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HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 06-12-2008MINUTES OF THE PARKS AND RECREATION ADVISORY COMMISSION MEETING June 12, 2008 PRESENT: Commissioners: E. Singer, M. Smith, A. Vanderwall, G. Anderson, N. Carroll Staff: E. Blank, D. Evans, D. Sankey ABSENT: P. Knight, D. Anderson, Planning Commission Liaison: J. Davis, City Council Liaison: B. Stein 1. CALL TO ORDER Chair Singer called the meeting to order at 7:03 p.m. in the Council Chambers. Approval of minutes was delayed until 7:08 when a quorum was reached. 2. APPROVAL OF MINUTES Motion was made by Commissioner G. Anderson and seconded by Commissioner Smith to approve the April minutes. Vote: 4 Ayes. Motion carried. 3. VISITOR PRESENTATIONS a. Athletic Associations. None were present at the meeting. b. Staff: Diane Evans presented an update on summer programs. Beaches are open, although they have been closed at times due to weather. General staff training was held last Tuesday. Program registration is looking good. The concert series kicks off on Monday with the Plymouth Community Band. There will be 25 free concerts this summer. The first water ski show will be held June 25. Roll the Dice Bike Rally is coming up. Music in Plymouth Fun Run is on June 28, and Music in Plymouth will be July 2. Ten banners have been submitted for the banner contest. Chair Singer asked if there have been any RFPs regarding the Art Work for the Millennium Garden. Evans replied that several artists have been looking at the site, and a lot of information has gone out to the sculpture groups. c. Others. There were no other presentations. 4. REPORT ON PAST COUNCIL ACTION a. None. 5. UNFINISHED BUSINESS a. Update — Zachary Park Building. Director Blank stated that the architects are completing the final plans and specs. He anticipates breaking ground around July 15. b. Update — Park Tour Date — July 17. Director Blank said that the bus will leave city hall at 4:30. The tour will take approximately three hours and will highlight park upgrades and issues. A light meal will be provided. Council members, the Planning Commission and some staff are invited. PRAC Minutes/June 2008 Page 2 c. Approve Bocce Ball proposal from Minnesota Special Olympics. Director Blank received a letter from Home Depot stating that they are ready to provide materials and labor for this project. Since it is a small project, all we need is a memorandum of understanding that Home Depot can come in and build the project on our property. If we have to move it in the future, we will try to find a suitable location, but there is no guarantee. This should be a win-win situation for Special Olympics and Home Depot. It will also be good for the seniors. Blank is recommending that we build six courts rather than the eight requested by Special Olympics. Commissioner G. Anderson asked why it was increased from four to eight courts. Blank said they feel they have enough teams to use up to eight, but he felt a compromise of six would be reasonable. Commissioner Carroll asked how we will decide. Blank said it depends on if Home Depot is willing. Staff recommends that we approve the project. MOTION was made by Commissioner Carroll to approve the Bocce Ball proposal from Minnesota Special Olympics and Home Depot to build up to six courts on the east lawn of Plymouth Creek Activity Center. Commissioner Vanderwall seconded. Vote: 5 Ayes. MOTION carried. 6. NEW BUSINESS a. West Medicine Park Building Plan Review: Director Blank introduced Tim Mcllwain and Jerry Hagen from Architects HCM. He said we are on a fast track to get the bids out by this fall. We have brought in SRF consultant Barry Warner who was one of the original architects of the park to work on the landscape plans. RJM is working on construction cost estimates. After the Council has seen it, the project will be publicized for public comment. We will need to notify the community and to send a notice to interested parties. Commissioner Smith asked which aspect HCM is doing. Blank replied that HCM is doing the architecture of the building, SRF the landscape, and RJM the cost estimates. Tim Mcllwain said they started with considering what needs are not being met. The design started at 18,000 square feet. Capacities for each room were reduced, and the wish list was narrowed down. The current plans are for 12,000 square feet. The large community room would be 2,250 square feet and could handle 100 for a sit- down function. The active program space contains 1,600 square feet for exercise type programs. The classroom space of 1,000 square feet can be used for an art studio and other functions. A 300 sq ft meeting room is included. There is significant storage included for each space. Mcllwain discussed the floor plan and space functions. The plan includes lots of glass, access to patios, and perhaps sliding walls for access to break out space. There is a fireplace with an interior/exterior fireplace box. The building is designed as a story and a half to respect the site and neighbors on the lake. The plan is to PRAC Minutes/June 2008 Page 3 reroute the existing water and sewer lines at a cost of $17,000 because it gives so much more flexibility. The bathrooms accessible from the beach can be locked down after the beach closes and can also be locked to prevent interior building access. The upstairs contains a classroom, meeting room, and storage space. Jerry Hagen discussed the coffee shop. The goal is to attract casual drop-in users and for it to be a destination spot for the community. Mcllwain explained the expansion of parking by 25 stalls. There is a need to respect the high water mark. Soil elevation on the site needs to be brought down to a lower level. Commissioner Carroll asked how much dirt would need to be removed. Mcllwain replied that he doesn't know yet the number of cubic yards. Director Blank said that the fill site would be at Schmidt Lake Road and 494 (Nature Canyon), the site of a probable future park. We will probably use city trucks and equipment to accomplish the task. Mcllwain stated that the building needs to be related to the site and the beautiful views. Interesting exterior spaces, patios and plaza are designed to blend the building with the park. Stone, wood, and glass exterior materials are designed to create a welcoming feel. He showed some photos of buildings with a similar feel. Staff wanted the building to be a beacon for the neighborhood. The front entry is designed to present this feel. Commissioner Smith asked where the various elements would be used on the exterior. Mcllwain replied that this will be determined over the next week or so. Commissioner G. Anderson asked if there would be separate paths for pedestrians and bikes. Mcllwain said this is not showing yet because the SRF landscaping has not been incorporated into this plan. Director Blank said he has asked SRF to also look at the entire park master plan, including water drainage, rain gardens, and the affect on wetlands. Commissioner Carroll asked why there is a lack of windows on the back side of the building. Mcllwain said there are bathrooms and storage on that side. Hagen said perhaps skylights could be added to break up the roofline. Windows may be worked in where possible. Commissioner Smith asked about LEED certification. Mcllwain said that LEED certified construction adds about 5-7% to the cost. Commissioner Vanderwall asked for a clarification of LEED certification. Mcllwain explained that it stands for Leadership in Energy and Environmental Design. It is a benchmark for building design for energy and resource efficiency. There is a document with environmental and energy factors you follow to work through the design process as you make wise choices in materials. Commissioner Carroll asked how much of a challenge it would be on a project like this to qualify for certification. Mcllwain said it would not be too difficult. Many things can be done, and we would need to look at the costs to achieve various levels of certification. We would need to ask the Council if they want to add dollars to achieve a higher LEED certification. The building cost is probably about $2.3-2.5 million right now. PRAC Minutes/June 2008 Page 4 Chair Singer asked about the kitchens. Blank said there would be a basic kitchen where the caterer would bring in everything already cooked. Food could be kept warm or refrigerated during the event. The coffee cafe would have its own prep kitchen. Blank and Evans met with Dunn Brothers today and learned a lot about franchise arrangements. They will also meet with other vendors. They could rent by percentage of revenue or by square footage. Rental on square footage would probably be better for the vendor. This, with room rentals, could make it possible for the building to break even or perhaps make money. Space for the coffee cafe would probably not be finished so they could come in and decorate it. Blank explained that if the Council gives permission to proceed, it would take about 90 days for the detailed plans. If everything goes perfectly, we would start building in the fall and open next July. Mcllwain and Hagen will be back at the July meeting with the next generation of drawings. Singer asked if there would be any vending area. Blank said that the vending machine electricity cost is so high, that it is not efficient to run. Singer wondered if a pop machine on the beach side of the building could be available, and Blank said that was a possibility. Commissioner Smith said the architects had done a very nice job. A lot of thought has gone into it, and he is very impressed. Commissioner Carroll said he is somewhat troubled by the roof and wondered if there is another option available. Mcllwain said asphalt and wood shingles were possibilities. He will bring photos of similar buildings with the metal roof to help commissioners visualize it. Carroll asked if slate would be more expensive. Mcllwain agreed that it would be. RJM could calculate the differences in costs for us. Carroll said he is concerned about it being incongruous with the other materials in the building. Blank said that the 50 -year lifetime of the metal roof and low maintenance make it attractive. Chair Singer likes the open look of the design and the "green" features and landscaping. She hopes the inside looks just as open and attractive. 7. COMMISSION PRESENTATION 8. STAFF COMMUNICATION 9. ADJOURNMENT Chair Singer entertained the motion to adjourn. MOTION was made by Commissioner Carroll and seconded by Commissioner Smith Vote: 5 Ayes. MOTION approved. The meeting adjourned at 8:33 p.m. The next meeting will be held on July 10, 2008 Respectfully submitted Donna Sankey — PRAC recorder