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HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 11-09-2006MINUTES OF THE PARK AND RECREATION ADVISORY COMMISSION MEETING November 9, 2006 PRESENT: Commissioners Aamoth, Davis, Fiemann, Griwac, Krahulec, Pederson, Rezabek, Singer, staff Abel, Blank, Evans, Herman, Sankey ABSENT: Mohagen 1. CALL TO ORDER The meeting was called to order at 7:04 p.m. at the Ice Center. 2. APPROVAL OF MINUTES Rezabek moved and Singer seconded a motion to approve the September minutes. Motion carried, all ayes. 3. VISITOR PRESENTATIONS a. Athletic Associations. None were present at the meeting. b. Staff. Evans said that the Halloween at the Creek event was well attended with just under 500 people. It is co-sponsored with three or four churches in the community who have been great partners, and donations from companies have been a big help. We are already starting to plan for next year. Davis asked what the event entails. Evans said that we have games in the fieldhouse, entertainment, food, and bags of candy. It is a safe, non -scary alternative to being out on the street. The event is geared for babies to upper elementary kids, moms, and dads. It takes place on Halloween from 5:30-8 pm. Evans reported that the state conference will take place in Plymouth next week, Tuesday through Friday. There will be 60 vendors and over 340 conference delegates, which is one of the largest ever for MRPA. She also mentioned that we are doing training in the office because of Nancy's retirement. Work on the annual report is coming up. The Leisure Times is ready to go to print next Monday, and it will be in homes in a couple weeks. Abel spoke on "ice arena facts." The arena is approaching'/ million visitors per year. Over 9,000 hours are rented. Concession gross sales are over $100,000 with 59 different products, including the very popular dippin' dots and hot State Fair mini -donuts. We are now carrying Caribou Coffee. Evans asked if we ever sell anything healthy. Abel tried apples once, but no one bought them. The concession stand is open 7 days a week. Parents are bringing kids here for dinner before their hockey or lessons instead of to fast food places. Fiemann asked if we could have pizza. Abel said it is hard to serve pizza because people don't want to wait for their pieces, and if you prebake the pizzas, a lot goes to waste. He said he could possibly try to look into it. We earn 50% net profit from the stand after wages and product purchase. Rezabek asked if they could write up an advertisement about the concession stand and send it to hockey families. PRAC Minutes/November 2006 Page 2 Blank said that would be a good idea. The arena is closed for four holidays each year: Christmas, Memorial Day, Independence Day, and Labor Day. It is also closed on 10 Saturdays during the summer. The hours are often 6:00 a.m. to 1:00 a.m. (depending on rentals), and we are only closed about 5-6 hours a night. We have a vending machine profit averaging $27,000 per year on machines providing Coca Cola, candy, chips, gumballs, and video games. We have the nicer, less violent video games in our facility. Video profit has dropped off because kids have so many video games at home. We may add foosball. Rezabek suggested that we not do it because of damage and loss of parts. He asked if we could get Coke to do better at keeping their machines full. Abel said the Coke representative doesn't carry enough stock in his truck to fill all the machines. They empty fast over the weekends. He said it would be better if they could fill on Sundays, but they are reluctant to do so. He will ask Coke for another delivery on weekends. Fiemann asked if we could get a Power Ade fountain. Abel said that we could add Vault. Abel reported that we collect an average of $24,000 in advertising revenue per year for space on dasher boards, Zambonis, display cases, and television monitors. Reach TV is a new service for us this year. Paid advertising is on the TV monitor on the left side. The right side has locker room assignments and other city announcements. Rezabek said that the parents absolutely love it. Abel mentioned that this has worked very well for us because we did not have to pay for the equipment, plus we will receive a $2-3,000 fee this year for our portion of the advertising fees. Fiemann said having a TV downstairs by the back door will be great so people coming in that way can see the locker room assignments as they arrive. Rezabek asked if it could be protected. Abel said a security camera will be added. We could also add acrylic in front of TV to protect it. Aamoth said it could be a legal issue if you have a camera installed which isn't really hooked up because people would expect to be safer. Blank agreed that this could be an issue. It is better to use real cameras. A vehicle belonging to a high school kid was broken into in the parking lot, and his wallet was stolen. He wondered if there were cameras in the parking lot, which there are not. Abel continued with the fact that the arena is 9'/ years old, and it is almost 2 years for Rink C. The Ice Center is the home of Wayzata, Armstrong, and Providence Academy, as well as Wayzata and Armstrong youth hockey teams. There will be two state and two regional play offs this year. There is parking for 900 cars, and we have had less parking complaints since the back door has been in use. The Zambonies drive 2'/ hours per day. They are electric battery operated, so there are no fumes in the air, and we don't have to do mandated air quality tests. An average of $870 is spent each day for heat and lights in the building. Approximately 10,000 people attend public skating events. The two meeting rooms are used about 2,900 hours per year. The learn -to -skate program serves approximately 600. PRAC Minutes/November 2006 Page 3 The facility has a total of over 120,000 square feet, and is one of the top two busiest facilities in Minnesota. New tile was installed in the concession stand lobby area. Birthday parties are held in the area because they are easy to clean up. We tiled the showers with tiles bought on sale. WYHA donated new tables for meeting rooms. An ATM machine is coming for the lobby, and we may stop taking out-of-town checks because of this. WYHA rented less ice in 2006 than 2005. In fact, none was rented by them in August and little in April, May, and September. Fiemann asked if we have picked up Showcase or MASH or others. Abel said yes, and it is strictly evening hours. Rezabek said WYHA is having others run their clinics. Blank said we need to diversify and sell to other groups. Abel said we may do staff cutbacks and an energy efficiency study to save money in 2007. We will also look at rates. Blank said that the Panda club is dissolving, so they haven't been renting many hours either. The figure skating program will be re -invented. Within 12-24 months, it should be underway again. Fiemann asked if we are making use of Rink Finder. Abel said we do use it. During our busy times, we don't have many hours available. We do advertise for August, and we could probably add more to it. We probably sell 5-8 hours per month during the winter through Rink Finder, and it is usually the odd hours that we are able to sell this way. Overall, the Ice Center is in great shape financially. We have $100,000 for the third rink coming in from WYHA to go into revenue. This is the last payment of their $750,000 commitment. With some minor adjustments during 2007, we'll be right where we want to be in 2008. Abel said we are still making money, but it is down, and we can't stash as much for future expenses. Fiemann asked what big expenses are coming up. Abel said lighting in rink B needs replacing. A T4 fluorescent would have a 2 year payback in energy savings. There is also a rebate from Excel Energy to purchase them. We could have a need to replace a large piece of equipment at any time, although we try to take care of things to keep them in good shape for many more years. Aamoth asked about how much Providence put toward the construction. Abel said it was $1.25 million. Singer asked whether they are planning a girls' program. Bill said no, but they have a Bantam program starting. Rezabek asked about Max Ice. Blank said we tested it and found that it did not help us out and we decided not to purchase it. Our present system works much more efficiently for us. c. Others. There were no other presentations. PRAC Minutes/November 2006 Page 4 4. REPORT ON PAST COUNCIL ACTION a. Council approved construction of the shelter building at Greenwood Park/School. The building permit was issued yesterday. When the building is done, keys will be turned over to us. The cost is $230,000. Pederson asked if there were any citizen concerns. Blank said no, it went through with no objections. 5. UNFINISHED BUSINESS a. Update on comp plan. Blank said that since no planning director has been chosen yet, the Planning Department is doing minor work right now. They will pick it up after the first of the year. Blank said that he is part of a seven cities commission to work on on -road biking to coordinate between the cities. It will be part of our comp plan. A transportation consultant will be the lead consultant on the biking issue. b. Review Parks CIP financial plan. Blank said we finished the year with $300- 350,000 more in revenue than anticipated, so we can move some things back into the plan. New trails will be added, and every year for the next 5 years we will be making some type of improvement. We will transfer $150,000 from the park dedication fund to the park replacement fund to set aside for future improvements. Fiemann asked how we make sure the money set aside will cover the future needs. Blank said we re -run the numbers periodically to keep up with current costs and make sure we have the money we need on hand. We have four different funds totaling $13 million dollars for land acquisition. Trail and parking lot repair and irrigation repair are scheduled for LaCompte next year. Davis asked why there is a gap between 2012 and 2015. Blank said it was because the Elm Creek irrigation is so new it won't need replacement until the typical time frame. Lighting systems will need replacement with energy-efficient equipment as needed. A trail under 494 by the Radisson Hotel and along Plymouth Creek is planned, probably during the upgrade of 494 in 2017 or maybe earlier. MNDOT wants the design plans done now. Park signage will be added where needed and needs to be brought into conformance. Kiosks, maps, and graphics will be added. Bikers want some signage, specifically to show distance to the next spot. Blank wants to talk to the other cities in the biking commission to order uniform signs together for a better price. Electronic signs will be added at Zachary Park, and eventually at Parkers Lake. The Timber Shores playground is to be replaced next year. We received a $28,000 check from the insurance company to repair the damage caused by the fire. Cheshire Road will be extended north and will have an underpass for the Northwest Greenway. Seven Greens neighborhood park has been put back into the C.I.P. The east side skate park will be put back in the plans. We will look at new skate park types so we can create an up-to-date facility. We are also looking at upgrading the current skate park. Millennium Garden improvements of $35,000 are scheduled. For the archery range, we will apply for a DNR grant to retrofit the facility in the same location, making it better and safer. Davis asked what we will do about the arrows going all over. Blank said that Eden Prairie built an archery range with features to keep the arrows within bounds. We will probably use some of these PRAC Minutes/November 2006 Page 5 ideas and expand on them. The basketball courts at Elm Creek have received much frost damage. We will fix this in 2007. We will develop a park in Taryn Hills at County Road 47 and Vicksburg if housing sales are brisk. For the Northwest Greenway, developers are donating land near Pomerleau Lake and Taryn Hills. Within 24 months, there will be only a small gap in city - owned land. Blank said he is having discussions with owners regarding this land. The space from Camelot Park to Vicksburg will be almost complete. The Saddle Club may move and we would have a joint venture with them to give us a large piece of greenway. Council will discuss at their work sessions how we should proceed. Rezabek asked about the optional loop by Wayzata High School. Blank thought it was very possible we could develop it. Krahulec asked about the status of the 10th playfield. Blank explained that it is part of the open space funds, but the right property is not for sale at this time. Rezabek asked whether a rink would be put into the new playfield. Eric said there are no specific plans right now. The needs of the community will be assessed when it is time to build. c. Review Zachary Park upgrade. The crews finished sodding the park today. The irrigation is in, but not hooked up yet. The Grand opening will be scheduled for the baseball season. Blank said that the park looks really nice. The baseball association owes us $150,000 on December 31 for their portion of the costs. d. Update on park/open space bond referendum. The referendum passed. 6. NEW BUSINESS a. Facility rental policies and fees for 2007. Evans reported that we have not made any increases or adjustments in facility fees in the last few years. We are recommending some increases this year to help run and operate the buildings. We have contacted our neighboring communities to make comparisons with what they charge. We are on the mid to low end on what we are charging our residents. We have eliminated some categories of fees to make it simpler. We will no longer have an attendant for Parkers Lake Pavilion rentals. Tables and chairs will be available for the people who rent the building. Fiemann asked what the term "courts" referred to. Evans said it was tennis courts. We charge for groups who are running a clinic and charging fees. Fiemann asked where the lighted basketball courts are located. Blank said they are the ones next to tennis courts. Singer asked about the $200 damage deposit. Evans said we are trying to standardize the building deposits. We want to discourage the renters from damaging the building, leaving it a mess, and not returning keys. Singer noticed that the picnic shelter rental is increasing by $20 during weekdays. Evans replied that most of the rentals are done on weekends, and the weekend fee is going up only $5. Blank mentioned that the cost of cleaning the facility is the same whether on a weekday or weekend. Davis asked if the Hilde Center rental cost is the same whether or not a group is charging admission. Evans said that we have the option in our policy of receiving a percentage of their revenue. Davis asked if the youth associations pay these rates. Evans said that the associations only pay PRAC Minutes/November 2006 Page 6 if they are hosting an event bringing in outside groups and charging fees. Blank mentioned that this issue is often looked at as the budgets are being formatted, and sometimes the Council talks about charging the associations for fields. Evans pointed out that when the dome is up, they pay, but when it is down, it's free. Aamoth asked why non -profits pay less. Evans explained that this is to provide a service to them. SINGER MOVED TO ACCEPT STAFF'S RECOMMENDATION FOR FACILITY RENTAL POLICIES AND FEES FOR 2007. DAVIS SECONDED. MOTION CARRIED, ALL AYES. 7. COMMISSION PRESENTATION Rezabek requested that staff give Ridgemount and Plymouth Creek ice rinks top priority during the coming season. That is where the WYHA outdoor practices are held. Blank said that we have crews for north rinks and south rinks, and they have specific tasks which they are assigned. We may flood only one rink at Plymouth Middle School instead of two this year, which will save some time. The goal is to make all the rinks better, but weather has a lot to do with it. 8. STAFF COMMUNICATION None. 9. ADJOURNMENT The meeting adjourned at 8:45 p.m. The December 14 meeting will be held only if necessary.