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HomeMy WebLinkAboutNovember 16, 2016 minutes Park & Recreation Commission Minutes of the Meeting John P. Murzyn Hall November 16, 2016 David Payne called the meeting to order at 5:30 p.m. Roll Call Members present: Anne Carder, Sean Clerkin, Bruce Evans, Kevin McDonald, David Payne, Marsha Stroik Staff present: Keith Windschitl, Recreation Director; Deanna Saefke, Commission Secretary; Gary Peterson, Mayor Also present: Deb Myhre, parent coordinator for St. Anthony Village High School Approval Consent Agenda Motion by Stroik, second by Clerkin, to approve the consent agenda. Upon vote: All ayes. Motion Carried. Letters and Requests A. Letter of request for a reduced rental rate of Murzyn Hall to be waived for the Columbia Heights Police Association and Staff for their annual award ceremony on Sunday, December 4, 2016. Saefke indicated the Police Association has rented in the past and since they are not a staff related group and are a completely separate entity, the $50 entry and $20 per hour of use fee was charged. This year the police association is incorporating the awards for the police department staff at the same event so the group is asking for the fee to be waived. Stroik clarified that the association is not the same group as the police department. Windschitl replied correct, but they will be doing city business at this particular event. Staff recommends waiving the fee. Payne asked what day of the week. Windschitl replied Sunday. Motion by McDonald, second by Clerkin, to approve the request to waive the fee on December 4, 2016. Upon vote: All ayes. Motion Carried. B. Request for a reduced or waived rental fee of Murzyn Hall for the Columbia Heights Firefighter Association in January 2017 for their annual banquet. Saefke indicated that a date was originally set with Captain Dan O’Brien and he called last week to change the date but doesn’t have a new date as of yet. O’Brien did not answer if this holiday event will be solely for the Firefighter Association or if any city staff business will also take place. Saefke feels this will most likely be a function just for the association. Windschitl recommends charging the same fee as in previous years; the $50 entry and $20 per hour of use. Stroik asked if any weddings are booked for that time. Windschitl relied no. Clerkin asked if the event was held on a Saturday last year. Saefke replied yes, but it was within thirty days of the date and the date was available so they were charged the $50/$20. Stroik replied to encourage them to use a Friday or Sunday to receive the discounted rate. Windschitl stated that when rentals happen within thirty days there is an opportunity for reduced rates. Motion by Evans, second by Clerkin, to approve the request for a reduced rental fee of Murzyn Hall for the Columbia Heights Firefighter Association at the $50 entry fee and $20 per hour of use on a Friday or Sunday at this time. Upon vote: All ayes. Motion Carried. City of Columbia Heights November 16, 2016 Park & Recreation Commission Minutes of the Meeting Page 2 C. Request for an open bar for a traditional engagement party on December 17, 2016 with 200 to 250 guests using a staff approved bartender. Windschitl stated this renter would like to have an open bar using a staff approved and trained bartender for their event with 200-250 guests. Staff recommends approving the request. Motion by Clerkin, second by Evans, to approve the request for an open bar using a staff approved bartender. Upon vote: All ayes. Motion Carried. D. Request for a reduced rental rate on January 14, 2017 for the St. Anthony Village High School’s Jazz Band and Chamber Choir fundraiser event. Deb Myhre, a parent volunteer, is present to discuss the event. Previous events have been more formal galas and the group is trying to make this a more family friendly community event. There would be student performances, dance lessons for the swing dance era, possible games, they would ask the Lions Club to offer a cash bar, a raffle or silent auction, and some appetizers. Myhre is a member of First Lutheran Church, a Columbia Heights resident, and likes the idea of hosting this event in her community. McDonald asked what the anticipated number is for attendance. Myhre replied the participation has been decreasing in previous years and they are anticipating 150 plus. Peterson asked if it is open to the public. Myhre replied yes, the group is planning to do a lot of advertising and do more outreach to increase the number of participants since it is not as formal of an event as it was in the past. This is a fundraiser for instruments and other equipment. Payne asked if the group is a non-profit or tax exempt group because of the requirements for a raffle. Myhre stated that is all in discussion but might be more games. Windschitl asked who the renter of the facility would be. Myhre replied the school district. Clerkin asked if the $50 entry fee and $20 hourly fee would be in place. Payne said no due to a Saturday date, but maybe a 25% discount. Windschitl asked if the group is set on a Saturday. Myhre indicated probably yes because of staff situations. Payne stated that a Friday or Sunday rental would be less expensive. Motion by Clerkin, second by McDonald, to offer a 25% resident discount if the rental is on a Saturday, or the $50 entry and $20 per hour of use on a Friday or a Sunday rental. Upon vote: All ayes. Motion Carried. E. Request for a reduced rental fee of Murzyn Hall for the India Association of Minnesota on Friday, December 9, 2016. Windschitl indicated the request was received today. This group is a non-profit organization. Saefke stated the organizer inquired about a rental of Murzyn Hall two years ago but the dates did not work out, but he is familiar with the rules of renting the hall. The India Association of MN has businesses and members who live in the area. Payne asked what the group is doing. Saefke replied the event is for a dinner, presentation, and they do know about using the Lions Club for any alcohol but unsure of other details as the client just made the inquiry that day. Windschitl suggested approving the $50 entry fee and $20 per hour fee to the group once the non-profit status is verified since the group is asking for a Friday. Staff will get further details on the event and make sure the group meets all the requirements of using Murzyn Hall such as security, food regulations, and alcohol with the Lions Club if desired. Motion by Clerkin, second by McDonald, to offer the $50 entry fee and $20 per hour of use based on verification of the non-profit status and that the group meets the requirements of renting Murzyn Hall. Upon vote: All ayes. Motion Carried. City of Columbia Heights November 16, 2016 Park & Recreation Commission Minutes of the Meeting Page 3 F. Request for the reduced rental fee for the Columbia Heights Lions Club Fights in the Heights on Friday, December 16, 2016. Clerkin indicated the Columbia Heights Lions Club is sponsoring an amateur boxing event with Golden Gloves. Stroik asked what that event entails. Clerkin replied it is an amateur Golden Gloves boxing event, a ring is setup in the hall, the same as last year, there will be hot dogs, chips, the Lions Club will run a cash bar, and it is $10 per person at the door. Stroik stated that she remembers last year being successful. Clerkin replied yes, it was one of the best boxing matches he had seen, but the attendance was low. Tasty Pizza donates food for the boxers. The fighter and the boxers really enjoy the quality of this facility. Stroik suggested advertising in the Focus and Northeaster newspapers. Motion by Stroik, second by Carder, to offer the $50 entry fee and $20 per hour of use fro the Fights in the Heights on Friday, December 16, 2016. Upon vote: All ayes. Motion Carried. Old Business None at this time. New Business A. John P. Murzyn Hall 2018 rental rates. Windschitl reported this discussion is held annually. The Saturdays for 2017 are primarily already booked. This is to discuss the rental rates for 2018 which will begin on January 1, 2017. There was an increase on the Saturday rental rate from 2015 to 2016 of 3%, and from 2016 to 2017 of 6%. Clerkin asked if staff have seen a decrease in the number of rentals with these increases. Windschitl replied no, not on Saturdays. He reminded the Commission of their desire last year to get closer to a $1500 with tax venue for a Saturday rental. Staff feels that it is up to the pleasure of the Commission if they would like to maintain the current fees or increase them for 2018. Clerkin replied that he does not for see operation costs going down. Stroik agreed. She has recently searched other venues for a reception. She feels the rental rate should be increased for Saturdays. Clerkin and Stroik felt it was not raised enough for the previous increase. Stroik suggested $1800. Payne suggested 3% for Saturdays not Fridays and Sundays. Windschitl feels the rate should stay at an attractive rate for Fridays and Sundays. Clerkin suggested an even $100 increase. A suggestion was given for 10%. McDonald stated not to get greedy. Further discussion was held on various percentages of increases. Stroik indicated the rental rate is the best deal around the area. Windschitl stated that many people do not realize how good the renting rules are for Muryzn Hall as opposed to going to another hall where the room might be free but then there are high priced minimums for food and beverage. He does not want to scare people away from even looking into renting Murzyn Hall due to a high rate. Stroik suggested a 6% increase. Motion by Stroik, second by Evans, to increase the rental rate of John P. Murzyn Hall on a Saturday by 6% before taxes. Upon vote: All ayes. Motion Carried. B. Rental rates and usage of John P. Murzyn Hall for non-profit groups. Windschitl indicate the current fee for the usage of Murzyn Hall for non-profit and civic groups is the $50 entry fee and $20 per hour of facility use. Many years ago there was no fee in place for these types of groups but it was decided to recoup some of the expenditures for having a staff person on duty, and the costs of heating and cooling of the facility. Staff are questioning if the $20 per hour fee is enough to cover the operation costs. He does not want to make it an outrageous fee either. Clerkin stated that you cannot operate at a loss. Windschitl stated that there is nothing in place at this time to limit a group from receiving this reduced rate as many times as they want throughout the year. Clerkin stated that means there is not a safe guard for the Commission to decline a request for multiple rentals. Windschitl City of Columbia Heights November 16, 2016 Park & Recreation Commission Minutes of the Meeting Page 4 replied that we do not allow ongoing reoccurring rentals in order not to chase away full rentals. Staff ideas are to increase the hourly fee to possibly $25, also putting in a limit of the number of events each year that given the reduced rate and anything beyond that must be approved by the Commission. One other situation to discuss is if a group wanted to do a short rental of two or three hours on a Sunday in the hall that should not be allowed to be booked a year in advance as it is chasing off a full rental. Windschitl reported that staff suggests increasing the hourly rate from $20 to $25 per hour of facility use. This rate will be applied for non-profit or civic groups. Clerkin stated that at a rate of $20 per hour the building is losing money. Windschitl replied yes, but do we want to be making money on these types of groups. Clerkin replied that it is not about making money but about not losing money. Windschitl stated that the City Council has indicated this is a building that was built for civic groups. Stroik suggested having a different rate for those non-profit groups that are based in Columbia Heights versus groups not within the city. Have resident non-profit groups at the $50/$25 rate and nonresident non- profit groups at a higher rate. Clerkin suggested even a discount of 50% off of the regular rate. He also suggested a $60 entry rate. A discussion was held regrading various ideas, rates, and the different types of groups that might request to use Murzyn Hall. Windschitl concluded that Saturdays are not allowed at this non-profit rate. A resident non-profit group rate would be a $60 entry fee and $25 per hour of facility use. Saefke reported that some groups only need to use the hall for a four hour time frame for example and not a full 13 or 17 hour rental. Evans feels that a rental should be considered a full event regardless of the time frame. Motion by Clerkin, second by Stroik, to raise the rate for a Columbia Heights resident non-profit group to a $60 entry fee and $25 per hour of facility use on Sundays through Fridays. Upon vote: All ayes. Motion Carried. Windschitl suggested a $60 entry fee and a $50 per hour of use rate for a non-resident non-profit group. This again is for usage of the facility from Sunday through Friday. Clerkin asked if it was a Columbia Heights resident inquiring for a group that is from outside of the city. Windschitl replied that you would need to go by where the address of the groups insurance is from. Motion by Clerkin, second by Stroik, to raise the rate for a non-resident non-profit group to a $60 entry fee and $50 per hour of facility use on Fridays or Sundays. Upon vote: All ayes. Motion Carried. Stroik asked if limiting a non-profit group’s number of times that they are using the hall at this discounted rate should be included. Windschitl suggested two times per year. Clerkin stated a non-profit group could use the discounted rate two or three times per year without having approval of the Commission; giving staff the ability to work with a client more freely. Motion by Clerkin, second by Stroik, to limit the use of John P. Murzyn Hall at the non-profit rate to two times per year on Fridays or Sundays and any further requests need to be approved by the Park and Recreation Commission. Upon vote: All ayes. Motion Carried. Windschitl reported a concern if a group puts a date on hold months in advance, and then comes back at a later date requesting to use the facility for only a few hours. Clerkin suggested having a sixty day time frame for a request. Windschitl replied this is only discussing the time frame for a non-profit group. Clerkin suggested having a four or five hour time frame minimum to rent at a non-profit group. Saefke indicated that getting a minimum down payment for a group of one hundred dollars up front gives somewhat of a commitment that the group is committed. Windschitl replied that he is not concerned about getting the money. He is just concerned if a group holds a date for a long period of time and then City of Columbia Heights November 16, 2016 Park & Recreation Commission Minutes of the Meeting Page 5 the event doesn’t happen. Clerkin suggested going to a sixty day confirmation of payment from groups. Stroik indicated that if a group is willing to make a payment upfront they are committed to the rental. If nothing is required they are not committed. Windschitl stated this can be done internally to require a minimum down payment. Windschitl asked if these new policies or rates will go into effect immediately or as of January 1,2017. Payne replied January 1. Clerkin added for any new rentals. C. City of Columbia Heights Parks and Event Wagon reservation rates. Windschitl indicated the reservation rates for the city parks and event wagon have been in place for a few years and were raised one time when the tax rate was applied. Over the last year or two the number of reservations has significantly increased. We want people to use the parks and to rent the park so that there are no problems while people are using the parks as to who has the right to be there. Staff suggests keeping the fees at a similar rate but simplifying the process in the office when taking payments which can be done by rounding up the fees. Windschitl explained when renting a park that means rights to the shelter or the park building only. The playground, wading pools, splash pad, and green spaces are open for public use. Staff suggests a resident park rental rate of $45 including tax, a non-resident rate of $65 including tax, and any group over 100 people at $110. These rates will eliminate making change with coins when people are paying in cash at the recreation office. Clerkin is asked if the rate of $110 for a large sized group is covering the operation costs. Windschitl feels that these groups would use the parks regardless of how many people they indicate are coming and he would rather see some the group pay some fee and get a permit for the use. Motion by Clerkin, second by Evans, to accept the increases to the park rental fees. Rates beginning in 2017 will be $45 for residents, $65 for non-residents, and $110 for large groups over 100 people. Upon vote: All ayes. Motion Carried. Windschitl explained the neighborhood event wagon is a sixteen foot trailer that is deliver to a location within Columbia Heights and picked up by staff after the reservation. The wagon includes twelve eight- foot tables, about seventy-five folding chairs, and a variety of recreational equipment. Staff suggest changing the rate from $37.49 to $40 including tax so that it is an even dollar amount. Motion by McDonald, second by Evans, to accept the increase to the event wagon rental fee to $40 including tax. Upon vote: All ayes. Motion Carried. Reports A.Recreation Director Windschitl reported the Taste of Heights is this Friday evening from 6:00 p.m. to 9:30 p.m. Recreation Program Coordinator has done a great job lining up restaurants from Columbia Heights to offer the food samples. There will be a silent auction, free wine and beer from Top Valu, the Lions Club will offer a cash bar. The Lions Club will also be helping volunteer with the event for setup, ticket sales, and cleanup. Youth basketball has large number of participants this year. The Police Department is now helping to staff the open gym times for the students of Columbia Academy and the High School for the after school programs. B.Public Works Director/City Engineer Windschitl reported for Hansen. The Circle Terrace Park building design process will begin for spring construction. Preliminary plans will be presented to the Commission at a later meeting for review. Circle City of Columbia Heights November 16, 2016 Park & Recreation Commission Minutes of the Meeting Page 6 Terrace Park play structure and sport court have been installed. The remaining sidewalk and overlook will be installed with the building construction. Keyes Park has $350,000 budgeted in the 2017 parks capital budget for work within the park. This amount falls short of the complete master plan amount, so the work will need to be prioritized based on resources as has been done with previous master plan improvements. This will come back to the Commission once a design consultant is on board. Staff would recommend the next park for a master plan to be Gauvitte Park. There are a couple of other major impacts or issues in this area. Some of the Commission Members asked where this park is located. Windschitl reported receiving a few complaints from the neighbors about the basketball being in poor condition. Public Works staff has also received inquiries from some residents about making improvements to that park. Anticipation to begin the next master plan for a city park would be in the late spring or early summer. C.Commission Members Clerkin reported that one of the railings on the outside stairs from the northwest entrance of Murzyn Hall has broken off. Windschitl replied he will put in a work request to have it fixed. Carder stated LaBelle Park turned out very nice. She attended the flag ceremony for James LaBelle. Windschitl agreed that the area turned out very nice with the new shelter and parking in the cul de sac. Stroik indicated LaBelle receives a lot of usage in the summer around the walking path. Windschitl reported there has been a tremendous amount of issues with the satellite toilets in the parks this year. Issues include burning, tipping, and not staying clean. These problems have mostly been reported within Huset Park. Payne thanked Mayor Peterson for his service to the Park and Recreation Commission. He believes Peterson has done a great job and will miss him. Members agreed and said thank you. Peterson has enjoyed working with everyone in the City. Payne adjourned the meeting at 6:48 p.m. _________________________________ Deanna Saefke, Recreation Clerk Typist II