HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 02-11-20161 Approved Minutes
February 11, 2016
Approved Minutes
Park & Recreation Advisory Commission
Thursday, February 11, 2016
MEMBERS PRESENT: Chair Merrilee Riley, Commissioners: Greg Anderson, Dick Burkhardt, Tricia
DeBleeckere, Michael Swanson, Aaron Vanderwall
MEMBERS ABSENT: Vice Chair Kipp Wyse
STAFF PRESENT: Parks & Recreation Director Diane Evans, Deputy Director Barb Northway, Plymouth
Creek Center Manager Susan Muelken, Project Coordinator Sonya Rippe, Recreation Supervisor Kari
Hemp, Rental Coordinator Angie Dehn, Office Support Specialist Sarah Josephs
COUNCIL REPRESENTATIVES: Councilmember Ned Carroll
1. CALL TO ORDER
Chair Riley called the meeting to order at 7:05 p.m.
2. APPROVAL OF MINUTES
Motion by Commissioner DeBleeckere, seconded by Commissioner Swanson, recommending
approval of the January 14, 2016 Park and Recreation Advisory Commission meeting minutes
as written. With all members voting in favor, the motion carried.
3. OPEN FORUM:
4. VISITOR PRESENTATIONS (NON-ACTION ITEMS):
5. NEW BUSINESS (ACTION ITEMS):
5a. Old Rockford Road Trail Gap - Sonya Rippe (ACTION)
The trail gap along Old Rockford Road, between Vicksburg Ln and Dunkirk Ln has been
designated as trail gap #49. At the September 11, 2014 Parks and Recreation Advisory
Commission meeting, the Commissioners approved making trail gap #49 a priority for
completion. On March 23, 2015 the City Council authorized the application for the
Hennepin County Capital Improvement Plan – 2015 Bikeway Program Discretionary
Resolution 2015-075). The project would involve paving a 750’ long trail along the
south side of Old Rockford Road. In the process, some trees will need to be removed
from the right of way in order to have room for the trail and slopping to ensure proper
storm water drainage. In conjunction with this project, the County has planned to
complete a mill and overlay of Old Rockford Road during this same time period.
The proposed cost of the trail project is $374,235. The Parks and Recreation Department
has received a $100,000 cost-sharing grant from Hennepin County for this specific trail
gap. A caveat with the grant is that the project must be completed in the 2016 calendar
year. Within the CIP for 2016 there is currently $410,000 budgeted for completing trail
gaps.
2 Approved Minutes
February 11, 2016
A public open house was held prior to the regular PRAC meeting on Thursday, February
11. Over 180 invitations were mailed out to residents living along or near the proposed
trail gap project. There were 18 recorded attendees whom attended the open house. A
complete list of comments is attached to the minutes.
Carmen Castaneda of 4185 Yuma Lane N spoke on behalf of the Summer Creek
Homeowners Association. Ms. Castaneda shared that there are five units within their
development that face Old Rockford Road. The Summer Creek Homeowners Association
supports the construction of the trail gap. They believe it will add beauty to the area,
safety, and increase the quality of life for those living nearby. They believe the stretch
of road on Old Rockford Road, between Yuma Ln and Vicksburg Ln, is a very dangerous
section for those trying to walk or bike. Adding a trail would provide a safe route for
walkers and bikers. The Summer Creek Homeowners Association would like to preserve
the trees in front of the properties. Currently there are about 8 – 40’ tall pine trees with
a diameter of 12” and greater. In addition, there are 6 -12 other medium sized trees.
They feel the trees provide beauty, a sense of nature, a sound buffer, and added
security. Residents worry that without a buffer of trees there would be direct access
into their properties, and a possible increase in crime. Residents of the Summer Creek
Homeowners Association wish to work cooperatively with the City and County to preserve
as many trees as able to. Overall, they support the trail project and encourage
consideration of preserving the trees.
Two comments were emailed to staff prior to the open house. A comment was received
from the residents at 4470 Comstock Ln. They wished to share that they are pleased
with the possible trail addition and upcoming road improvement project.
A resident at 4145 Terraceview Ln is wishing for the trail to run along the north side of
Old Rockford Road. Project Coordinator Rippe shared that due to the wetlands on the
north side of Old Rockford Road the trail would not be able to be completed on that side.
Other comments provided during the open house included the potential loss of trees
along the trail project. Residents also expressed concern regarding having to possibly
move fences and sprinkler heads currently in place.
Several residents expressed that they are excited to have a safe travel route for children
to travel to school and friends’ houses.
Director Evans shared that there were several individuals concerned on the culvert
placement and making sure that the grading was set up for proper drainage off of the
trail. The City Engineer will be making contact with those residents and advising on the
culvert placements and grading of the trails.
Chair Riley asked what the standard approach is for following up with residents. Director
Evans replied that we appreciate everyone from the public showing up this evening and
providing staff with their feedback and concerns. She would like to reiterate that it is
not our intention to remove all of the trees; we still wish to have a buffer present.
Director Evans will be making contact with the County to see if there is the option to
narrow down the trail widths in sections to allow trees to remain where they are. If
narrowing the trail results in saving some of the trees then it would be worth it. We will
just want to ensure that we have the flexibility with the County to make those
adjustments along the trail.
3 Approved Minutes
February 11, 2016
The City Parks & Forestry Division will work with the affected homeowners and the
Homeowners Association to get additional trees planted along Old Rockford Road to
create a natural buffer.
Commissioner Swanson asked if project engineers know which trees have to be taken
down already. In turn, would affected homeowners be allowed to move the trees prior
to the construction? Director Evans answered that residents are more than welcome to
move any trees that may be affected. Residents should check with their utility
companies before replanting, but she does not foresee any issues. Commissioner
Swanson added that with some of the larger trees it can be quite expensive to move
those. Director Evans replied that when construction was done along Vicksburg Ln, many
of the trees only required being trimmed back. The City works to avoid cutting down
trees if not necessary. She will be meeting with the City Engineer to review the plans
and discuss proposed tree trimming/removal.
Commissioner DeBleeckere shared that it was very informative to hear directly from the
public tonight. It helps to hear first hand from the public how they feel before making
any considerations and recommendations on projects.
Commissioner Burkhardt agreed with Commissioner DeBleeckere and was very pleased to
see so many residents come out and discuss the project. Residents he spoke with were
able to express their concerns and were overall anxious to add the trail. Many felt it
would create a safe connection for families to get to schools. He found it interesting
that so many came to share their support for the project.
Commissioner Anderson also appreciated that residents attended the open house to
express their feelings. It was nice to hear from Ms. Castaneda as to how the Summer
Creek Homeowners Association feels about the project. He is very excited for this trail
gap to be completed as it is a very important connection in the trails. This would be a
great time to complete the project, especially having received the Hennepin County
grant. We are very lucky to have received this grant.
Commissioner Anderson also expressed that he wished an Engineer would have been on
hand for the open house to answer specific questions, especially about drainage. He
spoke with two residents that have had drainage issues on their properties during the
year and is hoping this project will help correct those issues. Director Evans added that
when projects such as this take place the Engineers do take into account any current
issues and work to resolve those.
Commissioner DeBleeckere asked if delaying the recommendation tonight would affect
the project timeline. Director Evans shared that a recommendation could be made
tonight with an addition of any concerns needing to be addressed.
Motion by Commissioner Anderson, seconded by Commissioner Swanson, recommending
approval of the Old Rockford Road Trail Gap project with the added condition of
addressing culvert/drainage issues, tree loss/relocation concerns, and Hennepin County
approving narrowing of the trail in certain areas. With no objection, the motion passed.
5b. PCC/Millennium Garden Fees/Policies - Susan Muelken (ACTION)
Every year staff reviews policies and fees at the Plymouth Creek Center, Millennium
Garden, and Fieldhouse for comparison with other nearby cities to ensure we remain
competitive.
4 Approved Minutes
February 11, 2016
Currently at the Millennium Garden there are two time slots available for reservations on
Saturday and Sundays. Feedback received has shown that many wedding parties feel that
this is too restrictive of a time block to fit in a ceremony and photos. Staff recommend
creating a 4-hour time block for Saturday and Sunday rentals. Depending on the times
chosen, it may only allow for one rental on those days, but would be more customer
friendly in allowing sufficient time.
To help offset the loss of revenue from possibly loosing double ceremony days, staff
propose to increase the rental rates by $10.
In reviewing the Plymouth Creek Center policies and costs, staff are only recommending
updating the policies and cleaning up language to make it clearer to users. The largest
update to the policy is the recommendation to change the date non-residents can begin
making reservations. Currently residents are able to book the Plymouth Room 18 months
in advance of their event date, and non-residents can book 12 months in advance of their
event date. Staff recommends allowing non -residents to make a reservation 15 months
in advance to allow wedding parties enough time in advance to plan their wedding.
Another noteworthy change to the policy is that staff are recommending to change the
due date for final payments on room reservations. Currently renters must pay two weeks
in advance of their event, but staff would like to extend that to 30 days prior to their
event. Several times events are cancelling at the two week deadline, making it hard to
re-book the room on a short notice.
There is a new room available for rental at the Plymouth Creek Center. The Alcove is the
former office space of PSA/Fusion Soccer Club. Staff have modeled the space into a
room that can be used as a wedding changing room or small meeting room. Due to similar
size of the space, staff is recommending the fee structure to be the same as the Fireside
Room’s fee structure. Upon approval of the fees, room rentals in the Alcove would
account for an increase of $7,000-10,000 in revenue.
Commissioner Vanderwall inquired how there could be an increase in revenue for the
Millennium Gardens when there is the possibility of loosing a booking each day due to the
longer time blocks. Manager Muelken replied that staff are not anticipating the loss of
any rentals, and in fact, expect to gain rentals due to having a longer, more desirable
time period to host ceremonies and photos. In 2015, there were only 12 days with
double weddings booked. For 2016, only 6 days have double weddings booked in the
Gardens.
Commissioner Vanderwall followed up by asking how we are accounting for the lost
revenue from Fusion Soccer’s monthly lease payments. Manager Muelken responded that
rental revenue in the Alcove would exceed the monthly rental revenue collected from
Fusion. When Fusion Soccer was leasing the room, the Plymouth Creek Center was
responsible for paying income tax on that revenue. Now that it is a public room to be
rented, the PCC will not need to pay those same taxes.
Chair Riley expressed that typically information on the competitors is shared along with
the recommendations. Manager Muelken responded that it is hard to compare our site
exactly to other nearby sites. Staff did survey 6-7 other communities, and felt that they
were right in line with the competitors.
Commissioner Swanson enquired how often rentals wait until two weeks prior to make
the final payment. Manager Muelken answered that it has only happened a few times
over the last 10 years, but certainly some rentals wait until the very end to make the
payment. Commissioner Swanson followed up by asking why the deadline isn’t three
5 Approved Minutes
February 11, 2016
months in advance. Director Evans responded that the City standard is for final payments
to be made 30 days in advance.
Motion by Commissioner Burkhardt, seconded by Commissioner Vanderwall,
recommending approval of the Plymouth Creek Center and Millennium Garden Fees and
Policies as presented. With no objection, the motion passed.
5c. Fieldhouse fees & policies (ACTION)
Annually staff compare fees and policies for fieldhouse sites in neighboring cities. Based
on this comparison staff is recommending a nominal fee increase. The Fieldhouse
operates as an enterprise fund and needs to generate enough revenue to operate. Staff
are planning ahead for the purchase of a new dome membrane in 2017. In the past, the
fee increase has gone into effect on January 1 of the year. Since that date falls mid-
season for most groups, staff is recommending that the fee change go into effect on
October 16. This increase in revenue would result in an additional $15,000 -20,000.
Commissioner Swanson asked what the typical usage is at the Fieldhouse. Manager
Muelken replied that rentals numbers have remained pretty consistent over the years .
Prime time rentals continue to be very popular. On weekends, the Fieldhouse is booked
from 7:00 am to 10:00 pm.
Fusion Soccer currently rents 44% of the field time and Park & Recreation reserves 28% of
the available field time. The Fieldhouse also continues to be very popular for walkers
and joggers at all times of the day.
Chair Riley commented that the new bounce castles at Open Play are very enjoyable for
her grandchildren to play with. It is nice to have some new choices for the kids to have.
She enquired if there is a discounted punch card available. Manager Muelken answered
that the daily fee to visit is $4/person for residents. With the punch card, you would be
able to attend 10 times for $42; a savings of $1 per visit. The passes do not expire.
Commissioner Vanderwall asked how changing the fee increase to go into effect in
October would affect the sports clubs and their budgets for the season. Manager
Muelken responded that as soon as staff have approval on the fee increase, they will
communicate that to all groups so that they can adjust or review their budgets for next
season and prepare for any impact.
Motion by Commissioner Vanderwall, seconded by Commissioner Burkhardt,
recommending approval of the Fieldhouse Fees and Policies as presented. With no
objection, the motion passed.
5d. Aspen Hallow Development Park Name (ACTION)
Deputy Director Northway shared that a new neighborhood park will be developed in
2016 in the Aspen Hallow development near Garland Ln and 57th Ave N. This park will be
located just south of the Plymouth Dog Park and along the Northwest Greenway. The
park will cover 2.39 acres. It is located on a higher elevation overlook where visitors can
see the Elm Creek Wetlands.
Commissioner DeBleeckere asked if “Greenway” needs to be in the park name, for
example, would it be Aspen on the Greenway Park, or Aspen Hallow Park. Deputy
Director Northway replied that it could be either, but doesn’t need to have Greenway in
6 Approved Minutes
February 11, 2016
the name. Recently The Meadows was approved as the name for the playfield on the
Tombers Property. Director Evans added that while the site would be officially identified
as a park, it also doesn’t need the work “park” in the title.
Commissioner Anderson added that overall he likes keeping the work “Aspen” in the
name of the park and would be open to any of the recommendations with “Aspen” in it.
Commissioner Vanderwall shared that he liked the name “Aspen Greenway Vista” since it
included all of the major attributes of the park.
Commissioner Burkhardt added that since the park is located on higher ground and
serving as an overlook, the word “Ridge” connects that site well.
Commissioner DeBleeckere also added that she has a preference for having the words
Greenway” and “Park” in the name.
Chair Riley noted that if we have a Legacy Greenway Park already, we may have a
precedence to having “Greenway” in the name of the new park. Director Evans shared
that typically when users refer to Legacy Greenway Park they just say Legacy
Chair Riley added that if the name “Greenway” is getting dropped when referencing
other parks, why add it in the first place. People will tend to develop an abbreviated
name for park locations.
Motion by Commissioner Burkhardt, seconded by Commissioner Anderson, recommending
approval of the name Aspen Ridge Park. With no objection, the motion passed.
5e. Work Plan (ACTION)
Included in the meeting packet is the 2016 PRAC Work Plan. Commissioners are asked to
review and suggest any changes.
Motion by Commissioner Swanson, seconded by Commissioner DeBleeckere,
recommending approval of the 2016 PRAC Work Plan. With no objection, the motion
passed.
5f. Annual Report (ACTION)
Included in the meeting packets is a final version of the 2015 Annual Report.
Commissioners are requested to review and share any corrections they want made. An
electronic version of the Annual Report will be available on the City website. Should
anyone wish to have a paper copy of the Annual Report, please let Sarah Josephs know.
One item of note is on page 13. The programs offered and users served remains steady,
but there has been a slight increase in senior program participation. Chair Riley asked if
there was any explanation to the increase in senior participants. Recreation Supervisor
Hemp shared that in 2015 the Parks and Recreation department took over full control of
the programs offered to seniors. Now that they are all operated in -house we are able to
get a more exact number of programs and events. Staff have put in a large effort to
expand senior programing options as well.
Director Evans added that in the future it is very unlikely that we will be using the term
senior” in our programming categories. We will be moving forward to combining those
programs with the “adult” category one we implement the new software system.
7 Approved Minutes
February 11, 2016
Motion by Commissioner Burkhardt, seconded by Commissioner Anderson, recommending
approval of the 2015 Annual Report. With no objection, the motion passed.
5g. Designate Chair & Vice Chair (ACTION)
Director Evans thanked Chair Riley and Vice Chair Wyse for serving in a leadership role
for PRAC in 2015. Each year we reappoint a Chair and Vice Chair to serve. Those
selected will be forwarded to the Mayor for final approval. Commissioners may nominate
themselves or anyone else on the Commission. A Chair can serve consecutive terms.
Commissioner DeBleeckere enquired if Vice Chair Wyse had expressed interest in serving
as Vice Chair for another year. Director Evans responded that she had not heard of any
decision from him prior to tonight’s meeting.
Commissioner Swanson asked if both Chair Riley and Commissioner DeBleeckere were
reconfirmed for new terms. Director Evans responded that both have accepted and
confirmed their reappointments.
Commissioner DeBleeckere nominated Merrilee Riley to serve as Chair in 2016.
Commissioner Vanderwall and Commissioner Anderson both expressed interest in serving
as Vice Chair. Commission Burkhardt and Commissioner Swanson stated that they both
felt too new to the Commission to take a leadership role.
Commissioner DeBleeckere asked each how long they have served on the Commission.
Both Commissioner Vanderwall and Anderson have served several terms, but
Commissioner Anderson was appointed 10 months prior to Commissioner Vanderwall.
Commissioner Burkhardt enquired if either has served as Chair or Vice Chair before.
Commissioner Anderson has served one year as Chair and one year as Vice Chair.
Commissioner Vanderwall has not yet served a term.
Chair Riley asked if either foresee any conflicts with attending the upcoming 2016
meetings. Neither Commissioner Anderson nor Vanderwall have any upcoming schedule
conflicts preventing them from attending.
Commissioner Anderson shared that he has enjoyed serving with PRAC for a number of
years. As a former Chair and Vice Chair he has had experience running the meetings and
taking over when a Chair was unable to.
Commissioner Vanderwall shared that he has served on the Commission a long time and
feels that this is a good time to contribute more. He would like the opportunity to serve
as Vice Chair.
A vote was held by Commissioners resulting in four votes for Commissioner Vanderwall
and two votes for Commissioner Anderson.
The Commission recommends the appointment of Merrilee Riley as Chair for 2016 and
Aaron Vanderwall as Vice Chair for 2016.
6. COMMISSIONER/STAFF UPDATE
Staff attended a meeting with the Cardinal Ridge Homeowners Association, regarding
updates being made at Three Ponds Park. The planned renovations have a large impact
8 Approved Minutes
February 11, 2016
on their properties. Residents were very receptive to the changes. Staff then held an
Open House on Monday, February 8 for all residents near Three Ponds Park to review the
plans. There were 25 residents in attendance. Staff received great feedback, overall
very positive comments about the renovations.
Due to tree roots cracking the trails along the north and east side of the pond at Three
Ponds Park, staff are proposing to remove the trees affecting the trails. The trees being
proposed for removal are mostly of low quality; Willow, Ash, and Cottonwood. Other
updates include trail repair, replacing the boardwalk, retro-fitting the playground, and
recoating the benches and shelters.
Chair Riley shared that this park is a fun little park to visit and walk around. The park
has a very lovely setting.
Fire & Ice was held on Saturday, February 5 at Parkers Lake. The event was a great
success and had roughly 4,000 people in attendance. Visitors had a great time, and as
always, the firework were a nice finale to the event. Thank you to all of the
Commissioners and Council members who were on hand volunteering at the event. Your
assistance is greatly appreciated.
There are two retirements/departures coming up in the next few months. Recreation
Manager Regina Michaud will have her last day on May 2 before relocating out of state.
Parks & Forestry Manager Dan Heitke will be retiring in the end of July (date TBD).
Recreation Supervisor Kari Hemp will begin transitioning into the Recreation Manager
role. The Recreation Supervisor of Education Programs position is posted online now,
with interviews scheduled to begin in March. Dan Heitke’s position will be transitioned
from a Manager position into a Supervisor position, with the new employee on in time to
shadow Dan before he leaves.
Commissioner Burkhardt enquired if the Parks & Recreation Department received any
bonding money for Ice Center upgrades. Director Evans explained that while even though
the PIC projects were not noted in the Governor’s list of projects, it does not mean that
we have not received funding. The request still will go through the legislative process
before going on for final approval.
Commissioner Burkhardt asked for an update on the Ice Center parking lot project.
Director Evans shared that we have received bids for the parking lot project and will
submit those to the City Council on February 23. Currently there are two options; 1)
proceed with the improvements as requested and add 86 parking spots, or 2) reject the
bids and authorize completing a mill and overlay of the parking lot. Bids for the project
came in around $1.125 million. If option 1 is approved, the City would contribute
550,000 to the project and Life Time Fitness would contribute $675,000.
Commissioner DeBleeckere enquired what portion of the project costs Life Time would
pay if option 2 was selected. Director Evans answered that in that case the costs would
be split 50/50. Option 2 is estimated to cost $600,000.
Deputy Director Northway advised that a March 10 PRAC meeting has been added to the
schedule. This was not originally on the PRAC schedule, but has been added to provide a
recommendation to Council regarding the master plan for the neighborhood park in Aspen
Hallows. A community meeting has been scheduled just prior to the PRAC meeting to
hear resident feedback.
9 Approved Minutes
February 11, 2016
Chair Riley added that Commissioners are welcome to attend. It is quite helpful to hear
directly from the residents.
Chair Riley expressed that she would like to recognize staff upon their retirements and
asked if there was an appropriate/standard way of recognizing the employee’s level of
service? Director Evans shared that we don’t have a standard way for PRAC to recognize
retiring staff. She suggested inviting the staff members to a PRAC meeting so
Commissioners could express their thanks. Chair Riley suggested that PRAC approve a
resolution of appreciation for each retiring staff member. She offered to create the
resolution. Director Evans will invite Recreation Manager Regina Michaud to the March
PRAC meeting and Dan Heitke to the June meeting. Merrilee – pay pass a resolution of
appreciate to each staff. Create letter informing.
7. ADJOURNMENT
Motion by Commissioner Swanson, seconded by Commissioner DeBleeckere,
recommending adjournment of the Park and Recreation Advisory Commission meeting.
With no objection, Chair Riley adjourned the meeting at 8:26 p.m.