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HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 09-10-20151 Approved Minutes September 10, 2015 Approved Minutes Park & Recreation Advisory Commission Thursday, September 10, 2015 MEMBERS PRESENT: Chair Merrilee Riley, Vice Chair Kipp Wyse, Commissioners : Greg Anderson, Tricia DeBleeckere, Michael Swanson, Aaron Vanderwall MEMBERS ABSENT: Dick Burkhardt STAFF PRESENT: Parks & Recreation Director Diane Evans, Deputy Director Barb Northway, Parks & Forestry Manager Dan Heitke, Parks & Forestry Manager Jerrod Brunelle, Forester Paul Buck, Project Coordinator Sonya Rippe, Office Support Specialist Sarah Josephs COUNCIL REPRESENTATIVES: Councilmember Ned Carroll, Planning Commissioner Bryan Oakley GUESTS: Stewart Crosby of SRF Consulting Group (SRF) 1. CALL TO ORDER Chair Riley called the meeting to order at 7:04 p.m. 2. APPROVAL OF MINUTES Motion by Commissioner Swanson, seconded by Commissioner Anderson, recommending approval of the June 11, 2015, Park and Recreation Advisory Commission meeting minutes as written, with changes as discussed. With all members voting in favor, the motion carried. 3. OPEN FORUM: There were not any members of the public present for Open Forum. 4. VISITOR PRESENTATIONS (NON-ACTION ITEMS): 4a. Staff Introduction – Jerrod Brunelle Deputy Director Northway introduced Parks & Forestry Manager Jerrod Brunelle to the Commission. Jerrod started working for the City in June, filling the position left vacant after Lowell Luebeck’s retirement in March. Jerrod comes to us with vast landscape and athletic field reconstruction, and maintenance experience. The transition into the position is going well; there is a lot of information to learn. This is the first time that Jerrod has worked for a municipality and is quite enjoying it. He had a great time on the recent PRAC bus tour and was able to meet some of the Commissioners and staff. Deputy Director Northway stated that Jerrod has a lot of great skills , nice demeanor and is proving to be a really good leader. Chair Riley welcomed Jerrod to the City. 4b. Staff Presentation – Sonya Rippe Project Coordinator Rippe was present to share an update on projects that were implemented this year. The goal is to work smarter and let technology assist with increasing productivity and streamlining processes. Using a GIS (geographic information system) program has greatly helped with Parks & Forestry projects. 2 Approved Minutes September 10, 2015 Staff are able to add park assets (e.g. benches, trees, lights, etc.) to their maps using this application software. One of the assets staff tracked and updated this summer was park signs. Staff visited 10 parks to inventory the signage; noting size, type, and specifically what they say. The park name signs were then replaced with a maintenance free sign and installed at the official address point for the respective parks. Previously parks such as Zachary Playfield had two park name signs. The sign along Rockford Road was removed while the sign along Zachary Lane was replaced with a maintenance free sign and installed at the address point with the address on the sign. Many of the parks were found to have two to three name signs, which makes it hard to know the exact address of the park in cases of emergencies. Another project being worked on via the GIS park maps is the marking of boundaries for soccer fields. Staff are able to go to each field and mark on the map where the corners of the fields are in order to quickly draw lines in future years. Previously staff were having to start the process over each summer of drawing the lines and matching up where the goals go. An iPad is all that is required to access the app and assign assets to a location on the map. Chair Riley asked if Plymouth is ahead of, with, or catching up to other cities of our size, in terms of using this GIS database. Parks & Forestry Manager Heitke responded that Plymouth is ahead of most of the cities this size. Plymouth has been out there using this type of asset tracking method a lot longer than any other city around. Many agencies are catching up to where we are, but by having Sonya on staff, devoted to managing the data, we will continue to stay ahead of the curve. We are able to track surfacing type, age, plans and specifications, as well as the manufacturer’s name of each asset the City has in the parks. The map is also tracking every sprinkler head in the parks. If an issue arises with the sprinkler staff are able to see exactly what kind it is before heading to the site, allowing them to bring the right equipment and know how to fix it ahead of time. Deputy Director Northway shared that Plymouth is well ahead of the curve with sending iPads out into the field for recording data instead of having to make notes, then input at a desktop computer. Forester Buck shared that his division has three iPads that they use for inventorying trees. He is able to note the type of tree, when the tree was treated, as well as when the tree was removed. For example, he can look at a spot on the GIS map and see that there had been an elm tree there, the date it was marked, and the date it was removed. Staff used to have a difficult time tracking where exactly stumps were, or where trees had been. Now they are able to change the status of each tree location from tree to tree stump, then stump ground. When working with almost 200 stumps a year, it saves them a lot of time not having to search for the stump; this app will get them within 3-4 feet of the stump. He is able to print a map with stump locations and give it to staff. They can find the stumps right away and are able to begin grinding instead of taking time just to locate the stumps. Planning Commissioner Oakley asked if summer staff are trained on this application, or just full time staff. Forester Buck stated that the summer staff are in fact training on the application and using the iPad to make the updates. They pick it up quite quickly. Project Coordinator Rippe shared that the Yard Waste Site is also using technology to increase efficiency and ease of gathering information. Staff and volunteers at the Yard Waste Site now have an iPad with the Canvas app loaded on it. This app is a data collection/data sharing platform that will reduce the need for tracking on paper. The crew starts their shift by picking up an iPad from the office and brining it out to the site. As each driver comes in they will enter what community/neighborhood they are from, license number, and what was brought in (brush, logs, and leaves). From there 3 Approved Minutes September 10, 2015 additional questions will pop up asking how much of each was brought in, as well as if the resident took any wood chips or mulch with them on the way out. Vice Chair Wyse inquired as to when this process is taking place. Project Coordinator Rippe replied that this is all taking place as the resident first drives in. After answering the questions the crew member is able to direct them where to go to drop off their yard waste. Project Coordinator Rippe is able to run reports at any time to determine heavy usage time base on the times entered into the Canvas app. She has found May – August seeing the most visitors, with 3-4 p.m. consistently being the busiest time of day. Seeing this data allows staff to make sure the Yard Waste Site is open the hours that people want, as well as if there are hours that can be cut back on due to less visits. Director Evans included that this process had a large learning curve for staff and visitors. There were a few system glitches in the beginning that have been fixed now. It took the yard waste staff a couple weeks to feel comfortable using the system. The Canvas app has also proven useful for the city’s Park Patrol unit. Patrol Officers are able to easily relay information from their shifts to staff in the Parks division. A questionnaire was created for the app with some standard questions such as; date, officer name, badge number, shift times, route driven. There is also an option for the officers to record and upload photos of any park/equipment damage or issues that they came across. This has really streamlined the process of getting consistent information from the officers to staff. Deputy Director Northway added that this process has been a huge time saver. Last year, paper reports were handed in each night that took more time to look through and assess issues. Having the photos available at the time of review has been very helpful as well. Councilmember Carroll commented on being impressed with how we can track such specific data, and review it with efficiency. Planning Commissioner Oakley shared that staff were doing a nice job not only gathering data, but being able to turn around and use it effectively. Vice Chair Wyse enquired where the tracking model was discovered and if other cities or states are using it. Project Coordinator Rippe answered that she had looked online for a system that could give us the information they were looking for, could process the details quickly, and was cost effective for the City. There is a small fee to use the service, but she is able to create the surveys to fit around the project. The great part is that this allows staff to track and retain the data paper-free. Commissioner Anderson asked if this system as 100% cloud based. Project Coordinator Rippe replied that it was completely cloud based and can be accessed via iPads or a desktop computer. 5. NEW BUSINESS (ACTION ITEMS): 5a. Naming of New Park - Tombers Property (ACTION) At the June 11, 2015 PRAC meeting the naming of the new park was tabled until this meeting. Commissioners moved to wait until the name of the elementary school was released before naming the park. Wayzata School District recently publicized that the name of the school will be Meadow Ridge Elementary. Staff would like to name the playfield something that is complementary to the school’s name, as well as have a reference to the landscape of the area. Staff are recommending the name for the new park be “The Meadows”. Motion by Commissioner DeBleeckere, seconded by Commissioner Vanderwall, recommending naming of the new park “The Meadows”. With no objection, the motion passed. 4 Approved Minutes September 10, 2015 5b. 2015 Department Strategic Goals – Midyear Review (ACTION) Included in the meeting packets is an update on all of the projects being worked on this year. Director Evans will go over this list again at the January 2016 meeting with a final update for the year. Commissioner Vanderwall enquired if there would be a way of putting a GIS tree inventory map online for the general public to access. Often times when walking through a park you may notice certain varieties of trees and wonder what they are. He feels that it would be a good resource and another alternative to contacting tree experts. Director Evans responded that staff will research and see if there is a way that the map can be shared online. Currently there are so many layers to the map that not every layer would contain information the public would need or want. Commissioner Vanderwall added that just a basic map stating the names of the trees would be sufficient. Forester Buck shared that some larger cities are starting a cloud - based program where residents can enter tree data into the same site for shared access. Commissioner Vanderwall asked for an update on Breakaway Academy operating their school at the Plymouth Ice Center. Director Evans answered that staff haven’t heard any new updates recently from Breakaway Academy. The Academy is still in the process of finding an area nearby with designated classroom space they can lease. The shared space at the Ice Center was not conducive to what they were looking for. They continue to operate out of the ice arena in Chaska, and are still interested in adding a satellite located at the Plymouth Ice Center. Commissioner Anderson enquired about whether or not the crossing under Cheshire Road is complete. One is able to walk along the crossing currently. Director Evans responded that the area is not technically complete yet. Signage still needs to be put up before it can be officially deemed complete. While the tunnel is constructed, it doesn’t lead anywhere. Staff would like to finish paving and signing before considering it complete. Motion by Commissioner Anderson, seconded by Commissioner Swanson, recommending approval of the 2015 Department Strategic Goals Mid Year Review . With no objection, the motion passed. 5c. Northwest Greenway (ACTION) A lot of progress has been made on initial Northwest Greenway construction. The new boardwalk is currently 95-99% complete. The trail has been carved out through the trees. SRF & the City have put a lot of work into saving as many legend trees as possible. The trail is looking really nice. Once the rain slows down crews will begin paving. The Northwest Greenway will be completed in multiple segments over the next several years. The Department’s CIP will be updated each year to reflect project costs. SRF has taken the entire project and broken it into segments to be completed each year, with estimated costs for each. Stewart Crosby from SRF walked Commissioners through each segment of the project. Mr. Crosby will be managing the current construction of the Northwest Greenway, as well as the future plans. A full write up was provided in the meeting packets. Segment 1: Segment 1 has a project cost of $489,000. SRF is using the cost of this first segment to help base future segment costs off of. The main trail in this first segment 5 Approved Minutes September 10, 2015 will be 12’ wide, with an 8’ wide trail loop. The trail itself should be substantially complete in the next few weeks. Along with the trail, there is a new 12’ wide boardwalk in place that will be able to hold up to a 20,000lb vehicle. Making it vehicle accessible will be very helpful for any emergency vehicles that need to cross during events, or community outings. Other parks in Plymouth have boardwalks as well, but not necessarily stable enough for a vehicle to drive over. Councilmember Carroll asked if a lot of soil had to be removed from the site in order to make room for the trails. Mr. Crosby answered that they did not have to remove very much soil. Their construction crews were able to cut down the higher points of the trail and stockpile the fertile soil to reuse as filler at lower points of the trail. Planning Commissioner Oakley asked when Segment 1 went to bid. Mr. Crosby answered that this project was out to bid in March of 2015. Commissioner Anderson asked if the next segment would require more tree cutting and removal. Mr. Crosby shared that not as many trees will be removed for next year’s construction. Interestingly, tree removal is not the most expensive cost factor in a project like this. Building boardwalks tends to be quite expensive, but walls along the trails, and the length of the trail can increase the costs. Segment 2: Segment 2 is anticipated to begin construction in 2016. This section will begin at the pedestrian bridge over Vicksburg Lane and head west to the Plymouth Dog Park. There will be 1 mile of 12’ wide trail and .4 miles of 8’ wide loops. Within this segment there will be four new neighborhood connections; two on the north side of the trail, and two on the south side. Also included will be two rest stops (amenity classes B D). Those rest stops have been strategically positioned at nice view points and key connection areas. This trail will also go by the future neighborhood park (The Meadows). The anticipated cost of this segment is $924,000. Segment 3: Segment 3 is planned for construction in 2017. This area will start near the Plymouth Dog Park and head west to the northern side of the Elm Creek Wetland. Within segment 3 there will be a boardwalk twice the length of the boardwalk in segment 1. A trail head spot will be located in segment 3, with the location still to be determined, but will include parking, restrooms and a water stop. The trail will ultimately run under Cheshire Lane, over Vicksburg Lane, then end at Peony Lane. Commissioner Anderson asked which method of crossing will be available on Peony Lane. Director Evans shared that there will be a controlled intersection at both County Road 47 and Schmidt Lake Road where pedestrians will be directed to cross. They are unsure at this point if there will be a stop light at Troy Lane. Vice Chair Wyse asked if the City maintained and controlled this section of roadway. Director Evans stated that the City will have control of the road and may choose to add traffic lights. At this time though there are the two alternative crosswalks at County Road 47 and at Schmidt Lake Road. Segment 4: Segment 4 will start at the Elm Creek Wetland and head south, looping back up to the northwestern side of the future neighborhood park. The estimated cost of segment 4 is $1.7 million and will include 1.4 miles of 12’ wide trails and a 375’ boardwalk which will provide key linkage around the wetland. Councilmember Carroll enquired what the average longevity of a boardwalk of this type is. Mr. Crosby responded that the life span is typically a minimum of 20 years, and will last even longer with proper care and maintenance. These boardwalks are built with pressure treated wood/decking that are sturdier than other boardwalks. Planning Commissioner Oakley asked if this type of boardwalk is similar to the boardwalk along the southern side of Medicine Lake. Mr. Crosby confirmed that this would be a similar style of boardwalk. Commissioner Anderson enquired if the boardwalk will be fire retardant. Mr. Crosby replied that he is unsure if it will be fire retardant or not, but will check and return back to the Commission with an answer. Planning Commissioner Oakley pointed out that much of the trail appears very close to the wetland and asked if this 6 Approved Minutes September 10, 2015 segment would be paved differently as other segments are. Mr. Crosby answered that yes, this segment of trail along the wetland will be paved the same as other segments of trails. They have made it a part of the construction plan to use special corrective soils. This will be used if a contractor comes across any mucky soil, it can be removed and the special corrective soil will be added to strengthen the area. The trail itself will be out of the wetland buffer zone. Director Evans added that there may be a secondary trail added that is only mowed, not paved. Planning Commissioner Oakley mentioned that several sections of trails in Plymouth appear to be built on poor soil. Parks & Forestry Manager Heitke shared that staff are well aware of the issue. Thirty years ago trails were merely graded, smoothed, had a bit of classified applied, and then paved. Most of the trails built around that time were only intended to be walking trails that would be closed in the winter due to snow fall. Over time they began to get plowed, and intern subjecting them to frost and damage. Asphalt has improved over the years; now there are much higher standards. Deputy Director Northway added that staff are now using a new prescription on the trails when they are either mill and overlaid, or constructed brand new. By putting the “replay” on the trails it acts as a natural sealant and helps to extend the life of the trail. The overall life span of trails now can be up to 20 years. Director Evans further added that any trail can face complications in wooded areas due to roots growing under the trail. Staff try not to cut trees back along new or updated trails, and prefer to keep a more natural look but risk having roots damage the trail. Segment 5: Segment 5 will connect the existing trail and underpass at Cheshire Parkway to Juneau Lane. In this segment there will be a 100’ structured boardwalk replacing the current floating boardwalk. A second trail head will be located in segment 5; including a water stop, benches, restrooms and directional kiosk. Commissioner Anderson inquired if this segment will have any access points for those living in the Trillium Woods development. Director Evans confirmed that there will be access points for those residents to get on the trail. Segment 6: Segment 6 will connect to the east side of segment 1. This trail will start at Juneau Lane and travel west, meeting up with the trail completed in the fall of 2015. When referencing the design report in the meeting packets, the two blue dashed lines show alternative trail alignments. The goal is to have a trail loop around the wetland that will connect with Juneau Lane. Director Evans added that this segment is currently missing the property needed to complete the design. Staff will wait to see how and who develops land in the area before acquiring land for the Greenway. This segment is estimated to cost $1,289,200. Segment 7: Segment 7 will run from Juneau Lane to Pomerleau Lake. There will also be a short segment of trail that connects to the existing park along Pomerleau Lake. This area is likely to need a boardwalk, as well as one further south near the lake. At this point the trail will stop at the lake, but the long range plan will be to have a trail loop around the lake. Segment 7 is estimated to cost $372,200. Director Evans told the Commission that this is an exciting time. The City has been planning and preparing for the last 10-15 years to acquire enough land to make this possible. Staff anticipate opening up Section 2 for bids in January. Since it would include a park, staff would hold a neighborhood meeting to gather ideas and feedback from residents. This new park may not end up looking like traditional parks, but may have a more nature-based design to it. 7 Approved Minutes September 10, 2015 Motion by Commissioner Anderson, seconded by Commissioner DeBleeckere, recommending to approve the Northwest Greenway Plan as presented. With no objection, motion passed. 6. COMMISSIONER/STAFF UPDATE 6A. Trail connection on Rockford Road Bridge over CSAH 169 The City received notification from the State that work will be done at the Hwy 169 & Rockford Rd intersection. This is excellent news for the City as we can complete a trail connection between Plymouth and New Hope over Hwy 169 while the State works on the intersection. Currently pedestrians and bikers are traveling down the center median of Rockford Road. By having a designated trail along Rockford Road it will provide a safe route for travelers. This trail project would be completed in cooperation with the City of New Hope. Vice Chair Wyse inquired if this trail gap is a budgeted project, or completed with a grant. Director Evans stated that this would be a possible project to be complete by collaborating with Hennepin County. Project Coordinator Rippe will also be looking into any grant opportunities. 6B. Upcoming Community/Special Events Plymouth on Parade will take place on Saturday, September 26, beginning at 11:30am. The parade will run along Plymouth Blvd with post-parade activities at the Hilde Performance Center, Ice Center and Life Time Fitness. Live at the Hilde went very well this year. Sue McLean & Associates (SMA) did an excellent job planning the event. Staff are still waiting for final details, but anticipate attendance was between 2,200-2,800 people. The show was very well received by attendees, neighbors, and the performers. There were a few neighborhood concerns regarding noise, and feedback about needing more portable restrooms. The City is looking to schedule a date in 2016 for a third Live at the Hilde event. SMA was able to use the Hilde at no cost for the first two years, going forward the City will be setting a rental rate to generate revenue. Councilmember Carroll asked what the expected attendance for the event was. Director Evans shared that SMA was hoping for at least 3,000 tickets to be sold. Ultimately SMA and the City would like to keep the event attendance between 3,000-6,000 people. Due to poor weather, last year’s event only had 300 attendees. Upcoming PRAC meetings are on October 8 at the Plymouth Ice Center and on December 10 at City Hall. Chair Riley enquired as to when staff will be giving an overview of programs and number of participants. Director Evans said that information will all be covered in the December meeting when we have a presentation by the Recreation Division. Chair Riley added that her grandchildren had an outstanding time with the Coach Pitch Baseball program and the Preschool Playground program at Parkers Lake Playfield. She was very impressed with the quality of the staff, as well as the program. Commissioner Swanson expressed his enjoyment during the recent park bus tour. Many were impressed with all of the parks and features within one city. Director Evans shared that Sonya Rippe is working on calculating the acreage of all the parks, but we believe it is just under 1,700 acres. 8 Approved Minutes September 10, 2015 Staff are working on taking data from each park site to put into a national database. This will allow us to benchmark ourselves with other communities throughout the nation. As far as the amount of staff resources we have, we are below curve compared to other communities our size. Many manage a similar sized area with much more staff. Chair Merrilee commended the department for being willing to compare themselves against others. Many operations are not open to seeing how they compare, or learning from others. 6C. Other Business Commissioner Anderson brought up an issue recently discussed at a City Council meeting. The Council is discussing crosswalks throughout the city and defining the difference between sidewalks, trails, mid-trail crosswalks, and controlled crosswalks. A decision will be made as far as which crossings will have striped lines. Commissioner Anderson expressed concern regarding trail crossing striping being eliminated. Director Evans shared that the Council does plan to hold another meeting after gathering further information on the subject. They are torn on the decision, just as most of the country is at this time. Crossing signage and striping is meant for vehicles to yield to pedestrians and bikers. While most vehicles will stop if they see someone wanting to cross, it poses a safety concern on 4 lane roads where drivers in every lane can’t see if someone is crossing. Commissioner DeBleeckere inquired as to whether there is any difference in legal responsibility if a crossing is striped or not. Commissioner Anderson shared that if the crossing is striped, legally a pedestrian/cyclist has the right of way. Information needs to be gathered to weight the options of either educating drivers, adding lights and/or flags, or removing stripes and educating crossers on safe crossing methods. Commissioner Swanson added that sometimes too many signs can cause more confusion and create a safety hazard; referencing the area in front of Plymouth Middle School. In that spot there are signs designating speed, crosswalk, and school crossing. Locally, Three Rivers Park District has begun removing striping on their crosswalks, believing that will increase safety to the crosser. Council Member Carroll encouraged Commissioners to provide any additional feedback, thoughts or concerns to him as the issue progresses. Director Evans shared that as the Parks & Recreation Department adds new trails and crossings they are being mindful to avoid any mid-road crossings, and keep crossings at marked intersections. Chair Riley thanked Deputy Director Northway and staff for their hospitality and for hosting the September PRAC meeting. The next meeting will be held at the Plymouth Ice Center on October 6, 2015. 7. ADJOURNMENT Motion by Commissioner Vanderwall, seconded by Commissioner Swanson, recommending adjournment of the Park and Recreation Advisory Commission meeting. With no objection, Chair Riley adjourned the meeting at 8:49 p.m. A tour of the Park Maintenance Facility followed the regular meeting.