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HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 02-12-2009MINUTES OF THE PARKS AND RECREATION ADVISORY COMMISSION MEETING February 12, 2009 PRESENT: Commissioners: M. Smith, G. Anderson, D. Anderson, A. Vanderwall, N. Carroll, J. Nelson Staff: E. Blank, D. Evans, K. Greupner, D. Sankey Planning Commission Liaison: D. Korusson City Council Liaison: B. Stein ABSENT: P. Knight 1. CALL TO ORDER Vice Chair Smith called the meeting to order at 7:04 p.m. in the Council Chamber. Election of Chair: Commissioner Carroll nominated Commissioner Mike Smith for Commission Chair. Commissioner D. Anderson seconded. Vote: 6 Ayes. Motion carried. Election of Vice Chair: Chair Smith nominated Commissioner Greg Anderson for Vice Chair. Commissioner Carroll seconded. Vote: 6 Ayes. Motion carried. 2. APPROVAL OF MINUTES Motion was made by Commissioner Carroll and seconded by Commissioner G. Anderson to approve the January minutes . Vote: 6 Ayes. Motion carried. 3. VISITOR PRESENTATIONS a. Athletic Associations: None b. Staff: Karol Greupner spoke on the programs in which she is involved. She said that the City contributes to the Plymouth Fine Arts Council, which funds and oversees several other groups. The Plymouth Community Concert Band is one of the groups funded by PFAC. They also sponsor monthly art displays in City Hall and the Plymouth Creek Center. Jazz Impressions - an Evening of Fine Jazz is coming up on February 20. Jazz in Plymouth is scheduled for this summer. Primavera, with student art and adult art, begins April 17. The winners of the Public Art Banner competition will be displayed along Plymouth Boulevard. Karol's programs also include art classes, Fun Mobile, Entertainment in the Parks, and the Autumn Arts Fair with over 30 artists. Superintendant of Recreation Diane Evans thanked the Commissioners and Councilmember Stein for helping with the fire at Fire and Ice. Smith & Stein also judged the goofy hat contest. It was a great day with between 4,000-5,000 PRAC Minutes/February 12, 2009 Page 2 participants. Two new events were the Recycling Bin Races and Captain Lowell's Train Ride, both very popular. The Little Sweetheart Ball had 170 participants, with moms, dads, and kids dancing and having a great time. The February 20 Jazz Impressions event includes music, wine and chocolates. Our first Healthy Living Fair will be held from1-5 pm on March 15. Applications are coming in for summer employment. We are putting the finishing touches on the summer brochure. We are also working on the budget for 2010-11. Councilmember Stein reminded Staff Evans about the Mayor's Skating Party at Parkers Lake Park. It was a great opportunity to have hot chocolate and cookies, sit by the fire, and skate with the Mayor. Mayor Slavik will host another skating party on February 20. Director Blank reported that the ice arena open skate is very popular, as are the skate lessons. We needed to hire more instructors. Ice time for many tournaments and leagues has been booked. The Fieldhouse just had a $70,000 month. They achieved an estimated net of $150,000 for 2008. Commissioner Carroll asked about outdoor pond hockey. Blank said that Red Bull hosted an event at Parkers Lake. 4. REPORT ON PAST COUNCIL ACTION a. Approve park rental fees: Blank reported that the Council passed the rental fee changes as approved by PRAC. b. Approve non-resident fee for programs: Evans reported that the Council adopted the new policy. She said there is a new multi -tiered system with three different percentages. For up to $50, the non-resident surcharge is 20%. For $51 to $100, the surcharge is 15%. For $101 and over, it is 10%. She also pointed out that non- residents are very important to our programs. The new policy takes effect in the summer brochure 5. UNFINISHED BUSINESS a. Update — Zachary Park Building: Blank reported that they will start working again next week, and that they are nearly done. They are still under budget. The City still has some landscaping to do. The association is planning a combined grand opening for Little League and for the building. A date has not yet been decided. b. Greenway Land Acquisition: Blank said that he had a closing last week on the purchase of a 1.1 acre property. We also have an agreement on a 6 -acre parcel. We first must create a plat and map the wetlands. Council approval on the agreement is contingent on platting. Another landowner came in yesterday and talked about a 10 -acre property. PRAC Minutes/February 12, 2009 Page 3 6. NEW BUSINESS a. Review Public Art Policy: Karol Greupner reported on the Arts Policy and some art pieces the City has acquired. She said that Franklin Bank had donated a piece by Larry Poons which hangs in the Plymouth Creek Center. Scanticon donated a three-dimensional piece which now hangs in the Ice Center. The Winged Iris sculpture by Foster Willey Jr. is scheduled to be installed in April. Since we are building a public art collection, it is important to put together a Public Arts Policy. Our mission is to promote, protect, and enrich the arts in Plymouth. The policy includes acquisition, selection, funding, contracts, insurance, maintenance, relocation and removal. Chair Smith thought the policy was clear and concise. Commissioner Vanderwall suggested that perhaps one of the PRAC commissioners should be on the art selection committee. Karol thought that was a good idea. Blank agreed, and Evans said that it was the intent to have a PRAC representative on the committee, and it was left out Chair Smith said that having a committee is good, and perhaps community involvement would also be helpful. Eric said budgeting for art acquisition will be 2-3 years out in the CIP. Once a new acquisition is approved by Council, the procedure outlined in the policy would begin. Commissioner D. Anderson asked if an arts policy had been presented before. Blank said it had been presented few years ago. At that time, it was decided that the document was too long and complicated and needed to be simplified. MOTION: Commissioner Carroll moved to approve the Arts Policy with the addition of having a PRAC member on the selection committee. Commissioner Vanderwall seconded Vote: 6 Ayes. Motion carried. b. Approve Annual Report: Evans said that the Annual Report showcases the Commission's work for 2008 and the Work Plan for 2009 for the City Council. She pointed out highlights from the report. Chair Smith was impressed with the photos. Commissioner Carroll was also impressed with the photography. Chair Smith suggested that on page12, PFAC should be spelled out. Commissioner Vanderwall asked if the percentages on page 22 could be clarified. MOTION: Commissioner Vanderwall moved to accept the Annual Report with noted corrections. Commissioner G. Anderson seconded. Vote: 6 Ayes. Motion carried. c. Approve 2009 Work Plan Blank pointed out the highlights of the Work Plan. He said the Council has said the Greenway is a top priority. New trails, beach improvements, a park tour, Millennium Garden improvements, review of fees & policies, and park projects follow the CIP. Commissioner Carroll asked about the West Medicine Park building delay. Blank said it was postponed to 2012. Commissioner G. Anderson asked how it is handled if a trail costs more than the budget. Blank explained that we would go to Council with an engineering estimate and ask for their approval. There is some flexibility. MOTION: Commissioner D. Anderson moved to adopt the 2009 Work Plan. Commissioner Carroll seconded. Vote: 6 Ayes. Motion carried. PRAC Minutes/February 12, 2009 Page 4 d. Review Mayor's Task Force on Park & Recreation Program Financing (1982) Blank said the city built four playfields in 1980 and two in 1981. Right away, issues of operation became apparent. Mayor Davenport created a commission to determine the rules of use. The associations with predominately Plymouth kids use the playfields for free during the week. For weekend tournaments with other teams coming in, a fee is charged. This has worked for 28 years. The state legislature has put a tax freeze on the cities. There will need to be changes to the structure of the budget in 2010-11. This will affect every department. Cutting services is one way to handle the problem - increasing revenue is another. We will meet with the association presidents to discuss this issue. They will need to determine if they can make do with less service, do their own maintenance, or pay a user fee. Based on input, staff will work on developing a new policy. The Council will look at the strategy when reviewing budgets. Chair Smith asked if another task force is needed. Blank explained that most of that work was done in 1980 and doesn't need to be done again. The answer for the associations might be a combination plan. Commissioner Carroll asked if there would be quality control managed by the City if the association does their own work. Blank said maintenance staff would stay diligent on oversight. Commissioner Nelson asked if the City would provide the tools for the association. Blank said at Parkers Lake, for example, there is a chalk machine, and they would have access to it plus diamond dry. Where there is no building for storage, they will have to bring their own tools. Commissioner Vanderwall asked if there is a breakdown on the park budget for field maintenance. Blank said that right now, there is about $800,000 budgeted to athletic fields. We will need to simplify this to a one -sheet document. Commissioner Vanderwall asked about a projected shortfall. Blank explained that the City is trying to do a budget with no increase in tax for 2010. They are going through a process of ranking the services the city provides. Some programs may need to be eliminated. Chair Smith felt the 1982 report was interesting to read and congratulated Blank on the department's growth through the years 7. COMMISSION PRESENTATION: 8. STAFF COMMUNICATION: 9. ADJOURNMENT Chair Smith entertained the motion to adjourn. MOTION was made by Commissioner Vanderwall and seconded by Commissioner D. Anderson. Vote: 6 Ayes. Motion approved. The meeting adjourned at 8:37 p.m. The next meeting will be held on March 12, in the Council Chambers. Donna Sankey — PRAC recorder