HomeMy WebLinkAboutPark and Recreation Advisory Commission Packet 07-23-1998Regular Meeting of the Park and Recreation Advisory Commission
July 23, 1998, 7 p.m.
AGENDA
1. Call to Order
2. Approval of Minutes
3. Visitor Presentations
a. Athletic Associations
b. Staff
c. Others
4. Report on Past Council Action
a. Approved architect to begin plans for Activity Center/Field House
b. Approved rental policy for mobile stage — see attached
5. Unfinished Business
a. Elm Creek Playfield update
b. East Medicine Lake regional trail update
c. Activity Center/Fieldhouse update
d. Open Space Committee Update
6. New Business
a. Consider accepting donation of "Little Peninsula" as park property
7. Commission Presentation
8. Staff Communication
9. Adjourn
Next regular meeting — Thursday, September 10 at 7:00 p.m.
Minutes of the Park and Recreation Advisory Commission Meeting
May 14, 1998
Page 17
Present: Chair Anderson, Commissioners Willegalle, Thompson, Priebe, Wahl; Planning
Commissioner Koehnen; staff Bisek, Blank, Sankey
Absent: Commissioners Fiemann and Musliner
1. CALL TO ORDER
Chair Anderson called the meeting to order at 7:07 p.m. in the Council Chambers.
2. APPROVAL OF MINUTES
Planning Commissioner Koehnen requested a correction, since she was omitted from the list
of those attending. A motion was made by Chair Anderson and seconded by Commissioner
Priebe to approve the minutes of the meeting with this correction.
3. VISITOR PRESENTATIONS
a. Athletic Associations.
b. Staff. Mary Bisek stated that the summer hiring process is nearly complete. There are a
few staff openings remaining, such as Swimming Instructors, Puppet Wagon Coordinator,
Tennis Instructors, and Golf instructors. Beaches will open in two weeks. Softball has
begun at Elm Creek. TTR registration is going very well. During the peak summer
registration period, 60% were done on TTR. Overall, since the inception of this new
form of registration on February 3, there has been 28% using this method. Taking out the
classes not available for TTR, it has been 45%. The department has applied for an award
for innovative use of technology. Hennepin Parks is interested in the system, and they
have visited us. Eden Prairie Parks & Recreation has scheduled a visit next week. Staff
training is coming up. Fall planning is about to begin. Music in Plymouth is July 1.
Henry asked about how Primavera went. Mary said it went very well. It was larger than
last year, including many more pieces by students. Attendance was steady, and it was
very well received. Commissioner Willegalle thought it was nice to see it grow, and
perhaps with the new activity building, it will continue to increase.
c. Others.
4. PAST COUNCIL ACTION
At the City Council's work session this week, skate park bids were tabled. The 4 Downs bid
for running the skate park was 30% of gross. They wanted the City to pay for the liability
insurance, which was not part of the specifications. The City Attorney said we have to stay
within the specifications. Therefore, the Council decided to reject the bids. They are
considering renting a park through a consortium of cities for the period of August 13 to
Page 18
September 13. This slot is available because Hopkins received a donation to build their own
skate park and so dropped out of the consortium. It would be a good way to try out the
concept. It would also give 4 Downs a chance to get more established and see what their
impact will be on the community. The concrete parking lot will still be built, so it will be
available if the Council decides to go ahead in the future. The issue will be on the Council
agenda next Wednesday night. Commissioner Priebe asked how the rental of the skate park
would work. Director Blank said it would be like a concessionaire where they would come in
and run it and share a portion of the proceeds with the City.
5. UNFINISHED BUSINESS
a. West Medicine Lake Many finishing touches are being completed. Shelters are being
stained, sod is arriving, benches are being installed, a fishing pier should be installed on
June 10 by the DNR. A drinking fountain was missed during the park's construction and
may be added later. Director Blank would like to have a ribbon cutting event for this park
and Three Ponds Park on Saturday, June 13, at 9:00 a.m., with coffee and donuts
refreshments. After a few words, the group would move down to West Medicine Lake at
11:00 and have another ceremony and be done by about 1:00 p.m. The Mayor has
indicated that she is free that morning. It looks like things will be done in time for that
date. Planning Commissioner Koehnen asked if the associations will be informed so that
the event can be advertised in newsletters. Director Blank said that they would and that
the neighborhood residents will be invited individually also. Commissioner Willegalle
asked about the safety of a house on east side of the lake. Director Blank said it should
be OK.
b. Elm Creek Playfield Adult softball started last week, and things seem to be going well.
We terminated the turf contract and deducted $15,000 from their billing because of
unsatisfactory work. The City has hired a top turf specialist who has gone in and started a
turf program which should go much better. The fields should be ready by August for
soccer. A ribbon cutting ceremony will be scheduled.
c. East Medicine Lake Regional Trail A large portion of the trail is now paved. NSP is
burying power lines, so paving cannot be done in that section yet, but it should be ready
for the Fun Run race on June 13. We will be one of the few cities outside of Minneapolis
which has a trail all the way around a major lake. The Legislature gave Hennepin Parks
1 million which may be used to work on the Luce Line Trail. MNDOT will rebuild the
bridge on Highway 55 starting January or February of 1999 which will put the trail on
hold during the project. A dedication ceremony will be planned for the Regional Trail,
too.
d. Activity Center/Fieldhouse. The bond referendum is next Tuesday, May 19. The senior
groups are calling people. The Soccer, and Fine Arts groups are also calling their
members. Commissioner Thompson said the Baseball/Softball groups are urging people
to vote yes. They have a home page on the internet designed by a volunteer which has an
advertisement for the vote yes effort. Councilmember Tim Wold filmed a piece for cable
TV. Director Blank said it has been a very quiet vote effort, with very few negative calls.
Page 19
He has received more calls about portable toilets in the parks. Planning Commissioner
Koehnen asked about what we can say to people about the portable toilet issue. Director
Blank said the department started installing portable toilets when mothers with young
children complained about the lack of bathrooms for them to use while in the parks.
When parents demand it in a park, we add one. Mary Bisek said we also add toilets to
parks that have recreation playground programs. Director Blank said if we get complaints
from people who don't like to see them, we try to move them to a better spot. We may
ultimately build screens for them like we have at Parkers Lake. Planning Commissioner
Koehnen said that the cougar was spotted in Harrison Hills, near Three Ponds Park. Eric
said a great horned owl is nesting there.
e. Rental policy for mobile staee The insurance requirement was kept in the policy because
organizations are capable of supplying their own insurance when they want to rent the
stage. The damage deposit was lowered to $200 for consistency with other deposits we
require. Commissioner Willegalle moved to accept the policy. Commissioner Wahl
seconded. All ayes.
f. Open Space. Commissioner Wahl reported that the Open Space Committee meetings
have been very productive. They have been discussing a management plan for the three
sites. They feel that the southeast site should be brought back to its natural state. The
Hartenberg site has much buckthorn which needs to be removed. Mrs. Hartenberg will be
moving June 1, the house will be taken down, and the paddle ball court removed. A low-
key picnic site would be acceptable. Chair Anderson commented that the potential for the
site is extremely high - such as nature center, etc. Commissioner Wahl said the
committee is split on how much should be added to the area. Preserving the space as
natural as possible is a high priority. Neighbors have encroached somewhat with wood
cutting and other activities. They will have to be educated. There are some trails through
the site already. At the high school site, a narrow wood chip trail around the perimeter
would be appropriate so people can get out and use it. Chair Anderson said that the high
school site has been discussed as a forum for some type of educational use. Snowmobiles
are causing problems. Track and cross country skiers want to use the area for training.
The Committee is not really in favor of this. They feel science and education are
compatible, but not active sports. Commissioner Priebe said we should stress to the
school that this land is not part of the playfield. It is meant as a separate land use
situation. A trail around the perimeter is as much as they are wanting to add to it. The
students have been doing some planting to start to improve the site. Chair Anderson
asked about the land between LaCompte Playfield and the southeast open space site.
Director Blank said there are private properties between the two sites. The agreements
were written for 15 years. The committee is discussing with the Minnesota Land Trust
how to protect the land for the long term. Commissioner Willegalle wondered why the
agreements for open space on the properties were only for 15 years. Director Blank said
we paid fair market value for the properties, and we own them fully. The contracts do say
the they can only be used as open space for 15 years. We couldn't put up a water tower,
for example. The issue is what the City Council of the future may deem is appropriate at
the time. Commissioner Wahl said the committee is discussing which way to go on the
Page 20
issue. Director Blank said that when the committee is has completed its plan, they will
present it to the Commission and perhaps a public hearing would be held before going to
Council for approval.
6. NEW BUSINESS
a. Philosophy of Funding of Parks & Recreation Programs and Facilities Director Blank
said in March of 1980, the City passed a bond referendum for 6 playfields. The City went
from having very little to having a fair amount quite quickly. The demand immediately
increased, and many horror stories ensued. The Mayor called a task force to decide on
fees and funding for the facilities. The recreation staff has used these policies ever
since. The Recreation division is required to generate revenue to pay for their existence.
We are probably the highest revenue -generating recreation program in the Twin Cities
area. There are some programs which are subsidized, such as warming houses, beaches,
concert series, some special events, puppet wagon, and adaptive recreation. For the adult
softball leagues, participants are asked to pay the direct costs of the programs plus some
field maintenance costs. Youth programs are allowed to use the fields for free. The
lining and dragging is done on all the fields. The Recreation fund is about $650,000, with
150,000 contributed from the general fund. Every hour spent by Rick Busch doing free
services takes away from his time working on revenue generating programs. Perhaps it
is time to look at this policy again. Commissioner Priebe asked if this how other cities
provide their services. Director Blank said yes, although our fees are higher than most
other cities. We require 50% residents on a team to use a field, and Eden Prairie requires
75-80%. Mary Bisek stated that six or seven years ago, Finance started pressuring her to
make more money. She checked with other cities and found that they do not charge as
many expenses against their programs as we do. Our method makes it much more
difficult to recoup our costs. Music in Plymouth is a $15,000 expense which generates no
revenue for us. Maple Grove does not charge professional salaries and benefits against
their expenses. Director Blank says computers are now charged against the recreation
fund. Chair Anderson asked about Maple Grove's salaries. Mary said is hard to compare
from city to city. Many cities charge salaries against taxes, although we charge them
against revenue. Commissioner Priebe said he doesn't feel the recreation department
should be required to cover salaries. Chair Anderson agreed. Commissioner Thompson
thought the original policy on facility fees was well thought out. She wondered whether
there should be a scale where the athletic associations would contribute to the
maintenance. Mary said the jobs of the volunteers for the associations are extremely
hard. Rick is spending an incredible amount of time on the phone with one of the
associations because nobody wants to be in charge of the scheduling. Will we need to
hire another person for our department to take over some of the scheduling issues for the
associations? Director Blank said that the large soccer tournament run by the Wayzata
Soccer Club is charged for their use of the fields. They have asked the Council to wave
the fee year after year. The Council has turned them down. For one year, the Council
had a policy of charging the youth associations for the use of the fields for their regular
seasons. The parents were so irate and caused so much trouble, that it was rescinded.
Page 21
Commissioner Thompson said that mowing should be provided by the City, but perhaps
the City should charge for lining the fields. Chair Anderson asked how our current
recreation budget is doing. Mary said we are about breaking even. Eric said it is in the
Finance Department's best interest for us to maximize our revenue. Because of this, we
cancel a lot of classes which have low registration because we can't afford to have the
instructor there for too few people. There is a fine line between considering only the
money and the value of the programs for the community. Commissioner Thompson
suggested staff come back with ideas on what the department could do as a service for the
associations and what fee would be charged. Chair Anderson asked if there is a real
possibility the department may have to take over the association's work someday. Rick
has said it would be easier to do the scheduling himself than working with some of the
volunteers. We are at the point of having to decide what to do to shore up the
organizations or hiring another staff person to deal with them. Commissioner Willegalle
says that times change and that people now would rather pay than do it themselves.
Perhaps staff could be hired to cover these chores. Director Blank said if we came up
with a staff position which was paid for by the associations, the Council would probably
approve.
b. Commissioner Willegalle asked about pavement of the Luce Line section which belongs
to the City. Director Blank said it hasn't really been looked at yet. Now that we will
own it again this summer, we will have to examine the issue, and if the surface is bad
enough, it could be overlayed.
d. Commissioner Thompson said that at West Middle School the soccer and baseball fields
are close together. Could a piece of fencing be put up between them? Director Blank
said that since the fields are in Wayzata, we have no jurisdiction over them.
e. Commissioner Thompson asked about Lions Park - can it be lined on Saturday? Director
Blank said the policy states that it is to be a neighborhood park on weekends.
f. Director Blank stated that the next meeting is the park tour. Eric will arrange the tour to
cover upcoming issues. Council, HRA, Planning Commission, and Open Space
Committee will all be invited.
7. ADJOURNMENT
The meeting adjourned at 8:40 p.m.
CITY OF PLYMOUTH
SHOWMOBILE USE AND RENTAL POLICY
PURPOSE: To provide a portable stage facility to enhance recreation programming in the
City of Plymouth.
All requests for use of the showmobile shall be made on the Showmobile Application
Form.
Hours are based on portal to portal. Use beyond the hours stated on the application will
result in additional charges. The unit will be transported, operated and set-up by qualified
Plymouth parks and recreation employees, and/or experienced personnel from other
organizations and jurisdictions.
FEES:
A. NO FEE
1. Plymouth Parks and Recreation Department sponsored events.
2. City of Plymouth or co-sponsored programs and events.
B. MINIMUM RENTAL FEE
1. Plymouth non-profit organizations, schools and churches - $250 per day, plus
maintenance fee.
2. Neighboring communities in the northwest Hennepin County area (Brooklyn
Center, Brooklyn Park, Crystal, Golden Valley, Maple Grove, Minnetonka, New
Hope, Robbinsdale) - $600 per day, plus maintenance fee.
C. REGULAR RENTAL FEE
1. All other organizations and groups NOT listed above - $1,200 per day, plus
maintenance fee.
D. MAINTENANCE FEE (maintenance personnel)
1. $25 per person per hour.
A $200 damage deposit is required from all renters, which will be returned upon the non -
damaged return of the mobile stage. Renters will be liable for all damage regardless of
cost.
A 25% non-refundable down payment, based on the number of hours requested, is due
at the time of application. Final payment is due prior to the rental date.
Ply_nt\ntdiskl\Parks\POLICIES\Show obileRentalPolicy.doc
INSURANCE: Each renter shall provide the City of Plymouth with a certificate of
insurance showing limits of liability at least equal to the Municipal Tort Liability Statute,
agreeing to provide insurance covering the replacement cost of the Mobile Performance
Stage, and naming the City of Plymouth, its agents, officials, employees and volunteers as
additional insureds.
Bodily Injury/Property Damage $300,000 person
750,000 per occurrence
The Plymouth Parks and Recreation Department reserves the right to refuse rental of the
Showmobile for any event that is deemed to be a potential hazard to the Showmobile, or its
operators, or any event deemed not in the best interest of the City of Plymouth, or the
general public. In the best interest of the Parks and Recreation Department, the Director of
Parks and Recreation may make exceptions to the policy based on extenuating
circumstances.
Ply_nt\ntdiskl\Parks\POLICIES\Show obileRenta]Policy.doc
CITY OF PLYMOUTH
SHOWMOBILE RENTAL APPLICATION
Title of Event
Name of Organization
Contact Person and Ph. No.
Date and Time of Event
Contact(s) Day of Event and Ph. No.
Location & Access
maps and/or directions, if necessary)
Location of Stage and/or Source of Electricity
Sound Needs
Stage Set Up By
Stage Take Down
Billing Name and
Sound Check
For Plymouth Parks and Recreation Use Only -------------------------
Staff Assigned_
Total Costs: $
Deposit Date:_
Deposit Check
Number in Attendance
Deposit: $
Total Hours of Use (including travel
Staff Starting Time
Comments
Final Payment: $
Final Payment Date:
Ply_nt\ntdiskl\Parks\POLICIES\Show obileRentalPolicy,doc
Quitting Time
5/26/98
Eric Blank
Plymouth Parks and Recreation Dept.
3400 Plymouth, Blvd.
Plymouth, MN 55447
Dear Mr. Blank,
As per phone call, I am writing this letter to
request that the bike trail that runs along
Northwest Blvd. be extended from Heritage Park,
south, to the road that leads to the Luce Line
Bike Trail. Those of us that live north of
Highway 55 cannot safely ride our bikes from our
neighborhoods to access the trailhead for the
Luce Line without riding on dangerous and busy
roads. Additionally, since our children attend
Birchview Elementary and East Middle School, it
is currently impossible for them to ride their
bikes to visit friends in other neighborhoods.
Also, for those Plymouth residents living south
of Highway 55 and west of 494, it would make it
easier for them to access such areas as French
Park by bike.
Please consider this request as a vital and
important link to the great network of
bike/hiking trails that we currently enjoy in our
city.
Sincerely, [ /
YL G 6,
Linda J. R. Yakshe
DATE: July 17, 1998
TO: PRAC P
FROM: Eric J. Blank, Director, Parks and
RecreationSE)
SUBJECT: Little Peninsula on Medicine Lake
The Park and Recreation Advisory Commission should consider the pro's and con's of
recommending that the City of Plymouth accept the small peninsula for park purposes.
Background: A company called Homestead Villages is proposing to build a long term stay
hotel at the southwest intersection of Hwys. 55 & 169. The construction of the hotel will
necessitate off-site mitigation for compensation for the filling of wetlands at the hotel site.
Homestead Villages is proposing that this mitigation will take place on the Little Peninsula of
Medicine Lake. After the mitigation has been completed and the hotel constructed,
Homestead Villages wishes to donate the property to the City of Plymouth so that they do not
have the long term responsibility of caring for this land. Who ever owns the peninsula will
also be some responsible for guaranteeing that the mitigation is properly maintained and
taken care of for the long term.
The Little Peninsula is located on the southwest corner of Medicine Lake. On attached
graphic #1, I have colored in the property. The green shaded area is the Little Peninsula
property. The area in yellow is the Sunrise Bay Condominium property, the area in orange is
the Sunrise Bay Apartments and the blue area is the common easement for the condominiums
and apartments. On attached graphic #2, you can see in the black area the amount of
property that is to be mitigated. I have also highlighted in orange the three old foundations
that are on the property that would need to be cleaned up. Attachment #3 is an enlargement
of the peninsula showing some of the tree and shrub cover. Attachment #4 is excerpts from
the City's open space evaluation report. The fust few pages of the report highlight the
overall methodology of the report and what was being reviewed by the biologist. The fifth
page of this report, labeled Table 1, shows that of the top 15 sites, the peninsula, on its
biological ranking, was ranked as the 11th best site in the city. Following that is the
ecological assessment of the peninsula by the biologist. This appendix also includes a
detailed listing of the vegetation on the island, and finally has the final open space ranking
which indicates that this site was ranked by the Open Space Committee as the 14th most
ply_nt\ntdiskl\Parks\STAFF\ERIC\MEMOS\PRAC\Little Peninsula Report 7-17-98.doc
important of the top 15 sites. Exhibit #5 is an excerpt from the Planning Commission staff
report talking about the off site mitigation on the peninsula. The last exhibit, #6, is a memo
from the City Attorney's office to the City Planning Department discussing the access rights
to the Little Peninsula.
2. Review Options:
A. The City does nothing and lets the private sector continue to own and manage the land.
Under this option, perhaps the property would be acquired by someone such as the
Sunrise Bay Condominium Association. The property is on the City's assessment rolls at
11,500 and pays an annual $300 property tax.
The pro's of this option are:
There would be no liability for the city.
No on-going clean up or management of the land.
The con's of this option are:
It leaves a very small door open for some future development of the property. This is
the main concern of the residents living in the general vicinity of the peninsula.
B. The City of Medicine Lake acquires the land.
The pro's of this option:
It would stop any future development options on the property.
The City of Medicine Lake would also accept the, liability and on-going cleanup and
maintenance of the site.
The con's of this option:
This would turn over the control of property located within the corporate limits of
Plymouth to an adjoining city. Any future uses of the land would be determined by
Medicine Lake and not Plymouth.
C. The City of Plymouth takes over ownership of the property.
The pro's of this are:
The land would never be developed.
The public could use the property to some degree.
It would guarantee that the site would be cleaned up of some of the hazards that
currently exist.
It would add to our potential future programming sites within the community.
The con's are:
We would lose a little bit of tax paying land.
We would assume the liability and the management cost of the site.
If there was any type of minimal use there might be some cost associated with the
development of that.
There could be the potential for additional increased police service calls to the
property.
3. Cost: The proposal at this time is that the land would be dedicated free of charge to the City
of Plymouth. I anticipate that the management cost of the property would run between
2,000 and $8,000 annually depending on the future uses allowed at the site.
ply_nt\ntdiskl\Parks\STAFF\ERIC\MEMOS\PRAC\Little Peninsula Report 7-17-98.doe
4. Recommendation: Staff is recommending that the City accept the property under the
following conditions:
A. A Phase 1 environmental report be completed on the property. This is necessary to
identify any potential hazardous conditions that could end up costing a large amount of
money to correct.
B. The developer would clean up the hazards of the old foundations and the steel barge boat
frame on the property and any other hazards on the peninsula before the City accepts title
to the land.
C. The Homestead Villages would provide clear easement or some form of unobstructed
access to the City for ingress and egress out of the peninsula area. This is necessary so
that we would not be considered trespassers as we go to and from the public street to the
site.
D. The donation of the property comes with no strings attached allowing the City Council
complete discretion on the future operation and management of the property.
With these conditions being met, we think it is in the best interest of the City to accept the
property for park purposes. Once the property is acquired, the City could undertake a study to
determine the long term best management practices and uses of the site. This review would
include input from the general public, adjacent property owners, the City of Medicine Lake, the
Open Space Commission, the Environmental Committee, the Planning Commission, PRAC, the
City Council and staff.
EB/np
Attachments
ply_nt\ntdiskl\Parks\STAFFIERIC\MEMOS\PRAC\Little Peninsula Report 7-17-98.doe
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