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HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 11-12-20201 Approved Minutes November 12, 2020 Approved Minutes Park & Recreation Advisory Commission Thursday, November 12, 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, Ice Center Manager Erik Halverson, Project Coordinator Sonya Rippe, Historic Site Manager Rebekah Coffman, Office Support Specialist Sarah Josephs COUNCIL REPRESENTATIVES: City Council Member Jim Willis, Planning Commissioner Michael Boo 1. CALL TO ORDER Chair DeBleeckere called the meeting to order at 7:03 p.m. 2. APPROVAL OF MINUTES Motion by Vice Chair Burkhardt and seconded by Commissioner Sunseri recommending approval of the September 10 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. Trail Projects Update (2020-2022) Project Coordinator Sonya Rippe provided an update on upcoming trail repair and replacement projects. In 2020, trail repair and replacement was completed on Schmidt Lake Road, between Nathan and Zachary Lanes. The project worked on just over ¾ of a mile and was done in collaboration with the Schmidt Lake Road project. The trail installation project along Vicksburg Lane had originally been scheduled for 2019 but had to be pushed back to 2020 due to very high bidding results. The trail project was paired with the Vicksburg Lane reconstruction project and is now complete. The trail runs between County Road 6 and Medina Road on the west side of Vicksburg Lane. Further north on Vicksburg Lane, a short segment of 205’ of trail was added near the intersection by Fresh Thyme. This connection will be very helpful in connecting residents to the commercial area. Another new trail project was a joint project with the Brockton Lane reconstruction project between the Cities of Medina and Plymouth. A trail was added to the east side of Brockton Lane, running from Medina Road to Hamel Road. The total trail length was just over ¾ of a mile. The trail gap between the Creekside Hills development and the Elm Creek Playfield and Wayzata High School area will be completed in 2021. The trail will run over wetlands and connect with the private road leading into the High School parking lot. The school district has signed a Joint Powers Agreement to fund a portion of the project. 2 Approved Minutes November 12, 2020 Another trail project planned for 2021 is a short segment along Medina Road, from 28th Ave to Niagara Ln. The Engineering department will be doing a full depth reclamation road project in that area so we will be joining that project to complete that connection. In 2022 another segment will be scheduled along Rockford Road, between Forestview Lane and Zachary Lane. Staff also plan to make a connection along Old Rockford Road during the next road construction project. Plymouth will be scheduling a trail connection in partnership with the City of New Hope soon. The bridge on County Road 9, crossing over 169 will be replaced. This project will be part of a larger road realignment project on Hwy 169, coordinated between the Cities, County, and State. Staff are also working on finalizing agreements with Three Rivers Park District (TRPD). There are three major regional trails that run through the city. The agreements between the City and TRPD have been up until now more verbal agreements than formal agreements. The agreements will make clear who is responsible for maintenance, repair, plowing, in addition to who in fact owns that particular parcel of property. Earlier this year agreements around the Luce Line Regional Trail were finalized and approved. Up next is the Bassett Creek Regional Trail agreements. There are many parts to the agreement as it runs from Hwy 169/36th Avenue into French Regional Park. The next set of agreements will iron out the Medicine Lake Regional Trail which runs from French Regional Park to Maple Grove. Commissioner Wilson asked if there are any plans to widen the trails along the east side of Medicine Lake. During COVID, many more people are out using the trails than in past years and there are several sections of the trail that are very narrow and make it hard to travel with walkers and cyclers heading in both directions. Coordinator Rippe replied that there are plans to widen the more narrow sections of trail on the east side of the lake. Currently those locations are near future street construction projects and staff hope to tie the two projects together. Widening tho se areas will help alleviate some of the pressure felt in heavy traffic times. TRPD has also increased the amount of signage placed along the trails during the pandemic to educate trail users on right of way, speed, and sharing the trail. 4b. COVID Impact Update Director Evans shared a presentation with Commissioners highlighting what the Parks & Recrea tion department has been implementing in terms of COVID-19 safety guidelines. Manager Kari Hemp explained that over the last eight months staff have had to review the ever -updating Minnesota Department of Health (MDH), Centers for Disease Control and Prevention (CDC), State of MN, and Governor Walz’s recommendations, restrictions, and directives. Most of the recreation and outdoor programs held in Plymouth fall under the Department of Natural Resources category of guidelines. Recreation Our department is required to have not only an internal preparedness plan, but an external preparedness plan for every single program and event running at each facility. In the event of our programs that are held offsite at school facilities or private facilities (i.e. Urban Air), a facility preparedness plan must also be developed. The plans are required for external groups reserving our facilities as well (i.e. athletic associations). Presently there are nearly 50 preparedness plans created for the programs running through Parks & Recreation and nearly 25 preparedness plans for external users. Every time an update is made to the current health recommendations, we review their updates and compare to how we were implementing programs and make updates to our preparedness plans. 3 Approved Minutes November 12, 2020 Participants are sent a copy of the most current preparedness plan the week that their program starts so that they are updated on the most current safety guidelines. Currently we are limited to having 15 people per group/room during indoor programming. These 15 people also account toward the facility’s overall capacity that cannot be exceeded. Presently the Plymouth Creek Center is only able to hold 25% of its capacity; only allowing 250 people at a time. Staff need to coordinate the programs and rentals taking place at any given time to make sure that they are not exceeding 250 people in the facility. Outdoor programs have guidelines set at 25 people per group. In terms of organized sports, the guidelines switch to 25 people per “pod”. Depending on the event and the square footage of the field, you can have two pods on a field at a time. Recreation programs run inside school facilities (i.e. gymnastics, swimming lessons, basketball league, etc.) must keep to the same building capacity rules. Recreation staff are continually in touch with school district staff to ensure that the facility is not exceeding their own capacity limits. Current guidelines restrict pool capacity to 50%, however we also need to stay within the guidelines for youth and family programming (no more than 25 people). In order to offer in-person classes we have limited the class sizes and reduced the number of in-person classes offered. Our summer picnic shelter reservations were restricted to parties with no more than 25 people in attendance. Our general COVID-19 guidelines will be included in our next seasonal Activity Guide to notify participants of the measures we are taking, and when they should refrain from attending classes. Signage has been posted throughout each of our facilities with guidelines so visitors are aware of current requirements. We held our first special event since COVID-19 first hit. Several weeks ago we held our Halloween at the Lake event at Parkers Lake Park. Guidelines and a preparedness plan were put in place prior to the event, however our control methods did not work as intended. The event filled up extremely quickly and many people had to be turned away. We learned a lot from how that event went and will use those lessons in our upcoming events. The largest change is that visitors will now be required to register in advance for each event, including free events. This pre-registration will allow for us to manage the number of people on site at any time. Hands-on staff time has increased every time there is a guideline update or a program cancellation. Staff now send out class-specific protocols ahead of each class notifying participants where to enter class, what to bring, and the current guidelines. Due to some social -distancing restrictions many classes have had to be cancelled, resulting in staff contacting each participant to notify and a ssist in finding an alternate class. Commissioner Hoekstra inquired if the department will start requiring proof of a negative COVID -19 test prior to participating in programs or events. Manager Hemp replied that at this time those test results are not a mandated requirement for us so we do not have any plans to require those test results. We do ask participants to stay home if they are feeling sick and to notify us if they have had any exposure. In a follow-up question, Commissioner Hoekstra asked if proof of immunization would be required once the vaccine is available. Manager Hemp shared that unless the requirements from the State change, we will not be requiring proof of vaccinations. Plymouth Ice Center 4 Approved Minutes November 12, 2020 Ice Center Manager Erik Halverson shared that there is a current limit to 25 people per pod, and up to two pods on each ice surface. The requirement does allow for games and scrimmages. Additionally, up to two spectators can be in attendance per each player. Care is taken when scheduling the games and scrimmages particularly as the facility capacity is not able to exceed 250 people at any time (excluding players on the ice). Ice Center staff have been trained in the new cleaning and sanitizing protocols and now clean each locker room and team bench after each hour of use or rental. The meeting rooms and lobby/common, and restrooms approximately every four hours. To assist in maintaining the proper building capacity, a staff member is stationed at the front entrance to make sure only scheduled users are entering. Those with ice reservations are only able to arrive 15 minutes prior to their reservation time. Teams are required to leave within 15 minutes of the end time of their reservation. Each rink is assigned a Zamboni driver to resurface the ice an d clean locker rooms and benches to reduce their contact with others. The concession stand is closed based on current guidelines. Vending machines are still open and staff are working at replacing some candy options with more healthy options. Guidelines only allow for two visitors in the building per player. To allow for more family and friends to view games and scrimmages, livestreaming is available on each of the three rinks. This system was implemented in 2019 as an additional revenue stream. Viewers can subscribe to the service this season and watch games from home. Electric sliding doors have been added at the building’s entry and exit points to reduce contact touch points. Open Skating and Open Hockey is running again with adjustments. Skaters must register ahead of time to make sure the ice capacity is maintained. Skaters are also able to pay online or over the phone for their tickets, thus allowing for less direct contact when they arrive at the arena. Skaters are able to scan their tickets upon arrival. Skating lessons are also still running. Beginner classes have been cancelled as safe socially distancing measures would not have been possible to maintain. Advanced classes, where skaters are able to get up and move on their own, are still running. The PIC recently added a new HVAC system that includes bipolar ionization. This process is essentially like a hand sanitizer for the air. It shoots ions into the current HVAC system which then fans the ions into the lobby, locker rooms, office areas, and meetings rooms. Once the ions attach themselves to germ viruses, molds, or other small particles, it can kill them on contact. Commissioner Storti asked how staff are tracking the number of visitors per player. Manager Halverson answered that team rosters are provided to the staff member at the front door. As visitors arrive to watch, a tally is marked next to that player’s name. Once that player has two visitors tallied any other visitors are turned away. Plymouth Creek Center Plymouth Creek Center Manager Jess Riley updated Commissioners on current guidelines at the PCC. Manager Riley shared that the Plymouth Creek Center follows guidelines for banquet rooms and meeting rooms of maintaining 25% capacity restrictions. Currently, wedding receptions are limited 5 Approved Minutes November 12, 2020 to 50 people and must end by 10:00 p.m. Based on the newest guidelines released, on December 11 the receptions will now be limited to 25 people. The Fieldhouse is also limited to a 25% capacity and allowed to two pods of 25 people on a full field. Indoor walking track times have been limited to when no other activities are taking place on the field. Residents must schedule a time in advance to walk. At this time, no spectators are allowed in the Fieldhouse during practices or games. Open walking is limited to 25 walkers per hour. Similar to the PIC, staff have been training on the new cleaning and sanitizing protocols required. Visitors will now need to enter and exit via different doors to reduce contact with others. Staff are cleaning high touch points every three hours. Chairs and tables in meeting rooms are cleaned and sanitized after each rental. The Fieldhouse also received a bipolar ionization system to connect to their HVAC and help clean the air. Many weddings that had been scheduled for this summer were either rescheduled to a later date or cancelled. Commissioner Wilson asked if there was a large financial impact to the events being cancelled or rescheduled. Manager Riley shared that room rental revenue was down quite a bit due to being closed for several months. During that time the building also had a decrease in expenses and staffing which will help offset those revenue losses. Parks & Forestry Parks & Forestry staff have had an increase in time to clean park facilities, equipment, and vehicles to ensure mandated cleaning protocols are being met. Crew members are now assigned to their own vehicles as much as possible to reduce contact and cross-contamination. The park buildings have been retrofitted with touchless entries and improved air fixtures and air filtration systems this summer. There has been an increase in park usage this year with the number of people staying near home. With that, an increase in calls for repairs and maintenance have been received from park users who are out spotting areas of concern. Cost Impacts Costs for the department have increased to account for the additional cleaning products needed to have on-hand at each program at each site. We have also had to adjust how people arrive and leave facilities and create more controlled entrances and exits. For programs that require equipment or supplies, it is recommended that each participant receive their own supplies and not share. Equipment is then sanitized after each use or each class. Due to having to space out classes and reduce overall building capacity, we have had to find alternative places to host programs. Our gymnastics program is an example of a class that typically is held at Wayzata High School, but is now relocated to Urban Air; which now requires a rental fee. Staff have been busy creating and updating communications posted throughout the City parks, city website and social media channels. Our Activity Guide will also now include general Covid guidelines for participants to review each season. With many of the new events and kits being offered based on guideline updates, graphics are created to help advertise. Signage has also been created for each facility to alert visitors to the current Covid guidelines followed at the facility. Weekly emails have been sent to particpants as well to keep them updated on new programs, changes, and other offerings. 6 Approved Minutes November 12, 2020 5. NEW BUSINESS (ACTION ITEMS): 5a. Plymouth Historical Society Transition (Action) Plymouth Creek Center Manager Jess Riley and Historical Society Manager Rebekah Coffman were present to share an update on the recommended transition of management operations. The Plymouth Historical Society was first founded in 1975. Their first big project was the preservation of Town Hall from 1976-1989. A Carriage House was added to the property 1987-1989. The purpose of the Historical Society has been to discover, preserve, and share the history of Plymouth. In 2017, the Plymouth Historical Society (PHS) approached the City to take over their operations. The City Council later authorized a joint partnership to learn more about the operations. During this joint partnership the City hired the first PHS Manager, Natasha Thoreson. The PHS was run by Manager Thoreson, in partnership with the board members of the historical society. During this time, the Town Hall began a rehabilitation project, updated the museum newsletter, and started the process of modernizing the website. Manager Thoreson left the City in late 2019 and was replaced by Manager Rebekah Coffman. In June of 2020 the PHS confirmed their desire to transfer all operations to the City effective early 2021. Staff have been working with the City Attorney, PHS board, and PHS Attorney to finalize the transfer of operations. Manager Coffman has also been working to get the museum rehabilitation project completed and have it fully operational by 2022. New display areas will be created while the museum hours will also be reestablished. While the museum has been closed to the public during the rehabilitation project she has had several volunteers working on projects related to the collection storage plan. Volunteers inventoried and packed each item to prepare for temporary removal. Another group of volunteers are photographing and documenting the inventory to update asset management software. Manager Coffman shared before and after photos with the Commission to give an idea of the progress made during the rehabilitation project. The current display areas were cluttered together and hard to show detail of the individual pieces of the collection. Internal building updates were completed; including removal of carpet and replacing with epoxy flooring. The new flooring is much cleaner and easier to move items around on. The previous fluorescent lights were replaced with LED lighting throughout the museum. The previous kitchen area was renovated to become an open office and archive area. Another project completed this year was renovation of the restrooms in the museum. The classroom addition upstairs had taken on more of a storage function. After removing all of the collection and storage, the floors were refinished, walls were repainted, and new track lighting was added to safely spotlight items in the collection. In the main Town Hall portion of the museum plaster work was repaired to make the walls and ceiling more stable. Track lighting was installed on the ceiling for highlighting collections. The walls were painted and floors were treated and refinished. Now that the building itself is ready, the next step is to plan out the best way to st ore the collection. Previously every item had been on display. Going forward she would like items to be rotated and have more curation to the display, allowing visitors to leave knowing more about the history of 7 Approved Minutes November 12, 2020 Plymouth. A Legacy Grant was awarded to assist in working with a consultant to determine an appropriate and safe way to house pieces in the collection. Another project is to find ways to gain new interest in the museum. In lieu of traditional open houses that have been held in the past, Manager Coffman has started hosting virtual open houses. Information is given about the museum and the Plymouth Historical Society, as well as a discussion on a specific historic topic. A quarterly newsletter is emailed and mailed out to those interested in following updates. Interesting blog posts have been added to the PHS website on a regular basis as well. Website traffic does continue to increase, as well as the amount of time spent on the website. The PHS was involved with a cemetery tour at the Parkers Lake Cemetery. Participants were able to visit and have a nice tour while learning the history of the cemetery. Another new initiative is starting an oral history project. Volunteers have started recording interviews with residents, historians, and others will connections to Plymouth history in a digital format via Zoom Motion by Commissioner Wilson, seconded by Vice Chair Burkhardt, recommending the approval of the transfer of Plymouth Historical Society operations and management to the City of Plymouth . With all members voting in favor, the motion carried. 5b. 2021 Meeting Schedule (Action) Director Evans shared a recommendation of the 2021 meeting dates. Traditionally PRAC is taken on a Park Bus Tour every other year. That tour is tentatively scheduled for 2021, but may need to be delayed based on what Covid-19 safety guidelines recommend at that time. Motion by Vice Chair Burkhardt, seconded by Commissioner Sunseri, recommending the approval of the 2021 Meeting Schedule. With all members voting in favor, the motion carried. 6. COMMISSIONER/STAFF UPDATE • Several weeks ago a ground-breaking ceremony was held at the Plymouth Creek Center to officially start the renovation and expansion project. • Construction is underway at the Plymouth Creek Center. Crews have begun installing footings for the activity wing and anticipate having the first outside walls up in late December. • Holiday at the Hilde is scheduled for December 5 at 4:00 p.m. This event will replace our Old Fashioned Christmas event. Our Parks & Forestry division has decorated the Hilde Performance Center greenspace with a beautiful light display. The event will also include a candy cane forest, socially distanced meet-and-greet with Santa, and additional outdoor activities. • The lights in the Hilde area will remain up and lit throughout the winter months. Visitors are welcomed to walk through the park and view the colorful light display in the evenings. • Skate with the Garden will be relocating to the pond at the Hilde and renamed Skate the Hilde. • We recently held a drive-thru Veterans breakfast event to thank Veterans living in the area. Traditionally a sit-down breakfast is provided at the Plymouth Creek Center, but this year a socially distant alternative was created. Veterans were able to drive through the City Hall parking lot and pick up breakfast, coffee, and a thank you gift. Police and Fire staff took meals to several local senior living homes for the Veterans that were unable to attend in-person. Community members and school children were invited to write letters of appreciation to be included in each Veteran’s thank you bag. Also in their their bags were a commemorative medallion and a personalized t-shirt. Just over 100 Veterans were able to partipate at City Hall and another 100 meals and thank you gifts were delivered to the area senior living facilities. 8 Approved Minutes November 12, 2020 Star Tribune was on site and wrote a very nice article about the event and the Veterans the reporter was able to interview. 7. ADJOURNMENT Motion by Commissioner DuPuis, seconded by Vice Chair Burkhardt, recommending adjournment of the Park and Recreation Advisory Commission meeting. With no objection, Chair DeBleeckere adjourned the meeting at 8:27 p.m.