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HomeMy WebLinkAboutParks and Recreation Advisory Commission Meeting Minutes 09-09-2021 Approved Minutes Park & Recreation Advisory Commission Thursday, September 9, 2021 MEMBERS PRESENT: Chair Tricia DeBleeckere, Vice Chair Marilyn Sunseri, Commissioners: Margie DuPuis, Ann Hoekstra, Allie Storti, Hannah Wegner, Vita Wilson MEMBERS ABSENT: STAFF PRESENT: Parks & Recreation Director Diane Evans, Deputy Director Barb Northway, Recreation Manager Kari Hemp, Parks & Forestry Manager Jason Goehring, Parks Supervisor Brian Swartzer, Office Support Specialist Sarah Josephs COUNCIL REPRESENTATIVES: Council Member Jim Willis, Planning Commissioner Michael Boo Call To Order Chair DeBleeckere called the meeting to order at 7:00 p.m. Public Forum Presentations and Public Information Announcements (3.1) Parks & Forestry Operations Parks & Forestry Manager Jason Goehring and Parks Supervisor Brian Swartzer were present to share an update on the Parks & Forestry division. Manager Goehring was hired in 2021, but initially started his career in Plymouth as a part-time Yard Waste Site attendant. His interest in the division grew from there and he joined the mowing crew for two summers. He pursued full time positions in the parks and forestry field with the cities of Maple Grove and Long Lake, Orono Park & Golf Course, and most recently Carver County before rejoining the division in Plymouth. Supervisor Swartzer celebrated his 5-year anniversary with the Parks & Forestry division this year. The Parks & Forestry division is made up of 26 full-time staff members, staffed 7 days a week. The Leadership Team includes the Deputy Director, Manager, Forester, Supervisor, Project Coordinator, and 2 Lead Staff. There are 24 seasonal staff during the peak season and 16 seasonal staff during the winter. The division shares 5 full time positions; 2 with the Plymouth Ice Center, 1 with the Plymouth Community Center, and 2 with Public Works/Streets. The Parks & Forestry division is responsible for the care and maintenance of just over 1,800 acres of park land. There are 330 acres of turf grass (athletic fields, neighborhood parks, along trails) that need to be mowed. During peak mowing season there are 3 full time staff and up to 8 season staff mowing and trimming 4-5 days a week. There are a variety of mowers on hand; the crew is able to use 16’ wide mowers for open fields and zero-turn mowers for close cuts around trees and fences. To increase resources, staff are also able to convert some of the mowers and tractors into snow blowers for winter and add tracks and blowers to the zero-turn mowers to clear snow from sidewalks. In addition to mowing, staff also maintain the outdoor athletic spaces/fields including baseball, softball, soccer, Approved Minutes 1 September 9, 2021 football, lacrosse, tennis, pickleball, bocce ball, volleyball, pleasure rinks, and hockey rinks. Daily maintenance of these spaces includes grooming, chalking, painting lines and layouts, and repairing amenities (goals, nets, bleachers, fencing). The division utilizes an autonomous line painting machine/robot to increase efficiency drawing field lines. By using this robot, named “Roxane” by staff, one person is now able to complete the line work in the same amount of time that it used to take 6 staff members prior to having the machine. An exciting new asset for the division is a new drone with aerial photo-taking capabilities. This new drone has already proven invaluable in taking one-of-a-kind photos of parks, trails, and projects under development. The division also maintains large scale irrigation systems throughout the parks. These systems allow for safe and healthy turfgrass throughout the season. Crewmembers are skilled heavy equipment operators and play a large role in the completion of construction projects in the parks. Projects include repairing trails and sidewalks, concrete demo, site grading, new trail base installation, surface and subsurface drainage, hauling materials to and from construction sites, demolition and installation of shelters, and installing fences and retaining walls. Throughout the year the crew helps with the set up and take down needs of recreation events. They also maintain three swimming beaches in the city (West Medicine Lake Park, East Medicine Lake Park, and Parkers Lake Park). Maintenance duties at the beaches include clearing seaweed and transporting to the yard waste site. They also groom and clean the beach areas twice a week during the swim season. In addition to beaches, the crews oversee the cleaning, repair, and maintenance of numerous park shelters and park buildings throughout the year. The Forestry division maintains a viable urban forest throughout the park system. Their focus areas are reforestation, tree care programs, tree preservation, managing tree diseases/insects, and noxious weeds and tall grasses. This division also manages the Emerald Ash Borer (EAB) program. In 2021 they completed 411 EAB injections by in-house certified pesticide treaters, 319 suspect/confirmed EAB infected removals, and 74 pre- emptive EAB removals. Within the Forestry division are horticulture staff. One duty of the staff members is to maintain the park entrance signs with flower beds and gardens throughout the park system. The horticulture staff designed the layout of, ordered, and planted the new perennial garden at the Northwest Greenway pavilion. There are 46 playgrounds in the park system that staff maintain. Staff check for worn parts and remove any graffiti. Routine inspections are also completed by the city’s certified playground safety inspectors. Playgrounds- maintains 46 playgrounds. There are over 170 miles of city managed trails. The crew work to patch potholes, remove snow, perform a semi- annual cleaning, trimming or removing of tree branches interfering with the trail, and complete trail overlays and replacements. The city runs a seasonal yard waste site that is available to residents of Plymouth, Medicine Lake, Wayzata, and Long Lake at no charge. It is located next to the maintenance facility on 23rd Avenue. Commissioner Hoekstra inquired if this site makes any annual revenue. Supervisor Swartzer replied that this site is run as a service to the community. Deputy Director Northway added that at one point the service used to break even as there was a value to providing the wood to grinders or composters. It no longer breaks even but is still great service to residents of the community, so the site is kept open. During the winter months, the crew build outdoor ice rinks, remove snow from trails and parking lots, remove and trim park and boulevard trees, perform maintenance or modification on equipment, work on building projects, remove buckthorn, and work on carpentry projects. Commissioner Hoekstra asked if the autonomous line painting machine is required to have all repairs performed by the manufacturer or can repairs be completed elsewhere. Supervisor Swartzer shared that staff have the option to Approved Minutes 2 September 9, 2021 send the machine anywhere for repairs. Several parts of the machine are under warranty so if a repair is needed to one of those parts, it is then sent to the manufacturer to repair. Our IT team is also able to make some repairs in- house. The follow-up question was asked if the division was moving towards using more automated systems or more machines that used gps systems. Manager Goehring shared that he and his team are currently researching what options are available. At this time there are possible automated painters, sprayers, and mowers that could be beneficial equipment to add. They are reviewing to determine if there would be a cost savings to the equipment. In the case of our line painter, it has proved to have a huge cost savings in staffing and time by cutting down from several staff per week painting lines to 1 staff member per week. Commissioner Wilson asked if many people submit requests via the myPlymouth website. Manager Goehring shared that residents are using the site all the time. Messages come in continuously for requests such as reporting vandalism, removing graffiti, snow removal. As each request comes in it is filtered via different categories and delivered to the appropriate staff person to address. The city Forester receives the most requests of all city staff with 100s coming in each day. Staff continue to educate the public about the website and app and encourage them to use it to report or request an issue they see in the city. We have added information in our activity guide, on our city website, and in reply to any emailed request for service. Commissioner Storti asked how staff prioritize trail clearing requests in winter months. Manager Goehring shared that there are standards set for considering snow removal requests. Staff look at the previous year’s requests and determine they meet criteria (i.e., trail leads to school, business centers, etc). If the request meets the criteria, staff will request adding that section of trail to the City Council. City Council has final approval to add new trail plowing sections for the following year. Some sections are unable to be cleared due to sloping or other obstacles on trails. In 2020, there was a total of 114 miles of trail, out of 174, that were cleared. (3.2) Wayzata School District Joint Powers Agreements Update Manager Hemp shared that staff have been meeting with the Wayzata School District in an effort to renew our expiring Joint Powers Agreements (JPA). The first agreement was created in 1973 between the city and the school district and has continued for the last 40+ years. The school district had land available for infrastructure to be created for community use and the city was interested in developing more community amenities. Over the last 40+ years several new JPAs were added for shared usage of amenities. Those agreements, and their initial agreement year, in total include: Principal JPA for Recreational Facilities (1973), Tennis Court agreements at Oakwood & Ridgemount (1974), Aquatics agreement at East & West Middle School pools (circa 1990), Leased Outdoor Space agreement at Greenwood Elementary School (2000), Leased Outdoor Space agreement at Oakwood Elementary School (1980), Leased Outdoor Space agreement at East Middle School/Ridgemount Playfield (1980), Maintenance and Scheduling agreement for the leased sites, Central Middle School, and elementary schools (2002), and the Wayzata High School Gymnasium agreement (1996). Over the last 4-5 years, a joint team of staff began reviewing the 20-year Leased Outdoor Space agreements that were due to expire in 2019. The Oakwood JPA had a recent change due to a school expansion that took over the leased space where a baseball and multi-purpose field were. The JPA was amended to reflect the loss of both fields in exchange for the school expansion. In 2020, the school district was considering future land needs for school expansions and agreed to sign 1-year expansions for the agreements in lieu of new 20-year agreements. In May of 2021, the city was notified by the Wayzata School District’s Director of Finance and Business that the agreements for three leased spaces would not be renewed, and in turn would expire on October 31, 2021. Looking ahead, the Aquatics JPA was renewed in May of 2021 as a 5-year agreement with the option to renew for an additional 5 years (5 year + 5 year). The Wayzata High School Gymnasium agreement expires in 2025. Approved Minutes 3 September 9, 2021 The Leased Outdoor Space agreements stated that the city was able to put assets (ball fields, rinks, lights, etc) on the school district’s land in a cooperative effort to create more recreational amenities for Plymouth residents. Part of the agreement states that when it expires, the school district will end up with the land and the assets on the land. The city has treated these parks just like any city park and operated the last 40 years making improvements and repairs to keep the parks in excellent condition. The city schedules programs and association practices on these leased sites. The justification given by the school district was “…with the License agreements expiring in October of 2021 and the District not being able to determine its ability to extend the agreements until 2023, the District administration was unable to provide the school board a recommendation to extend the expiring license agreements that would meet the School Board’s primary directive. The School Board’s directive to the administration was to make certain that our actions today did not unduly obligate future school boards.” Commissioner Storti asked if this decision is driven by their student population grown. Deputy Director Northway shared that it was based on student population growth as well as geographic needs. Their middle schools are not able to expand much more without encroaching into the greenspace and recreational amenities outdoors. The city offered a number of alternatives to the school district, including 1-year extensions. The school district feels that their staff are able to take over the management of the fields and maintenance of the assets. Commissioner Storti asked if associations rent field time from the city or school for use and how this change would affect associations. Manager Hemp shared that the city has a field use cost recovery program to recover $100,000 each year. Each association is charged an annual fee based on their previous year’s field usage and the percentage of that usage compared to other associations. This program fairly charges associations that use more field time with a higher cost recovery amount. Deputy Director Northway added that annually the city spends over $1 million to maintain the athletic fields. The $100,000 in cost recovery from the associations doesn’t fully cover the expenses, but it is a small contribution to help cover the maintenance costs. By keeping the cost recovery at $100,000 for all associations combined, it allows associations to continue to build youth sports in the community at an affordable rate. Commissioner DuPuis asked if there will be an impact on community programs or if they will work with the school. Deputy Director Northway shared that the school district will take over the scheduling of the fields on their property going forward. We are unsure if there will be any changes to the fees charged to the associations to use those fields in 2022. Chair DeBleeckere confirmed that the field maintenance costs were largely subsidized by the city, but now it’s possible the school district may increase the cost charged to the associations to cover more of, or all, their maintenance costs. Deputy Director Northway confirmed that it is possible their fee may stay the same or be increased to account for covering more of the school district’s maintenance costs. She also noted that the $100,000 recovery amount will need to be reduced to reflect the loss in field inventory. This loss in recovery fees will be offset by cost savings in not having to maintain those sites in the future. Commissioner Storti asked if any of the fields that were lost were able to be shifted and added in other parks within the city. Deputy Director Northway shared that the city does have one more playfield to develop at The Meadows just south of County Road 47. Staff will be preparing for more demand for the fields we do have. At Greenwood Playfield, lost assets include 3 rectangle/multi-purpose fields and 3 ballfields. At the Oakwood Playfield, lost assets include two rectangle fields, 2 ballfields, 4 tennis courts, 1 pickleball court, 1 outdoor skating rink, 1 hockey rink, and 1 dog park. Assets lost at Ridgemount Playfield include 4 rectangle fields, 2 ballfields, 4 tennis courts, 2 hockey rinks, and 1 outdoor skating rink. Currently the city is scheduling most of the field use in Plymouth for associations. Some examples of exceptions would include the turf fields at Wayzata High School. Going forward, the city and the school district will each schedule their respective fields. By having only one party handle the scheduling it made it easy to determine field- Approved Minutes 4 September 9, 2021 use fairness in distribution, as well as providing one point of contact to associations. The city was proud of the superior service it provided, especially when able to have crew available at night and on weekends to maintain fields and address any last-minute changes. One concern is that the school district lacks the expertise with field maintenance equipment and personnel that the city has built over several decades of experience. Another concern city staff have is regarding increased pressure on city-owned facilities due to higher quality and service. The financial impact to the city due to this change is a $52,000 reduction to seasonal salaries and benefits. This reflects the city taking over additional mowing that is currently done by a lawn contractor. There will also be a reduction of $10,300 in materials and supplies, $36,500 reduction in utilities, $35,000 reduction in mowing/turf grass management, $4,500 reduction in portable restrooms, and a $30,000 reduction of our field use recovery fee. Several CIP projects had been scheduled at these playfields that are now canceled. In 2028, Greenwood Playfield was scheduled for a $270,000 irrigation replacement. Also in 2028, Oakwood Playfield was scheduled for a $400,000 tennis court renovation. In 2030, Oakwood Playfield was scheduled for a $320,000 irrigation replacement. The city does currently have JPAs with other school districts. A JPA was signed in 1980 with Robbinsdale School District for shared use of Plymouth Playfield at Plymouth Middle School. This agreement was signed as 10 years + 10 years, and thereafter if the property is in use for public education purposes (as long as it’s a school, we can lease the land). Later in 1996, the city signed a 40-year JPA with Robbinsdale School District for shared use of the Community Gym at Armstrong High School. The city also signed a JPA with West Lutheran High School in 2017. This 20-year agreement allows for West Lutheran to use Plymouth Creek Field #1 during softball season and the city to use and maintain West Lutheran’s baseball fields during the summer. Director Evans and Deputy Director Northway shared that they have worked a lot with the school district to try to find a resolution and retain access to these playfields. City Council Members even had several meetings with School Board Members. Commissioner Wegner brought up the aquatics agreement that was re-signed in May of 2021 as a 5 year + 5 year agreement and asked if staff have any concern that the school may decide to end that agreement as well and what impact that would have on our aquatic program. Manager Hemp shared that staff are concerned that that is a possibility after the first 5 years expire. Staff are reviewing other options for alternative locations to host swimming lessons. Director Evans added that learning how to swim is a life safety skill and not many places offer the program. It would be a concerning loss to the community if we were unable to offer this any longer. Vice Chair Sunseri asked about the school district's feedback on learning that the field maintenance expenditures exceeded $1 million annually. Deputy Director Northway shared that they did not express concern as they felt confident in a new state funding source for school repairs. City staff are hopeful that they will be able to maintain those assets to the same quality that the city has over the last 40+ years. Commissioner Hoekstra asked if there has been any public feedback or concern expressed regarding this decision. Director Evans shared that she has received a few phone calls from youth associations. The city is allowing the school district to share the news that they are taking over the management of the fields. The city did however notify youth association contacts of the coming changes so that they were aware of the change and their new point of contact for field reservations at those three sites going forward. Commissioner Hoeskstra followed up and asked if anything like this has happened with cities and school districts. Deputy Director Northway shared that for the most part, partnerships like this don’t typically terminate. Director Evans added that nearly every community has a JPA with their local school district. The Wayzata School District feels this is a trend for the future to take over school field operations. Approved Minutes 5 September 9, 2021 Deputy Director Northway added that she met with school district staff earlier today. They worked on changing over utilities, electronic door controls, and irrigation controls from the city to the school district. The city was able to remove some site furnishings, but any constructed items had to stay on the property. Approve Agenda (4.1) Approve Agenda Motion by Commissioner Hoekstra and seconded by Commissioner Wilson recommending approval of the September 9 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 June 10 Park and Recreation Advisory Commission meeting minutes as written. With all members voting in favor, the motion carried. General Business (6.1) CIP Update Manager Hemp provided a final draft of the 2022-2023 Capital Improvement Plan (CIP). A draft of the 2022-2023 CIP was approved at the June 10 PRAC meeting. Staff will be submitting the approved final draft to the City Council for their final approval. The CIP attachment shows larger capital projects that are scheduled over the 10 next year, separated by each division. Projects typically stay on schedule based on the 10-year preview, but may be adjusted by a year or two due to new possible outside funding options (i.e., grants, partnerships) or cooperation with other city departments (i.e. combining a street reconstruction with trail gap). The only updates that staff have made since the June 2021 PRAC meeting were removing capital projects at the three school locations in the expiring Joint Powers Agreement with Wayzata School District (Oakwood, Greenwood, Ridgemount/Wazyata East). Chair DeBleeckere asked for clarification on the solar light project at the Dog Park parking lot. Manager Hemp shared that parking lot lights have been scheduled to be added to the parking lot at the Plymouth Dog Park. Staff are researching ways to add additional solar-powered lights to that parking lot. Commissioner Wegner inquired for more details on the $300,000 budgeted for land acquisition each year. Manager Hemp responded that this fund is available each year in a holding account for any land that may become available for purchase that is either adjacent to a current park or would allow for expanding a park. Motion by Commissioner Wilson and seconded by Vice Chair Sunseri recommending approval of the 2022-2023 CIP. With all members voting in favor, the motion carried. (6.2) Meeting Dates Director Evans provided a draft of meeting dates for 2022. Typically, the schedule is reviewed and approved at the November meeting but due to that meeting being canceled, we will review tonight. Approved Minutes 6 September 9, 2021 Motion by Commissioner Hoekstra and seconded by Vice Chair Sunseri recommending approval of the 2022 Meeting Schedule. With all members voting in favor, the motion carried. Commissioner/Staff Update (7.1) Special Events Several new pool events are scheduled for this fall. Staff are now offering mermaid themed pool parties, sensory swims, Back to School Glow Swim, Family Game Night Swim, and Pool Movie Nights. All pool events are scheduled at the East Middle School pool. Plymouth on Parade is scheduled for September 18 from 9:30-12:30 p.m. Free family activities and food trucks will start at 9:30 a.m. in front of City Hall and the parade will start at 10:30 a.m. The parade route has changed slightly this year and now starts at City Hall and runs along 34th Avenue towards the Community Center. There is a large hockey tournament that is scheduled at the PIC and it requires access for tournament traffic to enter/exit the ice center all day. Our new Brushes on Boardwalk event will take place on September 19 from 2-5 p.m. at Northwest Greenway. This is a Plein air event and welcomes visitors to watch local artists paint the scenery, meet with art contractors, and make their own art to take home. A Ribbon Cutting Celebration is scheduled for September 23 at 6 p.m. to celebrate the opening of the Northwest Greenway Pavilion. Halloween at the Lake will be held on October 29 from 5-8 p.m. This annual free family event will be at Parkers Lake Park again this year. We run this event in partnership with the Plymouth Police and Fire departments. Our November 4 PRAC meeting has been canceled. We will now be meeting at the Plymouth Community Center for a short tour of the new construction. The tentative start time is 6 p.m. but will be confirmed and shared with Commissioners. Vice Chair Sunseri encouraged Commissioners to sign up for the City’s e-notify messaging system. Residents can sign up online at https://www.plymouthmn.gov/what-s-new/enotify-sign-up and select from several important topics to receive updates about (i.e., snow emergencies). Adjournment Motion by Vice Chair Sunseri, seconded by Commissioner DuPuis, recommending adjournment of the Park and Recreation Advisory Commission meeting. With no objection, Chair DeBleeckere adjourned the meeting at 8:35 p.m. Approved Minutes 7 September 9, 2021