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HomeMy WebLinkAbout1995-03-14 Park Board PacketEDINA PARK BOARD 7:30 p.m. Manager's Conference Room March 14, 1995 A G E N D A City of Edina 1. Welcome new Park Board members; Mr. Frank Bennett, School Board Representative, and Mr. Michael Burley. 2. Election of Officers. 3. Approval of the February 14, 1995, Park Board meeting minutes. 4. Girls Hockey Program recommendation - Rick Young, Edina resident. 5. Capital Plan Process. 6. 1995 Capital Plan. k 7. Lake Cornelia Park Playground Equipment Plan. 8. Articles of Organization and Function of Edina Park Board. 9. Other These are agenda items that require or request Park Board action. it City Hall (612) 927-8861 4801 WEST 50TH STREET FAX (612) 927-7645 EDINA, MINNESOTA 55424-1394 TDD (612) 927-5461 CITY OF EDINA PARK AND RECREATION DEPARTMENT MEMORANDUM DATE: March 8, 1995 TO: All Park Board Members FROM: John Keprios, Directo U SUBJECT: Staff report for upcoming Park Board meeting Enclosed you should find the following items: 1. March 14, 1995, Park Board Agenda. 2. Minutes from February 14, 1995, Park Board meeting. 3. Letter of proposal from "The Edina Girls Hockey Parents." 4. Staff recommended 1995 capital plan. 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 in case last minute items come up between now and the Park Board meeting, plus, cover any other concerns of Park Board members and/or attendees. GIRLS HOCKEY PROGRAM RECOMMENDATION - RICK YOUNG, EDINA RESIDENT Mr. Rick Young recently contacted the Edina Park and Recreation Department to request consideration for reducing the ice rental fee at Braemar Arena for the future Edina Girls Varsity Hockey Team. When Mr. Young called me, I asked him to please submit his proposal in writing and present his request to the Edina Park Board at the March 14, 1995, Edina Park Board meeting. Mr. Young's proposal is enclosed for your review. As you will notice in the letter to the Park Board from "The Edina Girls Hockey Parents," the request is for the Park Board to consider reducing the hourly ice rental "to $50.00 or actual cost to the City - whichever is lower." The fact is that $50/hour is less than the City's cost per hour to provide indoor ice. Even at $100/hour, Braemar still must rely on profits from the Edina Golf Dome to cover the costs of operation and capital. Therefore, "The Edina Girls Hockey Parents" are requesting ice rental to be $50.00 per hour for the Edina Girls Varsity Hockey Team for the 1995-96 season. At the time of this staff report, the Edina School Board has not yet approved the establishment of a Girls Varsity Hockey Team for the 1995-96 season. Braemar Arena currently charges $100/hour for ice rental. The only reduced ice rental fee offering is for the early morning ice rentals, which is $75/hour for every hour prior to 8:00 a.m. Every group and/or individual is charged the same fee. There are currently no -2 - other reduced fees for any group or individual. In other words, all groups and/or individuals are charged the same rates, which includes the Edina Hockey Association, Edina Figure Skating Club, the Edina High School, private rentals, etc. For background information, the Edina High School Varsity and Jr. Varsity Hockey Teams collectively rent approximately 150 hours from Braemar Arena per year. Neither team currently uses any early morning ice hours at Braemar Arena. Therefore, their annual ice rental fee is approximately $15,000 (approximately $7,500 per team). It is staff's recommendation that all groups and individuals pay the same hourly ice rental at Braemar Arena as is already determined by the Edina City Council. Therefore, the future Edina Girls Hockey Varsity Team would pay $100/hour for ice time after 8:00 a.m. and $75/hour for any early morning ice purchased prior to 8:00 a.m. Edina Park Board action is requested on this issue. CAPITAL PLAN PROCESS Before discussing the likes and dislikes of the suggested 1995 Capital Plan, staff recommends that the Edina Park Board first discuss the process of establishing and approving a capital plan. It is staff's recommendation that the Edina Park Board should be actively involved in approving a capital plan. The Edina City Council must approve each and every capital expenditure, however, it is staff's opinion that the Edina Park Board be actively involved in recommending an annual capital plan. As you will notice, the park system needs far outweigh the current availability of capital resources. Therefore, prioritizing the use of our limited capital resources becomes a very important issue. It is staff's opinion that the Edina Park Board take an active role in this process. Therefore, staff recommends that the Edina Park Board consider adopting one of the following two options: 1. Approve by simple majority a recommended capital plan. 2. Give staff input and recommendations regarding the capital plan (no votes required). Staff's opinion is that the Edina Park Board's input is extremely valuable and the Park Board's majority support (which provides direction) would be greatly appreciated by the staff and community. Edina Park Board action is requested on this matter. 1995 CAPITAL PLAN Enclosed please find a copy of the staff's recommended capital expenditure plan for 1995. As you will notice, the City Council has approved the 1995 capital plan to be $200,000. In addition, the Professional Services portion of the "Paths and Hard Surfaces" section of the 1995 operating budget is $46,000. This professional services fund is designated to pay for repair and replacement of paths, hard surfaces (basketball courts), playground equipment, benches, bleachers and other park amenities. These repair items are very similar to the current use of the capital funds (repairing existing infrastructure), which is why the fund has been included in the staff's proposed 1995 Capital Plan. -3 - Staff will give a verbal presentation of the proposed 1995 Capital Plan at the Park Board meeting, however, the following is a brief summary of the plan: Committed Funds These are funds that have been previously committed for past renovations to the Art Center and Braemar Arena. Tennis Court Repairs The six sets of tennis courts being recommended for repair are, in staff's opinion (which is based on a professional consultant's opinion), most in need of repair. Pamela Park Hockey Rink This hockey rink is scheduled for and is in tremendous need of replacement. The $15,000 expenditure covers the cost of lumber, custom formed steel, nuts, bolts, nails, concrete, (Park Maintenance staff build the rink) and purchase and installation of the fencing. Repair Warming House Roofs Countryside Park and Strachauer Park warming roofs need repair in 1995. Weber Park warming house roof also needs total replacement in 1995, which is estimated at $25,000 to $30,000. However, it is staff's recommendation that the Park Board consider demolition and replacement of the Weber Park warming house in 1996. In staff's opinion, the Weber Park warming house (the old Morningside Community Building) requires too many expensive repairs than is worthy of the building with its current design and lack of function. The building's restrooms do not have external access (can only access the restrooms from inside the building. All the windows need replacement and the kitchen should be removed. Removal of Braemar Tennis Courts and Site Restoration The removal of these courts has already been decided by the City Council. The $5,000 would cover the cost of removal and proper disposal of the asphalt, concrete and fencing, as well as, restoration of the site (sodding). Bredesen Park Pathway Repair The entire pathway system is in need of repair. These paths get a tremendous amount of daily use on a year-round basis. Edina's street crew staff will be able to overlay the asphalt with new asphalt at less cost than a private contractor. Normandale Park Ball Field Irrigation Irrigation is critical to the success of healthy turf, especially in the absence of herbicide use. This ball field is being re -seeded in April/May, 1995, due to the Engineering Department's 1994 water retention project, which lowered the field approximately three feet. Installation of an irrigation will assure a playable field for 1995 and will greatly improve the chances of healthy and safe chemical -free turf for years to come. Repair of Strachauer Park Hard Surface Court Strachauer Park basketball court and hard surface asphalt area is in desperate need of replacement. Other parks also need hard surface area replacements, however, Strachauer serves the east side of Edina, which needs a functional hard surface court. Relocation of Braemar Park Archery Range •Staff has learned that the current location of the archery range does not work well and needs to be relocated. For a minimal cost, there would be many users who would benefit from this service offering. Senior Citizen Center Computer The Senior Citizen Club is willing to match funding ($1,500) to purchase a much needed computer to serve registrations, publicity, correspondence, and a variety of organizational needs. Cornelia School Park Improvements These improvements are part of the continual cooperative park improvement venture between the City of Edina, Edina School District and the dedicated group of Cornelia School volunteers, who are organized and lead by Mr. Mike Julius. The 1995 improvements would include repair of the hard surface area, purchase of new basketball standards with backboards, providing new picnic tables, park benches, trash receptacles and painting of hockey boards and bleachers. Enterprise Facility Improvements The Aquatic Center, Art Center and Braemar Arena do not make enough in operating revenues annually to continually make capital improvements. Therefore, staff proposes that these enterprise facilities be funded through the capital plan on an annual basis to continually make needed repairs or improvements to those facilities. LAKE CORNELIA PARK PLAYGROUND EQUIPMENT PLAN As proposed at the February Park Board meeting, staff recommends that the Edina Park Board take action on this issue. Staff recommends that the Edina Park Board accept the following proposal: 1) Accept the revised playground equipment plan for the Lake Cornelia Park playground site. 2) Approve the funding plan, which accepts funding from the following sources: a) Fund raising by the Edina Federated Womens Club. b) Matching grant funds from Norwest Bank Foundation. c) Park and Recreation Department capital plan. d) Community Development Block Grant funds. 3) Approve staff to apply for Norwest Bank Foundation matching grant funds. Park Board action is requested on this agenda item. ARTICLES OF ORGANIZATION AND FUNCTION OF EDINA PARK BOARD At the February Park Board meeting, it was suggested that the "Bylaws" of the Park Board be changed to have the annual election of officers take place in March, as opposed to February. There is currently nothing in writing that mandates that the election of officers needs to take place in February. In fact, after researching the matter, I found that the only written document that serves as "Bylaws" of the Park Board are the "Articles of Organization and Function of Edina Park Board." These Articles were established in 1958 and clearly need to be updated. -5 - It is staff's recommendation that these Articles of Organization be updated. With Park Board approval, staff will make a written recommendation to the Park Board at the April meeting. Staff is recommending the Park Board's approval by consensus on this matter. of 11 To: Edina Parks and Recreation Board From: The Edina Girls Hockey Parents RE: Consideration of Reduction of Fees for Non -Prime Ice Time Date: March 7, 1995 Monday, March 13th will be a historic day. Dr. Kenneth Dragesth, superintendent of Edina Schools, will recommend for consideration by the School Board the institution of an Edina Girls Varsity Hockey team beginning in the 1995-96 season. We parents are asking that the Edina Parks and Recreation Board demonstrate its support of such an important inclusion in the Edina athletic program by helping to defray the expense of establishing a team by offering to reduce to $50 an hour or actual cost to the City—whichever is lower—for the ice time during the 5:00 a.m. to 7:30 a.m. time period for the first season. This time period is neither prime -time ice nor in demand, but a reduction will be of benefit to both the male and female varsity hockey teams because both teams will be scheduled to use this time period on a rotating basis for their practices. This proposal represents a partnership between the City of Edina and the Edina School District. In the future, both the City and the School will also benefit from the ever-increasing interest—and resultant gate receipts and concession sales—for girls varsity hockey. The support for our girls varsity team now will pay off later in more than just money. It will pay off in pride. This request constitutes an opportunity for the Parks and Recreation Board to show support the first year for the Edina Girls Varsity Hockey team. We understand your concern that this will establish a precedent. However, this request is for ice time not in current use by any group, nor probably will be in the near future. i PROPOSED 1995 CAPITAL PLAN Total 1995 Dollars Budgeted Paths & Hard Surfaces Budget TOTAL FUNDING AVAILABLE $200,000 46,000 $246,000 $246,000 Proposed Capital Expenditures For 1995 (in order of Driorit Committed Funds Art Center building renovation (Year 5 of 5 year committed fund) 10,000 Braemar Arena building renovation (Year 5 of 10 year committed fund) 10,000 TOTAL COMMITTED FUNDS 20,000 20,000 Tennis court repairs: 1) Highlands Park 18,000 2) Utley Park 15,000 3) Todd Park 15,000 4) Walnut Ridge Park 15,000 5) Weber Park 15,000 6) Pamela Park 15,000 Engineering Fees 8,200 TOTAL TENNIS COURT REPAIRS 101,200 101,200 Pamela Park hockey rink 15,000 15,000 Repair warming house roofs: Countryside Park 9,300 Strachauer Park 9,300 Architect/Engineering Fees 3,000 TOTAL ROOF REPAIRS 21,600 21,600 Removal of Braemar tennis courts and site restoration 5,000 5,000 Bredesen Park pathway repair 30,000 30,000 Normandale Park ball field irrigation 7,500 7,500 Repair of Strachauer Park hard surface court 13,200 13,200 Relocation of Braemar Park archery range 1,000 11000 Senior Citizen Center computer 1,500 1,500 Cornelia School Park improvements 15,000 15,000 Enterprise facility improvements: Aquatic Center 5,000 Art Center 5,000 Braemar Arena 5,000 TOTAL ENTERPRISE FACILITY IMPROVEMENTS 15,000 15,000 GRAND TOTAL $246,000 a •INTRODUCTION PARK IMPROVEMENT NEEDS AND DESIRES The City of Edina has one of the finest Park Systems in the world, in which everyone takes great pride. Unfortunately, a good share of the infrastructure is over twenty (20) years old and is in need of repair and/or replacement at this time. In addition, there are a considerable number of new capital improvements that will be needed to meet the needs and desires of the community. If the Edina Park Board and Edina City Council were to consider a general obligation to fund park improvements, there are (in staff's opinion) at least two approaches to determining the entire scope of the project, which are referred to as PLAN "A" and PLAN "B." PLAN "A" The objectives in PLAN "A" would be as follows: 1. Repair and/or replace existing worn infrastructure. 2. Build amenities to make parks more maintenance friendly 3. Build amenities to improve safety. 4. Correct accessibility problems. The total cost to accomplish the objectives in PLAN "A" is approximately $4,314,000. The following budgetary figures are preliminary rough estimates that will require further analysis. The existing worn infrastructure that is,need of repair or replacement is as follows: -Tennis courts -Hard surface courts -Playground equipment -Warming houses (roofs, furnaces etc.) -Safety fencing for 22 ballfields -Park amenities (benches, signs etc.) -Fencing -Paths -Hockey rinks -Lights -Revenue facilities -Accessibility issues (all parks) TOTAL $60,000 53,000 560,000 250,000 16,000 50,000 85,000 130,000 60,000 50,000 1,000,000 2,000,000 $4,314,000 The accessibility issues involve removal of all accessibility barriers in the park system. There will be partial funding available from the County to address the accessibility issues. PLAN "B" The objectives in PLAN "B" would be as follows: 1. Complete phase III of Edina Park System's master plan. 2. Construct new additional park facilities as needed and/or desired by the community. 3. Install more irrigation systems where needed. 4. Replace old and inefficient park facilities that no longer meet the needs and/or expectations of the community. -2 - The total cost to accomplish the objectives in PLAN "B" would be determined by the scope or magnitude of the plan. The following is a partial list of facilities and ideas that could be considered as part of PLAN "B." This list is considered to be only a partial list because there are most certainly many additional needs and desires that will be addressed in the needs assessment process: Edina Aquatic Center improvements New bath house Art Center improvements Braemar Arena Gun Range Park maintenance motorized equipment Girls fast -pitch softball complex Cornelia Park shelter building New park shelter building at Walnut Ridge New park shelter building at Weber Field New park shelter building at Todd Park Shade area oasis for tennis courts Additional batting cages Additional paths and park lighting Regrading of ballfields Free standing Senior Citizen building Park landscaping (to complete phase III) Arneson Acres Park master plan Additional basketball courts In-line skating/skateboard facility 160,000 1,000,000 10,000 326,000 100,000 30,000 60,000 200,000 200,000 250,000 200,000 100,000 20,000 100,000 40,000 1,000,000 1,000,000 100,000 100,000 50,000 TOTAL $5,046,000 There are most definitely some items and issues that are not included in the above list. In addition, there will very likely be several items that should be removed from the list as well. Hopefully, this list will inspire thoughts and ideas for the future of our great park system. ARTICLES OF ORGANIZATION AND FUNCTION OF EDINA PARK BOARD General The following will serve as a guide to all interested persons as the organization and function of the Edina Park Board. It should be understood that this board is to function in a manner that is compatible with Plan B, Council -Manager form of Government, which has been adopted by the City of Edina. Under this plan, overall authority is vested with the Mayor and Trustees forming the Council, while the Manager is charged with the administration of the various branches and functions of the local Government. The Director of Parks and Recreation is responsible to and receives direction from the Manager. It is to be understood that the Board does not have the authority to introduce contracts or expenditures. The Park Board shall function in an advisory capacity to the Council and to the Manager, and shall perform and function more specifically in the manner set forth in the following: Organization Membership - The Board shall consist of seven residents of the City appointed by the Mayor with the consent of the members of the City Council, plus one resident who is also a member of the City Planning Commission and who shall be appointed by the Mayor with the consent of a majority of the members of the City Council, one resident who is also a member of the School Board of Independent School District No. 273 and who shall be appointed by the School with the consent of a majority of the City Council, one member from the ten Athletic Associations who shall be appointed by the Mayor with the consent of the majority of the members of the Council, and one who is also a member of the Edina Art Society appointed by the Mayor with the consent of the majority of the members of the Council. Members of the Board shall be appointed in January of each year, and their terms shall begin on the first day of February in the same year. The seven residents (other than the Planning Commission member, School Board member, Athletic Association member and Art Society member) shall each serve for three years, and the terms of such members shall be staggered so that the terms of three of the seven resident members shall expire each year. The members who are also members of the Planning Commission, School Board, Athletic Associations and Art Society, shall serve for one year each. Every member, before entering upon the discharge of his duties shall take an oath that he will faithfully discharge the duties of his office. Chairman - The Park Board shall annually elect one Board member to serve as Chairman. Secretary - The Director of Parks and Recreation shall serve as Secretary to the Board, and shall furnish such secretarial service as the Board may require. • Records - The Secretary shall produce and retain an official record of Boara Actions, Recommendations and Studies, as well as other records or reference material necessary to the Board's function. Each member shall be provided with an official binder containing sections of data pertaining to organization, operation, projects, programs, properties, finance, history, etc. of the City of Edina Park and Recreation matters. Meetings - Regular meetings of the Board shall occur on the Second Tuesday of each month. These shall be open to Public attendance. Other meetings shall be called as necessary. The secretary shall prepare an agenda for each regular and special session, furnishing a copy of this to each member in advance of the meeting. Relationships The Board shall function generally within the framework of the following: It shall serve in an advisory capacity to the City Council and Manager on Park and Recreation matters. The Board shall maintain an interest and understanding in the City School system and strive for the greatest possible utilization of School - Park property usage and coordinated recreation programs. The Board shall endeavor to secure full and complete understanding of the City's needs and desires for Parks and Recreational facilities and shall be sensitive to the acceptance within the community of the current facilities and programs. Functions The Board should observe and discharge the following specific functions and in addition any further assignments specifically delegated by the Council. In general, it shall be an obligation of thisBoardto convey to the Council, the* -understanding of community sentiment regarding Parks and Recreation and to subad t recommendations f6rfPolicy consideration. Study Inter -and -Intra -community needs and desires. Develop long-range program directed toward fulfilling the communities needs. Maintain interest in the current recreation program. Observe conditions and adequacy of City park properties' Give hearing to groups or individuals upon request. It should be understood that commitments should be made only when specifically authorized or delegated by the Council. Keep informed and consider 411 -financial aspects pertaining to Parks and Recreation. Consider proper names for City Park property. Consider park -Improvements, land acquisition and development, as well as current Eointenance programs.' -The Board shall also advise and assist Arch itecanc�Enginee­r —i ---the preparation of specific plans prior to their presentation to the Council for formal approval. Maintain an advisory interest in the operation and management of the City swimming facility, golf course, arena and pavilion, senior center, art center, gun range, baseball complex, and related programs. Represent the City at community functions where appropriate and approved by the Council. Represent the City with other community, county and state bodies of similar nature.