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HomeMy WebLinkAboutPark and Recreation Advisory Commission Packet 11-12-2020 Parks & Recreation Advisory Commission 1 of 1 November 12, 2020 CITY OF PLYMOUTH AGENDA Parks & Recreation Advisory Commission November 12, 2020 7:00 PM ZOOM 1. CALL TO ORDER 2. APPROVAL OF MINUTES 3. OPEN FORUM 4. PRESENTATIONS/INFORMATIONAL (NON-ACTION ITEMS) 4A Trail Projects Update (2020-2022) 4B COVID Impact Update 5. NEW BUSINESS (ACTION/NON-ACTION ITEMS) 5A Plymouth Historical Society Transition (Action) 5B 2021 Meeting Schedule (Action) 6. COMMISSIONER/STAFF UPDATE 6A Upcoming Community/Special Events 7. ADJOURNMENT 1 Proposed Minutes September 10, 2020 Proposed Minutes Park & Recreation Advisory Commission Thursday, September 10, 2020 MEMBERS PRESENT: Chair Tricia DeBleeckere, Vice Chair Dick Burkhardt Commissioners: Margie DuPuis, Ann Hoekstra, Allie Storti, Marilyn Sunseri, Vita Wilson MEMBERS ABSENT: STAFF PRESENT: Parks & Recreation Director Diane Evans, Deputy Director Barb Northway, Recreation Manager Kari Hemp, Plymouth Creek Center Manager Jess Riley, Project Coordinator Sonya Rippe, Office Support Specialist Sarah Josephs COUNCIL REPRESENTATIVES: City Council Member Jim Willis, Planning Commissioner Michael Boo GUESTS: Three Rivers Park District Commissioner Marge Beard, Three Rivers Park District Regional Trails Manager, Three Rivers Park District Associate Planner Maggie Heurung 1. CALL TO ORDER Chair DeBleeckere called the meeting to order at 7:03 p.m. 2. APPROVAL OF MINUTES Motion by Commissioner Wilson and seconded by Vice Chair Burkhardt recommending approval of the February 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. General Department Update Director Evans shared a presentation with Commissioners highlighting what the Parks & Recreation department has been working on since the meeting in February. A copy of the presentation will be added to the meeting packet for reference. In the beginning of the pandemic, many of the city staff were set up to work from home. By late May/early June most of the Parks & Recreation department was back working onsite. With all of the changes going on, staff have been adjusting our previous operating model to a virtual model so that programs and services can continue to run. Plymouth Creek Center Update In early spring, Jess Riley was hired to fill the position of the Plymouth Creek Activity Center Manager. Manager Riley grew up in Plymouth and has been working part time at the facility for many years. Most recently she worked at the Shoreview Community Center for the City of Shoreview for the last 12 years. On August 25, the City Council approved and awarded bids to move forward with the expansion of the Plymouth Creek Activity Center renovation and expansion project. The bids of the project came in about $3 million under what was authorized by Council, with a total bid of around $48 million. 2 Proposed Minutes September 10, 2020 RJM has started to prepare the location by putting up construction fencing around the facility and parking lot. The main entrance to the Plymouth Creek Activity Center (PCC) has been closed and Meeting Room 2 will be repurposed as the temporary entrance. When completed, the new facility will have two entrances to help with flow of traffic. The building itself will have three wings; an education wing, an events wing, and an active wing. The main entrance will lead into the event wing with access to both the education and active wings. The secondary entrance is through the active wing. To make room for the expanded parking lot, trees will be removed from around the property and replanted throughout the city in parks and open spaces. Additional new trees will be planted throughout the city to make up for any trees removed that are unable to be safely transferred and replanted. Plymouth Ice Center During the initial stages of COVID, the ice was removed from all three sheets in the arena. The building was closed to the public and removing the ice was an obvious way to save energy costs. When the arena was allowed to re-open, staff repainted the rink floors and freshened up the lines and logos. A time-lapse video was included in the presentation. Rink B had its dasherboards removed and replaced during the shut-down. This project was budgeted for in the City’s CIP. Recreation With modifications, many of our traditional spring and summer programs were still able to run. The Farmers Market was still able to be held on Wednesdays at Parkers Lake Playfield. A one-way directional system was created and vendor booths were spread further out to allow for safe movement of shoppers and vendors. A new additional was the creation of “personal shoppers” for farmers market visitors. If shoppers were unable to walk through the market, they were able to meet a volunteer in the parking lot and provide them their order. The volunteer would then shop the market on their behalf and return with the produce and items on their list. The Recreation team came up with the idea of Connect To Rec as a way to stay updated on the new programs being created and run online. Staff were tasked with finding fun, new ideas for people to register for to entertain themselves at home instead of onsite at one of our facilities. Connect to Rec Kits were created soon after that interested parties could purchase and use at home. The kits would either be delivered to their address in Plymouth, or available for pick-up at City Hall on set dates and times. Kit themes have so far included; fishing, Fourth of July, gardening, and bird watching. When the pool was able to reopen, we launched our new mermaid swim lessons. Mermaid 101 and Mermaid University classes were created as a fun way to keep kids swimming while learning mermaid tricks. Shark and whale tails are also available. Swim lessons were started back up with staff in full face shields and new modifications to teach the classes while keeping a safe distance from the participant. The Aquatics team also partnered with IOCP to provide 120 free life jackets to youth in the community. 3 Proposed Minutes September 10, 2020 Volunteers A new initiative was created to reach out to those in the community who may find themselves socially isolated during the pandemic. Volunteers and community members are encouraged to write letters, draw pictures, or share jokes and riddles that will be mailed to seniors in Plymouth. The annual volunteer appreciation event was adjusted to be social-distance friendly. Volunteers were invited to a grab-and-go ice cream social event held at the Hilde. A number of planting projects have taken place this summer by companies and families looking for time outside. There were over 2,000 native plants planted along Vicksburg Crossing, one of Plymouth’s senior housing communities. A volunteer made a video describing the process for removing garlic mustard that was shared on the city’s social media channels and city website. Due to restrictions in gatherings, our garlic mustard pull events are no longer able to be held. Watching the video will give community members the resources they need to pull the weed on their own. Parks & Forestry The Parks & Forestry division has taken a step into the robotic world and introduced their newest team member, Roxanne the Robot. Roxanne is a field painting robot that uses GPS triangulation to paint lines on the athletic fields. In past years it would take six crew members two to three weeks to layout fields while weekly maintenance of the lines required a two-person team. This year it took one crew member 1.5 weeks to layout the fields and weekly maintenance is handled by one staff member and the robot. Roxanne is estimated to save 1,500 staff hours each year. Two playgrounds were renovated this summer at West Medicine Lake Park and Swan Lake Park. West Medicine Lake Park has two towers and a merry-go-round spinner. The Plymouth Lions donated $19,000 towards the two to five year old playground, as well as two benches for the park. The Swan Lake Park playground has turf grass connecting the younger to older playgrounds. A playground shelter was also added to that park based on resident request. The bocce ball courts that had been located at Plymouth Creek Center were relocated to Elm Creek Playfield. The new courts use an artificial turf for smooth playing field and easy maintenance. The tennis and basketball courts at Plymouth Playfield received all new asphalt surfacing and fencing. The tennis courts are also lined for pickleball games. 5. NEW BUSINESS (ACTION ITEMS): 5a. Appointment of Chairperson and Vice Chairperson (Action) Director Evans shared that the appointment of the Chair and Vice Chair for each term traditionally happens early in the year. The February meeting did not have a quorum of members, and due to COVID the May meeting was cancelled. The appointments recommended tonight will be forwarded to the City Council for their final approval. Motion by Commissioner Wilson, seconded by Commissioner Sunseri, recommending the approval of Tricia DeBleeckere as Chair and Dick Burkhardt as Vice Chair for the 2020 term. With all members voting in favor, the motion carried. 5b. Annual Report (Action) Recreation Manager Hemp shared a final version of the 2019 Annual Report. The report shows a summary of the whole division and what was accomplished over the last year. A draft had been 4 Proposed Minutes September 10, 2020 reviewed at the February meeting. Minor changes to totals due to final compilation of data have been made. Motion by Vice Chair Burkhardt, seconded by Chair DeBleeckere, recommending the approval of the 2019 Annual Report. With all members voting in favor, the motion carried. 5c. Eagle to Bryant Lake Regional Trail Master Plan (Action) Project Coordinator Sonya Rippe introduced Three Rivers Park District (TRPD) Commissioner Marge Beard. Commissioner Beard represents Plymouth. The TRPD would like to inform PRAC about its project and gain approval to move forward with pubic engagement and master planning. Commissioner Beard introduced TRPD staff Danny McCullough and Maggie Heurung. The corridor being affected in the proposed trail alignment includes Maple Grove, Plymouth, Minnetonka, and connect with Bryant Lake Park in Eden Prairie. The total length would be 16 miles. Once the master plan is written, TRPD would enter into a cooperative agreement with the affected cities. With all of their regional trails, TRPD would be the agency responsible for funding and constructing the project. TRPD first met with the Commission in 2017, and again in 2018 and 2019, to discuss plans for a trail study and bike plan. A north-south connection was determined for the newest alignment which will run from Eagle Lake Park to Bryant Lake Park. Should the route be approved by each city, a public engagement process will begin to notify the public and gain feedback from residents. Within Plymouth, the trail will run along Zachary Lane from Bass Lake Road south to Medicine Lake. The trail would then join up with the current regional trail running along the east side of Medicine Lake. The connection will then head south on South Shore Drive, crossing Highway 55, and then proceed along Zachary Lane/Hopkins Crossroad into Minnetonka. TRPD staff are aware of the challenge to make a crossing over Highway 55 and will be proposing for an enhanced crosswalk. The master plan itself will include general guidelines for all crossings to determine if pedestrian ramps are recommended, flashing crossing lights, bridges, at-grade crossings, and wider stripes among other options. Further determinations will be discussed more in depth once a route is finalized and staff are able to review each specific crossing. After public engagement is completed; staff will come back to a meeting in late 2020 or early 2021 with recommendations for final alignment. Once the commission approves, the project will move to the City Council for their approval. Once the project is then approved by Met Council it will be available for funding and construction documents at that point. If approved, the project would likely be completed in segments due to the number of connections, crossings, and funding available. Motion by Vice Chair Burkhardt, seconded by Commissioner DuPuis, recommending the approval of the public engagement process for the Eagle to Bryant Lake Trail Master Plan. With all members voting in favor, the motion passes. 5d. 2021 Capital Improvement Draft (Non-Action) Director Evans shared a copy of the draft 2021 – 2025 CIP plan. Projects highlighted for upcoming work include roofing work at the PIC. Staff are looking for funding to replace roofing on Rink A and B. The repairs are expected to cost around $1 million, and supplemental funding from the city would be needed to complete the project. On the draft of the CIP, the $200,000 needed from the city is 5 Proposed Minutes September 10, 2020 shown as coming from an Unknown Funding source. Patches and repairs have been made over the past few years, but the roof is approaching 20 years old and is now in need of replacement. Horseshoe Hill Park will also begin development in 2021 on the north side of County Road 47. Playgrounds will be replaced at Turtle Lake Park, Nature Canyon Park, and Heritage Parks. 6. COMMISSIONER/STAFF UPDATE  Halloween at the Creek will have a different look this year due to Covid guidelines. The event will be held on October 30 and participants will be registering for a 30 minute time block to visit. Kids will be able to walk an “orange carpet” and have photos taken while being introduced. Luce Line Orchards is donating pumpkins again, so kids will be able to pick out a pumpkin to take home with them. A new addition will be a take-home pumpkin decorating kit for kids to take with them at the end of their visit.  Our first Balance Bike race will be held September 26 at Plymouth Creek Playfield on the skate park. This event is geared towards any child 18 months – 5 years old. Kids will be split into three age categories where they can race against others and take a turn through an obstacle course.  A Turkey 2K will be held on November 25. The 2.5 mile swim event will give swimmers an opportunity to sign up for a time slot to come and swim off some energy before the Thanksgiving holiday.  We were unable to use the Wayzata High School gymnasium for our fall gymnastics program. Instead we were able to collaborate with Urban Air in Plymouth to offer a modified version of our program in their facility. Urban Air is allowing our program to store equipment there each week to be set up and taken down each Saturday morning. 7. ADJOURNMENT Motion by Vice Chair Burkhardt, seconded by Commissioner Sunseri, recommending adjournment of the Park and Recreation Advisory Commission meeting. With no objection, Commissioner Sunseri adjourned the meeting at 8:26 p.m. REGULAR PRAC MEETING November 12, 2020 Agenda Number: 5B To: Parks and Recreation Advisory Commission Members Prepared by: Sarah Josephs, Office Support Specialist Reviewed by: Diane Evans, Parks and Recreation Director Item: 2021 PRAC Meeting Dates 1. ACTION REQUESTED: The Parks & Recreation Advisory Commission should review and approve the 2021 Meeting schedule. 2. BACKGROUND: The Parks & Recreation Advisory Commission is scheduled to meet six times, on the second Thursday of the month, at 7:00 p.m. to oversee plans and proposals for the city’s park system and recreation programs. The proposed 2021 Parks & Recreation Advisory Commission meeting schedule is shown below. Parks & Recreation Advisory Commission Regular Meetings Date Location Topic January 14 City Council Chambers General February 11 City Council Chambers General May 13 City Council Chambers General June 10 City Council Chambers General July TBD Bus Tour General September 9 City Council Chambers General November 11 City Council Chambers General 3. BUDGET IMPACT: NA 4. ATTACHMENTS: NA REGULAR PRAC MEETING November 12, 2020 Agenda Number: 5A To: Parks & Recreation Commission Members Prepared by: Rebekah Coffman, Historic Site Manager Reviewed by: Diane Evans, Director of Parks and Recreation Item: Plymouth Historical Society Operations 1. ACTION REQUESTED: Support transfer of Plymouth Historical Society operations and management to the City of Plymouth. 2. BACKGROUND: In late 2017, the Plymouth Historical Society (PHS) board members met with staff and City Council requesting to disband their current 501(c)4 status and turn over full operations and management of the Plymouth Historical Society to the City. Since that time, the PHS board have repeatedly expressed to staff that they are no longer able to carry out operations and management of the facility, its collections, and regular operations and want to ensure that the 162-year history of the City and 45-year history of the Society is preserved and stewarded for continued community appreciation and historical knowledge. After reviewing several options, the City Council authorized a joint partnership with the Plymouth Historical Society for the 2018-2019 calendar years. The partnership provided the PHS with a part- time City employee to operate, program, work with volunteers, write grants, digitize information, assess and organize collection artifacts and further evaluate operations. For 2020, staff recommended a continuation of the partnership with PHS as more time was needed to properly evaluate operations. Additionally, during this time frame, the City experienced a staffing transition for the part-time PHS manager and the building was scheduled to be remodeled. In July 2020, staff received a letter from Ted Hoshal, President of the Plymouth Historical Society, requesting the full transfer of the PHS operations and management to the City of Plymouth, effective 2021. This request echoes the original 2017 request to disband their board. As we approach 2021, staff is comfortable that operations of the PHS could be successfully transferred to full City management. This process would enable a support structure that provides preservation, programming, and public engagement in ways not currently sustainable by PHS board efforts alone. Transfer of responsibility would not prohibit Minnesota Historical and Cultural Heritage Legacy funding eligibility for the museum. Furthermore, staff is comfortable and committed to:  Maintaining, preserving, and displaying a historical collection for the community;  Managing historical artifacts (accession and deaccession);  Preserving, maintaining, and protecting the Historical Town Hall site;  Providing enhanced community engagement opportunities via public programs, classes, special events, and museum open houses;  Providing enhanced marketing via the website, newsletters, and other mixed media opportunities;  Establishing and maintaining PHS operational policies, procedures, and guidelines. These include, but are not limited to, the management of the collection and building, curating, grants and funding, establishing a “Friends of the Historical Society” volunteer group, and staffing. As part of the 2021 budget process, staff has requested that the Historical Society Manager position be reclassified from a temporary part-time position (29 hr. / wk.) to a full-time status position with benefits (32 hr. / wk.) to ensure stable operation. Minimal budget dollars will be needed in 2021 for general operation, as staff will continue efforts in organizing and displaying the museum collection within the rehabilitated Historical Town Hall, maintain administrative duties, and develop plans for 2022 programming. Upon support from the Parks and Recreation Commission and the City Council, staff will work with the City Attorney and PHS to craft all of the appropriate agreements necessary for the transfer of responsibility.