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.
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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.
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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