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HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 12-08-20161 Approved Minutes December 8, 2016 Approved Minutes Park & Recreation Advisory Commission Thursday, December 8, 2016 MEMBERS PRESENT: Chair Merrilee Riley, Vice Chair Aaron Vanderwall, Commissioners: Greg Anderson Dick Burkhardt, Tricia DeBleeckere Michael Swanson, Kipp Wyse MEMBERS ABSENT: STAFF PRESENT: Parks & Recreation Director Diane Evans, Deputy Director Barb Northway, Recreation Manager Kari Hemp, Recreation Supervision Cindy Anderson, Recreation Supervisor Dan Lauer, Recreation Supervisor Alyssa Fram, Recreation Supervisor Jessica Koch, Recreation Supervisor Paul Pearson, Office Support Specialist Sarah Josephs COUNCIL REPRESENTATIVES: Councilmember Ned Carroll, Planning Commissioner Jim Kovach GUESTS: Professor Gary Johnson, Professor Kristen Nelson, Amanda Meyer, Spencer Shaver, Maggie Sturm, Theo Brauer, Martin Mitchell, Ashley Weekes, James Webster, Adam Nix, Alex Flucke, Jacob Mattson, Matthew Worms, Thomas Gulley, Sam Graf, Meghan Benton, James Swanson, Matthew Holmstrom, Jonathan Oliversen 1. CALL TO ORDER Chair Riley called the meeting to order at 7:04 p.m. 2. APPROVAL OF MINUTES Motion by Commissioner Burkhardt, seconded by Vice Chair Vanderwall, recommending approval of the October 13, 2016 Park and Recreation Advisory Commission meeting minutes as written. With all members voting in favor, the motion carried. 3. OPEN FORUM: 4. PRESENTATIONS (NON-ACTION ITEMS): 4a. Park Use Assessment – Adam Nix, Alex Flucke, Jacob Mattson, Matthew Worms, Thomas Gulley The goal of the group’s project was to create and test a pilot park use survey for the City of Plymouth. The group wanted to get a better idea of who is using the parks and how staff can improve park usage. The team produced and tested a pilot survey in 8 city parks. Along with the survey, they completed a visual assessment to take a “snapshot” of who is in the park and what they are doing. Additionally, the group conducted a literature review. Their survey had 74 out of 103 people respond. An overwhelming majority of those surveyed 91.2%) used the park for walking, walking dogs, or exercise. The group recommends continuing with the survey, but broadening the population of the sample size and completing the survey in all 54 parks. Volunteers could be enlisted to implement the survey. Along with the park survey, an option would be to send the survey to non-park users to 2 Approved Minutes December 8, 2016 learn why people are not using the parks. A second recommendation would be to modify the pilot survey distribution techniques. By using park maps, it would help to place surveyors in efficient places. Their third recommendation would be to modify the pilot survey questions to include demographic information and seasonal use questions. Their final recommendation is to continue to maintain trails and paths and consider monthly meetings for citizens to share feedback. 4b. Terrestrial Invasive Plant Management – Spencer Shaver, Maggie Sturm, Theo Brauer, Martin Mitchell, Ashley Weekes, James Webster The goal of this project was to improve park safety by keeping ecosystems healthy and improving aesthetics. Plant surveys were conducted in 7 areas where invasive species were of known concern. The plants surveyed were garlic mustard, wild parsnip, Grecian foxglove and oriental bittersweet. Each of these plants presents a negative environmental and human impact. The team used GPS points and transect lines to split an area into equal parts. Within the section a 1 square meter guide was used to take a sample of the selected area. Of the seven parks surveyed, five had garlic mustard present. That was the only invasive found with this parks. Nature Canyon and Elm Creek Woods were absent of any invasive species within the sample areas. Their first recommendation is to continue with early prevention. By identifying these species and providing materials and tools to residents it will help to spread the word of which species to remove. Volunteers could be enlisted to help with removal in park lands. Their second recommendation is to create an active management plan for removal of the species. Staff can manage the mechanical or biological removal process of the invasive insects. Their third recommendation would be to continue to monitor the areas for any future invasive species that begin spreading. 4c. Trail Safety/Invasive Website – Hans Bremhorst, Matthew Sherry, Inna Glusker, Adam Kadisak, Jason Forney The goal of the group was to minimize safety concerns in parks and trails, as well as make it easier to report concerns to park staff. They looked at real safety issues via police reports and crimes committed and compared those to how safe people felt in the parks. The group also looked at the correlation of invasive species growing in the parks and making the park look less maintained to see if that was a factor in how safe the park felt. The group focused their efforts on six different parks and looked for storm damage, trees on the ground, erosion of trails, and visible “iWatch” signs. That information was then compared to parks in Minnetonka, Eden Prairie, and Maple Grove. Additionally, a survey was sent to volunteers and block captains to gauge the safety of parks and their understanding of invasive species. More than half of respondents said that they “could or might be able to” identify invasive species. Most participants answered that they would be willing to use an app to help report any invasive species. The first recommendation is to create interactive invasive tags with a QR code with a link to further information on the species. The tags could be color coded to help warn of any health concerns. A second recommendation is to increase “iWatch” signage in high traffic areas of the parks. Only three of the parks visited had visible iWatch signs. A url or QR code could be added to the signs to help visitors quickly report any suspicious behavior or damage. Their third recommendation was to implement a website with resources and safety tips. The website would also include contact information for Parks & Recreation, Fire, and Police and let park users know who to contact. 3 Approved Minutes December 8, 2016 4d. Plymouth Volunteer Experience – Sam Graf, Meghan Benton, James Swanson, Matthew Holmstrom, Jonathan Oliversen This group’s goal was to focus on enhancing the successful volunteer program. By using informal interviews, a questionnaire to city staff who use volunteers, and a literature review they were able to find a few areas of improvement for the program. The first finding was that a lot of staff time is dedicated to training and supervising volunteers. They recommend creating volunteer positions that help with the planning, decision making, and leadership of other volunteers. Trained leaders would be able to facilitate volunteer orientations and trainings. Their second finding was that job descriptions could be improved to provide clear position details, commitment time and project length. Their third finding was that it would be helpful to establish a volunteer coordinator internship position to increase the capacity of the city volunteer program. This would also aid in implementing of new ideas and improvements. Finally, they recommend conducting a regular survey of active and inactive volunteers. This would give a gauge as to why volunteers are staying involved and why others are choosing to no longer volunteer. 4e. Recreation Operations – Kari Hemp (Recreation Manager) The Recreation division was present to share the programs and events that they are currently working on. Beginning with the latest Winter & Spring Parks and Recreation guide staff have designated an entire page to present department highlights. This season's guide visually shows the number of parks and facilities, playgrounds, miles of trails and more. The page also displays that the Recreation division annually planned 2,084 programs that served 30,012 participants. In 2016 staff launched preschool athletic programs for children as young as 2 years old. The program was an instant success and additional programs were added to the Fall season, as well as, the Winter & Spring seasons. Another growing program is the Middle School Ski and Snowboard Club. Staff work with the three Wayzata middle schools to pick up students immediately afterschool on Fridays, in January and February, to take them to area ski hills. The Halloween at the Creek event has doubled its attendance since 2014. The new record attendance is 1,090 people. In 2015, staff adjusted the date of the event from Halloween evening to the Friday before Halloween. Recreation Manager Kari Hemp has been in her new position for the last 6 months after spending a year as a Recreation Supervisor. She lives in Andover with her husband and four children. Manager Hemp has an Education degree and a Masters in Business with an emphasis in Marketing. She has worked in the Recreation field for the last 17 years. Her duties include assisting with special events; Home Expo, Music in Plymouth, Live at the Hilde, and Plymouth on Parade. Manager Hemp is also the leader of the new recreation software implementation. Recreation Supervisor Cindy Anderson has been with the department for over 20 years. She lives in New Hope with her husband, two children, and two dogs. Supervisor Anderson enjoys skiing during winter months and camping in the Boundary Waters each summer. She coordinates the aquatics program, gymnastics, safety classes, middle school ski & snowboard club, as well as Plymouth on Parade and New Years Eve events. She graduated from St. Cloud State University with a Recreation degree and minor in Outdoor Education. She loves working with new staff and volunteers. Recreation Supervisor Alyssa Fram has been with the department for 6 years. She worked previously in Indiana and Wyoming. Supervisor Fram graduated from the University of Wisconsin LaCrosse with a Recreation Management degree. She lives in Minneapolis with her husband and 4 Approved Minutes December 8, 2016 dog. Her job duties include planning arts and music classes, dance lessons, inclusion services and coordinating Entertainment in the Parks, Plymouth Arts Fair, Primavera, and Fire & Ice. Outside of work she enjoys traveling. Recreation Supervisor Jessica Koch has been with the city for 3 years. She started as an intern under Recreation Supervisor Dan Lauer. Supervisor Koch lives in Delano with her husband, daughter and 2 Labradors. They are expecting their second child in March. She enjoys fishing, playing sports, and bowling in her free time. Her job duties include planning fitness, health and wellness classes, scheduling field usage and leading Halloween at the Creek, Old Fashioned Christmas, Healthy Living Fair, Walk with the Mayor, and the Farmers Market. She graduated from St. Cloud State University with a Sports Management and Recreation degree. Recreation Supervisor Dan Lauer has worked with the department for 17 years. Previously he worked as a mortgage banker. Supervisor Lauer lives in Rogers with his wife and two children. He has coached youth sports for over 30 years. He graduated from Mankato State and went on to receive a Masters from the University of Minnesota in Education and Recreation Athletics. Supervisor Lauer is most looking forward to the upcoming 28th annual Fire & Ice event that he co- coordinates with Alyssa Fram. He enjoys being active outside during the winter and has been very amazed at the poplularity of his preschool sports programs this year. Recreation Supervisor Paul Pearson is the newest member of the team and has been working with the city since April of this year. Previously he worked for 8 years in a Community Education position. His responsibilities include planning education programs, summer playground and day camps, ans well as coordinating Bark in the Park. He lives in Maple Plain with his wife and son and enjoys being outdoors; mostly hunting, camping, and fishing. A new special event was added this year. The dog-centered Bark in the Park was held in May. The turnout was nearly 800 people and at least 400 dogs. Visitors enjoyed activities, contests, information from local vendors, and samples of pet products. Also launched in 2016 was the new social media campaign "Spotted in Plymouth". The campaign has staff heading out to our parks and connecting with users. Those "spotted" have their picture taken and shared on social media with the hashtag #plymouthparks. This has been a fun opportunity for staff to get outside to see all of the parks, as well as connecting first hand with those using the parks. The new registration software, RecTrac, was launched this week. As expected, there were some initial hiccups, but staff are quickly working through most of the issues. The last software as in place over 30 years and will be discontinued in the near future. Due to overwhelming traffic to the website on the first day of registration the system went down for a short period of time. A total of 100,000 was brought in on the first day of registration. This total is typical for winter and spring registrations. The first day of summer registration typically brings in closer to $200,000. The Recreation division plans to transition their summer season hiring to a group-hire format. This will save time on staff interviews as well as allow applicants to easily interview for several positions at the same time. Staff are working on potentially adding a new event next fall. The event out be focused around food and locally crafted beer. In December of 2017 the activity guide will be reformatted to highlight select classes while directing readers to the website for a full listing. This guide will be sent to active users and 5 Approved Minutes December 8, 2016 residents. Chair Riley asked if there was a way to ask those registering online if they wish to continue receiving a printed guide. Manager Hemp replied that staff will be researching options to help reduce printing and mailing costs. Council Member Carroll inquired what it costs to mail the current guide to every household in Plymouth. Manager Hemp answered that the guide is mailed out to 32,000 households at a cost of $15,000 for the guide itself and $6,000 for postage. Each guide costs roughly $20,000 to produce and mail. The city receives a lower cost on postage by using bulk mailing. The summer guide will likely still be mailed out to all residents as that season is our most popular. Chair Riley shared that the guide provides more than just program information, but serves as a great public relations and promotional marketing piece. Chair Riley expressed her thanks to the Recreation division for all of the work they do. Director Evans thanked Manager Hemp for her work in leading the software transition process. 5. NEW BUSINESS (ACTION ITEMS): 5a. 2017 Meeting Schedule (Action) There will be a park tour scheduled for commissioners in 2017. The early part of 2017 has several large park projects to be discussed; master plan for Crooked Creek Park, East Medicine Lake Park renovation, Northwest Greenway phase 3, and the Plymouth Creek Center feasibility study. Motion by Commissioner DeBleeckere, seconded by Commissioner Wyse, recommending the approval of the 2017 Meeting Schedule. With no objection, the motion passed. 5b. PR, Communications & Marketing Plan (Action) The PR, Communications & Marketing Plan is reviewed and updated annually to ensure it is keeping in line with current marketing of programs. One minor change was made since last year. The Teen Advisory Commission was removed from the plan as that program is no longer running. Chair Riley inquired as to why the Commission is long longer running. Manager Hemp shared that attendance had been decreasing over the years and last year only had 1-2 people participate. Staff are looking into new teen programming to replace the Teen Advisory Commission. Motion by Chair Vanderwall, seconded by Commissioner Swanson, recommending the approval of the PR, Communication & Marketing Plan. With no objection, the motion passed. 5c. Strategic Plan (Action) As part of the CAPRA accreditation, commissioners are to review the department’s strategic plan. This is the end of year summary of projects completed this year. Commissioners will be review park fee updates in the January meeting. Commissioner DeBleeckere inquired as to what Nature Canyon is and how that will be developed. Director Evans shared that the area is currently a fill site. Once it is filled to capacity the land will be turned over to the city for future development. Motion by Commissioner Burkhardt, seconded by Commissioner DeBleeckere, recommending the approval of the Strategic Plan. With no objection, the motion passed. 6. COMMISSIONER/STAFF UPDATE Old Fashioned Christmas will be held this Saturday, December 10 at Plymouth Creek Park. Snow is forcasted for the weekend, but not enough to affect any of the planned activities. The event continues to grow in popularity each year. This event is free for all participants and 6 Approved Minutes December 8, 2016 includes taking a picture with Santa and Mrs. Claus, meeting reindeer, making a craft, roasting s'smores at the bonfire, and horse-drawn wagon rides. The New Years Eve event will be held on Saturday, December 31 at the Plymouth Ice Center and Life Time Fitness. Commissioner DeBleeckere inquired as to where the activities are located during the event. Director Evans responded that the inflatables, crafts and games are located in the Life Time gym. Event goers are also able to use the ice rink and the pool. A pizza or hot dog dinner is available to all participants. Admission is $10 per person in advanced, and 13 per person at the door. Children 2 and under are free. All of the events put on by Parks & Recreation receive great sponsorship contributions from local businesses. Staff are working on securing sponsorships for 2017. Many companies come back each year wanting to help and be a part of the events. Director Evans shared with he Commission that we will be transitioning in a new member in February as Commissioner Anderson will be stepping down. She thanked Commissioner Anderson for his many years of service and time on the Commission. Additionally, Council Member Carroll will become the Council liaison to the Planning Commissioner. We will be getting a new Council Member as our liaison. Council Member Carroll expressed that Commissioner Anderson has been a rock solid member of the Commission. He always participates and has been very passionate in advocating for bike trails and completion of trail gaps. No one has made as much of an impact to the cycling community in Plymouth than Commissioner Anderson. Chair Riley shared that both Council Member Carroll and Commissioner Anderson have been a part of the Commission for as long as she can remember. She told both to stay in touch. Chair Riley gave her best wishes to all for a happy and safe holiday season. 7. ADJOURNMENT Motion by DeBleeckere, seconded by Commissioner Anderson, recommending adjournment of the Park and Recreation Advisory Commission meeting. With no objection, Chair Riley adjourned the meeting at 8:27 p.m.