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1-3-1983OPEN SPACE AND RECREATION COMMISSION MINUTES OF REGULAR MEETING OF JANUARY 3. 1983 The regular meeting was called to order at 7:40 P.M. at Brookview Community Center by Chairman Burmeister. Commission members present were: Jaffe, Johnson, Scanlon, and Younghans. Also present were Todd Christensen, Golf Manager; Sue Cook, Program Supervisor; Charles Corlett, Program and Policy Superintendent; Debbie Halvorson, Commission Secretary; and Tom Klatt, Park Maintenance Superintendent. APPROVAL OF MINUTES Johnson moved the Minutes of the November 22, 1982, Meeting be approved with the following changes: Page 4, Ad Hoc Committees, move the first sentence of the second paragraph to the end of the first paragraph in that section and delete the rest of the second paragraph. Younghans seconded. Motion passed. INTRODUCTION OF—NEW—STAFF—MEMBER Charles Corlett introduced to the Commission Sue Cook, the new Program Supervisor. Sue gave a brief personal background for the Commission. OLD BUSINESS 1. Team S orts Facilities Committee Younghans addressed the written recommendation made to the Council by the Team Sports Facilities Committee. He explained how the Committee had reached the recommendation not to construct a building at this time and to continue using Seeman Park for Little League. Jaffe moved that we pass on the recommendation made by the Team Sports Facilities Committee to the Council with our recommendation of approval. Johnson seconded. Motion passed. 2. Amendments to Community Center Policies Corlett reviewed for the Commission the need to amend the previously approved Community Center Policy as follows: Minutes Page 2 January 3, 1983 Page 3, No. 8. AREAS OF USE. Add the following paragraph: Patio Use - The patio located on the south side of the building shall be open for general public use except when the Center is rented or reserved for functions which use the adjacent ballroom. Reserved sign will be posted one (1) hour prior to the scheduled event. Corlett and Christensen reviewed for the Commission the problems previously encountered and stated that it is the purpose of the above policy to correct those problems. Jaffe asked what the average use of the patio was and what potential conflicts could occur? Corlett stated that it is expected to be three per month during the summer golf season for usage and conflicts arise when patio users do not allow time for cleanup. Younghans asked what the normal operating hours of the Community Center are. Corlett reviewed the hours of operation for the Commission. Monday through Thursday staff is available between 8 A.M. and 10:30 P.M. Friday - 8 A.M. to 4:30 P.M. weekends - No staff except when rentals or department sponsored events are operating. Also add to Page 4 of the Community Center Policy the following: 9. The Golden Valley City Council reviews the fees and charges for the rental of the Brookview Community Center annually or may adjust the fees at their discretion. Adjustments shall be effective thirty days following official council action. Corlett explained to the Commission the need to have such a statement so that there is an official time for price changes and so the Council may adjust prices in the event of extreme cost changes. Jaffe moved to recommend that the above amendments be included in the Community Center Policy when submitted to the Council. Scanlon seconded. Motion passed. Corlett informed the Commission that the cost for police officers had not yet been finalized for 1983, and he will include it as soon as it becomes available. Minutes Page 3 January 3, 1983 NEW BUSINESS 1. Communitv Center Solicitation Committee Update Burmeister informed the Commission of the Solicitation Committee's request for a plan to remodel the current Brookview building for a short term answer to the Community Center needs with the long term objective to be the Community Center housed at Sandburg Junior High. Scanlon asked about the Committee's review of the possible use of Olson Elementary School. Burmeister stated that the capital costs of converting Olson Elementary School would be higher than the estimated costs of remodeling the Brookview facility, and he further pointed out that a temporary move to Olson could cause difficulties in reaching the long range objective at Sandburg. Jaffe asked what the expected costs of remodeling would be. Burmeister asked Corlett to review the remodeling plan and the cost estimates for the Commission's information. Corlett stated that the current estimated cost for remodeling is under $100,000. The Commission questioned why this figure was so much less than previously figured for Brookview remodeling. Corlett reviewed every area where the current remodeling would be different from the proposals of previous years. These included no demolition of the easterly portion of the building and pool. No additions such as the new pro shop which had been previously included, and he pointed out that the previous plans had called for extensive purchasing for interior furnishings. He further stated that the roof would be repaired instead of replaced and that the remodeling was restricted to the upper level of the existing building. 2. Golf Policies and Fees - 1983 Todd Christensen reviewed for the Commission the recommended policies and fees for the Brookview Golf Operations. He pointed out for the Commission changes contained within the policies. The Commission asked several questions regarding the establish- ment of the proposed fees. Further discussion included course maintenance and fee structure as they compare to other area courses, the reservation policies, the junior golf program and the changes in the patron card system, such as honoring the patron card at the Par 3 Course. Burmeister stated that the Golf Subcommittee of the Open Space and Recreation Commission should review in depth with the staff the proposed policies and fees and bring back to the Commission a recommendation for approval or change. He felt that this would help the Commission gain a better knowledge of golf opera- tions so it can make recommendations which will help the Council Minutes Page 4 January 3, 1983 in the future. A recommendation to the Commission should be prepared for the January 24 Open Space and Recreation Commission Meeting. Christensen informed the Commission that Andy Lindquist has been hired as the new Greens Superintendent. Christensen reviewed Mr. Lindquist's background, and he will introduce Mr. Lindquist to the Commission at the February Meeting. CHAIRMAN'S REPORT 1. Communications - Guidelines for Park Use Chanqes Burmeister pointed out for the Commission two changes in the Guidelines for Recommending Changes in Use or Facilities of Existing Parks which he had received from Mayor Thorsen. He asked for the Commissions feelings about these changes. The Commission expressed that the changes would help in a general understanding of the recommended guidelines. Burmeister stated that he would communicate the Commission's approval to the Mayor. 2. Work Assi nments to Subcommittees Burmeister reviewed for the Subcommittees the following work assignments: Golf/Brookview: Review proposed policies and fees for 1983 prior to January 24 meeting. Open Space: Review and recommend any changes in the Open Space Management Plan prior to the Commission's review of the City's Capital Improvements Plan in February. Recreation: Review with staff the current recreation programs operating, explore the future needs of recreation programs for the Community and recommend any areas of program change or possible capital improvement needs. No deadline established. Burmeister stated he would write a letter to all Subcommittee members regarding these assignments. 3. Candidates—for Commission—Opening Burmeister stated that there are currently two Commission positions up for reappointment and one position which is currently vacant. The Council will make reappointments and new appointments in March. He stated that he was recommending that Jaffe be reappointed and does not know if Micks will seek reappointment. 9r Minutes Page 5 January 3, 1983 4. Communication - Request for Joint Meeting with Courage Center Burmeister asked Corlett to address this item. Corlett informed the Commission that Robert Szyman had inquired about having a joint meeting of the Open Space and Recreation Commission and the Advisory Committee of the Courage Center to discuss areas where joint programming have taken place and areas where new programming could be possible. The Commission felt that this was an excellent idea and is looking forward to participating in such a meeting. DEPARTMENTREPORT 1. Parks _ Skating Klatt informed the Commission that all skating areas have opened and have been established. He expressed the difficulties that the park staff has encountered with the current mild weather and the recent heavy snow fall. He expressed that it is the desire of the park staff to maintain the ice in the best possible manner. Johnson asked what the operating hours of the rinks are and was informed that the lights are operated on timers which are set to come on at approximately 4:45 P.M. and go off between 9 and 9:30 P.M. The shelters currently close at 8:30 on weeknights. Scanlon asked about the ice conditions at the Hampshire free skating rink. Klatt replied that the ice had collapsed and water had been absorbed by the soil. He further stated that the park crew will be rebuilding the Hampshire rink as soon as possible. Scanlon also inquired about the installation of new thermostats in the shelters. Klatt replied that the thermostats have been ordered from Honeywell and are currently on back order. Further discussion concerned the estimated closings of the skating rinks. Klatt informed the Commission that as a result of the mild weather in early December the City's street maintenance crew did extensive work in the clean up of open space areas. 2. Recreation - S rinRecreation Planning Corlett asked the Commission if there were any areas of program- ming which the staff should attempt to include in the upcoming spring recreation program offering. He reviewed several of the activities which the staff will include. Scanlon asked if a spring soccer program for elementary age youth could be operated. Corlett stated that the staff would examine the potential of this type of program and at the moment could see potential for a Minutes Page 6 January 3, 1983 clinic style program for kindergarten through 6 grades operating on weekends when fields would be available. He will report back to the Commission at a later date. 3. Capital Improvements Corlett reminded the Commission that the staff will be working on capital improvements in the latter part of January and February and that the Commission should prepare their input into projects for the January 24 meeting. 4. Revenues and Expenditures Written report submitted. 5. Demographics 1982_1983 Corlett reviewed with the Commission the staff's demographics report. He pointed out that the staff is intending to use the information in the report for targeting recreation program offerings as in the past and that they will be using the report to determine trends within the school age population. Corlett handed out an additional work paper which included the years 1978 through 1982 and discussed how this will help in projecting populations at different age levels. ADJOURNMENT Younghans moved the meeting adjourned. Johnson seconded. Motion passed. The meeting was adjourned at 9:20 P.M. Chairman Burmeister Vice Chairperson Micks 1