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HomeMy WebLinkAbout2001-05-08 Park Board PacketCJ • EDINA PARK BOARD TUESDAY, MAY 8, 2001 7:00 P.M. COUNCIL CHAMBERS EDINA CITY HALL AGENDA * 1. Approval of Tuesday, April 10, 2001, Park Board Minutes *2. Priority Use Of Edina's Scheduled Outdoor Athletic Facilities. 3. Recreational Facilities Referendum Update — John Keprios. 4. Other. *5. Adjournment. These are agenda items that require or request Park Board action. City of Edina 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, Direct Edina Park and Recreation Department Date: May 3, 2001 Re: May 8, 2001, PARK BOARD MEETING STAFF REPORT. Enclosed you should find the following items: 1. Tuesday, May 8, 2001, Park Board Agenda. 2. Tuesday, April 10, 2001, Park Board Minutes. 3. Revised Draft Of Priority Use of Edina's Scheduled Outdoor Athletic Facilities. STAFF REPORT 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. PRIORITY USE OF EDINA'S SCHEDULED OUTDOOR ATHLETIC FACILITIES Youth athletic association presidents were mailed a copy of the same draft that the Park Board reviewed at the April meeting. The presidents have also been invited to attend the May Park Board meeting to discuss the proposed policy. As a result of our discussions at the April Park Board meeting, the only revision to the draft is the elimination of "Priority #7," which of course shifting the remaining priorities up one number. To date, I have not heard any feedback at all from any athletic association. Therefore, I suggest that we hear their concerns, ask questions, and make a recommend a draft to be reviewed by our legal counsel before it goes before the City Council. Park Board action is requested on this agenda item. z RECREATIONAL FACILITIES REFERENDUM UPDATE I will give a verbal update on the Recreational Facilities Referendum. Formal Park Board action is not requested on this agenda item. OTHER This is an opportunity for Park Board members and residents to address other concerns. 2 EDINA PARK BOARD 7:00 P.M. EDINA ART CENTER APRIL 10, 2001 MEMBERS PRESENT: Michael Damman, Floyd Grabiel, David Fredlund, George Klus, Karla Sitek, Ardis Wexler, Tom White, Andy Finsness, John Murrin MEMBERS ABSENT: Linda Presthus STAFF PRESENT: John Keprios, Ed MacHolda, Janet Canton, Diana Hedges I. APPROVAL OF THE MARCH 13 2001 PARK BOARD MINUTES Floyd Grabiel MOVED TO APPROVE THE MARCH 13, 2001 PARK BOARD MINUTES. Dave Fredlund SECONDED THE MOTION. MINUTES APPROVED. II. TOUR OF THE EDINA ART CENTER & PRESENTATION - DIANA HEDGES, ART CENTER DIRECTOR Diana Hedges, Art Center Director, indicated that she started working for the Edina Art Center 15 years ago. She noted that when she first started there were approximately 1,200 students and today they are at over 7,000 and added that they have become both state as well as nationally known. Ms. Hedges pointed out that they also have had and continue to have instructors from all over the world come and teach at the Edina Art Center. She indicated that they will be getting an instructor from China in a few weeks. Ms. Hedges stated that they have also broadened their offerings and they do offer tie dye, paper making and flower arranging, however, their focus is mainly on fine arts. Ms. Hedges informed the Park Board that a few years back they had a cancellation rate of about 40% to 50% and now their cancellation rate is 3%. She noted that pottery has been their biggest growth area and that is why they are proposing to build an addition on the west side of the building to hopefully bring in more revenue in renting out studios. Ms. Hedges explained that after doing research at various art facilities she found there are waiting lists for people to rent studio space. She noted that she feels they could bring in a lot of people. Ms. Hedges explained that they have becl doing a lot more outreach exhibits. Currently at Jerry's Cafe is Bradley Bern's, Edina Art Center Assistant Director, exhibit of clay fish. She noted that they switch their exhibits every three to four months. Also, they have outreach exhibits at the Opus building, Northland and the library on 50"' Street. Ms. Hedges indicated that they are currently working on getting an exhibit set up with 10 to 12 prints that Art Dickey made. Mr. Dickey was an Art Center Board member who recently passed away. Mr. Keprios explained that the An Center Board reports directly to the City Council and are not subordinate to the Park Board. He noted that the Art Center Board meets once a month and has 11 members, however, they currently have ten and are looking for a new member. It was noted that Jim Van Valkenburg is the Chairman of the Art Center Board. The Park Board then went on a tour of the Art Center and thanked Ms. Hedges for her report. IIL RECREATIONAL FACILITIES REFERENDUM UPDATE - JOHN KEPRIOS Mr. Klus commented that he has talked to some people who still think the dome is part of the referendum and noted that a lot of people are misinformed on what is happening. Mr. Keprios handed out an informational brochure on the referendum that will be mailed to all residents by the end of the week. He noted that the publicity piece clearly shows that there is no dome in the proposal. It outlines everything that is being proposed (who, what, why and where) as well as what the tax impact is. It also shows where people can • vote and who to call to ask questions. Mr. Keprios commented that Jennifer Wilkinson, Communications Director, has done an outstanding job on the brochure. Mr. Keprios indicated that he gave three presentations yesterday and two today. He commented that he is going to give a presentation to the athletic boosters tomorrow night. Also, there is going to be a very heavily attended presentation hosted by the League of Women Voters on April 30" at the Community Center. He explained that he will give his power point presentation and afterwards there will be a debate between the vote yes proponents and the vote no opponents. He indicated that this meeting will be publicized in the Sun Newspaper and that it will also be put video taped and played on cable television. He stated that there will likely be sonie very challenging questions. Mr. Keprios pointed out that it has become real evident to him that a lot of the athletic association board members don't know anything about this and that really shocks him. Therefore, he is going to mail out a notice to all 209 youth athletic association board members inviting them to attend an informational presentation on the referendum followed by questions and answers. He noted that he has heard that some of these board members have actually been talking negatively about the referendum. He stated that these are the people who one would expect to be promoting the referendum. He wants to be sure that this group gets the opportunity to hear all the facts. Mr. Murrin indicated that the "Vote Yes" committee has held a number of meetings and have been asking for contributions. He stated that he has contributed $100.00 towards it and asked if anyone would like to make a contribution he will be make sure it gets to the appropriate people. He noted that within the next few weeks the "Vote Yes" committee is planning on setting up tables and stands at functions around town. He commented that he feels that they are very well organized. Mr. Murrin indicated that he finds it interesting that there is such an active group that is opposed to the referendum. Mr. Murrin asked if anyone has a feeling on how the public is responding, whether it's positive or negative. Mr. Grabiel indicated that all he has seen in the Sun Current has been negative to which it was noted that in today's Sun Current everything was positive. Mr. White explained that Linda Presthus asked him to hand out to the Park Board members a memo. He noted that Ms. Presthus is a co-chair of the "Vote Yes" committee. He stated that there are specific things she would like the Park Board members to do if they are willing. Mr. White noted that she would like everyone to fill out a "Vote Yes" card which authorizes them to use your name and say you are in support of the referendum. Also, if you could hand them out to nine other friends and neighbors of Edina and ask them to do the same thing. He noted that there is also an area to mark if you would be interested in having a lawn sign. Ms. Sitek indicated that she has been hearing from people that it is their understanding that if any problems come up that money will be taken from the general fund and it's going to take away from textbooks, teachers, etc. She asked Mr. Murrin if that is true to which Mr. Murrin replied that it is false. Mr. Murrin explained that the School District spends a certain amount for maintenance. He also noted that some of their buildings are in need of major improvements and will need to be done whether or not there is a referendum. He also stated that they will be able to support all of the uses. He added that this is a revenue producer for theni at night and that they are not going to lose any money and will be able to pay for all of their expenses. Ms. Sitek indicated that that needs to be shouted out because that is not what people think. Mr. Murrin stated that this is unfortunate that people are making this an issue when it's not an issue at all. Mr. Finsness asked if it's not an issue then why is it happening. Mr. Murrin replied because it's an easy target. People think that because we are absorbing more responsibilities we are taking away from the kids. However, we've done the math and we can pay for it all. Also, we would be saving on all sorts of improvements that have to get done regardless of the referendum. Mr. Keprios indicated that same question came up after his power point presentation last night at the DFL District gathering and Peyton Robb's response was identical to Mr. Murrin's. Mr. Robb indicated that to keep it in perspective they anticipate they will generate roughly $165,000 in revenue in fees and charges from both the pools and the gymnasiums. lie noted that what is left over the school is going to absorb within its general operating budget, approximately $48,000 to $50,000. He also commented that with a 50 million dollar operating budget there is some leeway room and therefore it is not an issue. Mr. Klus asked for an update on the Joint Powers Organization. Mr. Keprios replied that they just had their second meeting and they have interviewed five finalists out of 12 for the Construction Manager position and they hope to select a finalist on Friday. Everything is moving right along. Mr. Keprios also noted that the Facilities Use Agreement and the Joint Powers Agreement have been signed, delivered and approved by both elected bodies and is in place, legal and binding. IV. OFF -LEASH DOG PARK STUDY AND PROPOSAL - GREG INGRAHAM, INGRAHAM & ASSOCIATES Mr. Keprios explained that the City Council directed him to look at different areas within the city to determine if there is a reasonable site for an off -leash dog park and specifically Creek Valley Park. Mr. Keprios then introduced Greg Ingraham from Ingraham & Associates Consulting firm whom was commissioned to look at the potential sites for an off -leash dog park. Mr. Ingraham indicated that he worked with city park and police staff to identify potential sites and came up with four areas. He pointed out that some of the criteria they looked for was size, access and visibility as well as flat areas. Mr. Ingraham explained that all four sites could work, however, all four were marginal at best and there was no one great site. Mr. Ingraham noted that Creek Valley was one of the four sites they looked at and showed an aerial photo of the location and explained the site noting that it could work. However, the one thing it does lack is a flat area because it's fairly rolling. He added that Creek Valley does have a lot of uses in the summer and has primarily ice skating in the winter. He noted that the green marking outlined on the map is where the rink is located and it could cause a problem because dog parks are used 365 days a year which may make it hard to manage. However, the pink area marked would work fairly well. Mr. Ingraham explained that the Walnut Ridge site from the physical aspect of the park land does work quite well and is probably the best site in terms of physical space. There is a large flat area that is not programmed for active recreation use and it has a loop trail around it. However, the drawbacks are it's a hard park to get to and it's a neighborhood park, not a community type of park. Mr. Ingraham indicated that Van Valkenburg was another site that was looked at which is right by the ball field complex. He explained that the drawback to this site is there is not a lot of flat area. It would work but again it is a marginal site and lacks an open area. Mr. Ingraham showed where the Braemar site could be located and noted that it would be by where the old gun range was. He indicated that he feels this could be a good site in the future if it was combined with an aesthetic upgrade of the public works facility and use the dog park as a sort of transition to the maintenance activities. Mr. Ingraham pointed out that this site is also being proposed for a regional police/fire training facility. He noted that he doubts everything could be put on this one site and make it function. He noted that Braemar would certainly be an adequate area. E Mr. Ingraham indicated that all of the areas he mentioned do have parking areas and noted that there would be various fencing costs. He stated that on the whole scale of things dog parks are relatively cheap to develop and maintain and do work quite well. However, he did not see one site that lie could say he thinks would be great. He noted he feels all of them would work and would get used because there is definitely a demand for it. Mr. Grabiel asked how do these sites compare in size with the site Minneapolis wants to use to which Mr. Keprios replied that the Minneapolis site is a little over four acres and the sites mentioned tonight are 2.5 to 3 acres. Mr. Klus asked why is there such a sudden interest in this and asked if they are trying to appease someone. Mr. Keprios replied that the City Council has directed him to look at the Creek Valley site specifically as well as all of Edina to see to see if it would be feasible to put in an off -leash dog park. Mr. Keprios indicated that he did talk to the Chief of Police and Chief Siitari informed him that he would not be in favor of any of the sites mentioned for an off -leash dog park unless he was given additional resources to enforce it. Mr. Ingraham commented that both the City of Bloomington and Ramsey County have an off -leash dog site and both have said that for the most part they are self -enforcing. He indicated that basically they only have to go there to empty the trash. Mr. Damman asked if the City did decide to designate a place for an off -leash dog site would there be any legal ramifications to the City if a dog were to attack someone, etc. Mr. Ingraham replied that it's his understanding that it's no different than any other liability, he doesn't think it would heighten anything. Zn Ms. Wexler asked if this goes to the City Council is there recourse for the people in the community who simply do not want it at a particular site. Mr. Keprios responded that there would likely be a public hearing before it would actually be implemented. Mr. Murrin indicated that he doesn't have a dog and he doesn't have a charitable feeling either way, however, Walnut Ridge seems to be an area that may have less human use and would be an acceptable site for an off -leash dog park. He noted that he thinks it would actually be a positive to the neighborhood and not a negative. John Murrin MOVED THAT THE WALNUT RIDGE PARK BE DEVELOPED INTO AN OFF -LEASH DOG PARK. Mr. Murrin commented that we should see if neighborhood problems prevail or if it becomes a cost issue for enforcement for the Edina Police Department. Mr. Murrin commented that he sees our function as a park board to be able to be innovative and at least get things to the table he would hate to see this thing just not be forwarded. THE MOTION FAILED DUE TO A LACK OF A SECOND. Floyd Grabiel MOVED THAT THE PARK BOARD RECOMMEND THAT THE CITY COUNCIL PROCEED WITH FURTHER INVESTIGATING THE FEASIBILITY OF THE DOG PARK AT EITHER THE CREEK VALLEY OR THE BRAEMAR SITE. John Murrin SECONDED THE MOTION. Ms. Sitek indicated that she would like to go back and look at the site that Minneapolis proposed. Mr. Klus noted that he agrees with Ms. Sitek, the best site is the Minneapolis site over by Weber Park. He indicated that we need the City Council to see that the site Minneapolis wants to use is the best area and it's the flattest area of all of the other sites presented tonight. Also, it is currently being used as an unofficial off -leash dog site. In addition, it is also going to get the least amount of friction from the community compared to the other sites mentioned. Mr. White stated that Minneapolis would also pay for the fencing and maintenance as well as putting in a parking lot. Therefore, it wouldn't become an expense to the City of Edina. Mr. Grabiel indicated that he would like to speak in support of his motion. He noted that with the Braemar site and the Creek Valley site there are no neighbors to worry about. He stated that with Van Valkenburg and Walnut Ridge there are neighbors to worry about. Therefore, that is why he likes the Braemar and Creek Valley sites and really likes • Braemar the best. He noted there are a lot of people within the City of Edina who have an interest in having an off -leash dog park. He stated that frankly he doesn't like the idea of the Minneapolis Park Board coming in and putting their park within the City of Edina limits. If we think in Edina we need an off -leash dog park than lets put one in Edina, on Edina park land where we can control what happens. If Minneapolis comes in even with a joint powers agreement we lose control and that is why he favors this and does not favor the Minneapolis site. Mr. Klus commented that he thinks we would have just as much control on the Minneapolis site as we would on our own site. He noted that he felt after everything was debated that we were going to still be able to provide something to the residents of Edina and it was going to be fair and we were going to have control. Also, we were going to say that if it didn't work out we would ask them to move and we wouldn't allow it to go on. Mr. Keprios asked is your motion to further study it to which Mr. Grabiel responded his motion was to recommend to the City Council that we proceed with an off -leash dog park site at either Braemar or Creek Valley, which would be just the pink area shown. Mr. White asked all in favor of Floyd Grabiel's motion to go forward with either the Creels Valley site or the Braemar site. IN FAVOR: Floyd Grabiel, Andy Finsness, Ardis Wexler, John Murrin 3 OPPOSED: Dave Fredlund, George Klus, Karla Sitek, Tom White ABSTAINED: Mike Damman MOTION DID NOT PASS. George Klus MOVED THAT WE ASK THE CITY COUNCIL TO CONSIDER THE OFF -LEASH DOG PARK AT THE PROPOSED MINNEAPOLIS PUBLIC WORKS SITE ALONG FRANCE AVENUE. Mr. Finsness asked if the City Council is aware of the Minneapolis proposed off -leash dog site to which Mr. Keprios replied that he believes that they are familiar with it. Mr. White asked Mr. Klus if his motion then would be to direct Mr. Keprios to contact the Minneapolis Park Board again. Mr. Klus noted that he would say that his motion would say that we recommend to the City Council to consider only the France Avenue site at this time, which we have already evaluated. Mr. Klus restated his motion to RECOMMEND TO THE CITY COUNCIL THAT THE ONLY OFF -LEASH DOG PARK TO BE CONSIDERED AT THIS TIME BE THE FRANCE AVENUE SITE. Karla Sitek SECONDED THE MOTION. Mr. Grabiel asked if the Police Chief's opinion has changed where he doesn't want us to take on Minneapolis problems and be responsible. Mr. White noted that he can't believe his opinion has changed. Mr. Keprios noted that the Police Chief would support the Minneapolis Public Works site only if they meet the demands that have been stipulated. Mr. Klus noted that all we are doing is going back to the City Council to look at that. He noted that he is saying that is the one that we would rather see them look at. All In Favor: George Klus, Karla Sitek, John Murrin, Dave Fredlund, Andy Finsness, Ardis Wexler, Tom White Opposed: Floyd Grabiel Abstain: Mike Damman V. POLICE & FIRE TRAINING FACILITY, BRAEMAR PARK SITE — PARK BOARD CHAIRMAN, MR. TOM WHITE Mr. White explained that there used to be a gun range at Braemar Park by the arena that was torn down about six years ago. Since then it has been proposed to be used for a police/fire training facility for the surrounding municipalities. Mr. White indicated that when you look at all of the other surrounding communities such as Eden Prairie and Eagan they have a lot more open space than Edina. Therefore, he would like to see a • recommendation be made to the City Council that a police/fire training facility be located in another city and that we use that land for Edina residents. Mr. Keprios pointed out that Edina has just been awarded $500,000, after all of these years, to go ahead with the facility. It is now just a matter of getting the final approval of all other municipalities and the Metropolitan Airport Commission. Mr. Murrin asked if the City would be getting a lot of money for having the facility put on Edina property. Mr. Keprios responded that the Edina Police and Fire Departments would save money in the long run because they wouldn't have to travel outside the city limits for their training. Other than that the Park Department would not receive any money from this facility. Mr. Murrin noted that if that's the case he would vote against having the facility. Mr. Grabiel asked if the Park Department would receive any fees generated to which Mr. Keprios replied no. Mr. Keprios indicated that he would like to have had this discussion a long time ago. Mr. White commented that for the record he has been talking about this since he became a Park Board member four years ago. Mr. Keprios indicated that at this point in time he cannot recommend that we not follow through with the training facility at this site. John Murrin MOVED TO RECOMMEND TO THE CITY COUNCIL THAT WE ADAMANTLY DECLINE THE OPPORTUNITY TO HAVE A POLICE/FIRE TRAINING FACILITY AT BRAEMAR AND THAT IT BE MOVED TO A DIFFERENT MUNICIPALITY THAT HAS MORE OPEN SPACE. Floyd Grabiel SECONDED THE MOTION. Mr. Keprios noted that if this is to go forward as a police and fire training facility then perhaps the recommendation should also state something about it being open and available to the public at certain times. Mr. White stated that he doesn't want a gun range of any type at Braemar. He indicated that if the City Council ends up putting in a training facility at Braemar then Mr. Keprios can make a recommendation to the City Council at that time. MOTION CARRIED UNANIMOUSLY. VI. PRIORITY USE OF EDINA' SCHEDULED OUTDOOR ATHLETIC FACILITIES Mr. Keprios explained that after last month's Park Board meeting he took all of the recommendations and comments and put together a new draft. He noted that the Park Board made some excellent suggestions for changes. He indicated that Mr. MacHolda has sent out this current draft along with a memo to the athletic associations so they can look it over. The memo also invites all youth athletic association presidents to the May Park Board meeting to discuss the proposal, as well as, take advantage of the opportunity to discuss any other current youth athletic program related issues. Mr. White indicated that if anyone has any other suggestions to give Mr. Keprios a call. Mr. Keprios pointed 8 out that the only facilities they are talking about are the scheduled outdoor facilities because there is so much demand for them. Mr. Grabiel indicated that he is still not so sure about priority 47 and he will have to give it some more thought. Mr. White indicated that Mr. Keprios was going to talk to the City Attorney about priority #7. It was asked if that should be taken off completely. Mr. White suggested making it more content neutral to which Mr. Grabiel suggested taking priority #7 out and making priority #8 now priority #7. VII. EDINBOROUGH PARK USE STUDY Mr. Keprios explained that his staff conducted a survey on their own for Edinborough Park customers. The results indicated that the majority of their use is by non-residents. He noted that people are willing to pay a fee to use the park and therefore they are looking at some ideas to capture some revenues. He stated that they are going to need an additional revenue source within the not to distant future to stay financially solvent. He added that they are still not on a break-even basis. The trust fund that keeps bailing them out is going to last several more years, however, when that's gone they will have nothing to fall back on other than the City's general budget. Mr. Klus asked Mr. Keprios what user fees are not being collected right now that he could see collecting in the future. Mr. Keprios replied that the entire great hall and grotto area is free and is heavily used especially during the winter months. He noted that kids come in by the busloads from daycare centers and take over the great hall at no charge. Mr. Keprios pointed out that the little skating rink area is a major operating expense for Edinborough Park. He noted that when it gets to the point where it needs to be redone or upgraded perhaps they will look at putting in a large play structure in place of the indoor ice rink. The currently play structure is way too small for the amount of kids that play on it. The structure does not meet current safety standards and the area is not accessible. This is something that we will probably need to look at in the near future. VIII. OTHER A. Centennial Lakes Skating Rink - Mr. Keprios pointed out that at Centennial Lakes this past winter they had less skaters but made more money. He noted that the increase in fees, skate rentals and sled rentals is probably what lead to the significant change in dollars. Mr. Keprios noted that Centennial Lakes is still the greatest area for outdoor recreational skating in the Twin Cities area if not the whole state. IX. ADJOURNMENT Floyd Grabiel MOVED TO ADJOURN THE MEETING AT 8:50 P.M. John Murrin SECONDED THE MOTION. MEETING ADJOURNED. 9 PRIORITY USE OF EDINA' S SCHEDULED OUTDOOR ATHLETIC FACILITIES AND RECOMMENDED GUIDELINES (rough draft document; updated 5-1-01) PURPOSE AND INTENT The main purpose of this document, which suggests guidelines for priority use of parks and facilities in the City of Edina and guidelines for your association's program offerings, is to provide for health, safety and welfare of the public in a manner that is fair and equitable to all residents. It is the intent of this document to gather input from groups and individuals to assist the Edina Park Board in establishing a policy that grants priority use for exclusive or ongoing use of Edina's municipal park property and encourages youth athletic associations to provide programs in a manner that is in keeping with the Edina Park Board's philosophy. PROPOSED REQUIREMENTS OF ORGANIZATIONS THAT RECEIVE PRIORITY USAGE FOR PROGRAMMED USE OF THE CITY OF EDINA'S SCHEDULED OUTDOOR ATHLETIC FACILITIES: Definition For purposes of this proposal, scheduled outdoor athletic facilities are meant to include the following City -owned scheduled outdoor athletic facilities: • fields • basketball courts • hockey rinks The City reserves the right to determine if an outdoor athletic facility be shall considered "a scheduled facility" or not. In other words, the City may decide that it is in the public's best interest to periodically not schedule specific outdoor athletic fields, basketball courts or hockey rinks. Examples would include the need to rest a field for maintenance or safety purposes, or make specific outdoor athletic facilities available to the public at large due to demand. Outdoor athletic City -owned facilities that are not meant to be included under this proposal are: • golf courses • Edina Aquatic Center • tennis courts • batting cages ORGANIZATIONS WHICH REQUEST SPECIAL PERMITS TO OFFER ONGOING PROGRAMS ON SCHEDULED OUTDOOR ATHLETIC FACILITIES ARE REQUIRED TO COMPLY WITH THE FOLLOWING GUIDELINES: 1. Organizations must be Edina based, non-profit, public service groups. "Edina" is defined as located or based in Edina. "Non-profit" means a not-for-profit organization as defined by State statutes. "Public service group" is defined as a group organized to provide a public service to the entire community, or all individuals in the community within the age group being served. Non-profit status is important because Minnesota State Law 604A.11 grants limited immunity from liability for those associations registered and qualified as a non-profit organization under State statutes (see attached copy). 2. Organizations are to deposit a copy of all bylaws, Article of Incorporation under Minnesota State statutes governing non-profit organizations, and all other documents which govern their operation (i.e. policy statements, grievance procedures, scholarship and grant applications, etc.) at the Edina Park and Recreation Department so that those documents may be available for public review. 3. Organizations are to make all information concerning the governance of their programs available to participants upon request. 4. Meeting of the organization's governing body, except those which deal with personnel issues or litigation, are to be publicized in advance and open to participation to all program participants. 5. The election of the organization's governing body is to be a process which is open to all program participants. 6. Organizations are to be adequately prepared for dealing with participants that have special economic, physical or social needs. 7. Organizations are not to discriminate against program participants or applicants in any manner. 2 REQUIREMENTS OF TEAMS NOT AFFILIATED WITH AN EDINA NON-PROFIT ORGANIZATION REQUESTING RESERVATION OF A SCHEDULED OUTDOOR ATHLETIC FACILITY: 1. Team must be composed of a minimum of 50% Edina residents. 2. Facility reservations will be limited to their home games only, or their team practices with a maximum of one time per week. 3. Fees will be established by the Park Board and City Council. 4. Park Facility Use Permit required. REQUIREMENTS OF GROUPS FOR SINGLE USE REQUESTS OF A SCHEDULED OUTDOOR ATHLETIC FACILITY: (i.e., Edina Cub Scout and Girl Scout Groups, Edina Church Groups, Edina Neighborhood Groups, Edina Businesses) 1. Fifty percent (50%) of the participants must either live or work full time in Edina. 2. Fees will be established by the Park Board and City Council. 3. Park Facility Use Permit required. PRIORITIES: •Organizations that meet the above stated guidelines that are requesting special permits for single use or to offer ongoing programs on a City -owned scheduled outdoor athletic facility will be granted the opportunity based on the following use schedule, and within the adopted standards for number of uses per team. PRIORITY #1: City Programs (Examples: City offered adult programs, summer playground programs, basketball programs and special events open to the entire community.) PRIORITY #2: Youth teams (18 and under) that are members of non-profit organizations that have the following guaranteed in their bylaws: 1. 90% Edina residents. Edina youth residents are defined as individuals 18 years old and under who live in Edina or who go to school in Edina. 3. Association or Club is a non-profit organization as defined by State statute. 4. The Association or Club must file a financial statement with the City each year that will be made public upon request. This statement must indicate revenue, expenditures and fiend balances. 3 5. Association is open to all Edina residents and must offer equal opportunities for participation. 6. All board meetings are open to the public (with the exception of personal issues and litigation). 7. The organization must have an open process for parents to discuss concerns or recommend changes to the organization. 8. Teams are playing during the designated "primary season." PRIORITY #3: Edina School District Programs (Examples: curriculum programs, interscholastic team practices, games, tournaments, etc.) PRIORITY #4: Non-profit adult teams or organizations that have 25% or more Edina residents during the designated primary season. Edina adult "residents" must either live or work full- time in Edina. PRIORITY #5: Edina non-profit public service groups who use the facilities to raise money for the benefit of the entire community. PRIORITY #6: Businesses and neighborhood groups located in Edina during the designated primary season. PRIORITY #7: Non-profit youth teams or organizations that have 60% or more Edina residents during the designated primary season. PRIORITY #8: Priority #2 teams during a secondary season. PRIORITY #9: All other Edina teams on a first come, first served basis after higher priority teams have had an opportunity to schedule each season. All teams must be composed of at least 50% Edina residents and requests must be made by an Edina resident. Edina adult "residents" must either live or work full-time in Edina. 4 PREEMPTION CLAUSE It is the intent of this proposal to avoid preemption of scheduled events once an outdoor athletic facility has been reserved and all requirements are met. However, the City reserves the right to preempt a scheduled event on a scheduled outdoor athletic field when in the City's judgement the preemption is in the community's best interests. ADMINISTRATIVE PROCEDURES 1. Fees for use of scheduled outdoor athletic facilities will be subject to change each year at the discretion of the Edina City Council. 2. The City will establish dates each year by which teams must commit requests for field reservation use in order to utilize their priority status. After that date, fields, or facilities will be reserved on a first come, first served basis. 3. If teams or organizations are at the same priority level, then the team or organization that serves the highest number of Edina residents will receive the higher priority status in terms of field, rink and court reservations. 5. The number of major tournaments or special events allowed by each youth association will be determined by staff on an annual basis. 6. Any organization which fails to provide for and follow the guidelines set forth above, or provides false information on a permit application, is subject to revocation of its permit at the discretion of the Director of the Edina Park and Recreation Department. 7. No organization will be allowed to sublease the City's scheduled outdoor athletic facilities without City approval. RECOMMENDED GUIDELINES For all organized youth athletic associations in Edina, the following guidelines are strongly encouraged but not mandated by the Edina Park Board and City Council: 1. That all boys and girls receive an equal opportunity to participate in any activity at whatever ability level they may play. 2. Have fun. 3. Build good sportsmanship and character. 4. Learn basic fundamentals of the sport they participate in. 5. Be a good team member. 6. Learn to accept discipline. 7. Have a reasonable amount of practices and games. 8. The Edina Park and Recreation Department staff should encourage the use of volunteers on the Board of Directors, as well as, in the coaching, because we believe in the philosophy of citizen involvement. 9. Selection of members to serve on the Board of Directors and as coaches should be based on the prospective member having the understanding of the basic program for all ability levels and all ages. EDINA PARK BOARD STATEMENT OF PHILOSOPHY AND RECOMMENDATIONS REGARDING USE OF ETHNIC, RELIGIOUS, OR RACIAL NAMES OR SYMBOLS: The Edina Park Board recognizes and celebrates the diversity of our community. In doing so, the Edina Park Board encourages all youth athletic associations to respect our community's ethnic, religious and racial diversity by honoring the following guideline: "That no program, event or activity offered by an Edina youth athletic association will use any ethnic, religious or racial names or symbols which may, in the opinion of those groups, create or perpetuate stereotypes which distort or degrade such groups. Programs whose express purpose is to explore and celebrate the positive special contribution of such groups should be considered acceptable and honorable." EDINA PARK BOARD STATEMENT OF PHILOSOPHY AND RECOMMENDATIONS REGARDING DRUGS, ALCOHOL AND TOBACCO It is the belief of the Edina Park Board that the role modeling of parents, guardians, teachers and coaches has a significant influence on youth attitudes toward the use of alcohol, tobacco and drugs. It is the Edina Park Board's philosophy to encourage parents and coaches to do their best to always display positive and healthy role modeling behaviors while interacting with youth.. Therefore, the Edina Park Board strongly encourages each Edina youth athletic association to take the following actions: 1. Establish a drug, tobacco and alcohol policy that reflects a zero tolerance approach to illicit drugs, tobacco and alcohol use by its youth participants. 2. Require that parents (and coaches) sign a statement that acknowledges that they have read and understand the association's current drug, tobacco and alcohol policy. 0 0 3. Include in the association drug, tobacco and alcohol policy the following statement that: • Coaches and parents are strongly encouraged to not consume alcohol or tobacco while interacting with youth while on traveling team trips (examples include while traveling together on a bus, socializing in a hospitality room, etc.) • For those adults who insist on bringing alcohol and/or tobacco on team trips, it is strongly encouraged to make every attempt to keep the alcohol and/or tobacco out of reach and out of sight of the youth at all times. Action number three (0) is not to be considered as an enforceable policy, but rather, a strongly encouraged positive role model behavior. The Edina Park Board strongly encourages each youth athletic association to take this very seriously and do their part to help develop positive and healthy attitudes in our youth with regards to drugs, tobacco and alcohol. Your youth athletic programs provide important assets in youth's lives, which result in reductions in at -risk behaviors. The Edina Park Board applauds and appreciates your efforts to build these positive assets that develop healthy kids and a healthy community. 7 CITY OF EDINA PARK AND RECREATION DEPARTMENT MEMORANDUM DATE: April 6, 2001 TO: Athletic Association Presidents FROM: Ed MaeHolda, Assistant Director SUBJECT: Proposed Facilities Use Guidelines As our department gets more and more facility requests each year we thought it would be a good idea to revisit our relationship not only with the recognized athletic associations but also how we allocate facilities. Attached you will find a proposed facilities use guideline which will be discussed with the Edina Park Board Tuesday, April 10, 2001, at which time they will be asked to give their input regarding any additions or deletions. My hope is that you can take these proposed facility use guidelines back to your respective athletic associations for your own review. Once reviewed, we would like to ask either you or a representative from your athletic association to attend the Tuesday, May 8, 2001 Park Board meeting at Edina City Hall Council Chambers to jointly discuss the proposed facility use guideline. We look forward to seeing you Tuesday, May 8".