Loading...
HomeMy WebLinkAboutPark and Recreation Advisory Commission Packet 10-10-1991Regular Meeting of the Park and Recreation Advisory Commission October 10, 1991, 7:00 p.m. AGENDA 1. Call to Order 2. Approval of Minutes 3. Visitor Presentations a. Athletic Associations b. Staff c. Others 4. Report on Past Council Action a. b. 5. Unfinished Business a. Review of field rental policy b. C. d. 6. New Business a. b. C. d. 7. Commission Presentation 8. Staff Communication 9. Adjournment Next regular PRAC meeting - November 14 Minutes 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. MEMO CITY OF PLYMOUTH 3400 PLYMOUTH BOULEVARD, PLYMOUTH, MINNESOTA 55447 DATE: October 8, 1991 TO: PRAC FROM: Eric J. Blank, Director of Parks and Recreation k_r SUBJECT: FIELD RENTAL POLICIES Since last month's Commission meeting, you should have received a copy of the current Facility Rental Policies. This was the policy that staff was following in determining costs for the 1991 Wayzata -Plymouth Soccer Association Annual Tournament. The Council cut the fee in half for the year 1991, and directed the Park and Recreation Advisory Commission to make a recommendation to them regarding this policy prior to their annual budget deliberations. Mary Bisek has called the other communities listed on the survey she provided to you and once again has confirmed from each department's staff that the information is accurate as stated on the survey. Specifically, the question was raised about the facility charges from the City of Fridley. Their staff has confirmed that the information we provided you is accurate, and that is the way in which they currently administer their field rentals. As I suggested at last month's meeting, I think there are three possible options you could consider on this subject: 1. Continue with the existing policy or some slight modification to it. 2. Drop all charges for rental of facilities to youth athletic associations on all occasions. 3. Base a fee on direct cost of maintenance of each facility. Examples of direct cost would be: labor is roughly $19 per hour to perform any task necessary for the tournament; field marking paint costs approximately $4.50 a gallon. There is an equipment rental rate used to pay for the gas and oil and maintenance of such items as trucks, trailers and groomers/painters that are necessary to get fields in condition for these tournaments. A fee based on direct cost recovery would be based on requests from the specific athletic association for any maintenance services that would not normally be provided to that site during that rental time period, i.e., we mow the grass at each park each week, so we would not charge for this particular service. Field Rental Policies Page 2 I suggest the Commission focus on option 1 or 3. I believe it is fair that the City recoup some costs for the extraordinary maintenance which is required to conduct these invitational tournaments. I have also attached for your review a copy of the joint powers agreement with the Wayzata School District. The joint and cooperative agreement, which Greg Baufield addressed at your last meeting, was originally signed in 1973. This agreement has formed the basis for two supplemental agreements, which are also attached, for the development of tennis courts and additional playfield facilities at Oakwood and Ridgemount parks. Although the City and school district have, from time to time, officially appointed members to the Committee since its inception in 1973, there is no record of a formal meeting ever taking place. EB/np Attachment John Danielson, Tournament Director Plymouth/Wayzata Soccer Club j 17030 12th Ave. N. Plymouth, MN 55447 July 9, 1991 City of Plymouth Parks.6 Recreation Department 3400 Plymouth Boulevard Plymouth, MN 55447 550-5130 INVOICE For rental for. Plymouth/Wayzata Soccer Club Tournament June 28, 29, 30 Field Rental 106 games x 1.5 hours/game s 159 hours x $15/hour $2385.00 Field Attendant 6 hours x $8/hour $48.00 Set-up of 3 new fields P 2v2Oav/ Painting labor: 2 men x 3 hours each - 18 hours x $19 $34 00 Paint (new fields only): 10 gallons/field x 3 x $5.50/gallon $165.0 507.00 Lights 7 hours x $20/hour $140.00 TOTAL $3,080.00 minus 50% Council Reduction 1.540.00 TOTAL DUE $1 4 0 JOINT AND COOPERATIVE AGREEIENT FOR RECREATIONAL FACILITIES The parties to this agreement are governmental units of the State of Minnesota. This agreement is made pursuant to Minnesota Statutes, Sections 471.15-.19, and 471.59. The parties are the Village of Plymouth (the Village) and Independent School District No. 284 (the District). II. GENERAL PURPOSE The purpose of this agreement is to enable the parties, through joint and cooperative action, to provide recreational facilities of the highest quality and lowest cost to their residents and students; to provide a means for the joint acquisition, maintenance, and super- vision of such facilities; and to establish a joint recreation program. RECREATION PROGRAM Section 1. Program Established. The parties hereby establish a joint recreation program. The joint recreation program consists of this agreement and'supplemental agreements as authorized herein; con- current resolutions adopted by the parties; projects authorized for the program; and the facilities acquired and provided by the parties. The joint recreation program embodies the intent of the parties to carry out the purposes stated in Article II. The general policies of the program . shall be set forth from time to time in resolution adopted jointly by the governing bodies of the parties. Section 2. Facilities. The parties agree, subject to the conditions of this agreement, to jointly or individually construct, install, maintain and supervise recreational facilities to carry out the program. Section 3., Conformance to State Law. The parties agree that the recreation program will be conducted in strict accordance with Minnesota Statute 471.15-.19 and rules and regulations of the State of Minnesota promulgated thereunder. IV. ADMINISTRATION OF PROGRAM Section 1. Joint Recreation Committee. The recreation program shall be administered by a joint recreation committee consisting of one member appointed by each party for an indefinite term and the Independent School District No. 284 District Director of Recreation and the Director of the Plymouth Recreation Department serving as ex officio members with a vote. Vacancies shall be filled by the appointing. authority. Section 2. Committee Responsibility. The committee shall make recommendations to the parties on projects to be included in the program, including facilities to be acquired and improved, rules and regulations governing their use, and methods financing the program. The committee is responsible for the prompt and efficient implementation of decisions of the parties with regard to carrying out the recreation program. The committee shall perform the other duties assigned to it by this agreement. Section 3. Specific Projects: Authorization. Projects in the recreation program shall be authorized by concurrent resolution of the 2- governing bodies of the parties. No expenditure of funds, employment of personnel or conduct of any aspect of the program may be undertaken except pursuant to such a concurrent authorizing resolution. MA REAL ANDPE wt O Zi":'.: -F- v ;: I Y Section 1. Ownership. Real, personal or mixed property, used or to be used in the program, may be acquired jointly or individually by the parties. When such property is acquired jointly it shall be owned by the parties in undivided interests proportional to the funds provided by each for its acquisition. When such property is acquired by an individual party, it shall be owned wholly by such party. Section 2. Maintenance. The parties agree that the maintenance of all property individually owned is the prime responsibility of each party and further undertake that they will maintain all such properties used in the program in a safe, sanitary and operable condition. The parties may, by supplemental agreement, establish a.system of shared responsibilities in the maintenance of such property. The maintenance of jointly owned property is a joint responsibility of the parties and a system for such maintenance shall be established by.supplemental agreement. Section 3. Disposition of Property. Upon the termination of this agreement jointly owned property (1). shall be sold and conveyed and the proceeds of the sale remaining, after payment and discharge of all joint debts, obligations and liabilities, divided and paid over to the treasurer of the parties in proportion to their individual interests, or (2) the undivided interests shall be sold 3- and conveyed by one party to another subject to appropriate charges and set -offs for debts, obligations and liabilities. All property individually owned shall remain the property of each party. Any surplus moneys of the program remaining at the termination of this agreement shall be returned to the parties 'ri proportion to their contributions to the program. VI. USE AND SUPERVISION OF FACILITIES Section 1. Rules: Priority Use. The parties agree to adopt by supplemental agreement rules and procedures for the use of facilities by students, city and school personnel, and the general public. Such agreement shall provide, among other things, that parties other than the District have first priority in use of recreational areas and facilities after the completion of regularly scheduled school activities. Section 2. Rules: Supervision. The parties agree to adopt, by supplemental agreements, rules and procedures for the supervision of facilities of the joint recreation program. Such agreements shall provide, among other things, that each party is primarily responsible for providing supervisory personnel when the facilities are being used by its agents or permittees. The agreements may also provide for the direction and supervision of personnel of one of the parties by another. VII. FINANCE AND PERSONNEL Section 1. Employees. All personnel engaged in activities connected with the recreation program shall remain the employees of the respective parties. 4- Section 2. Expenses: Responsibility. Operating expenses of the program, including but not limited to,'amounts attributable to salaries and fringe benefits, costs of maintenance, supplies and other reasonable and necessary expenses, shall be borne by the parties in such proportion as may be agreed upon by the parties; provided that if no such agreement is made, each party shall be responsible for the payment of the expenses it individually incurs in the conduct of the program. Section 3. Purchases and Contracts. Purchases and contracts may be made by one of the parties on behalf of another, subject, however, to the approval of the other party,.and such purchases and contracts shall be governed by the laws applicable to the party making such purchase or contract. Section 4. Accounting of Funds. The joint committee is responsible for the accounting of all funds expended by the parties in the conduct of the program, provided,_ however, that purchases and contracts of the parties shall be governed by the laws applicable to each party. Section 5. Annual Report. The joint committee shall prepare an annual report of the finances and accounting of the program and shall submit the report to the parties not later than June 1 of each year. The report shall also describe, in such detail as the parties may direct, the status, progress and conduct of the program for the 12 month period immediately preceding the date of the report. VIII. ADDITIONAL PARTIES Any governmental unit or non-profit organization organized under the laws of the State of Minnesota may become a party to this agreement 5- with the mutual consent of other parties evidenced by the execution by all parties of a copy of this agreement. IX. LIABILITY The parties agree that the primary responsibility for any claims for damages or injuries growing out of any accident or occurrence during the use of the recreational facilities in the program is that of the party having responsibility for the supervision of the facilities at the time of such accident or occurrence, and agree to hold harmless other parties from such claims. The parties agree to carry policies of liability insurance in at least the amounts specified as the extent of liability under Minnesota Statutes Chapter 466. F.lq DURATION AND TERMINATION The term of this agreement is five years and it is automatically renewed from year to year thereafter. The agreement may be terminated at any time by joint agreement of the parties, but shall remain in effect for such period not exceeding 90 days as may be necessary to dispose of jointly held property and funds. Any party may withdraw from the agreement upon 90 days written notice to the others, subject to the provisions of Article VII. IN WITNESS WHEREOF, the undersigned governmental units have caused this agreement to be executed on their behalf. VILLAGE OF PLYMOUTH Y Mayo BY j `Manager INDEPENDENT SCHOOL DISTRICT #284 BY Chai an` BY Clerk DATE: December 17, 1973 ( Seal) 6- SUPPLE".ENTARY AGREEMENT NO. - 1 OAKWOOD-RIDGEA.OU 1T TENNIS COURTS THIS AG_IEEMENT, made and entered into this 1st day of ril _, 1974, by and between the City of Plymouth, a Minnesota Municipal Corporation (hereinafter referred to as "City"), party of the firit part, and the Independent School District #284 hereinafter referred to as "District"), party of the second part, WITNESSETH: WHEREAS, the City and the District, in their continuing efforts to provide public recreation -facilities for their residents and stu- dents, did on December 17, 1973 enter into a "Joint and Cooperative Agreement for Recreation Facilities" and now desire to construct and maintain tennis courts on a suitable area at the Oakwood Elementary School site and the Ridgemount Junior High School site under the terms and conditions of said Agreement, WHEREAS, the District is the owner of said site within the City which is deemed to be highly suitable for such activity, and WHEREAS, the City desires to construct three (3) tennis courts and possibly related appurtenances (rebound area, lighting, removable cover, etc.) at each of the two school sites as shown on Exhibit A attached hereto and made a part hereof, NOW THEREFORE in consideration of the premises and the tennis court improvements, the parties hereto agree, as follows: 1. The District agrees to provide land at both the Oakwood School site and the Ridgemount Junior High School site, as shown on Exhibit A for the development of three (3) tennis courts and related appurtenances at each site; U prcvide an additional parking area for 10 cars west of the tennis courts at the Ridgemount Junior High School site, as shoran on Exhibit A; maintain vehicular accesses and parking areas at both school sites; and further agrees that it will not alter the school sites in any manner which would render the tennis courts unusable unless the parties hereto agree to such site alterations. 2. The City agrees to construct, maintain, and operate three 3 tennis courts and such related appurtenances as may be constructed at each of the two (2) school sites and pay for any energy costs related to the use of the tennis courts. It is understood that in its operation of said tennis courts the City may charge a fee to reimburse itself for any costs incurred provided that no such fee shall be charged against the District for District spon- sored activities during school hours, unless a special agree- ment is approved by the parties hereto, setting forth fees to be charged to the District. 3. The City Park and Recreation Director shall be responsible for scheduling any restricted use of the tennis courts. The Director shall give the District first priority in scheduling restricted outdoor use of the tennis courts during the regular Oakwood and Ridgemount school hours (September through May), provided the District requests such restricted use at least thirty (30) days prior to its intended use. 4. It is agreed by the parties hereto that the terms and conditions of the Joint and Cooperative Agreement for 2- Recreation Facilities cited above shall govern the actions of the parties hereto as related to the con- str,zction, maintenance and operation of said tennis coui ts. 5• This agreement shall remain in force and effect until terminated by either party in the same manner as prescribed in the Joint and Cooperative Agreement for Recreation Facilities. IN WITNESS WHEREOF the parties have hereto set their hands and affixed their seals the day and year first above written. IN PRESENCE OF: CITY OF PLYMOUTH I City Manager es. 74-150, March 11, 1974) INDEPENDENT SCHOOL DISTRICT #284 61 Chairman L CITY OF PLYMOUTH Pursuant to due call and notice thereof, a regular meetirni of the C4ty Council of the City of Ply:outh, Minnesota wassieTTonthe 21 ,t day of _ ADril _ , 19 80 The following mer6ers were present7 Hur}_, Councilmembers_Qavenoort• Hoyt, Neils and Schneider_. The f 'owing ciem ers were absent: !lone Councilmember Neils introduced the following Resolution and moved its adoption: RESOLUTION NO. 80-273 RESOLUTION APPROVING SUPPLEMENTARY AGREEMENT NUMBER TWO BETWEEN THE CITY AND INDEPENDENT SCHOOL DISTRICT 284 FOR DEVELOPMENT OF COMMUNITY PLAYFIELD FACILITIES AT OAKWOOD ELEMENTARY SCHOOL WHEREAS, the City has undertaken to construct six community playfields within the City of Plymouth; and WHEREAS, the Oakwood Elementary School site is proposed as the location as one of the community playfields; and WHEREAS, there exists a Joint and Cooperative Agreement for Recreational Facilities with Independent School District 284 dated December 17, 1973, and a Supplementary Agreement Number One for Tennis Courts at Oakwood and Ridgemount Schools; and WHEREAS, the construction of additional municipal playfield facilities on School District land makes it desirable for the City and School District to set forth in writing their respective interests with regard to the lease of such property through Supplementary Agreement Number Two dated April 17, 1980; and WHEREAS, on April 14 the School Board for Independent School District No. 284 met, considered and approved Supplementary Agreement Number Two dated April 17, 1980. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Plymouth that it should and hereby does approve Supplementary Agreement Number Two dated April 17, 1980, for the lease of approximately 21.3 acres at the Oakwood Elementary School site for the construction of community playfield facilities and further that the Mayor and City Manager are hereby authorized and directed to enter into this agreement. The motion for the adoption of the foregoing Resolution was duly seconded by Councilmember Schneider , and upon vote being taken thereon, the following vote in favor thereof ----Mayor Hunt, Councilmembers Davenport, Hoyt, Neils and Schneider The following voted against or abstained: None Whereupon the Resolution was declared duly passed and adopted. I 4/17/80 SUPPLEMENTARY AGREEMENT NO. 2 DEVELOPMENT OF COMMUNITY PLAYFIELD FACILITIES AT OAKWOOD ELEMENTARY SCHOOL This agreement is made and entered into this 21st day of April , 1980, between the City of Plymouth, a Minnesota Municipal Corporation (hereinafter referred to as "the City"), party of the first part, and the Independent School District No. 284 hereinafter referred to as the "District), party of the second part. WITNESSETH: WHEREAS, the City and the District, in their continuing efforts to provide public recreation facilities for their residents and students, did on May 6, 1974, enter into a "Joint and Cooperative Agreement for Recreation Facilities" and now desire to construct and maintain community playfields facilities on the Oakwood Elementary School site and; WHEREAS, the District is the owner of the Oakwood Elementary School site of which approximately 21.3 acres is deemed to be suitable for development as a Community Playfield by the City and District under the terms and conditions of said agreement, WHEREAS, the City desires to construct selected playfield components at said site together with necessary and related appurtenances as determined by the City which are in general conformance with Exhibit A which is attached hereto and made a part hereof. NOW, THEREFORE, in consideration of the premises and the playfield improvements, the parties hereto agree, as follows: A. The District does agree that for the life of this agreement it will: 1. Enter into a lease with the City for the joint use by the City and the District of that land delineated in Exhibit "B" attached hereto. Said lease will among other provisions in this agreement, contain the following: a. The term of the lease shall be for 10 years, with an option in the City to renew for an additional 10 year period, and from year to year thereafter so long as the property is in use for public educational purposes by the District or its successors or assigns or until the property is no longer used for recreational purposes by the City, its successors or assigns. 2. Not restrict vehicular access to the site. 3. Refrain from altering the school site in any fashion which will render playfield components unusuable, unless both parties have pre- viously agreed to such alteration. 4. Grant the City any easements to in-place utilities and permit connection where deemed necessary by the City. B. The City hereby agrees that in consideration of this lease it binds itself as follows: 1. To construct, maintain, operate, insure and schedule the playfield 4/17/80 2. Bear full responsibility for the payment of costs related to the planning, construction and use of playfield facilities and related appurtenances at this site. C. Both parties mutually agree to the following: 1. The ideal playfield utilization is characterized by intense but harmonious use of available playfields by constituents of the city, school district, athletic associations and leagues using the facility. To promote this ideal, general scheduling policy guidelines for play - field usage will be established from time to time during the life of this agreement with the active participation of representatives of the Plymouth Park and Recreation Advisory Commission, City Park and Recreation Director, School District Athletic Director and Community Education representatives. Daily playfield scheduling will be coordinated by the Plymouth Park and Recreation Department consistent with such policy guidelines recognizing that the school district will have first priority for use of the playfield for Oakwood Elementary School purposes during regular school hours September through May). During other periods, priority will be given to organized youth, young adult and adult participants, in that order. 2. That changing recreation patterns in the City and School District area may require physical alterations to the facilities and that following discussion and agreement by the District, such alterations may be undertaken by the City. 3. That City maintenance crews will be provided unrestricted access to the playfield facilities for maintenance and repair purposes and that such maintenance operations shall take precedence over other uses. 4. That this agreement shall have full force and effect on the date which the City demonstrates financial capacity to initiate the contemplated playfield improvements and shall remain in effect in perpetuity provided that the Oakwood Elementary School site continues in use as a Community Playfield operated by the City. If, at any time after the completion of Playfield improvements, this site ceases to be used for recreational purposes, then this agree- ment shall become null and void ninety (90) days following the District's notification to the City. In witness whereof, the .parties have hereto set their hands, affixed their seals, the day and the year first above written in the presence of: WITNESS: CITY OF PLYMOUTH Mayor City Manager Date Approved by Resolution No. -80-273 4/17/80 INDEPENDENT SCHOOL DISTRICT NO. 284 y1N59,o ate Approved by Resolution No. Exhibit "A" To Supplementary Agreement #2 Development of Community Playfield Facilities at Oakwood Elementary School 1. One hockey rink 2. One warming house 3. General skating rink 4. Two tennis courts (plus three existing) 5. Three soccer/football fields 6. Two softball fields 7. One baseball field 8. Shelter building EXHIBIT 6 FOR THE CITY OF PLYMOUTH 11ne of SW/a, See 29, 7.118,9,22. Z5O.tl, /ix of N. a. 00 AIWY4, Shl,4, SeC.29 South line of W 410.00 rf, N,V,4,S1V,V4, 5e 2,9 200 0 200 I W1 SCALE IN FEET 1PD COUNTY r DESCRIPTION That part of the Most Melt of the Southwest Quarter of Section 29, Township 11E, Range 22, Hennepin County, Minnesota, described as follows: Beginning at the intersection of the east line of said West Half of the Southwest Quarter and the south line of the north 410.00 feet of the Northwest Quarter Of said Southwest Quarter; thence southerly along said east line 1282.56 feet to the center line of County Road No. 6; thence westerly deflecting to the right 95 degrees 35 minutes along said center line 100.48 feet; thence northerly, parallel with said east line 326.85 feet; thence westerly at a right angle 462.00 feet; thence northerly, parallel with said east line 377.00 feet; thence westerly at a right angle 100.00 feet; thence northerly, parallel with said east line 100.00 feet; thence westerly deflecting to the left 76 degrees 30 minutes, 662.4 feet, more or less, to the west line of said Southwest Quarter; thence northerly along said west line to a point distance 143.82 fee-, southerly from the northwest corner of said Southwest Quarter; thence easterly deflecting to the right 77 degrees 22 minutes 419.53 feet to the South line of the north 66.00 feet of the Northwest Quarter of said Southwest Quarter; thence easterly along said south line to the west line of the east 105.00 feet of the Northwest Quarter of Said Southwest Quarter; thence southerly along said west line to the south line of the north 410.00 feet Of the Northwest Quarter of said Southwest Quarter; thence easterly along said south line to the Point Of beginning. I hersby owlify Hot this eshfbst ""wed by me,orundw my dirset ups"ision and that loin a duty ReVistoned sand Surveyor under the ioss of it* Stott of Minnosota. Deft Beg. No. A?C<fc 6-80/2 INDEPENDENT SCHOOL DISTRICT 284 WAYZATA, MINNESOTA AY ZATg 210 D. NORTH STATE HIGHWAY 101 55391 PUBLIC SCHOOLS ADMINISTRATIVE OFFICES e _ (612) 473-4621 Manch 2, 1982 Frank Boyles, Assistant City Manager CITY OF PLYMOUTH 3400 Ptymouth Boutevand Plymouth, Minnesota 55447 Dean Mr. Boyte6: In Aesponse to your January 8, 1982, le -tier Aegandi.ng .the Joint Recreation Committee cheated by .the Joint PoweAz Agreement between .the City o4 Ptymouth and the Wayzata School Dizttict, we have named the 4o.Ptow.ing school disthict representatives: Jim Brandt, Community Education Senv.ica Director OAKWOOD ELEMENTARY SCHOOL 17340 County Road 6 Plymouth, MN 55447 Jim Graven, Athtetic Director WAYZATA SENIOR HIGH SCHOOL 305 V.icksbuAg Lane Plymouth, MN 55447 Thank you 4or advising us o4 the appointment o4 Eric Btank and Counci.t- membeA PatA c.ia. Moen 4rom the City o4 Ptymouth to this Committee. We recognize that the committee has been dormant since .its inception .in 1975; howevelE, we do agree that it zhoued stand ready to seAve should the need aAise. Shoutd any add.i Banat .in4ormation be Aequiked, please let us know. S,incerety, Thomas A. Brodie Acting SupeAintendent o4 Schoot6 TAB:Imb cc: Jim Brandt Jim Graven EA.ic Blank PatA iaia Moen 1991 Facility Rentals Zachary Softball Tournaments 4/27 & 28 Trygs 600 5/4 & 5 Mike Opat (cancelled) 5 5/18 & 19 Honeywell I 600 6/8 & 9 Honeywell Employees 600 6/29 & 30 Prudential (cancelled) 5 7/13 & 14 Honeywell II 600 8/24 & 25 Control Data (cancelled) 10 2,420 Other Softball Rentals Armstrong H.S. Softball & Baseball (Zachary) 500 5/24-30 Girls High School Region (Zachary) 395 7/30 Hyatt (Plymouth Creek) 72 8/14 Carlson Travel (Plymouth Creek) 120 9/15 Target (Zachary) 228 1,315 Baseball Tournament 7/26-28 Plymouth/Wayzata (OW, Zach, PCk) $ 307 Soccer 6/28-30 Plymouth/Wayzata Tournament OW, PCk, RM, PMS, Zach) $1,540 West Suburban Soccer Camp (RM) 250 1,790 Ice Rental 1/26 Ruth Lewis (Plymouth Creek) 60 2/2 Russ Koski (LaCompte) 60 Metro Mach. (Plymouth Creek) 90 Misc. 210 TCRC Car Club (Plymouth Creek) $ 125 TOTAL RENTALS $6.167 CITY OF PLYMOUTH MAYOR'S TASK FORCE ON PARK AND RECREATION PROGRAM FINANCING REPORT SUBMITTED TO MAYOR DAVID DAVENPORT AND THE CITY COUNCIL JULY 19, 1982 DEDICATION The Task Force wishes to dedicate its work and this report to the residents of Plymouth, particularly its youth, and to the several athletic association leaders who have unselfishly contributed so much over the past to the modernization of Plymouth's Park and Recreation programs and facilities. i- CONTENTS OF REPORT Page No. Letter of Transmittal----------------------------------------------- 1 Executive Summary--------------------------------------------------- 2 A. Introduction: Charge, Membership and Process for Task Force---- 4 B. History of Plymouth's Park and Recreation System---------------- 5 C. Analysis of Existing Park and Recreation Operations------------- 6 D. Task Force Recommendations 1. Funding Philosophies --------------------------------------- 2. Phased Expansion of User Fees Concept ---------------------- 3. Cooperation with Organized Athletic Associations ----------- 4. Review of Task Force Report by Park and Recreation Advisory Commission ----------------------------- 5. Ongoing Monitoring of City Funding Policies---------------- Postscript--------------------------------------------------- Charge to Task Force -------------------------------------- Analysis Grid: General Principles ------------------------ User Specific Sources of Financing ------- Youth Athletic Associations ------------------------------- L 9 10 10 10 12 APPENDIX I APPENDIX II APPENDIX III Dear Mayor Davenport and Councilmembers: Our Task Force has concluded its study of philosophies to guide the City of Plymouth's policy formulation for future funding of our evolving Park and Recreation system. Our major conclusions and recommendations are included in the attached report. We are pleased to have been given this opportunity to help contribute to the quality of life in Plymouth. We learned from this experience and are looking forward to your review and reaction to our recommendations during the Council meeting of July 19, 1982. Thank you for your initiative and interest in our city's park and recreation system. Sincerely, f/l<W James Rice, Chairman 1- EXECUTIVE SUMMARY On March 29, 1982, Mayor David J. Davenport invited a group of Plymouth citizens to form a special task force on future funding philosophies for parks and recreation in the City of Plymouth. Task force members were drawn from several locations throughout Plymouth with varied views and experiences with park and recreation programming in Plymouth. The charge for this Task Force was to examine a wide range of alternatives and potential options for providing for the financing of recreational programs, including facility operations and maintenance costs. The committee examined means by which recreational program opportunities can be financed through various mechanisms, including, but not limited to, property taxes, participant fees, and volunteer efforts. The Task Force was composed of Plymouth residents and included representation from, and worked cooperatively with, the Park and Recreation Advisory Commission and the Park and Recreation Director. After consideration of the issues noted ab&e, the Task Force was to present its findings and recommendations for financing the City's recreational program opportunities to the City Council not later than May 31, 1982. Following the analysis of an extensive data and information base assembled by City park and recreation staff, the Task Force debated the pros and cons of alternative sources of funding for the five basic components of a high quality park and recreation system. As a result of these deliberations, the Task Force recommends adoption of five major philosophy statements to guide future policy formulation. The funding philosophies we are recommending to the Council are outlined below. Additional observations and recommendations from the Task Force are included elsewhere in this report with regard to: the phased implementation of these funding philosophies, related to user fees, cooperation with organized athletic associations, review by the Park and Recreation Advisory Commission and the ongoing monitoring of City funding policies for park and recreation operations. As a general philosophy, we would encourage the City to continue funding the Park and Recreation programs at their current level with appropriate increases in future years keeping in mind the overall constraints that are being placed on all the City's financial resources. The five major funding philosophy statements are: A. Research and Planning The majority of all research and planning should be underwritten by tax - supported resources. This deals with the long-range planning for the total park and recreation system. Construction of Facilities The City shall use endowments, grants, gifts, etc., whenever possible to underwrite facility construction. When these sources of funds are not available, the taxpayer should underwrite the capital costs of such facilities. New construction should include a forecast of operating costs; no construction should start until the City has agreed to pay the operating costs. 2- C. Maintenance of Facilities The City's financial resources shall be used to maintain the basic level of maintenance necessary to maintain in a reasonable manner, all parks and recreational facilities within the system. We believe that the everyday, ongoing maintenance, e.g., mowing the grass, is inherent with the City -ownership of any and all parks and should not be cost - associated with special user groups. User groups shall pay the majority of costs necessary to cover extra -ordinary maintenance associated with their group's use of special facilities. D. Development of Programs Because recreation is important to all segments of our population including the young, old, the gifted and the handicapped; the taxpayer should under- write the cost of the research and development of programs to meet the needs of all segments of the community. E. Operation of Programs Program participants should pay the direct costs and some administrative costs associated with participating in any given activity. Special con- sideration will be given to underwriting some costs for the mentally and physically handicapped and elderly populations. 3- A. Introduction: Charge, Membership and Process for Task Force On March 29, 1982, a special "Citizens' Task Force" was formed by Mayor Davenport to examine and recommend future directions in the financing of City park and recreation programming. The charge of this Task Force was to examine a wide range of alternatives and potential options for providing for the financing of recreational programs, including facility operations and maintenance costs. The committee examined means by which recreational program opportunities can be financed through various mechanisms, including, but not limited to, property taxes, participant fees, and volunteer efforts. The Task Force was composed of Plymouth residents and included representation from, and worked cooperatively with, the Park and Recreation Advisory Commission and the Park and Recreation Director. After consideration of the issues noted above, the Task Force was to present its findings and recommendations for financing the City's recreational program opportunities to the City Council not later than May 31, 1982. A memo outlining this charge and related issues to be considered by the Task Force is included for further reference as Appendix I. While the City of Plymouth's Park and Recreation Advisory Commission (PRAC) would customarily address this topic, a special task force was convened to: 1. Provide an opportunity for broader citizen involvement in shaping public policy in Plymouth. 2. Supplement the knowledge and perspectives of PRAC members with insights and experiences of other citizens familiar with and/or committed to strong park and recreation programming and facilities throughout Plymouth. 3. Enable concentrated attention on park and recreation financing options as the City prepares for its first years of operation of a totally new and expanded system of recreation facilities. 4. Recognize that reductions in state and federal funding of park and recrea- tion programming may constrain Plymouth's future funding flexibility. Citizens who served on this Task Force are: 1. James Rice, Chair, 2640 Queensland Lane, Plymouth, 473-5180, Current chairman of Plymouth's Park and Recreation Advisory Commission, 2. Frank Dvorak, 11745 38th Avenue North, Plymouth, 559-2341. Current member of Plymouth's Park and Recreation Advisory Commission, past board member of Plymouth Athletic Association, baseball coach for Plymouth -New Hope Athletic Association. 3. Jim Alt, 3810 Trenton Lane, Plymouth, 544-6908. Current president of the Plymouth Civic League, past president of Plymouth Athleti:c Association. 4. Peter Thomsen, 11730 54th Avenue North, Plymouth, 559-2151. Past chairman of Plymouth's Park and Recreation Advisory Commission. 5. Claudio Groppetti, 1645 Ranier Circle North, Plymouth, 475-2883. Minnetonka Athletic Association Football Coordinator -Coach, Wayzata Basketball Coordinator - Coach. 6. Pat Murray, 504 Kingsview Lane, Plymouth, 473-5897. District 284 Baseball/ Softball - past board member, coach. 7. Don Wolter, 10400 39th Avenue North, Plymouth, 545-0007. Minneapolis Ski Club, Skiing in Plymouth, Coach of Cross -Country Skiing and Assistant Soccer Coach for Armstrong Senior High School. 8. Tony Vertin, 2255 Xanthus Lane, Plymouth, 473-3664. Minnetonka Athletic Association Football, Wayzata Basketball. 9. Pat Moen, 2205 Xanthus Lane, Plymouth, 473-6451. Current member of Plymouth's City Council, Council liaison to Plymouth's Park and Recreation Advisory Commission, 284 Baseball. These individuals volunteered their time and ideas during a 15 -week process extending from March 29 to July 19, 1982. The Task Force met six times in its efforts to offer recommended policy directions for Plymouth's evolving Park and Recreation system. Extensive staff support and background information on the history and operation of Plymouth's Park and Recreation system was assembled for the Task Force by Eric Blank, Director of Plymouth's Park and Recreation Department: Copies of this information are on file for review within the Park and Recreation Department office. B. History of Plymouth's Park and Recreation System Plymouth.'s first Park and Recreation Department was organized in 1970, when Plymouth was a village of 18,077 residents, The first attempt at developing a park and recreation plan for Plymouth was published in 1973. During these formative stages of Plymouth's Park and Recreation system, relatively little tax -supported funds were available to acquire park property, fund new facility construction, or develop innovative new programming. In 1975, the Park and Recreation capital budget was only $9,860 and its operating budget represented only $107, 450 or 6% of the City's budget. Scarce tax dollars were needed and used for such City-wide developments as streets, sewer system, fire and police protection. During this time, leadership in organized athletic activities was vested with parents and community leaders associated with the school districts serving Plymouth from Osseo, District #279; Hopkins, District #270; Robbinsdale, District #281; and Wayzata, District #284. Plymouth youth athletics continue to depend heavily upon close cooperation with the athletic associations serving these school district boundaries. In fact, the past Plymouth's lack of athletic facilities for most sports required 5- Plymouth youth to use the facilities in neighboring communities. This spirit of cooperation and interaction is expected to be encouraged in the future. The Task Force acknowledges the critical role these athletic associations have played in both programming and bringing about the passage of the 1980 bond referendum for new Plymouth facilities, and secondly, the need to involve them sensitively in the implementation of any new funding policies which may evolve from the philosophy statements developed by this Task Force. Since 1978, the City of Plymouth and its Park and Recreation system have undergone dramatic changes. The population has risen to 32,000 and is projected to grow to 43,500 by 1990. The City's tax base has grown from a 1975 valuation of $126 million to a 1982 valuation of $312 million. The acres within the Park and Recreation system have increased from approximately 50 to 754. The Park and Recreation operating budget in 1982 is expected to be $632,821 or 12% of the City's budget. Much has been accomplished in the recent past. Similar progress can be achieved in the future with intelligent and conservative financial policies. The following sections of the report summarize the Task Force's conclusions and recommendations concerning these future funding strategies. Analysis of Existing Park and Recreation Operations During the last two years, parks and recreation in Plymouth have undergone tremendous growth. The division of Park and Recreation was given departmental status in February 1980. During this time, 12 park sites have been developed adding a total of approximately 150 acres of maintained land. Included in this park development are very expensive maintenance items such as permanent shelters, lighting systems, irrigation systems, etc. Listed below are some statistics on park and recreation participation: Recreation Programs 1980-81 Class Comparison 1980 Classes Enrollment 1981 Classes Enrollment Youth 71 2,237 Youth 106 10,644 Adult 50 840 Adult - 63 1,486 Beaches 23,323 Beaches 11,832 Open Swim 1,055 Open Swim 1,259 of Non -Plymouth Participants in Programs Youth 111 Does not include figures for Spring) Adult 227 Does not include figures for Spring) Swimming 135 Cal! Each playfield is listed below along with a description of its facilities and the approximate number of games scheduled there during the past year, (This doesn't include school physical education class use or unorganized activity or team practices.) Plymouth Park: 300 soccer games 25 football games 550 softball games 35 baseball games 25 hockey games Oakwood Park: 300 soccer games 30 football games 160 softball games 130 baseball games 25 hockey games La Compte Park: 70 softball games 50 baseball games Fernbrook Park: 165 softball games 10 baseball games 65 touch football games Along with the tremendous growth in programs and facilities, there has been a considerable increase in cost. DEPARTMENT OF PARKS AND RECREATION 1976 Park and Recreation Administration $ 5D,333 1977 56,912 1978 1979 32,883 $ 30,153 1980 32,370 1981 E 39,665 1982 59,591ParkMaint. and Environmental 80,130 71,095 77,646 127,828 154,014 237,322 360,558 Total Dept. of Parks and Recreation $130,463 128,007 110,529 $157,981 186,384 276,987 420,149 1982 PARK AND RECREATION BUDGETED EXPENDITURES Adminis. 8% Recreation Programs 11% Park Bond Debt 34% 7- Pa rk Maintenance 47% D. Task Force Recommendations The Task Force has summarized its deliberations into five major categories of recommendations. The essential features of each of these recommendations are presented below: 1. Funding Philosophies The Task Force believes that the future development of financing policies within the Plymouth Park and Recreation system should be guided by certain basic philosophies on sources of funding support. The recommended philosphy statements have been developed with a recognition of the burdens increasing inflation can place on the City's tax base and upon the critical role a strong Park and Recreation system plays in the vitality of a City. After reviewing the Park and Recreation programs and facilities currently existing within the City of Plymouth, we have found that the quality of life in Plymouth is greatly enhanced by such programs and facilities. We Firmly believe that the continuation of high quality park and recreation programs and facilities is as important as other services provided and delivered by the City. The Task Force has concluded that for the contribution of a Park and Recreation system to a city's vitality to be maximized, the Park and Recreation system must have five strong, well-financed components: A. Research and Planning B. Construction of Facilities C. Maintenance of Facilities D. Development of Programs E. Operation of Recreational Programs These "building blocks" of an effective park and recreation system have several alternative sources of funding ranging from taxpayers to users to grants. Appendix II illustrates worksheets used by the Task Force to clarify its conclusions regarding which sources of funding should be pursued for each of the park and recreation system components. Recommended funding philosophies resulting from these analyses are: A. Research and Planning The majority of all research and planning should be underwritten by tax -supported resources. This deals with the long-range planning for the total park and recreation system. B. Construction of Facilities The City shall use endowments, grants, gifts, etc., whenever possible to underwrite facility construction. When these sources of funds are not available, the taxpayer should underwrite the capital costs of such facilities. New construction should include a forecast of operating costs; no construction should start until the City has agreed to pay the operating costs. C. Maintenance of Facilities The City's financial resources. shall be used to maintain the basic level of maintenance necessary to maintain in a reasonable manner, all parks and recreational facilities within the system. User groups shall pay the majority of costs necessary to cover extra -ordinary maintenance associated with their group's use of special facilities. D. Development of Programs Because recreation is important to all segments of our population including the young, old, the gifted and the handicapped; the taxpayer should under- write the cost of the research and development of programs to meet the needs of all segments of the community. E. Operation of Programs Program participants should pay the direct costs and some administrative costs associated with participating in any given activity. Special con- sideration will be graven to underwriting some costs for the mentally and physically handicapped and elderly populations. 2. Phased Expansion of User Fees Concept The City of Plymouth has a well-established precedent of "user fees" within its Park and Recreation programs. Currently a majority of the recreation programs are operated on the user -fee concept. That is, participants pay a fee to underwrite the cost of the program and a portion of the administrative costs of developing these programs. The adult softball program, through their softball fees, pays to the City a charge on a per -team basis for lighting costs on facilities and field maintenance. Other groups wishing to use facilities for tournaments are also assessed user fees for facilities. This precedent is expected to be cautiously expanded in the mid -1980's to other Park and Recreation users and user groups. Particular attention, for example, is expected in the assessing of special fees to defray extraordinary maintenance costs for unique or intense use of facilities by users and user groups. The exact form or amount of these fees has not been evaluated by the Task Force. Options are expected to range, however, from the purchase of auto stickers as in Hennepin County Regional Parks, purchase of special access tickets such as are used in a ski area or flat fees of $2 to $8 per participant in various organized athletic groups. The Task Force believes such options should be researched and developed by Park and Recreation staff and PRAC. Because the future expansion of the user fee concept could be difficult to administer to such individually oriented activities as cross-country skiing or picnicking, and because such new policies could increase the costs to families active in youth athletics, the Task Force recommends a phased implementation of any new user fees as follows: a. At least one full year of detailed operating cost data should be gathered and analyzed by City staff and PRAC to accurately define costs for various types and sizes of facilities and for various types of users. b. Adequate advance notice of pending user fee increases must be given to all organized associations to whom fees may be assessed. c. Priorities for phased assessment of additional user fees should be: first, adult users; second, youth groups; third, elderly and/or handicapped. d. These additional fees should only focus on extraordinary maintenance costs associated with the users' unique or intense demands on a particular facility. 3. Cooperation with Organized Athletic Associations The Task Force recognizes the great contributions made by the various athletic associations to the youth of Plymouth and surrounding communities. Historically, these athletic associations have developed along school district boundaries. They provide low-cost recreation in the areas of baseball, softball, football, soccer, hockey, wrestling and basketball. They work with boys and girls ranging in age from approximately seven to 17. Because many of these associations serve multiple communities, the Task Force recommends that the City develop a policy dealing with ,fair and equitable reciprocity between the City, school districts and athletic associations. This policy should recognize the financial burden each of these parties is responsible for. It is our hope that each of these associations will continue to provide recreational opportunities for the youth of this area. If user fees are deemed to be necessary, we feel there are three choices which should be made available to user groups. These choices are:. a. The City can provide less services at the choice of the group, e.g., stop marking lines on soccer fields. b. User groups can pay cash to the City for the purchase of any number of special maintenance services, e.g., marking lines on soccer fields. c. User groups could contribute voluntary services for some extraordinary maintenance items, e.g., lining soccer fields. 4. Review of Task Force Report by PRAC The Task Force acknowledges the important ongoing role PRAC assumes in formulating Park and Recreation system plan and policy recommendations for City Council consideration. This role is to be focused on the conclusions contained within this report. The Task Force recommends that PRAC be provided a full opportunity to review and comment on this report prior to City Council action on the recommended funding philosophies. 5. Ongoing Monitoring of City Funding Policies The Task Force recognizes its ad hoc role in providing recommendations regarding statements of philosophy to guide City Park and Recreation policy development. The Task Force is understandably interested in following how the City uses its ideas in the actual formulation of policy by the City Council and the implementation of this policy via the activities of City staff. The Task Force recommends, therefore, that: a. A formal response to our Task Force report be directed to the Task Force members during 1982 by the City Council, and that 10 b. Ongoing monitoring of: 1) the appropriateness of the philosophy statements be conducted by PRAC and communicated to the City Council annually, and 2) the relationship of City policy and actions to the recommended philosophy statements also be assessed by PRAC and City staff in their respective annual reports to the City Council on Park and Recreation affairs. 11- POSTSCRIPT The Task Force approach to broader citizen involvement focused on unique policy issues seems reasonable. This Task Force has appreciated the opportunity to study Plymouth's funding challenges for its future Park and Recreation system. Our recommendations have focused upon basic philosophies of funding support for the five critical components of a quality park and recreation system. Time will judge the value of our deliberations and recommendations. 12- APPENDICES I. Charge to Task Force II. Analysis Grid III. Youth Athletic Associations APPENDIX I CITY OF PlY .,C), ITH 3400 PLYMOUTH BLVD., PLYMOUTH, MINNESOTA 55441 TELEPHONE (612) 559-2800 MEMO DATE: January 27, 1982 TO: Mayor &City Council FROM: James G. Willis, City Manager SUBJECT: MAYOR'S TASK FORCE CN PARK AND RECREATION PROGRAM FINANCING SU10 ARY: In my budget message which accompanied the proposed 1982 City budgets, I recommended that the Council examine the question of the City's capacity to continue to provide improved park and recreation program activities without greater fee support. In subsequent discussions with the Council, it was determined that a task force should be established to examine the entire question of park and recreation program financing and program delivery. Attached is a draft statement and charge for the proposed Mayor's Task force on Park and Recreation Program Financing. I prepared this draft at the Mayor's request and have reviewed it with him. He has requested that it be placed on the Council's agenda for their review and comment prior to his proceeding to appoint members to the proposed task force. iw.- jm attach layor'.s Task Force an Park end Rerreaticm Program Financing Ba round The City Council by law must make basic policy decisions with respect to the allocation of community fiscal resources. State law prescribes the limits to which the City can levy and collect taxes. At the current time, the City is levying the maximun authorized by law and it is not anticipated by theCouncilthatadditionallevycapacitywillbeauthorizedbythestate legislature. In fact, the City is likely to be faced with even more restrictions on its ability to generate revenues with the property tax. Accordingly, the Council is, seeking ways to continue essential city services, while at the same time seeking to meet citizen demands for improved and expanded leisure time recreational activities and facilities. While basic public safety responsibilities are the Council's primary priority and responsibility, it recognizes the importance of providing additional services which increase the quality of our life individually, as well as collectively in our community. The City Council has previously taken the initiative to work cooperativelywiththetwomajorschooldistrictsinanefforttomaximizethejoint utilization of school district facilities for community recreational purposes. The cooperative agreements which have been executed by the City and the school districts demonstrate a high level of cooperation between these independent governmental agencies in seeking to serve the c=mon good of all citizens. The 1980 City bond issue for park improvements has enabled the City torapidlyanddramaticallyexpanditsparkandrecreationfacilitybasetoservetherecreationalneedsofalargesegmentofourcommunity. Additional facilities will be required to meet the growth in the years ahead beyond 1990. Additional neighborhood parks and trails are currently deemed to be high Council priorities. Funis for these capital projects will come from City park dedication funds, grants and local property taxes or future voter approved bond proceeds. At the current time, park dedicaion fees appear to be the most likely funding source for future neighborhood park and trail improvements. Cperational and maintenance costs for existing, as well as future facilities, will owe primarily from property taxes and/or user fees. Issues: 1. To what extent does the City's recreational programs provide a generalbenefittothecomnunityatlargeascomparedtoaspecialbenefitto the direct participants? Should the community at large be obligated to pay for some portion of recreational programs provided to benefit a segment of the general population? If so, can reasonable standards for such general benefit participation be established? 2. Does the City have a role in providing for the leisure time and/or recreational activities of its citizens? Is so, what should that role be?. rlayor's 'i'asn : t,:w ut Park &0 Recraation rTogLem Page Two 3. How can or should City recreation programs be provided by other groups, agencies or volunteers as compared with direct City program delivery? 4. Are there other appropriate ways of financing City recreation programs which are not currently being utilized? S. Can existing recreational programs be more effectively managed and/or delivered so as to reduce the City's costs? 6. Vhat mechanisms can be employed by the City to insure program continuity in the years ahead? 7. "-If recreational programs are paid for by a combination of fees and property taxes, should non-residents be "subsidized" by City property taxpayers or should they pay higher fees than residents. 8. Should more intense users of the City's recreational facilities be obligated to share in the direct costs of operating and/or maintaining these facilities? Charge The Task Force is charged with the task of examining a wide range of alternatives and potential options for providing for the financing of recreational programs, including facility operations and maintenance costs. The committee shall • examine means by which recreational program opportunities can be financed through various mechanisms, including, but not limited to, property taxes, participant fees, and volunteer efforts. The task force shall be c rposed of Plymouth residents and shall include representation from, and work cooperatively with, the Park and Recreation Advisory Commission and the Park and Recreation Director. After consideration of the issues noted above, the task force shall present its findings and recommendations for financing the City's recreational program opportunities to the City Council not later than May 31, 1982. APPENDIX II 4,41A 4 YS/S Cn2/0 : Cr& R #44 HiQ//C/pl 3 S Uf2Gbs o ivs+vc v4: E S uTi 4L fdvrivUG+v ' r COE Di>4Ecr 1 dA p4-YI-34Gfc 7-6 %DYER J BGocfCs of H/ e G,e 1 w e L Get6 s ySr ®F ,s.Q cr A61 7 1SE.ZS 1'GL4' jNORS TsIxP FYsRs PLkNIV/iV G FAc/L/7/ES (8-3.3) u3E 44 mmro4 4,r F M*,QrAlAl (57) PMTO RAMS 1 b&P (3 F) 670) E gtA4re, C80) (A) These numbers are a combined average of the percentage of costs each Task Force member assigned to sources of financing for park and recreation activities. ANAL :516 avg/D: use -111646" SovAcp,s of FIAIA ACIAJ6 gme,siriA,c eee4 G eOv s 601"/N6 444s n, / Z 6Dewcwsof P R S)'S rem Xov1H 4Du&r l e yo:7# 4 r IA172eEs PGac,N/NG o 0 o d d a 1zi4C G/T/ES : D 0 D d v D O 55 D 0 30 30 Jur ' 100 40 490 I 9D p 2,o30 /a KM,41NTMiIJ ad d voP J0 00 do vo I / o 00 o° C70 . 9b 9° 3,0JA64474 0D 00 O as jb tT D CD to 90 These figures represent the percent of costs assigned by Task Force memaers wnicn they thought would be a user group's fair share. The "0" means all Task Force members thought the City should pay these costs. APPENDIX III YOUTH ATHLETIC ASSOCIATIONS AND SPORTS CLUBS SERVING PLYMOUTH RESIDENTS The City of Plymouth, due to its size and the fact that it contains parts of four school districts, #274 -Hopkins, #279 -Osseo, 9281-Robbinsdale and #284 -Wayzata, is served by many youth athletic associations and sports clubs. The groups are listed below, along with the ages they serve: New Hope -Plymouth Athletic Association (School District #281) Baseball (ages 9-18) 620 boys Basketball (Grades 7-9) 300 boys, 50 girls Hockey (Ages 6-16) 500 boys Soccer (Ages 6-16) 1,150 boys and girls Football (Ages 7-13) 250 boys District #264 Baseball/Softball Boys (Ages 7-18) 560 participants Girls (Ages 7-15) 400 participants District #284 Youth Hockey Association Ages 6-16) 740 participants Wayzata Youth Basketball Association Grades 4-9) 250 boys Wayzata Soccer Club Ages 6-18) 900 boys, 300 girls Wayzata Wrestling Club All Ages) 100 boys Minnetonka Athletic Association Football Grades 4-8) 285 boys Osseo -Maple Grove Athletic Association (School District #279) Baseball (Ages 9-18) Football (Ages 9-12) Osseo -Maple Grove Hockey Association Ages 5-16) Oriole Basketball (School District #279) Grades 3-9) North Suburban Soccer Club Ages 12-19) 60 boys Skip's Soccer Club Ages 8-12) Bozo's Soccer Club Ages 18 and Over) 35 men New Hope -Plymouth Soccer Club Ages 14-16) 22 boys October 7, 1991 Dear Mr Blank, I would like to thank you and your staff for putting in the wonderful walking trail along Schmidt Lake Road and Nathan Lane. I walk this area every day with my dog Elmo and this new trail has made it so enjoyable, as well as safer for us both. As a resident of Hennepin County I have always been so proud of our Parks and all the paths that twist through neighborhoods, Parks and wilderness areas. Thank you again for this new trail and all the trails to be made in the future. There are so many who value and enjoy them. Sincerly, Jeanna Vonier Smith and Elmo 10435 49th Ave. North Plymouth, Mn. 55442