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HomeMy WebLinkAboutCOMMISSION_MINUTES_2001-10-24Park and Recreation Commission Meeting Minutes October 24, 2001 Roll Call: Sherry Gunn and Jerold Kahn, absent Dave Long late to meeting Also present: Kathleen Miller, Administrator and Charlie Hansen, Finance Director, Shannon Roepke, YMCA Approval of May 23, 2001 Minutes: Motion: Dan Coughlin 2"d: Mike Szepanski Unfinished Business: 3a) Silver View Park Fence update, per Dazenski, it will be completed still this fall. Dazenski also noted that the materials are being donated and the fence project will be in conjunction with other concrete work at the park. 3b) Community Survey Status; Kroeger asked what is the status of sending out a survey and if so could this survey be combined with other City departments to save money. Miller stated that no further action had been taken and that she would check the budget for the availability of funds. Coughlin suggested that the survey be professionally done so that specific questions could be addressed. Motion made by Silvis to recommend to council that a professional survey be initiated focusing on Park and Recreation. 2nd by Mike Szepanski. Unanimously passed. 3e) Coughlin noted that the Parks and Recreation Commission previously passed, on a unanimous vote, a motion requiring that the Mounds View Community Program Committee be renamed the Mounds View Community Center Focus Group. Coughlin reiterated that the reason for the requested name change was that the Commission wanted to make it clear that it reserved for itself full advisory authority provided in the city code to the City Council in areas pertaining to recreational programming. Coughlin stated that Hillview Shelter is an unfinished business item even though it was not on the agenda and asked about the progress of the new shelter. Dazenski stated that the shelter is in the process of being constructed and is on schedule; completion date should be December 14, 2001. Kroeger stated that in the unfinished business of May 23, 2001 discussion occurred regarding the scheduling of the Greenfield Park field. Roepke stated that this would be taken care of by the YMCA. Also the maintenance of Edgewood field was discussed; it was determined that those using the field would maintain them but how to get the word out. Coughlin stated that this item would be more appropriate for February 2002 as Unfinished Business and will be addressed then. Krueger asked about the YMCA Contract; Dazenski had copies and passed them out to the committee members. (Roepke also passed out a tally sheet regarding the park fields and useage.) New Business: 4a) Item 4 - YMCA Programming Coughlin asked Miller and Hansen how the budget looked at this time. Miller stated that the community center was budgeted as a group. 2002 budget will reflect the costs isolated for particular programs, ie: YMCA; unfortunately there is still some question as to what costs are associated with the YMCA. Ie News letter costs. Miller further stated that the Finance Director is reviewing the current costs or at least to the best of his ability, relating to the YMCA. Hansen stated that the yearly payment to the YMCA is a flat rate of $157,000.00, with inflation factors, which in the year 2001 would bring the total payment at $165,000.00. Payments will also be made for special programming including ice skating and playgroiuid supervision and middle school and program leadership and this will bring the total paid to the YMCA at approximately $200,000.00 for the year 2001. Hansen stated that he is looking for the report from the YMCA, reflecting the registration fees for the recreation programs. Hansen also stated that the operation costs for the YMCA have been recorded in the General Fund of the recreation programs and some have been recorded in the Community Center Fund. (Also included in the Community Center Fund are the operating costs for the Community Center.) Since 1999, sufficient attention was not made as to the break down of the costs. As of today, the practice has been changed to separate the invoices/bills to reflect the proper accounts and the budget for 2002 will be reflective of this procedure. Unfortunately, they cannot sort out the actual breakdowns. Miller stated that documentation is lacking to provide accurate figures but 2002 will be better. Szepanski asked what the costs would be to having an in-house Park and Recreation Department as opposed to contracting it out? Are there any numbers available? Miller suggested that instead of going backwards in the past, that the committee look at the program the City has now and then look at what is lilted and not liked with this program. Then costs could be looked at for creating a program that reflects what everyone would like to see and see if it would be cost effective. Long replied fair enough. Coughlin stated that he was adding the costs up in the contract now, and there is roughly $190,000.00 earmarked for building maintenance. Miller agreed that in the Community Center budget there is $50,000.00 for building maintenance but it is a contingency fund. Kroeger asked when we would be able to get a better handle on the costs. Miller stated that the budget for 2002 will be setup for line items and that in approximately 6 months costs could be provided; she also stated that the council is interested too. Kroeger asked if it was possible to have an estimate provided and identify as such. Miller stated that the Finance Director could try to come up with costs associated with it. Miller stated she received a document from the YMCA culling revenues that they are bringing in. Coughlin asked the coaches on the Park and Recreation Cormnittee, what their opinions are of the YMCA programs and qualities. Kroeger stated that he is a soccer coach and his participants have said that in the past applications were not received and that the YMCA's response and coordination doesn't seem to be the best. Coughlin stated people have reported to him that response and coordination of programs are not best either. Pothen stated that we could poll other coaches for their opinions. Roepke stated that the YMCA does send out evaluation and volunteer forms. The YMCA is trying to obtain more volunteers; there is a shortage. Coughlin asked Steve Dazenski for Public Works opinion of the how the Community Center is managed in the respect of the care for the building. Dazenski stated that there has been some changes for the better, but more attention could definitely be extended. There are security problems still and equipment has been damaged, with no accountability. The fulltime custodian works very hard at keeping the building looking good and presentable. Long commented that there is not enough communication between the commission and the Park and Recreation Department. He suggests that the packet of information for the monthly meeting be available to the commissioners at least 1 week before the meeting. Coughlin summed up what the committee heard tonight concerning the YMCA. As an entity, the YMCA is fine but from the beginning of inception until the present, there has been a disconnect between them and the City. The purpose of hiring an outside entity to run the park and recreation programs was to save the City money, approximately $120,000.00. Dan is proposing to the Council that they do a dual track; how much would it cost to have the programs in-house as opposed to contracting it out. Run the numbers from a financial standpoint and determine if the savings is there as promised. Miller stated that there is no administration connection with the YMCA and the City and therefore a "disconnect" will occur. Kathleen recommends that someone from the YMCA attend the weekly staff meetings with the department heads and Administrator. Kroeger recommended retrieving what data is available and come up with an estimate and hard figures. What are we benefitting financially? Coughlin recommends that the Council to fully consider the YMCA in comparison to those others that submitted proposals. Are the promises being full -filled and are there items that are not being initiated. Motion made by Coughlin to recommend that the City Council evaluate side be side comparison of the YMCA and a hypothetical in-house structure for operations of the Community Center and progranmiing. And in addition it is recommended that the YMCA to aprovide a liason to participate in the weekly staff meetings. Silvis 2° the motion with an amendment be made to the motion to include that the comparison include current costs. Coughlin also made an amendment to the motion to assess if initially promised savings materialized once the YMCA was awarded the bid to run the City's Park and Recreation operations. Motion passed unanimously. Item 4b — Trailway System Coughlin suggested that the committee ask for $50-75,000 for the trailways in the 2002 budget instead of requesting money for a new park shelter building. And to then recommend that the council include future shelter replacements in their long-term budget process. He also suggested to have the building inspector assess the existing shelters for safety issues and repairs. Motion made by Kroeger to recommend to the City Council that the City postpone allocations of funds for the construction of a second park shelter in the 2002 budget and instead budget $50,000.00 for trailway upgrades and new installations. It is further recommended that the City actively seek matching funds from the State during this upcoming legislative session. Furthermore, it is requested by the Commission that information on estimated costs of trailway installation be determined and provided to the Commssion so that further recommendations can be made as to where trails can be installed and to what extent. 2" d by Long, Unanimously passed. (Existing and future trailway plans and year to date balance of the park dedication fund to be available at the next meeting.) Motion made by Kroeger to request the City Council to direct the housing inspector to inspect all existing park structures and make a good faith determination as to the remaining life expectancy of the buildings in question and point out any immediate short-term repair needs. It is further recommended that the City Council then take that information and plan for the replacement of structures in their mid to long range budget and to allocate funds accordingly. 2"d by Szepanski. Motion passed unanimously. Coughlhi motioned to adjorn meeting. Szepanski 2"d the motion. Motion passed unanimously. Next meeting will be November 28, 2001. Park and Rec November 28, 2001 Corrections to Oct. 24`r' P&R Minutes: Original: 3c) Coughlin stated that he would like to the see the name of Mounds View Community Program Committee changed to the Mounds View Community Center Focus Group. Roepke stated that that would be no problem and that he'll get the name changed. Proposed Correction: Coughlin noted that the Parks and Recreation Commission previously passed, on a unanimous vote, a motion requiring that the Mounds View Community Program Committee be renamed the Mounds View Community Center Focus Group. Coughlin reiterated that the reason for the requested name change was that the Commission wanted to make it clear that it reserved for itself fill advisory authority provided in the city code to the City Council in areas pertaining to recreational programming. Minor typos: Coughlin stated that Hillview Shelter is an unfinished business item even though it was not on the agenda and asked about the progress of the new shelter. Dazenski stated that the shelter is in the process of being constructed and is on schedule; completion date should be December 14, 2001. Minor typos: 4a) Item 4 -YMCA Programming Coughlin asked Miller and Hansen how the budget looked at this time. Proposed Corrections: Motion made by Coughlin to recommend that the City Council evaluate side be side comparison of the YMCA and and a hyper , heoae^' hypothetical, in-house structure for operations of the Community Center and programming. And in addition to item fer it is recommended that the YMCA to provide a liaison to participate in the weekly staff meetings. Silvis 2"d the motion with an amendment be made to the motion to include that the comparison include current costs. Coughlin also made an amendment to the motion to assess if initially promised savings materialized immediately wheir ...............a t,, the e fli fs that biddea the same tasks once the YMCA was awarded the bid to run the city's parks and recreation operations. Motion passed unanimously. Proposed changes: Item 4b — Trailway System Coughlin stated suggested that the committee ask for $50-75,000 for the trailways in the 2002 budget instead of requesting money for a new park shelter building. And to then plan eveF. A y eaFs `e recommend that the council include future shelter replacements in their long-term budget process. He also suggested to have the building inspector assess the existing shelters for safety issues and repairs.