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HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 02-14-2008MINUTES OF THE PARK AND RECREATION ADVISORY COMMISSION MEETING February 14, 2008 PRESENT: Commissioners: D. Anderson, A. Vanderwell, P. Knight, E. Singer, M. Smith, G. Anderson, N. Carroll Staff: Miller, Evans Planning Commission Liaison: Jim Davis City Council Liaison: Bob Stein ABSENT: Director Blank PACKET INCLUSIONS: 2-14-08 Agenda, 1/10/08 Minutes, 2008 Work Plan, 2007 Draft Annual Report, Millennium Garden Brochure 1. CALL TO ORDER Meeting was called to order at 7:05 p.m. in the Council Chambers by Vice -Chair Singer. a. New Commissioner's Introduction Vice -Chair Singer asked the new Commissioners to introduce themselves, share what ward of the city they represent and a little about their families. Commissioner Ned Carroll shared that he has worked with Director Blank in the past. He stated that he has lived in Plymouth for the past 13 years and has three children. He is currently completing his two year term with the Shingle Creek Watershed Commission. Commissioner Douglas Anderson moved to Plymouth one and half years ago. Both he and his wife teach in the Osseo School District. He has two grown children. Commissioner D. Anderson served for 20 years on the Maple Grove Park Board. The current Commission members (A. Vanderwall, P. Knight, E. Singer, M. Smith and G. Anderson) reviewed the wards they represent, a little about their families and their current duration on the Parks and Recreation Advisory Commission. The Parks and Recreation Advisory Commission also welcomed two new liaisons, Planning Commissioner Jim Davis, who served one term on PRAC and has lived in Plymouth for the last eight years; and City Council member Bob Stein. Council member Stein is serving the last year of his second term on the council. He also served on the Planning Commission for four years, serving one year as the liaison to PRAC. He has been a resident of Plymouth for the past seventeen years. b. Elect Chair and Vice Chair Vice -Chair Singer opened the floor for Chair nominations. Commissioner Smith nominated Vice -Chair Singer. Commissioner Anderson second. Vote: 7 Ayes. MOTION carried. The floor was then open for nomination of a Vice Chair. Commissioner Carroll nominated Commissioner Smith. Commissioner Knight seconded. Vote: 7 Ayes. MOTION carried. 2. APPROVAL OF MINUTES MINUTES OF THE PARK AND RECREATION ADVISORY COMMISSION MEETING February 14, 2008 MOTION was made by Commissioner G. Anderson to approve the minutes with revisions as noted. Commissioner D. Anderson seconded. Commission Carroll abstained from voting. Vote: 6 Ayes. MOTION carried 3. VISITOR PRESENTATIONS a. Athletic Association No information was presented. b. Staff- Diane Evans Staff Evans introduced herself to the new Commissioners. She reviewed the events that have occurred since the last PRAC meeting. Chair Singer and Commissioners Knight, Smith and G. Anderson were thanked for helping with the Fire and Ice event held on February 2, 2008. Staff Evans informed the Commissioners of other upcoming events that will be held over the next several months. This included Jazz Impressions, which is an adult only event being held on February 15th at the Black Box Theater in the Plymouth Creek Activity Center. She also referenced the upcoming Yard and Garden Expo that will be held April 4th and 5th. She noted the admission fee of 3.00 will go to the Millennium Garden fund, which will help with the second phase of that project. Primavera, an art exhibit event, will be held later in the month of April. Staff Evans informed the Commissioners that over the next year, recreation staff will attend PRAC meetings to introduce themselves as well as present an overview of the programs they supervise. Parks and Recreation staff is busy finalizing the 2007 Annual Report. Staff Evans referenced the draft that was included in their packets, which they will be reviewing later on in the meeting. The summer brochure, which is the largest of the three produced annually, is wrapping up and will be sent out to residents on or around March 12. The Commissioners will have the opportunity to see the brochure at their March meeting. Staff Evans noted that Parks and Recreation is hiring a new position. More details will be forthcoming at the next meeting. 4. REPORT ON PAST COUNCIL ACTION a. 2008 Work Plan Staff Evans advised the Commissioners that the City Council reviewed the Parks and Recreation work plan on 1-29-08 and approved the nine items as outlined in their hand-out. Chair Singer asked the Commissioners if they had any additions or edits. Commissioner Smith questioned why there was not a line item that specifically addressed how we will continue to grow and expand our recreation division. Staff Evans replied that the work plan philosophy had changed. The City Council sets the goals and Staff, along with PRAC, agrees to work on those items. If PRAC makes changes to the current work plan, it will need to go back to the City Council for approval. Chair Singer questioned line item #9. She wondered what the plan is for future outdoor skating rinks. Staff Evans stated the focus would be to look at the number of rinks open and decide if they are adequately used. Discussions would then take place to determine if it might be more appropriate to reduce the number of rinks to provide better quality and/or add facility enhancements. Chair Singer responded by stating that once the study is done, PRAC will be receiving statistics based on that research. She then asked Staff Evans if they will be putting together a plan on the skating rinks for Page 2 of 5 MINUTES OF THE PARK AND RECREATION ADVISORY COMMISSION MEETING February 14, 2008 next winter. Staff Evans replied yes and no. Some recommendations could be implemented in 2008 and others requiring financial support may have to be worked into the CIP. Chair Singer informed the new Commissioners that PRAC makes recommendations to the City Council with the council having final approval. Chair Singer then asked Staff Evans if she needed to have the Commissioners recommend the adoption of the 2008 Work Plan. Staff Evans replied yes. City Council Member Stein interjected that in the past the Council generally approved work plans after the fact. This is the first year they decided to review and recommend the work plans. Their reasoning is due in part to some commissions going over board on goals, which had caused some work flow issues for staff. He continued to state that next year PRAC will work with staff to propose line items that should be included in the 2009 work plan. Commissioner Carroll asked when PRAC would start addressing next years plan. Staff Evans replied sometime in October 2008. Chair Singer entertained a motion to approve the recommended work plan. MOTION was made by Commissioner Vanderwall to approve the work plan. Commissioner Knight seconded. Vote: 7 Ayes. MOTION carried. b. 2007 Annual Report Staff Evans reviewed the annual report. She informed the Commissioners that each member may have a slightly different version of the report. Staff Evans briefly explained what the report is used for and how is it comprised. She requested that the Commissioner's approve the report at tonight's meeting so it can be moved forward to the City Council on February 26, 2008. She noted that the Annual Report highlights accomplishments PRAC and the Parks and Recreation Department have made over the last year. Staff Evans walked through the report with members of the Commission and PRAC liaisons stating their corrections and edits. Commissioner Smith reiterated his previous comment stating that the report should reflect the number of recreation programs as a highlight. Staff Evans explained that the items noted in the highlight section is directly related to what PRAC has worked on over the last year. Chair Singer commented on the use of colors for graphs and charts and how much easier it is to read. She extended her appreciation. Staff Evans asked the Commissioners to contact her in the next day or so if they have additional edits. Staff will be presenting the report, if approved by PRAC, to the City Council in two weeks. Chair Singer asked for additional comments. MOTION was made by Commissioner D. Anderson to approve the annual report with minor corrections and edits as noted. Commissioner Smith seconded. Vote: 7 Ayes. MOTION carried. 5. UNFINISHED BUSINESS None 6. NEW BUSINESS Page 3 of 5 MINUTES OF THE PARK AND RECREATION ADVISORY COMMISSION MEETING February 14, 2008 Staff Evans reported on an email that was received from the MN Recreation and Parks Association. For the first time they are conducting a Board and Commission symposium. This event will be held on April 22, 2008 at the Roseville Oval Skating Center from 6:30-9:OOpm. Topics will include: roles and responsibilities, neighborhood relations and community participation and advocacy at the local and state level. More information will follow. Council Member Stein asked what was known about Plymouth/ New Hope Little League and the request for a joint venture for a concession building at Zachary Playfield. Staff Evans responded that Council Member Black, Director Blank and representatives from Plymouth/New Hope Little League sat down to talk about the desire to build a concession stand at Zachary Playfield as a joint venture. Portions of the playfield were developed into little league size fields. As part of that reconstruction, Plymouth/New Hope provided some funds, however there remains an outstanding balance of 50,000. Although the City is still awaiting payment, little league has come forward with their request to have a concession building constructed at Zachary; similar to the structure at Greenwood Park. As background, our agreement with the Wayzata Baseball Association for the Greenwood concession building provided $30,000 of City money for the project with the Association responsible for the remaining balance. Director Blank has recommended that the same type agreement be entered into with the Plymouth/New Hope Little League. Staff Evans believes the Plymouth/New Hope Little League would like the City to contribute more than that. Council Member Stein asked what the total cost of project would be. Staff Evans replied approximately $230,000. Chair Singer asked if that was currently in the CIP and Staff Evans replied no. Council Member Stein interjected that the City Council will be holding a study session next week to discuss this issue. Chair Singer then directed the Commissioners to the brochure on the Millennium Garden. She gave the new Commissioners a briefing on the proposed enhancements of the garden. The brochure is being used as a tool and has been distributed to previous contributors throughout the city to obtain funds for the construction of the second phase of the garden. Chair Singer stated the garden is one of the outstanding features that we have in the City. It also contributes largely to Plymouth Creek Center weddings and other special events. Chair Singer asked for questions. There were none. 7. COMMISSIONER DISCUSSION- Misc. None 8. ADJOURNMENT Chair Singer entertained the motion to adjourn. MOTION made by Commissioner Knight to adjourn the meeting and seconded by Commissioner Vanderwell. Vote: 7 Ayes. MOTION approved. The meeting adjourned at 7:48pm. The next meeting will be held on Thursday, March 13, 2008 at 7:00 pm. Page 4 of 5 MINUTES OF THE PARK AND RECREATION ADVISORY COMMISSION MEETING February 14, 2008 Respectfully Submitted, Mary Miller -PRAC recorder Page 5 of 5