HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 09-12-1991Minutes of the Park and Recreation Advisory Commission Meeting
September 12, 1991
Page 32
Present: Chair Freels, Commissioners Anderson, Gutzke, Johnson, Waage, Wahl,
Watson; staff Bisek, Blank, Busch and Pederson
Absent:
1. CALL TO ORDER
Chair Freels called the September meeting to order at 7 p.m. in the
Council Conference Room.
2. APPROVAL OF MINUTES
A motion was made by Commissioner Wahl and seconded by Commissioner Gutzke
to approve the minutes of the July 11 meeting as presented. The motion
carried with all ayes.
3. VISITOR PRESENTATIONS
a. Athletic Associations. See item 5-b.
b. Staff. Rick Busch showed a short videotape of a t -ball game in action
that was filmed by a news crew from Channel 11. He then briefly
explained his work history with Plymouth Park and Recreation to the
new commissioners, which began in January, 1980. He stated that
Plymouth has the largest unofficiated adult sports program in the
metro area. He schedules all of the 5,000 to 6,000 youth athletic and
adult sports games and practices on the Plymouth fields, and he is the
liaison to the youth athletic associations. He supervises the
instructional programs such as tennis, golf, ice skating, t-
ball/softball/baseball, and soccer. He informed the commissioners
that over 200 adult softball teams played on Plymouth fields this
summer, which consisted of eight teams per field per night. This
program produces approximately $80,000 in revenue for the City. Due
to budget cuts this year, Rick explained that we chose to reduce the
number of field attendants assigned to our parks. Instead of one
attendant per park, it was one per two or three parks. So far this
has worked out well, but Rick's concern is that a program participant
or spectator may get injured some time when no attendant is on duty,
which means that the building that houses the phone may not be open.
To alleviate this situation, staff is attempting to have phones
installed at outside locations at all major athletic complexes.
Rick announced that the August employee of the month was Deb Balzer,
our golf instructor. She has been working for the Park and Recreation
Department for two years, and this past summer, she taught 287
individuals the basics of beginning and advanced golf. Her schedule
consisted of Monday through Thursday and Sunday lessons.
Mary stated that the September employee of the month was Danielle
Roskop, a day camp counselor who has been with the program since its
inception three years ago. Day camp consisted of seven, week-long
Discovery" sessions from mid-June to the end of July for kids in
grades K-6, followed by three, week-long "Explorer" sessions in August
for kids in grades K-3.
September 1991 PRAC Minutes
Page 33
Mary was pleased to say that summer programs went well, with no
injuries to anyone, and now staff is busy planning winter's
activities. Fall classes begin the week of September 16.
4. REPORT ON PAST COUNCIL ACTION
There was nothing to report on this item.
5. UNFINISHED BUSINESS
a. Review of 1992-96 CIP. Director Blank reviewed the 1992-96 parks
capital improvement program stating that '92 will be a year of
finishing up projects begun late this year, as well as constructing
some trails funded with MSA money. The Plymouth Creek Park tennis
courts will also be reconsidered in '92. Phase I development of West
Medicine Lake City Park has been backed up to '93, with plans to write
a federal/state grant to help fund it. This means that Phase II will
be postponed until 1994. Also delayed until 1994 is the improvement
of the trail on Zachary Lane from County 9 to County 10. This project
will be constructed along with the widening of Zachary Lane.
Commissioner Waage expressed concern about delaying the trail along
Zachary, in light of the residents living in Harrison Hills who
addressed the park commission earlier this year. Director Blank
indicated he appreciates that concern, but that it would not be
economically feasible to go ahead with the trail and then have it all
torn up when the City widens Zachary to four lanes in 1994.
Commissioner Johnson commented that he supports staff's plan to seek
other funding for the development of West Medicine Lake city park.
A MOTION WAS MADE BY COMMISSIONER ANDERSON AND SECONDED BY
COMMISSIONER WAHL TO ACCEPT THE 1992-96 PARKS CIP AS PROPOSED BY
STAFF. THE MOTION CARRIED WITH ALL AYES.
Director Blank informed the commissioners that the Council will be
considering some type of community survey when they begin their budget
deliberations. Possibilities could include hiring an outside source,
or placing a questionnaire in the city newsletter, Plymouth News.
Commissioner Wahl asked if HUD money was going to be used to help fund
the 10th Avenue park. Director Blank responded that it would be
possible to use those funds and PRAC could make that recommendation if
they so chose.
A MOTION WAS MADE BY COMMISSIONER WAHL AND SECONDED BY COMMISSIONER
WAAGE THAT THE CITY COUNCIL USE HUD FUNDS TO HELP BUILD THE 10TH
AVENUE PARK. THE MOTION CARRIED WITH ALL AYES.
A resident living north of County 9 and west of 494 attended the PRAC
meeting and asked if there were any plans to construct a trail from
the area where he lives over to the new Target/Rainbow Foods shopping
center. Director Blank responded that the City is pushing the County
to upgrade and widen County Road 9 west of 494, at which time the
trail would be constructed. Staff suggested that the resident contact
the County highway department for more information.
September 1991 PRAC Minutes
Page 34
b. Review of Field Rental Policy. Director Blank indicated to the
Commission that the City has had a policy of charging groups for field
rental for tournaments since 1981. This policy has been approved by
the City Council, and both youth and adult groups are charged. The
reason the policy is being reviewed at this time is because the City
Council directed staff to look into it after the Wayzata Youth Soccer
Association asked to have their fees waived this past summer. The
Council did reduce the fee for this group by half. As part of
reviewing the policy, Mary did a survey of other metropolitan
communities (Anoka, Blaine, Coon Rapids, Eagan, Fridley and Maple
Grove) which revealed that our fees are the highest for running a
tournament of this type (soccer tournament requiring 10 fields for
three days with a total of 106 games being played). Blaine charged
98 less than Plymouth for running the same tournament. Each
community had a different method for charging (some rented fields by
the hour, by the day, or charged each person participating a flat
rate). Some communities did not have field attendants or lights, and
in some cases, lights were part of the overall rental fee. Mary
stated that the trend in the metro area and nationally is to charge
fees for field use during tournaments. She explained to the
Commission that it costs approximately $1,000,000 to build one
playfield and about $70,000 to $80,000 to maintain it annually. There
are two or three tournaments a year put on by youth associations with
several more involving adults. The revenue produced per year is about
10,000 in tournament charges.
John Danielson, representing Wayzata -Plymouth Soccer,. stated that
running the youth soccer tournament is a very difficult, time
consuming job, although it is also very rewarding for the kids
involved. However, after subtracting their expenses from their
revenue, they made only $100, which was to be used for scholarships.
He would prefer that the City drop the charges completely, and if that
is not possible, to at least make the charges more in line with the
costs. It was also commented that youth sports programs do not make
money.
Chair Freels commented that the City Council has directed staff to
find ways to make money to cover the costs of field maintenance, and
he was surprised that they had waived half the fee for this soccer
tournament.
Libby Fairchild proposed that the athletic associations be asked to do
some of the maintenance. Director Blank stated that this could be a
consideration.
Commissioner Johnson asked Mr. Danielson what the soccer teams had to
pay to participate in the league, and he was informed that the fee was
175, which covers things such as insurance, scholarships, uniforms,
officials, and the tournament.
When asked if the soccer association seeks sponsors for the
tournament, Mr. Danielson stated that the businesses are reluctant to
give, although they do take out ads in the tournament booklet.
September 1991 PRAC Minutes
Page 35
Greg Baufield, representing youth football in the Plymouth -Wayzata -
Orono -Hopkins -Minnetonka area, spoke out against the $5 field
maintenance fee that was enacted by the City Council this past
December and went into effect in January. It charges each child
participating in youth sports if they live in a community that does
not provide facilities, such as Hamel, Corcoran, Medina, etc. His
association chose to avoid paying the fee by not playing any of its
games in Plymouth, which he explained is very upsetting to the kids'
parents, because the majority of the players are from Plymouth. He
believes that charging children to play on Plymouth fields is
completely out of line, based on the lease agreement the City has with
District 284 for the use of Oakwood and Wayzata East Jr. High. He
commented further that according to the lease agreement, a committee
was to have formed consisting of a representative from PRAC, the
Director of the Parks Department, the head of the Wayzata East
athletic department, and the Director of Community Education. This
committee was to establish certain policies, decide on how the
facilities would be used, and discuss things such as this $5 field
maintenance fee. He doesn't believe this committee has ever met, and
he feels it should. Director Blank confirmed that the committee had
never formed.
Rick Busch stated that so far in 1991, the City has collected $2,500
in field maintenance fees from the other youth associations, excluding
the Wayzata -Plymouth soccer association, which hasn't paid yet, but
intends to.
Commissioner Watson stated she is against charging the $5 fee, because
it seems to be creating very bad feelings toward the City, and doesn't
come close to covering the costs to maintain even one field. She
agrees that some charges are appropriate, such as field striping,
lights, and attendants, but beyond that, she believes the City should
be covering the everyday field maintenance expenses.
Commissioner Wahl agreed that no field maintenance fees should be
charged to youth associations, and he suggested that the City research
getting contributions from the other communities that do not provide
similar facilities.
Chair Freels informed the newest commissioners that the PRAC members
in office in 1990 chose not to take a position on field maintenance
fees out of concern that even mentioning it would prompt the City
Council to act on it. But now that it has been implemented, he too
feels it is inappropriate and is in favor of dropping it.
A MOTION WAS MADE BY COMMISSIONER GUTZKE AND SECONDED BY COMMISSIONER
WATSON TO RECOMMEND THAT THE CITY COUNCIL RESCIND THE $5 FIELD
MAINTENANCE FEE. Discussion followed that perhaps the motion should
include an effective date. Commissioner Gutzke withdrew the first
motion and introduced a second MOTION RECOMMENDING THAT THE CITY
COUNCIL RESCIND THE $5 FIELD MAINTENANCE FEE EFFECTIVE JANUARY 1,
1992. THE MOTION WAS SECONDED BY COMMISSIONER WATSON. MOTION CARRIED
WITH SIX AYES. COMMISSIONER WAAGE ABSTAINED, BECAUSE SHE WAS NOT
PRESENT DURING THE MAIN DISCUSSION.
September 1991 PRAC Minutes
Page 36
Director Blank said that he would research the lease agreement prior
to the October meeting in reference to the committee mentioned by Greg
Baufield. Eric's recollection was that the lease agreement referred
more to the use of the buildings than it did to the use of fields.
There was additional discussion at this point on the charges assessed
to youth associations putting on tournaments. Director Blank stated
that PRAC needs to decide if they favor no fee, charging a flat rate
to use the fields, with extra charges for special services, such as
field striping, lights, field attendants, etc. He reminded the
commissioners that the youth soccer tournament is the largest
tournament held in Plymouth, with the most games being played on the
most fields over a relatively short period of time, usually two or
three days. If any rain occurs delaying games, the impact on the
fields is even greater, and a lot of damage to a soccer field can
occur. Commissioner Watson asked if we could charge a damage deposit
and Rick stated we do charge adult groups a damage deposit, but so
far, we do not charge the youth associations.
Director Blank stated that any decision made on tournament charges
must cover all youth associations using fields - football, soccer,
baseball, softball etc. Currently, soccer/football groups are charged
more, because they are using larger areas of turf and more expenses
are incurred.
Chair Freels suggested tabling this item until the October meeting,
and requested that staff compile some information for PRAC on what we
currently charge youth groups and what expenses the City incurs when a
tournament is run on Plymouth fields. Rick said that he would send
each commissioner a copy of our current field rental policy which is
updated on an annual basis, usually in January and is presented to the
City Council for their approval.
6. NEW BUSINESS
There was no new business to discuss.
7. COMMISSION PRESENTATION
Chair Freels asked if any commissioners would be available to attend the
October 7 City Council meeting to represent PRAC. Mark Wahl volunteered.
Commissioner Anderson was asked to chair the October 10 PRAC meeting,
because Chair Freels will be out of town.
8. STAFF COMMUNICATION
Director Blank indicated that work is proceeding on the two new
playfields, and that work is expected to begin the week of September 16 on
six trail segments located in various parts of the city.
9. ADJOURNMENT
The meeting adjourned at 9:37 p.m.