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HomeMy WebLinkAbout1991-12-10 Park Board MinutesEDINA PARK BOARD 7:30 p.m. December 10, 1991 MANAGER'S CONFERENCE ROOM MEMBERS PRESENT: Bob Christianson, Bill Jenkins, Bill Lord, Jean Rydell, Pat Vagnoni, Jim Fee, Mac Thayer, Andrew Montgomery, Andrew Herring, Paul O'Connor MEMBERS ABSENT: Beth Hall STAFF PRESENT: Bob Kojetin, John Keprios, Ed MacHolda, Janet Canton I. APPROVAL OF THE NOVEMBER 12. 1991 MINUTES Jean Rydell MOVED TO APPROVE THE NOVEMBER 12, 1991 MINUTES. Mac Thayer SECONDED THE MOTION. Bill Jenkins indicated that under section V he was the one who inquired about Van Valkenburg. MINUTES APPROVED. II. APPROVAL OF THE NOVEMBER 25 1991 SPECIAL PARK BOARD MEETING Mr. Kojetin indicated there were some typographical errors on the minutes that have been changed. The corrected minutes were handed out. Mr. Christianson noted that action on these minutes will be deferred to the January Park Board meeting. The City Council has already received the original minutes. Mr. Christianson also stated that the City Council did catch the essence of what was held at the special Park Board meeting. Mr. Christianson apologized for such short notice for the special meeting. He stated that the meeting needed to be held before the December 2nd City Council meeting and November 25th seemed to be the best date. Mr. Herring suggested that next time there is a special meeting he would like a poll to be taken of all board members on a convenient time. He suggested having a few alternative dates to pick from. Mr. Christianson responded that they try to accommodate everyone the best they can. There was a quorum present at the meeting and Mr. Christianson appreciated Mr. Herring's thoughts. It was noted that the Motion carried with 4 yeah, 1 nay, and 2 abstain. It was explained to the City Council that not all board members could attend the meeting. III. FUND-RAISERS - ATHLETIC ASSOCIATIONS Mr. Christianson presented a report to the City Council on December 2nd. Mr. Christianson indicated how the topic of gambling came to the Park Board's attention. He set forth the scenario and explained that a special meeting was held with the Edina Girl's Athletic Association (EGAA) which lasted almost two hours. He indicated to the City Council that Tami Halvorson from EGAA agreed that they would abide by the Park Board's decision. Mr. Christianson did point out that the Park Board is only an advisory group. Mr. Christianson also noted that Tom Erickson, City Attorney, informed him that the City did not have any jurisdiction over the Athletic Associations. They are a separate non-profit entity. The motion that the Park Board passed was to recommend to the City Council that a way be made to reimburse EGAA for their expenses. Tom Erickson indicated that this would be an improper expenditure of public funds. The City Council asked many questions of Ms. Halvorson and then voted 5 to 0. While the City Council could not do anything to regulate EGAA they were not in favor of raising funds through the use of pull tab gambling. They recommended that the Park and Recreation staff help enable EGAA to receive their money back without spending public money. Also, the City Council noted that if EGAA continues with pull-tab gambling, they will not be permitted to use the city's facilities. The City Council also asked the Park Board to look into the question of fund raising in general and come back with a report on fundraising guidelines. Mr. Christianson stated that the issue is back in the Park Board's hands to investigate fund raising. The Park Board will then make a recommendation to the City Council on fund raising guidelines. Mr. Christianson noted that EGAA had no guidelines to follow. Mr. Kojetin handed out a list of what the staff put together on starting to establish guidelines for fund raising. Also enclosed is a section from the Jupiter and Beyond Report that refers to the Athletic Associations relationship with the Park Board and Park -and Recreation Staff. Also handed out was a list of fund raisers that have been used in the past. Mr. Montgomery asked if there have ever been raffles? It was noted that the Hockey Association has had raffles. Ms. Vagnoni asked if Hockey Moms was an association. It was stated that they are more of a booster club. Mr. O'Connor asked if there has ever been any initiative for the kids to wash windows, rake yards or mow lawns. He noted that the high school kids have been very successful at this. Mr. Keprios indicated that athletic associations have typically tried to stay away from labor fundraisers and do more selling. Mr. Montgomery noted that Minnetonka does something with distributing directories that raises a lot of money. Mr. Kojetin stated that it is difficult to list all of the different opportunities there are available to raise money. Ms. Vagnoni asked if fund raising was basically to support scholarships? It was noted that this was not the only reason. Fund raising helps subsidize the organizations general operating procedures and assists in lowering .the price of registration fees. Mr. MacHolda noted that not all associations do fund raisers. For instance, soccer overcharged last year so they gave money back to the city by donating $10,000 for sod. The Edina Hockey Association made over $20,000 last year and this helps to lower registration fees. The Edina Baseball Association makes approximately $9,000 from concessions and $5,000 from tournaments. Baseball relies on fund raisers. 2 Mr. Christianson stated the Park Board needs to know what are the athletic associations' expenses. If soccer costs $35.00 and hockey costs $235, the Board needs to know why. A breakdown is needed. The Associations need to submit their financial figures. Also, the Park Board needs to know how much each association is allocating to scholarships. Mr. MacHolda noted that the Soccer Association just reviewed their budget and there was no line item for scholarship. They have always accepted each scholarship. It was also noted that hockey has approximately 30 - 35 people using the scholarship program. Ms. Vagnoni asked if the scholarships are complete or partial. Mr. Keprios indicated that it varied on what the people asked for. Mr. Keprios also pointed out that scholarships are looked at very carefully and are kept confidential. Mr. Fee stated that a lot of people are unaware that there is scholarship money available. He feels a lot more kids would be playing sports if they knew there was financial assistance. Mr. Christianson indicated it should be made known that there is scholarship money. It is too bad if a kid cannot play to his ability because of financial reasons. However, Mr. Christianson pointed out that we need to get all of the facts from the associations before we can get into the topic of scholarships. Mr. Kojetin indicated that the Edina Foundation has been donating $300.00 per year for scholarships for City activities. He also indicated that he has been working with the 17 ministerial associations in the city in trying to locate families that could use financial support for athletic activities. Mr. Keprios made a comment that people do not always know what the word scholarship means. He suggested the term be changed to grant -in -aide or financial assistance. It was noted that maybe the Associations should look more at cutting down on expenses and not raising registration fees. Mr. Jenkins felt that it is becoming unaffordable for a lot of kids to participate. Mr. MacHolda pointed out if you have several kids and they play a sport each season it gets very expensive. Mr. Lord felt strongly that we should not be getting into the associations business. Mr. Christianson noted that the intent is not to get into their business but to gather all the facts to be able to make a recommendation on fundraising guidelines to the City Council. The City Council does not want the Park Board to be involved in the day to day operations. However, as long as the City provides staff, facilities and support the City Council should adopt broad guidelines in the area of fundraising. Mr. Lord again questioned whether we should stick our nose in their business. Mr. Jenkins stated that we just need to look at the whole picture and get the raw facts. An idea was brought up that maybe there could be one group that does fundraising and the money could then be allocated out to the different associations. People are getting tired of buying various fundraiser items all of the time. 3 Mr. Christianson stated that the staff's recommended guidelines (yellow sheet) looks like a good process. This situation will not be solved over night. It will probably take 4 to 5 months to complete. Mr. Kojetin noted that the City Council did not give any time frame for completion. Ms. Vagnoni asked if EGAA turns down pull -tab gambling, will someone else grab onto it. It was noted that the City Council does not encourage any group or association to use pull -tabs. All of the associations will be told this is not an acceptable means of fund raising. Mr. Kojetin stated this is a broad topic with many scenarios. Such as, do we accept money from the Hopkins Jaycees who get some of their money from pull -tabs, etc. The list goes on. Mr. Christianson noted that action should be taken outlining how to proceed with this matter. The Park Board requested the staff to contact the Athletic Associations to get information. This information will then be brought back to the Park Board in the form of a written report. Mr. O'Connor suggested having the staff write a series of questions relative to what we are looking for. He also suggested it be a brief questionnaire. Mr. Christianson liked Mr. O'Connor's idea. At the next meeting the Board will go through the questionnaire and decide which questions to ask. After the next Board meeting, the staff will contact the associations. Mr. Christianson indicated to the Board to feel free to submit any questions to the staff. IV. RECREATION REPORT • A. Edina Girls Athletic Association - Mr. Kojetin stated that he met with Mr. Rosland and Mr. Keprios to discuss how EGAA could be reimbursed for the money they have already spent to start the pull tab operation. One idea was that possibly the American Bandy Association could buy the rights from EGAA. Another thought is EGAA would be waived the field maintenance charge of $5.00 per participate, which is approximately $700.00 per year, until the bill is paid off. EGAA is looking into whether or not the American Bandy Association can buy their rights. The treasurer.has been called to see what their cash flow is to date. It was suggested that possibly a non-interest bearing note could be used to pay back the loan, such as what was done for the Edina Soccer Association. Mr. Christianson also feels that EGAA could reduce some of their expenses. B. Warming Houses - The warming houses will hopefully be opened on December 21st, weather permitting. There are still three positions open for warming house attendants. If anyone knows someone who would be interested please contact Ed MacHolda. V. OTHER A. Municipal Pool Mr. Kojetin informed the Park Board that the fee for single general admission to the Municipal pool is $3.00 with an additional fee of $3.00 for the waterslide. Mr. Kojetin noted that if they charge one fee of $5.00 for everything, money could be saved. Using wrist bands costs 4 5 around $7,000 in expenditures. In checking with other community pool's operations, an additional staff member is needed to police the wrist bands. Mr. Kojetin also stated that there are about a dozen people who lap swim at Edinborough in the winter and swim at the outdoor pool in the summer. These people's season ticket or pass books would be honored in the summer time at the outdoor pool. Jim Fee MOVED TO RECOMMEND THAT THE GENERAL ADMISSION POOL TICKET BE CHANGED FROM $3.00 TO $5.00, WHICH WOULD NOW INCLUDE THE SLIDE. Mac Thayer SECONDED THE MOTION. MOTION CARRIED. B. Golf Course - It was noted that the golf course increases in the that the Executive Course fees were inadvertently omitted. It was noted listed the price on some literature as $6.00 Sr. and Jr. non -patron card and others at $5.50. On the fees and charges that were approved the same occurred in the Sr. and Jr. patron card which was $5.00 and was listed as MOVED TO CORRECT $4.50 in the recommended fees and charges. Paul O'Connor EXECUTIVE COURSE FROM $5.50 TO $6.00 THE SR. & JR. NON -PATRON RATE AT THE AND THE SR. & JR. PATRON RATE FROM $4.50 TO $5.00. Bill Jenkins SECONDED THE MOTION. MOTION CARRIED. It was asked if there was any progress from the Corps of Engineers for the this time. There also has been no golf course. Mr. Kojetin stated not at action on the Normandale Golf Course. Todd Anderson, Assistant Golf'Course Manager, and his staff did a fantastic job in getting the golf dome up and running. C. Pool - The pool is behind schedule because of the snow. Some of the concrete has'been poured and they are working on welding the gutter system. D. Arneson Acres - Construction at the Arneson Acres maintenance building is continuing. E. Historical Society - Mr. Kojetin indicated that everyone should try to see the wonderful display on the 50th anniversary of Pearl Harbor at the Edina Historical Museum. F. Centennial Lakes - Mr. Kojetin indicated that the snow on the ice has caused problems with making ice for our family skating center. Hopefully we will have cold weather and the ice will be in shape by the opening of our skating rinks. G. Senior Center - The center is coming along well, hopefully the air conditioning will be installed next week. H. Gym Times and Fees - Mr. Keprios stated that he met with Mr. O'Connor, Jim Hamann, of the school district, and representatives from EGAA and the Edina Basketball Association concerning the increasing costs to use the be gyms. There were a lot of inconsistencies and this year some fees may forgiven but next year it will be in effect. Costs are based on the half on Saturdays and double time on custodians that receive time and a Sundays. The associations also felt that adult sports have been taking too 5 r much gym time. Mr. Keprios indicated to them that is not the case. Adults use the gyms on primarily Wednesday evenings. There is only one adult basketball league (5 -man basketball) that uses only one gym, the Edina Community Center small gym, on Mondays and Tuesdays three months a year. The reason for the increase in gym fees is primarily due to the decrease of gym time use by the school on Saturdays. VI. ADJOURNMENT Mac Thayer MOVED TO ADJOURN THE MEETING AT 8:50 P.M. Andy Montgomery SECONDED THE MOTION. MEETING ADJOURNED. D 0