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HomeMy WebLinkAboutPark and Recreation Advisory Commission Packet 01-16-1992Regular Meeting of the Park and Recreation Advisory Commission January 16, 1992, 7:00 p.m., Council Conference Room AGENDA 1. Call to Order 2. Approval of Minutes 3. Visitor Presentations a. Athletic Associations b. Staff (Fire & Ice Festival) c. Others 4. Report on Past Council Action a. b. 5. Unfinished Business a. b. C. d. 6. New Business a. Selection of Park Commission Chair b. Review 1992 Park Facilities & Pavilion Rental Policy draft c. Review 1991 Annual Report draft d. 7. Commission Presentation 8. Staff Communication 9. Adjournment Next regular PRAC meeting - February 13, 1992 Minutes of the Park and Recreation Advisory Commission Meeting December 12, 1991 Page 41 Present: Chair Freels, Commissioners Anderson, Gutzke, Johnson, Waage, Wahl, Watson; staff Bisek, Blank and Pederson; Jeff Bednar of Strgar- Roscoe-Fausch, and Joy Tierney 1. CALL TO ORDER Chair Freels called the December meeting to order at 7 p.m. in the Council Conference Room. 2. APPROVAL OF MINUTES A motion was made by Commissioner Wahl and seconded by Commissioner Waage to approve the minutes of the October meeting as presented. The motion carried with all ayes. 3. VISITOR PRESENTATIONS a. Athletic Associations. b. Staff. Mary Bisek discussed the MRPA Annual Conference held in November. The theme this year was customer service. As a result of the conference, the park and recreation staff has been having discussions on how to improve our customer service, including things such as implementing a program satisfaction guarantee. Programs for the spring brochure are being planned. Mary invited the commissioners to contact her with any suggestions they might have. The 1992 Fire and Ice Festival is Saturday, February 1. Mary told the Commission she would have a bonfire sign-up sheet available at the January meeting. She informed the new members that traditionally, the Park Commission has been in charge of the bonfire and handing out the fixings for s'mores. 4. REPORT ON PAST COUNCIL ACTION a. The City Council adopted the 1992 budget with an overall increase of three percent. They allowed for one new park maintenance employee, after further council approval. b. The Council rescinded the $5 non-resident fee charged to youth athletic associations effective January 1, 1992, and they agreed to maintain the fees charged for tournament rental at the same rate as 1991. 5. UNFINISHED BUSINESS There was no unfinished business to discuss. 6. NEW BUSINESS a. Review draft of sidewalk and trail plan. Director Blank briefly described that this issue came up as a result of a letter Chair Freels wrote to the City Council regarding the unsafe conditions along Plymouth Boulevard for pedestrians and bikers. Chair Freels felt that - some type of sidewalk or trail was necessary from Highway 55 to County December 1991 PRAC Minutes Page 42 Road 9, because of the many curves and blind spots along Plymouth Boulevard. The Council referred the issue back to PRAC, who recommended that some type of study be done. The firm of Strgar- Roscoe-Fausch was hired to conduct that study. Their representative, Jeff Bednar, was present to share Strgar's preliminary findings with the Commission. Mr. Bednar displayed several maps and explained what each one depicted. Map 1 showed the locations of all Plymouth's current parks and trails, natural areas, schools, commercial and retail development, which are known to be traffic generators, or places where people will walk or bike. Map 2 showed where all known pedestrian/bicycle accidents have occurred throughout the city since July 1990, along with the type of traffic control (lights, stop signs, marked crosswalks, etc.) used at those locations. Map 3 was the current sidewalk/trail system plan, map 4 showed the existing pedestrian/bicycle trails, and map 5 was a pedestrian/bicycle trails priority/needs assessment based on areas where there is high traffic volume and high use by pedestrians and bicyclists. Commissioners Johnson and Wahl pointed out two additional places they feel are very dangerous and should be included in the needs assessment. One is 26th Avenue west of Medicine Lake over to Northwest Boulevard/County Road 61, and the other is County Road 10/47 east and west of I-494. Mr. Bednar commented that traffic counts in these areas might be appropriate. Other issues which need to be addressed include where pedestrian crosswalks might be needed, what areas would best be served by sidewalks instead of trails, if there are places where sidewalks should be on both sides of the street and which, if any, locations would be eligible for state aid funds. Mr. Bednar indicated there are publications available through the Minnesota Dept. of Transportation such as a bikeway design manual and a guideline for determining where crosswalks should be marked and/or signaled. He also indicated there might be bikeway grants available through MNDot. Commissioner Johnson asked if trail proposed in the area of the new 10th Avenue park would be eligible for CDBG funds. Director Blank said he didn't know if trails qualified, but he would check into it. The trail/sidewalk plan will continue to be discussed at future meetings. Strgar-Roscoe-Fausch has a contract for 250 hours to complete Phase I. Phase II includes researching sources of funding . 7. COMMISSION PRESENTATION Chairman Freels announced that he was resigning from the Commission effective December 31, because he and his wife have built a home in Ft. Myers, Florida, where they will be residing six months out of the year. He thanked staff and the other commissioners for all their help and hard work since he became a member of the Commission and indicated he would be happy to help in any way during the months that he lives in Plymouth. December 1991 PRAC Minutes Page 43 8. STAFF COMMUNICATION The two large snow storms in November greatly affected the construction of the new playfields. The Bass Lake shelter building is 85-90% completed and the Parkers Lake building is 65-70% finished. The Parkers Lake picnic shelter is about 80-85% done. The trails, tennis courts and playgrounds at both facilities should be ready for use in the spring. Five of the six trail segments have been finished. The two new bridges at Fazendin and Four Seasons parks will be completed in the spring. The irrigation system at Ridgemount was underway, but will have to wait now until spring. The lights at the Parkers Lake skating rink are installed, but actual work on the rink itself is being delayed until the ice is thicker. Other skating rinks are scheduled to open Saturday, December 21. Director Blank indicated that he would not be available for the January 9 PRAC meeting and asked if it could be postponed until January 16. That date was agreed upon unanimously. 9. ADJOURNMENT The meeting adjourned at 8:23 p.m. Plymouth Park and Recreation Department Ph. 550-5130 4994: 1992 PARK FACILITY RENTAL POLICIES AND FEE SCHEDULE The City of Plymouth's Park and Recreation facilities are provided for the wholesome leisure -time activities of all City residents. Use of these facilities is governed by policies established by the Plymouth City Council as recommended by the Park and Recreation Advisory Commission. The following procedures and policies have been developed for park facility usage. It is the responsibility of the Park and Recreation Department to administer these policies fairly and equitably. Any group wishing to use Plymouth's park facilities should make a request providing as much lead time as possible. SeFteri Fourteen days is the minimum request time for any (special event) facility usage. Requests will be filled based on availability and facility condition. In order to ensure maximum availability to residents, we are not allowing usage to any non -Plymouth groups. It is the City's policy that the long-range care and maintenance of all park facilities takes precedence over any single event. Requests will be denied and/or revoked when and if the City believes damage may occur to park facilities. The decision to grant or revoke a request is solely up to the discretion of the Director of Park and Recreation and/or his appointee. By adopting this policy, the City reinforces its commitment to provide clean, safe and fun parks for every resident's enjoyment. ELIGIBLE PLYMOUTH USER GROUPS IN ORDER OF PRIORITY: 1. Plymouth Park and Recreation sponsored programs. 2. Youth athletic associations serving Plymouth residents. 3. Plymouth resident groups (50a of the group must be Plymouth residents). 4. Plymouth nonprofit civic organizations, i.e., Civic League, Lions, Jaycees, etc. 5. Registered teams participating in City programs. 6. Private Plymouth companies. 7. Churches located within Plymouth. A. SEASONAL FACILITY 1. Plymouth athletic associations and adult programs made up of at least 500 Plymouth residents will be given free use of baseball, softball, football, soccer and hockey facilities to conduct their normal day to day programs. Free lighting will be provided only for youth groups only after they have made maximum use of daylight hours. Lights for practice are provided only for hockey during normal warming house hours. Facilities will be provided to youth athletic associations based on the percent of Plymouth children in their program. Partieipants in these assoeiatiorts living in eomrdnities net providing feeil4ties will each be ehas e $5 - b. Plymouth adult groups will be responsible for special field preparation (infield dragging and lining, putting out bases, grooming mounds and batter's boxes, putting up soccer nets and corner flags, etc.) on any days when park attendants are not in the park for other programs. Plymouth will provide these groups access to non -motorized maintenance equipment. Adult groups will also be required to pay for any light usage. c. All groups will be charged a fee for special tournaments. Park Facility Rental Policies B. SPECIAL EVENT FACILITY Page 2 Facilities that are available, after scheduling seasonal field reservations, are on a first come, first served basis. Any group wanting exclusive reserved use of a facility is required to pay a rental fee. Whenever lights, restrooms or special facility preparation is required, you must have a park attendant on duty a minimum of 30 minutes prior to and following your event. All special event rentals must be paid a minimum of seven days prior to the event. 3:991 1992 FEE SCHIDUIE 1. Softball/baseball, hockey/broomball 2. Football/soccer 3. Park attendant 4. Field lights 5. Rink lights 6. Electronic scoreboards (where available) 7. Public address system 8. Zachary softball complex (four fields) 10/hour or $60/day 15/hour or $90/day 8/hour* 20/hour 10/hour 25/day/scoreboard 50/day 300/day (includes attendant) A refundable $100 damage deposit must accompany all applications for rentals of 200-500. A $200 damage deposit is required for rentals over $500. Plymouth Athletic Associations can make arrangements to assume park attendant duties for special event rentals. NOPE: All groups are responsible for repaying, in full, any and all damages resulting from theft or vandalism to any equipment or facilities used during their rental period. C. PARK RULES 1. No game may start before 8:00 a.m. Monday through Saturday or before 10 a.m. Sunday. 2. No inning or period may start after 10 p.m. Monday through Saturday or after 9 p.m. Sunday. 3. No motorized vehicles or machines are permitted on park property without the written consent of the Park and Recreation Department. 4. Applications for food vending permits must be made through the Plymouth City Clerk. S. In the event of total cancellation of an event due to severe weather, all fees will be refunded. The Plymouth Park and Recreation Department will determine the amount of refund on any partially completed events. 6. There will be no consumption of intoxicating beverages on park property, unless a special permit is issued by the City Council. 7. Park telephones are for City business and emergency use only. 8. Batting practice is prohibited at Zachary Elementary School. Penalty - one-half of damage deposit will be forfeited. CITY OF PLYIwIJ= SPECIAL EVENF/PARK USAGE APPLICATION 1. Organization 2. Person in Charge: Phone: Home 3. Dates 4. Fields/Rinks desired 5. Will food or merchandise be sold? 6. Other Estimated Field/rink charges $ Lights ($10/hr/rink) 20/hr/field) Staff ($8/hour) Scoreboards (where available) 25/board/day) Public address system ($50/day) m Actual (Office use Only) I, , understand that a part or all of the deposit fee will be forfeited if condition of the park requires extra duties for the Park and Recreation Department, and that I and the representative organization are responsible for conduct of participants and any resulting damages. Signature PLAYFIELDS AND THEIR FACILITIES All have park shelter buildings) LaCompte 2 SB/BB Plymouth Creek 2 SB/BB-L KEY 10805 Old Co. Rd. 15 1 HR -L 3625 Fernbrook Ln 1 90' BB -L Plymouth, MN 55441 Plymouth, MN 55447 2 S/F-IL SB/BB = Softball/Youth 2 HR -L Baseball Field Oakwood 2 SB/BB-11- B/BB-1L17001700Co. Rd. 101 1 90' BB -L Ridgemount 2 SB/BB S/F = Soccer/Football Plymouth, MN 55447 3 S/F-21- 12000 Ridgemount Ave 2 S/F Field 1 HR -L Plymouth, MN 55441 2 HR -L 5 T-21- 3 T -L HR = Hockey Rink Plymouth 3 SB/BB-L Zachary 4 SB/BB-L T = Tennis Court 9805 36th Ave N 3 S/F-L 4355 Zachary Ln 1 90' BB -L Plymouth, MN 55441 2 HR -L Plymouth, MN 55441 2 S/F-L L = Lighted 4 T -L 2 HR -L 4 T -L Plymouth Park and Recreation Ph. 550-5130 PARKERS LAKE PAVILION MULTI-PURPOSE ROOM RENTAL POLICY The Parkers Lake Pavilion multi-purpose room is operated by the City of Plymouth and may be scheduled for use on a rental basis by community residents, civic organizations, and private groups. Certain policies are needed to ensure the proper use and control of the facility, so that all people may equally enjoy it. All organizations must complete an application and have it approved before using the multi-purpose room. Applications must be submitted as far in advance as possible of the date for which the reservation is requested. Seven days is the minimum request time for facility usage. A reservation will not be confirmed until fees are paid. The multi-purpose room is rated for an occupancy of 68 and is available seven days a week from 7 a.m. until 11 p.m. (pending availability) with the exception of national holidays. There are no kitchen facilities available, but there are a few electrical outlets located throughout the room. The multi-purpose room is not available for sales or other events that are fund raising for either public or private groups, unless City Council approval is granted. The Parkers Lake Pavilion is a smoke-free building, & no alcohol is permitted. Fees for Use 1. School Districts 281 and 284 will be charged a park attendant fee of $7.2 7.50 per hour. Plymouth non-profit groups will be charged a rental fee of $16.56 $17 per hour, which includes a building attendant. - 2. All other groups will be charged a rental fee of $-H $28 per hour including a building attendant) and will be required to make a $200 damage deposit. The damage deposit will be returned within two weeks of the event if no deductions are necessary. 3. When you calculate set-up time on the application, allow at least 30-45 minutes. This includes things such as putting up and taking down tables and chairs, etc. (Please note that the attendant does not arrive until the precise starting time of your event, therefore, room set-up does not begin until then.) 4. The minimum rental period shall be two hours. 5. Minimum cancellation time shall be 48 hours in advance. For weekend use, you must cancel by 4:30 Friday by calling 550-5130. For all cancellations, a $5 fee will be retained from your rental. If circumstances arise the day of the event which cause you to cancel, you will be charged the minimum rental period of two hours. Rules and Regulations 1. Every group using the facility must be under competent adult leadership. The organization or user group shall assume full responsibility for the group conduct and for any damages to the building or equipment. Pavilion Rental Policy Page 2 2. Beer and intoxicating beverages are not permitted in the multi-purpose room, in the parking lot or surrounding park areas. 3. Disorderly conduct of any kind is prohibited. 4. The signer of the application shall assume full responsibility for any unlawful act committed. 5. The City assumes no liability for loss, damage, injury or illness incurred by the users of this facility. 6. The signer of the application shall be held personally responsible for any breakage, damage or loss of equipment. 7. All decorations, including streamers, signs and banners must receive prior approval. B. General clean-up of the facility is required. 9. Violations may result in the Park and Recreation Department denying future permits for the use of the facility. NOTE: If you must cancel your reservation the day of your rental, particularly if on a weekend, and the Park and Recreation office is not open, call a staff member listed below. Staff phone numbers Mary Bisek 474-9542 Eric Blank 553-9922 Nancy Pederson 473-2558 Pavilion no. 476-2822 CITY OF PLYMOUTH PARKERS LAKE PAVILION MULTI-PURPOSE ROOM USAGE APPLICATION Organization Name of Applic Address Zip Phone: Home Date(s) of Use Hour(s) of Use (must include room prep time) Approx. number attending Will you need tables & chairs set up Purpose of Use I understand that a part or all of the deposit fee will be forfeited if condition of the multi- purpose room requires extra duties for the Park and Recreation Department, and that I and the representative organization are responsible for conduct of participants and any resulting damages. Signature Date USE ONL Payment received Receipt # Amount date) eFntatekataFaYaFokat Y kint t*x' t*F t titu F F,t F tt F***t kt'cink Y t*aY tat taF katatati F Fatat*,raY,t**Y Y*Yat*at*ta4 ta4aY*,t k CONFIRMATION FOR USE OF PARKERS LAKE PAVILION Your group's use of the Parkers Lake Pavilion has been approved for Uauu) by time) (Park and Recreation Staff Member Estimated Actual office use only) School Dist. 281 & 284 7.2-5 $7.50 per/hr for attendant 2 hour minimum Non-profit Plymouth groups 16.56 $17 per/hr, 2 hr. minimum includes attendant All other groups H $28/hour, 2 hr. minimum plus 200 damage deposit, includes attendant Fees must be turned in with application) TOTAL I understand that a part or all of the deposit fee will be forfeited if condition of the multi- purpose room requires extra duties for the Park and Recreation Department, and that I and the representative organization are responsible for conduct of participants and any resulting damages. Signature Date USE ONL Payment received Receipt # Amount date) eFntatekataFaYaFokat Y kint t*x' t*F t titu F F,t F tt F***t kt'cink Y t*aY tat taF katatati F Fatat*,raY,t**Y Y*Yat*at*ta4 ta4aY*,t k CONFIRMATION FOR USE OF PARKERS LAKE PAVILION Your group's use of the Parkers Lake Pavilion has been approved for Uauu) by time) (Park and Recreation Staff Member