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11-26-1984OPEN SPACE AND RECREATION COMMISSION MINUTES OF THE REGULAR MEETING OF NOVEMBER 26, 1984 The regular meeting was called to order at 7:35 PM at the Brookview Cnmmunity_ Center by Chairperson Jaffe. Commission members present were: Burmeister, Johnson, Kahlow, McDonald, Watson, and Younghans. Also present were Charles Corlett, Program and Policy Superintendent; Debbie Halvorson, Commission Secretary; Tom Klatt, Park Superintendent; and lion Taylor, Director of Administrative Services. APPROVAL OF MINUTES Chairperson Jaffe asked the Commission if there were any corrections or additions to be made to the October 22, 1984 minutes. Hearing none, the October 22, 1984 minutes were approved as written. AGENDA CHANGES Addition to Old Business - Laurel Avenue Greenbelt Project Review. OLD BUSINESS A. Capital Improvements - Staff Update Corlett reviewed for the Commission the changes the staff will be recom- mending in the 1985-88 projects of the existing capital improvements plan, pointing out changes in the park shelter building improvements, the pending trail improvements and updating the estimated cost figures. Additionally, the equipment replacement fund, the public lands fund and building improve- ments fund were reviewed for the Commission. Corlett pointed out that it was important to make final recommendations as the various funding sources of the capital improvements plan will need to be reviewed by the adminis- trative departments and then finalization of projects can be discussed. Discussion of the various projects included a detailed review of what work will be accomplished at the Lions Club site in 1985. These include the realignment of the softball fields, the replacement of the hockey and free skating lighting and the moving of the field lighting to service the football/soccer area. Additionally, the Commission was made aware of the sewer line which will be installed along the west border of the park and how all these projects will be coordinated. It was explained that due to this work, the adult softball program will be reduced to single games during June, July and August. The Commission questioned whether this would be the final time the lights in the field area would need to be moved as they have been relocated twice in the past. The staff answered that the relocation of the field lights was prior to 1975 and it was hoped this would be a last move to accomodate the final realignment of the field. Minutes Page 2 November 26, 1984 B. Laurel Avenue Greenbelt Project Review Corlett reviewed and updated for the Commission the Laurel Avenue Greenbelt project in order to make the new mem?�ers of the Commission aware of the scope of this project. The sccpe of the project includes pending areas, walkways, storm sewer, and the realignment/completion of the Laurel Avenue through the area. The purpose of the Greenbelt, as proposed in the past, is to provide a screening buffer between the commercial/industrial areas along Highway 12 and the general residential areas. The project covers from Pennsylvania Avenue on the westerly end through to Greenwood Aven a and the M N & S Railroad Crossing. Several individual areas were dis ussed including the South Cortlawn area. The Commission asked if the staff could ,invite the Engineering Department to their next meeting for a revieV of the pond and sewer line construc- tion in this area. The staff stated that it would try to secure representatives from the Engineering Department for the next meeting. (Special letter.) NEW BUSINESS A. Don Taylor - Director of Administtaive Services. As a part,of general in-service fa ning for the Commission, Corlett introduced Don Ta`lor, Director of Administrative Services, who was present to explain the workings J the City's budget operations to the Commission. Mr. Taylor had seve al handouts which were referred to throughout the discussion', Thes 'handouts included a general fund expenditure summary, a transfers out operating budget, and sample pages of capital improvements plans. lEt was pointed out to the Commission that over half of the revenues received for the city operations were from general taxes, and several other revenue sources made up the remainder. Following Mr. Taylor's brief exp #nation of the materials passed out, the Commission members as ed sev al questions about the financing of the improvements for the rookvi Recreation Area in 1984. Mr. Taylor demonstrated how the necessary fatids were accumulated to do the project and pointed out how the City's general fund is obligated to pay back the utility fund. He reviewed for the Commission the laws which allowe' the City to move funds and why it was important that these funds be pais back as promptly as possible. K blow inquired whether there were other City operated funds, like',the ge oral fund, which were used in the operation of the City. Mr. Tayl responded that this review was of the general expenditures and revenue ;w ich are the day-to-day operating funds for the City. He further 'pained that the City has HRA budgets, a tuility fund, various funds in u4ed within the city-wide capital improvements and Various enterpr a funds, such as the Brookview Golf Course. ii ;l Minutes Page 3 November 26, 1984 The Com:m:ission expressed interest in the City's bond rating and asked if borrowing monies such as done for the Brookview improvements would affect its ratings. Mr. Taylor responded that if the funds wEre not paid back, it could have a negative effect; however, with the current plans to return the funds promptly, he did not see that there would be any effect. He stated that the City's current rating with the bonding organizations is a AA. The Commission members thanked Mr. Taylor for helping them to better understand the financial operations of the " City. The staff also expressed its appreciation for Mr. Taylor's work since his arrival with the City. CHAIRPERSON'S REPORTS B. Presentation of Plaque - Emilie Johnson Chairperson Jaffe moved agenda item at this point to accomodate the presence of former Commission member and chairperson, Emilie Johnson. Chairperson Jaffe presented Ms. Johnson with the appreciation plaque from the Commission and stated that Ms. Johnson's original special interest in wildlife and natural areas evolved into an excellent understanding of the total system of parks and recreation within the community. 'She further commended Ms. Johnson for the various special projects which she had worked on in her seven year tenure with the Commission, pointing out survey work, the recent migratory waterfowl round -up and her responsibili- ties of chairing the Commission. Ms. Johnson thanked the Commission and expressed her personal satisfaction of working with all of the Commission members throughout the years. Dede Scanlon will receive a smiliar plaque for her work as a Commission member, however, scheduling conflicts did not allow Ms. Scanlon to be present. NEW BUSINESS CONTINUED B. Agenda - 1985 Chairperson Jaffe called the Commission's attention to the samples of the annual topic calendar for the Commission to work from. She pointed out that items such as Mr. Taylor's presentation could be included as an example of which will help the Commission be more effective. She asked the Commission for its general comments on the subject of an annual calendar. Much of the discussion concerned athletic associations within the City and how the Commission should be aware of the role which the athletic association has within the total park and recreation scheme of Golden Valley. Various philosophies were expressed, including that of youth activities being operated at the least possible expense to the user. Chairperson Jaffe asked the Commission if it was desireable to have the various presidents, chairpersons, etc. of each organization come to the Minutes Page 4 November 26, 1984 Commission and give a brief pre�entiation of the organization's programs. It was the general consensus th ty this would help the Commission under- stand the various needs and wou 4 give an opportunity to discuss areas where the Commission could be helpful to the organizations. The Commis- sion asked if the'staff could organize a general calendar for 1985,,1 allowing them time for input into recreational program scheduling and meeting with associations in a timely fashion to discuss pertinent items with which the Commission shouic be involved. Corlett stated that he would organize such a calendar gild asked of the Commission would like to have one of the baseb ll org'rtizations present at the January Commission meeting. The 'Commission concurred. COMMITTEE REPORTS A. Brookview Improvements Subcommitit'ee Chairperson Jaffe askedf Commission member Youne'F r;,: was prepared . to represent the Bropkview Improvements Subcomm:�t` unghans stated that he could review for the Commission the tee's corresponds which was included in the agenda package. I stated that the subcommittee was very concernedit the pro 'etion of the im- provements on the golf course. Mated tha. ..viral areas the sub- committee, felt that the work was!not acceptable and expressed concern that due to -this poor workmanship, the golf course would suffer revenue losses during the 1985 season. He stat�od that members of the subcommittee would be meeting with Mr. Joynes, City" Manager, to discuss the poor workmanship and other items included in the letter dated November 12, 1984. Younghans stated that much conern has beei�expressed regarding the line of respon- sibility for completion of the pirioject and that the subcommittee desires the City take whatever action n cessary to correct the existing construe -- 1 tion problems. Much discussion regarding the pect and the various elements within the project took place. The consensllu of the Commission was that they were very concerned about the items i eluded in the November 12th correspondence submitted by George Murad and Doi.Singer, and wish to be kept informed pertaining to the next subcommittee meeting with the City staff. Younghans asked if the City, has paid for tie projects. Mr. Taylor responded that the City has paid a sbstantiJal portion of all contracts for improvements and that general open ting procedures to withhold a percentage of a contract until all work is completed to the satisfaction of the City. Corlett further stated that the method o''';p ying for contract work is based on completion approvals such as whe terials are bought. Billing pertaining to those materials may be, paid o ce the materials arrive on site. The Commission felt the City (should a sure the work is completed to its satisfaction and that any' loss o revenues should be recouped. 1 1 i 1 1 Minutes Page 5 November 26, 1984 CHAIRPERSON'S REPORT A. Council/:tanager/Commission Work Session Chairperson Jaffe reviewed for the Com:issi:-,n meu.oers the November 13th Council/Manager/Corniissicn wofk session. Discussion rebarded the Brookview pool. Chairperson Jaffe stated that the Council will be holding a public hearing in January and the general consensus of the Council was that the quality of life in the City of Golden Valley would be enhanced by a facility which included a Pool and several other recreational amenities. She stated that the Council will establish a Cicizen Committee with Councilmember Stockman as the Council representative. The Council wishes to have a Commission member on this committee. Kahlow volunteered to represent the Commission. General discussion followed. DEPARTMENT REPORT Klatt reviewed the completion of lighting at Medley Hills and stated that the maintenance division is waiting for snow and cold weather to commence work on winter skating facilities. Klatt informed the Commission of how his role will be changing after the first of the year when his responsibilities will include the operations of street maintenance. He stated that a restructure of the staff will be taking place in order to maintain the level of quality to which we have been accustomed. Corlett reviewed for the Commission the enclosed Revenues vs. Expenditures. He further stated that the recreation staff will be at the upcoming MRPA conference this week. The next Commission meeting will be held January 14, 1985. ADJOURNMENT McDonald moved that the meeting be adjourned. Kahlow seconded. The meeting was adjourned at 10:24 PM. all f C a'rperson Jaffe Vice Chairperson McDonald