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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 NILDE PERFORMANCE CENTER yGN ages SCHEMATIC SITE PLAN 00-41 0 February I, 2001 m Zd r WETLAND BOUNDARY BUFFER ZONE STRUCTURE 5ETBACK N L) FREDERICK BENTZ/ MILO THOMPSON / ROBERT RIEPOW INC. 2600 FOSHAY TOWER MINNEAPOUS, MINNESOTA 55402 (69 2) 332-1234 NILDE PERFORMANCE CENTER y 0"%, REVISED CONTOURS Z00=41 o February I, 2001m Y n.3 C DFS m NM m X-9-62.-2 77 ORCHESTRA PIT STAGE *964.2' eTAGE LEVEL FLAN 5 4SEMENT FLAN 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.