HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 01-08-2009MINUTES OF THE PARKS AND RECREATION ADVISORY COMMISSION MEETING
January 8, 2009
PRESENT: Commissioners: E. Singer, M. Smith, G. Anderson, D. Anderson, A.
Vanderwall, P. Knight, N. Carroll
Staff: E. Blank, D. Evans, D. Sankey
Planning Commission Liaison: J. Davis
City Council Liaison: B. Stein
ABSENT:
1. CALL TO ORDER
Chair Singer called the meeting to order at 7:02 p.m. in the Council Chamber.
2. APPROVAL OF MINUTES
Motion was made by Commissioner Vanderwall and seconded by Commissioner G.
Anderson to approve the November minutes with revision noted. Vote: 6 Ayes.
Motion carried.
Commissioner Carroll arrived after approval of minutes.
3. VISITOR PRESENTATIONS
a. Athletic Associations. None
b. Staff: Superintendent Evans spoke on recent events and activities taking place in
the Parks and Recreation Department. Commissioner Knight asked how the New
Year's event was advertised and why it grew quite a bit this year. Evans said it was
cancelled due to weather in 2006 and has started to grow again, especially with
non-residents. Events coming up include the Little Sweetheart Ball on February 6,
Fire & Ice on February 7, the Banner Competition, and Parkers Lake Red Bull Pond
Hockey. The Millennium Garden is rented every Saturday in 2009 - 39 weddings.
There are 43 receptions scheduled in the Plymouth Room and six bar or bat
mitzvahs.
4. REPORT ON PAST COUNCIL ACTION
a. CIP Chanaes — Delav of Hilde and West Medicine Buildina Proiects: Director
Blank explained that at the December 13 City Council meeting, it was decided to
delay a number of projects, including the Hilde project to 2010 and the West
Medicine Lake building to 2012.
b. Approve 2009 Budget: The 2009 budget was approved. Commissioner Carroll
asked how Plymouth was affected by the state budget. Blank said we absorbed the
lack of a second payment of $500,000 in 2008. Councilmember Stein said it was
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Page 2
taken from Street Reconstruction Budget. Future budgets will be affected by
upcoming cuts.
5. UNFINISHED BUSINESS
a. Update — Zachary Park Building: Blank said he is very impressed with the
progress. The group is essentially duplicating the Greenwood building for $100,000
less. Painting and trim work and details in the concession area are left to do. There
will be a big grand opening sometime in May.
b. Update — Zachary Parking Lot: Blank reminded the commissioners that this is the
issue involving the tennis court maintenance. The parking lot maps were actually
drawn in 2005. He is comfortable with leaving the tennis courts where they are for
refurbishment. We will be able to expand the parking lot — options are there.
Commissioner Smith asked about sharing the parking lot with the church. Blank
explained that there is a joint powers agreement for overflow parking on Sundays
for the church and using their lot for our overflow on other days.
c. Update — Greenway Land Acquisition: Blank announced that a six acre parcel
has been purchased for $410,000, which is about $69,500 per acre. Now there is
only one gap between Lake Camelot and Vicksburg Lane. We should be able to
close that gap in the next six months. The economy is actually helping with land
acquisition. We have been contacted about a 40 acre parcel across from the high
school and two parcels on the east side of high school. We are in negations with
Craig Schurber about a parcel at the corner of Dunkirk and County Road 47 for a
potential athletic complex. We may be able to make a major acquisition.
Commissioner G. Anderson asked about the probability of acquisitions happening in
2009. Blank pointed out that taxes are due on May 15, and the limited tax credit is
coming off. Owners are coming in and offering to sell their land. Developers are
starting to walk away from land. We have $6.2 million left of the $9 million Open
Space fund, plus $2.2 million in park dedication fees.
6. NEW BUSINESS
a. Approve Park Facility Fees: Superintendent Evans reported that the last
substantial change in rental fees was in 2006. We have talked to neighboring
communities and checked utilities and other costs to determine the changes needed
to become current. We are trying to increase fees to a reasonable level to maintain
services and facilities. Commissioner Vanderwall asked if the changes for baseball
and soccer field usage are for sports organizations. Evans said they would apply for
tournaments outside the normal scope of use of the organizations. Commissioner
Knight asked why we did not raise the rates for canoe racks and school district use
at Parkers Lake building in 2006. Evans said we wanted to keep the Parkers Lake
fees matching with what the school district charges us for the use of their buildings.
It did not seem necessary to raise the canoe rack fees at that time. Chair Singer
said she likes a larger gap between resident and non-resident fees. Commissioner
Vanderwall asked if the margin is consistent with other departments in the area.
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Evans said that we didn't check on that issue, but we are following Council
suggestions on the gap. Director Blank said that since 30% of our revenue comes
from non-residents, we will want to be careful to keep a balance between these
rates.
Motion was made by Commissioner Vanderwall to recommend approving the
suggested rental rates. Commissioner D. Anderson second. 7 ayes. Motion
approved.
Chair Singer asked when these new rates would be approved and implemented.
Evans said probably by early February.
b. Review Draft of 2009 Work Plan: Director Blank introduced a work plan for 2009,
pointing out that our two largest work projects have been taken off the schedule for
this year. There are no big projects for 2009, so the workload will be less than a
typical year. We will work hard on buying land. We will recommend a 5 year CIP to
the Council, possibly in August. The Commission will review options for trails to
recommend to the City Council. Staff is studying the area from Dunkirk to Lowes
regarding a trail. The trail could assist in getting to a water control device in the
pond. We could go back and amend the CIP if this trail is approved. Beach
improvements will be considered. A park tour will be held. Phase II construction will
continue on the Millennium Garden. By July, we must set rental fees for 2011 for the
garden because they book 18 months out. We will need to consider instituting user
fees for use of the fields. We now know there will be significant financial strains on
the City for 2010-11, a shortfall of about $2-3 million. User fees for athletic
associations are a possibility. Staff is looking at budgets associated with soccer,
baseball and softball using the parks. We are meeting with the presidents of the
associations to lay out the options. Our department will have cuts, so associations
will need to know the options available. Documents will be provided next month or
the month after. We have been working under a policy developed many years ago
by a citizens' tax force under Mayor Davenport for park user fees. The current policy
is that for everyday use, there should not be a fee. For extraordinary use, such as
tournaments, there will be a fee charged. We will look at this document again. Blank
said he feels there will be a fee. Hockey pays a fee, and soccer pays to use the
dome. Chair Singer said it will be a challenge. Blank said he agrees. Right now we
provide high quality service, and the associations will have to decide how much of
this service will be continued. There are miscellaneous projects in the CIP which will
come up this year. Grand openings will be scheduled at several of the new parks.
The winged sculpture will be dedicated at the Millennium Garden. Blank pointed out
that things may be added or subtracted from this list by the Council.
Commissioner G. Anderson asked about the trail crossing at Cheshire Lane. Blank
said a concrete tunnel will be built by the developer, probably within the year.
Commissioner Vanderwall asked when user fees will be discussed. A meeting with
the athletic associations will be held the end of February or early March. Blank said
that with the budget, we are doing something that has never done before. Every
program in the city is being analyzed from top to bottom. The programs will be
weighed in priority. Some items are mandatory by law, but discretionary things will
be prioritized. When the Council starts talking about the upcoming budget, they will
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Page 4
have a menu with which to work to assist in making cuts. Alternately, the cuts can
be made up by increasing revenue. Chair Singer said that she is not a fan of the
word "miscellaneous." Can we rename that item "Park Upgrades?" Blank said that
was a good suggestion. Commissioner Smith asked whether the Cheshire Lane
project is a railroad crossing. Blank said that no, it is just a tunnel. Smith asked if
now was a good time to work on smaller projects. Blank said this could be
considered.
7. COMMISSION PRESENTATION:
a. Chair Ellie Singer's term expires: Chair Singer said she has purchased a new
home in a different city, which forces her to resign from the Commission. This was a
hard choice, but it is a good choice for her family. She will miss coming to these
meetings and serving as she has for the last nine years. She wishes the
commission luck. She suggested they listen to staff, keep an open mind, and keep
the vision of managed growth and responsible fiduciary decisions.
Blank said that we have had a string of very good chair people in the last 29 years,
and Ellie has been one of the strongest. Her leadership and guidance will be greatly
missed. He wished her the best of luck in her future.
Council will be appointing a new commissioner to bring PRAC back up to 7
members.
8. STAFF COMMUNICATION:
a. 2009 Meeting Schedule: Blank explained that we could probably accomplish all we
need by meeting every other month, and he asked for opinions. Commissioner D.
Anderson said it is a staff call because staff knows what is needed.
Blank announced that today Diane Evans was recognized with a special award from
MRPA. During 2006 and 2008, she chaired the annual meeting. She also chaired a
leadership academy designed to train the next generation of department leaders to
become ready to step up.
9. ADJOURNMENT
Chair Singer entertained the motion to adjourn. MOTION was made by Commissioner
Smith and seconded by Commissioner Carroll. Vote: 7 Ayes. Motion approved.
The meeting adjourned at 7:54 p.m.
The next meeting will be held on February 12, in the Council Chambers.
Donna Sankey — PRAC recorder