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Parks and Recreation - 04/03/2000 APPROVED MINUTES CITY OF EDEN PRAIRIE PARKS & RECREATION CITIZEN ADVISORY COMMISSION MONDAY, APRIL 3, 2000 7:00 P.M. CITY CENTER 8080 MITCHELL ROAD PRAIRIE ROOM A & B COMMISSION MEMBERS: Kim Teaver, Chair; Don Jacobson, Vice Chair; Susan Dickman, Ann Birt, David Larson, Paul Sodt COMMISSION STAFF: Robert A. Lambert, Director of Parks and Recreation Services; Laurie A. Obiazor, Manager of Recreation Services; Stuart A. Fox, Manager of Parks and Natural Resources; Lyndell Frey, Community Center Manager; Tria Mann, Arts and Special Events Coordinator; Sandy Werts, Recreation Coordinator for Adult and Senior Programs; Carla Kress, Adaptive Recreation Services; Nicole Weedman, Recreation Coordinator of Youth RECORDING SECRETARY: Peggy Rasmussen I. ROLL CALL A. Welcome and Introductions Teaver called the meeting to order at 7:00 p.m. Members of the Commission and Commission Staff introduced themselves. B. Commission List—Information Item Only The list of Commission members was included in the packet of information received by Commission members. II. APPROVAL OF AGENDA III. APPROVAL OF MINUTES IV. PETITIONS, REQUESTS AND COMMUNICATIONS V. OLD BUSINESS VI. NEW BUSINESS VII. REPORTS OF STAFF PARKS & RECREATION COMMISSION MINUTES April 3, 2000 Page 2 A. Director of Parks and Recreation Services 1. Schedule Meeting for May 1, 2000 Lambert informed the Commission members that they would be asked to evaluate the feasibility of a third indoor ice rink. A task force has been meeting to consider this for the past two months. It has one more meeting on April 17, when the group will write a recommendation and report. This document will be brought to the Park and Recreation Commission for their evaluation, then to the Community Program Board, which will be meeting on May 23. Usually the Parks and Recreation Commission meets on the first Monday in even-numbered months. However, Staff is recommending that the Commission set a meeting for 7:00 p.m. on May 1, to hear the report of the Third Rink Task Force, and make an evaluation prior to the meeting of the Community Program Board. MOTION: Dickman moved, seconded by Sodt, to set a meeting of the Parks and Recreation Commission for May 1, 2000, at 7:00 p.m. Motion carried 6-0. Sodt asked if Commission members would have the chance to review the report prior to May 1. Lambert said they should be able to have it a week in advance. The chair and vice chair of the task force, at a minimum, will be asked to attend the meeting on May 1 to present the report and answer questions. Stodt asked if the Commission would be expected to vote on approving the report. Lambert said the Commission has an advisory responsibility only. The Parks and Recreation Commission represents the citizens of the community and advises the Program Board and City Council on what it believes is needed to provide leisure time services in the community. 2. Board and Commission Intergovernmental Organization Structure Lambert reviewed the Board and Commission Intergovernmental Organization chart. 3. Charter Statements a. Community Program Board Lambert reviewed the structure and purpose of the Community Program Board. b. Parks & Recreation Citizen Advisory Commission PARKS & RECREATION COMMISSION MINUTES April 3, 2000 Page 3 Lambert reviewed the roles and responsibilities of the Commission. As there is no Arts & Culture Citizen Advisory Commission, Lambert said its responsibilities are now a part of the Parks & Recreation Commission. 4. Parks and Recreation Services a. Service Area Organizational Charts Lambert reviewed the Parks & Natural Resources Division and the Recreation Division organization charts, which are part of the Parks and Recreation Services. b. Update on Projects For the June meeting, Lambert said he would try to arrange a tour to review the sites where there are projects underway. He then led the group to a map showing where the projects are and reviewed each of them. The City owns about 2,000 acres that is either park or conservation land. B. Manager of Recreation Services 1. Sprinp,/Summer Program Registration a. Update on Touch Tone Registration Lyndell Frey gave an update on implementation of the touch-tone registration system, which was put into service on March 27. All registrations, except for swimming and skating classes, can be made on the new system. The Parks and Recreation office mailed over 7,000 PIN numbers to residents of Eden Prairie to use when registering for classes. In addition, they mailed information to another 300-400 people who recently moved into the community or have had a change of address. Parks and Recreation Services has requested an allocation of $10,000 in the City's budget for adapting the touch-tone system so that it can be used to register for swimming and skating classes. The system can handle eight phone registrations at one time. Since March 27, 400 individuals have registered for 900 classes, representing over$31,000 in registration fees. 2. Staring Lake Outdoor Center a. Update on Programs and Services PARKS & RECREATION COMMISSION MINUTES April 3, 2000 Page 4 Lambert reported that Mike Hutter, formerly the Staring Lake Outdoor Center Coordinator, has transferred to the City's Management Information Systems. He has been replaced by Stan Tekiela, who has taught a number of programs at the center, and who writes a syndicated nature column and has written a number of books. The City will contract with him to do administrative work and develop programs for the outdoor center. 2. Eden Prairie Environmental Fair—Information Item Only The fair will be held on Saturday, April 29, from 1-4 p.m., at the Central Middle School. 3. Community Center Manager 1. Meeting Room Reservations at the Community Center Frey explained that the Eden Prairie Youth Baseball Association recently made a request to book their Sunday evening meetings a full year in advance at the Community Center. Currently, the City has a policy that groups are not allowed to reserve meeting rooms in City facilities on a continuing basis. Staff supports the request for non-profit service organizations. This would allow as many as 12 separate non-profit service associations the opportunity to book one of three meeting rooms on a monthly basis on Sunday evenings at the Community Center. MOTION: Jacobson moved, seconded by Dickman, to adopt the recommendation of Staff in the memorandum dated March 27, which would allow Eden Prairie's non-profit service organizations to book a meeting room at the Community Center once per month for an entire year on Sunday evenings. Jacobson and Dickman accepted a friendly amendment to add meeting rooms A, B or C. Discussion followed. Jacobson said he would vote in favor of this motion because he has found from experience that he could only book a meeting room for three months and believes this change in policy would be welcomed. Motion carried 6-0. C. D. Arts & Special Events Coordinator 1. Request Approval for a Community Recreation Program to Represent the City of Eden Prairie Out of the Country Mann explained the Eden Prairie Community Band is planning to tour and perform in Spain and France from July 7-20, 2001. She has been PARKS & RECREATION COMMISSION MINUTES April 3, 2000 Page 5 working with the City's safety coordinator and City attorney to be sure that the City purchases any additional insurance needed. Lambert said there would either have to be a separate rider to the City's insurance policy for that trip, holding the City harmless, or a hold-harmless clause would have to be in the policy. Mann is waiting to find out from the insurance provider. The cost of the tour is entirely paid for by the members of the band. Between 50 and 55 people are planning to go on the tour. Sodt asked whether the City is concerned about public relations if there were any problems with the band members during the tour. Lambert said the band is representing the City and parameters of conduct need to be set. Mann said she is working out those parameters. The band director will be the person responsible for the band's conduct. Band members would be required to follow the laws of the State of Minnesota. For example, underage drinking would not be allowed. 2. City Recreation Programs Mann said the spring/summer brochure about the City's recreation programs has been mailed out. This year they are combining spring and summer into one brochure and will do the same for the fall and winter brochure. She invited Commission members to offer suggestions for improvements. If members have any concerns, she asked them to bring those to a meeting for discussion. Dickman said she thought the programs had changed quite a lot in recent years. Mann said there is more diversity in the programs offered. She hoped programs do change because the needs of residents change. Lambert said the City subsidizes the programs and he would provide Commission members with a summary of the requirements on the subsidy level for each of the areas. Each year the City has to do an annual report and each year has to meet the goals for subsidy levels. If they are not met, the subsidy levels are cut off. X. ADJOURNMENT MOTION: Sodt moved, seconded by Jacobson, to adjourn the meeting. Motion carried 6-0. Chair Teaver adjourned the meeting at 9.05 p.m.