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11-18-2009 PR MINMEETING OF THE ELK RIVER PARKS AND RECREATION COMMISSION HELD AT CITY HALL WEDNESDAY, NOVEMBER 18, 2009 Members Present: Chair Anderson, Commissioners Boese, Jaker, Niziolek, Nystrom and Peterson Council Liaison: Councilmember Zerwas Staff Present: Bill Maertz, Parks and Recreation Director; Chris Leeseberg, Planner/Park Planner; Steve Benoit, Recreation Manager; Tonya Love, Recording Secretary Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk River Parks and Recreation Commission was called to order at 6:31 p.m. by Chair Anderson. 2. Consider November 18, 2009 Parks & Recreation Commission Agenda MOVED BY COMMISSIONER NYSTROM AND SECONDED BY COMMISSIONER BOESE TO APPROVE THE NOVEMBER 18, 2009 PARKS & RECREATION COMMISSION AGENDA. MOTION CARRIED G-0. 3. Consider Minutes of October 14, 2009 Parks & Recreation Commission Meeting MOVED BY COMMISSIONER JAKER AND SECONDED BY COMMISSIONER PETERSON TO APPROVE THE OCTOBER 14, 2009 PARKS AND RECREATION COMMISSION MEETING MINUTES. MOTION CARRIED 6-0. 4. Parks & Recreation Commissioner to Attend December 14, 2009 City Council Meeting and December 8, 2009 and January 12, 2010 Planning Commission Meetings 4.1. December 8, 2009 Planning Commission Meeting Commissioner Nystrom will attend the December 8, 2009 Planning Commission Meeting. 4.2. December 14, 2009 City Council Meeting Park & Recreation Commission Minutes Page 2 November 18, 2009 ------------------------------------ Commissioner Nystrom will attend the December 14, 2009 City Council Meeting. 4.3. Tanuary 12, 2010 Planning Commission Meeting Commissioner Anderson will attend the January 12, 2010 Planning Commission Meeting. Open Mike -None Recreation Manager's Report -Steve Benoit Recreation Manager, Steve Benoit shared that this year's fall program opportunities are in full swing and has had a positive response. The Great Pumpkin Roll held in early October was enjoyed by several families this year. Mr. Benoit shared the Senior Center and Ice Arena monthly reports. Director's Report -Bill Maertz Director of Parks and Recreation, Bill Maertz shared that the application for the legacy grant for Babcock Memorial Park trail phase two was submitted. Mr. Maertz stated that the parks maintenance crews have been working on removing buckthorn from the Great Northern Trail. Mr. Maertz also shared that there is private hunting land adjacent to the new section of the Great Northern Trail; staff believes this to be a potential safety issue during deer hunting season and would like to close the trail north of County Road 33 during this short tune period. Mr. Maertz shared that city staff met with Community Education staff and discussed the irrigation deficiencies at Oak Knoll Athletic Complex; Pinewood Golf exceeded revenue and expenditures were under budgeted expectations and lastly, staff reviewed fees charged to youth athletic associations for field use and based on the cost of supplies there will be a slight increase starting in 2010. Commissioner Anderson stated that he liked the approach of closing the trail for the short deer hunting season. Mr. Maertz shared that Commissioner Amanda Larson had sent a letter resigning from the commission and thanked her for her time and service to the Parks and Recreation Commission. 8. Action/Discussion Items 8.1. Policy Issues Park & Recreation Commission ;Minutes Page 3 November 18, 2009 8.1.A Field usage by For-Profit Agencies Recreation Manager, Steve Benoit shared that the department has received several requests from private, for-profit organizations wishing to rent City of Elk River athletic facilities for the purpose of operating tournaments for profit. Currently we do not have an in-take process in place to accommodate these types of requests. In the past the primary users of fields has been Elk River Athletic Associations as well as in-house Park and Recreation Programs. A survey of other agencies in how they manage for-profit groups was conducted. Results showed a mix of agencies that allow for-profits to rent athletic fields and others that do not. Those that do allow rentals have higher fee scales developed in relating to for-profit agencies. Other Information to Consider 1. Our current field use process was set up with the intent of accommodating non- profit youth agencies. 2. Most participants in these activities would likely reside outside of Elk River. 3. Renting to for-profit agencies would potentially generate additional rental revenue as well as the economic value of bringing participants into the Elk River community for an event. 4. Activities that for-profit agencies wish to conduct may directly compete against both in-house programs as well as activities being provided by Elk River Athletic Associations. 5. Elk River Athletic Associations do invest financially into field improvement projects. 6. Booking fields to for-profit agencies can cause scheduling conflicts with Elk River Athletic Associations. Even with giving Elk River Athletic Associations' first access to fields, they often do not know the field needs until close to their tournament dates. There was a situation where an association could have expanded the size of their tournament but the additional fields they needed were already booked to afor-profit agency. Staff Recommendations 1. Staff recommends that for-profit agencies not be allowed to rent Elk River Athletic fields for the purpose of operating a program or tournament for profit. The original intent of building the fields was for use by non-profit athletic associations and in-house programs. Allocating the fields to for-profit agencies would conflict with this intent. 2. If the Commission does determine that for-profit agencies should have access to rent Elk River athletic fields for profit activities, staff recommends a new fee scale be implemented that is more appropriate for these types of events. Also, a priority date system be put in place to ensure non-profit groups have first access to field usage. Commissioner Peterson asked who the user groups were. Park & Recreation Commission iblinutes Page 4 November 18, 2009 ------------------------------------ Mr. Benoit stated the groups were Independent Softball Association (ISA) and local youth athletic groups. Independent Softball Association representative, Derrick Boella stated that ISA has been in existence for 26 years, however new to the Minnesota area for the last two years. ISA rented the Elk River athletic complex around five or six times and would be interested in doing the same amount in 2010. Northwest Diamonds Fast pitch Association President, Brian Lindquist shared that their group represents youth softball players from around the Elk River school district area. Tournaments are the way they raise money. They have built a great working relationship with the Parks Department in maintaining the fields. Commissioner Anderson asked what makes a group profit vs. non-profit. Director of Parks and Recreation, Bill Maertz stated that the for-profit groups will run tournaments to make profits whereas non-profit groups the money goes back into the association to off-set costs for families. Mr. Lindquist stated that the Northwest Diamonds Fast pitch Association is 501c3, which is run by a board of 11 volunteers. Council Member Zerwas asked if there had been difficulty in scheduling of fields. Mr. Lindquist stated that there was one fall tournament they moved from Elk River to East Bethal due to not having the option to expand to using all the fields. MOVED BY COMMISSIONER JAKER AND SECONDED BY COMMISSIONER PETERSON TO RECOMMEND THAT FOR-PROFIT AGENCIES NOT BE ALLOWED TO RENT ELK RIVER ATHLETIC FIELDS FOR THE PURPOSE OF OPERATING A PROGRAM OR TOURNAMENT FOR PROFIT. MOTION CARRIED 6-0. 8.1.B. Non-Resident Fees Director of Parks and Recreation, Bill Maertz shared the research done following the October Parks & Recreation Commission meeting. Blaine does not charge non-resident fees, programs cover their direct costs and Admin costs are considered part of the general fund. Woodbury does not charge non-resident fees except for adult leagues and residents receive first access to register for programs. Lino Lakes charges non-resident fee of five to ten dollars depending on the cost of the program; it is considered a symbolic gesture, not a major source of revenue. Park & Recreation Commission Minutes Page 5 November 18, 2009 ------------------------------------ Shoreview charges non-resident fees, it is looked at as residents covered the cost of the parks and Community Center and therefore should receive a discount as compared to non-residents. Farmington does not charge non-resident fee, their computer program system does not screen between residents and non residents. It is considered that general funds covers administrative costs, programs need to cover direct costs so they want as many participants as possible. New Ulm does charge anon-resident fee, 10% is added on to the program fee. Currently, 50% of Elk River's recreation program registrations are done online. Our software does have the ability to charge anon- resident fee. This would need to be on the honor system because we would have no way of verifying residency online. Mr. Maertz stated that if the Parks Commission wishes to recommend anon-resident fee to the City Council, staff recommends the following: • $5 non-resident fee for programs that cost under $50. • $10 non-resident fee for programs that cost over $50. Mr. Maertz shared that it is difficult to predict what price-point would result in driving people away and result in reduced revenue. If these fees are adopted staff would recommend a review of non-resident registrations be conducted after the first year. Council Member Zerwas shared that his thoughts on the issue have not changed since the October Parks Commission meeting. While looking at cut across the board and still needing to provide the highest level of service to residents and non-residents who want to participate should pay more. Commissioner Jaker is in line with the staff recommendation. It is a principle of "cost-sharing", which can be used in diffusing any arguments about the non-resident fee. Commissioner Anderson likes the idea of a one year check up and questioned if the non-resident fee with extend to other programs outside of the recreation programs. Mr. Maertz stated that at this point it would only include the recreation programs excluding the adult softball league which is not a subsidized program. MOVED BY COMMISSIONER JAKER AND SECONDED BY COMMISSIONER NIZIOLEK TO RECOMMEND TO THE CITY COUNCIL TO IMPLEMENT A $5 NON-RESIDENT FEE FOR PROGRAMS THAT COST UNDER $50 AND $10 NON-RESIDENT FEE FOR PROGRAMS THAT COST OVER $50 FOR RECREATION PROGRAMS AND TO REVIEW PROGRAMS REGISTRATION FEES AFTER THE FIRST YEAR. MOTION CARRIED 5-1. Park & Recreation Commission Minutes November 18, 2009 9. Information/Update Items 9.1. Volunteer of the Month Recreation Manager, Steve Benoit recognized Dave Burandt as this month's Volunteer of the month. 9.2. Community Events Page 6i Recreation Manager, Steve Benoit showcased the Family Fright Night event in a power point presentation. 9.3. Park Highlights Planner/Parks Planner, Chris Leeseberg showcased Meadowvale Heights Park in a power point presentation. 9.4. Adopt-A-Park Update Planner/Parks Planner, Chris Leeseberg shared that Meadowvale Heights Park is available for adoption with the Adopt-A-Park Program. 10.1. Update October 19, 2009 City Council Meeting- None 10.2. Update November 10, 2009 Planning Commission Meeting.- None 10.3. Update November 16, 2009 City Council Meeting -None 11. Other Business -None 12. Adjournment There being no further business, the meeting adjourned at 7:36pm. Minutes prepared by- on a Love. ,: l._.. ~ .i`j ~ ;; ~" ~.~. Dave Anderson Parks and Recreation Commission Chair