recommendation and then let the appropriate officials decide how it's going to be financed and where it's going to be placed. Mr. Finsness stated that he thinks they can make a recommendation tonight because he doesn't know what they are going to do within the next two months to which Mr. Klus replied there isn't anything else they need to do. Ms. Presthus asked so you could base a recommendation on we don't care what the school does, and we are just looking at our program and what our needs are, which is one big multi-purpose building. Mr. Klus replied that yes, he thinks there is a need for one multi -use building. Ms. Wexler commented that for the sake of discussion she would propose a resolution as opposed to a motion that based on the information that we have available the Park Board would seize a need for a multi-purpose building. She noted that she would leave it at that with some freshening up from the committee and commented that she feels that is all they can literally do right now. Mr. Klus indicated that he thinks Mr. Finsness is right that if this is what we are thinking then we can put it into a motion tonight. Mr. Klus stated that he personally thinks it needs to be more specific about certain uses for the building. Mr. Klus noted that if the City Council wants to come back and ask us if we have any potential sites then that's another issue we will deal with later. Mr. Keprios replied they can certainly take that approach. 8 Mr. Fredlund asked what are the participant/user numbers. Mr. Finsness commented that is one thing that Mr. Keprios asked for and was very specific about and not one group answered his question. Mr. Fredlund asked without that how can you make any kind of a recommendation. Mr. MacHolda gave approximate number of participants for some of the athletic associations. Mr. Keprios explained that what he wanted to get from the athletic associations, and he thought he made it clear, was how many more games will you play, how many more practices, how many more hours of use and how many more kids will be in the program. He noted those were the questions he was looking for answers to and he didn't get that from anyone. He added that he thinks that the youth athletic association board presidents and board members are getting tired of the questions. Mr. MacHolda stated that he doesn't think the numbers are going to change a whole lot in terms of serving more participants. He noted that what they are going to get is earlier hours as well as it will free up certain days of the week. More space will create more flexibility for everyone. Ms. Presthus pointed out that it's been debated over and over but what we need to ask is; should we build more gyms so kids can play from 6:00 to 9:00 on preferred nights of the week or do we bite the bullet and have kids play at later times on specific days including weekends. Ms. Presthus noted that everyone wants the same days and times so we will still have facilities that will sit empty on Wednesday and Friday nights and Sunday mornings. Therefore, we really need to ask how much do we want to build and how much do we want to ask the community to pay for when we have gyms that are sitting absolutely empty because there are not desirable times. It's not necessarily a matter of space it's a matter of when they want to use them. Mr. MacHolda added that there are also some custodial staffing issues with some of the schools. The school district struggles with some of the schools getting them opened on Saturdays and Sundays. Mr. Klus indicated that if there is no motion tonight then the committee will meet and bring back a motion to the Park Board in August. Ms. Presthus commented that she has heard both arguments and noted that it has always been her vision to have a wonderful athletic facility. Mr. Keprios stated that it is disappointing when they are trying to move things along and no one responds back as to what they are willing to pay because it's an important issue. He explained that the dilemma they are faced with is if the city builds and operates a multi-purpose facility there is a very good likelihood that our fee structure will have to be different from what the school charges for their gyms. He pointed out that this question was already brought up at the youth athletic associations Presidents' meeting. The Edina Hockey Association President questioned why hockey teams are expected to pay $155.00 an hour for ice while other groups are only paying $3.00 an hour for gym time. He noted that is an important issue that needs to be addressed. Mr. Klus stated that the associations have already indicated that they want to continue on as they have been, that is what they are willing to pay. Mr. Keprios replied that they will have to assume that is the case. Mr. E MacHolda indicated that is what they are getting charged now and thinks they would expand it but probably not much beyond $10.00 an hour. It was noted that the subcommittee will come back with a recommendation to discuss and vote on at the August Park Board meeting. VI. PARK ASSIGNMENTS — GEORGE KLUS Mr. Klus read the Edina Park Board's Mission Statement. He noted that they should try and look at this once in awhile. He stated that is says "to advise the Edina City Council as to the policies and availability of open space and parklands in leisure activities". Mr. Klus indicated that he also looked at the capital improvements that have been scheduled through 2007. He noted that they have over 3 million dollars worth of park improvements that are to be done around the city that have so far been projected and added that a few things may change from year to year. Mr. Klus commented that he is very excited about the Park Board members taking responsibility for the open space/parklands in trying to help recommend to Mr. Keprios and staff ways that we can do some of the things that are on the list to which we may or may not have money for. Henotedthat we may also find other things that the community may want us to look at. Mr. Klus explained that he hopes that each month we can talk about a few parks and what is happening at those parks. Mr. Klus indicated that he would like to see on the city's website which Park Board members are responsible for which parks so if people have questions they would know who to call. He indicated that he would also like to see something published in the Sun Current to let people know what the Park Board is doing and who has been assigned to each park. Mr. Klus stated that he doesn't want to do more than two parks per Park Board meeting. He pointed out that he hopes there will be some private/public partnerships that can happen so that some of these things can get done. Ms. Presthus indicated that she has been visiting her parks on a regular basis and she thinks it's great because it doesn't seem to make any difference what the weather is, there is always someone there. She commented that she is a little uncomfortable going up to people and basically has been observing from a distance. Ms. Presthus asked if they could wear something that would identify them as a Park Board member because that would help make her feel a little more comfortable in going up to someone and asking them about their park. Mr. Klus indicated that he would like to recommend to the staff that we pick one or two parks and talk about them for five or ten minutes at each park Board meeting about what the goals and objectives are. He noted that he would also like to see as part of the motion that the City's Communications Coordinator get the word out to the people in Edina that Park Board members are watching the parks and list who is responsible for each park. He added that we probably don't need to include the board members phone numbers because people can call the Park and Recreation Department. Ms. Presthus MOVED THAT THE PARK BOARD REGULARLY SCHEDULE REPORTS ON THEIR ASSIGNED PARKS ON THE BASIS OF MAKING SURE 10 THAT WE GET THROUGH ALL OF THEM WITHIN A YEAR CYCLE OF MEETINGS. EACH BOARD MEMBER WILL SHOW ON A MAP WHERE THE PARK IS LOCATED AND TALK ABOUT THE PARK AND ITS NEEDS. WE WILL USE THE COMMUNICATIONS COORDINATOR TO PUBLISH, IN WHATEVER PUBLICATION IS APPROPRIATE, THAT PARK BOARD MEMBERS ARE RESPONSIBLE FOR THEIR ASSIGNED PARKS AND WILL BE VISITING THOSE PARKS TO GATHER IMPORTANT INFORMATION FOR FUTURE PLANNING. IN ADDITION, EACH BOARD MEMBER SHALL BE PROVIDED SOME KIND OF IDENTIFYING NAME TAG OR APPROPRIATE IDENTIFICATION THAT STATES THEIR NAME AND THE FACT THAT HE OR SHE IS A PARK BOARD MEMBER. Floyd Grabiel SECONDED THE MOTION Mr. Fredlund indicated that the words "responsible for" seem a little strong to him. Ms. Presthus made an amendment to her motion that words "responsible for" be changed to "assigned to". It was decided to have one Park Board member present their assigned park at each Park Board meeting starting with Park Board members in alphabetical order. It was noted that Mike Damman will give the first presentation at the August Park Board meeting. MOTION CARRIED UNANIMOUSLY. VII. ADJOURNMENT Ardis Wexler MOVED TO AJOURN THE MEETING AT 8:30 PM. Karla Sitek SECONDED THE MOTION. MEETING ADJOURNED. 11 MEMORANDUM TO: EDINA PARK BOARD FROM: FACILITIES STUDY COMMITTEE; PARK BOARD MEMBERS, GEORGE KLUS, KARLA SITEK, MIKE DAMMAN, AND ANDREW FINSNESS; STAFF MEMBERS, ED MACHOLDA AND JOHN KEPRIOS. SUBJECT: RECOMMENDATION. DATE: JULY 28, 2003 The Facilities Study Committee has completed a needs assessment analysis for an indoor athletic field facility, as well as, additional gymnasiums and has come to the following conclusions and recommendations. INDOOR ATHLETIC FIELD FACILITY FINDINGS: r' --re is strong desire on the part of the Edina Soccer Club (ESC) to have an indoor athletic field facility so they can tice their sport year-round. The Edina Soccer Club has approximately 575 youth participants. ESC would likely utilize such a facility located in Edina over 500 hours per year. As shown on the attached matrix, the Edina Football Association would have minimal need for such a facility (only approximately 15 hours per year). The Edina Girls Athletic Association (EGAA) would have minimal need for such a facility. The Edina Soccer Association, Edina Youth Softball Association, Edina Girls Fastpitch Softball Association, Edina Baseball Association, and Edina Lacrosse Association did not submit any written response as requested in my letter asking for their level of interest in developing an indoor athletic field facility in Edina. However, the Edina Lacrosse Association did share verbally that they currently rent indoor athletic field time in neighboring communities and would be interested in having such a facility in Edina. The Edina Soccer Club is currently paying over $30,000 per year for indoor athletic field space rental at the Holy Angels facility. CONCLUSIONS: An indoor athletic field facility would be heavily used by Edina based groups, especially ESC; whereas, there would still be plentiful field times available for non-resident based group rentals. The primary user in need of this facility is the Edina Soccer Club. An indoor athletic field facility would allow field sport enthusiasts, and especially soccer participants, to practice their sport year-round in their own community. An Edina -based facility would allow for expanded use by ESC by at least another 100 hours above their annual 300 hours; plus, this facility would allow EGAA to teach more basic skills in their field sports. There is clearly a strong desire by the Edina Soccer Club to have an Edina indoor athletic field facility. Other youth athletic groups have a minimal need for such a facility. It is stable whether or not there is a validated need to have an indoor athletic field facility in Edina. This facility would allow the primary user, which would be the 575 Edina Soccer Club participants, the opportunity to play and practice sport on a year-round basis. ADDITIONAL GYMNASIUMS FINDINGS: There is a need and strong desire for additional gymnasiums to serve program needs for the Edina Basketball Association, Edina Girls Athletic Association, Edina Girls Traveling Basketball Association, and Jr. Olympic Volleyball Association. There is a very strong desire to have four full-size gymnasiums in a contiguous setting under one common roof mainly for the purpose of running tournaments more efficiently. Program needs suggest that four gyms are desired to allow for fewer late evening scheduled games and practices and avoid having to play on weekends for events other than tournaments. CONCLUSIONS: There is clearly a need for up to four (4) additional full-size gymnasiums to allow for more youth to participate in gymnasium sports; allow for fewer late night games and practices; allow for more family time; as well as, not have to play as many gymnasium sport events on weekends other than tournaments. Ideally, having 4 contiguously located gyms under one roof would be more financially feasible for youth athletic groups to run tournaments. KEY ISSUES AND FACTORS OF INFLUENCE - INDOOR ATHLETIC FIELD FACILITY LOCATION: Being a fully developed first -ring suburb of Minneapolis, Edina is challenged with having limited options for r' -ement of an indoor athletic field facility. There are limited sites available that are publicly or privately owned and n close proximity to residential neighborhoods. The only public site that is not in close proximity to residential homes in Edina is the Braemar athletic field adjacent to the Braemar East Arena. The only private site available for sale at this time that might be suitable is the Best Buy Warehouse facility on Cahill Road. This also happens to be a good location for gymnasiums. However, it may not be structurally adaptable for an indoor athletic field. The other publicly owned sites that have some potential include Pamela Park and various school facilities. WILLINGNESS TO PAY FACILITY USE FEE: This is recognized as a very important issue that needs to be addressed prior to deciding whether or not to build additional recreational facilities. The Facilities Study Committee has learned that the Edina Soccer Club is willing to pay a competitive hourly rate for use of an indoor athletic field facility in Edina. We anticipate that all indoor field sport facility users will accept an hourly rate user fee that is competitive in the market place. Even so, it is safe to assume that user fees will not cover all of the operating costs. With more indoor athletic field facilities being built in the Twin Cities area each year, we should expect an excess capacity (more supply than demand). FUNDING FOR CONSTRUCTION OF THE FACILITY: To date, there have been no efforts or commitments to raise funds to develop an indoor field sports facility. The four options available to fund such a facility are: 1. Referendum election (special election or during primary or general election). 2. General obligation bonds approved by City Council under special State Legislation that allows Edina City Council to approve bonds backed by revenues generated by all City enterprise facilities including Liquor Store 2 profits and lastly, if necessary, general fund dollars. It is unclear whether this facility would qualify for such bonds. 3. Lease purchase bonds. These bonds can be approved by the City Council without the need for a general or special election. These bonds are not subject to levy limits. 4. Sponsorships and/or donations. OPERATIONAL EXPENSES: An important issue to be addressed is the level of subsidy needed; if any, to operate an indoor sports field facility and the source of funding to pay for the subsidy. It is safe to assume that the facility will operate at a loss, especially if revenues have to cover the debt service to develop the facility. With reduced State aid and with recurring levy limits, the City of Edina will have to rely on dollars from existing sources to fund any new subsidies, or find a new source of revenue that currently does not exist, or reduce or eliminate other existing subsidies. With more domed indoor athletic field complexes being built in the Twin Cities area, the marketability of such a facility becomes more diminished. It is unrealistic to assume that an indoor athletic field facility will not require a level of subsidy. Finding funding to cover the annual subsidy to operate such a facility is a greater challenge than finding funding to build the facility. KEY ISSUES AND FACTORS OF INFLUENCE - GYMNASIUMS LOCATION. Similar to the indoor athletic field location issue, there are a limited number of suitable sites to construct gymnasiums. As mentioned above, the Best Buy Warehouse facility on Cahill Road is available for sale. A four -gym complex could be placed within that facility. .icly owned School District sites that have some potential include; Edina High School, Valley View Middle School, Edina Community Center (convert auditorium and/or add-on to the south of building), South View Middle School, and Concord Elementary, Creek Valley Elementary, Cornelia Elementary, and Countryside Elementary. Two or three additional full-size gyms would fit to the south of the Edina Community Center, which was considered as part of the 2001 referendum. There are virtually no reasonable City -owned park property sites that would accommodate a complex of two or more gymnasiums unless existing park facilities are significantly compromised or altering the character of the existing park. For example, to locate a multi -gym complex in Braemar Park would require having to excavate a significant amount of the hill behind Braemar East or South Arena or Golf Dome. Another option would be to eliminate the multi- purpose athletic field behind Braemar East Arena or alter Braemar Golf Course. Pamela Park and Walnut Ridge Park each has enough space for gymnasiums; however, soils are extremely poor for building construction at either site. EDINA SCHOOL DISTRICT REFERENDUM: As stated above, the Edina School District is going to be offering a referendum this fall that may include improvements to existing gymnasiums and possibly additional gymnasiums. The Edina School Board will decide in August of 2003 just exactly what will be included in their referendum. The question becomes whether the City should provide more gyms if the School District develops three or more additional full-size gymnasiums. The Facilities Study Committee discussed the premise that it may be premature for the City of Edina to plan on developing additional gymnasiums until we know the outcome of the School District's referendum in the fall of 2003. WILLINGNESS TO PAYA FACILITY USE FEE: The Edina Basketball Association stated at a previous meeting with the athletic association presidents that they are only willing to pay an hourly gym fee similar to that which they pay to use School District gymnasiums, which is currently $3 per hour. The Edina Basketball Association chose not to respond to the question and therefore we are left to assume that their position has not changed. Therefore, the Facilities Study Committee assumes that the Edina Basketball Association and all other gym user groups are not willing to pay more than $3 per gym per hour at this time. Even at a significantly higher fee, it is safe to assume that any City -owned gymnasium facility would operate at a loss. The issue of fairness has been raised with other youth athletic associations, such as, hockey and soccer. They challenge the philosophy that they are being asked to pay the market rate to rent ice or indoor field sport time; whereas, the gym user would be asked to pay for a significantly smaller percentage of the operating expenses and thus require a much greater level of subsidy by the City. FUNDING FOR CONSTRUCTION OF THE FACILITY: To date, there have been no efforts or commitments to raise funds to build gymnasiums. The four options available for the City to fund construction of gymnasiums are similar to those available to build an indoor athletic field complex: 1. Referendum election (special election or during primary or general election). General obligation bonds approved by City Council under special State Legislation that allows Edina City Council to approve bonds backed by revenues generated by all City enterprise facilities including Liquor Store profits and lastly, if necessary, general fund dollars. It is unclear whether this facility would qualify for such bonds. 3. Lease purchase bonds. These bonds can be approved by the City Council without the need for a general or special election. These bonds are not subject to levy limits. 4. Sponsorships and/or donations. OPERATIONAL EXPENSES: An important issue to be addressed is the level of subsidy needed to operate three or four gymnasiums and the source of funding to pay for the subsidy. It is safe to assume that gymnasiums will operate at a loss, especially if revenues have to cover the debt service to develop the facility. With reduced State aid and with recurring levy limits, the City of Edina will have to rely on dollars from existing sources to fund any new subsidies, or find a new source of revenue that currently does not exist, or reduce or eliminate other existing subsidies. Being that the City of Edina does not own the gymnasiums currently used by gym sport groups, the City cannot leverage the use of existing gyms through additional fees and charges to help offset subsidies required to operate new additional gymnasiums. The five -gymnasium complex at the Lindberg Center costs approximately $1,000 per day to operate. It is safe to assume that a similar size facility in Edina would cost about the same to operate. One option might be to offer an excess levy referendum to specifically cover the subsidy needed to operate a City - owned gymnasium complex. The levy could be set at a level to cover subsidy required to operate both gymnasiums 4 an indoor athletic field complex. Another option would be to simply raise taxes when levy limits are no longer in . Another option might be to establish a trust fund through donations large enough that the annual earnings would cover any needed subsidy. If long-term earnings were to average 5%, then the trust fund would have to be at least five million dollars ($5,000,000) to earn $250,000 per year. There are funding methods to construct a new multi -gymnasium facility, however, the biggest challenge is finding funding to cover the annual subsidy needed to operate a multi -gymnasium facility. COMMITTEE RECOMMENDATIONS - INDOOR ATHLETIC FIELD FACILITY The Facilities Study Committee recommends to the Park Board that construction of an indoor athletic field facility by the City of Edina should not be pursued in the immediate future. The Facilities Study Committee recommends to the Park Board that an indoor athletic field facility be considered for construction on existing public property only if adequate operational funding is in place to cover any additional subsidy. The Facilities Study Committee believes that existing recreation programs and facilities should not be compromised in order to pay for any new subsidy required to operate a new indoor athletic field complex. The Facilities Study Committee recommends that either the City Council wait until the City of Edina has the ability to levy for the needed subsidy or wait until the interested parties secure funding needed to offset any and all subsidy required to operate such a facility. As an example, the Minnetonka School District is considering placement of artificial turf on their High School varsity football/soccer field and placing a bubble over it for six months of the year. Minnetonka School District Finance 114 -ector, Tom Berge, estimates that on average the dome would be used during 75% of available hours. He estimates if the school district charges $300 per hour, it would generate about $270,000 a year. Mr. Berge estimated it would cost slightly less than $180,000 per year for operating expenses for the dome, which results in more than $90,000 in revenue each year, which would go to pay the debt on the facility. The annual debt payment is estimated at about $155,000, leaving a nearly $65,000 shortfall. The Minnetonka School District is demanding that about $500,000 would have to be secured from private donations as a reserve to pay off debt. If the City Council goes forward with the construction and operation of a new indoor athletic field facility, it is the Facilities Study Committee's opinion that the facility should be located on publicly owned land and preferably on or near school facilities. Braemar Park and Pamela Park should be considered viable locations. Another viable option would be to purchase the privately owned property owned by KIN Properties, Inc. at 7600 Metro Boulevard in the industrial district of Edina. The open field area would be large enough to construct one multi- purpose athletic field and place a bubble or permanent building over the field. COMMITTEE RECOMMENDATIONS - GYMNASIUMS The Facilities Study Committee recommends to the Park Board that construction of additional gymnasiums by the City of Edina should not be pursued in the immediate future. The Facilities Study Committee recommends to the Park Board that additional gymnasiums be considered for construction on existing public property only if adequate operational funding is in place to cover any additional subsidy. The Facilities Study Committee believes that existing recreation programs and facilities should not be c--npromised in order to pay for any new subsidy required to operate new additional gymnasiums. the Facility Study Committee's view that the City of Edina's strategy to develop more gymnasiums for community use should be contingent upon the outcome of the school district's pending referendum. The Facilities Study Committee recommends that the City Council wait until the school district has completed its referendum before considering development of additional gymnasium facilities. If the school district does not develop additional gymnasiums, then the City of Edina should wait until the City has the ability to levy for the needed subsidy or wait until the interested parties secure funding needed to offset any and all subsidy required to operate such a facility. If the City of Edina chooses to construct gymnasiums, the Facilities Study Committee recommends to the Park Board that the community would be best served if additional gymnasiums were constructed on public property preferably next to school facilities. If the school district includes construction of 2 or more full-size gymnasiums in the upcoming 2003 referendum, then it is the Facilities Study Committee's recommendation that the gymnasium user groups actively support the school district's efforts to pass the pending referendum. If at least two additional full-size gymnasiums are constructed by the school district, then it is the Facilities Study Committee's opinion that the gymnasium needs will have been met. In any case, the City of Edina should continue to work with the school district to attain more affordable access to existing school district gymnasiums during weekends and holidays. It is the Facilities Study Committee's opinion that more affordable weekend access to school district gymnasiums will greatly reduce the need and desire to build additional gymnasiums. The Edina Basketball Association has made it clear that they prefer a complex of gymnasiums under one common The main motivation for this scenario is for the youth athletic association to generate revenue by running more ellicient tournaments. The Edina Basketball Association has also stated that even if the school district builds numerous additional gymnasiums in various locations, they will still not meet their needs. It is the Facilities Study Committee's opinion that additional gymnasiums should be built first and foremost for the purpose of meeting basic program needs, not to create an efficient fundraiser venue for youth athletic associations. If the City of Edina chooses to build a multi -gymnasium complex, the Facilities Study Committee would recommend further pursuing the Best Buy warehouse site on Cahill Road. This option should be considered only if the school district does not build additional gymnasiums. And as mentioned above, the Facilities Study Committee strongly recommends that funding to cover the significant operating loss would have to be in place before committing to building a multi -gymnasium complex. That is the most critical issue to overcome. It is therefore the Facilities Study Committee's recommendation that the City Council make demands similar to the Minnetonka School District that requires private donations be in place to cover all operational debt so as not to be a financial burden on the general taxpayer. Contract No. 031 JOINT POWERS AGREEMENT BETWEEN METROPOLITAN COUNCIL & CITY OF EDINA FOR THE CONSTRUCTION OF PARKING LOT IMPROVEMENTS THIS AGREEMENT is entered into between the Metropolitan Council (the "Council'), a public corporation and Minnesota political subdivision, and the City of Edina (the "City"), a Minnesota municipal corporation. WHEREAS, the Council is authorized by Minnesota Statutes section 473.405 to construct, equip, and operate transit systems in the seven -county metropolitan area; and WHEREAS, the City and the Council are authorized, pursuant to Minnesota Statutes Section 471.59, to enter into a joint powers agreement which allows one governmental unit to perform services or functions for another governmental unit; and WHEREAS, the Council intends design and construct improvements to the City's Garden Park parking lot in order for that site to become an operational park & ride lot; and WHEREAS, the City has agreed to grant the Council the right to use its Garden Park parking lot for the construction and operation of a park & ride lot ("Park & Ride Project at Garden Park"); and WHEREAS, the City has agreed to grant the Council the right to use the Park & Ride Project at Garden Park through a lease agreement that will be concurrently negotiated by the parties; and WHEREAS, this agreement addresses the design, construction and ownership of the park and ride improvements. NOW, THEREFORE, in consideration of the mutual promises contained in this agreement, the parties agree as follows: I. DEFINITIONS 1.01 ADA. "ADA" is the acronym referring to the Americans with Disabilities Act, 42 U.S.C. section 12101 et seq., containing requirements for new transit facilities. 1.02 Metro Transit. "Metro Transit" means the organizational unit of the Council which operates the Council's regular route, public transit service in the seven -county metropolitan area. 1.03 Project Manager. "Project Manager" means the person(s) designated by each of the parties for purposes of administration of this agreement as authorized to resolve questions that arise or clarification needed during the course of this agreement. The Council's Project Manager is Chris Weyer. The City's Project Manager is Wayne Houle. 1.04 Park & Ride Project at Garden Park. "Park & Ride Project at Garden Park" or "Project" refers to all activities for the design and construction of the Park & Ride Project at Garden Park improvements. 1.05 Contractor. "Contractor" means persons or businesses under contract to the Council to perform work related to the Project, including construction. II. PURPOSE OF AGREEMENT The Park & Ride Project at Garden Park is intended to implement the Council's regional transit service redesign by providing approximately 150 vehicle parking stalls for express bus service to downtown Minneapolis. The Council will pay for all costs to design and construct this Project, including pavement and facility improvements, as shown on Attachment A (Conceptual Plan). --2-- III. DESIGN & CONSTRUCTION OF PROJECT 3.01 Design. The Council will prepare design plans and specifications for the construction of the Park & Ride Project at Garden Park. The design plans and specifications must meet all applicable federal, state, and local requirements for transit facilities, including the ADA. The Council will submit the design plans and specifications to the City for their review and approval. The City shall have 30 day to review and approve said documents. Approval of these plans and specifications by the City shall in no event be deemed to warrant the quality of the materials used in the construction of any portion of the Project. 3.02 Contract Documents. The Council will prepare a bid package for the construction of the Park & Ride Project at Garden Park according to the Council's design plans and specifications. The Council will prepare the documents in compliance with all applicable federal, state, and local requirements. Contract Documents shall allow for parking lot access at all times. 3.03 Construction. The Council will administer the construction contract and/or contracts, inspect the work, and complete the construction of the Park & Ride Project at Garden Park in accordance with the approved plans, bid specifications, contracts, construction schedule, and all applicable laws. The Council will be responsible for making all direct payments to the Contractor and/or contractors for work performed on the Project. The work will be inspected by the Council's Project Manager, or other designated Council representative, in accordance with an inspection schedule arranged by Council's Project Manager. The City will be allowed to monitor the construction. If in the City's opinion, the Project work is not in conformance with the approved plans and specifications, the City will inform the Council of the specific reasons for the non-conformance with the approved plans and specifications, and what steps, in the City's opinion, must be taken by the Council to make the Project work conform to the approved plans and specifications. --3 -- 3.04 Notice of Construction Commencement. Not less than forty-eight (48) hours • prior to commencement of the Park & Ride Project at Garden Park by the Contractor, the Council will give written notice to the City of its intention to commence construction. 3.05 Project Management Responsibility. The Council agrees that any and all of its employees and all other persons and Contractors employed by the Council in the performance of any work or services required or provided under this agreement, shall not be considered employees of the City. IV. OWNERSHIP OF IMPROVEMENTS Notwithstanding the payment of funds by the Council, upon completion of the Project, the City shall take ownership of all improvements installed as part of this Project. These improvements shall be in accordance with Exhibit A. In addition, the City shall retain control of all street right of way improved as part of this Project. The Council will retain ownership of any passenger waiting shelters, and all appurtenances related to the shelters, installed by the Council as part of the Project. V. PAYMENT OF PROJECT COSTS The Council will pay all costs associated with the design and construction of this Project. In addition, upon execution of the lease agreement between the parties, the Council will make a lump sum payment of $75,000 to the City for the grant of the leasehold estate and for the use of the parking lot. The City will be responsible for any internal City costs incurred as a result of the Proj ect. VI. LEASE AGREEMENT 6.01 Leased Premises. Without cost or expense to the Council, the City is responsible for securing for the City and the Council all access rights, rights of entry, and easements necessary for the construction, operation and maintenance of the Park & Ride Project at Garden --4-- Park. The City agrees to grant the Council, its employees, agents and invitees, through a lease agreement, attached hereto as Exhibit B, the right to enter on to and use the City property, easements and rights-of-way for the Park & Ride Project at Garden Park. The lease shall include the right to post regional public transit -related signage, and the right to have necessary utility access. The lease shall be in a form and content acceptable to the Council and in recordable form. The term of the lease shall be until December 31, 2013. 6.02 Parking Lot Lighting. As part of the lease agreement, the Council shall install lighting in parking lot. The City shall be responsible for the maintenance, repair, or, future replacement of the lighting. The lighting shall be of a type and size acceptable to the City. The City shall pay the electrical costs associated with operating the lights. The Council shall reimburse the City for the electrical costs of the parking lot lights from October 15`h to May 15'h 6.03 Maintenance. As part of the Lease agreement, the Council shall be responsible, at the Council's expense, for routine day-to-day maintenance and repair of any shelters or transit amenities, including sweeping, picking up litter and debris, glass cleaning, removal of graffiti, replacement of light bulbs, operation of heating elements, glass replacement, and repair of any other damage. Council shall also be responsible for snow removal on the parking lot and shelter areas. The City shall be responsible for maintenance of the trash removal, repairing cracks or holes, resurfacing, seal -coating, and striping of any pavement installed as part of ongoing maintenance of the parking lot. Council shall reimburse the City fifty percent (50%) of the costs associated with the lot maintenance. Determination of this cost shall be by a formula or documentation agreeable to both parties. 6.04 Emergency Repairs or Maintenance. As part of the lease agreement, if any repair to or maintenance of the Park & Ride is not done by the party obligated by this agreement to do such repair or maintenance, and if, in the reasonable opinion of the City or the Council, an emergency exists which requires that such repair and maintenance.be done immediately, then such repair and maintenance may be done by the City or the Council, and the cost may be recovered, upon demand, by the party doing the repair or maintenance from the party obligated by this agreement to pay for the cost of the repair and maintenance. --5-- 6.05 Signage. As part of the lease, all signs placed on the Project by the Council shall be installed, maintained, repaired, and replaced by the Council. All signs placed on the Project by the City shall be installed, maintained, repaired, and replaced by the City. All signage to be placed on the Project shall conform to regional standards and shall be subject to approval by the City and Council. 6.06 Term. The term of the lease agreement shall be until December 31, 2013, unless otherwise agreed by the parties. At such time that the Project is no longer in regional transit use, the Council agrees to notify the City, remove any passenger waiting shelters and all appurtenances related to the shelters, and perform such work as to leave the site in a condition reasonably satisfactory to the City. This work shall be performed within sixty (60) days of Council notice to the City that the Council has ceased regional transit use of the Project. VII. LIABILITY; INSURANCE With respect to the performance of services by and obligations of the parties for the Project work as required by this agreement, each party agrees that it will be responsible for its own errors, acts, omissions and the results thereof to the extent authorized by law, and shall not be responsible for the acts of the other party and the results thereof. The City's and the Council's liability is governed by the provisions of Minnesota Statutes, Chapter 466. The Council further agrees that any contract let by the Council for the performance of the Project work shall include clauses that will: 1) Require the contractor to defend, indemnify, and save harmless the City, its members, officers, agents and employees from all claims, suits, demands, damages, judgments, costs, interest, expenses (including, without limitation, reasonable attorney's fees, witness fees and disbursements incurred in the defense thereof) arising out of or by reason of the performance of this agreement, caused in whole or in part by any negligent act or omission of the contractor, including negligent acts or omissions of its employees, subcontractors, or for anyone whose acts any of them may be liable, except where caused by sole negligence of the City; 2) Require the contractor to provide and maintain insurance in amounts and types of coverage appropriate to the Project work and to provide to the City prior to commencement of construction a certificate of �1 insurance evidencing the insurance coverage and naming the City as additional insured; and 3) Require the contractor to be an independent contractor for the purposes of completing the work provided for in this agreement appropriate to the Project work. Nothing in this agreement shall constitute a waiver by the City or the Council of any statutory limits on or exceptions to liability. VIII. GENERAL PROVISIONS 8.01 Equal Employment Opportunity. In accordance with the Minnesota Human Rights Act, in conjunction with the execution of its obligations, the Council agrees that it and any Contractors shall not discriminate against any employee or applicant for employment because of race, color, creed, religion, national origin, sex, sexual orientation, marital status, status with regard to public assistance, disability, age, membership or activity in a local civil rights commission, or political affiliation, and shall take affirmative actions to ensure applicants are employed and employees are treated during employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, marital status, status with regard to public assistance, disability, age, membership or activity in a local civil rights commission, or political affiliation, in all matters, including employment, upgrading, demotion, or transfer, recruitment or recruitment advertising; layoff, return from layoff or termination; rates of pay or other forms of compensation; and selection for training or apprenticeship. 8.02 Amendments. The terms of this agreement may be changed by mutual agreement of the parties. Such changes shall be effective only on the execution of written amendment(s) signed by authorized representatives of the parties. 8.03 Permits; Bonds. The Council is responsible for obtaining and bearing all cost of obtaining all applicable local and state licenses, permits, bonds, and authorizations necessary for performing the work in this agreement. The Council shall require appropriate performance and payment bonds from the Contractors with such terms and in such amounts that, at a minimum, meet all state and bond requirements for performance of public work. --7-- 8.04 Legal Compliance. All Project work under this agreement shall be governed by and construed according to the laws of the State of Minnesota. The Council and its Contractors will comply with all applicable local, state, or federal laws or regulations applicable to the Project. The most recent version of these shall govern at any given time. The Council shall monitor its agents, Contractors, and employees for the purposes of ensuring compliance with all applicable laws. If any change in circumstances or law will affect the performance of the Project work, the Council will notify the City's Project Manager of the change in circumstances or law at the Council's earliest opportunity. 8.05 Term and Termination. This agreement shall be in force and effect as of the date of execution by both parties. The Council will complete the Project no later than December 31, 2004. The. parties may mutually agree to terminate this agreement. Such termination must be in writing subscribed by authorized representatives of the parties and must describe the rights and obligations of the parties with regard to the Project work completed at the time the termination is effective. The Council shall include in its Contracts reasonable and appropriate terms that provide for termination of the Contracts by the Council for cause and for convenience. 8.06 Notices. Any notice, request, or demand which may or must be given by a party under the terms of this agreement or any statute or ordinance, shall be effective and deemed properly given two (2) business days after it is deposited in the U.S. Mail or delivered in person to the other party addressed as follows: R To Metropolitan Council: Metro Transit Heywood Office & Operating Facility 560 Sixth Avenue North Minneapolis, MN 55411 Attn.: Chris Weyer To City of Edina 4801 W. 50th St. Edina, MN 55424 Attn: Wayne Houle 8.07 Successors. The covenants and provisions of this agreement shall be binding upon and inure to the benefit of the parties and their successors. IN WITNESS WHEREOF, THE PARTIES HAVE CAUSED THIS AGREEMENT TO BE EXECUTED BY THEIR DULY AUTHORIZED REPRESENTATIVES. Approved as to form: Office of General Counsel CITY OF EDINA By Its City Administrator Date METROPOLITAN COUNCIL By Tom Weaver, Regional Administrator Date --9-- John Dillery Metro Transit 560 6`I' Avenue North Minneapolis, MN 55411 Subject: Sector 5 Plan Dear John: February 4, 2003 City of Edina On behalf of the City Council, thank you for appearing at our January 21, 2003, Council meeting for the purpose of explaining the Sector 5 Plan. 'Y'our presentation was thorough and provided answers to many of the questions which the Council and the staff had upon reviewing the Plan. The Edina City Council is generally supportive of the Sector 5 Plan. We agree with the goals and objectives of the Plan and the strategies used to achieve them. We particularly support the expansion of the east/west service along the 1-494 corridor. The City Council wishes to comment on two issues in particular: 1. We agree with the desirability of providing Park and Ride locations, especially in the Grandview Area of Edina. Metro Transit has suggested the use of the parking lot at Garden Park on a temporary basis for this purpose. Following further review, this concept will be submitted to the Park Board and ultimately to the City Council for their consideration. 2. We noticed that one of the routes proposed for elimination is service directly to the University of Minnesota campus. We believe that this route is particularly important and will become more important in the future for University students residing in this area. We would urge Metro Transit to re-examine the advisability of eliminating this service. ice. Thank you again for the opportunity to comment on the Sector 5 Plan. Sincerely, kk-,L�1-3 Dennis F. Maetzold Mayor DFM/dw City Hall (952) 927-8861 4801 WEST 50TH STREET FAX (952) 826-0390 EDINA, MINNESOTA 55424-1394 n L,��� [) �ii TDD (952) 826-0379 Q MetroTransit Garden Park Lot PM Occupancy by Park and Ride Users This table shows the scheduled afternoon arrival times for Route 588 at Garden Park, and the estimated number of park -riders left in the lot after each bus. Arrive Garden Park (PM) before 4:36 4:36 4:46 5:01 5:11 5:36 6:11 6:36 Al 7/24/03 Cars in lot (est.) 150 135 115 95 70 45 20 0 A service of the Metropolitan Council 560 Sixth Avenue North Minneapolis, Minnesota 55411-4398 (612) 349-7400 Transit Info 373-3333 TTY 341-0140 http://www.metrotransit.org An Equal Opportunity Employer CONCRETE SIDEWALK SCALE 0' 20' 40' 60' CONCEPT PLAN MetroTransit GARDEN PARK PARKING LOT Edina, Minnesota RESOL UTION OF CONGRATULA TIONS HILARY L UNKE 2003 U.S. WOMEN'S OPEN GOLF TOURNAMENT WHEREAS, Hilary Lunke, an Edina native was winner of the 2003 U.S. Women's Open Golf Tournament on July 7, 2003; and WHEREAS, the achievements of Hilary Lunke are a source of great community pride and interest as she participated in the 2003 U.S. Women's Open in North Plains, Oregon; and WHEREAS, success has come to Hilary Lunke because of her hours of dedication, practice, undaunted determination, and extraordinary ability. Hilary has is reached a level of athletic achievement upon which dreams are built. She has inspired young athletes, both in our community and throughout our nation, to reach for their dreams and make them come true. NOW, THEREFORE, BE IT RESOLVED by the Edina City Council that congratulations be extended to Hilary Lunke. BE IT FURTHER RESOLVED that the Edina City Council does hereby ordain and declare the 15``' day of July, 2003, as official: Hilary Lunke Day BE IT FURTHER RESOLVED that this proclamation be recorded in the Minutes of the Edina City Council and that a copy be given to Hilary Lunke. IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the City of Edina to be affixed this 15``' day of July, 2003. Dennis Maetzold, Mayor EDINA SUN CURRENT NEWSPAPER 7-24-03 Park Board members assigned to visit parks Taking full responsibility for the community's parks and recreational spaces, Edina Park Board members recently volunteered to visit those places on their own time. Wearing name badges, Park Board members will periodically visit their assigned parks and solicit feedback from residents who use the parks and live in the area. The Park Board and the Edina Park and Recreation Department hope to gain valuable information from these visits and feedback from residents that will further identify and validate the community's needs and desires for park and recreation services and facilities. Over the next 12 months, Park Board members will present their individual findings at the monthly Park Board meetings. The Park Board is taking this hands-on approach to the needs assessment process to best prioritize plans for recreation programs and facilities that meet or exceed residents' expectations. Park Board Chairman George Klus will visit Alden, Highlands and Todd parks. Other assignments are as follows: Mike Damman, Birchcrest, Countryside, Garden and Tingdale parks; Andrew Finsness, Arden, Chowen, Pamela and York parks; Dave Fredlund, Tupa, Utley, Wooddale and Williams parks; Floyd Grabiel, Arneson Acres, Centennial Lakes and Edinborough parks; Allyson Grande, Fox Meadow, Van Valkenburg and Walnut Ridge parks; Jeff Johnson, Bredeson, Heights and Lewis parks; Linda Presthus, Kojetin, McGuire, Sherwood and Weber parks; Karla Sitek, Rosland, Strachauer and Yorktown parks; Michael Weiss, Braemar, St. John's, Normandale and Browndale parks; and Ardis Wexler, Cornelia School, Creek Valley, Lake Edina and Melody Lake parks. Information: Park and Recreation Director John Keprios, 952-826-0430. To: George Klus, Members of Edina Park & Rec Board From: Dick Ward, EBA President Date: 8/12/03 Re: July 28 committee recommendation As a representative of Edina Basketball Association, I would like your Board to know we have been informed of your recommendation from your Facilities Study Committee dated July 28, 2003. We have several comments on the recommendation and would like them to be a part of your Board meeting this evening. First and foremost, we strongly disagree with the recommendation regarding both an Indoor Athletic Facility and Gymnasiums. In essence, your recommendation is to do nothing. This position is inconsistent with both City and community interest and efforts regarding this issue in the last 10 years. On no less than three occasions since 1998, an opportunity to address the needs for gyms have arisen in Edina. Voters to determine fate of referendum May 16 "The idea of a city/school joint project grew out of a 1997 Park and Recreation Department survey that showed a shortage of gymnasiums for community activities. In 1999, an 18 -member city task force helped develop a conceptual plan that included a three -gym field house at the Edina Community Center campus and various improvements to city parks, school playing fields, swimming pools and other facilities." Edina Sun Current 5/2/01 2 City authorizes recreational facilities levy referendum "In May 2000, the council commissioned a task force to validate the need for additional and upgraded gymnasiums, playing fields, performing arts theaters, and other recreational facility needs expressed by the community. The task force was also charged with identifying locations for such facilities. The task force met for about 60 hours during weekly meetings between September and January 2000, and heard more than 30 presentations from groups and individuals representing various program needs, Keprios said. The current proposal is a result of the Blue Ribbon Committee's findings, which were presented to the council in January. " Edina Sun Current 3/14/01 City considers purchasing facility for recreational use To solve some of its park and recreation needs, the city of Edina is considering purchasing a vacant building on West Bush Lake Road for use as an indoor recreational facility. "I've got to believe we can all concur that there's a need," said Councilmember Scot Housh. "What we may not agree on is whether this will end up being the right alternative." Edina Sun Current 2/13/03 Opportunities 1 and 2 had a high level of promotion from the City and in fact were created by City initiative. Edina Basketball and Edina Soccer were unaware of opportunity 3 until it was recognized and presented by City staff as a potential solution to the need. Opportunity 3 was also the genesis for the City Council to have Park and Rec review this issue yet again. To my knowledge, not a single square foot of additional gym space has been created in Edina since the 1997 Park and Rec Survey. To recommend that the City's interest is to do nothing is inconsistent with your prior efforts. It appears, rather, that the recommendation is based on two related issues that could be catagorized as 1) the issue being a School District issue, not a City concern and 2) an unwillingness to spend City funds on a community asset. Several items in the report refer to an upcoming School District referendum, which could include some additional gym space. References are made to the best facility sites being school property. None of these factors is new, nor are they certain solutions. While it is appropriate to see what action may come about from the Schools, wouldn't an equally appropriate action be for City planning in the event a School project does not occur? In the alternative, if the City's position is that the gym problem is a School District issue, we submit you should simply tell us that. Obviously, the cost of any project is a relevant issue. Nevertheless, it appears the City would like to attach a specific revenue source to cover all of the costs of a community asset. To apply that standard in every circumstance is worthy of consideration. For example, a rough estimate of volunteer labor hours to run EBA is approximately 25,000 man- hours per year. This consists of 30 some Board members operating year round and some 300 volunteer coaches and assistants working several times weekly all winter. If you apply a fair wage to the labor ($18 per hour; equivalent to a median income of roughly $37,500) that component of our organization is approximately $450,000. Multiply that economic variable by all the other Sports Associations and you can see a major impact on the "cost" of community service. If we applied a standard of an absolute need for a full revenue source, to whom would we charge the fee? Users should and will pay fees associated with new facilities, but the community will use these facilities and financial support of them is an appropriate use of tax dollars. Please accept this feedback in the spirit in which it is provided. Any project like this is complex, as identified in your report. Successful implementation will take vision and leadership. Our group, like yours, is most interested in finding the best solution in a reasonable timeframe. Unfortunately, deciding to not do anything is just that. George Klus om: Dick Ward [dward@doughertymarkets.com] .jent: Tuesday, August 12, 2003 4:00 PM To: Gklus@trinityms.com Cc: cgits@20001.pjc.com Subject: memo re: recommendation aug12 park & rec memo.doc George and Mike - Sorry I can't be at your meeting tonight. Attached is a memo with feedback on behalf of EBA. I am happy to discuss our position further with you and your Board at a later date if it makes sense. Richard M. Ward Senior Vice President Dougherty & Company LLC 90 South Seventh Street, Suite 4400 Minneapolis, MN 55402-4115 612-3764159 direct 612-673-0584 fax dward@doughertymarkets.com Information contained herein has been compiled from recognized investment sources believed, but not guaranteed, to be reliable, accurate or complete. Any recommendations made herein are intended for investors who are aware of, financially able to bear and suited to the inherent risks involved. Any recommendations are made in the general sense, and suitability for individual acquisition sales should be a matter of discussion between the Investment Executive and the client before any transactions occur. Past performance does not guarantee future results. Any opinions or estimates expressed herein reflect a judgment made as of this date and are subject to change. Any securities described may not be qualified for sale in all jurisdictions. Dougherty & Company LLC, its employees and their clients may, from time to time, have long or short positions in, or options to purchase any securities mentioned. Dougherty & Company LLC, or its officers, directors or agents, or members of their families, may have a position in any securities mentioned herein and may make purchases or sales of the same in the open market or otherwise or a member of Dougherty & Company LLC or its affiliates may serve or have served on the Board of Directors for the issuers of any securities mentioned. Electronic mail sent through the Internet or World Wide Web is not secure. We will not accept time -sensitive, action - oriented messages, transaction orders, or check requests electronically. If you are not the intended recipient, notify the Sender. This information is intended only for the person named above and for the purposes indicated. Do not distribute this message without written consent of the author. Non investment related opinions may not reflect opinion of Dougherty & Company LLC or its affiliates. Dougherty & Company LLC and its affiliates reserve the right to monitor all electronic mail. Member SIPC/NASD 11 �! � � m y..• ,� to rn i N s _� n y `� k 7 rt rM # !n y ft1 O d vi ,9 Cd > Cd tj c .`°- .� ver: T L L A V M 11 i . d .IWAY 41Z n :„wary PurtlLo,l F 5 � 5 � y _.-._._._._._.-._._._.-._._._._._._.-._._-._._._rl � 3 I s 0 0°1 .A V ,M IID I I a i _.-._._--- i I I • rl ` I S L 1 7 I. i_ _ 1 ._.-._._--------------------- .......... =Y 091_,1V A111lllII_,-.-._.____._.____ -.-_ ('91 AVMI19111 1 2 it a..• f E is