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08/04/2003 - 00028660CITY OF FRIDLEY PARKS & RECREATION COMMISSION MEETING — AUGUST 4, 2003 CALL TO ORDER: Chairperson Kondrick called the August 4, 2003 Parks & Recreation Commission Meeting to order at 7:06 p.m. ROLL CALL: Members Present Others Present Dave Kondrick, Marcy Sibell, Tim Solberg Jack Kirk, Director of Recreation & Natural Resources Dave Lindquist, Park Maintenance Supervisor APPROVAL OF JUNE 2, 2003 PARKS & RECREATION COMMISSION MINUTES MOTION by Ms. Sibell, seconded by Mr. Solberg, to approve the minutes of the June 2, 2003 meeting. UPON A VOICE VOTE, ALL MEMBERS VOTING AYE, CHAIRPERSON KONDRICK DECLARED THE MOTION CARRIED. APPROVAL OF PARKS & RECREATION COMMISSION AGENDA FOR AUGUST 4, 2003 Mr. Kirk asked if an item could be added to the agenda under new business. The City of Inver Grove Heights has submitted a request to rent the Showmobile on September 6, 2003. MOTION by Mr. Solberg, seconded by Ms. Sibell, to approve the agenda for the August 4, 2003 meeting, with the addition of New Business item number 2e....Showmobile Rental Request from the City of Inver Grove Heights. UPON A VOICE VOTE, ALL MEMBERS VOTING AYE, CHAIRPERSON KONDRICK DECLARED THE MOTION CARRIED. 1. STAFF REPORT a. Program Update Mr. Kirk stated that the summer programs have gone quite well. We have been operating the swimming beach at Moore Lake without lifeguards for the first time. We have placed many signs in the beach area to notify park users that lifeguards are not on duty. There have been no problems to date; however, it does appear that the beach usage is down from past years when guards were present. Mr. Kirk further stated that the Summer ROCKS program (our all day playground program) has been drawing between 55 and 60 participants each week. The program is full of exciting activity options for the participants including nature camp, swimming lessons, art activities, sports, games and even a class on etiquette. The feedback from parents has been great. Parks and Recreation Commission Meetinq — Auqust 4, 2003 Paqe 2 Mr. Kirk stated that many other activity reports are included in the Program Update that was in the agenda packet. b. Park Maintenance Report Mr. Lindquist stated that the maintenance in the park system has gone very well this summer as we have a great bunch of kids working for us. The workers have been providing the on- going support for the youth and adult athletic programs and helping with the day to day needs of the summer playground program. In addition, there have been a number of repairs to the play equipment areas and the park structures throughout the park system. Mr. Kondrick commented on how nice the City of Fridley parks look and the good job that our maintenance workers have been doing. Mr. Kondrick stated that last year there was a significant problem with the water quality at Moore Lake. Have we done any testing this year to determine the bacteria levels in the swimming area? Mr. Kirk stated that we tested the water three times before the beach opened and have been testing weekly throughout the swimming season. The bacteria levels have checked out fine this year. We still don't have an answer as to why the bacteria levels were at the extremely high numbers at the end of last summer. c. City of Fridley 2004 Budget Impacts Mr. Kirk stated that he had sent some previous information to the Commission members about the proposed budget cuts for 2004 and the impact upon the Recreation and Natural Resource Department. The most significant reduction is the proposed elimination of the Springbrook Nature Center staff and programming. On Monday, July 21St, the City Council had a special meeting with the Springbrook Nature Center Foundation to discuss the budget situation and to look at potential alternatives to funding the Springbrook operation. Mr. Kondrick stated that he was at that meeting and the City Manager did a good job of explaining the financial situation of the City and has put together a good budget proposal given the constraints facing our City. The dollars are just not there to fund all of the City services as in the past. People need to face reality that we do not have the money and need to pare back the services. After hearing suggestions for ways to fund Springbrook, both the Foundation and the City Council agreed that the best alternative is to look at a referendum on the November ballot to raise local property taxes to fund the operation at the Nature Center. To get the question on the ballot, it will require at least four votes from the five City Council members. Mr. Kirk stated that there will be a public hearing at the City Council meeting on August 25t" to hear opinions and ideas from the public regarding funding of the Nature Center. The City council would need to pass a resolution that night to get the question on the November ballot. The preliminary wording for a ballot question would include funding for the entire operation that we have today at Springbrook. It would ask voters to approve a$275,000 increase in the Parks and Recreation Commission Meetinq — Auqust 4, 2003 Paqe 3 City budget for 2004, which would run around $18 to $22 on the average home in our community. Mr. Kirk stated that other budget cuts impacting the Recreation and Natural Resource Department include the elimination of the Teen Coordinator position, the continuation of no lifeguards at Moore Lake, elimination of warming houses for skating, and elimination of funding assistance for the Fridley Youth Sports Association and 49er Days. There are services city-wide that are being trimmed or eliminated and the opportunity to provide new or expanded services in the future will be very limited. d. Fridley Youth Sports Association Mr. Kirk stated that the Fridley Youth Sports Association will be holding a general meeting on Tuesday, August 5t" to discuss the future of the Association. The biggest question right now is whether or not individuals will step forward to fill the board positions and take over the leadership of the association. The Recreation Department has told the FYSA that the City will continue to support the youth sports program with facilities as we have in the past. It looks as if there is renewed interest in keeping the FYSA as the organization providing the youth sports program in our city. We should know the status of FYSA by the middle of next week. e. Program Supervisor position Mr. Kirk stated that Program Supervisor Jamie Ramacher has submitted her resignation. She has done an outstanding job, but has had some physical problems which prevent her from continuing in this position. The Program Supervisor coordinates the Summer Playground program, the ROCKS program, trips, special events, the After-school program for elementary students, and instructional activities for youth and adults. We are hoping to fill this position as soon as possible, so we can continue with the programs during the school year. f. Grace Evangelical Free Church — Party In The Park Mr. Kirk stated that he has included a promotional flyer for the Party in the Park in the agenda packet. The request from Grace Evangelical Free Church to use the park was approved by the Commission at the last meeting. The Church has done a very good job with this event in the past. It will be held at Madsen Park on Saturday, August 16t" from 4:00 p.m. to 8:00 p.m. 2. NEW BUSINESS a. Multiple Sclerosis Societv Challenqe Walk Request Mr. Kirk stated that the Minnesota Chapter of the Multiple Sclerosis Society is planning a fund raiser challenge walk in the Twin Cities area and would like to use some of the Fridley park facilities for the event. The walk is scheduled for Saturday and Sunday, September 20 and 21, 2003. The MS Society used our facilities last year and there were no problems with the event. The City would expect the event sponsors to pay for any additional costs associated with the event such as portable restrooms. MOTION by Mr. Solberg, seconded by Ms. Sibell to approve the request by the Multiple Sclerosis Society to use Fridley park system facilities as part of the Challenge Walk on September 20t" and 21 St Parks and Recreation Commission Meetinq — Auqust 4, 2003 Paqe 4 UPON A VOICE VOTE, ALL MEMBERS VOTING AYE, CHAIRPERSON KONDRICK DECLARED THE MOTION CARRIED. b. Athletic Field Rental Rates Mr. Kirk stated that staff has been reviewing the costs associated with renting of athletic facilities and are recommending an increase in the hourly fee. Our current rate for rental of softball, baseball, football and soccer fields is $10 per hour. With increased maintenance costs and the cost of processing reservation requests, staff would recommend a new rate of $20 per hour with a minimum time set for the various fields or facilities. Rentals of baseball, football and soccer facilities would require a 2 hour minimum. Rentals of hockey and softball facilities would require a 1.5 hour minimum. Groups using the facilities could reserve them for longer periods of time, but the minimum time requirement corresponds to the average amount of time needed for completion of a game in that sport. Mr. Kirk further stated that if field lights were to be used, there would be an additional $20 per hour fee to cover electrical costs. Any additional requests for special field preparation would be charged to the renter on a direct reimbursement for costs basis. Mr. Kirk also stated that the eligibility to rent City of Fridley athletic fields would not change and would be available to the following: 1. Fridley resident groups (50% of the group must be Fridley residents) 2. Businesses, Churches and schools located within Fridley 3. Athletic teams officially registered in the City organized leagues 4. Fridley based non-profit civic organizations Mr. Kirk further stated that staff would recommend that a facility rental application form be completed by any potential renter and the reservation fee be paid at the time of application or at least two weeks in advance of the rental date. MOTION by Ms. Sibell, seconded by Mr. Solberg to approve the staff recommend athletic field rental rate of $20 per hour, the minimum time period for rentals of the various athletic fields and the rental procedures. UPON A VOICE VOTE, ALL MEMBERS VOTING AYE, CHAIRPERSON KONDRICK DECLARED THE MOTION CARRIED. c. Beer Sales Policv at Communitv Park Mr. Kirk stated that staff has met with representatives of the Police Department and past softball tournament sponsors to talk about some problems that have arisen with the selling of beer at softball tournaments. As a result of that meeting, it is a staff recommendation that selling of beer by the "rack" or tray (which often hold up to 12 beers) would not be allowed. Beer sales should be limited to a purchase of 2 beers per person at one time. All organizations selling beer at the softball complex would be given this policy as a condition to be met under their temporary license. Parks and Recreation Commission Meetinq — Auqust 4, 2003 Paqe 5 Mr. Kirk further stated that there have been some problems with beer sales in the past and the selling of beer by the rack appears to have been a factor. While not all groups selling beer at Community Park in the past have caused a problem, this policy should provide more control on the beer sales during tournaments. MOTION by Ms. Sibell, seconded by Mr. Solberg to approve the new Community Park policy prohibiting beer to be sold by the rack and to limit beer sales to 2 beers per person at one time. UPON A VOICE VOTE, ALL MEMBERS VOTING AYE, CHAIRPERSON KONDRICK DECLARED THE MOTION CARRIED. d. Minnesota Kite Societv Request Mr. Kirk stated that the Minnesota Kite Society has requested permission to once again use Commons Park for their annual "One Sky, One World" kite fly event on Sunday, October 12, 2003. The event is free and open to the public. This would be the third year for this event at Commons Park and staff would recommend approval. They do not use any the park shelter for the event, so we have not charged any type of fee in the past. MOTION by Mr. Solberg, seconded by Ms. Sibell, to approve the request by the Minnesota Kite Society to use Commons Park on October 12 for a kite flying event with no rental charge assessed. UPON A VOICE VOTE, ALL MEMBERS VOTING AYE, CHAIRPERSON KONDRICK DECLARED THE MOTION CARRIED. e. Showmobile Rental Request — Citv of Inver Grove Heiqhts Mr. Kirk stated that the City has received a request from the City of Inver Grove Heights to use the Showmobile for a performance on September 6, 2003. We have rented to them for several years and had no problems. Staff would recommend approval with the standard rental rates to apply. MOTION by Mr. Solberg, seconded by Ms. Sibell, to approve the showmobile rental request by the City of Inver Grove Heights for September 6, 2003. UPON A VOICE VOTE, ALL MEMBERS VOTING AYE, CHAIRPERSON KONDRICK DECLARED THE MOTION CARRIED. 3. ADJOURNMENT MOTION by Mr. Solberg, seconded by Ms. Sibell, to adjourn the August 4, 2003 meeting at 8:42 p.m. UPON A VOICE VOTE, ALL MEMBERS VOTING AYE, CHAIRPERSON KONDRICK DECLARED THE MOTION CARRIED AND THE AUGUST 4, 2003 MEETING ADJOURNED.