HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 06-11-20151 Approved Minutes
June 11, 2015
Approved Minutes
Park & Recreation Advisory Commission
Thursday, June 11, 2015
MEMBERS PRESENT: Chair Merrilee Riley, Vice Chair Kipp Wyse, Commissioners: Greg Anderson, Dick Burkhardt,
Tricia DeBleeckere, Michael Swanson, Aaron Vanderwall
MEMBERS ABSENT:
STAFF PRESENT: Parks & Recreation Director Diane Evans, Deputy Parks Director Barb Northway, Plymouth Creek
Center Manager Susan Muelken, Rental Coordinator Angie Dehn, Project Coordinator Sonya Rippe, Office Support
Specialist Sarah Josephs, Plymouth Creek Center Intern Joel Zinski
COUNCIL REPRESENTATIVES: Council Representative Ned Carroll, Planning Commissioner Bryan Oakley
1. CALL TO ORDER
Chair Riley called the meeting to order at 6:59 p.m.
2. APPROVAL OF MINUTES
Motion by Commissioner DeBleeckere, seconded by Commissioner Riley, recommending approval of
the February 12, 2015 Park and Recreation Advisory Commission meeting minutes as written, with
changes as discussed. With all members voting in favor, the motion carried.
3. OPEN FORUM:
There were not any members of the public present for Open Forum.
4. VISITOR PRESENTATIONS (NON-ACTION ITEMS):
4a. Staff Presentation – PCC/Fieldhouse Staff – Susan Muelken & Angie Dehn
Susan Muelken introduced the Plymouth Creek Center’s Summer Inter, Joel Zinski. Joel is a Parks,
Recreation and Leisure student at the University of Minnesota. He will be based primarily at the PCC
while helping with field rentals, program registrations, Music in Plymouth, Veterans Memorial Grand
Opening, and the Dog Park naming contest.
Staff are looking to name the small dog parks located at both Plymouth Playfield and Oakwood
Playfield. Members of the public can submit names to be considered for each dog park. Staff will vote
for their favorites from names submitted. The contest is being promoted through the City’s Facebook
page, ads on Twitter, a press release this week, and announcements at Entertainment in the Parks.
Entries can be submitted via the City's Facebook page. By running this contest, staff are hoping to
publicize and make residents aware of the two smaller dog parks.
4b. Staff Introduction – Sonya Rippe, Project Coordinator
Sonya comes to Plymouth after working 18 years with the City of Eagan’s Parks and Recreation
Department. Ms. Rippe will be coordinating park assets, CIP projects, park signs, TruGreen and lawn
mowing contracts, and yard waste site efficiencies. Since starting, Sonya has already increased the use
of technology and deployed the Canvas app at the Yard Waste Site and with the Park Patrol. This app
can be custom set up to record a variety of information; vandalism, equipment needing repair, visitors
to the waste site, as well as, what visitors are bringing into the waste site.
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5. NEW BUSINESS (ACTION ITEMS)
5a. Naming of New Park – Tombers Property (Action)
New land has been purchased to the west of the Plymouth Dog Park; just south of County Road 47. The
Tombers family sold their 28 acres that had been primarily used as agricultural land. This site has the
potential to be developed as a park or a playfield. In addition to serving the neighbors in northwest
Plymouth, this property will have trail connections to the new Wayzata School District Elementary
School, Wayzata High School, Maple Grove, and the Northwest Greenway.
The site is currently referred to as “the Tombers property”, but staff would like to designate an official
name. Staff discussed a number of names and narrowed down their favorites to; Country View Park,
Pioneer Park, and Aspen Acres. Staff are open to any other name suggestions from PRAC. A final name
recommendation would go to the City Council at the June 23 meeting for approval.
Chair Riley inquired if there would be a value in waiting until we know the name of the neighboring
school before selecting a name for the park. Deputy Director Northway shared that many times a park
is given a similar name to that of the neighboring school, but often that causes confusion for visitors.
Staff would prefer to have a name independent of the name of the school.
Commissioner DeBleeckere asked when the Wayzata School District will be announcing the name of the
new elementary school. Deputy Director stated that the District is in the process of finalizing a name
from their list of submitted options. Director Evans shared with Commissioners that we can certainly
postpone naming the park until after the school’s name is released. Delaying the naming will have no
negative effects on the park’s development.
Chair Riley queried why “Greenway” wasn’t incorporated into any of the options; since it will be located
within the Northwest Greenway. Director Evans shared that since we already have the Northwest
Greenway and Legacy Greenway Park, staff didn’t want to confuse residents by adding another site with
Greenway in its name.
Commissioner Swanson inquired as to the construction status of the school being built. Deputy
Director Northway responded that the Wayzata School District is working on earthwork now, but plan
to be completed and open by fall of 2015. Director Evans included that the Wayzata School District just
finalized their school boundary lines, so naming of the new school should be next on their agenda.
Motion by Commissioner DeBleeckere, seconded by Commissioner Swanson, recommending to delay
naming the future park until we know the name of the elementary school. With 6 ayes and 1 nay,
motion passed.
5b. Approve 2016-2020 CIP (Action)
Staff are currently in the middle of finalizing the City’s biannual budget. The projects shown in your
packets represent the projects scheduled for 2016-2020. The Northwest Greenway pedestrian
bridge project has been moved back to 2016 in order to coincide with the Vicksburg Ln street work.
The Fieldhouse dome is scheduled to be replaced. The facility was built in 2000. Currently the
dome is beginning to thin and show some signs of wear. Other considerations are being discussed
for the Fieldhouse. Staff are looking into ways to be more energy efficient and possibly switch to
LED lighting. The concern would be to make sure it is still bright enough to play. Staff have also
considered if the dome should be replaced with a permanent hard structure. Additional doors
would have to be added, as well as an HVAC system. The University of Minnesota has a similar
structure to the Fieldhouse that staff can research.
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The Parks and Recreation Department has been approached by the Zakkary Johnson Foundation to
establish a universally designed playground at Zachary Playfield. A universally designed playground
is accessible for all abilities; these parks are created to be friendly to those with autism, who are
blind, or are in a wheelchair. The Foundation would like to build a playground and a Miracle Field,
allowing those in wheelchairs to play a baseball game on the field. They are willing to donate
1,000,000 towards the project. The project has a potential start date in 2016, with plans to be
complete by 2017. SRF has been hired by the City to see if the project is feasible.
A new trend in parks is to add a Pump Park track. Deputy Director Northway explained that these
tracks use momentum of the riders on the banks and hills to keep them moving along the track.
The track could be used by bikers, skateboarders, and scooters, but does not require them to have
to pedal. Currently there are not many in the nation, and Plymouth Parks & Rec would like to be on
the leading edge of the trend. Vice Chair Wyse inquired as to the size of this track. Deputy
Director Northway answered that the track is about the size of a tennis court, or outdoor hockey
rink. Commissioner Swanson asked what the track is made of. Deputy Director Northway
answered that it is made of Marine Grade lumber. There are bikes made specifically for these
pump parks, but any bike, skateboard or scooter could be used.
The Plymouth Ice Center has several large renovations scheduled in the coming years. The City has
applied for state bonding money to assist with the nearly $4 million in improvements needed. Vice
Chair Wyse inquired about a parking lot renovation update. Director Evans said that the project is
moving ahead and has a bid opening scheduled for June 29. The City Council will review the bids at
their July 28 Council meeting. Vice Chair Wyse further asked if the project design had changed any
since last discussed. Director Evans shared that the plan had changed slightly, but will still net in 96
additional parking spots. Chair Riley inquired if that is why the Farmers Market was moved to a
new location this year. Director Evans answered that yes, due to potential construction at the PIC,
the decision was made to move the Market to Parkers Lake Playfield.
Motion by Commissioner Anderson, seconded by Commissioner Burkhardt, recommending to approve
the 2016-2020 CIP as written. With no objection, motion passed.
5c. PCC Fees and Policies (Action)
Currently the Plymouth Creek Center reserves their Ballroom on a six hour time block for the event, and
allow for a three hour block for set up and decorating. While there may be a break of several hours in
between, no other groups are able to reserve the Ballroom during that break. Many rental groups
reserve additional hours so that they can have the room available all day. Feedback from event renters
is that they dislike have the additional hourly fee when the room would be unable to be used by other
groups. Staff are proposing to increase the Ballroom rental rate by $75 and open the rental to an entire
day. The $75 is expected to cover the revenue that groups previously paid to have the room additional
hours. Over the years, the additional hour revenue has varied, but staff feel this will be more customer
friendly to offer one price for the whole day.
Rentals within the Millennium Garden have seen a decrease in Friday and Sunday rentals. Staff are
recommending to lower the rental fees for Friday and Sundays to match the price structure of the
Ballroom. By lowering the cost, staff are anticipating this will bring in new parties and events that
would like the garden on an off day, or for a price more conducive to their budget.
Commissioner DeBleeckere inquired to the length of time a garden rental is. Rental Coordinator Dehn
responded that there are two, three hour time blocks parties can choose from; 11 -2pm or 3-6pm. The
cost of the garden rental also includes the use of the outdoor sound system.
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Chair Riley asked about methods for following up with groups who tour the site, but do not end up
booking either the Ballroom or Millennium Garden. Rental Coordinator Dehn replied that most people
express interest in the building over the phone. Those that place a tentative hold on a room typically
end up reserving the room. Some groups choose not to rent a space because of the catering
agreement; parties either want a specific outside caterer, or to offer a pot luck. Staff are looking into
new ways to market off-days (Friday and Sunday) for wedding rentals. Chair Riley followed up by asking
if there was a trend detected as to why Garden rentals are going down; was it specifically cost of our
site versus competitors. Rental Coordinator Dehn answered that our Millennium Garden is a hard
facility to compare to others in the area as many of them are privately run or are extremely expensive.
Staff are working on ways to better promote the presence of the Garden as many visitors do not know
that it is even there. There has also been an increase in the number of outdoor wedding venues such as
barns.
Commissioner Swanson asked how most visitors find out about the Plymouth Creek Center and
Millennium Gardens. Rental Coordinator Dehn replied that many people find out via searching Google
for venues in the area, or because either themselves or friends have attending a wedding here. There is
a Wedding Expo hosted twice a year onsite which also increases awareness of the site. Commissioner
Swanson followed up by asking how many more wedding bookings are anticipated in 2015. Rental
Coordinator Dehn replied that there may be only one more booking made for this year.
Councilmember Carroll suggested reducing the corporation rates in an effort to draw in more
businesses. Rental Coordinator Dehn stated that corporations rarely rent the facility of Fridays or
Sundays, but it could be considered. Director Evans added that they would love to bring in more
businesses having meetings and events onsite. Councilmember Carroll asked what type of marketing
staff were using. Rental Coordinator Dehn answered that the Plymouth Creek Center runs an
advertisement in Lavender Magazines, as well as posts information and photos on the city website.
Staff also rely on word of mouth promotion from those whom have visited before.
Commissioner Swanson inquired as to the budget impact of the price change. Rental Coordinator Dehn
stated that there should not be a change in the budget. The revenue should stay right around the same
by increasing the cost by $75, and removing the hourly rental fees.
Motion by Commissioner Vanderwall, seconded by Commissioner Burkhardt, recommending to approve
the PCC Fees and Policies as presented. With no objection, motion passed.
5d. Park Tour (Non-Action)
Director Evans will be hosting a park tour this summer if Commissioners so desire. We will first need to
secure a date where the majority of Commissioners are available before reserving a bus. We are
suggesting to pick a date in August as there is not a Commission meeting that month. Dates to choose
from would be August 6, August 14, August 20, and August 27. Planning Commissioner Oakley
inquired as to what is involved with the tour. Director Evans shared that the group would take the bus
around Plymouth and view various parks and projects that have been completed recently. Most of the
tour would be spent on the bus, but there would be a few times to get off and review the parks. After a
vote, the majority of people were found to be available on August 20.
6. COMMISSIONER/STAFF UPDATE (NON-ACTION ITEMS):
Creek Center Manager Muelken shared with the Commission that the Plymouth Creek Center went
through a RFP process last year, resulting in the choosing of five exclusive caterers for the site. Next
week staff will be meeting with each catering company to discuss either renewing their contract, or any
changes/concerns that need to be addressed. Councilmember Carroll inquired as to what types of
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concerns have been experienced. Rental Coordinator Dehn answered that there tends to be a large
turn over in staffing at catering companies, making it hard for rentals to get a hold of the contacts at
each company. Some caterers have repeatedly not turned in their monthly rebates in time either.
The Plymouth Creek Center is working on creating a vision for its future. Staff are wanting to make sure
that the building continues to be a viable, fresh place for classes and events. While staff are not
planning on renovating the building, some refreshing and expanding could help add on additional
classroom and event space. So far staff have added window tints to the multi-functional rooms,
updated the sound system in the Ballroom and Black Box Theater, and are continuing to work to make
it in nice condition. Staff would like to add more advanced AV features and make those available to
rental groups. Chair Riley inquired as to if a study was done when the PCC was built to see what the
expected lifespan was, and when upgrades would be needed. Director Evans explained that a plan
wasn’t done initially, but an asset management plan was developed in the years since opening. The
Plymouth Creek Center has several large projects scheduled. The HVAC and boilers will need
replacement, as well as cement work, new railings, and updates to the parking lot.
In 2009-2010 the Parks and Recreation Department had plans to add a facility at West Medicine Lake
Park. The building was going to have different sizes of multi-purpose rooms for programs to be offered
in. Since the building of this project did not get approved, discussion has been had about expanding the
Plymouth Creek Center to add on those needed classrooms.
Chair Riley asked if there were consultants available that have worked on this type of project before,
and what would this type of review cost. Director Evans shared that the City of St Louis Park recently
hired a consultant to review their facility at the cost of $50,000. Commissioner Burkhardt shared that
having a study done of different possible concepts would be extremely valuable. He sees many people
using the facility while serving as a volunteer and would like to keep the people happy and active.
Director Evans added that staff would like the feasibility study to show us where space could be added,
what sized rooms could be included and how many additional rooms would be possible. Currently the
classrooms are maxed out with Recreation programs scheduled onsite. Staff have had to turn down
class ideas due to lack of space to hold the class.
Creek Center Manager Muelken shared with the Commission that the turf at the Fieldhouse has been
having some issues as of recent. The turf was originally put in in 2012. Staff were concerned with some
shredding that was taking place shortly after. Staff contacted the manufacturer several times and were
assured that this type of shredding was normal. After several calls, the company came out and looked
at the site. At this time turf was coming out in handfuls. Since our turf had an 8 year warranty, we are
able to get new turf to replace the defective turf. A soil study was done to see if the soil fill was causing
the turf to react this way. The plan calls for ripping out the current turf, putting down a mesh fiber
layer, then the new turf on top of that. If this new method does not have successful results, we still
have a warranty on the product and can have it replaced again.
The Grand Opening for the Veterans Memorial Wall will be held on June 29. Invitations have been sent
to Council members, Commissioners, as well as those having their name engraved. The site itself is
about 99% complete at this time.
The City will be hosting a second Live at the Hilde event this year. Sue McLean & Associates have
schedule the event for August 21. Headliners for this year’s show are Big Head Todd & the Monsters.
Tickets are available for purchase online at www.suemclean.com/hilde.
Music in Plymouth is coming up quickly. The Music in Plymouth Fun Run will be held on June 27 and
the event will be held on July 1.
Construction at Hemlock Park, Circle Park, and Ridgemount Playfield is complete. The tennis courts at
Bass Lake Playfield are still in progress. Beginning in July, work will commence on the Northwest
Greenway.
The new Prairie Ponds Park on Dunkirk Lane has proven to be quite popular and has been getting lots of
use. Residents in that immediate area have made a request to put up “No Parking” signs on either side
of Dunkirk Lane due to heavy traffic volume. The City Council reviewed the requests last Tuesday and
have tabled the discussion until their next meeting. A letter was sent to residents near Prairie Ponds
Park letting them know that this topic will be discussed and encouraged them to share their feedback.
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Commissioner Anderson queried as to how much of the trail along the northern end of Cheshire Lane
will be completed and when it is expected to open. Director Evans replied that the trail will run along
Cheshire Lane up to County Road 47 and open at the same time that the street opens up. The trail itself
is owned by Trillium Woods.
Vice Chair Wyse asked about the status of hosting the Breakaway Academy at the Plymouth Ice Center.
Director Evans answered that the charter school is still interested in setting up their school at the Ice
Center. Breakaway Academy is looking to have a designated classroom space that is not shared with
other groups. They are currently negotiating with State Farm, across the street from the arena, to lease
a classroom space at that site and schedule their ice time at the PIC.
Commissioner Swanson inquired how many people applied to have a Veteran’s name engraved on the
Memorial Wall. Director Evans responded that there will be 140 names included on this first engraving
in June. The application process has become very interesting in regard to hearing the stories each
Veteran brings with them. The largest challenge staff face is making sure the discharge documentation
is either the original document, or a certified copy.
7. ADJOURNMENT
Chair Riley adjourned the meeting at 8:36pm and commenced a tour of the Plymouth Creek Center.