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HomeMy WebLinkAbout03/19/2002 CITY OF APPLE VALLEY PARKS AND RECREATION ADVISORY COMMITTEE March 19, 2002 Minutes of the Apple Valley Parks and Recreation Advisory Committee. PRESENT: Chair Person Greg Kopischke; Committee Members John DiRico, Loren Hegland, Charlie Maus, Tina Rankin, and Sarah Johnston; Parks and Recreation Director Randy Johnson; Recreation Superintendent Scott Breuer; Valleywood Golf Course Manager Rick Dodge; and Eastview Athletic Association Representatives Mike Bechstein and Rob Gensch. ABSENT: Committee Member Russ DeFauw . ITEM #1. Chair Greg Kopischke called the meeting to order at 6:35 p.m. ITEM #2. Approval of Agenda. Mr. Johnson requested the addition of two items. MOTION: by Tina Rankin, seconded by Charlie Maus to approve the agenda with the addition of Items 5.A. Invitation to Earth Day th Celebration April 20, and 5.B. Update on Spring Brochure. VOTE: Yes – 6, No – 0 ITEM #3. Approval of January 2002 Minutes. MOTION: by Charlie Maus, seconded by John DiRico to approve the minutes as presented. VOTE: Yes – 6, No – 0, 1 ITEM #4.A. Antennae Proposal – Hagemeister Park. Committee reviewed the request from Voice Stream Communications representative Steve Carlson to locate a communications antennae on one of the light poles within Hagemeister Park. Maintenance and lease agreements would be handled through the City Attorney’s office and would be similar to the other antennae already located within the city; i.e. Valleywood Golf Course and Chaprral Park. MOTION: by Tina Rankin, seconded by Charlie Maus to recommend City Council approval of the Voice Stream Communications antennae proposal as presented, maintenance and lease agreements to be negotiated through the City Attorney’s office, and lease payment fees to be directed into the park dedication fund. VOTE: Yes – 6, No – 0 ITEM 4.B . Request from Eastview Athletic Association to Use Johnny Cake Ridge Park Adult Softball Complex for Youth Tournament. Committee reviewed the memo from Mr. Johnson that was included in the meeting packet. Main points for consideration: 1. Generally, we do not permit youth activities on the adult softball fields at Johnny Cake Ridge Park. This policy has been reviewed and re-approved by the Parks and Recreation Advisory Committee as recently as Spring of 2000. 2. We maintain nearly 100 athletic fields in Apple Valley. All but five of which are available for youth activities. 3. The language of the 1986 park bond referendum that was approved by voters specifically identified the five softball fields at Johnny Cake Ridge Park (east) as adult fields. 4. We built the Johnny Cake Ridge Park (west) complex specifically for youth. There are six fields available for youth softball at this one location. The capacity of six fields with a Friday night, Saturday, Sunday tournament is very easily 40 to 45 teams. By using a few outlying fields, such as Moeller Park or Scott Highlands fields, 50 or more teams could participate. 5. We will have a commitment at Johnny Cake Ridge Park (east) to adult softball on Sunday late afternoon/evenings. We may need Saturday and Sunday for our own or rainout make-up games. If we don’t use the fields on Saturday, the turf can get a much needed break from the constant use it receives all season. 6. The fences at the adult softball complex are located at 285 to 300 feet. This distance makes them effectively the same as an open or non-fenced field for youth play. Most balls at the youth level of play are hit in the 100 to 200 foot distance. 2 7. Finally and most importantly, staff is not denying the request for an EVAA weekend tournament. We are just asking that they respect our management of the facilities and play youth tournaments on the intended fields. Mr. Bechstein addressed the Committee, thanking them for discussing the issue. He stated that they had been told no before, but want to explore the possibility considering 55 teams and the revenue for the city. EVAA has been told by Eagan that they project approximately $5,000 per team that comes into the city. EVAA suggests looking at it as if the fields are available, why not take advantage of them. Rob Gensch stated that the type of field aesthetics they have versus what they need to host a potentially revenue generating tournament, aren’t currently available. They want to host the teams within Apple Valley, not have them go to other cities. He addressed the difficulty of building identity for Eastview if they have to go to other communities to host tournaments. He believes they need eight quality fields to represent the city in an appropriate manner, five fields at Johnny Cake Ridge Park (west) and three at Johnny Cake Ridge (east). The proximity of fields is convenient for volunteers and revenue issues. Mr. Gensch asked the City staff to provide EVAA with a written policy on field usage so this issue doesn’t come up again. Mr. Johnson stated that he and Recreation Superintendent Scott Breuer need to consider and speak for the adult athletics. He reminded the group that the fenced fields on the adult fields are at 300 feet. The athletic complex field rental at Johnny Cake Ridge (east) would typically be $650, that’s a large difference from the youth rate of $35 per day that has been charged to the youth athletic associations. Mike Bechstein suggested that if there is a three day open weekend on the fields , EVAA would like to use them. He also stated that their association is open for any field policy Apple Valley Parks and Recreation wants to write. They are trying to be accommodating and live within any policy regarding availability during a three-day weekend that may be open on the fields. Mr. Gensch stated that the tournament has a budget, and they would be willing to pay the usual $650 rental rate for use of the fields. Mr. Johnson noted that the 2002 requested tournament field usage is for a different th weekend than the last time the staff was approached with the request. It’s the 4 of July break for the adult leagues and there would be a slight opening in field scheduling. Typically, the fields get a rest during this period of time, from the almost constant use th prior to the 4 of July. Mr. Johnson reminded the group that charging admission to a tournament on park property is an issue. There was a problem when a previous state tournament tried to charge for public entrance to the parking lots surrounding the tournament fields. Rob Gensch stated that they are willing to forego the parking fees and make their revenue on concessions. 3 John DiRico stated that the convenience of having all fields together doesn’t impress him. As example, during the soccer tournaments, teams play in several different communities. They don’t see the use of other fields and sites as too great a burden. Sarah Johnston, speaking as an Eastview student, said that she used to play softball. She can feel for this issue. A championship game would be awesome at Johnny Cake Ridge Park. She suggested that if it’s open, go for it. Tina Rankin questioned the wear and tear on the fields. Mr. Johnson stated that this is early in the season and the fields won’t be worn down yet. He suggested that after further thought, he feels that if the city can fully craft a policy, agree to monitor the agreement, and stick with the set fee schedule of $650 it might be doable. Greg Kopischke reported that he has concerns for the quality of the fields and setting a policy for adult use fields. It’s important to craft a policy that clearly states that it’s only on an availability basis of the fields and if the fields are in good condition. State that the Johnny Cake Ridge Park (west) fields would accommodate the majority of the play, but allow them to use the east fields also. MOTION: by Loren Hegland, seconded by John DiRico to direct Parks and Recreation staff to look into the Eastview Athletic Association’s usage of Johnny Cake Ridge Park (east) fields for a July 2002 tournament as a one time only issue. And further direct staff to look at the opportunities available to solve the issue of not having youth activities taking over the adult fields by going in the direction of a youth athletic complex in the future. AMENDMENT TO THE MOTION: by John DiRico, at the expense of saving the fields, the committee would like to see them go to other nearby fields such as Moeller, Hagemeister, and Faith. DISCUSSION: Mr. Johnson proposed that after this one-time use, staff come back to the committee to review a field usage policy. If these general issues are agreed upon, then this would be a good base policy to adhere to in the future. Mr. Kopischke reiterated that this would say “one-time” usage. Then they can start fresh in the fall. VOTE: Yes – 6, No – 0 ITEM 4.C . Indoor Skateboard Park Update. Skateboard park design and equipment display boards were available for review. The Parks and Recreation Department has hosted two open houses for public input on the Hayes Park Arena skateboard tier II park. Staff reviewed their operations proposal with the Committee, covering equipment costs, hours of operation, admission fees, and 4 revenue. Revenue projections are based on information from other cities with similar facilities both indoors and outdoors. MOTION: by John DiRico, seconded by Charlie Maus to endorse the Hayes Park Arena tier II skateboard park project as outline in the staff proposal. VOTE: Yes – 6, No – 0 ITEM 4D. Valleywood On-Course Beer Sales. Staff has been requested by City Council to look at a pilot program to provide on-course beer sales at Valleywood Golf Course in 2002: 1. On-course beer sales be done in conjunction with the existing beverage cart sales, not as an additional cart. 2. Charge 50¢ more for beer from the cart than from the clubhouse. The extra revenue could be used to offset any damages that may occur or be used to help fund a new clubhouse. 3. Evaluate and monitor the beer sales each week. If any problems are documented, suspend beer sales until further review by the Parks and Recreation Advisory Committee. 4. Provide a monthly report to the Parks and Recreation Advisory Committee and City Council to track revenue and expenses. 5. A year-end report, as well, to include revenue, expenses, and damage reports to provide sufficient information to base a decision. 6. This pilot program is not intended to move into 2003 without Parks and Recreation Advisory Committee and City Council review and consideration. MOTION: by John DiRico, seconded by Tina Rankin to recommend approval of a pilot program as outlined for on-course beer sales at Valleywood Golf Course during 2002. VOTE: Yes – 5, No – 1 (Johnston) ITEM 4.E. Golfweek Article . The Committee reviewed the Golfweek news article provided by Loren Hegland regarding the trend in golf course rates across the country. The article addressed four items: high-end courses, the glut of new courses, downturn of the economy, and th September 11. It reports that courses are looking at (reducing) pricing and other sources of revenue. 5 ITEM 4.F. Group Photo This item was delayed until after the meeting adjournment. th ITEM 5.A. Invitation to Earth Day Celebration April 20. Apple Valley has a strong, thriving Adopt-A-Park program and the Parks and Recreation staff will be recognizing the program volunteers with a picnic at Redwood Park April 20, 2002 beginning at 11:30 a.m. A flyer with details was distributed. Committee members were encouraged to participate. ITEM 5.B. Update on Spring Brochure. 18,000 Parks and Recreation Spring brochures were to be sent out to the residents of Apple Valley by bulk mail through the post office. A City of Farmington maintenance employee found approximately 500 brochures bundled and tossed in a ditch in their city. The Apple Valley post office has been asked to pay the cost of reprinting the damaged brochures and for redistribution. The Apple Valley Police Department is investigating and the Postal Inspector has been contacted. ITEM 7. Adjourn There being no further business, the Parks and Recreation Advisory Committee meeting was adjourned. MOTION: by Charlie Maus, seconded by Tina Rankin to adjourn the meeting at 8:00 p.m. VOTE: Yes – 6, No – 0 6