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HomeMy WebLinkAboutParks and Recreation Advisory Commission Meeting Minutes 06-10-20211 Approved Minutes June 10, 2021 Approved Minutes Park & Recreation Advisory Commission Thursday, June 10, 2021 MEMBERS PRESENT: Chair Tricia DeBleeckere, Vice Chair Marilyn Sunseri, Commissioners: Margie DuPuis, Ann Hoekstra, Hannah Wegner, Vita Wilson MEMBERS ABSENT: Allie Storti STAFF PRESENT: Parks & Recreation Director Diane Evans, Deputy Director Barb Northway, Recreation Manager Kari Hemp, Community Center Manager Jess Riley, Ice Center Manager, Erik Halverson, Project Coordinator Sonya Rippe, Volunteer Coordinator Jackie Maas, Community Center Supervisor Angie Dehn, Office Support Specialist Sarah Josephs COUNCIL REPRESENTATIVES: Planning Commissioner Michael Boo GUESTS: Call to Order Chair DeBleeckere called the meeting to order at 7:00 p.m. Public Forum Presentations and Public Information Announcements (3.1) Receive Update on the City Volunteer Program from Volunteer Coordinator Jackie Maas Volunteer Coordinator Jackie Maas shared the 2020 Annual Volunteer Services Impact Report. This year saw many new volunteer projects such as sewing 1,000 face masks and writing more than 1,400 cards to isolated individuals, as well as traditional projects like adopting parks and gardens and assisting at city events. Volunteers annually share their expertise with the city. One volunteer highlight from 2020 was a recently retired individual who volunteer who contributed over 500 hours with the Parks & Forestry division helping to inventory 10,800 park assets. In a typical year the volunteer recognition event would involve a large sit-down dinner with program. This year we shifted the event to a grab-and-go ice cream social so that we could still celebrate all the contributions made by volunteers while still being safe. With CARES funds, the Volunteer program was able to purchase branded hi-visibility vests for our volunteers to wear while volunteering outdoors at parks or on trails. These new vests also helped to recruit new volunteers as they were easily identifiable and approachable in the parks. As more residents spent time getting outside this year, our dog waste station fillers saw that impact firsthand. Our volunteers filled 101,000 dog waste bags in the 29 waste stations throughout the park. 2 Approved Minutes June 10, 2021 Summer teen volunteer training kicks off tomorrow with forty-four young people ready to assist in summer recreation programs and events. New this summer we opened our teen program to assist with our aquatics department. Teens can assist as junior lifeguard, and beach assistants. This summer teen program is not only a great job experience program, but it has also become a great feeder program for our summer playground staff. This summer there are three paid staff that had formerly served as teen volunteers in past summers. Last year a new summer tween volunteer program was also launched to offer service opportunities for those 11-13 years old. Commissioner Hoekstra asked if Coordinator Maas has an increase in volunteers reaching out after many residents seen the benefit of parks to their mental health during the pandemic or now that Covid is calming down. Coordinator Maas shared that she initially saw a fair amount of her volunteer base step back when the pandemic started due to vulnerable health concerns. At that same time, we had new volunteers coming forward to fill that gap. Now our volunteers that had stepped back initially are fully vaccinated and feel ready to get back into the community and volunteer again, so we have a larger pool of folks ready to help. During the pandemic we were able to strengthen, and build new, relationships with our community organizations. Many were looking for ways for their members to give back and help in a safe, socially distanced way. Cleaning parks and trails and garlic- mustard pulls were excellent ways for them to bring their teams together in person while helping the city. Commissioner Wegner asked what the best way is to connect a perspective volunteer with the city. Coordinator Maas shared that anyone interested in volunteering can email or call her directly. There is also an online application on the city website at www.plymouthmn.gov/volunteer. All information submitted will be sent directly to Jackie to connect with the individual. Chair DeBleeckere asked how we can draw so many volunteers from outside of Plymouth and Minnesota. Coordinator Maas shared that often our youth sports programs draw kids from nearby cities and require parent- volunteer coaches. Several of our Plymouth Post writers were former Plymouth residents who have moved out of Plymouth, and some out of Minnesota, who were interested in the opportunity to help write letters to those needing some uplifting thoughts during the pandemic. Commissioner Wilson shared that several years ago she had a teenager from France coming to live with her for a month. This young man was an avid tennis player, so Commissioner Wilson reached out to Coordinator Maas to see if he was able to volunteer with the city’s youth tennis program at Zachary Playfield. Coach Ciprian was a very popular tennis aide that summer. (3.2) Three Rivers Park District Update Project Coordinator Sonya Rippe shared an update on the Eagle to Bryant Lake Trail project on behalf of the Three Rivers Park District. A draft master plan has been approved by the Three Rivers Board of Commissioners and will go to public comment on May 24, 2021. Written comments will be accepted through the end of business day June 23, 2021. Staff is in favor of the draft master plan. While in Plymouth, the trail will run south along Zachary Lane then join the Medicine Lake Regional Trail along the east side of Medicine Lake. On the south side of Medicine Lake, the trail will connect with the Luce Line Trail. The trail will continue south, across Highway 55, then run along County Road 73 into Minnetonka. More information on the project and master plan can be found at https://www.letstalkthreerivers.org/. Approve Agenda (4.1) Approve Agenda 3 Approved Minutes June 10, 2021 Motion by Commissioner DuPuis and seconded by Commissioner Wilson recommending approval of the June 10 Park and Recreation Advisory Commission meeting agenda. With all members voting in favor, the motion carried. Consent Agenda (5.1) Adopt Proposed Park and Recreation Advisory Commission Minutes Motion by Vice Chair Sunseri and seconded by Commissioner DuPuis recommending approval of the February 11 Park and Recreation Advisory Commission meeting minutes with changes as discussed. With all members voting in favor, the motion carried. General Business (6.1) Approve 2020 Annual Report Manager Kari Hemp shared the final draft of the 2020 Annual Report. The annual report provides a statistical information and operation highlights from the seven divisions in the Parks & Recreation department. Motion by Commissioner Hoekstra, seconded by Vice Chair Sunseri, recommending the approval of the 2020 Annual Report. With all members voting in favor, the motion carried. (6.2) Update Park Facilities Fees, Policies, and Procedures Manager Hemp shared proposed updates to the department’s facility fees found in City Code 1016.01. These fees include park buildings, fields, Plymouth Community Center (PCC), and the Plymouth Ice Center. Facility policies have also been updated to reflect the renovation and expansion of the PCC facility and the addition of the Northwest Greenway Pavilion. The fees and policies are reviewed by staff on an annual basis. Fees are typically adjusted every two years. Due the pandemic, staff did choose to delay fee increases that were planned for 2020-2021. The fees were last adjusted in December of 2018. Staff is recommending the adjustments due to inflation, utility increases, maintenance fees, expansion of the PCC, and creation of the Northwest Greenway Pavilion. Corporate fees have been eliminated in this proposal. Previously the only remaining corporate fee was tied to the Plymouth Room. Going forward, corporations would pay either a resident or non-resident rate based on where they are located. Park Shelter, Park Building, Hilde Performance Center, and Personal Watercraft Rack fees all have a proposed increase of $5. The new Northwest Greenway Pavilion will need rental fees approved before reservations can start being accepted. A new Park Access Permit fee has been added for contractors and residents that need to use park property to access their property for projects. An example of when this would be used is when a contractor may need to access to a household’s backyard via city trail if no other access point is available. This permit fee covers staff time to coordinate the access and inspect the park property after access to check for any damage. Staff have consolidated the fees at the Millennium Garden so that it is the same fee on Friday, Saturday, and Sunday instead of having a unique fee for each day. Most of the fee changes and additions are at the Plymouth Community Center. There is a standard 25% difference between resident and non-resident rental rates. Some previous rates did not match the scale and required either being raised or lowered for consistency. The Plymouth Room fees were standardized and made fees and policies 4 Approved Minutes June 10, 2021 more consistent. New fees have been added to reflect the additional room options with the expansion of the PCC. Room names have also been updated to reflect the new names. Playground admission, punch passes, and birthday party package fees have been added to reflect the new indoor playground area. Several fees were also eliminated as those costs are now included in the room costs (i.e., microphones, tv/dvd, etc). The Plymouth Ice Center is proposing increasing their prime rate by $15 and their non-prime rate by $5. The Plymouth Community Center Fieldhouse has proposed fee increases of $10 for prime and non-prime time rates. The Millennium Garden, Plymouth Community Center, and Park Facilities policies were all updated to reflect updated amenities. With the proposed fee changes, staff are anticipating an increase in revenue of $275,000. The proposed fees and policies will next go to City Council for final approval at their June 22 meeting. Once approved the Northwest Greenway Pavilion fees would go into effect immediately. Plymouth Ice Center fees would go into effect January 1, 2022. The Plymouth Community Center and Fieldhouse fees would go into effect once the facility opens in December 2021. Motion by Vice Chair Sunseri, seconded by Commissioner Hoekstra, recommending the approval of the Park Facilities Fees, Policies, and Procedures. With all members voting in favor, the motion carried. (6.3) 2022-2026 Capital Improvement Program (Draft) On an annual basis, in conjunction with the budget process, the Capital Improvement Program (CIP) is approved. The CIP provides a 10-year look at proposed improvements, repairs, and replacements. Deputy Director Northway shared a summary of projects scheduled in the next two years. The Fieldhouse has scheduled repairs to the airlock door system for 2023. The Plymouth Ice Center has scheduled adding low e-ceilings in all three rinks for 2022. The low e-ceiling helps with sound insulation and assists with compressor efficiency. Additionally, office area carpet improvements are scheduled for 2023 and replacement of sound system in Rink B and C is scheduled for 2023. Several large Parks & Forestry projects are scheduled in the CIP. In 2023, a proposed park development of Pomerleau Park is scheduled. The city has owned the property at Pomerleau Park for approximately 10 years. A small parking lot, boat launch, and watercraft storage racks were added after the land was first purchased. Plans tentatively include a playground and picnic shelter. A trail connection around the lake, and replacement of current trails would be scheduled in conjunction with road improvements. The south boardwalk at Lake Camelot is scheduled to be replaced in 2023. This boardwalk is very heavily used and will benefit from an upgrade. In 2023 the parking lot at the Plymouth Ice Center/Lifetime Fitness is scheduled to be replaced. This project would be a cost-sharing project with the city and Lifetime. In 2023, Elm Creek Playfield is scheduled for additional soccer field lighting to be added. Lighting the field at Elm Creek would help to replace the lighted field that is no longer at Oakwood Playfield. Scheduled in 2022, we will be partnering with Engineering to add a new trail along the south side of Medina Road while they complete their road repaving project. A new trail connection is also proposed to connect Prairie Ponds Park to Fairway Greens Park. The trail currently ends just west of Vicksburg Lane. The connection would run under 5 Approved Minutes June 10, 2021 the Vicksburg Lane bridge, then continue northeast to meet up with the trails in Fairway Greens Park. In 2023, a new trail connection will be installed along Old Rockford Road between Polaris Lane and Vicksburg Lane. LaCompte Playfield is scheduled for redevelopment in 2028. A new playground would be installed along with other park upgrades. County Road 73, along the west side of the park, is scheduled for a future redesign in the next few years. Staff are waiting for final road redesign plans to become available to help guide the park redevelopment plans. Looking ahead at scheduled playground renovations, St Mary’s Park and Shenandoah Park are both scheduled for renovation in 2022. A playground replacement is also scheduled at Elm Creek Playfield in 2023. Based on demand for pickleball, staff have scheduled the addition of a dedicated pickleball court at Zachary Playfield. Currently there is only one dedicated pickleball court located at Bass Lake Playfield. All the tennis courts in Plymouth are lined for both tennis and pickleball. The parking lot would also be scheduled for resurfacing and expanding in 2022 to coincide with the pickleball court addition. An electronic sign is scheduled to be added at the Northwest Greenway trailhead in 2022. The sign would be installed along the north parking lot, leading into the picnic pavilion and be like existing signs at Parkers Lake Park, Zachary Playfield, and the Hilde Performance Center. Motion by Vice Chair Sunseri, seconded by Commissioner Hoekstra, recommending the approval of the 2022-2026 Capital Improvement Plan (Draft). With all members voting in favor, the motion carried. (6.4) 2021 Park Tour Date Bi-annually the Parks & Recreation Department takes Commissioners on a bus tour of the Plymouth park system. The tour highlights new parks and trail, identifies areas of concern, and showcases projects in process. Potential dates for the tour are Monday, August 9; Monday, August 23; and Thursday, August 26. New this year, our tour would leave from the Northwest Greenway instead of City Hall so that Commissioners can have time to tour and view the new pavilion and playground area. After discussion, Commissioners selected Monday, August 9 as the date of the tour. Reports and Staff Recommendations (7.1) Upcoming Special Events Manager Hemp shared an updated 2021 Special Event flyer. Pie Day was recently held with nearly 200 people in attendance. There were just over 350 people that attended Bark in the Park this last weekend. An event coming up this weekend is part of our new Beach Series program called Kites Over the Beach. Participants can meet at East Medicine Lake Park and make kites or windsocks or feel free to bring their own to fly along the lake. Looking ahead to July, the ever-popular Happy Birthday America Parade will take place on July 1 at the Hilde Performance Center. The Plymouth Farmers Market will open Wednesday, June 23. The market runs weekly through October 6 at Parkers Lake Playfield. Music in Plymouth will be held Wednesday, July 7 at 6:30 p.m. There will be a line-up of bands followed by fireworks. The Minnesota Orchestra will not be in attendance this year. 6 Approved Minutes June 10, 2021 (7.2) Plymouth Community Center Construction Update Director Evans shared that the construction project is on schedule. The building will close on September 1 so that construction crews can begin renovating the existing facility into the Event Wing and begin constructing the Education Wing. The main Active Wing is schedule to open the first week of December with the complete building opening in May/June 2022. Adjournment Motion by Commissioner Hoekstra, seconded by Commissioner Wilson, recommending adjournment of the Park and Recreation Advisory Commission meeting. With no objection, Chair DeBleeckere adjourned the meeting at 8:21 p.m.