HomeMy WebLinkAboutPark and Recreation Advisory Commission Packet 02-08-2001Regular Meeting of the Park and Recreation Advisory Commission
February 8, 2001, 7 p.m.
AGENDA
1. Call to Order
a. Election of Chair and Vice -Chair
2. Approval of Minutes
3. Visitor Presentations
a. Athletic Associations
b. Staff
c. Others
4. Report on Past Council Action
5. Unfinished Business
a. Review comprehensive park plan - Barry Warner, SRF
b. Millennium Garden update
c. Comprehensive plan update
d. Hilde Performance Center update
e. Approve 2000 Annual Report
6. New Business
a. Review Plymouth Creek Center fees and policies for 2001
b.
C.
7. Commission Presentation
8. Staff Communication
9. Adjourn
Next regular meeting - March 8, 2001
n\parks\sfaff\eric\prac\agendas\feb.doc
DATE: February 2, 2001
TO: PRAC
FROM: Eric J. Blank, Director, Parks and Recreation
SUBJECT: Appointment of Chair and Vice Chair
According to Section 305.03, Subd. 3, of the Plymouth City Code, the Chair and Vice Chair
of the Park and Recreation Advisory Commission are appoointed by the Commission from
among the members of the Commission, subject to approval by the Mayor, for a term of one
year.
The Chair and Vice Chair of PRAC in 2000 were Don Anderson and Mark Wahl.
The Commission should, at the February 8 meeting, appoint a Chair and Vice Chair for the
coming year. We will then notify the Mayor, so that she may approve the appointment.
EB/np
Minutes of the Park and Recreation Advisory Commission Meeting
January 11, 2001
Page 1
Present: Chair Anderson, Commissioners Musliner, Singer, Wahl, Thompson, Meyer,
Fiemann; Planning Commissioner Neset; staff Bisek, Blank, and Pederson
1. CALL TO ORDER
Chair Anderson called the January meeting to order at 7 p.m. in the Council Chambers.
2. APPROVAL OF MINUTES
A motion was made by Commissioner Meyer and seconded by Commissioner Singer to
approve the minutes of the December meeting as presented. Commissioner Singer had a
correction regarding her statement on the Christmas Box Angel. The minutes read that she
sees it as a Christian issue, but she said that the minutes should have read that she sees it as a
religious issue and that it does not fit into our vision of the Millennium Garden. The motion
carried with all ayes.
3. VISITOR PRESENTATIONS
a. Athletic Associations. None.
b. Staff. Mary stated that Nancy Anderson will call the commissioners on the day of Fire
and Ice to see if anyone wants to volunteer, if no one has signed up by then. Rick Busch
is back full time following his back surgery. Fire & Ice is February 3. This year we have
a theme: "Tropical Heat." There will be a surprise visit from "Elvis." On March 24th
we're going to be doing something new at Plymouth Creek Center. The Landscape
Arboretum and the MN Horticultural Society will be doing their spring gardening event
there. In conjunction with that, the Solid Waste Recycling folks, along with the City's
forestry program, will be doing a yard and garden expo. Seven speakers are signed up so
far. The expo will be in the fieldhouse. The weekend right after that is the beginning of
the Primavera Art Show. This year it will be a week long event for the first time. There
will be an author's night and some musical entertainment. For February, we're working
on getting some youth art work to hang in City Hall to celebrate We Love Our Kids
month. We are re-evaluating the structure and job responsibilities in the Recreation
Department. We are currently working on summer program ideas, new arts programming,
and new youth programming. We anticipate that staffing will be a challenge again in
2001. Commissioner Meyer asked how the online registration was going. Mary said we
had 7% usage the first day. TTR registration has been successful for us since its
inception. Commissioner Musliner wanted to recognize staff member Greupner and
Commissioner Wahl for helping to judge art work and photography at the Oakwood
Elementary School. Mary said that we have received a letter suggesting that it's time to
add on to the Plymouth Creek Center. Commissioner Fiemann asked how we are going to
evaluate when we need to expand this facility? Mary said we do keep statistics on use. A
soccer association came to Director Blank and said that when we do expand the building,
PRAC Minutes/January 2001
Page 2
they want a full office. We will keep a list of all suggestions over the next few years and
make decisions when appropriate.
Director Blank said an idea being mulled over for a new program at the Plymouth Creek
Center is a Friday night dance, maybe once a month, for adults that don't like the bar
scene. We might get a dance instructor to come in and teach some dance steps for about
15-20 minutes prior to the dance. Commissioner Meyer thought it would be a good idea.
Others agreed that it sounded fun and should be tried.
c. Others. There were no other presentations.
4. PAST COUNCIL ACTION
Director Blank stated that the Council reappointed Commissioners Musliner and Anderson.
5. UNFINISHED BUSINESS
a. Millennium Garden Update. Council authorized staff to proceed with plans and
specifications. Architects are working on that, pulling together final details. The target
date to break ground is the latter half of May. Fundraising continues. People are buying
bricks everyday. The grandaughter of a mayor from 1953 wants to buy a bench to honor
him. We're still trying to raise as much cash as we can, along with in—kind services. At
next month's meeting, we may have the comprehensive plan consultant come in to do a
short presentation on the plan. Commissioner Singer asked about a draft report on the
chocolate tasting. What did vendors think of it? Are there any other fundraisers planned?
Mary said the yard and garden expo is the next fundraiser. If people are not part of the
program, they will be asked to pay a $2 admission fee, or bring an item for the foodshelf.
Mary stated that we netted $3,000 from the Chocolate Sampler. There was a suggestion
to hold the Chocolate Sampler in February around Valentine's Day. If a "Friends of the
Garden" or some other type of garden support group gets involved in the Chocolate
Sampler, we could continue to have it in October. But if it must be planned and run by
park and recreation staff, October is a difficult month. Commissioner Singer likes the
timing of having it in the fall, due to weather and driving being more favorable than in
February. An afternoon English Tea is another idea Commissioner Singer likes. Mary has
mentioned to the caterer the possibility of a Mother's Day Tea. Director Blank said we're
excited about the "Friends of the Garden" idea. We may unveil this at the dedication or
shortly after. Commissioner Meyer asked about the Christmas Box Angel statue. She said
she sent the arboretum's policy on accepting donations to Director Blank. Director Blank
said we are working on our policy and that he forwarded that information to Karol. Karol
heads up a committee that is looking into developing guidelines on the types of art
appropriate for display in public places. Mary mentioned that Karol is interested in a
PRAC member being on this committee.
b. Comprehensive Plan update. Barry Warner, the consultant on the comprehensive plan,
may come to next month's meeting to make a presentation. The Northwest Greenway
will be discussed at that time as well. Director Blank said this is the number one item
PRAC will be discussing over the next year or so.
PRAC Minutes/January 2001
Page 3
c. Hilde Performance Center Mdate. Director Blank said this is not moving along as quickly
as some had hoped. They have looked at three different concepts. Two are way over
budget and the third is barely at budget. Something will be submitted to the Planning
Department soon. Fifteen different agencies have to review the plan as part of the
Environmental Assessment Worksheet (EAW). Mr. Hilde will have to approve the final
plan, too. Director Blank hopes to have plans for PRAC to look at next month.
Commissioner Fiemann asked if the plan involves a building. Director Blank said it's
about 2,000 square feet in size. The Plymouth Civic League and their consultant are
overseeing this project.
6. NEW BUSINESS
a. Park and facility rental fees/policies for 2001. Director Blank explained that the fees and
policies for our various facilities need to be reviewed annually. He explained that we
don't rent very many softball fields, other than for tournaments. Rick Busch doesn't think
these prices need to change. Director Blank said the Bass Lake shelter fee has been the
same for a number of years. We think it's appropriate to raise that by a couple of dollars.
He stated that staff discovered that persons renting a canoe rack need a sticker to identify
their canoe. Last year we encountered a problem with an individual using a rental rack
without paying. Parkers Lake North Picnic Shelter rates will remain the same. Based on a
survey of surrounding communities, we have higher rates than others. We are proposing
to raise the fee for the Pavilion by $1 for the school district and $2 for all other groups.
The only change for renting the stages is to add a clause that school districts pay direct
costs only. This will be just a year long policy, because we expect to have the Hilde
Performance Center up by 2002. We added Hopkins as a surrounding community to the
Showmobile policy, because they would like to use it this summer for the Raspberry
Festival. Rick is working on policy changes and fees for the Plymouth Creek Center.
These will be reviewed at the February meeting. Commissioner Musliner asked about
hanging decorations at the Pavilion. The policy states that you cannot use tape, nails or
tacks, but the Bass Lake policy only mentions nails and tacks. Mary said you are not to
attach anything to the walls at the Pavilion, because the surface is similar to wallpaper,
but the walls at Bass Lake are concrete, so tape is permissable. COMMISSIONER
SINGER MOVED TO ADOPT THE 2001 PARK FACILITY FEES AND POLICIES
AS PRESENTED BY STAFF. COMMISSIONER THOMPSON SECONDED. ALL
AYES.
b. Review draft of 2000 annual report. Director Blank explained that this is required by City
Code. Commisioners should look it over and give any corrections to Nancy. We need an
updated letter from Chair Anderson. Director Blank then briefly reviewed each section of
the annual report. He said the highlights are not in any specific order. The bridge over
494 cost $380,000. Our share was $185,000. Director Blank asked Mary to explain how
we count beach attendance. Mary said we use the Jopherd system. She believes this
method involves counting people at the same time every day. Previously, we were doing
counts every hour or every two hours, so people were being counted more than once,
which inflated the numbers. Adult softball numbers continue to decline. This isn't just
happening in Plymouth. It's all over the metropolitan area. Sports bars run their own
leagues, and some players have switched to these leagues. Director Blank thinks adult
PRAC Minutes/January 2001
Page 4
sports enrollment numbers will rise again, but it will be because of soccer. Director
Fieman pointed out the tremendous growth in soccer over the last 10 years. Director
Blank said we're also looking at the growth of rugby and lacrosse. Groups have to be at
least 50% residents to use our facilities. Rick does statistics on the bubble using a
different time frame. Commissioner Wahl asked about indoor golf in the dome. Director
Blank said we offer it on Tuesday and Wednesday from 11-1. One of the better things
the City has done is offer a volunteer program explained Director Blank. He said that
Nancy Anderson works in every department of the City to find volunteers. There has
been a general amazement over the quality of the volunteers that help out in Plymouth.
Commissioner Singer said she uses our City as a model when speaking to other groups
that have volunteer programs. Director Blank said the numbers of high school hockey
attendees are not very impressive. Commissioner Fiemann asked how many we seat at
the ice arena. Director Blank said we seat 1,000 in the Olympic arena. The girls high
school hockey tournament is shown live from our arena over the Christmas holiday
weekend. The world championship was the highlight of the year for our figure skating
program. Director Blank said he would have Paul and Mark attend a future meeting to
discuss park maintenance. He explained that in the Environmental section of the annual
report court improvements should say hard courts. Park maintenance does a wonderful
job at special events. We contract with the State of Minnesota for the Institutional Work
Crew. They get paid $1.50 to $1.90 an hour. Part of this goes toward restitution. No sex
offenders are allowed in the program. Projects we would never have the manpower to do
get done by these crews. We have never had a major complaint about these workers.
Union problems did arise, but they have been worked out. Beat the Heat is a grant
program from the State.
The 2001 Work Plan was then discussed. The comprehensive plan would include the
Northwest Greenway and open space. Youth sports will continue to be listed in the Work
Plan, along with golf courses. Dog parks are causing problems in Minneapolis. Staff has
been collecting information on them. It's difficult to imagine the perfect place for this.
We should try to make some headway on this in 2001. Commissioner Wahl asked how
much space is needed for that. Director Blank said he didn't know, but estimated
probably an acre or two. Other items in the Work Plan include Art in the Park and the
policy on acceptable art, the Millennium Garden, the skate park, and the Hilde
Performance Center. We need to add a vision statement under the Millennium Garden.
Commissioner Thompson asked if it was too soon to add the Plymouth living farm.
Director Blank said it's not in the CIP yet. Director Blank said he's not certain anymore
if a third sheet of ice is necessary. Plymouth does already have three sheets, if you
consider that Central Middle School has one. Minnetonka is adding a third sheet.
Commissioner Fiemann said the Golden Valley Ice Center is coming down. Chair
Anderson said he read that Plymouth is the ninth largest city in Minnesota. Commissioner
Musliner wants to add to the highlights section something about the programming for
kids and other ages and the art classes that are offered at the Plymouth Creek Center.
Director Blank explained that this report needs to be adopted at the next meeting.
Commissioner Singer asked if the New Years Eve event was successful. Director Blank
felt that it was. He said we were trying to gauge whether the facility could handle what
we had planned, and we found out that they could. What Director Blank perceives
PRAC Minutes/January 2001
Page 5
happening is a family event held at LifeTime and the Ice Center and a teen event at the
Fieldhouse/Plymouth Creek Center. He prefers that registration be done in advance rather
than at the door. He thinks we could handle 400 at LifeTime and 300 at the
Fieldhouse/PCC. Mary said 150 attended the New Year's Eve event, but we lost money,
mainly because we had to pay a DeeJay, and it was a holiday.
The skate park grant is due next Tuesday. Director Blank will be going to the City
Council on January 23 for approval on three playgrounds, the skate park grant, and
permanent bathrooms at West Medicine Lake beach.
C. Recognize outgoing member Mark Wahl. Director Blank thanked Mark and said he'd
been on the Commission since 1991. He's helped out with a lot of projects, such as open
space, West Medicine Lake Park, the Ice Center, Plymouth Creek Center and Fieldhouse,
Elm Creek Playfield, and numerous others, not to mention that he's a tremendous
photographer. Mark said he's working on putting together a portfolio of park pictures that
he will bring back to PRAC when he's finished with it. Mark said he's had a great time
during the last 10 years and enjoyed working with the commissioners and staff.
7. COMMISSION PRESENTATION
None.
8. STAFF COMMUNICATION
Kelli Slavik will not be our Council liaison in 2001. Sandra Hewitt is the new liaison from
the City Council, but she was unable to attend the January meeting due to a previous
commitment.
i!>•11130181:1005111011
The meeting adjourned at 8:30 p.m.
FREDERICK EENTZ / MILO THOMPSON / ROBERT RIETOW INC. 2600 EOSHAY TOWER MINNEAPOLIS, MINNESOTA 55402 (692) 332-9234
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CHANGES TO PLYMOUTH CREEK CENTER
FEES AND POLICIES
General Rules
2. We have specified that for corporate events to qualify for resident rates, the company
must be located in Plymouth and not just one of the employees.
3. This is a reminder to leave rooms as you found them.
4. This further specifies open and closing times.
6. Spells out catering requirements.
Set Up
1. This specifies charges for room set up additions during a rental.
3. Explains allowed time for setting up and cleaning up.
Decorating
This is a new section which takes items previously listed under other headings.
Music/Audio
This is a new section which further explains our previous Music/Audio policies.
Rental Rates (see table on back)
1. Increase Full Plymouth Room rental by $50 for non-residents to give a bigger
advantage to our taxpayers.
2. Increase other room rentals to cover more of the actual maintenance costs for room
set-ups and cleaning.
With civic groups and Park and Re. programs getting free rental space, the vast
majority of our rentals are corporate or non -Plymouth groups. Even with these
increases, we are still in line with rates in neighboring communities.
3. Projection TV and LCD equipment was vastly underpriced considering what we paid
for the equipment.
4. Each tablet for the flip chart costs $20. We are losing money on the rentals.
Mon.-Thurs. (6 hrs.) $250 250 350 $350
Fri., Sat., Holidays (6 hrs.) $650 650 750 $800
Sunday (6 hrs.) $400 400 500 $550
Additional Hours $ 50 50 W75 $ 5 `-7S
Half Plymouth Room
Per hour with 2 hour min.) $ 50 75 75 $100
Quarter Plymouth Room
Per hour with 2 hour min.) $ 30 40 45 $ 60
Meeting Rooms 1 & 2
15 25,D 25 $ 40.35
Fireside Room $ 15 25 25 $49-3S
Other Charges Current Proposed
Projection TV $40/day for Projection TV 100/day - Include
15/day for each TV & VCR 3 other Plymouth
20/day for LCD Room monitors for
VCR or DVD use or main
screen for LCD presentation.
Flip Charts $ 5/day 10/day
PLYMOUTH CREEK CENTER
We are prepared to do whatever it takes to make your event a success. To aid in this and to
clearly communicate policy, we ask that the contact person for your event read this contract and
abide by it. If at any time you have questions, please contact us immediately.
GENERAL RULES
The user of the Plymouth Creek Center agrees to follow these rules:
1. The person renting the room shall assume full responsibility of any unlawful act. Supervise
the conduct of the members of the group.
2. Resident fees apply to Plymouth residents. Non -Resident fees apply to groups that are not in
Plymouth. Fees for corporate events are based on the location of the company (not
individual employees).
3. Use only space approved for their use. Leave spaces used as you found them, including
replacing items that were moved.
4. Organize activities to conclude at the closing time stated on the application.
All weekend Plymouth Room events must end not later than 12:00 midnight, and all
individuals attending must vacate the building no later than 12:15pm.
Weeknight room rentals (except for the full Plymouth Room) must end by 10:00pm and
vacate the building by 10:15pm.
No rentals may start prior to 8:00am, Monday -Sunday.
Charges will be assessed for time beyond your scheduled contract.
5. Disorderly conduct of participants is prohibited.
6. There are no kitchen facilities available for food preparation or storage by renters.
Food/beverages are not allowed to be brought into the Plymouth Creek Center.
Exception: groups of 20 or less may bring in cookies, pastries or snacks pending approval
of PCC staff . This may incur cleaning charges.
Renters must use in-house caterer, Suzanne's Cuisine, Inc.
7. Plymouth Creek Center is a tobacco/smoke-free building. Smoking is allowed on the
outdoor deck in the designated area and must be extinguished in the receptacles.
8. For all rentals, a damage deposit is required in the amounts specified on the "Rates" sheet.
9. Permit holders may not charge admission to their event unless approved by the PCC
manager.
10. All persons attending any event on PCC property shall abide by the policies of the Plymouth
Creek Center. At their discretion, PCC staff, his/her authorized representative or a peace
officer may:
a. Order the removal of any offender.
b. Order immediate removal of all alcoholic beverages from premises.
c. Revoke the permit immediately and order all persons from the premises.
11. Violation of these rules may result in the loss of deposit and denial of future use of the
Plymouth Creek Center.
Plymouth Creek Center Policies
RENTAL PROCEDURES
1. Full Plymouth Room Rentals:
a. Tentative reservations will be held up to two weeks until a deposit equal to 50% of the
base rental cost is received. Balance of rental and a damage deposit of $300 are due no
later than fourteen (14) days prior to the event date. Pending a post event facility review
by PCC staff, the deposit will be refunded within ten (10) days of the event, or applied to
any balance.
b. Residents may reserve time up to 18 months in advance of the event. Non-residents may
reserve up to 12 months.
c. One contactperson should be designated to oversee all arrangements with the PCC. This
will help ensure a quality event for the renter. This person is responsible for making an
on-site appointment with a PCC staff member to finalize arrangements a minimum of two
2) weeks prior to the event.
d. The PCC and its employees are not responsible for any problems that occur with any
event that has not had an on-site meeting with PCC staff.
2. All Other Room Rentals:
a. Tentative reservations will be held up to seven days before the full rental and deposit are
due. For these rooms, a $200 damage deposit is required.
b. The rooms can be reserved up to 3 months in advance for Plymouth groups and two
months for non -Plymouth groups.
3. The renter may cancel a reservation by giving written notice to the PCC. If received thirty
30) days or more prior to the date of the event, 50% of the deposit will be refunded.
4. The renter may not sublet the facility, nor may the application be transferred or assigned.
5. The kitchen is off limits to anyone other than the food and beverage provider and PCC
employees.
6. Under certain conditions, PCC staff may be forced to cancel a lease agreement prior to the
event. Possible reasons for cancellation include, but are not limited to: a declared state of
emergency, unsafe environmental or health conditions, or interrupted utility services. In such
an event, the renter agrees that the City of Plymouth shall not have responsibility for
anything the renter may suffer or incur due to such a cancellation. The City will attempt to
notify the renter as soon as possible if such cancellation occurs. All fees paid to the City by
the renter shall be refunded to the renter if the reservation is canceled by the PCC for any of
the above reasons.
HOURS OF USE
1. PCC office hours: Monday through Friday, 8:00am — 4:30pm.
2. The PCC is staffed most weeknights until 9pm. Weekend hours vary based upon event
schedule. Please call 763-509-5280 to check hours if you would like to stop by.
3. The PCC is closed on city holidays.
4. Rentals are permitted 8:00am—10:00pm, Monday — Thursday; 8:00am — Midnight, Friday —
Sunday.
Plymouth Creek Center Policies
PAREING
All parking in our lot is free. The parking lot has 300 spaces. Parking spaces directly in front of
the building are reserved for handicap parking.
LIABILITY/INSURANCE
1. The renter assumes full responsibility for its group's conduct and for any loss, breakage, or
damage to the rooms, equipment or other PCC property.
2. The City of Plymouth is not liable for any loss, damage, injury, or illness by the users of the
facilities in the PCC. Neither the City of Plymouth nor its employees can be held responsible
for any items that are left at the facility by the renter or contracted service provider. The
renter using the facilities, equipment, and other items owned by the City further assumes all
liability for any personal injuries, including death, caused by participants at the scheduled
event.
FOOD AND BEVERAGE
To ensure high quality and consistent service, the City of Plymouth has contracted Suzanne's
Cuisine, Inc. as the sole food and beverage provider for events at the Plymouth Creek Center.
Information on menus and costs are available through Suzanne's special event coordinator.
Under no circumstances will the renter or anyone in their party be allowed to bring any
beverages including liquor, beer and pop into the Plymouth Creek Center.
EVENTS wITH ALCOHOL
1. The renter is required to contract with the Plymouth Police Department for security when
alcohol is served during the event. The Plymouth Creek Center staff will arrange this
service. Payment for security will be paid two weeks before event. The renter is otherwise
required to supervise conduct of their group.
2. Police are not required for a champagne or wine toast.
For events with alcohol, you must have at least 1 officer on duty from the time the bar opens
until it closes at the end of the event (minimum of 4 hours). If the event has more than 250
people, you are required to have a second officer for at least the final 4 hours of the event.
The fee for police on duty is $35 per hour for each officer.
Example: If you have 300 guests and have an open bar for social hour from 6-7 p.m.,
then close the bar & have dinner from 7-8 p.m., and reopen the bar from 8 -Midnight, you
would be required to have 1 officer from 6-12 p.m. and a second officer from 8-12 p.m.
3. No alcoholic beverages will be allowed outside the designated banquet room(s) and deck
area.
4. Final service of alcoholic beverages (last call) shall be thirty (30) minutes before
consumption must cease. Consumption of alcoholic beverages must cease at the conclusion
of the event or at 11:30 p.m. whichever occurs first.
Plymouth Creek Center Policies
SET-UP
1. Rental fee includes initial room set-up (tables & chairs), PA system (2 microphones
available), and portable bars by PCC staff the day of the event. Any room set-up changes
that need to be made during the event (ex. chairs/tables from wedding ceremony removed
from dance floor) will be charged accordingly with a $50 minimum.
2. For Full Plymouth Room rentals: Room set-up details will be decided and approved during a
final meeting 2 -weeks prior to event.
3. For events in the Fireside Room, a Meeting Room or part of the Plymouth Room: 15
minutes prior to and after your event is included in your rental fee for set-up/decorating &
clean-up. If you need more time, you need to rent an additional hour ('/z hour before and %z
after the event) or more time as needed.
1. All decorating is to be done by the renter.
2. Affixing anything to the walls, floor or ceilings is not permitted.
3. Decorating in public areas (bathrooms, entrance, lobby, etc.) is not permitted unless prior
approval is received from PCC staff.
4. For events in the Full Plymouth Room: Renters are allowed up to two hours for decorating
the day of the event after 10anl. The PCC banquet representative will coordinate decorating
hours at the final walls-thrD ieeting. Any deliveries (cake, flowers, etc.) should be made
during the decorating hours unless other arrangements have been made.
5. Candles used for decoration must have flames contained (ex. votive, hurricane candle, etc.).
Long burning candles are recommended. Open pillars and candlesticks are not permitted.
6. Balloons are allowed as long as they are fastened down.
7. Confetti, bird seed, rice or other like items are strictly prohibited.
8. All decorations must be removed from the PCC or put into trash cans following the event.
Music/AUDIO
1. Sound levels for bands and audio equipment will be controlled and maintained at a level set
by building management. All music will cease at 11:45 p.m. to comply with scheduled
closing time of 12:00 a.m.
2. Sound levels for facility areas are to be controlled and maintained at a level appropriate for
the room size and approved by management. This includes bands, DJ's and other audio
equipment.
3. If you choose to have a DJ or band, they can either set-up during your decorating time or 1
hour before your event begins. We recommend the DJ /band member stop by the Plymouth
Creek Center in advance to discuss building entry, set-up & take-down.
4. Please have the DJ or band use the service entrance- to the far left of the main entrance.
4 Plymouth Creek Center Policies
2001 Activity Center Rental Comparison
N:\Parks\Plymouth Creek Center\ActivityCenter\Comparisons 2001.doc
Ballroom Ballroom Saturday Rental Mtg. Room Meeting Room Rental Daily Fee LCD/Projection
Capacity For a 6 -hour period Capacity Per hour TV/VCR TV
Maple Grove 287 550 Res. 40 10 Res. 15 25/day
Communit Center 600 Non -Res. 5 Non Res.
15 90 for 2 hours
Minnetonka 250 375 Res. 45 20 Res.
30 Non -Res. 45/addt'1 hour
Brooklyn Park 375
450 Non -Res.
820 Res. 20 15 Res. 55 NA
920 Non -Res. 20 Non -Res.
Crystal 250 408 Res. 50 22 Res. NA
654 Non -Res.
Ballroom 300 750 50
30Res.
35
15
NA
NA
Golden Valley 215 475 Res.
555 Non -Res.
TNon-Res.
Medina
Non -Res.
36.50 clean-up fee
25set-u feerShoreview250650Res. 20es. NA
750 Non -Res. 16 Non -Res. &
Plus $75 kitchen fee Shoreview Co
Plymouth Radisson Tied into package rental Tied into package rental 85 400/day
with food with food
Reserve 275 1200 room rental 70 M -Th $30 Yes -would not Yes -would not give
F/Sun - $40 give a price a price quote
quote without a without a specific
specific date date
N:\Parks\Plymouth Creek Center\ActivityCenter\Comparisons 2001.doc
CHANGES TO PLYMOUTH CREEK CENTER
FEES AND POLICIES
General Rules
2. We have specified that for corporate events to qualify for resident rates, the company
must be located in Plymouth and not just one of the employees.
3. This is a reminder to leave rooms as you found them.
4. This further specifies open and closing times.
6. Spells out catering requirements.
Set Up
1. This specifies charges for room set up additions during a rental.
3. Explains allowed time for setting up and cleaning up.
Decorating
This is a new section which takes items previously listed under other headings.
Music/Audio
This is a new section which further explains our previous Music/Audio policies.
Rental Rates (see table on back)
1. Increase Full Plymouth Room rental by $50 for non-residents to give a bigger
advantage to our taxpayers.
2. Increase other room rentals to cover more of the actual maintenance costs for room
set-ups and cleaning.
With civic groups and Park and Recreation programs getting free rental space, the
vast majority of our rentals are corporate or non -Plymouth groups. Even with
these increases, we are still in line with rates in neighboring communities.
3. Projection TV and LCD equipment was vastly underpriced considering what we paid
for the equipment.
4. Each tablet for the flip chart costs $20. We are losing money on the rentals.
All are per hour with 2 -hour minimum.
Half Plymouth Room $50 $75
Quarter Plymouth Room $30 $40
Meeting Rooms 1 & 2 $15 W
20
Fireside Room $15 $25
Other Charges
Projection TV
Flip Charts
75 $100
45 $60
25 $"-
ss
25 $40-
35
Current Proposed
15/day for each TV Full Plymouth Rentals
VCR $100/day — includes 3
other Plymouth Room
monitors for VCR or
DVD use or main screen
for LCD presentation
Mtg. Room & divided
ballrooms still $15/day
for TV & VCR
5/day $10/day
Resident Non—Resident
Full Plymouth Room Current Proposed Current Proposed
Mon.—Thurs. (6 hrs.) 250 250 350 350
Fri., Sat., Holidays (6 hrs.) 650 650 750 800
Sunday (6 hrs.) 400 400 500 550
Additional Hours 50 50 50 50
All are per hour with 2 -hour minimum.
Half Plymouth Room $50 $75
Quarter Plymouth Room $30 $40
Meeting Rooms 1 & 2 $15 W
20
Fireside Room $15 $25
Other Charges
Projection TV
Flip Charts
75 $100
45 $60
25 $"-
ss
25 $40-
35
Current Proposed
15/day for each TV Full Plymouth Rentals
VCR $100/day — includes 3
other Plymouth Room
monitors for VCR or
DVD use or main screen
for LCD presentation
Mtg. Room & divided
ballrooms still $15/day
for TV & VCR
5/day $10/day
PLYMOUTH CREEK CENTER
We are prepared to do whatever it takes to make your event a success. To aid in this and to
clearly communicate policy, we ask that the contact person for your event read this contract and
abide by it. If at any time you have questions, please contact us immediately.
GENERAL RULES
The user of the Plymouth Creek Center agrees to follow these rules:
1. The person renting the room shall assume full responsibility of any unlawful act. Supervise
the conduct of the members of the group.
2. Resident fees apply to Plymouth residents. Non -Resident fees apply to groups that are not in
Plymouth. Fees for corporate events are based on the location of the company (not
individual employees).
3. Use only space approved for their use. Leave spaces used as you found them, including
replacing items that were moved.
4. Organize activities to conclude at the closing time stated on the application.
All weekend Plymouth Room events must end not later than 12:00 midnight, and all
individuals attending must vacate the building no later than 12:15pm.r"-'
assessed-iii-h.r.T-am^„ts($-Res-/'x-75-dvrt Rc s:).
Weeknight room rentals (except for the full Plymouth Room) must end by 10:00pm and
vacate the building by 10:15pm.
No rentals may start prior to 8:00am, Monday -Sunday.
Charges will be assessed for time beyond your scheduled contract.
5. Disorderly conduct of participants is prohibited.
6. There are no kitchen facilities available for food preparation or storage by renters.
Food/beverages are not allowed to be brought into the Plymouth Creek Center.
Exception: groups of 20 or less may bring in cookies, pastries or snacks pending approval
of PCC staff. This may incur cleaning charges.
Renters must use in-house caterer, Suzanne's Cuisine, Inc.
7. Plymouth Creek Center is a tobacco/smoke-free building. Smoking is allowed on the
outdoor deck in the designated area and must be extinguished in the receptacles.
8. For all rentals, a damage deposit is required in the amounts specified on the "Rates” sheet.
9. Permit holders may not charge admission to their event unless approved by the PCC
manager.
10. All persons attending any event on PCC property shall abide by the policies of the Plymouth
Creek Center. At their discretion, PCC staff, his/her authorized representative or a peace
officer may:
a. Order the removal of any offender.
b. Order immediate removal of all alcoholic beverages from premises.
c. Revoke the permit immediately and order all persons from the premises.
11. Violation of these rules may result in the loss of deposit and denial of future use of the
Plymouth Creek Center.
1 Plymouth Creek Center Policies
RENTAL PROCEDURES
1. Full Plymouth Room Rentals:
a. Tentative reservations will be held up to two weeks until a deposit equal to 50% of the
base rental cost is received. Balance of rental and a damage deposit of $300 are due no
later than fourteen (14) days prior to the event date. Pending a post event facility review
by PCC staff, the deposit will be refunded within ten (10) days of the event, or applied to
any balance.
b. Residents may reserve time up to 18 months in advance of the event. Non-residents may
reserve up to 12 months.
c. One contact person should be designated to oversee all arrangements with the PCC. This
will help ensure a quality event for the renter. This person is responsible for making an
on-site appointment with a PCC staff member to finalize arrangements a minimum of two
2) weeks prior to the event.
d. The PCC and its employees are not responsible for any problems that occur with any
event that has not had an on-site meeting with PCC staff.
2. All Other Room Rentals:
a. Tentative reservations will be held up to seven days before the full rental and deposit are
due. For these rooms, a $200 damage deposit is required.
b. The rooms can be reserved up to 3 months in advance for Plymouth groups and two
months for non -Plymouth groups.
3. The renter may cancel a reservation by giving written notice to the PCC. If received thirty
30) days or more prior to the date of the event, 50% of the deposit will be refunded.
4. The renter may not sublet the facility, nor may the application be transferred or assigned.
5. The kitchen is off limits to anyone other than the food and beverage provider and PCC
employees.
6. Under certain conditions, PCC staff may be forced to cancel a lease agreement prior to the
event. Possible reasons for cancellation include, but are not limited to: a declared state of
emergency, unsafe environmental or health conditions, or interrupted utility services. In such
an event, the renter agrees that the City of Plymouth shall not have responsibility for
anything the renter may suffer or incur due to such a cancellation. The City will attempt to
notify the renter as soon as possible if such cancellation occurs. All fees paid to the City by
the renter shall be refunded to the renter if the reservation is canceled by the PCC for any of
the above reasons.
HOURS OF USE
1. PCC office hours: Monday through Friday, 8:00am — 4:30pm.
2. The PCC is staffed most weeknights until 9pm. Weekend hours vary based upon event
schedule. Please call 763-509-5280 to check hours if you would like to stop by.
3. The PCC is closed on city holidays.
4. Rentals are permitted 8:00am — 10:00pm, Monday — Thursday; 8:00am — Midnight, Friday —
Sunday.
2 Plymouth Creek Center Policies
PARKING
All parking in our lot is free. The parking lot has 300 spaces. Parking spaces directly in front of
the building are reserved for handicap parking.
LIABILITY/INSURANCE
1. The renter assumes full responsibility for its group's conduct and for any loss, breakage, or
damage to the rooms, equipment or other PCC property.
2. The City of Plymouth is not liable for any loss, damage, injury, or illness by the users of the
facilities in the PCC. Neither the City of Plymouth nor its employees can be held responsible
for any items that are left at the facility by the renter or contracted service provider. The
renter using the facilities, equipment, and other items owned by the City further assumes all
liability for any personal injuries, including death, caused by participants at the scheduled
event.
FOOD AND BEVERAGE
To ensure high quality and consistent service, the City of Plymouth has contracted Suzanne's
Cuisine, Inc. as the sole food and beverage provider for events at the Plymouth Creek Center.
Information on menus and costs are available through Suzanne's special event coordinator.
Under no circumstances will the renter or anyone in their party be allowed to bring any
beverages including liquor, beer and pop into the Plymouth Creek Center.
EVENTS WITH ALCOHOL
1. The renter is required to contract with the Plymouth Police Department for security when
alcohol is served during the event. The Plymouth Creek Center staff will arrange this
service. Payment for security will be paid two weeks before event. The renter is otherwise
required to supervise conduct of their group.
2. Police are not required for a champagne or wine toast.
For events with alcohol, you must have at least 1 officer on duty from the time the bar opens
until it closes at the end of the event (minimum of 4 hours). If the event has more than 250
people, you are required to have a second officer for at least the final 4 hours of the event.
The fee for police on duty is $35 per hour for each officer.
Example: If you have 300 guests and have an open bar for social hour from 6-7 p.m.,
then close the bar & have dinner from 7-8 p.m., and reopen the bar from 8 -Midnight, you
would be required to have I officer from 6-12 p.m. and a second officer from 8-12 p.m.
3. No alcoholic beverages will be allowed outside the designated banquet room(s) and deck
area.
4. Final service of alcoholic beverages (last call) shall be thirty (30) minutes before
consumption must cease. Consumption of alcoholic beverages must cease at the conclusion
of the event or at 11:30 p.m. whichever occurs first.
Plymouth Creek Center Policies
SET-UP
1. Rental fee includes initial room set-up (tables & chairs), PA system (2 microphones
available), and portable bars by PCC staff the day of the event. Any room set-up changes
that need to be made during the event (ex. chairs/tables from wedding ceremony removed
from dance floor) will be charged accordingly with a $50 minimum.
2. For Full Plymouth Room rentals: Room set-up details will be decided and approved during a
final meeting 2 -weeks prior to event.
3. For events in the Fireside Room, a Meeting Room or part of the Plymouth Room: 15
minutes prior to and after your event is included in your rental fee for set-up/decorating &
clean-up. If you need more time, you need to rent an additional hour (%2 hour before and %2
after the event) or more time as needed.
DECORATION
1. All decorating is to be done by the renter.
2. Affixing anything to the walls, floor or ceilings is not permitted.
3. Decorating in public areas (bathrooms, entrance, lobby, etc.) is not permitted unless prior
approval is received from PCC staff.
4. For events in the Full Plymouth Room: Renters are allowed up to two hours for decorating
the day of the event after loam. T e PCC banquet representative will coordinate decoratinghoursatthefinalwalk -t meeting. Any deliveries (cake, flowers, etc.) should be made
during the decorating hours unless other arrangements have been made.
5. Candles used for decoration must have flames contained (ex. votive, hurricane candle, etc.).
Long burning candles are recommended. Open pillars and candlesticks are not permitted.
6. Balloons are allowed as long as they are fastened down.
7. Confetti, bird seed, rice or other like items are strictly prohibited.
8. All decorations must be removed from the PCC or put into trash cans following the event.
Music/AUDIO
1. Sound levels for bands and audio equipment will be controlled and maintained at a level set
by building management. All music will cease at 11:45 p.m. to comply with scheduled
closing time of 12:00 a.m.
2. Sound levels for facility areas are to be controlled and maintained at a level appropriate for
the room size and approved by management. This includes bands, DJ's and other audio
equipment.
3. If you choose to have a DJ or band, they can either set-up during your decorating time or 1
hour before your event begins. We recommend the DJ /band member stop by the Plymouth
Creek Center in advance to discuss building entry, set-up & take-down.
4. Please have the DJ or band use the service entrance- to the far left of the main entrance.
4 Plymouth Creek Center Policies
M
Agenda Number:
TO:. Dwight Johnson, City Manager
FROM: Laurie Ahrens, Assistant City Manage
SUBJECT: Affirm City Council Goals and Priorities for 2001-2002
DATE: February 6, 2001, for City Council meeting of February 13, 2001
1. ACTION REQUESTED:. Adopt the attached resolution affirming the 2001-2002 City
Council Goals and Priorities which were established at a special meeting on January 31.
2. BACKGROUND: On January 31, the City Council held a special meeting to establish its
goals and priorities for 2001 and 2002. Many ideas for goals and priorities were submitted
by members of the Council and staff in preparation for this meeting. At the study session, the
Council discussed each proposed priority and then used a weighted voting method to select
its top goals and priorities. The final proposed goals list is:
Implement Water Resources Plan — Parkers Lake/Medicine Lake improvements.
Resolve parking situation at LifeTime Fitness/Ice Center, including possible future
third ice sheet.
Implement Traffic Safety Program.
Acquire 10's playfreld site.
Proceed with water system improvements (water tower, well, treatment plant
expansion). Consider drinking water taste/quality improvements.
Pursue affordable and life cycle housing opportunities.
Expand transit opportunities.
With respect to the last two goals, the Council indicated the desire to seek funding other
than local property tax dollars to expand housing and transit opportunities.
in addition, the Council reaffirmed the following projects in progress as continued goals
and priorities for the City:
Complete review of Study Area C.
Update Subdivision Regulations.
Develop policies for housing and industrial development bonds.
Approve plan and begin acquisition of Northwest Greenway.
Implement City Center Streetscape Plan.
Implement Surface Water Utility Fee.
i Implement Millennium Garden, Phase I.
Amend Tobacco Compliance Procedures.
Implement recommendations for Fire Department relating to staffing, duty crew,
response, creative recruitment, structure.
Continue with E -government improvements and web site redesign and expansion.
Upgrade intersection at County Road 9 and Nathan Lane.
Continue evaluation of Hilde Performance Center.
Build a 3' skatepark; consider higher facility after initial years.
Implement program to replace transit "Job Fair."
Continue efforts with citizen education.
Periodic reports will be provided to the Council on the status of these goals and priorities.
3. ALTERNATIVES: The City Council could amend the list of goals and priorities.
4. BUDGET IMPACT: The staff will analyze and present the budget impact of each project
as it comes before the Council. The goals will also be considered during the next budget
preparation and capital improvement program update.
5. RECOMMENDATION: The attached resolution affirming the Council's goals and
priorities for 2001-2002 is recommended for adoption.
Andy Bethune
3280 Olive Lane North
Plymouth, Mn. 55447
USA
Home Phone 612 745 9450
January 22, 2001
Mr. Eric Blank
Director
Park & Recreation Division
3400 Plymouth Blvd.
Plymouth, MN 55447-1482
PROPOSAL FOR SKATEPARK IN PLYMOUTH
Dear Mr. Blank
Two years ago, Plymouth's only skatepark Four Down, was
closed due to financial reasons. Since then all skateboarders and
rollerbladers who want to go to a skatepark have had to take the
half hour drive out to the local parks in Hopkins or Maple Grove.
I propose that Plymouth should build a public skatepark in the
city.
A skatepark called True -Ride was recently purchased by the
Maple Grove City Council and is now open to the public. The park
is run and financed by the city's recreation program and attracts
many skaters from the local area. My point is that if Maple Grove
can successfully run and manage True -Ride, I see no reason why
Plymouth could not do the same thing.
There are many skaters and skateboarders in Plymouth that
would definitely put this facility to use. Also it would stop
them skating in local places which do not encourage it such as
Parkers Lake. I think that it would also give people in this town
a good place to go and have fun. Perhaps the city could hold
competitions with prizes every month, or other events that would
attract local kids and teenagers to come and watch.
I recommend you talk to the City of Maple Grove about how
they have done it. Also, another organization that would be of
help is the International Association of Skateboard Companies.
The IASC helped California deal with their insurance and
liability laws so that the state could open free public
skateparks.
If you have any questions or would like some more contacts
from me I would be glad to receive word from you.
Thanks for your consideration.
I
Y'af kkvlt
Andy Bethune
Enclosed- IASC information leaflet.
CAN IASC
HELP YOU?
IASC sends along thanks to
the 70.000 skateboarders who INTERNATIONAL ASSWAtiOY of SKATEBOMa CAateAWS
helped change the world Over
the past two years letters, postcards. faxes and phone calls from skateboarders
around the world helped convince California's lawmakers to change the state's
liability laws. Is it time to change the laws In your state, or your community?
Californias new law went into effect on January I, which means California cities
can now build public skateparks — insurance and liability are no longer that big
of an issue in California. If you live in California you can look forward to the
construction of more than SO new public skateparks this year.
IASC has been able to help California's skaters. and now, if you live outside
California, maybe we can help you too. If you can help us, we'll be able to help
youl If you'll do some work on your end, we'll be more efficient on ours —
we need contacts in your community. The names, phone numbers and addresses
of your city's or towns officials: Mayor, City Council, City Manager. Parks and
Recreation Director. Youth Activity Director, Chief of Police. and State
Legislators The more
information you can
provide us, the more
effective we can be
So. please. SEND, via the
U, S. Mail- or e-mail, the
information mentioned
above — If you don't
know where to start,
try your local librartanl
Help IASC, and IASC will
help you!
IASC — Skate Parks USA
Box 37
Santa Barbara, CA 93116
no5ewnter4aol.com
wwwskateboard.com/ i asc
Bucky Losek. Skatepark
in Woodbridge, VA.
Photo: Pete Thompson.