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7.1. SR 04-23-2001MEMORANDUM Item 7. I. TO: FROM: DATE: Mayor and City Council ei~ri~l~rl: ~2tY d~ratOr SUBJECT: Request by Elk River Lion's Club for Shelter Expansion at Lion's Park, Public Hearing - Case No. Cu01-03 A continued public hearing on the Lion's Club CUP request is scheduled for Monday, April 23, 2001. This issue is scheduled for about 8:00 p.m. following the key financial strategies discussion. I have requested the Planning Department and the Lion's Club to consider this meeting as more of a worksession with the City Council and to not expect any final decision on the proposal. Everyone needs to spend some time in a worksession setting to look at the proposal, discuss the use and appearance of the facility, and find out as many details as possible about the project. What we do know about the project is that the proposal calls for about 4,320 additional square feet of office and meeting room space (the addition is about 40x108). The Lion's Club is proposing to spend about $240,000 on construction of this building then to turn the facility over to the city. The city would then be responsible for operating and maintenance costs. The project would include remodeling the kitchen, in order to make it a functional "catering kitchen", so that the meeting room area could accommodate small class reunions, family reunions, wedding receptions, general meetings, etc. This open space could accommodate a gathering of about 150 people sitting at round tables. The open space is about 2,500 square feet and the office space, entrance, restrooms, storage, etc., is the balance or about 1,800 square feet. The issues that I have heard from the City Council that need to be discussed include the following: Appearance o£tl~e building...What does the inside and outside of the facility look like? How big are the windows? Can skylights be incorporated onto the project? Who is going to do the landscaping and what will it look like? Will the space be attractive enough to be used as proposed? What are the operating and maintenance expenses? How £unctiona! is the la'tchen... Is it large enough? Care needs to bc taken so that it can operate as a catering facility. Rentalspace...How much will the rental charge be? Who pays and doesn't pay? When is it available? What are the security requirements for evening and weekend events? Is it legal to have liquor at this facility? Establish a policy for rental of the facility. Location For Communi~ Recreation... Operation of Community Recreation in this facility would be much like how it currently works at Emporium; whereby they would be in charge of opening and closing and scheduling programs. (See attached notes from Michele Bcrgh.) Will this meedng space compete vdth YMCA meedng room space? Staff and the Lion's Club representatives hope to answer these above questions at the meeting. In general, staff has been very positive about this proposal, especially as it could be a home for community recreation. This is viewed as a very good fit. Obviously, community recreation being housed at the Emporium is not a long-term situation and we would like to relocate them prior to a redevelopment project coming forward. It is to everyone's advantage to have community recreation near Lion's Park for programming and being on the west side of Highway 169 is convenient for a majority of our residents. Even if community recreation becomes "city recreation" they could still continue to be housed out of this facility. The Lion's Club has $100,000 available for this project and they need to finance the balance. The city cannot finance this balance for the Lion's Club. However, the city may want to add some funds to the project in order to make the project more attractive and useable. The city does not have a great concern over managing and funding the operating and maintenance as it is anticipated that rental revenues will cover some/most of the ongoing expenses. The Park and Recreation Commission reviewed the concept and support the proposal. I don't think anyone views this space as being competition for any other space - especially larger space - that could come in the future. This building could address some meeting space needs relatively soon versus waiting a number of years for YMCA or City Hall space to be constructed. Attached is the editorial from the Wednesday, 4/18/01 StarNews from Jim Boyle on this proposal. Michele McPherson From: Sent: To: Subject: staff [staff@communityrecreation.com] Tuesday, April 17, 2001 1:23 PM MMCpherson@ci.elk-river. mn. us Lions Park Project You had asked if ! had any comments on the administration of this building. I think Community Recreation is well suited to handle the scheduling, rentals, etc. of this facility. We currently do it and I don't believe there are any liability issues with what we do now. I consider the scheduling and collection of rental fees to not be much different than scheduling and collection of registration fees for the classes we offer for the City of Elk River. Through the Joint Powers Agreement I believe we are part of the city, as well as being part of the cities/townships/district that are members of the JPA. We have the software to do the scheduling and have been quite pleased with how it works so far. It does allow the addition of fees so you can generate an "invoice" as needed. In reviewing the information you sent, I do like the non-resident fees, the deposits being required and the additional fee type items like the coffee makers, tables, chairs, linens, TV/VCR, etc. as these will increase the types of uses and the desireability of the facility. I think the other spaces that may be coming to Elk River are so far down the road and this could be done so quickly that it makes this project even more desireable. I also believe that with some landscaping, this could be an attractive building from the outside and with some paint and possibly some small additions like more windows, this could be very nice from the inside as well. I am constantly amazed at some of the uses we see now for these shelters. People have grooms dinners, bridal showers, birthday parties, anniversary parties, etc. at the parks now. This facility would only increase those uses. The boys and Girls Club is a brick/cement building but ~hey painted it and it's not beautiful but it looks fine. I think we could do the same. Lions Park Main Shelter currently has no windows and is made out of cement block and people still use it all the time. On a side note: I would like the council to consider re-adding a deposit in addition to the rental fee for the park shelters for next year's fee schedule. Without it, there is no motivation for someone to return the key to Lions Park promptly and there is no motivation for someone to clean up. This would really be an issue for some of the larger events that may be held at these shelters. I don't know if any of this helps but I just mainly wanted to reiterate some of the things I've said already. I think this is a great project and we would love to be house in it. Michele 4 / Elk River Star News / Wednesday, April 18, 2001 · Visit us on the web at www. Hom. The Star News Opinion page is a forum for editorials, readers' letters, guest commentaries and reactions to views previously expressed on this page. OPINI Lions' proposal needs city council's attention The enthusiasm and optimism for a community center is higher than ever in Elk River with talk of a YMCA possibly coming to town. But before we get caught up in all the excitement, there is a proposal in front of the Elk River City Council that needs careful atten- tion now. The Elk River Lions want to expand the Lions Park shelter, and they have the money to do it. There is $100,000 in hand and the rest of the $240,000 project could be financed with future gam- bling proceeds. Construction could begin this year. The facility could provide meet- ing space for groups of 150 and more on the site of Lions Community Park. This jewel of a park would be even better with a large shelter for community use. The shelter would be the perfect setting for Lions meetings and pancake breakfasts as well as company picnics and family reunions. The list of possi- bilities go on. The building --as it's drawn up -- would have the ability to service the needs of the Lions, Community Recreation and the community at- large, without posing a threat to any potential partnership between the city of Elk River and the YMCA. The city could maintain the building, as it does the rest of the park, and through the Community Rec program could operate the facility. Lions Park will always be here and having a large shelter there makes a great deal of sense. The city council has kept this pro- posal -on the back burner and appears ready to give it more careful consider- ation now that the results of the YMCA sur- vey are in. They learned there is strong Jim Boyle support for a YMCA, but such a project is sever- al years out, if it is to happen at all. A park shelter with gathering space will not compete with any- thing the city comes up with in partnership with the YMCA or on its own. It will only complement. Community Recreation wil! someday need a new home, and the Lions' plan provides a perfect fit. Having offices at the edge of Lions Park would do nothing but increase the recreational opportu- nities of kids and adults. If the city is to partner with the Lions, it will no doubt have high expectations for the facility. This is a good thing. But the danger is trying to make- the facility more than it needs to be. It is one piece of the puzzle. The Lions Park shelter would be the perfect prelude to a joint city/YMCA project. 13065 Orono Parkway Elk River, MN 55330 TO: FROM: DATE: SUBJECT: Item # 7.1. MEMORANDUM Mayor and City Co~,~.. Michele McPherson, Director of Planning April 23, 2001 Case No. CU 01-03 Amend Conditional Use Permit to Allow Expansion of Lions Park Shelter Request The Lions Club requests that a conditional use permit be approved to allow construction of a 40 ft. x 108 ft. addition to the existing Lions Park shelter. Location Lions Park, northwest corner Zonin_cl/Land Use PUD (Planned Unit Development) / OS (Open Space) Attachments · Lions Club Letter dated November 9, 2000 · Memo to City Council re: Operating Expenses/Revenue · Location map · Site plan · Floor plan · Building elevations Overview Staff has been working with the Lions Club on the expansion of the Lions Park shelter since late 2000. Now that the Boys and Girls Club is completed, the Lions Club has been looking for another project to serve a portion of the gathering space needs of the community. Specifically, they are looking to Phone: 763.441.7420 Fax: 763.441.7425 www. ci.elk- river, mn.us Memo to Mayor & City Council/CU 01-03 April 23, 2001 Page 2 provide space for their club to meet, office space for themselves, and space for the community to use for smaller events. Analysis The existing shelter located at Lions Park is located at the northwest corner of the property. The building measures 36 ft. x 80 ft. and is partially enclosed and partially open. The current enclosed space is used for a warming house in the winter, a "kitchen area" in the summer, and also includes bathrooms. The open portion of the shelter is, of course, used for picnic uses during the summer. The proposed expansion area will include offices for the Lions and Community Recreation, new bathrooms, storage space, and an open area measuring 40 ft. x 67 ft. which will seat approximately 175-200 people. As part of the expansion, a portion of the enclosed part of the existing shelter will be remodeled in order to provide storage space and a catering kitchen facility. This will allow groups renting the space to serve catered meals. The proposed addition will be constructed of concrete block similar to the existing shelter with an asphalt-shingled roof. There is an existing parking facility located in front of the picnic shelter, which provides 57 spaces. There is additional room within this portion of Lions Park to provide additional parking if it is required. The ordinance requires a total of 63 parking spaces (three for the offices, 60 for the assembly area. The City has an informal cross-parking agreement with Central Lutheran Church if large numbers of parking spaces are needed for an event. Possible Uses Use of the building could include senior dancing classes, preschool recreation classes, family fun nights, Lions Club meetings and pancake breakfasts, community meetings for Girl and Boy Scouts, etc. The scheduling of the space will be the responsibility of the Community Recreation staff that already is responsible for scheduling the Lions Park shelter and the Lions Park bandshell. Attached is a memo projecting possible revenues from the rental of the space for "for profit" community groups and wedding receptions, etc. Under the State gambling statutes, the Lions Club will need to pay rent similar to any other group using the meeting room space. Park and Recreation Recommendation The Park and Recreation Commission reviewed the proposal by the Lions Club at their February 14, 2001 meeting. They voted unanimously to recommend that the City Council continue to work with the Lions on this project. S:\PLANNING~vllCHMC\CCREPRTS\CU01-03.DOC Memo to Mayor & City Council/CU 01-03 April 23, 2001 Page 3 Planning Commission Action The Planning Commission conducted a public hearing regarding this request at its February 27, 2001 meeting. No one spoke for or against the proposal. The Planning Commission voted unanimously to recommend that the City Council approve the request the condition recommended by staff. Recommendation Staff and the Planning Commission recommend that the City Council approve the request to expand Lions Park Shelter with the following condition: 1. All requirements of the Chief Building Official be met. S:\PLANNING~IICHMC\CCREPRTS\CU01-03.DOC 0RON0 City of 178"n.i LOCATION MAP 13065 Orono Parkway, P.!. Box 490 CASE: CU O1-O3 Elk River, MN 55330 N Park Map Church Parking ~nts 's / Screening ;helter · Park Sic ~sion Sliding Hill Wetland OF- ? / / / / / / / / 4C)'-(.)" 29'-0" BUILI) DATE RECEIVED