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HomeMy WebLinkAbout09/01/2011 CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE September 1, 2011 Minutes of the September 1, 2011 Apple Valley Parks and Recreation Advisory Committee. PRESENT: Parks and Recreation Advisory Committee Chair Russ DeFauw; Committee Members Cindy Hart, Brenton Schulz, and Lee Strom,; Parks and Recreation Director Randy Johnson; Valleywood Manager Jim Zinck; Park Maintenance Superintendent Tom Adamini; Recreation Superintendent Scott Breuer; Department Assistant Dorene Perkins Monn. ABSENT: Darrell Retka, Patrick Sullivan, and Katherine Wright ITEM 1. Committee Chair DeFauw called the meeting to order at 7:00 p.m. ITEM 2. Approval of Agenda MOTION: by Cindy Hart, 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 No one present to speak. ITEM 4. Approval of the Minutes for May 2011. MOTION: by Lee Strom, seconded by Brenton Schulz to approve the May 5, 2011 meeting minutes as presented. VOTE: Yes – 4, No – 0 ITEM 5.A. Agenda Items – Introduction of New Youth Representative – Katherine Wright Kate was appointed August 11, 2011 by City Council as Youth Representative of the Parks and Recreation Advisory Committee. Director Johnson gave a brief introduction noting she is captain of the high school swim team, attends Apple Valley High School and the School of Environmental Studies, is a lifeguard at the Water Park of America, and has done volunteer work in the community. Ms. Wright plans to attend the November Committee meeting. - 1 of 7 - CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE September 1, 2011 ITEM 5.B. Agenda Item - Galaxie Park Update Park Maintenance Superintendent Tom Adamini presented. The City’s Engineering Department determined, through multiple methods of calculation, the only realistic answer to flooding that th occasionally occurred along 136 Street during excessive rainstorms, was to lower the active area of the park about five feet. Mr. Adamini noted that working with the Public Works and Engineering has been a pleasure. Maintenance friendly items are being built into the park; backstop with curbing, etc. The outfield soil mix has been changed to accommodate the sub- surface drainage. Park Maintenance is pleased with the outcome. Chair DeFauw noted several people had questions when the construction began, but were relieved when they were told the ballfield and park would be renovated. Director Johnson reminded that the grass was just seeded last week and will need a year to become established. The field should be available in the Fall of 2012 or Spring of 2013. ITEM 5.C.1. Agenda Items – Cobblestone Lake – DNR Fishing Pier The City has the opportunity to enter into a joint project with the Minnesota Department of Natural Resources (DNR) for the installation of a fishing pier at Cobblestone Lake. The DNR will provide the framework and components of the pier. The City will provide, at a cost of approximately $2000, the lumber and in-house labor to build and install. Staff is recommending a southwest location of the pier. If the Committee recommends proceeding with the project, Staff will notify homeowners around the lake, invite them to the November Committee meeting, and gather their input on the project. A representative from the DNR will be invited to the meeting also. Cobblestone is a public park and a public lake. The City owns land around the lake and trail easements to the streets. The current pier is not conducive to fishing. MOTION: by Russ DeFauw, seconded by Lee Strom directing Staff to place Cobblestone Lake DNR Fishing Pier on the November meeting agenda, and issue formal notice to the neighborhood of Cobblestone Lake that we are going to discuss this, leading to a recommendation or non-recommendation of the structure. DISCUSSION: Staff will follow the Planning Department’s guidelines on radius of notification in regards to which homeowners are notified. Director Johnson will also work with Traditions Development to place an article in their newsletter. VOTE: Yes – 4, No – 0 ITEM 5.C.2. Agenda Items – Cobblestone Lake – Existing Pier Replacement Park Maintenance Tom Adamini presented this informational item. The pier was built by Traditions Development before the City took possession of the property. It’s served its purpose well; however, staff reports concerns with the structure’s shifting. The City Building Inspector - 2 of 7 - CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE September 1, 2011 has been monitoring the structure the last several years. This year he called in a Structural Engineer. Report is included in the agenda packet. This winter, after ice freeze, Staff is planning to work underneath to install brackets to the joist of the walkway to connect and stiffen the rails. The Engineer recommends the roof/top be removed from the gazebo. A little correction work on the 90 degree corner will also be done. Committee member Hart asked if Staff has ever considered removing it. This is a structure the City didn’t build and it’s in the city park. Park Maintenance Superintendent Adamini, noted that with the corrections, it should be usable for some time yet. Committee expressed support for the project. ITEM 5.D. Agenda Items – Valleywood Clubhouse Update Director Johnson and Valleywood Manager Zinck presented an update on the new clubhouse status. A project schedule of bid packages was provided in the agenda packet. The bids will be broken into two packages. The first will be earthwork, footings, and foundations. The second will include all other trades. With City Council approval, ground breaking is planned for late October/early November. Staff has been meeting with architects and engineers to refine the building plan. Staff is also working with the City Engineer to bring in the sewer line. Russ DeFauw, Lee Strom, and Patrick Sullivan served on the Clubhouse Task Force that obtained basic model/schematic designs to develop cost estimates. Surveys and soil borings have been done. Specifications and plans will be done for the September bid package. ITEM 5.E. Agenda Items –2007 Bond – Park Maintenance Projects Update Park Maintenance Superintendent Adamini reviewed reforestation, pathway overlays, court resurfacing, playground edging, fence, and hockey rink projects. Projects listed are part of the 2007 bond referendum and are either complete or in progress to be completed soon. A more complete list of projects is included in the agenda packet.  The reforestation projects have been coordinated with high school student groups and local scouts working toward their eagle ranking. Staff provides the trees and supervision/logistics and the scouts plant the trees.  Overlay examples were presented. In conjunction with Public Works fog sealing projects, the pathways and basketball courts are being done in an attempt at extending their life.  An alternative product called Armor Crack Repair is being used on the tennis court resurfacing.  Staff is attempting to simplify maintenance operations, by moving to plastic edging around playgrounds that will be longer lasting. - 3 of 7 - CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE September 1, 2011  Fencing at JCPR will start as soon as the softball season ends. Once Huntington hockey rink is complete, crews will be moving to the Galaxie Park hockey rink project. The Committee was complimentary of the park system. ITEM 5.F. Agenda Items –Format and Location of Parks and Recreation Advisory Committee Meetings The Committee currently meets in the council chambers of the municipal center and recordings are presented on Cable TV. Coming out of an extended period of controversy about disc golf at Alimagnet, there was a feeling the Committee deliberations could be more transparent and could involve the public more if the meetings were shifted to this venue and put live and taped on local TV. It’s been a fairly quiet last couple of years as evidences by the empty room. Chair DeFauw and Director Johnson have been thinking about reaching out to the Council about moving back to the Community Center with the proviso that should there be an issue of strong community concern, the Committee would be happy to move a regular meeting back to the council chambers or schedule a special meeting here. It’s primarily a cost savings measure. The cost at the community center is zero, the cost at the municipal center is nominal, but there is a cost. The other things we lose is access to files and displays we have at the community center, interaction in a more informal setting, and a more robust discussion when we’re not worried about being on camera. This body does not create policy; it makes recommendations to City Council. On a consensus basis, Committee asked staff to draft a memo to City Council outlining the thoughts and inquiring about their feelings about the Committee return to the Community Center, as a cost savings measure, with the complete willingness to either move a meeting or schedule a special meeting in the council chambers should a topic arise in the future that merits the expense. ITEM 5.G. Agenda Items –Pickleball Program Director Johnson reported pickleball is a racket sport that’s becoming very popular. Pickleball uses a plastic ball and wooden paddle. It’s very popular in the retirement communities of Arizona and Florida. Pickleball is named after the inventor’s dog. Indoor courts are set up at the Apple Valley Community Center and admission is $3 per person. Staff has been asked to set up outdoor courts. The net is set at a similar height to tennis and additional lines will be painted on the tennis courts to allow dual use at Hagemeister and th Pennock. parks. A pickleball event is scheduled for September 24 at the Apple Valley Community Center. Anyone interested in trying the sport is invited to attend. ITEM 5.H. Agenda Items –Aquatic Center – Extended Season Discussion - 4 of 7 - CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE September 1, 2011 As a result of Committee member Retka’s inquiry, included in the agenda packet was a memo regarding the potential extension of the aquatic season to Labor Day. The 2011 season ended th August 28. June was a tough month, July was an excellent month, August was a so-so month. Recreation Supervisor Breuer’s memo outlines the logic, reasoning, and past practices of the aquatic season. Since opening in 1991, the aquatic center has closed the last Sunday in August. The number one reason is safety. It takes many skilled/certified lifeguards to operate the facility in a safe manner and so many of the young people employed have other interests, participate in high school athletics, and/or are heading back to school that it becomes difficult to adequately staff the rd facility. Of the 66 lifeguards employed, approximately 2/3 of them were gone by the time the season was closing down. Committee member Strom asked if there has been any discussion about opening weekends earlier. Mr. Breuer noted that the Apple Valley Family Aquatic Center has offered a preview weekend each year the first weekend in June, then opens for the season once school is out. The problem is the last week of the season. Colleagues in surrounding communities have the same issues with staffing. 90% of the outdoor municipal pools close about the same time, if not earlier than Apple Valley. Committee member Hart questioned whether at hiring time if the City asks for a commitment through the last weekend. Mr. Breuer responded that the City currently doesn’t hold employees to an end date, since we have been able to manage making the facility operate through the last Sunday in August, we have not had any standing agreement. That is something staff will consider in the future if staffing levels are going to be a concern. Committee member Schulz noted the weather reports indicate the coming week is supposed to be rather cool which would reduce the attendance. Reports from 2008, 2009, and 2010 show during the last week of August until Labor Day there has been only one day above 85° , a couple of days in the 60’s. History has shown it’s a hit and miss weather pattern, with most of it being cool. Staff estimates it could be upwards of an additional $50,000 expenditure to keep the facility open another eight days with a potential of approximately $25,000 to $35,000 in revenue, resulting in a net loss of $25,000. At a facility where it’s barely breaking evening, to take a $25,000 gamble, it would have to be strong consideration. Chair DeFauw suggested trying it for one year. Identify and get firm commitments from staff that will be available through Saturday/Sunday of the Labor Day weekend. It makes sense to do it only at the Aquatic Center. Try it for one year and assess the results, purely because of the overall size and scope of the investment of the community. Voters were asked to build the facility, they said yes. They were asked to approve the bond issue to add to the facility, they said yes. It would be worthwhile to take a strong look at the extended season one year and assess the results. Director Johnson noted the City’s budget is done 18 months in advance and staff has already submitted the 2012 budget and it doesn’t include an additional expenditure for the pool. A practical solution, if the Committee agrees, would be to take a look at the possibility of adding the Labor Day weekend of 2013, not the weekdays. - 5 of 7 - CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE September 1, 2011 Committee member Schulz noted it is dependent on the weather and he questioned whether gambling $25,000 is responsible or not. He’s not in favor of it. Committee member Hart is not in favor, unless we’ve gotten a lot of community demand. Director Johnson said there may be a few phone calls, not a lot of overwhelming demand. As an alternative, staff typically directs them to the splashpad area at Kelley Park or area lakes. Committee member Strom noted that it will be dependent on the dates of Labor Day weekend and the school calendars. Staff is investigating a ranking system within the interview process that would elevate the candidate’s priority category, assuming they meet all the skills requirements, etc., if they are available to work through the end of the season. If the ranking system is implemented in the interview process and staff gets feedback for the upcoming season from employees and colleagues, then staff can come back next fall with additional information on the possibility of extending the 2013 season. Committee Strom complimented the Aquatic Center crew. He was on site several times this year and they did a nice job. Director Johnson noted they won the metro area 2011 lifeguard olympics. Many of crew members are Apple Valley residents. ITEM 6.A. Other – Minnesota Golf Magazine – Featured Member Minnesota Golf Magazine Summer 2011 issue Featured Member section recognized Committee member Darrell Retka and his volunteer efforts with the golf community. He is also an employee of Valleywood Golf Course. A copy of the article included in the agenda package. ITEM 6.B. Other – Fall Brochure and On Line Registration Kickoff th The Parks and Recreation fall brochure has been distributed to Apple Valley homes August 17. This was also the kickoff of the on-line registration process. Staff reports the process has been working well. A short demonstration of the registration site was presented. ITEM 6.C. Other – Next Meeting Date – November 3, 2011 Next Parks and Recreation Advisory Committee meeting is scheduled for Thursday, November 3, 2011. ITEM 7. Adjourn There being no further business, the Parks and Recreation Advisory Committee meeting was adjourned. - 6 of 7 - CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE September 1, 2011 MOTION: by Lee Strom, seconded by Brenton Schulz to adjourn the meeting at 8:35 p.m. VOTE: Yes – 4, No – 0 Respectfully Submitted, Dorene Perkins Monn, Dept. Assistant Approved by the Apple Valley Parks and Recreation Advisory Committee on - 7 of 7 -