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HomeMy WebLinkAboutCity and School Facility Use Advisory Committee - 03/24/2004 APPROVED MINUTES CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE WEDNESDAY, MARCH 24, 2004 7:00 P.M. EDEN PRAIRIE HIGH SCHOOL A2002 COMMITTEE MEMBERS PRESENT: Kathy Bykowski, Nancy Holden, Ian Mackay and Phil Young COMMITTEE MEMBERS ABSENT: Phil Rose GUESTS PRESENT: Steve Mosow,representative from Arts and Culture Commission COMMITTEE STAFF PRESENT: Jeanne Zetah, Director of Community Education Services; Lyndell Frey, Community Center Manager; Cheryl Bridge, Facilities Coordinator; Jill Johnson, High School Activities Coordinator; and Carol Pelzel, Minutes Secretary I. CALL TO ORDER AND ROLL CALL A. The meeting was called to order by Acting Chair Phil Young at 7:15 p.m. B. Introductions Young explained that Cari Grayson and David Larson's term have expired and they will no longer be serving on this Committee. Ian Mackay is the representative from the Parks Commission replacing David Larson. An appointment has not yet been made for a replacement for Grayson. Young asked that the Commission members and Staff introduce themselves. C. Appoint Chair and Vice Chair for 2004 Motion: Motion was made by Young, seconded by Bykowski, to appoint Phil Rose as Chair for 2004. Motion carried 4-0. Ian Mackay was appointed as vice-chair for 2004 by unanimous acclamation. II. APPROVAL OF AGENDA Motion: Motion was made by Bykowski, seconded by Holden, to approve the agenda as presented. Motion carried, 4-0. CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE March 24, 2004 Page 2 III. APPROVAL OF MINUTES A. December 3, 2003 Motion: Motion was made by Holden, seconded by Bykowski, to approve the December 3, 2003, minutes as published. Motion carried 3-0-1. Mackay abstained because he was not present at that meeting. IV. ITEMS OF BUSINESS A. Review Facility Use Charges 1. CitySpaces Used by the School District Frey reported that City and School District staff met to discuss the use of each other's space. Each entity pays for the direct costs for the use of these facilities. There are some exceptions including the dome, Oak Point Pool, Performing Arts Center, etc. For the past few years, charges for the use of these facilities has remained consistent. The only exception was for the use of Oak Point Pool. Charges were based on a complicated formula. Frey further explained that the City recommended that the School District charge the City at the same rate as the City charges the School District for use of the Community Center pool. The School District agreed that the City would pay the same rate for Oak Point pool as the High School pays for the Community Center pool. This resulted in a difference of approximately $35,000 in total fees charged the City in 2002 to fees charged in 2003. The remaining fees charged are within a couple of thousand dollars from the previous year. In response to a question from Mosow, Frey responded that the reason for the variance in fees charged is because of the variation of use. 2. School District Spaces Used by the City Zetah explained that for rental of the High School dome, the City is charged the basic rate. The charge for the Central Middle School Gym is not a rental charge but a staffing charge at 50 percent of the normal rate. This is because there are times when the facility is open for other uses by the School. It was determined that the City should only be charged for 50 percent of the staffing rather than actual cost. Staff agreed that for the past couple of years this has worked out very well for both the City and the School District. Holden asked how they charge for park shelters. Frey responded that for School District programs the School District is charged $30 for an attendant to open and close the shelter while residents are charged on an hourly basis. For example, the cost for use of the outdoor center is $30 an hour. Holden asked if there is a charge for ELS Classes. Zetah responded that there is no charge because the people predominantly served are seniors and it is viewed as a partnership. Johnson asked if the City rates are increased annually. Frey answered that they normally are and the fees are adopted as part of the fee Resolution CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE March 24, 2004 Page 3 considered by the City Council in December. Groups are notified in June if a particular fee affecting them is going to be increased. Zetah pointed out that the biggest drop in revenue was from rental of Oak Point Pool and this occurred because of the new fee structure discussed earlier. B. Field Usage for Summer Frey explained that the City has no changes or updates regarding field usage for the summer. They did meet with the various athletic associations and explained the change in fees and charges for non-league use by the associations. The associations did not have any major concerns or complaints. They understand that the City is trying to protect their fields. Zetah reported that there will be no subletting of fields and users will be required to sign something to that effect. Lacrosse will wait until May 1 to use the fields. Johnson explained that not all of the fields will be closed off this summer. Staff feels that rotating fields and watching the amount of usage will assist in maintaining them. There will be a youth soccer tournament played on high school fields in July. This will be a three-day tournament with 150 to 170 teams. Johnson indicated that they are holding back on outside user groups to allow the High School camps, clinics and youth associations to utilize those fields in rotation. Frey stated that meeting with the Associations and School District was a good exercise. The Associations are volunteer people who rotate positions on the various boards and many did not know of the policy regarding subleasing and requirements. It was very productive to meet with the various groups in November and this is something the City will continue to do on an annual basis. Johnson explained that the School District does meet with the Associations in June of each year. Mackay said he served on the Soccer Association last year and he has noticed a change in the communication and people's attitude and it is nice to see this happening. C. Parks and Recreation Department Study 1. 2004 Park Bond Referendum—May 11, 2004 Frey reported that the City Council has authorized a $22.5 million referendum on May 11. Town meetings will be held to present the information regarding the referendum. During the month of April there will be 30 different presentations sharing information with various groups. Frey distributed to the Committee basic information regarding the referendum. The talking points explain what is included on the referendum. Young explained that the City would be sending out mailings in advance of the election and spring break. The mailer will explain why there is only one question on the ballot and the amount of the referendum. It will also encourage the residents to attend the various CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE March 24, 2004 Page 4 informational meetings. Frey pointed out that the presentation is about 15 minutes long and is very informative. Mosow asked what kind of objections they foresee and if they see any substantial resistance to the referendum. Frey said he has not heard of any. There have been some general questions as to why there is only one question. Young said there have been a number of criticisms. They do not anticipate any organized opposition to the referendum. There has also been some criticism about the timing. It is felt that the election should have been held in the fall rather than having a separate election for an additional cost. Young explained that a certain level of criticism is appropriate, however, should they wait six months there would be construction implications. It would cost the City a year in construction costs. It was also stated that there would be a greater voter turnout at the General Election. Holden asked when construction would start should the referendum pass. Frey said it would be started in the summer. Zetah asked if the referendum passes, would there be a new gym and play space at the Community Center. She also asked if there would be less need for the school gym or open gym. Frey responded that there would not be much of an impact on what the City uses at the School. The new facility would be a multi-use space. D. Update on Meetings to Promote Arts Activities in Community Mosow explained that the Arts and Culture Commission looked at ways to increase access and awareness to arts activities in the community. They invited people to participate in a number of focus group sessions to answer questions. These questions included what kinds of activities were occurring in the community,both official and unofficial; what does this mean; do people want more participation or opportunities to engage in the arts; and, what is the community looking for. Mosow said that from that information they would determine what needs to be done in response to those questions. The Commission will be coordinating this information and preparing a draft report that will eventually go to the City Council. Mosow said they will address how to increase awareness, access and opportunities to participate in the arts and will push forward some ideas for the future. A student representative did suggest a film festival in the community. From that suggestion the Commission will be looking at using a theater in the Eden Prairie Center that is not being used for such a film festival. Mosow said that the students on the Arts Commission are great participants. Holden asked how people were selected to serve on the focus group. Mosow responded that the Commission members knew people who had an interest in the arts. It was a networking that included about 30 people on the list. They have had attendance of 15 to 20 to eight people depending on the meeting date. Zetah said they are trying to get the awareness out there of what's happening in the community and they did discuss using the web site to promote this information. Holden said she feels this would be a great idea since there does not seem to be anything pulled together right now. It is confusing to people who are not familiar with the system. CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE March 24, 2004 Page 5 V. DISCUSSION ON ITEMS FOR NEXT MEETING A. Next Meeting Date 1. October 6, 2004 The Board agreed that the next meeting of the City and School Facility Use Advisory Committee be held on October 6, 2004, at the Outdoor Center. As of 9/15/04 that facility is unavailable due to a scheduled class. The October 6th meeting will be held in the Prairie Room at the City Center(near front door). 2. Discussion Items for the Next Meeting Mackay said he would like to have a review of how field usage went over the summer months. Holden asked for an update on turf fields. Frey said they have to educate the general public about turf fields. Young said he feels it would be a hard sell. Zetah asked if it would be possible to bring in a turf field at Flying Cloud. Mackay said that would be a lot of money for one field. Zetah reported that the School District would possibly be doing a referendum at the general election. She said she believes it will be decided next month whether or not there will be a referendum. Frey said he would be happy to do a referendum update at the October meeting. The Committee also agreed that there should be an update on the Arts focus group study. Zetah said there may be a small increase in charges for certain large spaces including gyms and cafeterias. These increases would take effect in the fall but would not affect the City charges. Zetah suggested that the Committee review facility charges that have been changed for the school or anticipated increases for the City. VI. OTHER VII. ADJOURNMENT Motion: Holden moved, Bykowski seconded, to adjourn the meeting at 8:00 p.m. Motion carried 4-0.