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HomeMy WebLinkAboutCity Council Minutes 04-15-2003 SpecialAdopted Minutes Special Council Meeting April 15, 2003 Mayor Johnson called a Special Meeting of the Plymouth City Council to order at 7:35 p.m. in the Council Chambers, 3400 Plymouth Boulevard, on April 15, 2003. COUNCIL PRESENT: Mayor Johnson, Councilmembers Neset, Hewitt, Slavik, Bildsoe, Stein, and Black (arrived at 8:00 p.m.). ABSENT: None. STAFF PRESENT: City Manager Johnson, Finance Director Hahn, Community Development Director Hurlburt, Public Works Director Faulkner, Park and Recreation Director Blank, Finance Director Hahn, Fire Chief Kline, Finance Manager Jacobson, Lieutenant Franz, and City Clerk Paulson. Third Sheet of Ice Park and Recreation Director Blank stated staff has provided a report on a number of issues that were discussed at the Council's February 25 Study Session regarding a third sheet of ice. He stated staff has received a cost estimate on the construction of a third sheet of ice at the Ice Center in the amount of $4,861,884. He stated this estimate includes construction of a parking area on the east side of the existing Ice Center parking area (including the retaining wall) for an additional 69 vehicles as well as a parking area at the northwest corner at 37`h Avenue and Plymouth Boulevard to accommodate an additional 57 vehicles. He stated this estimate also includes a 7% contingency of $270,000. He reported on the traffic analysis completed by Assistant City Engineer Hagen. There were two traffic analyses taken at the Ice Center in recent months. One traffic analysis was taken during a Wayzata High School varsity boys' hockey game, and the other analysis was taken on a Saturday during non-event hours. The results indicated that during an event such as a high school varsity game, there would be approximately 130 additional vehicles generated, and approximately 10 of those vehicles would come from or return down 37`h Avenue. When the Ice Center is not hosting high school games, which is 98% of the time, there would be a maximum of 40 additional vehicles with one to two of those vehicles using 37a' Avenue. He noted that Providence Academy and the Wayzata Hockey Association conducted a neighborhood meeting with the residents on April 10. He stated a brief synopsis of that meeting is included in the packet materials. He stated in 2001, the Council requested a parking study for the Ice Center and the LifeTime Fitness complex. The purpose of the study was to analyze future on-site parking expansion options. He stated based on that report, the Council authorized in 2002, in cooperation with LifeTime Fitness, the addition of 22 parking spaces along Plymouth Boulevard in front of the LifeTime Fitness and an additional 52 parking spaces immediately behind LifeTime Fitness. At Adopted Council Minutes Special Meeting of April 15, 2003 Page 2 of 9 this time, the 22 stalls in front of LifeTime Fitness were completed in the fall of 2002 and have been used all winter. The 52 parking spaces behind LifeTime Fitness were not paved and have not been used by the public for any event at this time. He stated the parking study indicates that there is the ability to add a net 57 additional spaces in the northwest corner of the parking lot and a net 69 parking spaces on the east side of the Ice Center. The parking on the east side could be completed with a retaining wall and a slight intrusion into the wetland buffer, but it would not be necessary to go into the wetland itself. He stated with a net loss of 30 parking spaces for the addition of the new rink, there would be the ability to add a net 148 paved spots that are not currently paved. This would include the 52 parking spaces that are partially completed. He stated that Lifetime Fitness is reviewing methods to reduce usage at the club. He noted that this is not because of any parking issue, but because of overcrowding during peak times within the club. If they are successful with this endeavor, it could be possible that within the next two years that there could be a decline in the number of vehicles at LifeTime Fitness during the peak evening hours. He discussed possible funding for the third sheet of ice. He stated that Providence Academy and the Wayzata Hockey Association have offered a combined $1,250,000. However, based on the latest cost estimate, that would leave a funding gap of $3,750,000. The City could sell a revenue bond, or internally finance approximately $1 million with new net revenues from the facility. This would leave a balance of approximately $2,750,000. Councilmember Hewitt asked if staff has discussed with the owner of LifeTime Fitness a parking ramp. Park and Recreation Director Blank replied yes, and a parking ramp could cost approximately $2 million to $3 million. He stated the City and LifeTime Fitness have equally funded the parking areas, and if it were agreed to construct a parking ramp, this type of funding arrangement would continue. Councilmember Stein asked how the number of required parking stalls is determined. Park and Recreation Director Blank replied according to the City Code, there should be one parking space for every four seats in the arena. Councilmember Slavik asked if staff assumes that there would be four people per car when reviewing the parking requirements. Community Development Director Hurlburt replied one assumes that some people would have fewer or more people per car, and some people would use other methods to travel to the Ice Center (walk, bike, bus). However, one parking space for every four seats is a general standard. Councilmember Slavik stressed that due to the location of the Ice Center, the majority of the people would be traveling there by vehicle. Park and Recreation Director Blank commented that the girls' hockey averages 135 spectators per game, while the boys average approximately 400 spectators per game. Councilmember Slavik noted that one of the issues that were raised at the neighborhood meeting, was that the City was renting ice time to other cities. Adopted Council Minutes Special Meeting of April 15, 2003 Page 3 of 9 Park and Recreation Director Blank stated that from October through March, staff wouldn't be renting any ice time when the third sheet of ice would be used. He stated ice time would be sold to Providence Academy and Wayzata Hockey Association. For the remainder of the year, ice time would be sold to anyone. Councilmember Slavik asked why the hockey associations don't rent ice time during slower times of the year. Park and Recreation Director Blank replied all youth leagues are coordinated through the Minnesota Youth Hockey Association, which is similar to soccer and baseball associations. The organization has scheduled events, and there are district, regional, and state tournaments. He added that after the Wayzata Hockey Association, high schools, and figure skating have purchased ice time, all the prime time has been sold. He stated there would be a contract with Providence Academy on the number of hours they would purchase. Mayor Johnson asked if the additional 52 parking spaces that are currently under construction are intended to accommodate the seats for a third sheet of ice. Park and Recreation Director Blank replied no. The spaces were in response to an immediate parking need. Councilmember Neset stated he would only support a third sheet of ice if the funding shortfall would be addressed. Park and Recreation Director Blank stated that staff has recommended that they meet with Providence Academy and the Wayzata Hockey Association to evaluate funding options, if the Council would like to further evaluate the project. Councilmember Stein asked if it would be possible to construct a temporary bubble/closure in the winter months for the third sheet of ice. Park and Recreation Director Blank replied staff hasn't reviewed this option. Dave Sorenson, from the Wayzata Hockey Association, spoke of the neighborhood meeting they conducted on April 10. He stated the majority of issues that have been mentioned were discussed at the Council's Study Session on February 25. He stated the only new concerns were on the planning process and growth in Plymouth, and the traffic enforcement. He noted that the third sheet of ice would be used year around. He stated they continue to discuss the funding, and they are optimistic that they could raise additional funds. Mayor Johnson asked why they prefer the Ice Center location for a third sheet of ice. Mr. Sorenson replied operationally, it is the better choice as there would be one management team responsible for the operations, and there are multiple activities occurring at this site, especially for families. He noted that additional sheets of ice are usually constructed onto existing facilities. Councilmember Hewitt stated it was proposed that this project would begin in June and be completed in September. She asked if this project could be postponed for another year. She also asked what the cost would be if the third sheet of ice was constructed at Providence Academy. Mr. Sorenson replied that the timing is really crucial as people are traveling all over the metro Adopted Council Minutes Special Meeting of April 15, 2003 Page 4 of 9 area for ice time. He stated that Providence Academy is also anxious to start hockey programs for their students. Dan Frederick, from Providence Academy, stated that over the next two years, Providence Academy would be adding 11th and 12th grades, and they expect to be at full enrollment in the next three to four years. He stated when they originally submitted their building plans to the City, a hockey rink was included, but they were asked to remove the rink. Now with their latest phase of construction and future phases, it would be very difficult to incorporate a facility on their site. Community Development Director Hurlburt stated there was a lot of concern at the time the plans were submitted for Providence Academy in showing future facilities to the neighborhood. However, Providence Academy was never told that they couldn't construct an ice arena. Mr. Frederick stated currently, approximately 50% of their student body resides in Plymouth, and hockey is the number one requested sport. Therefore, this is an issue that Providence Academy needs to address soon. He noted that due to the economy, this would be a great time to construct the third sheet of ice. Franz Eisenbauer, 3960 Orchid Lane, stated within the next five to seven years, Providence Academy would have increased their enrollment by 122%. He questioned whether there could be the need to construct a fourth sheet of ice in the future. Therefore, he suggested it might be more prudent to consider another location. He stated he opposes financial assistance to any school. He believes that a third sheet of ice at the Ice Center wouldn't be a good fit for the area as the City has tried to create a park environment with the Hilde Performance Center and Millennium Garden. He asked what would occur with the trail and the wetland. Tom Quanbeck, 17300 51" Avenue North, stated he supports a third sheet of ice, and the Ice Center would be the best location. People would be able to drive, practice, and play closer to home. Councilmember Hewitt asked how many parking spaces would the City be short if they weren't constructed into the wetland buffer. Park and Recreation Director Blank stated if credit would be given for the on -street parking spaces, the City Code requirement would be met without those parking spaces. Community Development Director Hurlburt added that the parking standards are a guideline. If there would be studies based on the need for a facility, staff would review that and determine what would be adequate for that type of use. Bob Fallen, 11605 44th Avenue North, stated his business publishes American Hockey magazine. He stated the growth in youth hockey is tremendous, and Plymouth has two associations. He stated a third sheet of ice would be utilized, as people don't want to travel to other ice facilities. He stated Plymouth is in one of the fastest growing areas of the Twin Cities, and there should be three sheets of ice to address the demand. Mayor Johnson asked what if a fourth sheet of ice would be necessary in the future. Mr. Fallen replied that the City could make the outdoor ice facilities more suitable for mites, which is what Adopted Council Minutes Special Meeting of April 15, 2003 Page 5 of 9 Duluth does. He also suggested that perhaps there could be a private/public partnership similar to the City of Minnetonka's facility. Bill Orke, 16745 43`d Avenue North, stated this is really an issue about the quality of life, and he requested the Council to provide leadership. He stated the Wayzata Hockey Association is extremely large and one of the fastest growing associations in the State. He noted that there is also a very unique opportunity to work with Providence Academy who is providing a very generous donation. He stated due to the economy, there are low interest opportunities to assist in constructing a facility. He reminded everyone that youth are skating until 10:00 p.m. on school nights. Councilmember Black stated there are many concerns from the adjacent neighborhood on traffic. She stated drivers take "shortcuts" through the neighborhood, and they don't stop for stop signs so senior citizens can cross the roads, etc. Therefore, she asked representatives from the Wayzata Hockey Association and Providence Academy about barricading the local streets on game nights so motorists would use Vicksburg Lane and Plymouth Boulevard. She also asked if they would be willing to pay extra for ice time in order to pay a police officer to direct traffic after major events. Greg Gibson, 4300 Niagara Lane North, President of Wayzata Hockey Association, stated they wouldn't be opposed to traffic enforcement and educating drivers on traffic and safety issues. Their association is understanding of the increased traffic in the neighborhood, and they would welcome addressing any issues. Mayor Johnson stated the parking concerns her. She would not be interested in constructing a parking ramp as well as impacting the wetlands. However, perhaps there could be shuttling from City Hall or the Plymouth Creek Center's parking lots on game nights. In addition, there could be opportunities for additional parking spaces at the new office buildings located on Plymouth Boulevard. She stated the adjacent neighborhood could fear that their new wildflower garden could be used for parking. She noted that there are quality of life issues for the people who live in the area, but they don't necessarily use the facilities. Mr. Gibson stated the hockey association would be willing to discuss those concerns/proposals. He added that they would like to expand their hockey program so there is a young base of players that would play through their high school years. Their biggest goal is to have student athletes involved in these programs. Mayor Johnson noted that if there were to be a referendum this year on this issue, the City would need to conduct the referendum by mail ballot which could cost the City approximately $45,000. Councilmember Black asked if the Wayzata Hockey Association has a newsletter. Mr. Gibson replied yes. GeorgeAnn Wenisch, 3850 Minnesota Lane, stated at the April 10 neighborhood meeting, they were disappointed that there wasn't a presentation by Providence Academy and the Wayzata Hockey Association. She stated that she isn't opposed to hockey, and she understands the need Adopted Council Minutes Special Meeting of April 15, 2003 Page 6 of 9 for a third sheet of ice. However, she doesn't feel this is the best time to proceed with this project due to the economy. In addition, she doesn't feel the Ice Center is the best location. She suggested constructing the facility in Northwest Plymouth. She noted the parking and traffic concerns in the neighborhood that have already been discussed. She requested that if this is approved, there should be extra policing when there is a big event at the Ice Center. She asked that in the future, if a high school desires a sheet of ice, would the City construct a fourth sheet. Lance Novak, 17035 41 a Place North, voiced his support for a third sheet of ice. He stressed that hockey is a very popular sport, and there are over 800 youth just in the Wayzata Hockey Association that are using two sheets of ice. He stated this sport is important to the youth, and they play year around. Tov Rezabek, member of the Wayzata Hockey Association, indicated his support for a third sheet of ice. Francis Otto, 5475 Rosewood Lane, asked who would maintain the facility once it's constructed. In addition, what percentage of the maintenance and operational costs would the City be responsible for. Park and Recreation Director Blank replied the Ice Center operates like a business, and the facility netted a profit of $165,000 from last year. The profit is placed into a reserve fund for future maintenance of the facility. Mr. Otto asked if the City has considered privatizing the facility. Councilmember Black stated this was discussed when the first two sheets of ice were constructed. However, she is unaware of any privatized facilities. Councilmember Bildsoe stated that LifeTime Fitness was a public/private partnership. He stated operating an ice arena would certainly fit the model of a partnership. The facility is essential, and it could be a good partnership. Ken Cameranesi, 4065 Garland Lane, member of the Wayzata Hockey Association, voiced his support for a third sheet of ice. He stressed the Council needs to provide leadership as well as direction to the Wayzata Hockey Association and Providence Academy. He stated if there needs to be a better funding proposal, the Council should advise Providence Academy and the Wayzata Hockey Association. Councilmember Black stated the third sheet of ice would need to be self-supporting, and she would not support increasing taxes to pay for it. She believes the financial issues could be reviewed further, and perhaps there could be the possibility of a private/public partnership. She stated she is concerned if there would be a need for a fourth sheet of ice in the future. She would like to see an evaluation of a fully developed Plymouth and the needs for the future. She stated she wouldn't support impacting the wetland, and the parking and traffic issues need to be addressed. In addition, the use of the outdoor ice facilities should be reviewed. Adopted Council Minutes Special Meeting of April 15, 2003 Page 7 of 9 Mayor Johnson stated she would like information on what the condition of the ice facilities would be in 20 to 30 years. She stated she would like to know what other communities are constructing third and/or fourth sheets of ice. She noted that the soccer association could be requesting another dome in the future, and there has been discussions on a 10th playfield. She asked if there are other options that haven't been identified for some of these facilities. She agreed that it makes sense to construct a third sheet of ice at the Ice Center due to the location and economics. She stressed that she is concerned about the financing. Councilmember Hewitt stated she would be willing to consider a parking ramp. She stated the neighborhood concerns would need to be addressed as well as policing the area on game nights. She stated other items to consider include whether the facility would be profitable in another 20 years, would there be a need for a fourth sheet of ice in the future, and who would be able to rent the prime ice time. She stated that she doesn't want to impact the wetland buffer, and she would not support raising taxes to pay for the facility. Councilmember Neset stated he believes the City could address issues relating to parking and traffic. He stated he would like to see the project proceed, but he is very concerned about the finances. He stated in all fairness to Providence Academy and the Wayzata Hockey Association, the Council needs to decide how to finance the third sheet of ice. Councilmember Bildsoe stated he is also very concerned about the finances. He believes that his issue is an economic development issue for the City Center area as well as a quality of life issue. He believes that the City's effort in working with this project shouldn't diminish other efforts the City is making for other projects as such improvements to the water treatment facilities and the addition to the Police Department. He stated the Council and staff need to focus on Council priorities that are basic to the City, i.e. water quality and economic development issues. He suggested that this item be placed with other things in the City such as a 10th playfield, based on the needs and priorities of the City. He suggested that the Council come to a conclusion for this request. Councilmember Stein stated his biggest concern is the funding of the project. He believes the parking and traffic concerns could be addressed through police enforcement and education. He stated perhaps there could be a private/public partnership. He stated it appears the majority of the Council wouldn't support raising taxes to pay for the facility. Councilmember Slavik agreed with Councilmember Stein and added that it would be irresponsible of the Council to proceed with the project at this point. She stated the outdoor skating rinks might be underutilized, and it would be much cheaper to utilize those facilities. Mayor Johnson stated she would like to know if there are other associations, such as soccer, who would be willing to partner with the City on facilities. A discussion was held on whether the Park and Recreation Advisory Commission (PRAC) should evaluate and recommend whether there is a need for the project. Adopted Council Minutes Special Meeting of April 15, 2003 Page 8 of 9 Councilmember Hewitt asked why the Council would have PRAC review this if there isn't a solution for the shortfall. Councilmember Bildsoe agreed and suggested that the Council meet in the future to discuss the items that have been discussed this evening. Motion was made by Councilmember Neset, and seconded by Councilmember Black, to direct PRAC to evaluate and recommend on the need for the project, and direct staff to meet with the potential partners in the project to evaluate funding options. Councilmember Slavik requested a friendly amendment to the motion to include that staff be directed to address other concerns brought forward by the residents at the neighborhood meeting as well as any items raised at this evening's meeting, to evaluate the economics of the project including long-term use agreements and contracts, and to schedule another Council Study Session in six to eight weeks. Councilmembers Neset and Black accepted this friendly amendment. Mayor Johnson requested a friendly amendment to the motion to schedule a Study Session on June 16 at 7:00 p.m. in the Council Chambers for the purpose of discussing the third sheet of ice. Councilmembers Nest and Black accepted this friendly amendment. The Council requested that staff contact those that were in attendance at this evening's meeting as well as schools, hockey associations, and Providence Academy of the Special Meeting on June 16. There being no further discussion and with all members voting in favor, the motion carried. 2001 Audit Report Finance Manager Jacobson discussed the 2001 management letter from the City's accounting firm that recommended the Council and management meet with the auditors at a Study Session to discuss their procedures and audit results. He stated since it's too late for the 2001 audit, the Council could consider this type of meeting for the 2002 audit. Kirsten Vosen, Audit Partner, from Deloitte and Touche LLP, discussed their best practices resources guide for an audit committee as well as fraud standards. She suggested that the Council and management meet with them to review the draft financial statements for 2002 in order to have a more interactive dialogue. City Manager Johnson stated the Council would be accepting the 2002 audited financial statements at the regular Council meeting on June 24. Therefore, he suggested the Council consider conducting a Study Session prior to that meeting for the purpose of reviewing the statements. Adopted Council Minutes Special Meeting of April 15, 2003 Page 9 of 9 Motion was made by Councilmember Bildsoe, and seconded by Councilmember Stein, to schedule a Study Session on June 24 at 6:00 p.m. for the purpose of reviewing the 2002 audited financial statements. In addition, the Council would annually review the audited financial statements prior to Council a proval. With all members voting in favor, the motion carried. Councilmember Bildsoe suggested that staff provide copies of the audit prior to the week of June 16 when packets are delivered for the June 24 meetings so there is ample time to fully review the audit. Schedule Future Study Session Topics Motion was made by Councilmember Bildsoe, and seconded by Councilmember Neset, to schedule the following Study Sessions: 1. June 10 at 5:30 p.m. (discuss Ives/Jonquil drainage issue). 2. June 24 at 6:00 p.m. (review 2002 audited financial statements). 3. May 20 at 7:00 p.m. (discuss pond and drainage system maintenance). With all members voting in favor, the motion carried. Adiournment Mayor Johnson adjourned the meeting at 10:45 p. Sandra R. Paulson, City Clerk