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HomeMy WebLinkAbout11/04/2010 CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE November 4, 2010 Minutes of the November 4, 2010 Apple Valley Parks and Recreation Advisory Committee. PRESENT: Parks and Recreation Advisory Committee Chair Russ DeFauw, Committee Members Cindy Hart, Matthew Mittelsteadt, Darrell Retka, , Brenton Schulz and Patrick Sullivan; Parks and Recreation Director Randy Johnson; Park Maintenance Superintendent Tom Adamini; Recreation Superintendent Scott Breuer; Valleywood Manager Jim Zinck; Department Assistant Dorene Perkins Monn. ABSENT: Lee Strom ITEM #1. Committee Chair DeFauw called the meeting to order at 7:00 p.m. ITEM #2. Approval of Agenda Committee Member Retka requested adding an update on the WiFi project to the agenda. MOTION: by Darrell Retka, seconded by Patrick Sullivan to approve the agenda with the addition of item 5.F. – WiFi Status Update. VOTE: Yes – 6, No – 0 ITEM #3. Audience – 10 Minutes Total Time Limit – For Items Not on the Agenda No one present to speak. ITEM 4. Approval of the Minutes for September 2010 MOTION: by Cindy Hart, seconded by Patrick Sullivan to approve the September 2, 2010 meeting minutes as presented. VOTE: Yes – 6, No – 0 ITEM 5.A. Agenda Items –Park Bond Update Director Johnson reported on the 2007 bond referendum projects, financial reports, and proposed expenditures for 2011. A brief recap of the projects included Hayes Community and Senior Center, Apple Valley Family Aquatic Center Expansion, Quarry Point Park, Redwood Pool Renovation, various projects around the park system such as asphalt trail overlays and playgrounds, etc. - 1 of 5 - CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE November 4, 2010 The proposed list of projects for 2011 includes asphalt projects, playground structure at Hayes Park, additional re-forestation, Cobblestone Lake Park, fencing projects, and outdoor hockey rinks. Director Johnson requested input from the Committee. It’s proposed the asphalt projects will be packaged with the street repair projects to obtain better pricing. Comments from the Committee: Committee Member Cindy Hart noted that the City have these facilities and it’s important to keep them up. Chair Russ DeFauw commented that when these are done, we’ll be giving more than we presented on the bond issue through a combination of good management and very favorable conditions in terms of borrowing rates and construction costs. MOTION: by Cindy Hart, seconded by Darrell Retka, endorsing the 2011 spending plan expending funds from the 2007 bond referendum and recommending City Council approval. VOTE: Yes – 6, No – 0 ITEM 5.B. Agenda Items –Valleywood Golf Course Year-to-Date Summary Valleywood Manager Jim Zinck reported golf operations are going well. The course has been running slightly ahead of last year. The season got off to a very good start, had a steady summer, and then a great October. Revenue continued the growth trend of the last few years, showing approximately 25% growth since 2006. On the expense report, Manager Zinck noted in 2007 staff flat lined expenses as much as possible to get the operation back to break even. In 2008, management used a portion of the revenue profit to purchased/replaced some of the aged equipment. Fuel pricing was also high that year. Staff projects the 2010 season number of rounds of golf will be fairly flat, but Valleywood has improved in food/beverage and golf shop operations. Manager Zinck will return to the Committee in January with a more comprehensive report and plans for going forward. Some items for discussion will be patron cards and registration policy. Committee Member Retka questioned what percentage of the projected $70,000 profit is contributed by the food and beverage operations. Manager Zinck estimated approximately $50,000, noting a lot is staff costs and commodity costs. Committee Member Retka observed with the economy and the state it is now, any golf operation keeping its numbers flat is seeing an increase over what everyone else is seeing, because there is a general downtrend in the number of rounds played and numbers clubs are collecting state-wide. It speaks positively about the operation of Valleywood. - 2 of 5 - CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE November 4, 2010 ITEM 5.C. Agenda Items –Valleywood Clubhouse Facility Report Director Johnson and Manager Zinck presented the report. History of the clubhouse – It was built at the end of Valleywood’s construction in 1976 by the students of Dakota Vocational Technical College. It was constructed at the technical school in Rosemount, trucked to Valleywood, and re- assembled on site. Analysis of the facility has been conducted by the National Golf Foundation, Braun InterTec, City Building Inspectors, and Structural Engineer. Staff listed repair items addressed over the last five years and projected items for the next two to five years. The current facility has water and mold issues, lacks structural integrity, is not ADA compliant, has poor functionality, and is generally in poor condition. Staff is doing everything they can to keep the public areas, as much as possible, cleaned up. Most of the issues shown in the slide presentation are in non-public areas. During the last year, staff has brought various options to the Committee, including; remodeling of the existing building with ADA compliance, remodel and addition, and various new construction. Through the process, the Committee has narrowed the options. Staff, along with committee members and council members, have visited other clubhouses. A conceptual design was presented for discussion. Staff proposed, if a there is a new building, it be located near the number one tee box area to allow a better course control point for management staff. The upper level, as distilled from discussions, would be seating of 160 for tournament type events, with a bar/grill area for the normal routine days. It would also include office space for management staff, small fitting room in the pro shop, small lounge area, and a conference room. The lower level would be for cart storage and miscellaneous storage. Benefits and usage of indoor and outdoor seating was discussed. The proposed design does not put the course in the banquet business, but will be functional for the current activities at Valleywood. It would provide the opportunity for business groups to have a meeting/lunch while the clubhouse still has a functional area to serve the golf course. Chair DeFauw suggested a motion asking Committee Member Lee Strom, himself, Director Johnson, and Manager Jim Zinck to request time at the next available City Council work session to layout the information and financial plans with options. The next step would be to get City Council authorization to order plans and specifications. Director Johnson reminded the Committee there will be a number of steps in the process. First would be presentation at the City Council informal meeting. If Council instructs staff to go ahead, plans and specifications will be drawn up. Once City Council approves the plans and specifications they’ll authorize acceptance of bids, bids are approved, and then construction can begin. Committee Member Retka said the time has come to get this information in front of City Council at a work session. The other options available, short of what Jim and Randy have presented - 3 of 5 - CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE November 4, 2010 tonight - new construction, make no sense given the way the clubhouse is operating and the financial goals of the golf course. Chair DeFauw noted the Committee has defined problems, needs, and the opportunities for revenue enhancement and it’s now time to ask City Council to allow the next step. Committee Member Sullivan noted this has been long overdue and needs to move forward. MOTION: by Darrell Retka, seconded by Brenton Schulz, directing the Parks and Recreation Department, along with Jim Zinck, to present information discussing construction of a new clubhouse at the next available City Council work session VOTE: Yes – 6, No – 0 ITEM 5.D. Agenda Items – Quarry Point Park Usage Recreation Superintendent Scott Breuer presented the Fall final numbers for activities at Quarry Point Park. The 2010 season ran from June 1 through October 17 with a total estimated number of park users at 67,000. Primary users of the park were the youth athletic associations. The playground equipment and shade structure have been installed to complete the park. ITEM 5.E.1. Agenda Items – Galaxie Park Pond Staff has been working on the project with Engineering and Public Works staff. Engineering staff will bring detailed plans to the Committee at a future meeting. A neighborhood meeting has been held to discuss the flooding and mitigation options. Park neighbors were supportive of the plans and staff will move forward. The plan is to lower the park approximately five feet to 947.5 ft. above sea level. The pond level will be 945.7 ft. above sea level. Calculations show it will take 2.8 inches of rain in a twenty-four hour period for water to flood over the banks of the pond and come onto the playfields. Water would remain in the park somewhere between twenty-four and forty-eight hours before receding back into the pond. The proposed construction is to start in June and end in October. The playfield area would be restored and ready for use in 2012. The building will stay at its current elevation with ramps and steps constructed for user access. The project costs will be covered by the utility fund. - 4 of 5 - CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE November 4, 2010 ITEM 5.F. Agenda Items – WiFi Update Director Johnson reported the current status of the WiFi project. The only tower approved so far is the one to be co-located on the hockey rink pole at Hayes Park. Wildwood Park was removed from consideration and Galaxie Park tower is on hold until the park grade is established. ITEM 6.A. Other – Robert L. Erickson Park Dedication Recap Robert L. Erickson Park dedication was held September 25, 2010 with an estimated attendance between sixty and seventy people. Several Erickson family members were in attendance. Park benches were donated/installed and foliage was planted prior to the dedication. ITEM 6.A. Other – Next Meeting Date Next Parks and Recreation Advisory Committee meeting is scheduled for Thursday, January 6, 2011. ITEM 7. Adjourn There being no further business, the Parks and Recreation Advisory Committee meeting was adjourned. MOTION: by Matthew Mittelsteadt, seconded by Darrell Retka to adjourn the meeting at 8:15 p.m. VOTE: Yes – 6, No – 0 Respectfully Submitted, Dorene Perkins Monn, Dept. Assistant Approved by the Apple Valley Parks and Recreation Advisory Committee on - 5 of 5 -