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HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 04-12-2007MINUTES OF THE PARK AND RECREATION ADVISORY COMMISSION MEETING April 12, 2007 PRESENT: Commissioners: Mohagen, Knight, Singer, Fiemann, Krahulec, Anderson, Staff: Blank, Evans, Miller, Guest: Bob Moberg, City Engineer ABSENT: Griwac, Pederson PACKET INCLUSIONS: Agenda, 2/8/07 Minutes, West Medicine Lake Park Pond Report, Draft of Park and Recreation Art Policy, Common Bond news article, Lifetime news article, Park and Recreation 2006 Annual Report. 1. CALL TO ORDER Meeting was called to order at 702pm in the council chambers by Chairperson Commissioner Fiemann. 2. APPROVAL OF MINUTES A motion was made by Commissioner Singer to approve the minutes of February 8, 2007. The motion was second by Commissioner Krahulec. Vote was unanimous with all ayes. 3. VISITOR PRESENTATIONS presented by Evans: a. Athletic Associations: None were present at the meeting. b. Staff Mary Miller is the new Office Support Specialist, taking over Nancy Pederson's responsibilities as the PRAC recording and transcribing the minutes. Emily Assmus has replaced Mara Herman as the Office Support Representative. The next several months will be spent on training new staff the functions and processes of Plymouth's Park and Recreation department. c. Updates: The dome is up for five months out of the year, erected after Halloween and broken down after the Yard and Garden Expo. The weekend of April 20th will be the last event (Yard and Garden Expo) in which the dome will be present. Plymouth Creek Center is gearing up for volunteer luncheon to celebrate the senior volunteers. Staff is preparing for Primavera starting Friday 4/13.07. PCC gearing up for 30 weddings from mid May- Aug. Volunteer services have been recruiting for Primavera and the Yard and Garden Expo. o To date 50 volunteers will assist with Primavera and 150 for the Yard and Garden Expo. PRAC Minutes/February 2007 Page 2 Recruitment continues throughout the year on other Park and Recreation initiatives. This week is Volunteer Week. Nancy Anderson, Volunteer Coordinator, is sending our small tokens of appreciation to our volunteers. A cable trailer was done by Nancy Anderson which will be scheduled to follow council meetings to promote volunteer recruitment. Nancy has set her retirement date for July 3, 2007. Preparing to advertise for her position with the objective of having the new hire on board prior to that date. The summer brochure is out. The follows stats were presented. i. Highest use of internet registrations on the first day of course registrations (76%). ii. Highest revenue intake for the first week ($200,000.) The following information was given on Special Events o Primavera begins on Friday 4/13/07 through Tuesday 4/17/07. 17 adult artists. 36% of those are Plymouth residents. Student artist's residency range throughout the metro area. o Yard and Garden Expo runs April 20 -21St Event for the Millennium Garden goes into a fund that provides for art or care. Commission Smith asked about the summer brochure going out late this year. Evans explained that it was given to the post office at the same time it always is. Some residents got it late based on postal delivery. The brochures are located on the City of Plymouth website. Commission Singer added that if you hold your mail while you are on vacation the post office does not supply you with the brochure when you pick up your vacation mail. Evans added that if there are issues with receiving the brochure, residents should be encouraged to call the Park and Recreation Department. Commission Krahulec requested the exact date the brochure was given to the post office. An exact date was not available, however Evans stated that they delivery should have begun sometime the week of March 12th; a week prior to the first day of registration which was March 21 st. 4. REPORT ON PAST COUNCIL ACTION a. Approve CIP 2007-2011 reported by Blanks: The City Council approved capital improvement budget two weeks ago. At Tuesday nights the council approved three projects to move forward. Replacement of the playground at Timbershores Park that was burnt last year. Replacement of lights at Parker Lakes, all inclusive of underground and adding electric outlets on the poles to allow for holiday lighting. Neighborhood Park in the Seven Greens area. A consulting firm is on board. PRAC Minutes/February 2007 Page 3 ii. Two neighborhood meetings will be scheduled to determine needs, requests, and concerns. PRAC members will be invited to attend. iii. PRAC will review master plan. iv. Plan will be submitted to City Council for approval. v. Project is scheduled for implementation late summer/early fall. 5. UNFINISHED BUSINESS a. Update on Comp Plan reported by Blank: SRF is the consulting firm on the park portion of the plan. Budget will be worked out next week. Time line for the park portion will be complete by September. Review to City Council by October or November. b. Update on Greenwood Building/Zachary Baseball reported by Blank: Greenway Building: o Roof has been started and the blocks are up. o Wrap up should be completed in 30 days. Zachary baseball o Completed but not ready to be played on due to weather issues o Crews will be out on Monday to get it ready to go. A ceremony will be held at both places when complete. Those dates are yet to be determined. 6. NEW BUSINESS a. West Medicine Lake Park/Water Quality Pond- Bob Moberg (City Engineers) Blank introduced Bob Moberg, City Engineer, who has just completed his six month probationary period. Bob is in charge of many of the technical and water quality issues. Blank stated that money out of the monthly fee from the Plymouth's water/sewer bill is used to assist in cleaning the cities bodies of water. Presentation by Bob Moberg (refer to memo for complete details): Storm water ponds main purpose is to provide some level of treat before entering West Medicine Lake. Goal for the lake is to reduce the amount of phosphorus and suspend sediments entering the lake Estimated cost, excluding park improvements is $900,000. Moberg asked that the commission look at the visual aerial views located on the back of the Engineering memo. Average depth is 6.5 ft. which equates to a storage volume of 29 acre feet. Estimates in implementing this pond could provide a reduction of phosphorus that would equate to appropriately 350 lbs per year that goes into West Medicine Lake. Stream bank erosion and restoration located upstream (west) of West Medicine Lake Drive Reroute and stabilize Plymouth Creek Reroute 18th Avenue Drainage. PRAC Minutes/February 2007 Page 4 Commissioner Fiemann voiced concerns regarding the boardwalk that connects the parking lot to the park over the creek. Blank reported that they will have to have engineers look at the walk way across the lake in conjunction with the permanent new building at West Medicine Lake. Dock structure will be similar to that at Camelot. A number of prototypes will be reviewed to determine what is safe and practical. Commissioner Fiemann questioned where the phosphorus goes? Moberg stated that it settles at the bottom of pond and that periodic excavating would need to occur. Commissioner Fiemann then questioned if this pond would be set a certain level or would water levels float based on rains and is there a possibility that heavy rain would wash sentiments into the lake and creek. Moberg replied that you will see fluctuation of water levels similar to any other storm water pond. The sentiments tend to move to lower level areas, which if you have a rainy season is minimized as grass clippings etc. are reduced. Commissioner Smith asked if fertilizer's major source isn't phosphorous. Blank stated that fertilizers used should have zero phosphorous and that homeowners do not realize that phosphorus is in large supply naturally in the soil. Moberg interjected that bird droppings and grass clippings also contribute. He also stated that the city became aggressive with this initiative in 1991, as storm water ponds were not used prior to that time and are now playing catch up. Retrofits are being done now. The city is limited as there are only certain areas that can be purchased to tear down homes to develop ponds. Commissioner Smith asked why not building on the Wetland. Moberg stated that was considered however, not too far further to west, historically flooding issues have been reported with properties and they are sensitive to that. Another reason is the soil is a lot less stable than the east side, making it questionable whether equipment would work. Commissioner Knight wondered if smell issues may detract from the quality of the park. Morberg replied that the pond depth should assist in reducing that issue. Commissioner Singer stated that she lives on the east where ponds are and questioned what the difference was. Moberg did not have any immediate answers and advised that he would get back to her on that issue. Moberg also stated that they are running out of options. The only other spot may be the property just south of 36th Ave on the N/NE side of the lake. Modifications are being done to the channel at Woodcreek near 32nd and 36th Ave on the east side. Moberg also stated that the challenge for engineering will be to satisfy the regulatory agencies as well as the city. The conversation diverted to an ice skating rink. Blank stated that the plan is that park building will face the main lake and it is anticipated the skating would available in that area. Commissioner Mohagene asked when the building would be built and Blank stated that was undetermined. Commissioner Smith had a concern of loss of trees with this change giving it a more sterile feel, with Commissioner Fiemann posing the question. Moberg confirmed that there is a lot of lumber in that area and tree lost was more than likely. Blank stated those type of issues will be reviewed to keep our park system astatically pleasing. Those discussions will occur at the next level of design. City Engineer Moberg recapped his action items which include: PRAC Minutes/February 2007 Page 5 Pond size compared to east side — for magnitude Tree removal and making astatically pleasing for all park recipients Boardwalk to get from parking area The agency approval process. Next steps Report will go to the council so they can continue moving forward. b. Public Arts Policy presented by Diane Evans & Karol Gruepner (refer to Art Policy Draft for details) 2006 they began meeting with a multiple other communities to get an art policy. 600 research pages narrowed down to approx. 20. Draft only- still needs approvals and continued changes. Will continue to update committee. Commissioners received the policy for review. Leisure services have to have a more holistic approach other than sports. The Arts are a lifelong leisure. Demographics support that statement. This policy is drafted for Public Art only. The following outlines a very high level of the power presentation that Diane and Karol presented. Please request a copy of the power point if you would like specific detail The Mission How to Promote the Arts What is the Focus Presentation included some of the art that is included at different areas within the Park and Recreation buildings and property. Poons Art at Plymouth Creek- is valued by the bank at $45,000.00 Mural- at the Plymouth Ice Center: $30,000.00 at purchase. When collecting art it was recommended it appraised on a regular basis as art appreciates and depreciates. ADMINSTRATION Public Art General Guidelines. All art and memorial pieces must comply with applicable statues, environmental laws and disability/accessibility laws. In addition, all art and memorial pieces must meet the outlined guidelines (refer to draft policy for details). Public Art Committee (PAC): Purpose: Advise PRAC on matters concerning procurement and care of art. Proposed membership would consist of six individuals ( see draft for details) Outlined time commitment and roles/responsibilities of members Term runs through January 31 st No compensation Art Selection Jur y- Sub Committee of PAC Assists PAC with artwork review and selection Meets as needed. PRAC Minutes/February 2007 Page 6 Diane E. asked if there were any questions on the administrative portion of the presentation. None were noted. FUNDING Needs to be include funding mechanism for artwork acquisition, insurance, maintenance and preservation Acquiring Artwork Methods for Artwork o Commission- contracts the creation. Direct- already exists o Donations and Memorials- gifts o Temporary — on a rental or loan basis Methods for Artists o Open entry- to any artist (similar to RFP) o Limited entry: narrow scope to select artist — generally reviewing prior to application. Application process o Application forms submitted to the Director of Park and Recreation for criteria review (Artwork Criteria -see power point for details) o After Directors review, submitted to PAC o Reviewed by PAC and submitted to PRAC for consideration o PRAC makes recommendation to City Council o City Council review with direction back to PAC o Written communication is submitted to the artist based on decision o Upon approval, PAC will submit a contract recommendation to PRAC and the City Council Contractual Agreements Warranties provided by artist Insurance provided by artist Liability provided by artist Artist whose work is procured must provide insurance and warranties until the piece becomes the possession of the city. Commissioner Fiemann asked why they would need to have insurance. Karol responded it was a liability issue based on the expense of the project and is the cities protection should something occur to the piece prior to ownership transfer. Other Policy Information presented: (please refer to draft or request power point for details) Arbitration Termination Payment schedule Copyrights PRAC Minutes/February 2007 Page 7 Commissioner Feimann questioned if the city could make replications once they obtain the piece. Karol responded that could be a possibility with the potential of a % of the proceeds going to the artist, based on their contract. Insurance Artist Donor Insurance Inventory Acquisition records Maintenance/Preservation Records o -funding must be included not only in the acquisition piece but maintaining the work as well. o Relocation or Removal of the work o Addendum documents Karol asked for questions form the committee with the caveat that this document is a work in progress. Commissioner Singer asked for clarification on original artwork, based on the statues in the millennium garden that are not originals but actually manufactured. Karol responded that the goal is to strive for originals but consideration would be given with manufactured pieces that have minimal copies. Commissioner Singer pointed out that this policy does not address manufactured art and that should be a consideration. Commissioner Smith asked if every piece of art has to through the city council and Diane replied that they need to be a part of the process due to the cost of art. Blank reiterated that if the city is the funding mechanism, then the city needs to acknowledge the order in putting those dollars aside. It was also noted the donors do not have a formal policy and that procedure needs to be standardized. This may promote more companies to get involved knowing we have a formal program. Commissioner Singer acknowledged Diane and Nancy's hard work stating it was a nice piece of policy and a good starting point. Commissioner Fiemann asked if a plaque would accompany the artwork along with a brief explanation of the piece. Diane responded that it is included the policy and standard verbiage will be incorporated. Karol also noted that they are looking at cataloging art throughout Plymouth for patrons who may want to do an art walk -around. Commissioner Fiemann agreed with Singer to put structure to obtaining public art as well as addressed talks regarding historical markers throughout the City of Plymouth. Blank responded that there are some dollars put aside to do that. The next phase in addressing historical markers is to get signs placed in key places. Diane noted that they are looking to commission a piece of work this year for Millennium Garden; therefore it is of great importance to get this draft done and get it to the City Council in order to commission that art work. Banner Proiect Co -sponsoring a public banner contest — original artwork on 2x4 vertical banners to be shown on Plymouth Blvd. Mayor Slavik will mention this project at tomorrow's Primavera opening. Applications will include a $15.00 fee. Jury group will choose the design PRAC Minutes/February 2007 Page 8 Artist will create and give to the city and they will be displayed along Plymouth Blvd following Music in Plymouth through Plymouth on Parade. Each year goal will be to add more. Arts council will furnish prize money for 1, 2, 3 place. Commissioner Fiemann asked if they will retire the banners each year as they acquire more. Blank responded that they are looking at three display types: Spring banner that highlights music in Plymouth, then original pieces through October and onto to winter holiday themes. These would rotate three times a year. Karol interjected that again a brochure would accompany the work acknowledging the artist and the arts background Commissioner Fiemann asked if there were a limit to the number of poles that would support this initiative and Karol responded by saying it would end up being a complete city initiative starting with this year and continuing to add. No further questions or comments on the Art Policy were presented. Diane and Karol will continue to make changes to the draft. 6. ADJOURNMENT A motion was made by Commissioner Singer to adjourn the meeting with Commissioner Krahulec seconding the motion. All ayes and the meeting adjourned at 8:44 p.m. The next meeting will be held on Thursday, May 10, 2007. Respectfully Submitted, Mary Miller PRAC recorder