Loading...
HomeMy WebLinkAbout2003-11-12 Park Board Minutes 1 EDINA PARK BOARD 7:00 P.M. COUNCIL CHAMBERS NOVEMBER 12, 2003 _____________________________ MEMBERS PRESENT: Mike Damman, David Fredlund, Andy Finsness, Ardis Wexler, George Klus, Jeff Johnson, Floyd Grabiel, Linda Presthus, Mike Weiss MEMBERS ABSENT: Karla Sitek, Allyson Grande STAFF PRESENT: John Keprios, Ed MacHolda, Janet Canton, Larry Thayer, Sue Weigle, Tom Shirley, Ann Kattreh, Diana Hedges, Todd Anderson, John Valliere OTHERS PRESENT: Jim Van Valkenburg, Warren Djerf ____________________________ I. APPROVAL OF THE TUESDAY, AUGUST 12, 2003 PARK BOARD MINUTES Linda Presthus MOVED TO APPROVE THE AUGUST 12, 2003 PARK BOARD MINUTES. Jeff Johnson SECONDED THE MOTION. MINUTES APPROVED. II. EDINA SCHOOL DISTRICT REFERENDUM – JEFF JOHNSON Mr. Johnson indicated that since the referendum has passed he would like to set up a meeting to talk about the gymnasiums. Mr. Klus asked when the construction is anticipated to start to which Mr. Johnson replied next spring. However, they are now going to start working on the drawings. Therefore, this would be a good time to get an initial meeting in place with the people who are going to be on the facilities committee, so to speak, and if the city comes forward with some money to build a new gymnasium. Mr. Klus indicated that he would like to see a subcommittee formed to work with Mr. Johnson on this. It was noted that George Klus, Linda Presthus, Andy Finsness and Mike Damman will work on that committee. He stated that they will wait to hear from Mr. Johnson and staff to contact them and will go from there. Mr. Keprios asked Mr. Johnson if they are going to work on projects by priority or are they going to get everything done at once. Mr. Johnson replied that is something they are going to try to figure out in the next two to three weeks. Mr. Keprios commented that Gordon Hughes will be meeting with Ken Dragseth, Superintendent, to see what opportunities there are and suggest what path should be taken. Mr. Keprios stated that he feels that meeting should take place before anything 2 else is done. He noted that he suspects what might happen is the City Council and the School Board might want to first brainstorm some ideas. III. 2004 FEES AND CHARGES Mr. Keprios explained that like all cities they have had a tough budget cycle. He noted that they are trying to hold the line on expenses and trying to make up a little of the differences in their fees but at the same time trying to keep all of their activities and access to facilities as affordable as they can and still make budget. Mr. Keprios commented that there really weren’t any dramatic changes this year. Mr. Keprios indicated that Tom Shirley and Ann Kattreh have done a fabulous job coming up with the concept of “Adventure Peak”. He noted that we have to remember that we have now made the transition from a free facility, that would ultimately leave us bankrupt someday, to a for fee facility. Mr. Keprios stated that Mr. Shirley has informed him that they have had very little difficulty in making the transition. However, a few issues have been raised for those who have multiple guests because it can get to be expensive for larger families. Mr. Keprios stated that at the Aquatic Center they try to encourage people to purchase a season pass because, if people use it on a daily basis, the season pass more than pays for itself. He noted it has been argued that the Aquatic Center is over priced on a daily admission basis, however, that encourages people to purchase the season pass and ensures that we make ends meet financially. Mr. Keprios pointed out that, if anything, our problem at Edinborough Park so far with “Adventure Peak” is that it has become too popular. He noted that he has received complaints that some people think it is undesirable and almost dangerous because there are too many people. He indicated that he just signed a purchase order to put in glass doors so that when they reach capacity they have another means to close it. Mr. Keprios stated that he understands where folks are coming from when they wish they could get in at a reduced rate when they have multiple kids and want to use it for only a short period of time. Mr. Klus asked what is driving the fee increases for the pool, track and rentals at Edinborough Park and Centennial Lakes. He indicated that it looks to him as though you are at a point now where you are going to be better off revenue wise than you have been in years and is curious what the thought process is. Mr. Shirley replied that at Centennial Lakes the building rentals have been very popular and added that Saturday nights are pretty much full, Friday nights are at about 60% and Sundays are at 80%. He indicated that it’s mostly a capacity issue. They are very popular and are due for an increase. In addition they can definitely use the money to help offset expenses. Mr. Shirley explained that they have not had a rate increase with the putting course or paddleboats since they opened in 1997 and feels it is time for an increase. Mr. Shirley noted that at Edinborough they feel the season passes are a little too cheap and have decided to raise those amounts. He stated that even with that they are still having capacity issues. 3 Ms. Wexler indicated that she also is a little surprised at the cost of a daily admission for the play park. She noted that if a grandmother comes in with two grandchildren for a short amount of time it could tend to get very expensive, which she understands, however, maybe there could be some other kind of a break for kids. Ms. Wexler commented that it appears to her that pretty soon it’s going to be the case of those who really can afford it and those who simply cannot. She noted that she’s not sure that is something that she would like to have be thought about of this community. Mr. Grabiel indicated that New Brighton has a similar play structure and asked what they charge to which Mr. Shirley replied they charge $4.50. Mr. Shirley pointed that “Adventure Peak” is by far the best play structure out there and they also happen to charge the lowest price. Ms. Presthus indicated that she has been asked what do parents do when they have to bring a child to swimming lessons at Edinborough and they have to bring another child because they have no other option. What are they supposed to do with their other child because they used to be able to run around the Great Hall area for free. She asked if the option now is to have the kids sit on the stage and watch the other kids play. Mr. Shirley explained that they have had that issue for a while and pointed out that the Great Hall actually used to be a fee-based area during that time for open basketball. Therefore, technically it has not been open for free in the past. Mr. Keprios noted that those children are offered a discount rate of only $2.00 per child to use the Great Hall and Adventure Peak while their family member is taking swimming lessons. Mr. Shirley indicated that what he has heard is that the majority of those people are fine with it or they can sit on the stage and do their homework at no charge. He noted that the Swim Club also seems fine with it. There are just a few parents out there who want a better deal than what they’re getting. Ms. Kattreh pointed out that the comment that she has heard from the Swim Club is they absolutely love the facility at Edinborough because of the environment. She also noted that in her meeting with the Swim Club the coaches are thrilled to be able to have access to the amphitheatre because it gives them a place where they can do their stretching. She indicated that the Swim Club also stated that it’s the most comfortable environment that they have to watch the swimmers because they don’t have to sit in the pool area. The Swim Club has had a lot of very, very positive things to say. Mr. Klus asked why the pool rental rate hasn’t been raised to which Ms. Kattreh replied they raised it two years ago from $12.00 to $25.00. She noted that the Swim Club informed them that if they raised it any more they would not be able to afford to use Edinborough. Ms. Kattreh pointed out that the schools are not charging any more than Edinborough. Warren Djerf, St. Louis Park resident, indicated that he wrote a letter to the publisher at the Sun Current, which was published in last week’s paper. He pointed out that as his letter states he is a resident of St. Louis Park and has four small children ages 7, 5, 3 and 1. He explained that his main concern is the winter months that are coming up because 4 there are not a lot of options for indoor activities for young children. He noted that typically he and his four children spend one to two hours every Saturday morning at Edinborough Park, which in the past there has been no fee. However, now with the play park there is a fee, which costs him $20.00 for a daily admission or $400.00 for a season pass for his four children. Mr. Djerf commented that he agrees there should be a fee charged and also does not have a problem paying a non-resident fee. However, he noted that he thinks there should be a “family rate” fee for the play park that would cap the total amount charged to a single family, say $10.00. Mr. Djerf pointed out that he doesn’t think a family’s tax bracket should determine their indoor recreation options. He commented that in his letter to the publisher he did encourage people to contact the City. Mr. Djerf stated that in one of his e-mails to Ms. Kattreh about a month ago she claimed that the response to Adventure Peak had been overwhelmingly positive. He indicated that he is curious what reaction the City has had from his letter. He also pointed out that he would like to say that the people who are visiting the park are the ones who can afford it and of course they are going to be overwhelmingly positive. You aren’t hearing from the people who aren’t visiting. Mr. Djerf indicated that he also doesn’t see places such as Maple Grove, Woodbury and Eagan as a viable option for him when he only has a few hours. He noted that he doesn’t want to spend more than half of the time he has in the car. Mr. Djerf also pointed out that percentage wise going from free to $4.00 and $5.00 is a very large jump unlike increases with other fees and charges within the City. Mr. Djerf stated that approximately three years ago he talked to Ms. Kattreh about the funding of Edinborough Park to which she made the point that they rely very much on the event business because they are self-supporting and they have to basically support themselves mainly with the rental income from banquets. Therefore, his question is has that changed. He noted that he could anticipate now that with funding from the play park there should be a nice surplus in a year or two. Mr. Djerf asked if that is the direction the City is going towards what is that money going to eventually be earmarked for and has the mission of Edinborough Park changed. Mr. Klus indicated that he wants to make sure he understands what it is that Mr. Djerf would like the Park Board to comment on. One is that he would like to see the City charge a family rate fee for the play park that would cap the total amount charged to a single family at $10.00. The second item would be to comment on the philosophy of Edinborough Park. Mr. Djerf replied that a family rate is a suggestion on his part, however, bottom line is that on a single income it’s too expensive to bring his four children. Secondly, if this is a new funding source for Edinborough Park what is the money going towards say two years from now. Mr. Keprios pointed out that as far as the mission of Edinborough Park, quite frankly they really didn’t want to have to change what they were doing. He noted that when it was first built they had hoped it would be financially solvent. However, we have since learned that if things were left unchanged they would eventually have to close the doors. 5 Mr. Keprios explained that in the past on a real bad year Edinborough Park loses over ¼ million dollars. He noted that the way they make up that loss is they keep chipping away at a trust fund, which at one point when they first opened the doors was almost 9 million dollars. He indicated that every year they keep picking away at that to pay off their deficit from operating costs. We have relied on earnings from the trust fund to help offset operational expenses, however, with less principal and lower interest rates, our revenue source is becoming less each year. He stated that the plan was to create a financial model where we could offer free programming at the amphitheatre, Great Hall and grotto area. The only thing for fee would be the pool, track and ice rink. Mr. Keprios explained that they don’t want to end up like St. Paul’s Town Square indoor park, which had to close the doors because they could no longer afford the operational expenses. Therefore, Mr. Shirley and Ms. Kattreh came up with this fabulous idea to ensure that we don’t go bankrupt and that’s really why “Adventure Peak” was created. Mr. Keprios explained that if they have a really good season we have a shot at breaking even. He stressed that our intention is not to make it a profit center and use the money elsewhere, it’s so we can keep our doors open. That’s really why it has changed from a for free park to a more creative fundraising opportunity to capture some revenues to offset operational expenses. Mr. Klus asked Mr. Shirley and Ms. Kattreh to comment on whether or not they feel capping is a good idea for Edinborough. Mr. Shirley replied that they did think about it, however, they decided it would be best to base their fees on what other similar facilities are doing. He added that they are still lower than everyone else out there and also feel that we have a better product. Mr. Klus again asked Mr. Shirley what his thought is on capping it on a total number for a family to which Mr. Shirley replied it’s a tough precedent to set because he doesn’t think they really do it anywhere else. It’s tough to justify charging five people the same amount you would charge two people. Mr. Shirley added that also when you look at it they would basically be turning down dollars and that we can’t afford to do that. He noted that this year we are scheduled to lose approximately $70,000. Mr. Keprios indicated that years ago we used to offer a family rate at the pool and what we found is that people to our surprise had much larger families than expected. People’s definition of family stretched beyond our expectation. He also noted that for Edina residents who have difficulty paying for access to their facilities the Edina Community Foundation offers a wonderful grant-in-aid assistance program. However, being a non-resident, this doesn’t help Mr. Djerf’s situation. Ms. Presthus pointed out that there is a cap of 8 members for a season pass at the Aquatic Center. Mr. MacHolda replied that most community pools today stack people and there is no limit. For example, one person is $40.00, two people is $80.00, three people is $120.00, etc. He explained that he is trying to get to that point and noted that his individual pass has been more expensive than the neighboring communities. Mr. MacHolda noted that in a perfect world it would be $50.00 per person on the resident side and $60.00 per person for non-residents. He noted that is what Edinborough is doing, $75.00 per person for residents and $100.00 per person for non-residents, it just stacks itself. Mr. MacHolda pointed out that is the direction he is going because he doesn’t want to reduce his individual rate, which has been in place for many years. He noted that 6 he thinks people should pay for what they use, and a smaller family should not have to subsidize a larger family. Mr. Finsness stated that he doesn’t think we can go backwards, it was really nice for a number of years to have an indoor park that was free but it’s different now and he accepts the difference. Ms. Wexler indicated that she would still like to see a different breakdown. Ms. Presthus commented that being a mother of four children she has a lot of empathy for Mr. Djerf and noted that she would like to see if somehow something could be factored in. She noted that she understands the philosophy but would still like to see if something different could maybe be done. Mr. Fredlund commented that he doesn’t see an alternative. Mr. Grabiel stated that it seems to him that it’s at a market rate and they are trying to get to a point where they are not losing money and this is one way they found to do it. Larry Thayer, Arena Manager, indicated that he is proposing to raise the hourly rate the customary $5.00 for the arena’s 2004 fees and charges and added that they are still within $5.00 of their local competitors. He noted that all of the other revenues had an increase last year. Mr. Klus asked how much more revenue would this create to which Mr. Thayer replied approximately $40,000. Mr. Fredlund pointed that the Arena does offer a family member structure with a maximum of 7 people. Ms. Presthus commented that the season ticket for the arena increases only $5.00 for each additional member after the first two. Therefore, there is a precedent that has been set for a family pass at a reduced rate at least at the arena. Mr. Fredlund asked if Braemar Arena makes money or is it subsidized. Mr. Thayer replied that they try to get as close to breaking even as possible. He noted that the last time they broke even was in 2000. He indicated that typically they lose a few dollars because user fees pay for the retirement of debt service, which will be done in 2009, however, user fees usually cover their operating costs. Susan Weigle indicated that at the Senior Center they just raised their dues $1.00 and they have not had one complaint. She noted that they have had a lot of rentals in the past year and as of right now they have five rooms that have been rented for the month of January. Ms. Weigle commented that they just made a verbal agreement with Community Education to share the proceeds from all upcoming cooperative programs, which will basically cover the cost of heating, lighting and staff. Ms. Weigle stated that they have also just reached an agreement with the Edina Art Center in that they will pay the Senior Center a flat fee of $1,200.00 a year for the use of Classroom One. Ms. Weigle noted that she thinks they have done very, very well. 7 Ms. Presthus asked if there is a plan for putting in any cooking facilities. Ms. Weigle replied that they are trying to raise money because they would like to have a drain in the floor, a three-basin sink, a hand washing sink and a proper stainless steel refrigerator. Ms. Presthus asked if they can see that happening within the next year to which Ms. Weigle replied no. Ms. Hedges indicated that their classes have been overbooked and that is why they are going to the Senior Center as well as at Arneson Acres. She noted that they are even considering using the warming houses during the off-season. Ms. Hedges stated that they are raising the class prices and added that they do offer a price break to people who take workshops with their children. She noted that she hopes they are able to continue to be able to give breaks to families because there is nothing like being able to spend quality time with your child doing art. Ms. Hedges stated that they are still struggling with the Media Arts Studio and they are trying to come up with some more creative ideas. She noted that they are raising some of the fees, however, they can’t go too much further or they will be out of the range. Ms. Hedges commented that last year they had over 7,200 students compared to when she first started working at the Art Center there were 1,200 students. Mr. Klus asked Ms. Hedges if she feels they have really maximized the facility in terms of classes to which Ms. Hedges replied definitely and added that they now offer classes on Friday nights and Sunday afternoons, which currently have waiting lists. Mr. Valliere indicated that the golf course had a good year. Their revenues were slightly over 3 million dollars which is up approximately $300,000. Mr. Valliere explained that the golf course is a self-sustaining entity and they try to make improvements to their facilities with their profits. He stated that it’s a tight market in golf and noted that they didn’t raise their fees for 2003. Therefore, this year they are looking to increasing the greens fee for 18-hole patron and non-patron $1.00. Mr. Valliere explained that their golfers are sharp shoppers, especially the seniors who have been migrating out to more rural areas. He noted that hopefully they won’t get into too bad of a price war situation. He commented that he feels Braemar’s position is in the upper middle area of its comparable courses. Mr. Valliere pointed out that some of the courses that raised their fees last year are not going to make that move this year, so everything does sort of balance out. Mr. Valliere indicated that they are also going up slightly on their driving range balls, which have not had an increase in two to three years. Mr. Klus asked Mr. Valliere what he thinks the overall increase in revenue will be with the raised fees to which he replied the greens fees would bring in approximately $55,000 and the driving range approximately $12,000. Mr. Fredlund asked Mr. Valliere what the participation level is on the Men’s Club to which he replied it is pretty level although their waiting list isn’t as long as it used to be. He noted that there are now approximately 350 members, which they dropped from 375. He explained that they dropped down to that level so that they would not be required to 8 play on the new nine-hole course, which is not a favorite course with them for a number of reasons. Mr. Valliere pointed out that Amy Smith, a staff member at Braemar, has done an exceptionally good job of marketing the Club House. He noted that the rental revenues are paying off the money they invested into the facility. Mr. Klus asked Mr. Valliere what they are planning for the next big improvement to which he noted that they recently built a new maintenance building at the Fred Richards Golf Course. He noted it was in terrible shape and they drastically needed a new one, however, they are a little over budget on it. Mr. Valliere indicated that the next project is probably going to be an expansion of the driving range. Mr. MacHolda indicated that the only increase he is recommending for the Aquatic Center is a $5.00 increase for the family season passes. Mr. MacHolda explained that with the aquatic instruction last year was the first year of a five-year partnership where the program was not run by the City of Edina. The pool was rented to the Foss Swim School and noted that the fees listed are still less than what the Foss Swim School charges at the pools they own and operate. Mr. Klus asked if they were successful with the lessons they offered to which Mr. MacHolda replied yes, the Foss Swim School has a very reputable program. Mr. Keprios commented that they do not offer a maximum family rate for daily admission at any of their facilities. However, they do offer a break for season tickets whether it’s at the Aquatic Center or Arena. He noted that perhaps that’s part of the equation that they are missing on the play park at Edinborough and maybe that should be looked at and considered. Ms. Presthus asked Mr. Shirley if they sell a lot of season passes to which he replied so far this year they have sold 73 and next year they are hoping to sell between 500 and 1,000. Mr. Shirley explained that when they were originally writing this they did put down an amount for each additional member. However, as Mr. MacHolda noted the trend tends to be to get away from doing it that way. Mr. Shirley commented that he would not be adverse to looking at this again. Floyd Grabiel MOVED TO RECOMMEND TO THE CITY COUNCIL THE 2004 PROPOSED FEES AND CHARGES. Dave Fredlund SECONDED THE MOTION. Mr. Johnson asked why some of the programs have been canceled to which Ms. Tilsner replied they have mostly been because of low attendance. Ms. Tilsner did point out that Adult Fall Softball was not offered this year because they decided to extend their summer season for the reason that they needed extra weeks for rainout make-ups. 9 Ms. Presthus indicated that she would like to look more at the family pass structure on the play park area and noted that she doesn’t feel comfortable passing the fees and charges without some kind of an amendment to at least look at the situation and possibly develop something different. Mr. Grabiel stated that when he was taking pictures on Saturday at Edinborough Park the place was full of people. He noted that Edinborough Park has a ¼ million dollar deficit a year that they are trying to make up. He indicated that he has empathy for people too, however, they need to use some common sense and prudence. Mr. Grabiel pointed out that what they are charging is market and comparable, the fees are not set too high. He noted that he doesn’t see how they can justify making a bunch of exceptions for everyone on the basis that a few people think it’s too high. Ms. Wexler noted that she would offer an amendment that the issue be taken out of the fees and charges and be revisited at the next Park Board meeting with a cost analysis. Mr. Klus asked Mr. Keprios if they would have time to take this issue to the next Park Board meeting to which he replied yes if it is just the one item. Mr. Keprios noted that he would recommend that they take off the play park season pass only, resident and non- resident and leave everything else in as it is. Mr. Klus asked Mr. Grabiel if he is open to this amendment to which Mr. Grabiel asked then why shouldn’t they do this for every other program. Mr. Klus asked if anyone wants to call the motion that is on the table. Ms. Presthus asked Mr. Thayer how much a season pass would be for the Arena for a family of four. He replied it’s a base of two at $85.00 plus $5.00 for each additional member so it would cost $90.00. Ms. Presthus commented that a season pass for the play park at Edinborough would cost a family with four kids $400.00 to which Ms. Presthus noted that’s her argument because it’s not comparable. Mr. MacHolda commented that one thing that is unique to the Arena’s situation is it offers open skating 90 minutes a day where the play park is open every day all day. Mr. Finsness commented that he agrees the play park season pass should be taken out and looked at to see if something different can be done. MOTION CALLED IN FAVOR – 2 OPPOSED – 6 MOTION FAILED. Linda Presthus MOVED TO ACCEPT ALL FEES AND CHARGES EXCEPT TO PULL OUT THE PLAY PARK SEASON PASS SO THAT WE CAN TAKE ANOTHER LOOK AT A POSSIBLE STRUCTURE AND NOT TAKE THE TIME 10 TONIGHT BUT JUST LOOK AT THAT ONE PIECE. Ardis Wexler SECONDED THE MOTION. Ms. Presthus indicated that all she is asking is that they take some time to look at this and evaluate it. MOTION CARRIED UNANIMOUSLY Mr. Klus asked Mr. Keprios if he could include some of the board members on this discussion. Mr. Keprios proposed that Mr. Shirley, Ms. Kattreh and he cycle on a recommendation that he will e-mail to everyone. It was noted this is a good idea and the Park Board can respond to Mr. Keprios on whether or not they think he is on the right track and if not they will adjust accordingly. IV. EDINA COMMUNITY FOUNDATION SPECIAL PRESENTATION – JIM VAN VALKENBURG Jim Van Valkenburg informed the Park Board that the Edina Community Foundation has been in operation for 25 years and in that time they have paid out approximately $400,000 worth of donations or gifts for different projects primarily within the city. Mr. Van Valkenburg explained that the project Mr. Klus has asked him to talk about is the neighborhood groups who get together and come up with money to put towards their particular park. He indicated that the Edina Community Foundation could set up an account for the neighborhood groups to hold the money. He noted that is what they recently did for the people who put together the Fox Meadow Park project. Mr. Van Valkenburg indicated that what they have done is they make an agreement with a group whether it be a neighborhood group, Senior Center, Art Center, etc., they receive the money, bank it, invest it and basically hold the money until the group is ready to use it. He explained that there are advantages to groups using this program. First, they don’t have to pay the 6 ½% sales tax and second they don’t have to go through the city bureaucracy with the bidding process and so on. Mr. Van Valkenburg indicated that the neighborhood group would control it completely, the Edina Community Foundation is just there to hold it and that’s all. He stated that what Mr. Klus is suggesting is that they take this program on the road to the various neighborhood groups. He noted that it would be Mr. Klus’s job to come up with these groups who may have a particular project they would like to have done at their parks. Mr. Van Valkenburg stated that he is merely here to say that they are available to do that and work with the Park Board in any way that they can. Mr. Van Valkenburg explained how the process works. He noted that they would make an agreement with the neighborhood group that states that as of right now they charge 1% for holding and processing and if they had to do a lot more they would of course charge for that. He indicated that they would prorate any income or earnings that it makes with any of the other funds. 11 Mr. Klus commented that they have also talked about the associations may want to use this as another vehicle to hold their money. It was noted that the Edina Community Foundation would set up an account so the neighborhood group would not have to set up another account. The Edina Community Foundation would do the accounting and report where the money has gone and what it has been used for. He stated that the neighborhood group would no longer need their bank account because the Edina Community Foundation does all of the work for just 1% of the fee that they hold. He noted that he thinks this is well worth it. Mr. Klus indicated that neighbors from Countryside Park want to get together and do some remodeling of the park and are looking at donating some money. He noted that the Edina Community Foundation would be a great place for them to put their money. Mr. Klus stated that Mr. Van Valkenburg just talked to his neighborhood group and they love the idea and are looking forward to getting their agreement from the Edina Community Foundation. Ms. Presthus asked just for the legality of it is it okay to contribute to the Edina Community Foundation and take the non-profit status and take the contribution individually knowing that it’s applied to something in particular. Mr. Van Valkenburg explained that essentially it’s a donor advised type of thing, a group gives us the money and tells them what they want done with it. Ms. Presthus asked how many parks have associations to which Mr. Keprios replied that he would call them neighborhood groups, there really are not any formal park associations. Mr. Klus commented that his neighborhood group call themselves the “Edina Highland Neighborhood Association”. He explained that their sole purpose in their bylaws is strictly for the beautification of the islands and the park in their neighborhood. That is what all of their money goes towards. Mr. Klus asked if the Edina Community Foundation is encouraged through the Edina City Website to which Mr. Keprios replied yes, there is a link there. Mr. Keprios indicated that the Edina Community Foundation does office at the Edina Senior Center, which has been a great benefit. Mr. Keprios pointed out that another great benefit that the Edina Community Foundation does is they provide the money to the Rosland Grant- In-Fund. He noted that they give over $2,000 a year to the Fund, which is for families that can’t afford recreation facilities and programs. He stated that it is limited to Edina residents and there is a limit of $150.00 per family per calendar year. V. TODD PARK SKATING RINK Mr. Keprios explained that the City Council sent staff on a charge to come up with different options to cut their budget without cutting any full-time staff to which he noted they came up with a list of over a dozen different items. He indicated that one cost savings idea was to eliminate Todd Park as a skating rink site. Ms. Tilsner, however, came up with a better idea of reducing the number of hours that they would keep Todd Park open. Mr. Keprios explained that they really don’t save much money on the 12 maintenance end because they need the same number of full-time staff and water is cheap. The major expense that could be saved would be in not paying a warming house attendant. In addition, it would be a shame to leave such a nice new building locked up during the winter season. He indicated that he took Ms. Tilsner’s suggestion a step further and sent a survey to approximately 200 homes within the Todd Park area. He noted that 54 people responded to the survey with the majority choosing Option 1. He stated that Option 1 states the warming house would be open on Tuesdays and Thursdays from 4:00 pm to 8:00 pm, Saturdays from Noon – 4:00 pm and Sundays from 1:00 pm to 5:00 pm. In addition he noted that 8 people responded that they would be willing to volunteer as an on-site warming house attendant. Therefore, they could possibly coordinate with those volunteers to keep it open even more hours beyond those scheduled times. Mr. Keprios explained that what he is proposing is that they continue to have a skating rink at Todd Park and go with Option 1 and try the volunteers on whatever basis they are willing to commit to. He added that with the keyless entry system they know who is opening and closing the building. Mr. Keprios commented that he thinks they can still offer the service 7 days a week as long as there is a paid or volunteer warming house attendant on duty. He indicated that we could publicize this so the public will know what hours Todd Park will be open. Ms. Wexler asked if the volunteers would be trained in basic first aid in case there is a problem and secondly what are the insurance implications. Ms. Tilsner replied that she would provide them with basic first aid as well as an orientation and a few other things. She indicated that they have used volunteers in some of their other programs and she is pretty sure that the City has liability coverage for that. Ms. Wexler asked if there is a phone at Todd Park to which it was noted yes. Ms. Presthus indicated that she read in the comment section of the survey they were asking if benches could be put outside for days when the warming house is not open. Mr. Keprios stated that we plan to do that. Mr. Keprios noted that he thinks they can still offer the service but at half the cost because the majority of the cost for the warming houses is for the attendants. Ardis Wexler MOVED TO RECOMMEND OPTION #1 AS A REDUCED HOUR SCHEDULE FOR THE UPCOMING 2003-2004 SKATING SEASON AT TODD PARK. IN ADDITION RECOMMEND THAT STAFF CONTACT THE EIGHT RESIDENTS WHO ARE WILLING TO VOLUNTEER THEIR TIME AS WARMING HOUSE ATTENDANTS AND COORDINATE AN EFFORT TO KEEP THE FACILITY OPEN ON DAYS BEYOND OPTION #1. Mike Damman SECONDED. MOTION CARRIED UNANIMOUSLY. VI. 2005 U.S. JUNIOR GOLF AMATEUR CHAMPIONSHIP – JOHN VALLIERE Mr. Valliere informed the Park Board that Mike Damman was just voted “Volunteer of the Year” by the Minnesota Golf Association. He noted that Mr. Damman donated an immense amount of hours. 13 Mr. Valliere explained to the Park Board that each golf course usually hosts a golf tournament for a respective association once a year. He noted that in 2005 the National Junior United States Golf Association selection of their junior champion (under 18 years of age) needs to have a qualifying site from each state and noted that Braemar has been asked to serve as a qualifying site. Mr. Valliere pointed out that it would mean an approximate loss of $1,500.00 worth of income as they set aside the course for that specific time. He noted that he thinks it’s a matter of them taking their turn to do that and added that it’s a good cause. Mr. Klus asked Mr. Valliere if what he is looking for is a motion to waive the fees and allow the USGA to have this tournament to which he replied yes Mike Damman MOVED TO HAVE BRAEMAR HOST THE 2005 NATIONAL JUNIOR UNITED STATES GOLF ASSOCIATION TOURNAMENT AND THE GREENS FEES WAIVED. Andy Finsness SECONDED. MOTION CARRIED UNANIMOUSLY. VII. 2004-2008 CAPITAL IMPROVEMENT PLAN Mr. Keprios explained to the Park Board that the capital plan really prioritizes what we feel are the most important construction projects or park improvement projects that require funding through capital dollars. He noted that this is funded through what they call a revolving fund. He stated that they are staying on track with improving the field spaces and noted that Lewis Park west field is still scheduled to be renovated next year and if funding is available they would also like to put up field lighting. He noted that if they are able to put up lights it would be like a gain of two non-lighted fields. Ms. Presthus indicated that she tripped almost three times on the walking path at Lewis Park and asked when they plan on work on that. Mr. Keprios replied that is on the list to be fixed next year. Ms. Wexler indicated that she almost fell on the pathway to the clubhouse at Braemar about a week ago. Mr. Keprios replied that Mr. Valliere has money in his budget to take care of that problem. Mr. Keprios noted that the Lewis Park east parking lot is badly in need of repair, which is why the project has been moved up to 2004. He also indicated that Pamela North parking lot is also in need of replacement in 2004. Mr. Keprios indicated that he would like to see the Skate Park concessions building budgeted for 2004. He explained that all three communities must pay the same amount, however, Richfield cannot afford it in 2004 but will likely have funding available in 2005. He indicated that he would at least like to get funding approved now to encourage the other partners to do the same. Mr. Keprios commented that the YMCA is spending $250.00 a month to rent a portable toilet and another $250.00 a month for a portable storage bin. He noted that they desperately need a permanent structure that has sanitary 14 restroom facilities and the ability to capture some additional revenues through concessions. Ms. Wexler asked if Richfield can’t do it in 2004 does Edina have the capacity to pick up their share and have Richfield pay back Edina. Mr. Keprios replied that what he is proposing is that we not even put in a nickel until everyone has the money in place and can afford to give equal amounts. Ms. Wexler asked Mr. Keprios if Richfield doesn’t have the money for 2004 why are you asking to have it in the capital plan when it won’t be built next year. Mr. Keprios replied that he feels that this will encourage the other communities to approve their funding plus we plan to do additional fundraising by asking for major sponsorships. He commented that this is a work in progress and doesn’t think they will be spending it in 2004 but wanted to be sure it got on the radar screen. Mr. Klus indicated that he would be shocked if they didn’t receive enough sponsorships to build a good portion of it. Mr. Keprios explained that on the Capital Plan Improvement list where it shows “ext” under the project number those are all carry over projects that they did not complete in 2003 but have already been funded and approved by the City Council and will be completed in 2004. Floyd Grabiel MOVED TO APPROVE THE 2004 CAPITAL IMPROVEMENT PLAN. Ardis Wexler SECONDED. MOTION CARRIED UNANIMOUSLY. VIII. ACCESS TO PUBLIC FACILITIES POLICY Mr. Keprios indicated that they have updated the “Access to Public Facilities Policy” which was mailed out to Park Board members with their October packet. He noted the significant thing that has changed in the policy is where it states under Purpose and Intent: “It is the City of Edina’s view that the public is best served when there is only one independently incorporated youth athletic association per sport. The City of Edina also understands and supports that in some cases the public and volunteers are best served by having the traveling component of a particular sport administered by its own independent youth athletic association. To that end, the City of Edina will charge differing facility use fees with intent to discourage formation of new youth athletic associations that compete with existing youth athletic associations and creates a duplication of services, which the City of Edina views as not in the public’s best interest. Further, the City of Edina will not provide any administrative or professional recreation staff liaison staff assistance to competing youth athletic associations that are determined to be duplication of service and not in the public’s best interest.” Mr. Keprios commented that it lays out the philosophy very straightforward. He noted that our attorney, Jerry Gilligan, feels that legally we still have to provide access to all groups, however, we can legally charge differential fees as stated in the revised policy. 15 Mr. Klus asked Mr. Keprios to briefly explain the relationship between the City of Edina and the 14 athletic associations. Mr. Keprios replied that basically we have the power of facilities and also the leverage of charging fees to use these facilities, plus, we provide them with professional staff support for scheduling, as well as, clerical services. Mr. Klus asked what would happen if we weren’t happy with one of the associations to which Mr. Keprios replied we could choose to no longer recognize them as the governing organization for that particular sport and therefore charge them a different fee as well as reduce the amount of support they receive. Mr. Keprios informed the Park Board that since they last talked about this issue, another non-profit association has formed. It’s called the “Edina Amateur Athletic Association”, which is being headed up by Paul Bearmon and noted that he acquired a 501C3 status. Mr. Klus asked which sport this is for to which Mr. Keprios replied that it actually blankets all of them. Mr. Klus asked if they want to compete with some of the associations that are already out there to which Mr. Keprios replied yes and added that this is a trend that we should be concerned about. Mr. Klus asked which priority they would fall under to which it was noted they would probably be a priority 7 under the revised policy. Mr. Keprios explained that Mr. Bearmon did bring up a lot of good issues and noted that he is not saying this is necessarily a negative. He noted that he is really trying to do some really good things and we are listening to and working with him. Floyd Grabiel MOVED TO ACCEPT THE CHANGES TO THE REVISED ACCESS TO PUBLIC FACILITIES POLICY. Mike Weiss SECONDED. MOTION CARRIED UNANIMOUSLY. IX. PARK ASSIGNMENTS PRESENTATION – FLOYD GRABIEL Mr. Grabiel indicated that he was responsible for reporting on three parks: Arneson Acres, Centennial Lakes and Edinborough Park. Mr. Grabiel stated that Arneson Acres Park is located on 70th Street, just East of Highway 100. He informed the Park Board that Arneson Acres was deeded to the City in 1969 by Morton Arneson and was established for the use of the Edina Garden Council. He explained that the point of it was to turn into sort of a European formal style garden park. He noted that in addition to the garden the house houses the Edina Historical Society. Mr. Grabiel commented that it really is an interesting area and doesn’t get a lot of traffic. He stated that one of the concerns at Arneson Acres is the entrance. Often times, people will drive by and not even know it’s there. The entrance needs to be done differently. Mr. Grabiel noted that Garden Council has built a gazebo at Arneson Acres and also has a greenhouse. He indicated that they operate the greenhouse and get the seeds, grow the plants, tend them and transplant them at the parks. He stated that City of Edina staff also transplants some of the flowers at the various parks. Mr. Grabiel pointed out that Centennial Lakes used to be the Hedberg Company’s gravel pit, which was dug out and now has a lake that is 8’ to 10’ deep. He noted that DNR does stock it and people do fish there. He stated that the City does rent out the Centrum 16 Building for various events. He noted that there is a walking path, which a lot of people use as well as there is an amphitheatre and a miniature golf course. He noted that there is currently some discussion going on regarding the lawn games area and what to do with the space. He noted that he would like for it to stay the way it is. People participate in lawn bowling and croquet games. It’s such a unique facility that he thinks it should be left as it is. Mr. Johnson asked if there is a charge to use it to which Mr. Grabiel replied that they do charge for lawn bowling, croquet, miniature golf, paddle boat rentals and that type of thing. Mr. Grabiel pointed out that they have had a few issues regarding maintenance. Kids were a problem at night and what to do with bicycles. He noted that the first phase was completed in 1991 and the final completion was 2001. Mr. Grabiel commented that Centennial Lakes is a wonderful park and gets a lot of use. It’s a real gem because of everything they have done with it and the multiple use of it. Mr. Grabiel indicated that Edinborough Park is a mixed-use facility. There is a hotel, a senior high rise, offices, rental area, play area, track, swimming pool and amphitheatre. He noted that basically there are sort of three constituents there but it all seems to work pretty well. Mr. Grabiel showed pictures of the indoor play structure and noted that it was very busy when he was there taking pictures at 4:00 on a Saturday. He noted that it really is a wonderful, wonderful facility. Mr. Grabiel commented that issues at Edinborough Park is that they have a deficit running so there is a need to fund the deficit so that they can keep the park in operation. X. UPDATES A. 1st Tier Regional Trail – Mr. Keprios informed the Park Board that there is going to be a public open house style meeting in the Council Chambers on November 18th at 7:00 pm. He noted that the Three Rivers Park District recently sent out a mailing to just over 2,000 households in Edina that are within five hundred feet on both sides of the trail. He indicated that there will not be a formal presentation. He stated that the mailing indicates that they are in the master planning stage in the process and would love to have input from the community as well as explain why and how this came about and how we got to the point we are at. B. Normandale Park and Sherwood Park Playground Equipment - Mr. MacHolda indicated that Normandale Park is about 75% complete and their hope is to have everything done by the end of the week. Mr. MacHolda stated that Sherwood Park is 99% complete and they hope to finish tomorrow. Mr. Keprios indicated that Mr. MacHolda has done a really nice job in working with the neighborhoods and in selecting equipment. He pointed out that not every neighborhood wants the same thing. He added that it has been very productive. 17 C. Metro Transit Park & Ride Proposal – Mr. Keprios informed the Park Board that Our Lady of Grace is now reconsidering the offer with the Metro Transit Park and Ride Proposal. He noted that another option, now that the school referendum passed, might be using the current school bus garage location if they end up moving to a better site. XI. OTHER A. New City Hall – Mr. Klus asked Mr. Keprios if at some time in the next couple of months he could schedule a time, for those Park Board members interested, to take a tour of the new City Hall to which Mr. Keprios replied yes. He noted that it would be nice if he could schedule something for possibly 5:00 pm before a Park Board meeting. B. City Websites - Ms. Presthus indicated that she is on the Community Education Service Board and because she is on that board she is also heading up a community marketing group. She explained that they are looking at all of the community education services and their marketing and how they are communicating to the whole community about everything that is being offered. She indicated that one of the questions that has come up is it’s hard to find where everything is. She noted there is one website for the schools, another for community education and another for the City. Everything within the city has a different website. Ms. Presthus stated that they are looking into how that can somehow be changed so people can have an easier time finding what it is they are looking for. She explained how the whole community of Bloomington is putting theirs together. Ms. Presthus pointed out that it’s something they are talking about and they are not trying to take anything away from the city’s website or to even redo it. The thought is to try and somehow tie everything together to make it easier. Ms. Presthus indicated that she just wanted the Park Board to be aware of this. C. Athletic Association Issue – Mr. Keprios informed the Park Board that Mr. Krieger is a disgruntled parent whose son did not get chosen for a particular basketball team and had his attorney write a letter to the Edina Basketball Association asking questions. Mr. Keprios stated that a copy of the letter was enclosed with the Park Board packet. He noted that what is important for us is that we have our policies in place. He added that he has been in contact with the City Attorney and will wait and see where this leads. D. Park Assignments - Mr. Keprios indicated that he thinks it’s terrific that the Park Board members are willing to visit the parks and give presentations. He noted that to date everyone has done a wonderful job. Mr. Keprios asked the Park Board members that when they are at their respective parks to approach their visits with a needs assessment mission in mind. This way you can get a feel for what you think some of the changes or additions should be and noted that some parks might not need any changes, whereas, other parks may be in need of significant changes or additions. He hopes that this process can serve as our needs assessment survey for the entire park system. 18 XII. ADJOURNMENT Floyd Grabiel MOVED TO ADJOURN THE MEETING AT 9:50 PM. Jeff Johnson SECONDED THE MOTION. MEETING ADJOURNED.