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HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 01-12-2012MINUTES OF THE PARKS AND RECREATION ADVISORY COMMISSION MEETING January 12, 2012 PRESENT: Commissioners: G. Anderson, N. Carroll, M. Riley, K. Wyse Staff: D. Evans, B. Northway, D. Sankey Planning Commission Liaison: D. Kobusson City Council Liaison: Ginny Black ABSENT: A. Vanderwall, J. Vecere, J. Zwack 1. CALL TO ORDER Chair Carroll called the meeting to order at 7:05 p.m. 2. APPROVAL OF MINUTES MOTION was made by Commissioner Anderson and seconded by Commissioner Riley to approve the December minutes. Vote: 4 Ayes. Motion approved. 3. OPEN FORUM 4. VISITOR PRESENTATIONS (NON -ACTION ITEMS): a. 2012 City Budget & CIP Director Evans explained that in 2007 the City went to a two-year budget. This helps with planning and making sure we have a stable budget in place. The 2012 budget has been adopted, and the 2013 budget has been adopted with the option to make changes. There was a zero percent increase to the residents. We strive to make core services efficient and effective. Chair Carroll said he found the information very helpful. Evans pointed out that Page 8 shows the lengthy process followed to bring it to completion. There were a lot of meetings for discussion and review. Evans presented the full CIP so commissioners could see the projects for all the departments. In 2012 in the Facilities Management budget, there is replacement of the ballroom carpet at the Plymouth Creek Center. We typically do new trails each year. For 2012, we doubled up so we have more money to do more costly trail segments. The trail crossing of Cheshire Lane is connected with the Trillium Woods development, and it will go forward if the development goes forward. If the road is extended, a trailhead parking lot will be installed off Cheshire for the Northwest Greenway. This could be done in 2012, or may be pushed to 2013. We will be doing renovation of playgrounds in 2012-2014. For cost efficiency, we are looking at doing PRAC Minutes/January 12, 2012 Page 2 renovations and maybe adding amenities if appropriate. We will replace only what is necessary. In 2012, the Fieldhouse turf will need to be replaced, as it is looking really rough. We did not get the sports grant for which we applied, so we will have to go to Council and request a funding modification. Tomorrow some staff members are going to Maple Grove to look at their new turf. Chair Carroll asked about the sports grant and whether we could try again. Evans said we could try again next year, but the turf really needs to be replaced this year. We are hopeful that Council will be supportive. Also included in the CIP are Northwest Greenway land acquisition, trail and parking lot repair, and renovation of trails. Commissioner Anderson asked where the Traditions Park will be located. Evans said it would be in the old Hampton Hills Golf Course area. The development is just getting started, and we like to wait until people are living there so they can have input on the park development. Evans said there are many gaps in the trail system, and she would like the Commission to do a study session to work on determining priority of trail segment projects to be completed. b. PCC Catering Contract. Our three caterers' contracts were expiring at the end of the year, and they have been extended. We might add a fourth caterer to make sure we can provide ethnic food choices and special kitchen needs. The new contracts provide us an opportunity to do this if the City Council desires. c. Athletic Association Meeting Our 26 athletic associations were invited to a meeting on Monday, January 9. They had the opportunity to meet Barb Northway, our new Deputy Director. We also went over topics like lighting and administrative recovery fees. We are attempting to recover 100,000 annually to offset some of the costs for maintenance and care of the facilities, but have collected only about $80,000. In 2009, the associations may have over -forecasted their numbers, because it seems like they have had a decline in their participation. The number of fields used has remained the same. We discussed the methodology for the payments with them. A few associations would like it to go away, but most are supportive. We also talked about cleaning up after themselves. The staff is spending time on litter clean up that could be spent on grounds maintenance. In general, it was a very positive meeting. Deputy Director Northway said we are serving their needs, and they are very satisfied. Chair Carroll asked if they were receptive about tidying up after themselves. Evans said they were, and they asked us to notify the heads of the associations if there were problems, and they will talk to the coaches. Lowell Luebeck has said they work on 50 fields a day, and litter clean up detracts from their time maintaining the fields. PRAC Minutes/January 12, 2012 Page 3 5. NEW BUSINESS (ACTION ITEMS): a. 2011 Annual Report & Work Plan - draft Director Evans said Regina Michaud is working on the Annual Report project this year and has updated its look. We need to get the letter from the Chair added. Chair Carroll said he would get that in right away. He also said he would like the skateboard picture on the cover to be in color. Evans talked about the work plan. Included are acquisition of open space and prioritizing trail plan segment gaps. The Parks Operations Manual will be updated. Council has encouraged us to find work efficiencies, which will be included in the manual. Small dog parks in hockey rinks are listed, as suggested by Commissioner Riley. Emerald Ash Borer management continues. We will review yard waste site operation and update procedures to keep it operating well. Minneapolis and St. Paul have put more stringent rules for races and walks into effect, which is causing us to receive more calls about these events. Chair Carroll asked why they did that. Evans said every weekend was booked making it hard for the public to use parks. It also increased costs for trash and safety. We are getting many more calls now, so we want to get procedures in place. Multiple agencies have approached us about bringing in big name acts to the Hilde Center and selling tickets for the events. We are looking at setting up procedures for this. This could be a significant revenue maker for the City. We have never done a ticketed event at the Hilde Center. We are one of the only outdoor park locations in the area that could hold this type of event. We are tracking usage of trails. The Red Cross has made some changes in their swim program, with much larger fees. Like many other cities, we have decided to run our own program. Cindy Anderson will come in and report on this to the Commission. We are also looking at some new efficiencies for the dome such as a computerized monitoring system that can keep the dome pressure at proper levels during inclement weather. Our accomplishments in 2011 were many. We were an NRPA Gold Medal Finalist for the third time. We completed a trail connection on Xenium Lane. The new Skate Park was a great success. We are now looking at how to handle the kids that are smoking there. The Zachary rink replacement and playfield lighting project were completed, along with the Dog Park improvements. We replaced a playground at South Shore Park, and the old set went to Kids Around the World. We acquired property next to the Dog Park. We applied for a 2015 Transportation Enhancement Grant for the pedestrian bridge over Vicksburg Lane. Chair Carroll asked why we mention in the report the grants we did not receive. Evans said it shows that we did take the initiative to apply. Commissioner Anderson suggested we add the completion of the Hilde project. 6. COMMISSIONER/STAFF UPDATES PRAC Minutes/January 12, 2012 Page 4 Director Evans spoke on the following topics: o Upcoming Community/Special Events We held the 11th annual New Years Eve Event at the Plymouth Ice Center/Lifetime complex. The Skate with the Mayor event was cancelled. We haven't been able to go out on the Parkers Lake ice with surfacing equipment. We are in discussion on whether we will be able to hold Fire & Ice on February 4. We need 12-18" of ice, and we now have 9". If it is cold enough, we could gain 1 " a day. We also need snow. We looked into making snow, and the cost would be about $18,000. The Summer Activity Guide will be mailed out the end of February. o February Meeting - Selection of Park Commission Chair & Vice Chair Chair Carroll announced that at the February meeting, we will be electing the chair and vice chair of the commission. 7. COMMISSION PRESENTATION Chair Carroll welcomed Ginny Black as our new council liaison. 8. ADJOURNMENT Chair Carroll entertained the motion to adjourn. MOTION was made by Commissioner Riley and seconded by Commissioner Wyse. Vote: 4 Ayes. Motion approved. The meeting adjourned at 8:52 p.m. The next meeting will be held on February 9 at Plymouth City Hall. Donna Sankey - PRAC recorder