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HomeMy WebLinkAboutCity and School Facility Use Advisory Committee - 11/17/2010 APPROVED MINUTES EDEN PRAIRIE CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE WEDNESDAY Outdoor Center - 13765 Staring Lake Parkway NOVEMBER 17, 2010 6:30 P.M. —Presentation by Stan Tekiela, Naturalist 7:00 P.M. —City/School Meeting COMMITTEE MEMBERS: John Estall (Chair), Derek Gunderson, Farida Kathawalla, John Bergstrand, Lisa Lieberman, Jon Duckstad STAFF: Terri Johnson, Interim Director of Community Education Jay Lotthammer, Director of Parks and Recreation Laurie Obiazor, Manager of Recreation Services Wendy Sevenich, Community Center Manager Mike Grant, High School Activities Director Lyndell Frey, Recreation Coordinator Cheryl Bridge, Facilities Coordinator Ricardo Jones, High School Activities Coordinator Heidi Wojahn, Recorder GUESTS: Stan Tekiela, Naturalist Colleen Grant, Central Middle School Science Teacher Presentation by Stan Tekiela Stan Tekiela welcomed everyone to the Outdoor Center where he serves as Coordinator. He presented the history of the Outdoor Center from its beginnings to present day and then conducted a tour of the new observatory. The Outdoor Center was built in 1935 as part of the State Emergency Relief Association program. There were camps of men somewhere in the Minnesota River Valley who worked on state projects all week long. They wanted a place to recreate on the weekends so they petitioned the State for money. They received very little money,but they were able to obtain used telephone poles which were used in the construction of the Outdoor Center and several other buildings like it. The building was built by the National Youth Association, an organization consisting of teenagers. From 1935-1945, it was used as a recreation hall. In 1945 after the war, the programs were shut down and the building sold to C.A. Bush who worked for Northrup King. He used it as a place to live so he could be closer to the Northrup King growing fields in Eden Prairie. Along with Howard Kaerwer, he reassembled the building in its current location. The City took possession in 1977 and demolished approximately one-half dozen homes in the area but spared this particular building. It first was used as a senior center and became the Outdoor Center 21 years ago. It is a full-time, year-round environmental education center with programs for preschoolers to adults as well as families. Over 900 kids participated in 53 camps here last summer. The building is home to a variety of smaller animals used in interactive programs. There are approximately 150 acres of property as well as an auxiliary classroom and fire pit on site. CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE MINUTES November 17, 2010 Page 2 About five years ago, the Minnesota Astronomical Society donated a 16-inch reflective telescope, one of the largest in the State. The next few years were spent on raising funds, with the grand opening of the observatory taking place last month. Tekiela gave a brief tour of the facility and explained how the equipment within works. Helical anchors descend 65 feet into the ground and were installed during construction to secure the concrete floor. The building features a rotating roof that opens for an unobstructed view of the sky. Images from the telescope have the potential to be projected on a screen so everyone can see points of interest. There is room on the surrounding deck for other telescopes to be set up. The facility can accommodate about 25 people at a time, and astronomer-led classes have already begun. Educational opportunities are available for students and residents alike at a reasonable cost. I. CALL TO ORDER/ROLL CALL Chair Estall called the meeting to order at 6:58 p.m. Terri Johnson and committee member John Bergstrand were excused from this evening's meeting. Duckstad, Obiazor, and Sevenich were absent. Introductions were made. Gunderson and Estall agreed to serve as Chair and Vice Chair respectively beginning with the next meeting. Appointments approved by informal consent. II. APPROVAL OF AGENDA Kathawalla requested to report on the arts first under Items of Business due to her early departure from the meeting. Item IV.H. Bridging the Gap - Duckstad was added to the agenda provided Duckstad arrive at the meeting to discuss it. It was decided to table this item should Duckstad be absent. MOTION: Kathawalla moved, seconded by Lieberman, to approve the revised agenda. Motion carried 4-0. III. MINUTES MOTION: Gunderson moved, seconded by Kathawalla, to approve the October 12, 2009 and March 15, 2010 minutes. Motion carried 4-0. IV. ITEMS OF BUSINESS A. ARTS UPDATE— Kathawalla The Arts and Culture Commission (ACC) would like to be consulted if there are any City facilities where permanent signage or boards are being installed so commissioners can suggest something artistic to enhance the overall appearance. ACC would also like to be involved in any outside artwork for the light rail. CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE MINUTES November 17, 2010 Page 3 B. FLYING CLOUD EXPANSION UPDATE—Lotthammer The City has signed a $3500 year-to-year lease with the Metropolitan Airports Commission (MAC) to expand 25 acres to the west of the Flying Cloud fields. This will allow for the addition of two baseball fields (one 80-foot and one 90- foot base path) and two full-size lacrosse/soccer/football fields. The project is currently in the design process so hopefully bids can be solicited in February. MAC is reserving two and one-half acres in the northwest corner on Pioneer Trail and Mitchell Road for potential commercial development. Two soccer fields along Pioneer Trail will remain. About$1.2 million from the 2005 bond referendum was set aside for construction costs. The City will try to work with the Baseball Association,but money is tight. Construction will begin in 2011; seeding will occur in the fall. The turf will be left to grow in 2012. In 2013, it should be ready for baseball in the spring and soccer/lacrosse mid-summer. Frey added Flying Cloud baseball field#1 won't go away until the new one is ready to use. When construction is completed, it will be converted to a soccer/lacrosse field. Kathawalla asked if cricket was gone. Frey explained the City has never officially been approached by any groups wanting to offer cricket. City reps did speak with someone about adult fees and use of City facilities,but the cricket players used the fields on their own without permission. Due to the large playing area of the game,bare spots were created in the turf. Estall asked if MAC would consider a longer lease. Lotthammer replied no; this is what the terms have been for the past 30 years. Although MAC could technically end the lease, the City doesn't have reason to be concerned. Lieberman suggested asking for a deeper pool. There are only two facilities in this state suitable for competitive swim meets (Natatorium in Rochester, MN and University of Minnesota (U of M) Aquatic Center). The U of M has 30-40 events it would like to get rid of, but another indoor aquatic center would be needed to accommodate these events. Having an aquatic center would generate a great deal of revenue for a community hosting large events. Lieberman stated Foxjet Swim Team hosts a meet in January which attracts teams from 25 states. Attendees stay at hotels and eat at local restaurants during these events that typically draw 400- 500 kids. The fees for hosting an event at the U of M are astronomical. Kathawalla strongly agreed with Lieberman stating both public and private schools use the U of M. Lieberman added although Foxjet has had a great relationship with the Community Center, they lose kids to another local team due to scheduling. If there was another 50-meter pool, its use could be doubled by turning it into 25-yard pools and using it for water aerobics and aqua therapy in the off-season. One of the options to consider would be not just expanding or deepening the pool,but turning it towards the road. If that was to be done, there would need to be the capability for much greater seating. Grant agreed with the need but said whenever improvements were considered in the past, they were always cost-prohibitive. CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE MINUTES November 17, 2010 Page 4 C. HENNEPIN COUNTY GRANT APPROVAL - Lotthammer The City wrote and submitted a grant on behalf of the Baseball Association and the Girls Fastpitch Association for eight scoreboards, covers for players' benches with fencing and windscreen behind them, and a hitting/pitching practice area for softball including two batting cages. The total amount of the grant and matching funds from the Baseball and Girls Fastpitch Associations is about$250,000. The Miller Park project is on hold for the season,but the benches can be completed over winter. Grant asked about the timing of the grant process because perhaps the school district should look at trying to do something with one of its baseball fields in need of serious work. Lotthammer said it was on a twice-yearly basis,but he anticipated it going to an annual basis and referred Grant to the Minnesota Amateur Sports Commission website for further details about dates. More points are given to new projects versus renovations. Recreational projects (such as playgrounds) are eligible for funding in addition to sports-related projects. D. SUMMER FIELD USAGE—City/School Frey stated Miller#9 has been closed. The Soccer Association stopped using the field in July and moved their games to other facilities. The Football Association didn't use the field at all this past fall. The field is recovering nicely and is expected to be useable for soccer in the spring. Miller#12 and#13, sand-based fields, normally start seeing use the second or third week of August,but the school was asked to stay off them until after Labor Day. Soccer used those fields only for games in the fall. Money has been budgeted to light both fields,hopefully to be accomplished yet this winter. The cost is roughly $225,000. The lighting will accommodate the movement of the goal mouths. Kathawalla departed the meeting at 7:30 p.m. Jones said soccer was moved late summer to Central Middle School which worked out fine. The school fields saw a lot of usage this past fall and he anticipates even more renters in the spring. Grant commented football is using the turf a lot more. He is encouraging more players/teams to use the fields at one time, especially the younger ones. Frey added the wear and tear the turf has saved on City facilities has been wonderful. Grant said the school fields are much better because of it, too. E. BUDGET AND FEES/CHARGES —City/School Grant reported no increases this year. Bridge said the same was true for Community Education. Frey distributed a copy of 2009 actual fees/charges to give newcomers an idea of what is typically discussed at the spring CSFAC meeting. It serves as a reference CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE MINUTES November 17, 2010 Page 5 to show the efforts of the City and School to maximize one another's facilities as best they can in regards to saving taxpayer dollars. Other than the Community Center and turf, most facilities are direct costs. Outdoor City facilities are mostly free, with the exception of lighting and bathrooms, etc. Lotthammer stated the only change for the City is reflected in the methodology for light charges switching from a "per time" to a "per hour"basis. This mostly pertains to the associations when they have outside tournaments. Frey explained as of January 1, 2011, the fee will be $15/hour for use of lights at Miller Park or Round Lake Stadium. At the stadium, usage is recorded electronically. At other facilities, park attendants will have the new responsibility of recording start-up and shut-down times. Ice fees will increase some. No other major fee increases are expected. F. RUGBY - City/School Grant is receiving increasingly more questions about rugby. To clarify, the high school does not have a rugby team or club. There is an organization on Facebook referring to itself as "Eden Prairie Rugby". It is currently a loose, non-sanctioned organization. If a rugby team were ever to materialize, it would need to go through a lot of stages first like lacrosse did and would involve other schools having teams with a conference-type alignment and the Minnesota State High School League. Despite this, there are requests for field usage. This happens at the wrong time of year in spring when the grass is getting established for the season. There isn't much in the way of availability for them on the turf field due to the extreme use by lacrosse. Bridge added they are willing to play on any green space or in any gym they can. Frey said City facilities are a little different than school facilities in that private individuals are not allowed to rent/use public facilities for private need. They require individuals to work with the City's athletic associations or departments or the schools to provide those types of programs for youth in Eden Prairie. There have been inquiries from rugby,but Lotthammer said they weren't a non-profit organization and didn't have a majority of Eden Prairie residents. Frey reported the rugby group published a number of dates it would be using school facilities when, in fact, they did not have those dates secured with the schools. It is beneficial to have open lines of communications between the schools and City in regards to facility use. Rugby will likely become established one day and the City will do what it can to accommodate that,but there are a number of steps that need to be followed in order to make it a reality. V. NEXT MEETING A. MEETING DATE The next CSFAC meeting will be Wednesday, March 23, 2011, 7 p.m. at the Art Center. CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE MINUTES November 17, 2010 Page 6 B. DISCUSSION ITEMS Fees/Charges for 2010 Rugby Art Center Update Flying Cloud Groundbreaking? Bridging the Gap VI. OTHER Frey distributed guidelines for the City/School use of facilities for committee members to review at their convenience. VII. ADJOURNMENT MOTION: Gunderson moved, seconded by Lieberman, to adjourn. Motion carried 3-0. Chair Estall adjourned the meeting at 7:55 pm.