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HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 06-10-2010MINUTES OF THE PARKS AND RECREATION ADVISORY COMMISSION MEETING June 10, 2010 PRESENT: Commissioners: G. Anderson, N. Carroll, J. D. Nelson, M. Riley, A. Vanderwall, J. Zwack Staff: D. Evans, E. Blank, S. Mittelstaedt, R. Busch, P. Buck, D. Sankey Planning Commission Liaison: D. Kobusson ABSENT: City Councilmember Stein 1. CALL TO ORDER Chair Anderson called the meeting to order at 7:01 p.m. 2. APPROVAL OF MINUTES Motion was made by Commissioner Vanderwall and seconded by Commissioner Riley to approve the May minutes with noted changes. Vote: 6 Ayes. Motion carried. 3. OPEN FORUM none 4. STAFF UPDATE: a. Staff Presentation. Sara Mittelstaedt, Senior Coordinator, announced that we recently celebrated the 10th year of the building with a senior event. Sara presented a report on the accomplishments of the senior programs for the last year. The report included demographic information, lists of programs and trips, computer training information, and participation information. A new item is membership fees for the senior clubs. Commissioner Riley noticed that every club seems to have lost participants since the fees were instituted. She asked how the fees were developed. Sara said that it is a 2 - tiered system, and we developed a grid with a silver group and gold group. The fees are $6 per year for silver group residents, $8 for silver group non-residents, $9 for gold group residents, and $11 for gold group non-residents. There is a yearly cap of $24 residents) and $32 (non-residents). Mittlestaedt also explained that the numbers for the clubs may have been slightly inflated, since they were reported by the groups. Some people who were counted may have only gone once and decided not to join. About 5% have been very upset about the fees. Commissioner Riley asked if people could try out the clubs. Mittelstaedt answered that they can come two times and then must join. Commissioner Carroll commented that the fees seem quite modest. He asked if there is any kind of scholarship program. Mittelstaedt answered that a person donated money for this purpose, and Park & Rec has a program in place, although this generation tends not to ask for help. Commissioner Zwack asked if it is a concern that the numbers went down. Mittelstaedt said she feels bad but it is something we need to do. Superintendent Evans asked if the numbers for clubs went down when PRAC Minutes/June 10, 2010 Page 2 Crystal instituted fees. Mittelstaedt said they lost about 50% right away, but many came back. Commissioner Riley asked if the Advisory Group is active in letting you know what they think. Mittelstaedt said they are very supportive. They love the building, staff, and activities. Evans said it is one of the largest senior programs in the state. b. Upcoming Community / Special Events. Superintendent Evans spoke on events. The Step to it Challenge kickoff was the Walk with the Mayor, and 50 people attended. This is the final week of the challenge, and we are holding a strong second place. We are gearing up for summer programs. Tomorrow the staff will train 150 seasonal employees on policies and procedures. The Entertainment in the Parks series starts next week, and it is being held at Parkers Lake because of construction at the Hilde. We are just completing plans for fall activities. The brochure comes out the last week of July, and registration starts the first week in August. The Maple Creek Trail went to the City Council and was approved for further study. We have contracted with SRF to look at alignment and assist in holding neighborhood meetings. It will then come back to PRAC for approval. If the Council approves, construction would start in the late fall. There are several options for tie-ins, which can be eliminated if there are major objections. Commissioner Carroll asked how the Council feels about this. Evans said they are mostly supportive. It will depend on neighborhood reactions. Carroll thought the neighborhoods were supportive. Evans said some groups are very supportive, and some don't like the idea of a trail behind their property. Chair Anderson said it takes time to win people over. Evans said a lot of Plymouth's trails go behind peoples' houses. This is often a concern at first, but after a while, they like being able to go right out and walk. Commissioner Zwack said he has a trail by his house, and they were concerned at first but now really love it. Evans reported that the Millennium Garden ribbon cutting was held last Tuesday. Paul Buck and his staff received accolades for the work they have done. Council approved renaming of Egan Dog Park to Plymouth Dog Park. Staff needs to do some research on whether the land was donated or purchased. If donated, signs will be installed acknowledging this. Commissioner Riley asked about the rolled up remnants from the field house turf. Evans explained that these will be used within the fencing for small dogs. In dog parks, the grass tends to disappear and become mud, so we are going to try this out. Riley asked when they will start construction of the small dog area. Evans said they have been measuring the area and should start soon. Riley mentioned that there seems to be more turf than needed. Evans said some will be used to pave the trail, and the extra turf will be removed. There is a product called "K- 9" being used in dog parks in other parts of the country, which is really the same turf product. We think it will work well and be nice. Evans also mentioned that the city has launched its new website, and the address has changed to www.plymouthmn.gov. PRAC Minutes/June 10, 2010 Page 3 5. NEW BUSINESS a. Open Space Plan - Paul Buck, City Forester Paul Buck explained that the City needed to come up with an overall plan for the pieces of property that are not parks. These are passive recreation areas, and are not mowed Some areas need some touch ups or more major improvements to keep them at their best. Buckthorn removal is a goal in some of these areas. Buck said he tried to write it so it is understandable to the general public. Commissioner Riley asked who would be doing maintenance work. Paul said it would be volunteer groups and city staff. Riley asked how often the document would be revised. Buck said changes would be made if something new comes up that made it necessary. Protection and stewardship is the main goal. Riley asked if this plan would be integrated with the EAB plan. Buck said that it would integrate. The document gives us a tool to let people moving into the area know what we will and will not do on the property. Superintendent Evans said it will it be a live document as far as recording actions taken on the properties. People can look it up on the website to see new projects and maintenance. Commissioner Zwack liked the descriptions of what will be done and the idea of updating the report with new actions and uses. Chair Anderson said it would be nice to maintain a log on the website with short descriptions of actions taken. Commissioner Riley felt we need to demonstrate that we are on top of what is needed and what is being done with the properties. Chair Anderson and Commissioner Riley both mentioned they would like a map showing open spaces within the plan. Commissioner Zwack thought putting a list of observations and actions on the website would be very interesting. Buck said that the new website will make it easier to make the information available. Motion was made by Commissioner Carroll to accept the report with changes discussed. Commissioner Riley seconded. Vote: 5 Ayes. Motion carried. Commissioner J.D. Nelson left the meeting before this report and vote was completed.) b. Emerald Ash Borer Management Plan - Paul Buck, City Forester Paul Buck reported that it is not if, it is when the ash borers will arrive. We have placed 23 traps throughout the city, all on public property. They look like purple box kites up in the trees. Superintendent Evans noted that six ash had died at the Hilde and asked if they will be tested. Buck said yes, but since it is usually found at the tops of trees, he doubts if these trees died from EAB. It has been found in the Falcon Heights area between Minneapolis and St. Paul. It will probably take from 5-10 years to come here, but it just takes one person to move firewood with beetles in it. A lot of people in the area are very actively looking for it. Evans asked Buck to give a quick overview of the plan. Buck explained that two interns are doing tree inventory in parks and streets. About 16% of trees are ash in Plymouth. Treatment would be in parks first, secondarily on boulevards. We won't do anything unless we get a call. We could tag trees on private property. Our site is compliant and can handle grinding the wood. We could start replacing smaller trees, and we will try to use diversity in replacement. Commissioner Carroll asked if Dutch Elm disease is still an issue. Buck said we are still finding some diseased trees. He said that the report lists estimated costs of tree PRAC Minutes/June 10, 2010 Page 4 removal and replacement of park trees. Commissioner Riley felt the report makes sense and lays out a plan as well as you can at this time. Commissioner Zwack said he thinks it is a very balanced approach. Remove low priority trees, those with problems and defects. You can let the power company take out the trees under lines. There is a possibility of protecting some trees. Commissioner Carroll asked if it is a permanent issue. Commissioner Zwack felt there could be a wave of pressure for a period of time and may go to a low grade level of pressure at some point. We need to prioritize and protect high value trees. Paul said he tried to be balanced, and at least we have a plan. It could be changed as time goes on. Motion was made by Commissioner Riley to accept the report as presented. Commissioner Carroll seconded. Vote: 4 ayes. (Commissioner Zwack abstained because of his professional connections in the field.) c. Millennium Garden Weddings — Rick Busch, Plymouth Creek Center Manager Rick Busch reported there are a couple major changes for the policy. We wish to go to two time slots in the garden for weddings. There is such demand for garden weddings, and we want to meet the demand by going to two time slots. We book the garden and ballroom 18 months out for residents and 12 months for non-residents. In three weeks, we will start booking for 2012. People rent chairs for their garden weddings and have been able to get them anywhere. With two weddings in a day, we were concerned about companies coming in and out with the chairs, so we decided to go to contracting with one vendor. We took bids and found a vendor that can do a good job. We will receive a rebate on the chair rentals, which can add to our revenue. Commissioner Riley said that for people who rent the garden but not the ballroom, did you consider that three hours is really a short time for people who want to have a reception in the garden. Busch said that he talked to other communities with gardens, and we are about the only one that has just one per day. We rarely have anyone set up a tent, and he cannot remember ever having a reception in the garden. Superintendent Evans pointed out that a customer could book both time blocks if they want a longer time. Riley asked if the chair vendor is offering a choice of chairs. Busch explained that most people want wood chairs, so that is what we bid. We got a better price than what others quote for their cheapest chair. Riley asked what happens if there is rain during the event. Evans said it is rain or shine, although the customer can reserve the ballroom as a backup. Busch said that most have their reception here and can move inside if it rains. Riley said she noticed that some of the wording changes are to more declarative sentences. She feels it should be written in a more friendly and welcoming style. Commissioner Carroll thinks it is important that you make it clear that these are the ground rules. Evans noted that this document is what goes into city policy. It would be more polished for the customers. d. PCC & Millennium Garden Rental Fees — Rick Busch, Plymouth Creek Center Manager Rick Busch explained that for the theater and half ballroom, we have used six -hour PRAC Minutes/June 10, 2010 Page 5 time slot rentals. We feel it may be better to do it on an hourly basis for smaller events. No rate increases are requested because the rates were raised last year. Commissioner Zwack asked if since we are near the top of cost charts, are we near the top of quality charts too. Busch said he feels we are. Superintendent Evans pointed out that the view is hard to beat, and very few other facilities have comparable amenities. e. Fieldhouse Rental Fees - Rick Busch, Plymouth Creek Center Manager Rick Busch reported that we raised the rates last year by $20 per hour. Yearly revenue now is over $350,000. He recommends that we keep the rates where they are currently. Maple Grove has approved a fieldhouse to open in fall of 2011. Maplebrook Soccer (who rents about 100 hours yearly) may move there, but we turn away a lot of groups, so we should be able to fill the hours. The three Plymouth soccer clubs rent a large amount of the hours. We also rent a large amount to rugby and softball. Open play is growing. New carpet was installed in the lobby. We will need to replace the dance floor in the future. Artificial turf should last for a couple more years. The dome is in good shape. We have put in door counters at the front door and the fieldhouse. About 38,000 visitors enter per month, compared to 40,000 at the Ice Arena. Commissioner Carroll asked how the dome comes down - is it all one piece? Busch explained that there are four sections, which are bolted together and velcroed. Takes a day to put up and take down. At first, we had school groups help as a fund raiser. We went to hiring a temp agency for the last seven years. Parks Maintenance uses workers from the prison for projects, and Dan Heitke suggested we use them. They did a great job, worked hard, took less time, and cost less. Carroll asked where the dome is stored. Busch said the sections are folded up and lifted by crane onto pallets, and tarps are put over them. They are stored next to dome, and the lights go in the storage garage. Motion was made by Commissioner Vanderwall to approve items 5c, 5d, 5e. Commissioner Riley second. Vote: 5 Ayes. f. 2011-2015 CIP Draft Superintendent Evans presented the draft of the CIP. She listed the projects scheduled to be completed in the coming years. She pointed out that 2011 has the Phase 2 of Hilde Center proposed. Playground replacements happen each year. They are typically replaced every 15-20 years. Also listed are the skate park replacement, hockey rink boards, fence replacement, and dog park improvements. A consultant is looking at configurations to increase parking and also bring in water to the dog park. Chair Anderson asked whether there has been communication with the county as to if County Road 47 will be widened and a turn lane put in. Evans said that possibility has to be taken into account for the planning of the parking lot. Field light replacement starting in 2012 is listed, and figuring out how to fund that will be a challenge. Fieldhouse turf replacement is funded partially by the fieldhouse fund and partially by the park replacement fund because when the dome is down, it is used as a playfield. A tenth playfield is listed. It is yet to be determined if this will be needed or not. Boardwalk replacements are listed in 2014. Commissioner Riley commented that PRAC Minutes/June 10, 2010 Page 6 some may need some work sooner than that. Evans said if that is the case, those may be worked into the budget sooner. Riley asked how firm the projects are for 2011. Evans said it is at the pleasure of the City Council. The City Council approves each project individually. The purpose of the CIP is to develop a list of things that need to be done. The CIP is really meant as a guide. Commissioner Zwack asked where the other" funding would come from. Evans said it would come from Fieldhouse fund. 6. COMMISSIONER UPDATE Chair Anderson explained that Minnesota just passed a Complete Streets policy. He wondered if the City is considering a policy like this. Superintendent Evans said not at this time, but as streets are replaced, we would look at the possibility of providing for other transportation modes. Evans announced that the park tour will probably be on July 22. She will send out an email and keep the commissioners posted. 7. ADJOURNMENT Chair Anderson entertained the motion to adjourn. MOTION was made by Commissioner Vanderwall and seconded by Commissioner Carroll. Vote: 5 Ayes. Motion approved. The meeting adjourned at 9:30 p.m. The next meeting will be a July Park Tour, the date to be determined. Donna Sankey - PRAC recorder