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HomeMy WebLinkAboutOctober 25, 1995 City of Columbia Heights Park and Recreation Commission October 25, 1995 The meeting was called to order by Chairman Dick Petkoff at 6:35 p.m. ROLL CALL Members present: Members absent: Also present: CONSENT AGENDA Dick Petkoff, Pat Grady, Gary Peterson, Bruce Magnuson, Bob Ruettimann, Mark Winson, Public Works Director/City Engineer, Randy Quale, Recreation Director The following items were on the consent agenda. APPROVAL OF MINUTES Move to approve the minutes of the September 27, 1995 meeting. APPROVAL PAYMENT OF BILLS Move to approve payment of bills as listed from the proper funds. LETTERS AND REQUESTS REQUEST MEETING ROOM/MEDIATION SERVICES-ANOKA CO. Move to approve the use of the Keyes Room for Mediation Services of Anoka County on Thursday, October 26, 1995 from 5:00 p.m. to 7:00 p.m., with the fee being waived. REQUEST MURZYN HALL/GIRLS SCOUTS Move to approve the use of the main hall and kitchen for the Silver Lake Service Unit, Girls Scouts on Wednesday, April 10, 1996, with the fee being waived, Jerry Foss, Eileen Evans Bonnie Morinville, Public Works Purchasing Clerk PAGE 'I~O REQUEST MURZYN HALL/COACHES APPRECIATION DINNER Move to approve the use of the hall, LaBelle Lounge, and kitchen for the Coaches Appreciation Dinner on Wednesday, November 29, 1995, with the fee as well as the requirement for a security officer being waived. APPROVAL CONSENT AGENDA Motion by Magnuson, second by Grady to approve the consent agenda. All ayes, motion carried. ADDITIONAL LETTERS AND REQUESTS LE'I~ER FROM KAYE STICKLER/HUSET PARK NEIGHBORHOOD ASSOCIATION Kaye Stickler, Huset Park Neighborhood Association, requested use of the Senior/Ostrander Room for meetings in January, March, May, October, and November of 1996 and for special meetings as they arise. She also requested use of the Huset Park shelter area for National Night Out on August 6, 1996. Motion by Peterson, second by Magnuson to approve the request, with the fee being waived. All ayes, motion carried. LE'ITER FROM DAN KLINKHAMMER/MINNESOTA YOUTH ATHLETIC SERVICES Dan Klinkhammer, Director of Minnesota Youth Athletic Services/AAU, requested use of meeting room facilities on an ongoing basis for meetings, usually twice per month and sometimes more often. Motion by Grady, second by Magnuson to approve the use of meeting room facilities for the Minnesota Youth Athletic Services/AAU on an ongoing basis with the fee being waived ff staff is already scheduled. All ayes, motion carried. LETTER FROM JAMES FOWI.F.R/COLUMBIA HEIGHTS CLASS REUNION COMMITTEE James Fowler of the Columbia Heights Class Reunion Committee requested use of the Senior/Ostrander Room for monthly meetings in November of 1995 and January through August of 1996. The reunion is being planned for the classes of 1928 through 1961. Motion by Peterson, second by Ruettimann to approve the request for use of the Senior/Ostrander Room for monthly meetings in November of 1995 and January through August of 1996, with the fee being waived. All ayes, motion carried. - PAGE THREE REQUEST JEFFERSON BUILDING/EakST RIVER HOCKEY ASSOCIATION A late request was received from Mary Martin of East River Hockey Association requesting use of the Jefferson Building from November 17 through November 19, 1995 as a pick-up site for wreaths. Motion by Ruettimann, second by Peterson to approve use of the Jefferson Building by East River Hockey Association for pick-up of wreaths from 3:00 p.m. to 9:00 p.m. on Friday, November 17; 9:00 a.m. to 9:00 p.m. on Saturday, November 18; and 12:00 p.m. to 5:00 p.m. on Sunday, November 19, 1995, with the stipulation that the building be cleaned after usage. All ayes, motion carried. OLD BUSINESS JPM MANAGEMENT PLAN REVIEW Members discussed the proposed changes to the JPM Management Plan. The Public Works Director/City Engineer stated he has reviewed the documents and would recommend it for approval. Members discussed Section 2.7 (Bar) regarding charging for admission and liquor. Clarification was needed on the question of donations being used as a way of eluding the restrictions. The Recreation Director will research the matter further and report to the members. Members discussed the matter of requests for early entrance on JPM rentals for wedding receptions. Currently our policy states that a $25.00 per hour fee is required for early entrance depending on staff availability. The Recreation Director proposed changing the policy to charge $50.00 for early entry with a one hour limitation. Members also discussed fee-waived early entrance requests and a possible charge for "no-shows" ($10.00 per hour). The Recreation Director requested commission input regarding our current policy of charging a damage deposit and requiring liability insurance for all rentals, including rentals of the smaller rooms. A suggestion was made to develop a categorized list of types of rentals and eliminate the damage deposit and insurance for certain ones. Major events or events with alcohol would continue to require a damage deposit and insurance, at the discretion of the Recreation Director. Members discussed the revised rental policy. Under Section C, Establishment of Fees, members would like it stated that the renter must be a resident of Columbia Heights at the time of rental and at the time of the event in order to qualify for the discount. The Recreation Director will further research the above issues and report back to the members at the November meeting. PAGE FOUR SECOND RECRF-ATION PROGRAM COORDINATOR POSITION The City Council approved the position on October 23, 1995, and it will be posted and advertised in the Minneapolis and St. Paul newspapers this weekend. It will also be advertised at the Job Fair at the upcoming MRPA Conference. The deadline for applications is Tuesday, November 14, 1995. The Recreation Director is hopeful that interviews will be completed in November and a job offer made by early December. The candidate would start by January of 1996. The new Program Coordinator would take on some of the non-athletic programs, leaving the athletic programs for John Herbert. REVISED SCHOLARSHIP POLICY The revised scholarship policy was written by John Herbert and is designed to follow the guidelines used by ISD #13 for the school lunch program. The applicant would be responsible for paying 25% of the fee, with a maximum scholarship of $25.00 per quarter per person. ISD # 13 FACILITY SCHEDULING CONCERNS The Recreation Director reports he attended a meeting with John Herbert, Pat Hentges, Al Holt, A10gdie, and Karen Schaub regarding ISD #13 facility scheduling concerns. An agreement was reached to continue meeting at least twice per year to work out schedules. Meetings will occur in mid-August and the end of January. Principals would be required to provide their schedules to Al Holt in advance to assist in the scheduling process. Another meeting will be held in several weeks. The Recreation Director will also plan on meeting with Principal Janet Anderson. NEW BUSINESS PARK & RECI:~F-ATION NEEDS ASSESSMENT AND OPINION SURVEY Members discussed the document and gave input to the Recreation Director. The random survey would be sent to approximately 800 households. A self-addressed stamped envelope would be included with the document. A 25% response rate is needed for a valid survey. Regarding the questions about a multi-use center, members suggested that more information be added to detail what the center would be used for, i.e. dances, sports, wedding receptions, programs, etc. - PAGE FIVE JPM TABLE & CHAIR RENTAL POLICY Members discussed the currently policy of renting out JPM tables and chairs to the public. Problems have developed with damage to the equipment and late returns. The Recreation Director suggested revising the policy so that rentals are only allowed for City sponsored activities, such as the Lion's Jamboree. Other requests could be made on an individual basis. Motion was made by Peterson to not allow rental of equipment without authorization from the Commission, second by Grady. All ayes, motion carried. SET DATES FOR NOVEMBER AND DECEMBER COMMISSION MEETINGS Members agreed to change the dates of the next two meetings to November 21 and December 12 or 14, 1995. Members will decide at the November meeting where the December meeting will take place. REPORTS RECREATION DIRECTOR The Recreation Director reports that the 4th Annual Halloween Party will be held on October 29 from 1:00 to 3:00 p.m. The production of "Romeo and Juliet" was well attended, as was the Columbia Heights Basketball Association meeting which followed the play. There will be a National Youth Sports Coaching Association training for basketball coaches on November 4, 1995. Monthly Operational Reports will continue to be provided to members. The stained acoustical ceiling tiles have been repaired or replaced. A woman was injured in the Mathaire/McKenna room when a padded chair collapsed. A number of our chairs are in poor condition and need to be replaced, possibly with padded folding chairs instead of stacking chairs. The new building directory is in place and being used on a daffy basis. We have obtained a new shelf unit at the front desk in the Recreation Office. The Beautification Committee have purchased several large planters to be placed by of the two entrances to JPM and some rectangular planters by the front windows. The west side of the building will be landscaped next year. The annual Appreciation Dinner will be held on November 29, 1995. PUBLIC WORKS DIRECTOR The number of Dutch Elm diseased trees is down from last year. Replacement trees will be planted in the next few weeks. The intern who was working on the Huset Park study has resigned due to excessive school work. Another intern will be sought to replace her. At the last joint meeting with City Council, discussion on final capital items was tabled. A meeting with the City Manager is scheduled prior to November 21. The Public Works Director requested more input from the PAGE SIX members as to what items they would like to see in the final budget. The possibility of an Adopt-A-Park program will be explored further at the Commission's request. The hockey rink and the basketball court at Gauvitte Park have been overlaid. The new hockey goals will not fit in the warming house. Medtronic is looking at tripling their space and becoming the world headquarters for their neuro operations. As a part of that expansion, the City is in negotiation with them for the possible sale of a passive area of Sullivan Park. There would be a significant cash price for the piece of land and part of the money would be used specifically for park capital improvements. LawCon money was used for the improvements made to Sullivan Park; however, none of the improvements were made on this section of the park. There is a requirement to replace the land acre for acre, which amounts to approximately three acres. Another possible alternative is to buy out some of the improvements. Further updates will follow. Motion by Grady, second by Ruettimann to adjourn at 8:17 p.m. Janice McGhee-Fetzer, Park and Recreation Commission Secretary