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11-22-1982OPEN SPACE AND RECREATION COMMISSION MINUTES OF REGULAR MEETING OF NOVEMBER 22, 1982 The regular meeting was called to order at 7:35 P.M. at Brookview Community Center by Chairman Burmeister. Commission members present were: Johnson, Kahlow, Murad, Scanlon, and Younghans. Also present were Rosemary Thorsen, Mayor; Raymond Stockman, Council Member; Charles Corlett, Program and Policy Superintendent; Debbie Halvorson, Commission Secretary; Tom Klatt, Park Maintenance Superintendent; and Kris Tovson, Golf and Recreation Division Staff. APPROVAL OF MINUTES Murad moved that the Minutes of the October 25, 1982, Meeting be approved as written. Younghans seconded. Motion passed. OLD BUSINESS 1. Review and Update _ Open Space Management_Program Tom Klatt gave a brief history of the Open Space Management Report he submitted to the City Manager and Council in September and reviewed for the Commission the contents of that report. Burmeister asked Klatt to explain the grids which were compiled within the report. In response, Klatt stated that the grids were to show the level of accomplishment of each item in the original plan. Klatt further explained to the Commission that the Council had expressed the concern of no activity in this area as the expenditures had been very limited. He further stated that his review was a look at the complete plan and an indication of accomplishments, such as the donation of 200 trees by the Minnesota Tree Trust and use of their personnel. He expressed that the Commission should review and update the plan. Johnson inquired about the amount of money appropriated for the Open Space Management Plan. Corlett reviewed for the Commission that capital improvements funds are appropriated by the Council annually and that the projects are identi- fied for a five year time period. He reviewed quickly the last two years of the capital program as it relates to the Open Space Management Plan, stating that capital dollars may be balanced forward for a project. Johnson asked if we are in danger of losing the money if we don't use it. Corlett informed the Commission that we should continue to identify the Open Space Managment Plan until its completion and then review the funds for possible continuance of the program within the capital improvements structure. Minutes Page 2 November 2. 22, 1982 Burmeister asked if the report included a revised plan. Klatt indicated that there was no revised plan included in the report and that he had only attempted to review the progress of the existing plan. He restated that it would be important for the Commission to review and update the Open Space Management Plan on a regular basis, making necessary changes as progress is made. Burmeister responded that perhaps a later agenda item, such as Commission Subcommittee Assignments, could include such a review. Further discussion by the Commission reached the consensus that the Open Space Management Plan should be reviewed and recommendations made to the Council. Mary Hills - Concept Plan for Return to Open Space Tabled. NEW BUSINESS 1. Brookview Golf Update Chairman Burmeister introduced to the Commission Kris Tovson to give the oral review of the information in the agenda package. Tovson gave a brief review of the golf operations status, including her position which begins in 1983 as Pro Shop Manager. Her areas of responsibilities will be supervision of the Pro Shop and Grill Operations. She informed the Commission of the progress which has been made in selecting a new Greens Superintendent for the golf operations. Tovson indicated that the golf staff is looking forward to the 1983 season with a very positive attitude as a result of the accomplishments in 1982. She reviewed for the Commission the data contained in the report by Todd Christensen, Golf Manager, showing the round comparisons from 1981 to the 1982 season. Further review included the revenue collected in 1982 and areas where explanation of data was necessary. Younghans inquired what the staff felt would be the total rounds in the 1983 season. Tovson replied that the staff felt 40,000 rounds could be reached in the 1983 season with the cooperation of Mother Nature. She further indicated that the staff is involved in the development of a marketing plan to increase the rounds played at the Brookview Golf Course. Burmeister thanked Kris Tovson for her presentation. 2. Commission Charge__ Mayor Thorsen, Councilman Stockman Chairman Burmeister welcomed Rosemary Thorsen, Mayor, and Raymond Stockman, Council Member, and stated that the 1 Minutes Page 3 November 22, 1982 purpose of their desire to meet with the Commission is to review the Council's charge to the Commission. After a brief introduction, Mayor Thorsen pointed out that she desired to discuss two areas of concern. The first being the Commission's charge and the second being the relationship of the specially assigned ad hoc committees which deal with special interest areas. With regard to the Commission's charge, the Mayor stated that her and Councilman Stockman's intentions while constructing the charge were to give the Commission parameters; yet leave the charge broad enough to gain by each Commission member's talents. Mayor Thorsen informed the Commission that the construction of the charge was to deal with specific areas and be inclusive of long-range planning in these areas. Mayor Thorsen reviewed with the Commission each area within the charge, asking for discussion of any questionable items from the Commission. Discussion of each item went as follows: a. Periodically Revise the Comprehensive Plan. The Mayor asked that the Commission be involved in the continuous updating and revising of this document. She made the Commission aware of the community's legal responsibil- ity to maintain a comprehensive plan which is consis- tent with the Metropolitan Council's Comprehensive Plan, stating that if the Metropolitan Council deems a particular land use within a community, it is the community's responsibility to conform to that particu- lar usage. b. Development of Policy and Plans. Mayor Thorsen expressed the Council's need to have input from the Commission in the area of policy and planning for parks and recreation within the community. C. Prepare and Periodically Update Assessments of Current Programs. Mayor Thorsen and Councilman Stockman expressed the need to have updated information on the existing programs. d. Prepare and Periodically Update Assessments of Future Needs. Mayor Thorsen expressed that the Commission's role should be to assess future needs. e. Advise the Council on Policy and Cooperative Agreements. Mayor Thorsen expressed that it is the Commission's role to deal with the groups within the City who have interests and use public park facili- ties. Minutes Page 4 November 22, 1982 f. Advise Council on Policy Matters of Budget and Capital Outlay. Mayor Thorsen stated that this was an area where the Council has not been able to define for themselves the Commission's role. It is the City Manager's responsibility to construct budgets. The Commission inquired if there was an area of high interest to the Commission should it not approach the Council to express possible disagreement with proposed budgets? However, citizen's input into the budgetary process is important and must be further looked at by the Council. Councilman Stockman expressed that the Commission's role was advisory to the Council and that the Commission's concerns in programming areas may be expressed. However, the role of the Commission is not to control the amounts contained within the City's budget. Kahlow stated that it is important for the Commission to be included in the budgetary process and that the final decisions rest with the Council. Burmeister expressed that this past year the Commission was kept informed through the budgetary process. Councilman Stockman and Mayor Thorsen called attention to the current deficit status within the state and expressed fear of how this deficit will be approached. Ad Hoc Committees Mayor Thorsen expressed to the Commission the Council's feeling with regard to assignments of special "ad hoc" committees. She indicated that often the need for inten- sive examination of an issue calls for special interested individuals to be included on committees, citing the example of the Community Center Solicitation Committee. Discussion of the pros and cons of establishing such committees followed. General discussion followed con- cerning the Commission's reflecting the Council and the people and how everyone is involved in order to have a better community. Chairman Burmeister thanked Stockman for taking the time and to discuss these areas. the Commission to call upon the need to.meet together. COMMITTEE REPORTS Mayor Thorsen and Councilman to meet with the Commission Councilman Stockman invited the Council whenever it felt 1. Community Center Solicitation Update Burmeister updated the Commission of the discussions by the Solicitation Committee regarding three possibilities for 1 1 1 1 Minutes Page 5 November 22, 1982 the Community Center. These are Sandburg Junior High, Olson Elementary and the upgrading of the existing facil- ity. He expressed that Sandburg was still the best of the above choices; however, it appears to be three to five years away. Corlett stated that it is the Committee's feeling that a Community Center is still an important item even in line of current state deficits. Johnson asked for clarification concerning building our own facility. It was stated that it is the feeling that there would not be the ability to construct a new facility because of current economic condi- tions. CHAIRMAN'S REPORT 1. Commission Subcommittee Assiqnments Kahlow moved to accept the stated written recommendations for Commission Subcommittee Assignments as presented by the Chair. Murad Seconded. The subcommittees are as follows: Open Space Recreation Golf /Brookview Jennifer Kahlow Martha Micks George Murad Dede Scanlon Emilie Johnson Rhoda Jaffe Charles Burmeister *Hal Younghans *Hal Younghans * Until the Council appoints a new member to fill the now vacant position, and due to Hal Younghans being Chairperson of the Team Sports Facilities Committee, it would be helpful if Younghans could serve on both the Recreation and Golf Subcommittees. The Commission discussed the recommended Committee Assignments and called the question. Motion passed unanimously. 2. Burmeister informed the Commission that at the recent Minnesota Recreation and Park Association State Conference Charles Corlett, Program and Policy Superintendant of Golden Valley, received the Jack Niles Award. This award is given to a professional member with less than 10 years membership who has displayed outstanding work in the field of parks and recreation within the State of Minnesota. The Commission congratulated Charles Corlett.on receiving this award. Minutes Page 6 November 22, 1982 3. Burmeister called the Commission's attention to a recent article concerning Golden Valley's parks in the Golden Valley Post. DEPARTMENT REPORT 1. Roof Bids Corlett informed the Commission that the shelter re -roofing project will be rebid. It was necessary to recommend refusal of all bids due to one bidder's alteration of the bid proposal form and other bidders were over appropriated dollars. Specifications are being rewritten for publica- tion. Bid opening will be December 2, 1982. 2. Review of Recreation Revenues/Expenditures Corlett presented an update of the recreation expenditures and revenues in written form. Johnson inquired about tennis rental revenues. It was explained that these revenues came from court rental for Brookview to groups not sponsored by the Parks and Recreation Department. 3. December Meeting The Commission discussed the date of a December meeting and made the following motion: Kahlow moved that the next meeting be held January 3. Murad seconded. Motion carried. The Commission asked the staff to inform the Council and City Manager's office of this change for proper posting. 4. Community Center Policy Review 1983 Rental Rates The staff presented a Community Center Policy Update for 1983. Discussion went as follows: Younghans asked about the paragraph concerning user group liability (4. Liability). It was explained that the staff advises groups to secure liability insurance whenever alcoholic beverages will be served. This may be done through dram shop insurance or through other forms of liability insurances. Younghans asked if this is true for use by the BMGA. Corlett stated yes. Younghans asked about change in curfew hours (7. Curfew for Use) and if this would effect the cost of police supervision for evening events. Corlett stated that it was 1 1 1 Minutes Page 7 November 22, 1982 felt that the one-half hour difference would not have an effect on such an event. He further stated it is the purpose of the change to establish a reasonable closing time to which user groups can relate. Younghans asked about the new page contained within the policy which dealt with city employee's rental of the Community Center. Corlett informed the Commission that city employees may rent Brookview under this policy. However, it is the employee's responsibility to set up, supervise, and clean up their event. He further stated that employees must follow all regulations and pay police fees for their event. Kahlow moved to recommend to the Council the approval of the Proposed Policy For Use Of Brookview Community Center - 1983 as written. Johnson seconded. Motion unanimously passed. Corlett requested that this policy be submitted with the golf course policies and rates which will be completed soon. ADJOURNMENT Johnson moved the meeting adjourned. Kahlow seconded. Motion was unanimously passed. The meeting was adjourned at 10:05 P.M. Chairman Burmeister Vice Chairperson Micks