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HomeMy WebLinkAboutCity Council - 02/25/1997AGENDA JOINT CITY COUNCIL/SCHOOL BOARD MEETING TUESDAY, FEBRUARY 25, 1997 7:00 P.M., CITY CENTER HERITAGE ROOM 2 8080 MITCHELL ROAD CITY COUNCIL: Mayor Dr. Jean Harris, Ronald Case, Sherry-Butcher Younghans, Ross Thorfinnson, Jr., Nancy Tyra-Lukens, SCHOOL BOARD: Chair Karen V. Nonnan, Vice Chair Mary G. Endorf, Clerk Ann H. Y onamine, Treasurer Mark E. Kantor, Director Carol L. B omb en, Director David W. Hann, Director Barbara Gabbert CITY COUNCIL STAFF: City Manager Carl Jullie, Chris Enger Assistant City Manager; Bob Lambert Director of Parks, Recreation & Natural Resources, Eugene Dietz Director of Public Works, Barbara Anderson Council Recorder SCHOOL DISTRICT STAFF: Superintendent Bill Gaslin, Merle Gamm Executive Director of Business Services, Jeanne Zetah Director of Community Education PLEDGE OF ALLEGIANCE ROLLCALL I. APPROYAL OF AGENDA & OTHER ITEMS OF BUSINESS II. DISCUSSION ITEMS A. Guidelines for City/School Use of Facilities 1. Memorandum of Understanding 2. Fees and Charges 3. City/School Facility Advisory Committee B. Oak Point School Parking Expansion Update C. Activity Center Update D. Community Center Pool Improvements Update E. Potential New "Partnerships" Between City and School District 1. Environmental Education 2. Data Processing I III. REPORTS OF OFFICERS A. Rk1)orts of Councilmembers B. Reports of School Board Members IV. OTHER BUSINESS V. ADJOURNMENT Ian28aglBob97 2 MEMORANDUM TO: Mayor and City Council Eden Prairie School Board FROM: Bob Lambert, Director of Parks, Recreation and Natural Resourc~V DATE: January 23, 1997 SUBJECT: Guidelines for City/School Use of Facilities POLICY ON USE OF FACILITIES: School District 272 and the City of Eden Prairie have a long standing reputation for some very innovative ways to maximize the community's tax dollars by sharing land, facilities, and programs. The nearly contiguous boundaries of the School District and the City eliminate many of the conflicts faced by other metropolitan area communities and school districts. The Guidelines for City/School Use of Facilities that was recently approved by the School District and the City, helps to ensure the efficient expenditure of tax dollars by maximizing community use of these facilities. Memorandum of Understanding Although, the City and School District do have a number of joint powers agreements, there have been many oral agreements developed over the past 20 years regarding sharing facilities. School staff and City staff have been working on drafting a Memorandum of Understanding that puts these informal agreements in writing. Staff believe it is important to finalize some of these agreements that have worked so well, to ensure these operational practices continue and to finalize agreements where liability issues need to be clarified. The Memorandum of Understanding is being reviewed by city and school staff at this time and will be forwarded to the City Council and the School Board for approval within the next two months. Fees and Charges In 1996, the City Council requested staff to draft a list of the City facilities used by the School District and the charges for use of those facilities, as well as the School District facilities used by the City, and the charges for those facilities. Copies of those lists are attached to this memorandum. The City/School Facility Advisory Committee is in the process of reviewing the policy for the School District charging the City for use of facilities and vice versa, and may be recommending a change in that policy within the next month or two. The lists give a good indication of the number of facilities used by each organization. City/School Facility Advisory Committee The City/School Facility Advisory Committee has been meeting for several months and is in the process of reviewing all of the facilities shared by the City and the School District, as well as policies that have been developed to govern the use of these facilities. The Advisory Committee may be making recommendations for some changes to those policies and will be working with City staff and School District staff to evaluate ways in which the City and the School District can maximize the efficient use of City and School District facilities by the community. BL:mdd lan23.memo/Bob97 GUIDELINES FOR CITY/SCHOOL USE OF FACILITIES 1. Philosophical Position The Eden Prairie School District and the City of Eden Prairie generally represent the same constituencies and, as a result, each governmental unit promotes the use of their respective facilities by the community in order to maximize the use of public-owned facilities. 2. Concept for Intergovernmental Cooperation It shall be the general philosophy and concept of the Eden Prairie School District and the City of Eden Prairie to provide the facilities of each governmental unit at no charge to each other when the fup.ctions are for the usage of the Eden Prairie community residents except that when: a. the school district uses the ice facilities and swimming facilities at the Community Center for educational purposes, the school district will continue to pay the city for these functions as outlined in mutually accepted agreements. b. the City of Eden Prairie and the Eden Prairie School District have joint power agreements wherein the joint power agreements will prevail. c. Direct operating expenses, such as staffing costs, are incurred by either governmental unit, the costs shall be passed on the user. Community groups and governmental usages shall be treated identically by the respective policies of each governmental unit. 3. Financial A financial summary of facility usage charges shall be prepared semiannually on June 30 and December 31 by each governmental unit. 4. Non-Duplication of Services Each governmental unit shall work cooperatively to eliminate duplication of services and programming. The City of Eden Prairie shall provide recreationally-oriented programs, and the school district shall provide educationally-oriented programs. 5. Joint Facilities Advisory Committee A joint facilities advisory committee consisting of community representatives and staff shall be established to review operational guidelines and policies, review semiannual financial charges, and address other questions that would be of mutual concern. It is suggested to have approximately six to eight citizen members plus one staff member each from the city and school district as ex-officio members. GuideF acIBob96 September 5, 1996 MEMORANDUM TO: Mayor and City Council THROUGH: Carl Jullie, City Manager FROM: Robert A. Lambert, Director of Parks, Recreation and Facilities ~ DATE: December 5, 1996 SUBJECT: Update on Community Center HV AC and Disinfectant System Improvements In November a committee made up of Bob Lambert and Elyce Kastigar from the City, Steve Schultz and Woody Franklin from the School District, and Tad Hauck from the Foxjets met to discuss the process and timing for selecting a consultant and making the necessary repairs to the Community Center HV AC system and disinfectant system. The committee also reviewed and approved a draft Request for Proposal for consulting services and approved the following timetable: 1. Proposal submittal deadline for consultants: Friday, December 20, 1996 2. Interview consultants week of December 30, 1996 3. Recommendation to the Parks, Recl"eation and Natural Resources Commission January 6, 1997. 4. Recommendation to the City Council January 7, 1997. 5. Consultant receives input from staff and commences analyses January 8, 1997. 6. Consultant concludes analyses and submits report to the City of Eden Prairie January 24, 1997. 7. Staff and engineers submit report to the Parks, Recreation and Natural Resources Commission on February 3, 1997 and the City Council on February 4, 1997. 8. Council authorizes preparation of plans and specifications for appropriate repairs February 4, 1997. 9. Engineer completes plans and specifications and goes out for bid February 27, 1997. 10. Bids are received for project March 20, 1997. 11. City Council approves bids for improvements April 1, 1997. 12. Project is completed July I, 1997. This is a tentative timetable subject to revised dates based on a consultants' recommendation on actual time necessary to complete repairs. BL:mdd Pooluplbob TO: FROM: DATE: SUBJECT: REQUEST: Melissa Krull Larry Lebbens MEMORANDUM Robert A. Lambert, Director of Parks, Recreation and Natural Resource~ January 14, 1997 City/School Partnership -Environmental Education Curriculum City staff is requesting the School District to consider discussing the possibility of a new partnership between the S~hool District and the City in the area of environmental education. Staff from the Parks, Recreation and Natural Resources Department would like to meet with School District representatives next week to explore the possibility of the School District contracting with the City for naturalist services to enhance the K-12 Environmental Education Program. City staff would like to accomplish two goals. 1. Expand Outdoor Center Program Coordinator to a full-time position at no additional cost to the City. 2. Enhance the environmental education opportunities for students in the Eden Prairie school system by providing a contract for services with a naturalist, amounting to approximately 832 hours per year. CONSIDERATIONS: Rod MacRae, the Outdoor Center Coordinator for the last nine years, is retiring this spring. Rod has been a part-time employee working 24 hours a week to develop programs serving families at the Outdoor Center, as well as leading trips throughout Minnesota and Wisconsin. Over 100 outdoor recreation programs are offered through the Outdoor Center each year. The purpose of the Outdoor Center is to encourage families to enjoy the out of doors together. The programs emanating from the Outdoor Center offer individuals of all ages an opportunity to learn about various forms of outdoor recreation, as well as the environment, in which we all live. Although, Rod is only paid for 24 hours a week, he usually works many hours beyond that number. The City is looking at a number of options available to us, one of which would be to continue the program as is. Unfortunately, it is unlikely we would be able to find anyone with Rod's experience, background and commitment that would be willing to do all of the things he did for a salary based 1 on 24 hours a week. Expansion of that position to full time would give us much more flexibility in utilizing that position in a cooperative program. BENEFITS: City staff believe we have great potential for a unique partnership with the School District for expanding the environmental education curriculum using the Outdoor Center and its lakeshore, creek valley, marsh, native prairie, and upland woods, as well as the future education center at the water plant. If a naturalist is hired that individual could provide the following services: 1. Help the various teachers in the schools develop a curriculum that would take advantage of these unique natural areas in our own community. 2. Nearly all of the schools are located adjacent to unique natural resources within walking distance of their classrooms that could be studied on a year round basis. Staff realizes that all of the teachers have extremely full agendas and very few would have the ability to develop a curriculum that could take full advantage of learning from the abundant resources available. The City naturalist could not only help various grade levels develop a curriculum in environmental education, but could also commit a limited amount of time leading classrooms throughout the year on local field trips. 3. This environmental education curriculum could also be expanded to the development of a program to take advantage of the new public education component of the water plant. The City has recently hired an environmental engineer that could work with a naturalist, as well as the science teachers in the various schools to take full advantage of that new facility. MODEL ENVIRONMENTAL EDUCATION PROGRAl"VI: City staff believe that this City/School partnership could be a model for environmental education programs for not only this state, but for all school systems throughout the United States. As the population of the world grows, the children in our schools will grow up to live in a world with diminishing natural resources, especially clean water. Understanding the world in which we live will become more important as resources diminish and, therefore, become more valuable. We will do our children an immeasurable service by teaching them the value of appreciating and protecting our resources as early as possible. BL:mdd EnvirEdlBob97 2 SCHOOL DISTRICT FACILITIES USED BY THE CITY IN 1996 High School Auxiliary I · Safety Camp -0--0--0-rH@MWiV&SEfillffi) The City pays $ 121hour for this facility. ••••• ",'://,.1'1' •. I'.,/: ~ _ _.1' .... Gym* ........ ---.... -.--.---.-.-.-... ,-.-....... Central Middle School • Sports, Fun & Fitness $24 -0--0-• Nt.~~W~?{f:%g( The City is charged $ l2lhour (large gym; north and south) and $6/hour (small ,; llif.«··<\~~ i~' [:if Gymnasium • Open Gym $1,902 -0--0-;Wi~MW\ :'t.~' gym; west) . 1@ •. «." .<JW~ • Volleyball $2,818 -0--0- • Basketball $2,130 -0--0- • Wheelchair Basketball $162 -0--0- Central Middle School • Volleyball $426 -0--0-r'"x:::::::""'w"*RI!f"'w"'1 Th C" . h d $3/h fi th· f: T M?:?:~MtF ~ wJ;f.@) e Ity IS C arge our or IS aCllty . ........... x .•.• -"_ •. -"--"'l:.'/..-'-'_.&_.'/-"_x-v. ......... .: Locker Rooms • Basketball $312 -0--0- :;-;:;:;:;:;:;:;:;';;';;';;;;:;';-';-';-.;;';.0;''';-;:;:-'';:;,''';,.;';.;;'-;:;:;<; Central Middle School • TaeKwonDo $1,414 -0--0-lilllill The City is charged $l0/hour for use of this tile floor space. Multi Purpose Room • Swing Dance $200 -0--0-Adult Theatre: 3 hours @ $5/hour. • Adult Theatre $15 -0--0- ;;;:·;·:·:·:·; .. ·;·:·;·;·:·:·:-:·:.;·x.;·y/ .. : .. ,..: X';:;'N' Oak Point Intermediate • Wheelchair Basketball $126 -0--0--The City is charged $6/hour (gym A or B) for this facility. School Gym • Volleyball $1,816 -0--0-Youth! Adult Open Gym: Staffing is charged for this program because it is held • Y outh/ Adult Open Gym Program $1,475 $980 -0-Sur, days. Oak Point Intermediate • Tae KwonDo $40 -0--0--The City is charged $5/hour for this facility. (Negotiated down from $l0/hour.) School Multi Purpose • Community Band $557 -0-$7 Same rate for Tae Kwon Do at Oak Point and Education Center, but $l0/hour at Room • Adult Theatre $30 -0--0-CMS. Adult theatre used Room 105 (3 hours @$lO/hour). Eden Lake Elementary • Volleyball $1,171 -0--0-illilll~!r~~lfiilf.@Ii.I: The City is charged $9/hour (three courts) or $3/hour/court for this facility. School Gym* • Preschool Program -0--0--0-......................... .... Cedar Ridge Elementary ,. Day Camp -0--0--0-If~:}:tMft@!Nt~M~;WW'1 .. . . . tn~@#;iW!MM'*.tt@ The City IS charged $9/hour (three courts) or $3/hour for thIS faclhty. School Gym* • Summer Playground Program -0--0--0- • Preschool Playgrounds -0--0--0- • Volleyball $75 -0--0- Cedar Ridge Elementary I· DayCamp -0--0--0-~W¥@i%j*i(iqjliJ The City is charged $3/hour for this facility. ......................................... ;.:.-::;.:.;0: ..... ;.: ••••• School Large Classroom* Prairie View Elementary • Afternoon Playground -0--0--0-I@P)fJijj@ilWi@%l The City is charged $6/hour (two courts) for this facility. ............................... ;.: .......... .; •••• ".T ....... -: ....... School Gym* • Preschool Playground -0--0--0- Prairie View Elementary • Afternoon Playground -0--0--0-M·········r.::"/.·"%.w~_"·::w·] T .. $3/h fi h' f: T Ijti&:#.f.¥i.:::~&"ffit he City IS charged our or t IS aCI Ity. School Large Classroom* • Preschool Playground -0--0--0- Forest Hills Elementary -Wheelchair Basketball $120 -0--0- School Gym* -Afternoon Playground -0--0--0- -Preschool Playground -0--0--0- -0--0-Forest Hills Elementary I-Afternoon Playground -0- School Large Classroom* -Preschool Playground -0--0--0- Administration Building -Sports Camp -0--0--0- Gym* -Adult Theatre $27 $40 -0- -Sports, Fun & Fitness $18 -0--0- Education Center Multi 1 TaeKwonDo $30 -0--0- Purpose Room (The School District hasn't charged the City for rainy day use by the preschool program, playground program, day camp, etc.) * = rain backup only School96. usell.aurie97 January 8, 1997 m.t£Mm~jgm This City is charged $6/hour(two courts) for this facility. ...................... 1f:%tf~~i::~Mi;:;:h~i.¥::~1 1iMiMmlf&~~illME The City is charged $3/hour for this facility. Wi~hWr$.W& r=i .. . . . i.MtN&@1 ._ The CIty IS charged $3/hour for this faclhty. IIp'-:::':f:v.::;:·:x' <~ . m r.x.. . i:iMM~¥fh ,: .. ":,,,Mm· SupervIsor on call: 4 hours @ $lO/hour. o· .••••••••••••••••••••• 1111111111_ The City is charged $5/hour for this facility plus air conditioning costs of approximately $3.50/hour during the summer. CITY FACILITIES USED BY THE SCHOOL DISTRICT IN 1996 Community Center Ice Arenas; N N arsity Hockey Practices & $7,135 (Boy's & -0--0-The School District receives a 50% discount on non-prime Standard Size Rink and Olympic Games at prime time rate Girl's Varsity time ice rate for High School Phy Ed (broomball). Size Rink Girl's Hockey Practices & Games) gate Games receipts from 1996 rate beginning April 1: 1996. Rink # 1 & 2 -$115/hour prime time $24,690 (Boy's & (Non-prime is 50% of prime) Girl's Varsity) N Hockey Practice 1"'"':':''''''':'''':'''''''';;''''',lir9-ill:''''W,%fl . . 1.MJW:¥tH~K:;::h::W.!}A# 1997 proposed rate begmmng January 1: ,i:::'j@::::m!.:·······'m·x;··:·x,;;-'-' ,tv;:;:s··::::2 Cheerleaders Professional Line Jf&1itMtJltWWi£iMR Rink #1 & Rink #2 = $117.50 Practices at prime time rate $575 Phy Ed; Broomball $6,905 .ii@¥;%ftfWfr~gili[ Community Center Pool I • High School Boy's & Girl's $40 (Track) N/Afor swim No fee charged for ;"lllllllfll School District is given a 14% discount off the pool rental rate Swim Team & Diving Teams $168 (P.E.) teams or P.E. canoe use at marina for the High School Phy Ed program. High School Synchronized Swim $7,160 (LGT) 10/hr lifeguard for for EPHS P.E. Team $5,389 (Girls) group where no r ....... lGmixIWJJf£1 $35/hour for the whole pool High School Phy Ed Program $5,558 (Boys) lifeguard is on duty High School Track & Cross $4,556 (Syncro) 11r-III.fll~II~1 ~~::~ ~~~~;~ell Country $8.20 diving well $3.35 per lane Community Center Racquetball I . Phy Ed Classes $3,420 -0--O-r· .. ········· w"'1J.l'4mr9':::'·'·:>.1 Th S hiD' . .. 170/.: d' ff h 11 b 11 fmFjW¥tW~ . '.. .t$.M~: e c 00 lstnCt 1S given a 0 1SCOunt 0 t e wa y a ·:~W&::;.-:;:;:::x~;, ... :~::::;;:;;:~::::;:::::.;x:r.{'.;:::rl::::;::";' • Courts ·:":MJ%;::JA:mm.w.:i?:::@~@l'M@#' court rate for high school Phy Ed classes. $1O/hour/court Outdoor Center , . Miscellaneous programs and $160 -0--0-II'ill~IJjlllt . The School District is charged the same fee as other City meetings groups, i.e., Athletic Associations. Other City groups, i.e., Athletic Associations are required to provide a $50 deposit. No deposit required by the School District. Staring Lake Sliding Hill I . School District Parties -0--0--0-_: The School District is charged $20/hour, the same fee as 1996 sliding hill cancelled due to other City groups, i.e., Athletic Associations. poor weather. Other City groups, i.e., Athletic Associations are required to provide a $50 deposit. No deposit required by the School District. Forest Hills & Prairie View I· School District Parties -0--0--0-IJ»'~f§(·II·_' Warming house keys are given to the school staff for free Warming Houses .1i._~11~· use of the warming houses December -March. Staring Lake Park Shelter City Center Heritage Rooms City96.uselLaurie97 January 8i, 1997 Oak Point Intennediate School Miscellaneous Programs and Meetings $65 $450 -0--0- -0- (A V equipment) The School District is charged the same fee as other City groups, i.e., Athletic Associations. Other City groups, i.e., Athletic Associations are required to provide a $50 deposit. No deposit required by the School District. There is no charge to use the room; however, there is a setup charge of$35 for a quarter of the Heritage Room, a setup charge of $50 for halfthe Heritage Room, and $100 setup charge for the whole Heritage Room, if special setup is required. This is the same fee charged to other City groups, i.e., Athletic Associations.