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HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 12-13-2012MINUTES OF THE PARKS AND RECREATION ADVISORY COMMISSION MEETING December 13, 2012 PRESENT: Commissioners: G. Anderson, N. Carroll, K. Wyse, J. Zwack Staff: B. Northway, R. Michaud, D. Sankey Planning Commission Liaison: D. Kobusson City Council Liaison: G. Black ABSENT: A. Vanderwall, M. Riley, J. Vecere 1. CALL TO ORDER Chair Carroll called the meeting to order at 7:00 p.m. 2. APPROVAL OF MINUTES MOTION was made by Commissioner Anderson and seconded by Commissioner Wyse to approve the October minutes. Vote: 4 Ayes. Motion approved. 3. OPEN FORUM none 4. VISITOR PRESENTATIONS (NON -ACTION ITEMS): a. Staff Presentation none 5. COMMISSION / STAFF UPDATE (NON -ACTION ITEMS): a. 2013 PRAC Meeting Schedule Chair Carroll noted that the next meeting is in January, followed by February, and then May. Like last year, we are planning different venues for some of the meetings. He asked if a park tour would happen. Deputy Director Barb Northway said we are planning a park tour, including our new park, which we will discuss tonight. b. Upcoming Community / Special Events Recreation Manager Regina Michaud reported that we have had seven special events since our last meeting. Staff has worked very hard to make these events a success. Halloween at the Creek was held on October 31. On the weekend of November 3 & 4, PRAC Minutes/December 13, 2012 Page 2 we had the Bridal Expo, Pet Expo, and Kids Garage Sale. The Veterans Day Breakfast was on November 7, and on November 17 & 18, we held the Plymouth Arts Fair. Old Fashioned Christmas was on December 2. We had great turnouts for all of these events, with over 5,600 total attendees and 256 volunteers. The New Years Eve party is coming up at the Ice Center and Lifetime Fitness on December 31, from 6-9:00 p.m. Swimming, skating, open gym, entertainment, crafts and a small meal are some of the activities included. It is a great family event. We have distributed free passes to some charitable organizations. We have started registration for winter activities. Chair Carroll asked about registration for the Ski & Snowboard Club. Michaud said parent meetings for this program are coming up. work the maintenance staff put in on the streets, trails and parking lots. c. Commission Photograph A group photo was taken of the commissioners. 6. NEW BUSINESS (ACTION ITEMS): a. Neighborhood Park Master Plan Deputy Director Northway introduced Barry Warner from SRF Consulting Group to speak on the master plan for Fairway Greens Park. Mr. Warner pointed out that this portion of Plymouth will be well served by trails and parks. This park is located just east of Vicksburg Lane. It is designed to serve the traditional 1/4 -'/2 mile radius and will, in general, be a walk -or -bike -to park. One of the challenges for the Commission is to represent the residents that do not exist today because much development is yet to be done in the area. We held a neighborhood open house, which was relatively well attended. We presented three sketch plans at the open house. In general, the park will have the same facilities our other parks do - trails, trail access, playgrounds for youth and tots, half court play area, picnic shelter, and an open area for pickup games, etc. Landscaping will be installed to provide a buffer for the neighbors. Parking is provided by 3-5 spaces along the road on 55th Avenue. We decided that a small parking lot would take up too much park space. Chair Carroll asked about parking safety. Warner said that it was discussed with Public Works, and they were in favor of either on street or off street parking. Commissioner Zwack asked if the neighbors on the east would be able to walk into the park. Warner said there is a swale that could be wet part of the time, but otherwise they can. Zwack noted that we should plant a diversity of trees in the park. Northway said we have addressed many of the things in which the neighbors had expressed interest. Warner noted that we merged the three plans that were presented to the neighbors and chose the best of each. Black asked whether we really needed a picnic shelter in this park. Warner said it provides relief from the sun and a place for a family to sit and have a lunch or snacks. Black was concerned about the placement of the shelter and the distance from the play structures. Warner noted that this is a master plan, and that the detailed plan would come later. Carroll asked whether the play area would have sun shading. Warner said usually not, but there are products on the market that can provide shade. This location is flat - no trees. Until the trees grow, it will be a very sunny location. Northway said that all of our neighborhood parks have a PRAC Minutes/December 13, 2012 Page 3 shade structure/picnic shelter. We have not been putting shade structures over the playgrounds. MOTION: Commissioner Zwack moved to approve the Fairway Greens Park Master Plan. Commissioner Anderson seconded the motion. VOTE: 4 Ayes. Motion approved. b. Strategic Plans Review Recreation Manager Michaud gave a review of the Strategic Plan approved earlier in the year, discussing how we are doing on accomplishing the goals. Goal 1: Provide a high-quality park and open space system that offers a balance of active and passive recreational opportunities. Highlights: Fieldhouse turf replacement was one of the goals. We came in a little under budget. Hampton Hills Park (now called Fairway Greens) was presented tonight, and the master plan will go to the Council for approval. The CIP was approved earlier in the year. The GIS Park Asset Management is ongoing, and we are two years into it. Maple Creek and Schmidt Lake parks were rehabilitated. Deputy Director Northway explained that in the playground renovation, we ran into a few issues of parts not coming in on time and contractor scheduling. We learned a few things because this was the first playground renovation we have done. Chair Carroll asked what we would do differently. Northway said we would make sure all the parts are here before starting. Things always come up on construction projects that change the timing, but having the parts at the start would be helpful. For EAB management, we are keeping current on what is going on. The GIS Tree inventory is now 50% complete. Historical Research is in progress. Goal 2: Develop and maintain a trail system throughout the community to provide recreation opportunities and encourage non -motorized transportation. Highlights: We worked on prioritizing trail connections. The Greenway Trail connection was delayed due to waiting for the development to be completed. Trail management involves mapping the past three years of repairs and updating maps for 2013 repairs. We are proceeding on installation of markers for property boundaries. Plymouth Has Heart involves hearts painted on the trails every 1/10 mile. Volunteers are working on painting the hearts. Goal 3: Provide recreation programs and facilities that are well used and cost- effective. Highlights: Michaud covered department succession/organization planning, operations manual update, work efficiency initiatives, small dog parks, yard waste site, senior recreation programs, exploring marketing technologies, health & wellness initiatives, special event permit process, managing our CAPRA to stay in compliance, ticketed /paid entertainment and the new Learn to Swim program. The Volunteer PRAC Minutes/December 13, 2012 Page 4 Manual was updated. At the Plymouth Creek Center, the carpet was replaced. We are tracking facility users at the PCC and Fieldhouse, and we are recruiting new user groups for the facilities. We have performed a policies and procedure review and work efficiency initiatives such as temperature sensors for the dome to raise the temperature when necessary. At the Ice Center, concessions operation was improved and we are tracking ice users. The CIP plan and Coke contract were completed. The web camera installation is on hold right now while the vendor examines profitability. Councilmember Black asked if we are considering adding a small dog park on the east side of the city, particularly at Zachary Playfield. Michaud said the concrete rink would not be conducive to using as a dog park, and the pleasure rink has no boards. Northway said we would have to add a fence in order to install a small dog park in Zachary Playfield. Chair Carroll pointed out there was no mention of the Farmers Market and he wondered if there are any plans to enhance it. Michaud said we are always looking for ways to improve it. Northway explained that this presentation was about what happened in 2012. We will be presenting a 2013 plan in the future. MOTION: Commissioner Zwack moved to approve the Strategic Plan. Commissioner Anderson seconded the motion. VOTE: 4 Ayes. Motion approved. c. Public Information and Relations, Communications and Marketing Plan Review Recreation Manager Michaud presented a report covering planning for public information including who is in charge of marketing, how we wish to communicate, and what tools we will use to get information out to the public. This also includes how we educate and get the word out about the beneficial products we offer. We track participation for our events and programs to determine how our efforts are working. Commissioner Anderson asked whether the city has considered using Facebook. Michaud said this is in the control of the Communications Manager. We have explored social media, and we are using Twitter. MOTION: Commissioner Zwack moved to approve the Public Information and Relations, Communications and Marketing Plan. Commissioner Wyse seconded the motion. VOTE: 4 Ayes. Motion approved. d. Park Fees Recreation Manager Michaud presented the Fee & Revenue Policy. She explained the funding sources of the General Fund, Special Revenue Fund and Enterprise Fund. Michaud then presented the proposed fees for park facilities. We are proposing new fees for the Bass Lake building of $10 per hour for school districts and non -profits. PRAC Minutes/December 13, 2012 Page 5 We are recommending increasing the fees for baseball, softball, hockey, soccer, football facilities by $2 per hour and $4 per day. Councilmember Black asked about the no show fee and whether it has helped with the booking of fields. Michaud said there have been no no-shows for tournaments since this was instituted. Black requested that staff report to Council on this topic. For Special Events - a new permit fee of $50 for 100-500 participants and $100 for over 500. Much staff time and interdepartmental effort is involved in setting up these special events. For Hilde - $10 per hour increase on non -prime and $15 for prime days for non-profit and non-residents. The damage deposit is increased to $400. Sound system fee eliminated. For Parkers Lake Picnic Shelter - increase $5 for half day, $10 for full day. $100 damage/key deposit established. For Parkers Lake Stage - $100 damage/key deposit established. MOTION: Commissioner Anderson moved to approve the Park Fees Policy as presented. Commissioner Zwack seconded the motion. VOTE: 4 Ayes. Motion approved. 7. ADJOURNMENT Chair Carroll entertained the motion to adjourn. MOTION was made by Commissioner Zwack and seconded by Commissioner Anderson. Vote: 4 Ayes. Motion approved. The meeting adjourned at 8:37 p.m. The next meeting will be held on January 10 in the Council Chambers Donna Sankey - PRAC recorder