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HomeMy WebLinkAbout1987-02-17 Park Board PacketEDINA PARK BOARD 7:30 p.m. February 17, 1987 Edina City Hall AGENDA 1. Approval of Minutes of January 13, 1987, Meeting II. Election of Park Board Chairperson and Vice Chairperson III. Arneson Acre Park Review of Master Plan IV. Historical Museum Agreement and Master Plan V. Braemar Sports Complex Presentation VI. Athletic Associations VII. YMCA VIII. Park Board Centennial Month (February) CITY OF EDINA PARK AND RECREATION DEPARTMENT MEETING NOTES ARNESON ACRES PARK MONDAY, DECEMBER 22, 1986 10:00 AM PRESENT: Bob Kojetin, Representatives from the Edina Garden Council; Bev Harris, Phyllis Kenaston and Representatives from Edina Historical Society; Foster Dunwiddie and Jim Fenlason. Mr. Kojetin stated that he had been working on drawing up a procedure agreement regarding how the Arneson Acre Park operation would work cohesively with the two organizations. With both groups using the facility, they must work together to make it a compatible situation. Bob Kojetin requested that the Historical Society give an overall view of how they see the Society using Arneson Park. Mr. Fenlason stated that day to day the Society would use the facility for research of the archives and smaller projects. They foresee hiring a curator approximately 2-3 days a week for about six hours, possibly Tuesday, Thursday and Sunday. In the future they would like to create a museum so that people could look at the information and the artifacts that have been collected and put in the care of the Historical Society. Meetings would be held with approximately ten people in attendance. The museum would be open for two public events per year and also open to the public. Also once a year a lecture would be held with attendance being approximately 20-50 people. Foster Dunwiddie stated that the Edina School's 5th grade classes study Edina history and he sees students researching at Arneson Acres Park. Also people researching family origins will use the facilities. Storage facilities for the Historical Society are needed as the Society collects and stores priceless historical papers and artifacts and would need a secure storage area. This area would have to be secure from any type of vandalism and fire. Mr. Dunwiddie stated that the public would have to have limited access to the historical papers and that possibly a card file would need to be used in the library with the curator retrieving all material requested and also people would have to sign in before they use any materials. Bob Kojetin asked if it was possible Mrs. Moynihan would bring over the school children from Cahill School. Foster Dunwiddie stated he did not see it at this time but does see a separate program with children coming to do research or see a slide presentation on Edina history. There is also a possibility of a rotating displays that would be changed every three months which would include for example a clothing collection, Christmas display and a school display. Mr. Dunwiddie reviewed the preliminary plans for the building at Arneson Acres. He stated that he sees the project in two phases with the first phase being with upstairs level and downstairs level as being two separate facilities. The upstairs level is planned for the Historical Society's archives and also smaller groups could meet up there. The lower level will house the Garden Council and will include a large meeting area. The Council room could be divided into two separate areas with a separate entrance. Phase two would be an addition of a connecting reception area with public bathrooms housed. This connecting link could be used by both Historical Society and Garden Council with each area able to be locked for security purposes. Mr. Dunwiddie stated that control is important and the reception area could be jointly used for this purpose. It is important for the Historical Society's curator to have a place where the work can be left undisturbed since there are so many processes before some of the work is completed. Bob Kojetin asked if the upstairs library could be jointly used by both Historical Society and Garden Council. Foster stated that it could because the areas of storage could be locked separately. Discussion was held on the possibility of jointly using the kitchen area. Foster Dunwiddie stated that it could with some minor alteration in the plans. The Garden Council representatives; however, felt that a small kitchenette should be installed on the lower level since it was inconvenient to make coffee and move it to the lower level. Mr. Dunwiddie stated that there was a smaller room on the lower level that could house a small kitchen which would include counter space with plugs, running water, microwave oven and a small refrigerator. A coat room and a storage room must be considered in the building. Bob Kojetin stated that a number of chairs and tables would be stored in the building. Garden Club representatives would be able to use the lower level space for garden shows and other smaller groups would use this space for mini shows so that this facility could become a source of revenue. Bob Kojetin asked if the Club anticipated someone possibly having for example, a three day workshop on how to arrange flowers. Mrs. Kenaston stated that it is a possibility since it is now being done at other facilities. After reviewing the plans for the lower level, representatives from tha Garden Council approved the wall of windows but did say that some type of darkening must be possible for slide shows, etc. Bob Kojetin stated that he has had two meetings with the landscape architect and the glass wall proposed in the plans will be a focal point in the landscaping. Discussion was held on the possibility that the end wall with windows could be made into a wall and the door moved around the corner. Phyllis Kenaston stated that the door must be close to the sparking area because they carry a lot of materials to the building. Bob Kojetin stated that possibly the end of the room should be made into a coat room. It would take away some of the capacity of the room but then a wall for slide presentation would be available. Discussion was held on the possibility of having the parking closer to the building. Bob Kojetin stated that alternative parking is still being discussed. There will be a turn around with a smaller parking lot closer with approximately 20 spaces available. Another 20 space is also a possibility across from that one too. Bob Kojetin will check into the parking alternatives available closer to the building. Bob Kojetin mentioned that the architect had suggested the possibility of rebuilding the greenhouse totally to house both the Historical Society and the Garden Club and use the present house for the maintenance building. The group concurred that it was not a viable solution. Bob Kojetin requested if both groups thought they could work with each other's programs. Historical Society representatives did not see any problem; however, they stated that the scheduling would be extremely important. The Garden Council representatives agreed with one added stipulation that when the addition was completed and there was a connecting link to both sections, that a written agreement between the two groups be approved by both organizations and city officials that the Garden Council have access to the upstairs. This was agreed by all. Discussion was held on the possibility of leaving the present stairs in at this time so =hat it was still possible to get from level to level of the house. Foster Dunwiddie stated that the stairs were taken out to acquire the space needed on the lower level. He stated that his drawings were all preliminary ones and will redo the drawings with the previous suggestions. Mr. Dunwiddie does not see a problem in having coffee and cookies for meetings; however, he would not like to see any other food being served as it attracts rodents and rodents eat paper. There would not be a problem if the food were catered in as the food would be fixed off site. Therefore, a discussion was held if the full kitchen upstairs was iecessary. All felt that possibly a small kitchenette as proposed for the lower level would be sufficient for the upper level using the additional space for either a larger library or keeping the kitchen the same size and using it as a lunchroom facility. After reviewing the plans, discussion was held on the location of the handicap bathrooms. Mr. Kojetin stated that federal money was available for building the bathrooms. Mr. Dunwiddie stated that there was one bathroom upstairs that would be coded handicap but that the two main handicap bathrooms would be located in the lower level in the reception area. Mr. Dunwiddie expressed concern regarding the smoking that could damage the historical papers as they are so fragile. Bob Kojetin stated that the City Council recently made a decision to ban smoking in all public building to be effective within the next six months. Discussion was held on the heating and cooling systems of the building. Mr. Dunwiddie stated that there would be new heating and cooling systems installed to meet public building code. Also, because of the sensitivity of the papers and artifacts to be stored in the building, a new humidifying system will be installed. Temporary heat ducts will have to be installed in the lower level to bring in the necessary heat. Mr. Dunwiddie stated that possibly two units might need to be installed. Mr. Kojetin asked the representatives how they see financing the operation of the building. After a brief discussion representatives from both groups felt that the utilities would be shared based on square foot usage. The outside maintenance would be taken care of by the City. It was thought that when renting the facility, if the rental was connected in some way to either of the two groups, it would be retained by that group for operational costs. However, if it was rented to an outside group, the rental fee would be returned to the City's general fund for maintenance. Discussion was held regarding the process of scheduling the building. Mr. Dunwiddie thought it was possible to be done through the Park and Recreation Department; however, Mr. Kojetin thought that possibly the curator hired could schedule the building and that when he was not there a recording on the phone could stated that times and days he would be there to assist the caller in scheduling. Ms. Kenaston believed a definite policy must be determined so that all know procedure. Mr. Kojetin stated that much of this meeting is preliminary and will be worked out fully at a later time. He also stated that a policy has been approved regarding scheduling to other groups at the Golf Course. This policy has been approved by the City Council and he will send copies of this policy to studied further by both the Garden Council and Historical Society. It was felt by both groups that if either of their groups needed the building whether it be the upper or lower level of the building that no fee would be charged. During the first phase when the building would be basically two separate facilities, it was thought that there could be a common key available. Ms. Harris stated that she felt that separate keys should be available. She did not want the responsibility of having a key for the upper level at this time. She stated that since communication with each other's group was necessary for scheduling the meeting rooms, that the key could be available at that time. Discussion was held on the security systems to be used at the building. Mr. Kojetin stated that at the other facilities the alarm would be turned off by a key. If the security system is activated, the notice goes directly to the police department. They, in turn, check out the facility and if no one is in the building, they then call the manager of the facility first and if they cannot contact that person, Bob Kojetin is called. It was thought that if this system is used at Arneson Acres Park, the Curator could be contacted first then possibly someone from the Historical Society next. Mr. Dunwiddie felt that smoke alarms must be installed also with direct notice going to the fire department. Wiscussion was held on the organization system of both groups. Each will send a list of their Board of Directors and Mission Statement to the other group. Mr. Kojetin reviewed the chain of command for the two groups. The Historical Society and Garden Council are advisory groups that may recommend to the Park Board, they in turn send their recommendation to City Council who then decide on this recommendation and the City Manager directs the department head to carry out their decision. Discussion was also held in regards to the membership of the two groups. Historical Society has members that pay their dues but are not active members. This is done for support and to receive their newsletters. Mr. Fenlason will send a breakdown of memberships available to the Garden Council to look into. Their membership is all a working membership and all members are active. Mr. Kojetin stated that the next meeting with the landscape architect is scheduled for January 7, 1987 and asked if the representatives from the two groups could attend that meeting to review the master plan. Mr. Kojetin stated that the architect had looked at the pillars that had been saved from Wooddale School to see of they possibly could be used in the landscape architect's plans. A brief discussion was held on other possibilities in using these pillars and Mr. Dunwiddie will look at them again. Mr. Kojetin stated that a decision must be made soon because the pillars must be moved by March 1987 and they should only be moved once because of breakage. If the pillars are to be used in the landscaping, a decision should be made soon by the two groups. It was felt that this could be further discussed with the landscape architect at the January 7th meeting. The next meeting scheduled is for January 7, 1987 at 10:00 am at the Edina City Hall. ARNESON ACRE MEETING BETWEEN GARDEN COUNCIL AND HISTORICAL SOCIETY February 11, 1987 Present: Bob Kojetin, Bev Harris, Phyllis Kenaston, Foster Dunwiddie Each president has a key, the curator has a key, and City Hall has a key to each level. Smoke detectors installed in lower level. Phase II addition toward end of winter. Start date depending on funds and availability. Move into house this summer. Historical Society wants to be in building as soon as possible. Sometime this spring, depending on money, hope to do first phase work on building. First phase consists of: 1. Removing of stairway 2. Concrete wall for garage 3. Efficiency kitchen counter 4. Storage near furnace room 5. Carpeting of Terrace Room Upstairs: 1. Re -do walls in dining room area 2. Remove closet 3. Re -carpet floor in dining room area By working with our own crews, the approximate cost will be $30,000. Greenhouse/Maintenance Garage: 1. Pour new concrete floor in garage. 2. Knock out walls in greenhouse. 3. Add new overhead door to hold city lawnmowers. 4. New furnace installed in ceilings. 5. Take out two back walls to enlarge room. 6. Plasticize garage door in winter time. 7. Build root cellar for bulbs. All with an approximate cost of $10,000. Agreement: 1. The upstairs level will be used by the Historical Society and the lower level (terrace level) will be used by the Garden Council during Phase 1. a. Square foot cost would be allocated at each area for utility and operating fees. 3. Cleaning: Each group takes care of its own cleaning. 4. Garden Council Terrace Level: If it is rented out by the Garden Council for their activity, it would be free of charge to the Garden Council. Same for the Historical Society, although their level would not be rented out a lot. If the facility is rented out to a private organization, i.e. Control Data, the City would retain money. The City maintains cleanliness. If the Terrace Room is rented out to some private non Garden Council/Historical Society activity, the rental fee would be assessed for clean-up and the City would retain the funds for rental. All reservations of outside groups will be made in the Park and Recreation office. Utilities: $100/month Heat $40-$50/month Electrical Total cost:less than $2000/year There will be a pro -rated fee when rented out to private groups that would cover a portion of outside costs. The Garden Council will schedule its own groups, meetings, etc. The Park and Recreation office will schedule all outside groups after being approved by the Garden Council. The various Garden Clubs would be using space during the "off" times. A master calander would be submitted to Park and Recreation Department of Garden Council's usage. .MAINTENANCE OF GROUNDS Park and Recreation Department will maintain all outside grounds including grass mowing and snow removal as at other park facilities. The Park and Recreation Department cannot shovel if it snows at 6 pm and there is a meeting at 7 pm. Park and Recreation Department cannot shovel on Saturdays. The Historical Society will use the Terrace Room for large meetings two to three times a year. Procedure for the next month: Park Board meeting - presented the project on Tuesday, February 17. Council meeting - project will be submitted Monday, March 2, for approval and recommendations. At some point in time within the next few weeks, a Conditinonal Use Permit will have to be applied for from the Planning Commission where a hearing will be held for notifying the neighbors that some other activity will be held at that location. RECONSTRUCTION AND UPGRADING OF ARNESON ACRE HOUSE PHASE I 1. Remove stairway to downstairs terrace room 2. Install whole new concrete floor to match existing floor in amusement room 3. Install new ceiling and insulation in garage area to match existing ceiling in amusement room 4. Remove garage doors and install new wall and doorway 5. Install an efficiency kitchen including refrigerator, counter, sink, and stove with microwave oven in furnace room area 6. Install a new partial wall at the end of the bathroom area for new storage area 7. Install new carpeting in total terrace room 8. Install new windows on the whole west wall of the terrace room and blinds over windows UPPER LEVEL 1. Remove stairwell area 2. Reconstruct wall and ceiling area of stairwell 3. Install door between living room and dining room area making whole dining room area a secured office area 4. Carpet whole dining room area 5. Paint walls and ceiling in remodeled area --$30,000 estimate cost for Phase I reconstruction using some City crews-- CITY OF EDINA PARK AND RECREATION DEPARTMENT AGREEMENT FOR EDINA GARDEN COUNCIL/EDINA HISTORICAL SOCIETY PHASE I - The main area of the Arneson Acre home would be under the jurisdiction of the Edina Historical Society. The terrace level would be under the jurisdiction of the Edina Garden Council. Each area would have its own separate key. Each area can be used by any other group with notification if the area is available. The terrace area would be available for rental to outside parties by the City of Edina. Each party will be able to schedule its own area to associated groups of their organization, such as for workshops and special functions. FEES - Each party will establish its own user fee schedule for use of its area by their associated groups or functions and will be able to retain all fees collected. The City of Edina retains the right to rent the facilities when not in use. BUILDING OPERATIONS - All utilities of the main area and terrace levels will be charged to the Edina Garden Council/Edina Historical Society on a square foot usage basis. The City will participate in the utilities cost when the City rents the facility. The exterior of the building and the grounds will be maintained by the City of Edina. The cost of cleaning and upkeep of the interior of the facility will be equally shared by the three parties: Edina Garden Council, Edina Historical Society, and the City of Edina. However, day to day pick up will be the responsibility of each group. Snow removal will be handled by City crews. However, it is generally the policy of the City that crews will not be dispatched for special use of the facility during evenings or weekends. Any snow removal during these times must be handled by the group using the facility. PHASE II - When the Phase II addition is complete, the living room/library, of the upper level will be a joint -use facility of both Edina Garden Council and Edina Historical Society. SCHEDULING 1. The building will be scheduled with a master calendar in the Park and Recreation Department of the City of Edina. The Garden Council and the Historical Society will present to the City their master year's scheduling of the facility at the beginning of each year. 2. Each individual organization in turn will respectively schedule other types of activities that they will be using in the Edina Park and Recreation Department. It will be the responsibility of each organization to maintain and update their schedule, so if an outside organization would like to rent the facility the City would know what dates and times would be available for outside rental. PRESIDENT EDINA GARDEN COUNCIL CITY OF EDINA PRESIDENT EDINA HISTORICAL SOCIETY MAYOR FEBRUARY Centennial Park Board Month January 23, 1987 meeting with Bob Kojetin, Joan Lonsbury, and Sherwin Plummer. TOPIC: Planning activities and persons in charge for February 88 Centennial Celebration. ACTIVITIES PLANNED FOR SATURDAY, FEBRUARY 13, 1988 1. Ice Castle on the lakeshore Bob Kojetin, Sherwin Plummer, Bill Bryan Foster Dunwiddie 2. Snow and Ice Sculptures Jean Rydell, contact Bill Cole judging Friday, February 12 sculptures on display along walkways use colored ribbons attached to winning sculptures 3. Novice Speed Skating & 10K Skate Mac Thayer, Marilyn Wooldridge, Bill Farell try to locate Nagengast family for speedskating sweatshirt and caps for prizes 4. Bandy Game - morning Don Wineburg, John Keprios 5. Sleigh Rides Ed MacHolda contract a person with sleigh & horses planned for the evening minimal charge/books of tickets? 5. Bonfire Bob Kojetin, Sherwin Plummer check with fire department on bonfire planned for Saturday night 7. Overnight Winter Camping Ardythe Buerosse q campers can pitch tents anywhere in the park possibly supply campers with "tip sheet" at registration 8. Family Skating 9. Christmas Trees ACTIVITIES PLANNED FOR SUNDAY, FEBRUARY 14, 1988. 1. Alumni Hockey Game - Braemar Jim Fee, Larry Thayer 2. Figure Skating Exhibition UMO y between periods of alumni hockey game 3. Sleigh Rides Ed MacHolda 4. Medalion Hunt in the Park Andy Montgomery $100 cash prize ACTIVITIES PLANNED FOR SUNDAY, FEBRUARY 21, 1988 AT EDINBOROUGH. 1. Square Dancing - afternoon Joan Lonsbury Bridge Date? Bob & Arlene Jacobson 2. Quilt & Fiber Display - Pat Greer Eva Bryan Chess Date? 3. Skating Exhibit 5GlL�tt,�t/ �v contact: Mary Lou G. MEETING SCHEDULED TUESDAY, APRIL 7, 1987, 7:00 pm, EDINA CITY HALL i��l.. �A�r1i lVi1 CLLJ 11JJ�.i .)�'i�ll JURV� I j�.(. Edina Park and Recreation Department f nt's Name: Auuress: Child's Name: Male Female Age Birthdate Child's Disabiiity What mobility assistive devices does your child use, if any? Please check no more than 3 classes which your child would enjoy. Decide if your child would benefit most from attending the classes in a mainstream setting, with or without an aide, or, from attending the classes in a segregated setting with only handicapped children and a smaller student-teacher/aide ratio. Proposed Proqram Classes Dance and Movement Exploration Mime Yoga Martial Arts Child Aerobics/Jazzercise Dramatics Skating Instruction Swimming Instruction Team Sports T -Ball Softball Soccer Basketball Bowling Fun with Kites Field Trips Saturday Club Activities that involve group play Skiing Cross-country Downhill Summer and/or;;j Winter Day Camp 0 Other Please list your suggestions) %frV_cir,4. ' l Would you be interested in car pooling? \;rs l What is the best day of the week for classes for your child? Priotorize - 1 being the best. Mon. Tues. Wed. Thurs. Fri. Sat. Mainstream Mainstream Segregated with What is the best time: 4:00 p.m. 6:30 p.m. 10:00 a.m. (Sat. only) Would you be interested in serving on the Park and Recreation Committee for Future Adapted Recreation opportunities for your family? Yes f!II - -No -t` tl Would you be interested in assisting with telephoning when assistance with scheduling is needed? 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