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HomeMy WebLinkAboutCity and School Facility Use Advisory Committee - 03/12/2008 APPROVED MINUTES CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE WEDNESDAY, MARCH 12, 2008 7:00—9:00 P.M. Eden Prairie Community Center, 16700 Valley View Rd., Meeting Room 204 MEMBERS PRESENT: , Chair; Ian Mackay, Vice Chair, Kathy Bykowski (for Mary Bloomquist)z Steve Mosow, and John Estall MEMBERS ABSENT: Jon Duckstad STAFF PRESENT: Jeanne Zetah, Director of Community Education Services; Mike Grant, High School Activities Director; Lyndell Frey, Recreation Coordinator ; Cheryl Bridge, Facilities Coordinator; Lisa Hanson, intern RECORDING SECRETARY: Jeanne Zetah filling in for Carol Pelzel (absent) I. CALL TO ORDER AND ROLL CALL A. Roll Call/Introductions The meeting was called to order by Vice-Chair Mackay. Committee members and staff introduced themselves. B. Appoint Chair and Vice Chair for 2008 Motion: Estall moved, seconded by Bykowski, to appoint Mackay as Chair for 2008. The motion carried, 4-0. Motion: Bykowski moved, seconded by Mosow to appoint Estall as Vice Chair for 2008. The motion carried, 4-0 II. APPROVAL OF AGENDA III. APPROVAL OF MINUTES A. Motion: Mosow moved, seconded by Bykowski, to approve the October 3, 2007 City and School Facility Use Advisory Committee minutes as presented. Motion carried. IV. ITEMS OF BUSINESS A. Review Facility Use Charges for 2008 1. School District Spaces Used by the City — Overall the city paid $2246 less in 2007 than 2006.The biggest factor was less city use of Oak Point pool now that Boys Swim team uses Oak Point to have greater depth. 2.City Spaces Used by the School District-Hockey costs vary based on number of weeks. Pool rental was less because of using Oak Point's pool. Racquet courts were unavailable due to construction. Locker room costs dropped due to district staff owning and cleaning them beginning in March 2007. The new girls swimming and diving coach didn't hold AM practices which lowered pool rentals by almost$5000. 3. Changes in future charges — Community Education foresees some increase in charges as staff costs go up a little each year.Estall asked if our committee set fees.It was explained how each organization has its own process for setting fees. B. Update on City Fields and Projects—Frey brought photos and updated the group about several projects: (1) The Prairie View Park Building will have sod added around it to use this summer. (2) The park area around Forest Hills is getting finished. The playground has been a joint project of the city and district. The Forest Hills Park Shelter will have an open area inside. (3) Edenvale Park can have either soccer or softball fields; it is still being resolved which will be the primary user.Right now the city will not line the practice fields if soccer uses it. (4) Miller Park Fields#12 and 13 will be fenced with 4-ft.fences and signs trying to have them ready for the Summer Soccer Cup Tournament. These two fields will be lit this summer.By 2009,when#12 and 13 can be used regularly,the city will convert Fields#9, 10, and 1 lto sand-based fields(one each year).Mosow asked how the city can protect the fields when new and Frey explained that fences and signs are the main way they mark them. (5) The Round Lake Park Baseball Stadium is set for an Aug. 2 opening ceremony. The earliest date to use is the last week of July. (6) The widening of Pioneer Trail depends on city and county funding and planning and the June 1 st start has been pushed back to July 1 or later.The Concert Series is being moved to Purgatory Creek; Soccer will still be at Flying Cloud fields; Baseball fields will be shortened as the road expands; fields by the Cummins Grill House will be changed;The Football Association will lose football fields at Flying Cloud. C. Update on District Fields and Summer Projects— Grant reported that: (1) The soccer field closest to County Rd. 4 will be seeded in August and people need to stay off until Aug. 12. The sand coming out of the turf field lowered the cost when turning this field to a sand field. (2) The 3 turf fields have been heavily used by the Football Association and Soccer and Lacrosse want them all of April and May. (This may be because the City asks groups to stay off city fields until May 1.) (3) Prairie View and Eden Lake Schools will be shut down for use this summer. D. Update on Arts Activities in the Community—Mosow reported: (1) The Arts Commission which meets on the second Tuesday of each month has developed an aggressive work plan. (2) After years of discussion about getting an Art Center in Eden Prairie, the city was offered the donation of a building by Equitable Drive near Valley View Rd. for that use. It was set up for glass blowing, metal work, and pottery. The city hopes to have it renovated and ready for programs by Jan.2009. (3) The Community Theater is still advocating for a small intimate setting for a Black Box Theater. (4) The City Band is taking a trip to Greece this year. (5) The International Festival is growing each year. (6) The Arts Guide gets updated each year for the Residents Guide. (7) They hope to convene an Artists' Network to promote more arts in the community. Grant suggested that the Community Band perform between home stands and concessions, possibly for Homecoming on Sept. 20.Mosow said he'd pass that idea on. E. Update on Sports Facility Committee—Frey reported that 9 athletic associations meet with the city quarterly. Intern Lisa Hanson presented a draft she created of an"Eden Prairie Youth Sports Code of Conduct" The associations said they have this already, although only two have sent their versions into the city. Some associations suggested the city put it on the city website. F. Park and Recreation Catalog has been recently mailed out to 22,000 households. Frey invited everyone to come to the May 17 Grand Opening of the Eden Prairie Community Center and the Aug. 2 Grand Opening of the Baseball Stadium V. DISCUSSION OF ITEMS FOR NEXT MEETING A. Next Meeting Date 1. October 8, 2008 at Eden Prairie High School 2. Discussion Items for the Next Meeting: *Review Summer Use of Fields *Update of Construction *Arts Commission/Arts Center Update *Update on Grand Openings & Usage of EPCommunity Center and Baseball Stadium VI. OTHER: A tour of the Community Center was offered for those who hadn't seen it VII. ADJOURNMENT: Bykowski moved, Mosow seconded to adjourn at 8:40 p.m. Approved.