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HomeMy WebLinkAbout09/08/2009 CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE September 8, 2009 Minutes of the September 8, 2009 Apple Valley Parks and Recreation Advisory Committee. PRESENT: Parks and Recreation Advisory Committee Chair Russ DeFauw, Tina Rankin, Darrell Retka, and Lee Strom; Parks and Recreation Director Randy Johnson; Recreation Superintendent Scott Breuer; Valleywood Manager Jim Zinck; Recreation Supervisor/Senior Coordinator Susan Muelken; Department Assistant Dorene Perkins Monn; Apple Valley Seniors Immediate Past President Carol Geiger and Current President Leland Knutson; City Council Member John Bergman. ABSENT: Committee Members Cindy Hart and Patrick Sullivan ITEM #1. Committee Chair DeFauw called the meeting to order at 7:00 p.m. ITEM #2. Approval of Agenda MOTION: by Darrell Retka, seconded by Lee Strom to approve the agenda as presented. VOTE: Yes – 4, No – 0 ITEM #3. Audience – 10 Minutes Total Time Limit – For Items Not on the Agenda Chair DeFauw asked if anyone was present to address the Parks & Recreation Advisory Committee at this time on any items not on the meeting agenda. No one requested to speak. ITEM 4. Approval of the Minutes for May 2009 MOTION: by Lee Strom, seconded by Tina Rankin to approve the May 12, 2009 meeting minutes as presented. VOTE: Yes – 4, No – 0 ITEM 5.A. Agenda Items –Valleywood Report Valleywood Golf Course’s mid-season report was presented by Jim Zinck. He explained that the year-to-date financial summary report is a little different than in past years; i.e., some of the annual expenses are divided monthly rather than input at the end of the year. The 2009 report shows - 1 of 8 - CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE September 8, 2009 expenses were up $33,000 through July. This is a reflection of the insurance cost monthly increments. There were equipment maintenance and additional staff costs at the end of 2008. The other additional cost that negatively affected the 2008 numbers was for fuel. Staff reports that revenue is up approximately $35,000 through July 2009. They believe August will be down, but staff is encouraged by the early September numbers. The course is experiencing the loss of some of the high revenue event rounds of play and replacing them with lower revenue rounds. Staff anticipates the number of rounds will be up more significantly than the revenue in 2010. Valleywood has added a couple of smaller outings, neighboring cities of Rosemount and Burnsville, later in the season. Included in the agenda packet was a five year picture focused on the revenue – growth side of the business. Committee questions the accounting system used to track finances, cash accounting vs. accrual. Staff will continue to seek clarification by working with the Finance Department. Chair DeFauw gave credit to good business minds on the Staff and City Council. Council tasked the Staff to run Valleywood like a business and then allowed Staff to do that. As for revenue trends, you can’t control the weather or the market, but one of the biggest goals was to sell more goods and services. The revenue shows a steady rise from merchandise to food and beverage operations. Valleywood Manager Zinck noted that the revenue line can’t keep going up. Major changes were made in 2007 and 2008 and the course/clubhouse is now feeling the effect of squeezing a little more out of the course. Staff is optimistic, but not that it will continue to be $100,000 each year. Valleywood’s business plan was reviewed for a general assessment of where we’re at, what we’re here for, and how we’re going to move forward. Valleywood is a municipal golf course and not a daily fee operation. Chair DeFauw noted that it’s believed the course will have less competition once the housing market recovers in forthcoming years. Taxpayer citizens own the Valleywood asset free and clear. Staff continues to run it as a business and as a continuingly viable community asset. Clubhouse structural and moisture issues were discussed. The clubhouse was constructed approximately thirty years ago by Dakota County Vocational Technical College students. It’s getting more and more difficult to keep in repair. There have been water issues, leaks in the building, clubhouse walls have shifted because water gets down to the foundation. The structural engineer’s report was included in the agenda packet. Suggestions have been made within the report. The inspector does not feel there is imminent danger, but if the building is going to be used long term there are items to be addressed. An air quality test has been done and the report was included in the agenda packet. $23,000 estimate has been received to clear the basement and spray for mold remediation. - 2 of 8 - CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE September 8, 2009 Staff continues to balance keeping the building as functional as possible and reinvesting in fixtures that are portable. Chair DeFauw noted that there is a threshold where you also have to make it ADA compliant. Any substantial or major remodeling would require ADA compliance, including a ramp to the dining room, doors, restrooms. The plan is to search estimates for the joist repairs. The City building department has also give suggestions for repair. In recent years, CNH Architects produced a report providing new facility options. National Golf Foundation completed a clubhouse feasibility study, and staff has looked at short term options. Staff is seeking direction from the Committee and City Council on how to proceed. Chair DeFauw suggested the City Council would like to see broader options, rather than go vs. no go. He asked staff to provide 1.) full remediation with ADA requirements included, 2.) remediation for expansion of existing building focusing on ways for more revenue, 3.) new clubhouse. Committee Member Retka asked for clarification on the previous recommendations to City Council. Chair DeFauw explained that the Committee’s recommendation fell short of a formal recommendation, engineering and design options were not presented. If City Council is receptive, the Committee would seek authorization to pursue and present engineering and design options. MOTION: by Russ DeFauw, seconded by Lee Strom, requesting of Staff a variety of options to include a full remediation, addressing existing deficiencies and ADA compliance; remediation with possibility of building an addition to the existing building; and a potential new clubhouse based on current information and construction costs. DISCUSSION: Committee Member Retka questioned the comparison of remediation expenditures, adding ADA requirements, and size. “Is there value in the current structure?” Staff responded that this provides research and exploration into seeking value in the current structure. This will provide info on the comparison. Committee Member Strom, looking at the business plan, asked Staff if there are different parts that will change with a change in facilities. Valleywood Manager Zinck will put together a report that shows “If we do this, this will be projected.” VOTE: Yes – 4, No – 0 - 3 of 8 - CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE September 8, 2009 Director Johnson reported that the Department has received several messages from people saying what a nice job Jim Zinck is doing at Valleywood Golf Course. ITEM 5.B. Agenda Items –Review of Senior Club Membership Fees Director Johnson recognized Apple Valley Seniors Immediate Past President Carol Geiger and Current President Leland Knutson in the audience. Currently the Apple Valley Seniors collect and keep their own membership fees. They then in turn pay for things they may need as an organization or at the facility. Examples listed were monthly newsletters, coffee service, miscellaneous equipment and special events. A small amount, approximately $3,000 collected as an administrative fee for trips and programs, returned to the City. Past philosophy has been that this (senior center) is a service to the community and it makes people want to live in Apple Valley. A majority of the Apple Valley Seniors membership are Apple Valley residents, 457 of the 641 members. Most of the non-resident members come from the surrounding communities and when they do come to Apple Valley, it is Staff’s hope that they purchase services, food and gasoline within the city. Committee reviewed the survey report compiled of the senior center membership fee structures of surrounding communities. Committee Member Rankin questioned the motivating factor of the survey. It appears Apple Valley is similar to Eagan and Hastings. Committee Member Strom noted a point of clarification: The only city that charges a fee is Lakeville at $5. In the other cities listed the fees go to the organization. The issue is does the City want to start charging seniors to use the facility? Director Johnson explained that the survey was motivated by the economic times. A question came back from City Council asking if there would be help with operational costs of the building. Conversation at the Council level was a concern about non-residents using the facility, should they be charged to do that, and is there a way to do that without losing the good will. The goal of Parks and Recreation is to build social networks, have people participate, and give them the opportunity to recreate together. Committee Member Strom point out that by comparison there are two part-time and one full time staff persons at Hayes Community and Senior Center and there are multiple part-time staff persons at the Teen Center. The City charges no fees for the Teen Center facility. He questioned whether the Seniors were considering raising the fees? stth The Apple Valley Seniors fiscal year runs from July 1 to June 30. President Knutson responded, “No, the Seniors have not planned to change the fees.” He noted there has been quite an increase in membership since the opening of the new building. Local activities, foreign charities, and the local schools benefit from the organization’s participation. - 4 of 8 - CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE September 8, 2009 Immediate Past President Geiger stated that the Seniors feel they do offer a positive influence in the community. They facility offers different recreation opportunities that draw people to the Center. Chair DeFauw, philosophized that on issues like Valleywood and the Aquatic Center where we’re trying to run a business, the Chair has been an advocate to run on business practices. Other places we operate as a community; we owe each other to provide parks and recreational experiences without cost. He advocated to make access to the senior center free from government charges, but also available to people from neighboring communities. He asked two things from the senior club, 1.) anytime they want to do any fund raising to make building improvements, proceed; 2.) be the best ambassadors from the City and the building. He strongly advocated that we continue to be a welcoming community and we make the senior center free for people that have really earned it and contributed. MOTION: by Tina Rankin, seconded by Darrell Retka making recommendation to City Council that the rate structure continue to be controlled by the Apple Valley Seniors and that the City not ask for a percentage per person or separate charge from seniors outside Apple Valley. VOTE: Yes – 4, No – 0 Staff reported a lot of inquiries regarding the facility. A majority of the reservations have been for smaller meeting groups, but there is a large event scheduled for October and a wedding scheduled for March 2010. The Committee asked that the Hayes Community and Senior Center revenue be provided by annual review. th The Hayes Community and Senior Center Open House is scheduled for September 29. Committee was invited to attend. ITEM 5.C. Agenda Items – Review of Park Hours/Alcohol Ordinances for Banquet Rental Facilities These are general housekeeping items of updating the City ordinances in light of the recent completion of new facilities. Draft copies of the proposed ordinances were reviewed by the Committee for: Amending Chapter 95 of the City Code entitled “Parks and Recreation” by amending Section 95.04 Regulating Park Hours, and Amending Title IX, Entitled “General Regulations” by amending Chapter 95, Entitled “Parks and Recreation” Regarding Consumption and Possession of Intoxicating Liquor in the City Parks. Committee suggested staff review the list of facilities with the City attorneys for a broader way to include all potential sites in the City Code amending park hours. MOTION: by Lee Strom, seconded by Tina Rankin recommending City Council approval Amending Chapter 95 of the City Code entitled “Parks and Recreation” by amending Section 95.04 Regulating Park Hours, and Amending Title IX, Entitled “General Regulations” by amending Chapter 95, - 5 of 8 - CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE September 8, 2009 Entitled “Parks and Recreation” Regarding Consumption and Possession of after review with Director of Parks Intoxicating Liquor in the City Parks and Recreation Randy Johnson and the City Attorney. VOTE: Yes – 4, No – 0 ITEM 5.D. Agenda Items – Emerald Ash Borer Report City staff has been aware of the Emerald Ash Borer for several years and has worked away from a mono culture of trees within the city parks. A variety of trees are being planted throughout the system. A USDA Forest Service Pest Alert report and ash tree inventory of city parks was included in the agenda packet. Staff is working with City Foresters and the Public Works Department to compile a citywide ash tree inventory. This will become a public information issue next year. Once the Emerald Ash Borer takes over, it could be a matter of five to ten years and the ash trees will be destroyed. The process of removal will require a large amount of manpower. There are a significant percentage of the trees in Hayes Park that are ash trees. There are chemical treatments that could prolong the life of the tree; one of the side affects is that the chemical also kills the beneficial earthworms and insects around the tree. Staff will get direction from the State and Federal authorities. The ash tree inventory report covers non-forested areas of the parks. Alimagnet would be an example where there could be many more ash trees in the forest area that have not been counted. ITEM 5.E. Agenda Items – Park bond Project and Budget Update Director Johnson thanked the staff, Scott Breuer, Dorene Perkins Monn, Tom Adamini, Susan Muelken, and Jim Zinck, for working on the bond projects in addition to their regular jobs. The three major projects are substantially complete. Hayes Community and Senior Center opened in June, Apple Valley Family Aquatic Center opened June 6, and Quarry Point Park will open in June 2010. Committee Member Retka questioned the possibility of installing grass on the infield of the baseball field. Director Johnson stated that it was specifically designed without grass in accordance to the youth athletic associations’ requests that it could be used for fastpitch softball as well as baseball. Committee Member Retka questioned the plans for the Pilot Knob tunnel. Director Johnson replied that there will be lights in the tunnel and signage to walk bikes through the tunnel. Opening of the tunnel will be determined by the development on the east side of Pilot Knob Road, maybe next summer. - 6 of 8 - CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE September 8, 2009 Apple Valley Family Aquatic Center opened in June 2009. (In addition to the expansion) the older part of the pool was retrofitted to cover the drain cover mandate. Redwood Pool specifications should be ready for City Council review within the next month or so. Re-shelling should give about another five years on the life of the pool. Staff has piggybacked asphalt overlay projects with the Streets Department projects to receive cost savings through quantity purchasing. Cobblestone Lake Park was to be a partnership with Traditions Development, but the $315,000 budgeted, has been held due to the developer’s cash flow issues. Staff feels the projects are looking good and we should be able to complete the list of items on the bond referendum. Committee Member Strom questioned whether there is a plan for Cobblestone Lake Park completion without the developer. Director Johnson responded that the park is usable with the trail, etc, but staff would like to get the restroom installed. ITEM 5.F. Agenda Items – 2009 – 2010 Meeting Schedule Chair DeFauw asked if there is a way to measure viewership of the meeting, recognizing there is a cost to the taxpayer for these televised meetings. Committee was asked to select dates that fit into the cable channel schedule. Committee selected November 5, 2009; January 7, 2010; March 4, 2010; May 6, 2010; September 2, 2010; and November 4, 2010. Meetings will start at 7:00 p.m. MOTION: by Russ DeFauw, seconded by Lee Strom to schedule future Parks and Recreation Advisory Committee meetings to accommodate Cable Television the first Thursdays of January, March, May, September and November. VOTE: Yes – 4, No – 0 ITEM 6.A. - Other Fall Brochure The Parks and Recreation Fall Brochure was sent to residents approximately two weeks ago. The City Newsletter is on the reverse side. ITEM 6. Other – th Dakota County Technical College is hosting the 2009 Septemberfest on September 12. Committee members and the public invited to attend. - 7 of 8 - CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE September 8, 2009 ITEM 7. Adjourn There being no further business, the Parks and Recreation Advisory Committee meeting was adjourned. MOTION: by Lee Strom, seconded by Russ DeFauw to adjourn the meeting at 9:01 p.m. VOTE: Yes – 4, No – 0 - 8 of 8 -