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HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 04-10-2008MINUTES OF THE PARKS AND RECREATION ADVISORY COMMISSION MEETING April 10, 2008 PRESENT: Commissioners: D. Anderson, M. Smith, G. Anderson, P. Knight, N. Carroll, A. Vanderwall Staff: E. Blank, D. Evans, D Lauer, M. Miller City Council Liaison: B. Stein ABSENT: Chair E. Singer, Planning Commission Liaison: Jim Davis 1. CALL TO ORDER The meeting was called to order at 7:05 p.m. in the Council Chambers by Vice -Chair Smith. 2. APPROVAL OF MINUTES Motion was made by Commissioner D. Anderson and seconded by Commissioner G. Anderson to approve the March minutes. Vote: 4 Ayes. Motion carried. 3. VISITOR PRESENTATIONS a. Athletic Associations. None were present at the meeting. b. Staff. Diane Evans reminded the Commissioners that the MRPA Board and Commission symposium takes place on April 22, 2008. She requested that those interested in attending sign up no later than April 15, 2008 as registrations are due on April 16, 2008. Commissioner D. Anderson requested to be placed on the list. Evans reviewed events that have taken place since the last meeting. The Yard and Garden Expo hosted 92 vendors. Overall, including vendors, volunteers and guests there were 1,300 who attended the event. This is up from last year by over 300. Evans gave kudos to the staff members who worked on this event including Regina and Erica from Parks and Recreation, Paul and Lara from Forestry, Margie and Kris from the Recycling and Environmental Services. Evans reminded the Commissioners that the Yard and Garden Expo event is a fundraiser for the Millennium Garden. The field house dome will be coming down on April 23, 2008. The field house continues to do well. March set record highs for hours sold at the field house; having 355 hours as opposed to 300 from last year. At last month's meeting the weddings scheduled at the Plymouth Creek Center was discussed. That number has now increased to 52, which is a record, with the majority of those bookings having their wedding in the garden and their reception at the PCC. Vice -Chair Smith asked if there were plans to extend the preschool playtime at the dome, as it does not come down until the end of April. Evans stated as we get into March and April we are taking on additional sport programs which does not make extending the playtime conducive. She continued to state that they are excited about enhancing open play next year. PRAC Minutes/April 2008 Page 2 The Primavera event will be taking place next week, April 18, 2008 through April 22, 2008. There will be approximately 74 artists displaying over 150 pieces of artwork. Last week, a special senior volunteer luncheon was held at the Plymouth Creek Center. These volunteers help with meals on wheels and other senior events. The number of senior volunteers stands at 327, logging approximately 16,700 hours of service. One hundred fifty volunteers attended the luncheon. On April 26, 2008, the City Council and Mayor will hold a City Sampler Open House from 9:00 a.m.-12:00 noon at City Hall. The Twister Sisters, who are storm chasers, will do a presentation at 9:30 a.m. and 11:00 a.m. The event will also provide activities and free food. Dan Lauer reported that he has been with the Parks and Recreation Department since May of 1999. His primary responsibility is working with youths, adults, associations and schools relating to sports and athletic programs. He also works closely with the Parks Maintenance staff. Lauer provided an overhead of the different adult leagues offered. He shared that we have 141 teams on un -officiated and 240 teams on officiated leagues. He also provides open pick-up sports in volleyball, soccer and basketball for adults. For youth, Lauer outlined the numerous programs offered. Some of the newer programs include Rat Rink Hockey and Weekend T -ball. Lauer stated there is approximately 25 plus Youth Associations that he works with directly. He works with each group to make sure the fields are appropriately assigned for practice and games as well as correctly chalked. He also shared that he is the liaison to the Wayzata and Armstrong High schools. Lauer works with West Lutheran High School and on occasion with Providence Academy to utilize their facilities for our programs and vice versa. Commissioner Vanderwall asked whom they should contact if they notice any safety issues on fields. Lauer responded by saying that he should be the first point of contact and will work with Parks Maintenance to address any issues. Commissioner Vanderwall's other question was after hearing the schools hand over their facilities for the summer has there been any interest in people wanting to use the track facilities for walking, jogging, and track training. Lauer responded by saying that most schools will hand over their facilities for Parks and Recreation to permit out , however, the Armstrong and Wayzata Stadium is strictly through the school. Commissioner Vanderwall questioned whether there had been any discussion with these schools regarding public use. Lauer replied that there has been some discussion and they will open up the stadium but want an attendant to be there during that time. At this time, Lauer feels that the stadiums will remained locked unless it is opened for a specific purpose with an attendant on hand. Vice -Chair Smith asked that due to the Robbinsdale School District program cutbacks if our Recreation Department would be working with them. Director Blank PRAC Minutes/April 2008 Page 3 stated that all staff within Parks and Recreation would be working with them based on the type of program they are requesting. c. Others. There were no other presentations. 4. REPORT ON PAST COUNCIL ACTION a. Artwork for Millennium Garden: At Tuesday's City Council meeting, monies were allocated and approved for the Millennium Garden's two projects. As background, Director Blank stated that a fund was started when the garden opened in 2002. Every year dollars are contributed to the garden fund that equates to approximately 5,00048,000 from private contributions, fund raising and the sale of garden bricks. For the last two years, and again this year Lifetime Fitness contributed $10,000. As of January 2008, the Millennium Garden Fund had a balance in excess of $57,000. It was recommended that the Council allocate $40,000 for a sculpture to be added to the garden. The second recommendation was the Millennium Garden Phase II Construction Project. $15,000 of the Garden Fund will be moved to the Construction Fund in order to get more work done this season. Vice -Chair Smith asked if the 40,000 comes out of the $57,000 Garden Fund balance. Director Blank replied yes. He also shared that Lifetime Fitness has pledged to give $10,000 a year for projects of our choice as long as they continue to do well financially. b. West Medicine Park Building: Director Blank stated that five years ago some preliminary work was done in regards to a park building however; the addition of a third ice rink at the Ice Arena diverted $1.8 million dollars of Park Dedication funds. Subsequently, it has taken this long to replenish the fund in order to put the park building in the 2009 CIP budget. At present, construction bids have been coming in 20-50% lower than estimated. He recommended that the Council approve moving the West Medicine Lake Park Building up by six months. Tuesday night's presentation recommended they bid in the 4t" quarter of 2008 rather than the 2nd quarter of 2009. The Council approved to move forward. Director Blank will set up and interview three architects, draft a preliminary design and budget. This work will also include presentations to and input from the Parks and Recreation Advisory Commission. The timeline for this preliminary work is estimated to be complete by June or July. After that time, it will go back to the City Council for approval with a bid awarded sometime in October. The estimated budget for this project is $2,000,000. c. Oakwood Playfield Parking Lot: Director Blank reviewed the color map that outlined the proposed new parking spaces at the Oakwood Elementary School. Wayzata School District is requesting that 46 spaces be added to the site. The bids for this project came in approximately 40% below estimate. The City Council approved contributing $70,000 for that addition. $35,000 in payments will be made in January of 2009 and 2010, which will come out of the Parks Dedication funds. Vice -Chair Smith asked if there were any trails off this parking lot. Director Blank replied that the school is constructing a sidewalk in which the school district will pay 100% of the cost. He also stated that County Road 101, which does have trails, is scheduled to be widened in October of this year. d. Zachary Playfield Building. Director Blank asked the Commissioners to look at the packet that included the floor plan for the new Zachary Playfield Building. The new PRAC Minutes/April 2008 Page 4 building is almost an identical replica of the park building at Greenwood Elementary. The exception is the Greenwood building is a two-story, while plans for the Zachary building are a one-story facility. The Plymouth/New Hope Little League has secured volunteer contractors. The $107,000 cost will take the form of a loan. It will be used to purchase all the necessary construction materials. Construction is scheduled to begin on July 10, 2008 with a projected 60-90 day completion time. Reimbursement of the loan will take place over a five-year period. No groundbreaking ceremony has been discussed to date. Commissioner Carroll asked Director Blank to explain the advantages of a metal roof. Director Blank replied by stating that they last longer. Children will climb park buildings and rip off the shingles to use as Frisbees. Metal roofs are kept at enough of a pitch to detour children from climbing them. The building will meet all of the necessary building codes. 5. UNFINISHED BUSINESS a. Update — Hilde Director Blank gave an overview of the plans for the upgrade to the Hilde. This is a 4t" generation plan. He reviewed the improvements that include increase seating by capturing 10-15% more square footage, a secondary performance area as well as permanent lavatory facilities. The upgrade also includes different sculptures such as life-size musical instruments. The plan, which has been circulating the community for feedback, has been well received thus far. Commissioner Vanderwall wondered what type of surface would surround the pond area. Director Blank replied it would be some type of concrete. Commissioner Vanderwall asked why concrete rather than wood. Director Blank replied wood requires more maintenance around water than concrete. The designer will present to the Commissioners in May. b. Update — Millennium Garden Director Blank has bids out with two contractors for the construction of the water bridge at the garden. Once those bids are received, they will continue down the list to see how much $75,000 will buy. Last week the garden received $3,000 in donations. The hope is to have some construction underway by mid May. 6. NEW BUSINESS a. Taryn Hills Mini -Park- Approve Master Site Plan. Director Blank reviewed with the Commissioners where Taryn Hills is located within the City. This piece of property is incorporated along the trail of the Northwest Greenway. He also reviewed the design plan for the mini -park stating that this is very small piece of property. The developer designs the site to blend in with the homes in the area. The mini -park will consist mainly of a children's playground. Mini -park playgrounds cost approximately $80,000 as opposed to the larger neighborhood parks, which run approximately $120,000. Three proposals were reviewed and the recommended plan was sent to residents in that area. Director Blank recommends this plan to the Commissioners as the Master Plan. Director Blank received one email response from a resident requesting a pool or tennis court on this site. This is not possible with the size of the park and the allotted budget. Landscaping will be done around the pond, which is quite steep, to enhance the visual effect. The total cost is PRAC Minutes/April 2008 Page 5 150,000, with $80,000 slated for playground equipment and the remainder for landscaping and other features. Commissioner Knight voiced safety concerns with the pond upgrade. Director Blank stated that ponds have a standard design with a flat shelf that goes out 8-10 feet so that if children stumble into the pond they are only in 6 inches of water. Commissioner D. Anderson asked what the life expectancy of the playground equipment is and what would be the replacement budget. Director Blank indicated with the new metal and plastic designs, the systems generally last 17-18 years. Commissioner D. Anderson asked about vandalism. Director Blank replied that approximately three parks are tagged in some fashion per year. Commissioner Carroll asked if the pond at the park would be constructed or if it was a natural pond. Director Blank replied that the developer created the pond for water treatment purposes. He then asked what the depth of pond was. Director Blank stated generally about 4 feet, but vary based on water treatment needs. Commissioner Carroll wondered what a small park means in terms of acreage. Director Blank replied that this particular park is approximately 1.25 acres. Mini -parks can run up to 3 acres whereas neighborhood parks are 8-10 acres. Commissioner G. Anderson asked if any of the parks have security lights. Director Blank stated that there is no lighting in neighborhood or mini -parks. Residents prefer natural lighting. Motion was made by Commissioner Carroll to approve the Master Site Plan project. Commissioner Vanderwall seconded. Vote: 6 ayes. Motion carried. 7. COMMISSION PRESENTATION None 8. STAFF COMMUNICATION Director Blank stated that a Northwest Greenway landowner called last week and has accepted the land offer. This land resides off Highway 55 and Juneau Lane and is approximately 1.1 acres. This leaves the City two parcels away from the completion of the Northwest Greenway from Vicksburg to Lake Pomerleau. The purchase agreement, for $75,000 will be presented at the next City Council meeting. Blank feels this has placed the City two years ahead of their original schedule. Closing will take place prior to June 15, 2008 in order for the taxes to be abated for next year. Commissioner G. Anderson asked if once the two parcels are purchased would we construct part of the trail system. Director Blank replied that the developer should have Cheshire Lane under construction by next year. The construction of the tunnel is in our CIP and the developer will build that in 2009 at which point we could technically look at constructing that segment of trail. Vice -Chair Smith asked if there were any updates on the Elm Creek Golf Course. Director Blank replied that the courts had settled the case in Eagan. They ruled that the City of Eagan had the right to guide the golf course and ruled that the golf course was subject to a taking. An announcement was made that the city and owner had reached an agreement. A bond referendum will go to the residents this fall; in the meantime, PRAC Minutes/April 2008 Page 6 the developer can go in and file a formal plat. If the bond fails, the City of Eagan will allow the owner to develop. Vice -Chair Smith asked if the value was dictated by the golf course or the plat of homes. Director Blank stated it is not known. 9. ADJOURNMENT Vice -Chair Smith entertained the motion to adjourn. MOTION was made by Commissioner D. Anderson and seconded by Commissioner Knight. Vote: 6 Ayes. MOTION approved. The meeting adjourned at 8:16 pm. The next meeting will be held on Thursday, May 8, 2008 Respectfully submitted Mary Miller — PRAC recorder