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HomeMy WebLinkAbout04.13.09 Work Session Minutes Council / Parks and Recreation Commission Workshop Minutes April 13, 2009 Mayor Larson called the workshop to order at 6:45 p.m. Present: Larson, Donnelly, Fogarty, May, Wilson Commission - Karen Neal, Dawn Johnson, Patti Norman, Charlie Weber, Tim White Also Present: Peter Herlofsky, City Administrator; Randy Distad, Parks and Recreation Director; Cynthia Muller, Executive Assistant Mission Statement and 2009 Work Plan Council was informed of the Parks and Recreation Commissions' mission statement which was adopted in 2005. The 2009 Work Plan was reviewed which contains six goals: 1. Continue to build and strengthen relationships with surrounding townships, cities, Dakota County and the Farmington School District. 2. Meet with City Council at least twice in 2009 to discuss a referendum in 2010 and a park, trail and recreational facility tour. 3. Review and discuss current and future recreational programs. 4. Complete master plans for Prairie View Park and Fairhills Park. 5. Increase knowledge and understanding of various Farmington youth sports organizations. 6. Participate in the process of the Rambling River Center moving to the old City Hall building. 2010 Referendum In 2006 the Commission brought forward a Community Center Study and the Council felt it was too expensive to go out for referendum. The estimated cost was $21-23 million. In 2008 Council wanted to postpone it for another two years. The Commission would like to have the citizens vote and let the City know what they want. The referendum would include: 1. New aquatic facility including water slides, zero depth entry, bathhouse and water toys. This would replace the outdoor pool. 2. Complete renovation of Rambling River Center building to include replacing the existing BV AC unit and ductwork, install cooking kitchen and upgrade electrical service and fixtures. 3. Completely develop the Fairhill Development Community Park (43 acres) as shown in the master plan and add a domed facility to the park. This would include a youth baseball complex, soccer and LaCrosse fields, a community park with playground equipment and shelters, a community center, community pool, etc. 4. Acquire additional land south of the Mystic Meadows development for an adult softball complex as identified in the Mystic Meadows park master plan. Currently the City as nine acres worth of letter of credit from this development. If the City cashed out the letter of credit, we could get nine acres of parkland and buy 11 additional acres for a Council Workshop Minutes April!3,2009 Page 2 softball complex. The Rambling River Park Master plan also shows an adult softball complex. It would be a four-field complex with lighting, irrigation, concession stand, playground equipment and shelters. Mayor Larson asked about partnering with Empire Township. Staff has talked with the board about their softball fields, but discussions have not continued. Mayor Larson asked if the City puts up four fields and Empire puts up four fields, is that too many. Staff noted when you have eight fields you can hold state and national tournaments which brings in the need for hotels and economic development. Staff had to turn away six teams this year because there were not enough fields to play. 5. Expand Middle Creek Park by acquiring land (3 acres) adjacent to the west of the park. Councilmember Fogarty noted residents number one request was an aquatic facility and asked about a location. She liked the current location of the pool as there would be a population that would be limited in getting there. The commission was thinking of an outdoor area, not indoor. Staff stated the Evergreen Knoll Master Plan shows the current pool location being converted to an outdoor splash area and not a pool. The placement ofthe outdoor pool would need to be discussed. The idea was to have the aquatic component in the south part of town and have the pool in the Fairhill development at the north part of town. Councilmember Fogarty wanted the pool downtown, but did not mind the idea of the splash pads. She also liked the idea of reaching out to Empire to develop a Joint Powers Agreement for the ball fields. Staff wanted to know Council's thoughts on a referendum in 2010. If Council is not interested, the Commission would not go any further. Mayor Larson wondered if 20 1 0 was too soon. Councilmember Fogarty stated if this is something the voters want to support, it is a great time to build and for obtaining bids. She was completely supportive of the referendum. The Commission was also looking to partner with the youth organizations for the baseball fields. The Commission noted the arena will have to be replaced and understood there was some discussion going on and asked if that would be included in this referendum. Council felt it was too premature for that. There have been discussions with the school district about partnering as there are different funding mechanisms through the school district when it comes to ice where they can get better bonding rates because of Title 9. The Commission would like to secure a funding source for ongoing improvements in parks and trails. Mayor Larson would like to see the different organizations step up. Councilmember May could not support a referendum right now. It is up to the people, but with the new school coming on board it did not feel right as a taxpayer. She did not feel the residents would support it right now. The Commission noted people are staying closer to home and we need to give them something to do and spend their money here rather than other cities. Councilmember Wilson would support a referendum, but it needs to be conservative such as $5-7 million and not over $10 million. To present it to the public it needs to have buy-in from all groups. The Commission agreed that getting support from other groups is huge. Councilmember Fogarty noted we need the Farmington Youth Athletic Association backing. The Commission noted we do not have to be everything to everybody. They need to be good at something; such as land acquisition and open space development. There could also be naming rights involved. Staff noted with a referendum you are looking 2-3 years out before it could be built and useable. If it passes in 2010, a lot of it will not get used until 2012 or 2013. Outdoor fields need a growing period. Councilmember Donnelly would support the referendum. Regarding the ice arena, he agreed with including the school district to cover a wider area. There is the area by Meadowview and the Angus property. Staff provided some cost estimates: - Pool would be $2-3 million Council Workshop Minutes April 13,2009 Page 3 - HV AC $100,000 - Fairhill Development Community Park $6 million - Acquire 11 acres south of Mystic Meadows $1 million - Acquire 3 acres in Middle Creek $250,000 Total cost for the referendum would be close to $10 million. Mayor Larson would support the referendum and felt the partnership with the school district, townships and youth organizations is the key. Staff noted if we build a facility there will also be operating costs. That is where the partnerships could be formed to cover those costs. Councilmember May noted the market has not hit bottom yet and there is a wave of foreclosures coming that will get worse in our community. She felt the timing was off by a year or two. Council reached a consensus for the Commission to continue to pursue the referendum and discuss it at another workshop before bringing it to Council for a formal vote. The Commission should bring back information on partnerships; who is willing to partner and what will they do. Mayor Larson stated we need firm commitments from the organizations. Stratee:ic Revenue Plan This was developed in 2006 and contains why the plan was developed, guiding principles of what it will accomplish, and definitions of costs. Direct costs are those things that directly relate to a program such as facility rental, personnel, program expenses such as supplies and contracted services. Indirect costs are costs associated with the program that are indirectly related to the program such as utilities, publicity, contractual services, etc. Administrative costs are administrative staff time, correspondence for training, marketing and grounds maintenance. There is a no cost fee, a partial cost fee, full cost fee and market rate fee. Staff reviewed the categories and costs. Staff showed cost recovery standards for recreation programs, parks, Schmitz-Maki Arena, outdoor pool, and Rambling River Center. Councilmember May asked if it was possible to show direct and indirect costs rather than lumping them together. Staff could try, but in some areas it may be difficult. Councilmember May asked if costs weren't already divided up among the programs. Staff had been discussing doing program based budgeting versus the current method of showing a lump sum. Councilmember May asked if there were overall direct and indirect cost numbers. Staff could try to break out the costs, but the indirect costs would be difficult. Councilmember May asked how they know how they are doing if they do not split out the direct and indirect costs. In the budget things such as t-shirts, a bus, supplies, snacks are all direct expenses and that goes under the line item of program expenses. Insurance, utilities, cell phones were listed under indirect costs. Staff has only set a percentage for indirect costs. Councilmember Fogarty asked where the cost recovery guidelines came from. Staff explained this is done across the nation. It was to establish some help in the budgeting process as to how much we wanted to recover through fees and charges and how much other funding sources should support. Councilmember Fogarty would like to see the cost recovery numbers more accurately reflect what happens. The Commission noted compared to other cities we are the same or at the high end for fees. (Councilmember Fogarty left at 8: 13 p. m.) Council Workshop Minutes April 13, 2009 Page 4 Staff was looking for general direction from Council as to whether the strategic revenue plan and the amount of cost recovered through fees and charges was in the ballpark or if it should be adjusted up or down. Councilmember May felt the Rambling River Center fees should be higher for programming. Councilmember Donnelly noted on the information from other cities on their Senior Center expenses and revenues, Lakeville's and Farmington's expenses are both $160,000, but Farmington has 550 members and Lakeville has 1200. Staff will check on what type of programs they are running. Rambline River Park Master Plan Council had previously asked for a phased in plan as there was a concern with the amount of improvements and the cost. The cost for the complete plan is $4.7 million. Councilmember Wilson stated his concern is that we cannot get the Vet's memorial going. He would like to build this into Rambling River Park. Staff noted the Vet's memorial group will be meeting at the park this week to look at sites. There is a placeholder in the plans if the veterans want it there. Councilmember Wilson suggested obtaining private contributions through pavers. Staff showed there are a couple places in the plan for a memorial. If the veterans can select a site and do the fund raising, they can move forward separate from the master plan. Council liked the plan, it was the cost. The Parks and Recreation Commission will prioritize the items and prepare phases. The Commission will also discuss whether to include this in the referendum. Park Tour The Council and Parks and Recreation Commission will take a tour of the parks on August 10, 2009, at 6:15 p.m. MOTION by Wilson, second by May to adjourn at 8:35 p.m. APIF, MOTION CARRIED. Respectfully submitted, /} _ ''C. -:/~ ,//// ~~' ~ai4,- rv7~(../ Cynthia Muller Executive Assistant