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HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 11-08-20181 Approved Minutes November 8, 2018 Approved Minutes Park & Recreation Advisory Commission Thursday, November 8, 2018 MEMBERS PRESENT: Commissioners: Dick Burkhardt, Merrilee Riley, Marilyn Sunseri, Michael Swanson, Vita Wilson MEMBERS ABSENT: Chair Tricia DeBleeckere, Vice Chair Aaron Vanderwall STAFF PRESENT: Parks & Recreation Director Diane Evans, Deputy Director Barb Northway, Recreation Manager Kari Hemp, Ice Center Manager Erik Halverson, Office Support Specialist Sarah Josephs COUNCIL REPRESENTATIVES: Council Member Jim Davis, Planning Commissioner Julie Witt 1. CALL TO ORDER Commissioner Riley called the meeting to order at 7:06 p.m. 2. APPROVAL OF MINUTES Motion by Commissioner Wilson, seconded by Commissioner Swanson, recommending approval of the September 13 Park and Recreation Advisory Commission meeting minutes as written. With all members voting in favor, the motion carried. 3. OPEN FORUM: 4. PRESENTATIONS (NON-ACTION ITEMS): 4a. PIC Operations/Usage Ice Center Manager Erik Halverson was present to share an update on PIC operations and usage. Ice Center Operations Supervisor Steve Lewis retired in August after over 20 years of service. Steve Langer was hired on to fill the Operations Supervisor positio n. Mr. Langer comes to the PIC with over 20 years of experience managing the Breck Arena in Golden Valley. The PIC continues to be busy hosting many tournaments each year. The High School hockey season starts this week. The Wayzata Youth Hockey Association (WYHA) remains a major renter of ice time year-round. WYHA made several donations in 2018 that were used for building updates. A new score clock and timer was added to the Blue Line Room which shows the game times live from all three rinks. Concrete work was completed on the front sidewalk near the entrance. It was discovered that water from rain and melting snow was staying under the sidewalks. New drain tiles were added to help remove the water from pooling under the sidewalks. A new air handler and HVAC system updates will be coming in the next month. A new sound system was added in the rafters of Rink A to help visitors hear game announcements. A new score board was also added to Rink B just prior to the National High School hockey tournament. WYHA provided funds to install showers between locker rooms 5 & 6 for players to use after games. Rubber flooring was also installed behind the player benches on each rink to allow for storing practice equipment. 2 Approved Minutes November 8, 2018 Coming up in 2019, staff will use funds in the CIP to purchase a new Zamboni. The current Zamboni has a lot of miles on it, but still worth $20,000-$25,000 if sold to another community. A few punch list items still remain from ice system improvement project. In 2018 the PIC followed federal mandates and removed all R22 from the site and switched to an ammonia system. That conversion project came in $70,000 under budget. 4b. 2019 Facility Project Update Recreation Manager presented an update on the Plymouth Creek Center Community Engagement report. Over the last 8 months staff have been working with HGA to survey residents and facility users to see what their opinions are about potential changes. A full report is available in your Dropbox account. This report will go before Council at next Tuesday’s meeting. The Summary on page 5 gives a good overview of the results found over the entire process. The study found that 1,331 residents participated in some part of the survey process. Of those, 89% of the responses were received online. HGA offered a Fla shVote option to quickly gather feedback over a 2 day process which brought in 79% of the overall responses. Overall 777 people (58%) voiced support for a building addition or substantial update. The highest volume of support was for adding a gymnasium and updated walking track. Other areas of positive feedback were for improved classroom space, an indoor playground, designated senior space, wellness space and an art studio. Throughout the process there were 16 volunteers that contributed 117 hours helping staff to gather information. Commissioner Wilson inquired if there was a walking track around the Plymouth Creek Center for residents to use. Manager Hemp shared that based on survey results residents would like more access to an indoor walking track year round. Some responses suggested a suspended track above a gymnasium. Commissioner Swanson asked for clarification to their requests since there is already a walking track in the Fieldhouse. Manager Hemp shared that responses expressed wishing to have uninterrupted access to a walking track with consistent times available. Currently the walking track in the Fieldhouse closes during certain activities or may have to close to do maintenance at unexpected times. Having a track separate from the dome would alleviate any usage conflicts. Commissioner Sunseri asked if receiving 1,331 responses out of 79,000 residents was a satisfactory response rate for staff. Director Evans shared that they felt that was a very good number of responses. City staff had estimated receiving 500-600 responses, so receiving over 1,000 was very positive. Staff will meet with City Council in January or February to discuss further direction on the project. Council Member Davis asked if the Council approves moving forward with the project, what the timeline would be. Director Evans answered that if they received the okay to proceed, staff would begin working on the design of the building in 2019 and hold open houses to gather feedback on the renderings from residents. At the end of 2019 the project would then go to bid with bids. Provided that bids are accepted construction would take place in 2020-2021. The construction would take place in two phases with an expansion planned for 2020 and renovations on the existing building in 2021. 4c. Acceleration/MAP-FHIT Hockey (Dark Horse Athletics) Ice Center Manager Halverson shared that Acceleration MN has decided to sell their business and end their lease at the PIC. City Council has approved the termination of the agreement. Staff have entered into a new agreement with MAP-FHIT Hockey (Dark Horse Athletics) based out of the Blaine 3 Approved Minutes November 8, 2018 Super Rink. This company serves high school, youth hockey and other local athletes using a membership based system. MAP-FHIT Hockey (Dark Horse Athletics) will move into the training center space in September. Early indications show that this new company will be reserving more ice time for training than Acceleration MN had reserved. Staff has met several times with the owner of MAP -FHIT Hockey Dark Horse Athletics) and are quite impressed with their business plan and training strategies. There are 6 years remaining on the initial agreement with Acceleration MN that this new company will take over. By taking over the lease instead of creating a new lease, the P IC will still benefit and be able to pay off the capital expenses in 6.5 years. Any lease revenue received after that point will be taken in as profit and used to help with site upkeep. 5. NEW BUSINESS (ACTION ITEMS): 5a. 2019 Meeting Schedule A proposed meeting schedule is included in the meeting packet. A park tour has been added to the 2019 schedule. The tour is not mandatory, but a fun option to get out and see some of the new projects and parks in person. Motion by Commissioner Burkhardt, seconded by Commissioner Sunseri, recommending the approval of the 2019 Meeting Schedule. 5b. Park Facilities Fees, Policies and Procedures On a yearly basis staff review fees and policies. As a part of the review, staff survey peer communities to ensure that our fees and policies are competitive. There are a few changes recommend for 2019. There are three new facilities to add to the Park Shelter/Building category. Starting in 2019, West Medicine Lake Park will have two of the four shelters reserv able and the shelter at East Medicine Lake Park will be complete and ready for reservations. Commissioner Riley asked if a shelter is not rented on a particular day if it can still be used on a first come, first served basis. Manager Hemp responded that anyone would be able to use the shelters if there are not any reservations schedule. Staff propose only offering a full -day rental option at the West Medicine Lake Shelters. Beach staff will be onsite to help direct those with reservations and without and signage will be displayed by the shelters. There is a recommendation for a 3% increase for rentals at the Hilde Performance Center, Outdoor Fields, and Canoe and Kayak Rack permits. A new court rental fee has been added to account for both gyms at Armstrong High School needing to be blocked off for any rental. The Plymouth Creek Center is requesting to adjust the Plymouth Room hourly rate to align with the ½ room rate. The PIC is requesting to increase prime time September – March) hourly rentals by $10 an hour. Commissioner Riley asked where Plymouth falls within the peer community comparisons. Manager Hemp shared that it tends to be quite hard to find a peer community with identical facilities and features, but Plymouth tends to lie within the middle to upper price range. We are priced at a point where we can still attract new business, but also provide an affordable rental option for residents. 4 Approved Minutes November 8, 2018 Commissioner Wilson asked for more information regarding the dock permit fees. Manager Hemp informed the commission that there are approximately 6 properties located on or near Medicine Lake that have grandfathered rights to have a dock on park property on the lake. Once their property is sold or changes owners, the parcel will no longer have rights for a dock. W hile those residents have the rights, they pay a yearly permit fee of $25. Parcels with private property on the lake are able to place a dock on the lake with no permit required. Commissioner Sunseri asked if residents were able to rent out their docks. Director Evans shared that they are only able to use their docks for personal use and are unable to rent the dock space. The Fee & Revenue Policy is created to give staff guidance on what they need to do in order to update fees. There are specific Manager, Supervisor, and Employee responsibilities. The most significant changes are updated to dates, acres of park land, miles of trail and data collected. Commissioner Swanson asked if Fieldhouse rental fees are increased if their rental requires the closure of the walking track. Director Evans responded that the fee for renters is the same regardless if their activity requires the track to be closed. The walking track is a free service to residents that is subjected to be closed for periods of time during the day so that the field can be rented. Currently rentals by lacrosse teams, baseball practices and other similar activities to require the track to be closed for the safety of the walkers. Walkers are able to pick up a monthly schedule of available walking times. Commissioner Riley shared that she often calls ahead before going to the track to walk just to make sure the track is still open. If a last minute rental gets scheduled or maintenance needs come up those wouldn’t make it on to the schedule. There was strong support within the Community Engagement survey for a permanent indoor walking track to be added to the site. Having a permanent track independent of the dome’s track would allow for indoor walking on a more consistent schedule. Commissioner Burkhardt shared that he enjoys being able to walk for free during the winter months but understands there are times the track may be closed when he arriv es. He believes an advantage to an additional track would be to provide a service to residents year -round. During stormy or extremely hot days in the summer, residents would have a place to visit to get their walk in. Motion by Commissioner Burkhardt, seconded by Commissioner Swanson, recommending the approval of the new Park Facilities Fees, Policies and Procedures. 6. COMMISSIONER/STAFF UPDATE The East Medicine Lake renovation project is moving along a bit slower than projected. Staff rejected the first round of concrete work which slowed down the project. The new shelter and playground are now installed. There is most of the concrete/asphalt work done as well. In the spring crews will complete landscaping and remaining punch list items. Staff will host a grand opening event in the spring. A new playground was installed at East Medicine Lake Park. The highlight is three large cubes stacked 20’ high with views of the lake and a winding slide to get down. The south boardwalk within the Northwest Greenway is now complete. The paved trail is not in yet, but walkable. The boardwalk will provide a lovely view over the wetlands. There is a large observation deck along the boardwalk with benches. 5 Approved Minutes November 8, 2018 Staff met with the consultant on the Northwest Greenway proj ect to begin designing the trail heads for the 2019 phase. That project will likely take place over two phases with asphalt/concrete work first and then construction of the shelter second. The trail heads are scheduled to be complete by 2020. A grand opening will be held once complete. Staff are close to completing the new Meadows Neighborhood Park located on the west side of Peony Lane, just south of the future playfield. Concrete/asphalt work still remains. The project is scheduled to be complete in the spring. Higher ground spots provide a nice view of the Elm Creek Wetland. Zachary Playground is scheduled for renovation in 2019. Plans include removing the playground and installing a more accessible playground. Since the project is large enough it will need to go to bid. Staff are currently going through bid interviews and reviewing designs. There will be an open house prior to the January 10 PRAC meeting to review designs and answer questions from residents. Harvest Park is a new mini-park that will be installed north of County Road 47 near Meadow Ridge Elementary School. A playground, shelter and trail connections will be installed. A community open house will be help prior to the February 14 PRAC meeting. The new Winter/Spring Activity Guide has been mailed out to residents of Plymouth. A listing of classes is also available online. Registration will open December 5 for residents. Last month’s Halloween at the Creek event had another record attendance of nearly 1,500 people. The event is nearing it’s maximum participant level. Staff have come up with creative ways to move people throughout the building. The first indoor farmers market of the season will be this Saturday from 9 -1:30pm at Bachman’s in Plymouth. The market is continuing to grow. This has built a good relationship and partnership with Bachman’s. Tonight’s meeting will be Commissioner Riley’s last meeting with the Parks and Recreation Advisory Commission. She has stepped down after many years of service to the City. Commissioner Riley shared that she appreciated the opportunity to be involved and looks forward to new projects coming up. After 12 years as Mayor and 8 years as a Councilmember, Mayor Slavik will be retiring at the end of 2018. Staff are planning a farewell reception to be held on December 12 at the Plymouth Creek Center. Invitations will be sent out soon. The 2019 Fire & Ice will be held on Saturday February 2 at Parkers Lake Park. 7. ADJOURNMENT Motion by Commissioner Swanson, seconded by Commissioner Burkhardt, recommending adjournment of the Park and Recreation Advisory Commission meeting. With no objection, Commissioner Riley adjourned the meeting at 8:14 p.m.