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HomeMy WebLinkAboutCity and School Facility Use Advisory Committee - 10/06/2004 APPROVED MINUTES CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE WEDNESDAY, OCTOBER 6, 2004 7:00 P.M. EDEN PRAIRIE CITY CENTER Prairie Rooms A & B COMMITTEE MEMBERS PRESENT: Phil Rose, Chair; Kathy Bykowski, Nancy Holden (arrived at 7:30 p.m.), and Steve Mosow (arrived at 7:20 p.m.) COMMITTEE MEMBERS ABSENT: Ian Mackay and Phil Young COMMITTEE STAFF PRESENT: Jeanne Zetah, Director of Community Education Services; Mike Grant, High School Activities Director; 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. Due to a lack of a quorum, the meeting was not officially called to order until 7:45 p.m. INTRODUCTIONS Committee members introduced themselves. Mosow is the newest member to the Committee and represents the Arts Commission. II. APPROVAL OF AGENDA Due to the lack of a quorum, the agenda was not officially approved. III. APPROVAL OF MINUTES A. MARCH 24, 2004 Motion: Motion was made by Bykowski, seconded by Holden, to approve the March 24, 2004, minutes as published. Motion carried 2-0-2. Rose and Mosow abstained because they were not in attendance at that meeting. CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE October 6, 2004 Page 2 IV. ITEMS OF BUSINESS A. REVIEW FIELD USAGE AFTER SUMMER Frey reported that field usage appeared to go quite well this past summer. The City tried some different things and are now requiring Athletic Associations to pay fees for use of the facilities for regular non-league participation. If they are operating camps, clinics or tournaments, they are charged a fee. Frey said there are still things they can improve on and will continue to work on certain issues. One of the things they are looking at is forming a Sports Facility Committee. Frey distributed to the Committee a copy of the Sports Facilities Committee Charter Statement. He explained that the City has had challenges with the Athletic Associations getting the required documentation into the City. Staff is now recommending a Sports Facility Committee, which will place responsibility for filing the necessary information with the City back onto the Associations. The Committee's membership will be made up of three members from the Parks, Recreation and Natural Resources Commission, one representative from the School District and one representative from each qualifying athletic association that uses City sports facilities. It will be easier for this Committee to tell an Association that they cannot use a City facility because they have not filed the necessary documentation. Frey further explained that this ad hoc committee will report to the Parks Commission and this will help put the responsibility back onto the Associations. Grant asked how often this ad hoc committee would meet. Frey said it is anticipated that they would meet five or six times a year. Grant asked how they would be able to make calls and checks when they meet so infrequently. Frey explained that City staff would continue to do that. This Committee will result in the accountability being placed on each Association. Frey further explained that an issue with swimming facilities has recently come up and is something that may have to be addressed by this Committee. The Foxjets and Aquajets swim clubs are having difficulty getting swim time. Between the two groups there are close to 500 kids and it is difficult to schedule sufficient swim time for each group. Also, with the popularity of lacrosse, the use of the fields has increased. There are not enough fields to meet all of the requests for use. This Committee will help work through these issues with all of the involved parties. It is anticipated that once this ad hoc committee is approved by the City Council, their first meeting will be held in January. Frey said they are asking that a representative from the School District serve on this Committee if they see it of value. Johnson reported that they were able to fulfill all of their needs with summer field usage. They did talk to the soccer club and told them that if their needs are not being met by the City the School may have fields available for their use in June. They indicated that by that time they do not need additional fields and they have already set up their league schedules. Johnson said staff would continue to work with the soccer association to see if there is anything the School can do to help them with fields. CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE October 6, 2004 Page 3 B. UPDATE ON 2004 PARK BOND REFERENDUM HELD MAY 11, 2004 AND RESULTS OF STUDY AFTER Frey distributed information that had been provided to the City Council and Parks Commission regarding the referendum follow-up. The report indicated that the biggest single issue that caused the referendum to fail was that everything was put under one question. According to the survey, if the aquatics center had been a separate question it would have failed but everything else would probably have passed. The follow-up survey also indicated that residents do not want the City to wait too long before coming back with another referendum. It is difficult to put out a referendum the same year that the School District has a referendum. Frey indicated that City staff will be looking at the School and talking to them about whether or not they will have an additional referendum. Zetah questioned how this survey differed from the survey completed in 2003. Frey explained that that survey was a pre-survey to the referendum to see what percentage would support a referendum. This survey was a follow-up survey to determine why the referendum failed. The Parks Commission recommended that Staff prepare information for a future referendum so they are ready to go when the time is right. C. INFORMATION ON SCHOOL DISTRICT REFERENDUM TO BE HELD NOVEMBER 2, 2004 Zetah distributed to the Committee referendum information defining the questions on the school referendum. Rose explained that the School District mails an accountability report to each resident of the City four times a year. The most recent report will include a referendum fact book that will include all of the pertinent facts. Zetah further explained that if this referendum passes, $3.5 million of budget reductions would be required. If the referendum fails, $6.5 million must be cut from the budget. Rose pointed out that School administration has done an excellent job and are being very thoughtful about the cuts that will have to be made. During the month of November, residents will be given the opportunity to give their feedback on proposed cuts. D. UPDATE ON MEETINGS TO PROMOTE ARTS ACTIVITIES IN COMMUNITY Mosow reported that the Arts and Culture Commission has developed a guide for arts opportunities in the community. This guide includes information on not only performance arts but also for fine arts where people can go to take advantage of what is available in Eden Prairie. There are a number of events taking place and this information is published in the newspaper and various other locations. Mosow said they have been talking to the Eden Prairie Shopping Center about converting their old theater into an area available for the performing arts. Mosow said the Commission also hopes to have a directory available by the first of the year for Eden Prairie residents informing them of what will be taking place. CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE October 6, 2004 Page 4 E. CITY ICE RINK UPDATE Rose asked for an update on the construction work taking place at the City's ice rink. Frey reported that they hope to begin selling ice by October 25 with ice being available November 1. If it becomes available earlier, they will go back to the groups for rescheduling. The repair work appears to be going very well and they will definitely be in operation by November 1. V. DISCUSSION ON ITEMS FOR NEXT MEETING A. NEXT MEETING DATE 1. March, 2004 The Board agreed that the next meeting of the City and School Facility Use Advisory Committee would be held on March 2, 2005, at the Education Center beginning at 7:15 p.m. 2. Discussion Items for the Next Meetinlz Zetah suggested that they review facility charges and rates for 2004. Also, depending on what happens with the School referendum, there is a strong potential that there will be facility charge changes and changes that would affect others. Zetah said the School District is also looking at the number of days and hours they are opening up their facilities for the City. They are only charging 50 percent of staffing rates because the facility is usually open anyway. Zetah said this is something they will be monitoring this year. Frey pointed out that the School District does not pay the City for outdoor facility use. Rose asked for an update on the Sports Facility Committee at their next meeting. He also mentioned that there would be a joint City Council and School Board meeting coming up. They intend to have a joint meeting twice a year. Zetah explained that the School District is looking at policy review. Community school relations and facility use follows under the 800 series and they will be asking for a representative from the City to serve on this review committee. Zetah recommended that an item regarding the Arts Commission brochure also be placed on the next meeting agenda. VI. OTHER CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE October 6, 2004 Page 5 VII. ADJOURNMENT The meeting was adjourned at 8:05 p.m.