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HomeMy WebLinkAbout2007 11-26 PARKS & RECREATION COMMISSION Regular Meeting Minutes November 26, 2007 APPROVED Members Present: Maureen Bartz,Jason Eisold,Mike Eliason,Sandy I�night Members Absent: Kevin Strayton Staff Present: Dan Schultz,Director of Parks and Recreation and Sonja Honl,Recording Secretary Student Volunteer: None Others Present: Troy Robole,Trail Adxninistrator,Inver Grove Heights Snowmobile Club 1. CALL TO ORDER: Eliason called the meeting to order at 7:03 p.m. 2. ADDITIONS TO THE AGENDA: None. 3. APPROVAL OF THE OCTOBER 22, 2007 MEETING MINUTES: MOTION by Bartz to approve the minutes of the October 22,2007 meeting. SECOND by Eisold. Ayes: 3 Nays:0 Motion passed. 4. AUDIENCE INPUT: None. 5. DISCUSSION (Response to Audience Input): None. Schultz requested that we start with New Business to accommodate Mr.Robley. 7. NEW BUSINESS: a. Snowmobile Trail Request—In past years,the Inver Grove Heights Snowmobile Club has marked, maintained and groomed a snowmobile trail that runs through what is now the outdoor recreation compleg property. They conta,cted the City because they would like to continue to use the trail as they have in the past. Per Schultz,city ordinance allows areas in parks to be designated for this type of trail. Schultz has also spoken with Flint Hills Resources,the former property owners,and they have had no problems with the club using the property. Schultz supported the club being allowed to continue to use the trail for a period of one year and evaluating this on an annual basis after that. Eisold suggested the motion be worded"2007-08 season"instead of"period of one year". Troy Robley,Trail Administrator,Inver Grove Heights Snowmobile Club,addressed the Commission. He egplained that before the snowmobile season begins each year,they check with all of the land owners whose property they use to see if anything has changed. He also provided a map of the area and pointed out where the trail crosses the athletic compleg site. MOTION by Bartz in support of marking a snowrnobile trail on the Outdoor Recreation Compleg property for the 2007-08 season and that this be evaluated on an annual basis. SECOND by Eisold. Ayes: 3 Nays: 0 Motion passed. 6. OLD BUSINESS: a. Review of Parks and Recreation Fees and Fee Policy—schulrz provided rhe Commissioners with a copy of the 2007 Fees and Fee Policy and explained that he was asking the Commission for input on maximizing use of our rental facilities. Schultz reviewed ice rental rates first. Rosemount's rates are some of the lowest when compared with nearby cities. Per Schultz,our goal is to be in the midrange,so we will probably be proposing an increase in fees. Other community center fees were also reviewed. We are considering raising the banquet room fees and possibly the auditorium fees. Park facility fees were reviewed next. Some of our fees are higher than other communities. We are looking into field use fees and the possibility of renting on an hourly basis or changing the way we charge. We are also reviewing the league fees and considering the possibility of including half day shelter rentals. Sta.ff is also working on a timetable as far as when athletic groups have priority for making reservations. The Commission asked if we had considered charging higher rates for District 196 as other cities do. Per Schultz,we are evaluating this and will look into why some cities are charging them a higher fee. It was asked if the hockey teams have locker Yooms at the communiry center. Per Schultz,the varsity boys and girls teams have permanent locker rooms in the arena provided at no cost. There was also a question about whether the revenue generated from - 1 - PARKS � RECREATION COMMISSION Regular Meeting Minutes November 26, 2007 games goes back to the district. Per Schultz,the district collects the money and it goes back to them. There was a question about who runs the concessions. Per Schultz,we lease the space to them and they provide staff,etc. More information on the Fees and Fee Policy will be brought back to the Commission in the future. b. DCTC FBCIIIty P8Pt11e�Shlp—Schultz reviewed a map of the site of the proposed shared soccer fields at Dakota County Technical College. He also had included a draft letter of understanding in the Commission packets. Schultz had noted several changes to the letter which were noted on the draft copy. The changes were all regarding the removal of any references to the ciry providing funding for any"design and construction management". The City's contribution would be for construction costs only. Per Schultz,the City's attorney will also be reviewing this letter. As part of the approved 2008 CIP budget,$450,000 has been set aside for this project. Bartz mentioned that the Commission had agreed to contribute a maximum of$450,000,and asked if we were now committing that entire amount. The project will go through a MnSCU bidding process and they will be able to provide us with a firm cost estimate based on this. We will verify that the funds we are contributing are based on solid numbers. More information on this item will be brought back in the future. C. OUtdOOP R@CPeat1011 COt11pleX—Brauer and Associates has provided the City with a final master plan for the complex,as well as a master plan cost estimate. Besides the ball fields and multipurpose fields,the plan includes two concession/restroom buildings,two children's play areas and a maintenance facility. Considering the topographical and power line challenges with this site,the plan maximizes the use of the property and meets the needs of the area athletic groups. Schultz told the Commission that the County is looking at the plan and access to Akron Avenue is being questioned. This plan will also be brought to the City's Planning Commission for review and any input they may have. Schultz reviewed the proposed budget. The Base Facility Development—On Site Costs total estimate is $7,402,509.92,and the Off Site Costs total estimate is $1,367,060.20 for a total of$8,769,570.12. Other costs included Potential Add On Items—On Site Cost total is $2,400,970.00 and the estimate for Potential Alternative Storm Water Management Items—On Site Costs is�$1,832,573.88. Schultz asked for comments from the Commission. Eisold asked about using artificial turf on one of the fields. Per Schultz,we are looking at this for one of the fields at the Dakota County Technical College Facility as they have offered to pay for half of it. We have a cost estimate of appro�mately$450,000 for an artificial turf field. There was discussion about the priority of various amenities including restroom facilities, concession buildings,and lighting of fields. Knight suggested that any portable toilets be attached to concrete slabs with fencing around them so they cannot be tipped over. The Commission wanted to include as many amenities as possible at the time the compleg is built. This will be discussed further at the December 10 work session with the City Council. Schultz was recoxnxnending approval of only the master plan,not the cost estimates,at this time. MOTION by Knight to approve the Outdoor Recreation Complex Final Master Plan. SECOND by Bartz. Ayes: 4 Nays: 0. Motion passed. Schultz handed out copies of the most November 2007 issue of The Irish Gazette,the Rosemount High School newspaper. An article written by Jonathan Nutzmann,Commission's Student Volunteer,was included in the publication,along with a proposed master plan for the complex. 7. NEW BUSINESS: b. Update—St. Joseph'S TBSk FO�Ce —The task force has been meeting for almost a year and is coming to the end of its work. Schultz provided aerial photos of the St.Joseph's Church site and pointed out where the library is being built and the adjoining property that was acquired along Cameo Avenue to enhance the future use of the site. The task force is currendy working on finalizing a recommendation that will be given to the Ciry Council. Based on informarion gathered from the meetings,the reuse focus -2 - PARKS � RECREATION COMMISSION Regular Meeting Minutes November 26, 2007 will be on an arts and cultural facility with a multipurpose/flex space. At this titne,there does not appear to be a great demand for use of the facility. The Rosemount Area Arts Council recently formed to spearhead the arts focus in the communiry. The City Council has approved the hiring of an architect to make the church building ADA accessible. From the beginning,the City Council made it clear that the church building would remain,but the future of the school building has yet to be determined. St.Joseph's Church has a lease for use of the school unti12011. This was only an update and Schultz will bring back a final version of the task force recommendations after it is completed. C. DI�eCt01'S Rep01't-The park improvement fund balance as of October 31,2007 was$2,123,493.80. No parks dedication fees,grants or donations were received this month. Interest for October was $8,109.00. T'here were egpenditures of$1,926 for parks master plaiining services,outdoor recreation complex planning and Brazil Avenue trail plamung. 2008 CIP Budget—Schultz provided the Commission with a copy of the recently approved 2008 CIP budget. Benches for Tennis Courts-Schultz updated the Commission on this item from la,st month's meeting. The high school would be willing to purchase four benches for the tennis courts if Ms.Ewen is able to get four benches donated. Schultz had suggested that this would be a project an Eagle Scout candidate might wish to take on,but he has been unsuccessful in finding one at this time. It was suggested that rrir„ming the bushes along the courts would allow sufficient room for spectators to bring their own chairs for seating. This is what is done for other youth sports programs. Another option that was suggested was that the High School purchase four benches and this might give other interested groups incentive to buy four more. Schultz will also let Ms.Ewen know she might want to look into wooden benches,which would serve the same purpose as the more egpensive benches she had received a bid on. Joint Work Session—A work session with the Parks&Recreation Commissioner and City Council has been scheduled for December 10 at 630 p.m. The session will take place in the Counal Chambers. Because the regularly scheduled Parks and Recreation Commission meeting falls on December 24,Christtnas Eve,Schultz asked the Commission if they would be agreeable to holding the regular Parks and Recreation meeting immediately after the work session,if there are items that need to be addressed. If there are no items for discussion,there would be no regular meeting in December. The Commissioners agreed with holding a meeting,if necessary,after the work session. 8. ADJOURNMENT MOTION by Eisold to adjourn the meeting. SECOND by Bartz. Ayes: 4 Nays: 0 Motion passed. The meeting was adjourned at 8:39 p.m. Respectfully submitted by Sonja Honl, Recording Secretary - 3 -