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HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 03-13-2008MINUTES OF THE PARK AND RECREATION ADVISORY COMMISSION MEETING March 13, 2008 PRESENT: Commissioners: E. Singer, D G. Anderson, N. Carroll Staff: E. Blank, D. Evans, C. Planning Commission Liaison City Council Liaison: B. Stein ABSENT: P. Knight 1. CALL TO ORDER Anderson, A. Vanderwell, M. Smith, Anderson, J. Maas, D. Sankey none The meeting was called to order at 7:01 p.m. in the Council Chambers. 2. APPROVAL OF MINUTES Commissioner Carroll said that in the February minutes, watershed should be one word. He also wanted it corrected to say he abstained from approval of the minutes. Motion was made by Commissioner Carroll and seconded by Commissioner Smith to approve the February minutes with revisions as noted. Vote: 4 Ayes. Motion carried. 3. VISITOR PRESENTATIONS a. Athletic Associations. None were present at the meeting. b. Staff. Diane Evans mentioned that the brochure went out in the mail and is currently being delivered. The first day of registration is March 19 for residents and March 26 for non-residents. The department has two new employees. Recreation Supervisor Erica Anderson has joined us, coming from Shoreview. Her duties will include approximately 80% general recreation programs and 20% inclusion. Plymouth Creek Center has added a maintenance person, David Gilseth. He was a seasonal worker for them last summer, and is now working full time. Evans listed some highlights coming up for the Plymouth Creek Center. The dome is scheduled to come down on April 22. We set a rental record of 194 hours in February compared to 154 hours in 2007. We are expecting record numbers in March as well. The Yard & Garden Expo will be held April 4 & 5. We now have three caterers at the Plymouth Creek Center, and they have served for several city events in the past few months. We are hearing very positive comments on all three caterers. The Plymouth Creek Center has 48 weddings booked in the Millennium Garden, with five more on hold. Last year, there were 44 weddings. The Phase 2 enhancements are exciting and will add so much to the ambience of the garden. Chair Singer asked if seniors are using the caterers. Evans said they are planning to use Medina for an upcoming senior volunteer event, where the caterer is bringing in food, but not serving. Commissioner Carroll asked if there is a charge to use the facility. Evans said eight of the weddings are just receptions PRAC Minutes/March, 2008 Page 2 in the Plymouth Creek Center, twelve are using the garden only, and the rest are a combination of garden and Plymouth Creek Center. There are fees for each location with a price break if the customer uses both. Director Blank said a Saturday wedding in the garden costs $350. Councilmember Stein asked how far in advance they can book the facilities. Evans said up to 18 months. Cindy Anderson said she has been part of the team for 20 years, and she feels she has one of the best jobs in the City. Her emphasis is on aquatics, including swim lessons, beaches, wakeboarding, concessions, and safety programs like first aid and CPR. She also handles day camp, youth gymnastics, and ski & snowboard trips for the middle schools. She enjoys packaging all the details into a program with creativity and caring and training and mentoring the staff. She works with high school kids to baby boomers, including college kids and parents who need to get out of the house. Her goal is to establish safety and trust in the programs. We had over 255 enrolled in swim lessons last fall and over 479 enrolled in the winter/spring program. The summer swim program is huge, with over 1,000 participants, plus open swim and private lessons. We need certified staff for all of these students and employ about 25 for fall/winter/spring and 38 in summer. The gymnastics program is really growing, with 411 students in the winter session. We have a wonderful gymnastics coordinator, Lora Bodin. Last summer's Discovery Day Camp at French Park had 300 kids grades kindergarten through 5t". We use five staff for the day camp plus volunteers. The Middle School ski & snowboard trips had 363 participants this year. This was the 18th year at Wayzata middle schools. Commissioner Carroll said his oldest daughter went on several of the ski trips and had a blast. Councilmember Stein said his son was a lifeguard at the beaches. Director Blank pointed out that we have had 28 years without an accident involving serious injury at the beaches. He said we average about 3 certificates a year that go to lifeguards who have made saves. We have a high quality staff with superior training. Staff Evans said that what Cindy does is highly technical and she needs to be applauded. Commissioner Smith asked what her biggest challenge is and what they might be able to do to help, such as water quality issues. Cindy said Parkers Lake is always a concern, especially the weeds. Numbers of swimmers were down last summer because of the smell from the rotting vegetation. West Medicine beach has been wonderful. We need to continue efforts to improve the water quality and to share information with the public. Director Blank said that permits are required from the DNR for every treatment, and we use the maximum allowed. Jackie Maas, the new Volunteer Coordinator, introduced herself. She is thrilled to be in her position because she enjoys working with the volunteers. Since she is a resident, she can see the benefits of the volunteers' efforts, too. City-wide, we had 1,146 donating 18,310 hours in 2007. This translates to $343,678 dollars in work donated to the City. There was a 14% increase in volunteers and 24% in number of hours over last year. Park and Recreation had 842 volunteers PRAC Minutes/March, 2008 Page 3 working 11,765 hours. Volunteer positions include Mutt -mitts, cleaning beaches, Team Greentree, soccer coaches, t -ball coaches, flag football coaches, rink rat hockey coaches, ski trip chaperones. Special events include Yard and Garden, Plymouth on Parade and Old Fashioned Christmas. We even had a proofreader help with the brochure to increase accuracy. At the Millennium garden, we had one volunteer work 178 hours dead -heading and picking up. Volunteers meet with the bride and groom before weddings to go over details. Volunteers come into the office to help with mailings. Target is volunteering 40 people for a park clean up project. A Brownie troop is helping with flower planting. The Summer Teen program has 30 kids help with programs. YES students are going to work as junior election judges in November. Jackie said she is trying to use technology better by emailing opportunities to work at special events to people who have enjoyed this in the past. She has a volunteer data base, and volunteers are helping her set it up. Volunteer recognition week is coming up in April. We also have a special recognition event in November. Staff Evans thanked Jackie because of what she does for the city and the community. Chair Singer asked if we are number one in the state for our use of volunteers. Jackie thinks we are. Director Blank said we have volunteers in every department, and Jackie is doing a wonderful job c. Others. There were no other presentations. 4. REPORT ON PAST COUNCIL ACTION There was no report on past council action. 5. UNFINISHED BUSINESS a. Update — Millennium Garden. Director Blank said we are having consultants do the final designs and specs for Phase 2. We need these documents to take to suppliers to see if they can donate or give reduced prices on their goods or services. The work should start in July on the first phase, which includes the bridge, waterfall and trail. When we know how much money we have, we may be able to add a few more items this year. Yard and Garden Expo is a fund raiser for the garden. Lifetime Fitness has given a $10,000 contribution earmarked for artwork the last two years and is contributing another $10,000 this year. We had almost 1,000 contributors to Phase 1. We sent them information to see if they want to participate in this phase. Money is trickling in as the word is getting out. Karol Greupner will go to the Council for approval to commission a permanent piece of artwork for the garden for this year. We are planning to add three pieces ultimately. The garden may go over 50 weddings this year. It has thousands of visitors and many volunteers who work there. It is a special place for people for their special events. Chair Singer noted that there is a nice write up in the new brochure. b. Update — Hilde Plans. Director Blank said the plans are on hold right now during the surveying of the property and counting of the trees, tagging them to identify PRAC Minutes/March, 2008 Page 4 size and species. Plans will take the trees into consideration. The goal is to keep a multi -generational mix of trees. We want to match up the design with the City Center area planning. We want a continuity of crosswalks, sidewalks, light fixtures, and plantings. We also want to have banners for the light poles, having three "seasons" for the banners per year: the Music in Plymouth time frame, artists' designs later in the summer, and a winter/holiday time frame. On the CIP, we are looking at funding mechanisms for improvements in 2009-2011. Commissioner Smith asked if the music theme will stay. Director Blank said yes, some of that will be retained. There are plans for a strip mall by Cub near Vicksburg Lane with restaurants with open air areas, and that area will need to be incorporated into the total design. We would like 36th Avenue and Plymouth Boulevard to be the area's main streets, and they will have the effect of bringing you to the Hilde. c. Update — Plymouth/New Hope Little League (PNHLL) Request for Building at Zachary Park. Director Blank said the Council met two weeks ago in a study session and discussed this request. PNHLL made a presentation requesting that the City front-end money to build a concession building. The Council felt there was merit in the request. They did not have a complete package yet to help them make an informed decision. They would like PNHLL to work with staff to refine the plans. The Council asked Director Blank to brief the commission on the issue. PNHLL will go back to the Council with more details in two weeks. PNHLL brought in $10,000 of the money they owe on the playfield project and plan to pay $15,000 on September 1. The architect will have plans ready soon. Director Blank anticipates that the Council will give approval. PNHLL will be finished with summer ball on July 10, and construction would commence on July 15. Local contractors will volunteer their services on the project. Chair Singer asked if this will affect any projects already planned. Director Blank said not this year, although it could have effect in 2009 and beyond. The down- turn in housing will probably affect us more, although it does appear we are in good shape at the present time. Commissioner Smith asked if the Commission would have a chance to review the plans. Blank replied that it will go to Council in two weeks. They are copying the Greenwood building but without a second story. The architect has just started on the project. Councilmember Stein said the reason it won't come to the Commission first is because they are under a time crunch. Director Blank said it will go to the Planning Commission for site plan approval. Since it meets all the zoning code, it should be routine. Chair Singer asked if there will be bathrooms. Director Blank said there would be bathrooms, a concession stand and storage. d. Update — Northwest Greenway Land Acquisition. Director Blank stated that he has recently spoken to landowners about three parcels. A landowner on the eastern end near Pomerleau Lake has agreed to $75,000 for a 2.1 acre parcel. Attorneys are looking it over. Blank said he received a call from an owner who turned down three offers last year and was now wondering if the last offer was PRAC Minutes/March, 2008 Page 5 still on the table. This parcel is on the west side towards the high school. Another party is wintering in Texas and they are negotiating long distance. If we make these two acquisitions, we are one parcel away from connecting the Greenway from Lake Camelot to Vicksburg Lane. 6. NEW BUSINESS a. Review 2008 Trail Improvement Project. Director Blank explained that we annually budget for improvements to the trail system, and $115,000 is budgeted for this year. Most of the trails are built by developers as they develop their land. They get credit for it as part of their park dedication fees. Commissioner Carroll asked for a definition of a trail. Blank replied that a trail is eight feet wide and constructed of asphalt. The county will widen Peony Lane to four lanes, and the trails will be put in along with the project. We budget every year to put trails into older areas. He pointed out several potential trail segments, but stated that Old Rockford Road west of Peony Lane is the number one area in terms of safety. There is a proposed trail from the Fire Station 3 area towards the Lowes area through the wetland. A feasibility report needs to be completed for this because of the wetland. We can have the Engineering Department do a feasibility study in preparation for the Commission to work on for the CIP in September and October. The Engineering staff can work on design plans during their off season to assist in the planning of these projects. Commissioners Singer and G. Anderson pointed out another trail near the transit center and LaCompte Park. Blank said it would probably be built on the north side of the frontage road. Director Blank stated that we have had two pedestrian deaths during his time with the City. Both were at places where we were planning to build a trail. Old Rockford Road west of Peony Lane needs to be moved forward. Commissioner Anderson said he would like to see trails be further from the road both for safety and for snow removal. Blank said if it is next to the curb, the plow can wing it for snow removal. Ideally, we would like to have the trail 8 feet back when the road is upgraded in the future. Commissioners Singer and Smith both mentioned that there is a lot of traffic on Old Rockford Road. Commissioner Smith reiterated that the trail near the fire station should be a high priority in the future and it would provide a big advantage for the residents to connect the areas. Director Blank said this project does have a lot of merit, but it will cost probably close to $200,000, and we have only $115,000 in the budget this year. We can work on budgeting it in 2009. Commissioner Smith asked where the trail dollars come from. Director Blank said it comes from the park dedication fees which also cover park projects. Chair Singer entertained a motion to recommend approving the Old Rockford Road west of Peony Lane project. Motion was made by Commissioner D. Anderson to approve the trail construction project. Commissioner G. Anderson seconded. Vote: 6 ayes. Motion carried. PRAC Minutes/March, 2008 Page 6 7. COMMISSION PRESENTATION Commissioner D. Anderson asked how funds are being affected by the economic downturn. Director Blank said we have raised the park dedication fees, but money isn't coming in. There is a potential for a large sum from a proposed Elm Creek Golf Course project. It includes 1700 units, but they are not platting the property. This would allow them to not pay a park dedication fee. They are a tax exempt organization, and the residents would have common ownership which means no taxes. They need re -guiding to LA4 which is high density. The Council feedback is not favorable. However, the group is intent on making it happen. They have volunteered to pay a fee in lieu of taxes. We are not sure of how this would work because the city isn't the only entity which would not be collecting their taxes. They may volunteer to pay a park dedication fee. The development would involve thousands of people moving into the community who could use our structure and facilities without paying park fees. Director Blank said that nothing else is in the works at the moment for development. Councilmember Stein asked whether Trillium Woods is complying with their park dedication fees. Blank replied that they are paying their fees and donating property. Chair Singer asked if anyone had read an article about releasing commissioners' personal information like phone numbers and addresses. Councilmember Stein said it was a state proposal which would say that this is public information. Commissioner Carrol said it was his understanding that it had passed. Director Blank reminded everyone that the Robbinsdale School District didn't pass their referendum last fall. They are implementing all the cuts they had proposed except for closing a school. There will be no athletics in the middle schools. Staff members met with the schools and the other affected park and recreation agencies. The 5:30 p.m. bus will be eliminated, but there will be a 4:15 p.m. bus, although it may run slightly later. They are proposing intramural sports. Programs would last about an hour or so. Sandburg wants to have the teachers run the programs as they have in the past and keep all their programs in place. Plymouth Middle School wants to run some programs and use as many teachers as possible, but they may need help from Parks and Recreation and the YMCA. The principals will work with parents at each school to come up with a plan. We are standing by willing to assist. We do need a long lead time if we are going to provide programming in the fall. Since we are fee based, we cannot donate time and materials. There is no consensus yet. One issue is whether the district will allow large discrepancies in the three schools. Parents may want to move their students to other schools to take part in more after- school programs. Commissioner D. Anderson mentioned that the Osseo district is addressing these same issues. 8. STAFF COMMUNICATION PRAC Minutes/March, 2008 Page 7 9. ADJOURNMENT Chair Singer entertained the motion to adjourn. MOTION was made by Commissioner D. Anderson and seconded by Commissioner Carroll. Vote: 6 Ayes. MOTION approved. The meeting adjourned at 8:26 pm. The next meeting will be held on Thursday, April 10, 2008 Respectfully submitted Donna Sankey — PRAC recorder