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HomeMy WebLinkAboutCity and School Facility Use Advisory Committee - 03/14/2007 UNAPPROVED MINUTES CITY AND SCHOOL FACILITY USE ADVISORY COMMISSION WEDNESDAY, MARCH 14, 2007 7:00 P.M. Eden Prairie High School— 17185 Valley View Road, Room A232 COMMITTEE MEMBERS PRESENT: Phil Rose, Chair; Ian Mackay, Vice Chair; Kathy Bykowski, Gary Stevens, and Steve Mosow COMMITTEE MEMBERS ABSENT: Phil Young COMMITTEE STAFF PRESENT: Jeanne Zetah, Director of Community Education Services; Lyndell Frey, Recreation Coordinator; Cheryl Bridge, Facilities Coordinator; Jill Johnson, High School Activities Coordinator; Mike Grant, High School Activities Director; Caitlin Estlow, Intern; and Allison Burr, Recording Secretary I. CALL TO ORDER AND ROLL CALL A. Roll Call/Introductions The meeting was called to order by Chair Rose at 7:05 p.m. Committee members and staff introduced themselves. B. Appoint Chair and Vice Chair for 2007 Motion: Stevens moved, seconded by Bykowski, to appoint Rose as Chair and Mackay as Vice Chair for 2007. The motion carried, 5-0. Frey noted he will follow up with Phil Young to see whether he will continue to be a member of the committee or appoint someone else from the City Council. II. APPROVAL OF AGENDA III. APPROVAL OF MINUTES —March 23, 2006 and October 4, 2006 Motion: Stevens moved, seconded by Mackay, to approve the March 23, 2006 City and School Facility Use Advisory Committee minutes as presented. The motion carried, 4-0-1, with Mosow abstaining due to absence. Motion: Bykowski moved, seconded by Stevens, to approve the October 4, 2006 City and School Facility Use Advisory Committee minutes as presented. The motion carried, 4-0-1, with Mackay abstaining due to absence. CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE March 14, 2007 Page 2 IV. ITEMS OF BUSINESS A. Review Facility Use Charges for 2006 1. City Spaces Used by the School District Zetah distributed a chart displaying the fees the City charged the School District in 2006 for using City facilities. Grant explained the high school uses of the City facilities. He explained the school upgraded the girls' locker rooms of the Community Center. Zetah asked about the increase in charges from 2004 to 2005 for the Community Center locker rooms. Grant explained how the cleaning process had changed. Rose asked about the decline in gate receipts for hockey. Grant responded it is due to attendance. Receipts also depend on weather, the opponent for the game, and the day of the week. Rose asked about the remodel's impact on the City's revenue received from the high school. Frey responded there will be no hockey games until after the first of the year, and the schedule will be heavy the second half of the year. He added the primary concern, after completion of construction, will be accommodating use for the high school. 2. School District Spaces Used by the City Zetah distributed a chart displaying the fees the school charged the City in 2006 for using school facilities. Bridge explained the various charges on the chart. Zetah summarized that the City paid $3,998 more in 2006 than in 2005. The School District paid $3,390 more in 2006 than in 2005. 3. Any Changes in Future Charges projected Grant explained the fees are staying as they are; in August the School District will reassess its fees,but only minor increases are expected. Frey added the City only expects minor increases as well. Grant stated the School District does not expect any additional charges for the new fields in order to encourage use. Rose stated he would like to see an updated price sheet from both the City and the School District. Frey thanked Bridge and Jill Johnson for their hard work and for being easy to work with. CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE March 14, 2007 Page 3 B. Update on Fields and Turf Fields Grant recalled the tax levy was approved in December; it came back with bids in January and they were approved in January, so things are moving forward. The first construction meeting is in a couple weeks, and there will be a meeting with the contractors. Turf fields will begin construction after the road restrictions are lifted in May. Efforts will be made to minimize impact on the track and lacrosse teams. The hope is to have the stadium field completed by August, and the other two fields completed in July. He noted a number of Metro schools are moving towards turf fields; lacrosse is the driver behind this in order that fields are available for them in early spring while still having those surfaces playable and safe in the fall. Frey provided an update on the City fields at Round Lake Park. The hope is to have the new baseball field available in the summer of 2008. The baseball association is paying $95,000 for the lighting and approximately an additional amount of$200,000. C. Update on Lis!htins! at Round Lake Park—Community Center Baseball Field Frey stated the bids for the Community Center projects are going out tomorrow; there are 32 separate bid contracts. Stevens stated the school, City, and associations have worked together very well on this project; not many communities can do that. D. Update on Arts Activities in the Community Karen reported the commission has a new chair and there will be a review of current programs,participation, costs, etcetera, at an upcoming meeting. The commission is researching having a festival of lights in the fall. She provided an update on a number of other arts-related activities as well. E. Update on Parks Referendum Projects Frey provided an update on changes and improvements at Forest Hills Park, Edenvale, and Prairie View. He distributed a picture of the new warming houses that will be constructed at those parks. Frey provided an update on the Miller fields 12 and 13; the goal is to have the fields ready in the summer of 2008. Rose asked whether the City will work with the School District to accommodate the associations. Frey responded the associations will go directly to the School District on that. He noted the Miller fields will be down at the same time the three School District fields will be under construction. CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE March 14, 2007 Page 4 Frey provided an update regarding the Flying Cloud fields, noting positive progress has been made in the lawsuit between MAC and Northwest. He presented the proposal of the new fields to be constructed with referendum funds. Frey presented drawings of the Community Center improvements. Rose reported the land swap agreement between the City and School District changed,but everything is fine. F. Update on Replacement of Parks and Recreation Director Position Timeline Frey reported Bob Lambert's last day is March 29. The hiring field was narrowed from 57 to 14 and then to 5. Those five candidates will have final interviews this Friday. The new director will likely begin around May 1. V. DISCUSSION OF ITEMS FOR NEXT MEETING A. Next Meeting Date 1. October 3, 2007 Motion: Stevens moved, seconded by Mackay, to have the next meeting at the Staring Lake Outdoor Center at 7 p.m. The motion carried, 5-0. 2. Discussion Items for Next Meeting Rose suggested a turf field update, field usage,referendum update, arts update, and a possible visit by the new parks and recreation director; the new Community Center director will likely attend. VI. OTHER Rose noted there was previous discussion about lighting at Round Lake. Frey stated he discussed that issue with Lambert and Fox, and it was determined lighting for the activities in the park is adequate. Rose noted the City is charging students to park there, and it is not safe for those kids to have to arrive and/or leave in the dark. Frey recalled the students were parking at the Community Center, walking through it and creating disturbances; the City offered to take it over as an after-school program,but the School District declined. He stated the charging started seven or eight years ago at the request of the School District. The money for the parking up until three years ago went to the police department; now it goes to the Community Center. Rose stated there was some discussion about the City taking some of that parking money towards some sort of youth program. CITY AND SCHOOL FACILITY USE ADVISORY COMMITTEE March 14, 2007 Page 5 Discussion ensued regarding what time kids leave after school and after activities. Grant commented there have been some assaults in the parking lot after football games; it may be more cost-effective to have a squad car go through the lots those few times each year. VII. ADJOURNMENT Motion: Mackay moved, seconded by Bykowski, to adjourn the meeting at 8:33 p.m. The motion carried, 5-0. The meeting adjourned at 8:33 p.m.