HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 06-12-2014Approved Minutes
Park 8t Recreation Advisory Commission
Thursday, June 12, 2014
MEMBERS PRESENT: Chair Ned Carroll, Vice Chair Greg Anderson, Commissioners: Tricia DeBleeckere,
Merrilee Riley, Michael Swanson
MEMBERS ABSENT: Aaron Vanderwall, Kipp Wyse, Council Member Jeff Wosje
STAFF PRESENT: Parks & Recreation Director Diane Evans, Deputy Director of Parks &t Recreation Barb
Northway, Office Support Specialist Sarah Josephs, Plymouth Creek Center Manager Susan Muelken,
Senior Program Coordinator Sara Mittelstaedt, Rental Coordinator Angie Dehn
COUNCIL REPRESENTATIVES: Planning Commissioner Dick Kobussen
1. CALL TO ORDER
Chair Carroll called the meeting to order at 7:05 p.m.
2. APPROVAL OF MINUTES
Motion by Commissioner Anderson, seconded by Commissioner Swanson, recommending
approval of the May 8, 2014 Park and Recreation Advisory Commission meeting minutes
as written. With all members voting in favor, the motion carried.
3. OPEN FORUM:
4. VISITOR PRESENTATIONS (NON -ACTION ITEMS):
4a. Staff Presentation
Angie Dehn, Rental Coordinator: There has been a variety of new wedding trends at the
Plymouth Creek Center. Couples are using unique guest books, paintings, thumbprint
trees, and personalized wine bottles to celebrate their big day. Unity ceremonies
are increasing in popularity at the Millennium Garden. A brick paver path was
installed last year with bricks available exclusively to wedding couples and has had
very good feedback from wedding parties. A new water fountain was installed in the
gardens, replacing the fish fountain previously in place. High -top tables have been
added to the receptions and are very popular. Booked garden weddings are running
little bit lower compared to last year at this time as people seem more hesitant to
book outdoor weddings. More Sunday wedding ceremonies have been booked this
year than Friday ceremonies. Staff are reviewing ways to market more to the LGBT
community for weddings.
Sara Mittelstaedt, Senior Program Coordinator: A handout was provided regarding the 2013
Senior Program Annual report. Staff anticipates attendance to increase in 2014.
Additional fitness classes have been added to meet the increasing demand. The
majority of program participants are from Plymouth, with many from close
neighboring communities. Most programs offered are Education Et Creative -type
classes. Recreation Et Trips are the highest attended programs (Bus Trips, Waffle
Breakfast, other special events). Zumba, Arts and Bridge classes appeal the most to
Approved Minutes
June 12, 2014
the young -old group while Fitness, Tai Chi, Yoga, Meditating, and Volunteering
appeal most to mid -old participants. The Nifty Nineties Party was held June 11
which served lunch for participants 90 years and older while offering antique car
rides. The Great Britain speaker series is very popular new program. The speaker
has run nearly a year of classes with new topics each season.
Susan Muelken: The Ballroom recently received a sound upgrade and got all new speakers
and equipment to increase sound quality. A new projector and wireless microphone
were also added to the room. Staff has ordered all new ballroom chairs and expect
to receive all 400 in the next three to four weeks. New tables will be ordered next
year for the ballroom. A new floor in will be installed in the Fieldhouse lobby with a
garage floor" coating. The Plymouth Creek Center was curtailed twice this winter
due to cold temperatures. The Plymouth Creek Center receives a discount on their
gas bill if they have a propane tank backup available. Staff met with Plymouth
Soccer Association and Wayzata Soccer Association. The two associations are planning
to combine and become one association; making them the biggest association in the
state.
5. NEW BUSINESS (ACTION ITEMS)
5a. PCC/Fieldhouse Policies £t Fees (ACTION)
Staff recently completed their annual survey of Fieldhouse fees from neighboring
communities. Every year they work to keep prices competitive and based on area rates,
they feel this is a time to increase rates. Right now the largest competitor to the
Plymouth Fieldhouse is Maple Grove and the future Providence Academy dome. Rental
prices would increase approximately $15/hour for full field rentals and $7-9/hour for
half field rentals. Should the increases for fieldhouse rentals and open play admission
be approved, there will be an increase in revenue of $24,000. The dome fabrics were
recently tested. The tests predicted that the fabric will have 5 years left before
needing replacement. The proposed fee increase will help the enterprise fund have a
reserve for future fieldhouse repairs. Fee changes would go into effect in 2015.
Motion by Commissioner Riley, seconded by Commissioner Anderson, recommending to
approve the fee increase for fieldhouse rentals and open play admissions. With no
objection, motion passed unanimously.
5b. PCC Catering RFP (ACTION)
Plymouth Creek Center staff will be submitting a request to the City Council to recieve
proposals from caterers and select three to four exclusive caterers starting in 2015.
Staff are still very pleased with the current caterers, but there have been requests for
more ethnic food choices, lower prices and a new variety of choices. All three caterers
are invited to apply again and continue serving at the Creek Center. The Plymouth
Creek Center receives a percentage of the vendor's revenue and are using a very
successful business model that many other communities are mirroring. The Creek
Center earns between $55,000-$60,000 annually from catering rebates. The new RFP is
very similar to previous RFPs used, but added clarification to some items such as
insurance and expectations (e.g. providing linens). Caterers are allowed to sub
contract with other caterers and that has taken place most often when an ethnic food
menu is requested. Any Commissioners interested in being involved in the tasting
portion of the process should contact Susan at the Plymouth Creek Center. There will
be 6-8 vendors participating in the tasting process.
2 Approved Minutes
June 12, 2014
Motion by Commissioner Riley, seconded by Commissioner DeBleeker, recommending to
approve the RFP process for exclusive caterers at the PCC. With no objection, motion
passed unanimously.
5c. Purchase of Tombers Property
A land purchase agreement with the City and Bill Tombers has been signed. The
Tombers property is along the Peony Lane road extension and County Road 47. An
environmental review is in process and staff expect to have a closing date for the
property bu the end of June. The Wayzata School District is negotiating a land trade
agreement with the developer in that area to secure land next to the Tombers property
for a future school. City and District staff are meeting to discuss creating a joint
neighborhood park or playfield in the future. The land will be able to fit up to 4
rectangular fields and 3 baseball diamonds. The Tombers family will continue to live on
property through July 2015. At that time, the property will be turned over to the city
and grading will begin. This land purchase agreement has now depleted the funds in
the Open Space bond.
6. COMMISSIONER/STAFF UPDATE (NON -ACTION ITEMS):
City Council has approved spending $1.349 million for the Plymouth Ice Center training
facility. Construction will begin in the next month and will be completed by December
of this year.
The Hilde Performance Center (Phase 2) bids were received today. Bids came in
approximately $60,000 higher than had been anticipated. The City will be using money
from the Community Improvement Fund so a public hearing is needed before moving
forward. After the hearing, the recommendation will be made to the City Council in
July.
The Northwest Greenway development is on hold until the City hosts an open house on
the project regarding trail placements. Trail layouts will be brought to PRAC this year
after the open house and resident feedback is received. The trail project will go to bid
in the spring of 2015, at the same time the bridge will be put to bid.
Only need to purchase approximately 5 more acres of land for the Northwest
Greenway.
Live at the Hilde was held on June 6. The night was cloudy with rainy skies affecting
attendance numbers. Due to severe storms that night, an evacuation needed to take
place moving guests temporarily to the Police garage. There were 500-600 tickets sold
in advance. Sue Mclean and Associates (SMA) did an amazing job of site logistics. Both
SMA and the City believe it was successful. Gear Daddies stated that this venue was
one of the top three venues that they have played in.
The Step to It Challenge just completed with 24 cities participating. Plymouth placed
2nd place again.
Our first "Walk with the Doc" event was held with 70 people in attendance. More
walks are planned to take place this summer.
Entertainment in the Parks started this week. Concerts are scheduled throughout the
summer.
Summer recreation programs are up and running. Beaches are open even though the
lake levels are still a bit high.
7. ADJOURNMENT
Motion by Commissioner Anderson, seconded by Commissioner Riley, recommending
adjournment of the Park and Recreation Advisory Commission meeting. With no
objection, Chair Carroll adjourned the meeting at 8:42 p.m.
3 1 Approved Minutes
June 12, 2014