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HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 09-10-2009MINUTES OF THE PARKS AND RECREATION ADVISORY COMMISSION MEETING September 10, 2009 PRESENT: Commissioners: M. Smith, G. Anderson, D. Anderson, N. Carroll, J. Nelson, P. Knight, A. Vanderwall Staff: E. Blank, R. Busch, S. Mittelstaedt, D. Sankey City Council Liaison: B. Stein Planning Commission Liaison D. Kobusson ABSENT: None 1. CALL TO ORDER Chair Smith called the meeting to order at 7:04 p.m. at the Plymouth Creek Center. 2. APPROVAL OF MINUTES Motion was made by Commissioner Carroll and seconded by Commissioner G. Anderson to approve the June minutes with changes noted. Vote: 7 Ayes. Motion carried. 3. VISITOR PRESENTATIONS 09 1 4. REPORT ON PAST COUNCIL ACTION a. Approved Fieldhouse and Plymouth Creek Center Fees: Director Blank reported that the City Council approved the fees for the Fieldhouse and Plymouth Creek Center for 2011. Since these facilities book out so far in advance, 2011 fees were considered at this time. 5. UNFINISHED BUSINESS a. Update — Greenway: Director Blank said that we recently closed on one piece of property. All of the parcels on the east side of Vicksburg except one have now been acquired. The owner of the last parcel is not interested in selling at this time. A new development along Schmidt Lake Road and Peony Lane will be on the Council agenda on October 13. It is an 80 -acre parcel with a development of single-family homes. The park dedication will consist of 40 acres on the northern part of the property. We will owe the developer $351,257 for the value of the land in excess of the normal park dedication amount of $455,000. This acquisition will wrap up the far western edge of the Greenway. Commissioner D. Anderson asked if we will pay the developer later with park dedication credit. Blank said we will give them cash. Commissioner Carroll asked who is developing the property. Blank answered that it is Centex Homes. PRAC Minutes/September 10, 2009 Page 2 b. Update — Budget and C.I.P.: Director Blank explained that the budget is moving through the process. There are four study sessions coming up. The budget will be complete by December 8. A major issue was the youth athletic association fee. The council voted 4-3 to take it out of the budget. The maximum levy limit was set. It cannot be raised, but it can be lowered. Council set a .8% increase, which averages about $6 per household. The Council may be looking at lowering it even further. The CIP went through the Planning Commission. It is set for the September 27 Council meeting. We should know in October whether recommended items will be approved. Commissioner D. Anderson asked how the vote on the youth association fee would affect the budget. Blank answered that it will be short $100,000. Chair Smith asked if the $100,000 will come from the CIP. Blank explained that it is a completely separate budget and must come from the general fund. c. Update — 2009 Trail Project on Bass Lake Road Blank reported that we are taking quotes on the project because it is under the threshold for needing to be bid. November 1 is the expected finish date. Commissioner D. Anderson said that the Ward 4 citizens are really excited about this project. The Zachary tennis courts rehab is well under way and should be completed soon. Commissioner Vanderwall asked if the tennis courts project just consisted of resurfacing or whether an increase in parking lot size would be taking place. Blank said the project just consists of resurfacing of the courts, and there is no enlargement of the parking lot right now. The Millennium Garden phase 2 project is also pretty well wrapped up. 6. NEW BUSINESS a. Review Plymouth Creek Center and Fieldhouse Operation and Programs: Director Blank introduced Rick Busch, the Plymouth Creek Center Manager, who has worked for the department going on 31 years and Sara Mittelstaedt, who has contracted with us through Senior Community Services for about 17 years. Senior Program Report. Blank said our senior program might be the largest senior program in Minnesota. Sara Mittelstaedt presented graphs showing the growth in programs offered, types of programming offered, and where our participants live. Commissioner Knight asked about the growth graph and what spiked the growth in 2004. Mittelstaedt said it was probably word of mouth increasing interest in our programs. She was also asked about the increase in health and fitness participation. Mittelstaedt said that fitness is a really big interest among the seniors. Yoga is huge. Biking is now large enough to break into 2 groups. Councilmember Stein asked about the age breakdown. Mittelstaedt said that the average person is female, 75, living alone, and moderately affluent. Volunteer driver service is provided through Care and Share. Marty Guritz has been running this program. Susan Makela is our senior outreach provider. A report must be done for United Way, so we are very complete with data gathering. The Grapevine is our senior newsletter to which people can subscribe. Commissioner Carroll asked whether computer literacy is growing. Mittelstaedt said it is definitely growing. The younger seniors are using computers quite a bit. The Rotary donated computers and Rotary volunteers work with people one-on-one to help them learn. We are now expanding PRAC Minutes/September 10, 2009 Page 3 through the city's volunteer program to recruit more volunteers for this task. Blank said one of the highlights this past year was the Holiday Choir Concert with the Armstrong High School Choir and the Plymouth Rockers. It was a fantastic holiday program. Rick Busch mentioned that our senior program is outstanding. Most traditional senior programs consist mainly of playing cards and casino trips. Our programs go way beyond this, and Sara is doing a wonderful job in providing these services. Community Center Report. Busch reported that the Plymouth Creek Center started its 10th year in April. We have two full time maintenance people, John Spiotta and Dave Gilseth. Deb Johnson works with the administrative part of the senior programs. Angie Jednik books the rooms and works with the weddings. Penny Gallagher works from 10-2:00 each day at the front desk. We have morning and afternoon volunteer greeters also at the front desk. Susan Makela is contracted through Senior Community Services as Outreach Coordinator. A group called Equality does job placement for mentally challenged adults, and provides a crew of 7-8 people for cleaning and doing windows. This is a great boon for the facility. Busch presented a 6 -month report, which includes a breakdown of statistics on who uses the building and when. The weddings provide the bulk of the rental income. Special events include bar mitzvahs, bat mitzvahs, and anniversaries. We had 83 total events last year. When Suzanne's went out of business, we contracted with Medina, Mintahoe, and Town & Country, which gives customers more latitude in their choices. The city gets a percentage of the food and beverage sales for each event. Commissioner Carroll asked what the city makes per event on average. Busch explained that the percentage is 25% for liquor, and the food sales percentage is 12% on weekends and 8% on weekdays. The average wedding is about $1000. Councilmember Stein wondered why Mintahoe seems to be picked most often. Busch said that Minntahoe has more upper range offerings. Medina and Town & Country are a little more mid range. We are very happy with the catering. Commissioner D. Anderson asked if the 25% on liquor includes the police. Busch said that the fee for police is a separate $60 per hour charge with a 4 -hour minimum. We ask for an evaluation after every event, and we track how the food scored. These results are shared with the caterers. We are averaging 4.6 or 4.7 out of 5 on all aspects of the facility and the caterers. Fieldhouse Report. Busch reported that we started business in the Fieldhouse in November 1999, with satellite bathrooms and no parking lot. We gradually got everything in place. Our supplier for Astro -play turf is no longer in business, so the turf will someday be replaced with a different product. Commissioner Carroll asked how long it will last. Busch said we replace it once because the first turf presented some problems. We had the company replace the turf, and we paid for installation in 2003, so the current field is about 6 years old. We are hopeful it will last about 10 years. It gets a lot of wear — nearly around the clock. We will be lucky if it goes 10 years. We are spending about $200,000 per year for operation of the building. Since we are taking in at least $300,000 per year, the profit is over $100,000. We are escrowing the extra each year to go for replacement. Commissioner Carroll asked if this reserve fund is dedicated. Blank said yes, it is a special account earmarked for the Fieldhouse, although it the Council could use it elsewhere if they felt it PRAC Minutes/September 10, 2009 Page 4 necessary. Commissioner Carroll asked why the electricity expense has gone up. Busch said more lights are running for more of the day. Preschool Open Play has 100-200 kids each day and is growing more and more. We have also added High School Open Play, after school classes, and more rentals. Our next season is already 93% sold. Chair Smith asked if we have done an energy study as we did at the ice arena. Busch said yes, and we are considering different lights. The dome in Stillwater changed to high efficiency lights, but when we looked at them, we felt the lights were not nearly bright enough. Now we are looking for another energy efficient light. Busch reported that our rental rates have traditionally been about the lowest in the metro area. Holy Angels, Augsburg, Woodbury, and Minnetonka are all around 300 or more per hour. We have kept ours well below this. The Central Middle School dome does not allow much rental beyond their athletic associations. The school dome's time tends to be largely used by their own school activities. We have more latitude for renting to other customers. Blank said we average 200 people per day walking in the dome. Councilmember Stein asked if we charge for the field when the dome is down. Busch said not for youth associations. Commissioner D. Anderson said he hears nothing but good comments about the facility — it is well respected. Blank said that the Yard & Garden Expo and Halloween at the Creek are other types of events we are able to offer. We have flexibility to meet demands in the community. Busch pointed out that the nice thing about the location is that we are right in the middle of Plymouth. It fosters a better sense of community. 7. COMMISSION PRESENTATION: None 8. STAFF COMMUNICATION: None 9. ADJOURNMENT Chair Smith entertained the motion to adjourn. MOTION was made by Commissioner D. Anderson and seconded by Commissioner Vanderwall. Vote: 6 Ayes. Motion approved. The meeting adjourned at 8:29 p.m. The next meeting will on October 8, 2009. Donna Sankey — PRAC recorder