HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 01-12-20171 Approved Minutes
January 12, 2017
Approved Minutes
Park & Recreation Advisory Commission
Thursday, January 12, 2017
MEMBERS PRESENT: Chair Merrilee Riley, Vice Chair Aaron Vanderwall, Commissioners: Greg Anderson, Tricia
DeBleeckere, Michael Swanson, Kipp Wyse
MEMBERS ABSENT: Commissioner Dick Burkhardt
STAFF PRESENT: Parks & Recreation Director Diane Evans, Deputy Director Barb Northway, Recreation Manager
Kari Hemp, Office Support Specialist Sarah Josephs
COUNCIL REPRESENTATIVES: Councilmember Ned Carroll, Councilmember Jim Davis, Planning Commissioner Jim
Kovach
GUESTS: Marilyn Sunseri, Calvin Wyse, Glen Waguespack
1. CALL TO ORDER
Chair Riley called the meeting to order at 7:02 p.m.
2. APPROVAL OF MINUTES
Motion by Commissioner Swanson, seconded by Commissioner Anderson, recommending approval
of the December 8, 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):
5. NEW BUSINESS (ACTION ITEMS):
5a. 2017 PRAC Work Plan (Action)
The PRAC Work Plan is completed on an annual basis as part of the City Code. This year the
department will work on accomplishing set goals and completing the strategic plan. Several park
plans are scheduled for 2017; Northwest Greenway phase III, installing Crooked Creek Park,
renovating East Medicine Lake Park, as well as adding in Northwest Greenway trail heads. Other
projects include; PIC ice system replacement, PCC feasibility report, and completing trail gaps.
Motion by Commissioner Wyse, seconded by Commissioner DeBleeckere, recommending the
approval of the 2017 PRAC Work Plan. With no objection, the motion passed.
5b. 2017 Department Strategic Plan (Action)
As part of the CAPRA accreditation process, our department annually completes a Strategic Plan.
New projects have been added to this year’s plan such as adding another software component to
our new registration software, RecTrac. The plan is very project-based.
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Chair Riley inquired as to how large of a project the 2030 Comp Plan is to prepare. Director Evans
shared that staff have been preparing for the Plan for a year now. A lot of work goes into planning
for the next 20 years. Their goal is to be complete by the end of 2017.
Motion by Commissioner Anderson, seconded by Vice Chair Vanderwall, recommending the
approval of the 2017 Department Strategic Plan. With no objection, the motion passed.
5c. Park Fees (Action)
Recreation Manager Kari Hemp was present to share proposed changes to park fees, facility hours
and policies. Overall most park fees are proposed to have a 3% increase. Some of the fees have not
been increased since 2015. Annually staff compare our park fees with those of similar communities
to ensure that we are staying competitive in our fees. Rentals at Bass Lake Playfield Park Building
and Parkers Lake Park Building have been restructured from an hourly rental to a half-day and full-
day rental. Due to an increase in non-profit rental requests, a resident non-profit rate has been
added.
Staff are proposing to no longer reserve the Parkers Lake Stage. The stage is hard to rent for events
as there is not a rentable shelter available nearby.
Vice Chair Wyse inquired as to how long the 3% increase would likely last and if fees would be
increased again in 2018. Manager Hemp responded that while fees are reviewed each year to
ensure they are comparable to other communities, there is no requirement to increase fees yearly.
Commissioner Anderson inquired as to why the baseball/softball/hockey rental rate went from $99
a day to $127 a day. Manager Hemp explained that the increase was made to make those fees
consistent with the daily fee for rentals of the soccer/football fields. An increase was also made in
the light fees so that they are the same rate regardless of what field it is on.
Commissioner DeBleeckere shared that she is supportive of the addition of the non -profit rate. She
also asked for clarification regarding why the Parkers Lake Stage would no longer be rented.
Manager Hemp answered that currently there is a covered picnic shelter next to the stage, but the
shelter is available on a first-come, first-served basis. If a renter was interested in reserving the
stage and using the shelter they would have to arrive at the site as early as 5:00 a.m. to secure the
site.
Chair Riley asked how much revenue would be lost if the stage was not open for reservations.
Manager Hemp shared that there were not any rentals at the stage in 2016. The last rental was in
2015.
Motion by Vice Chair Wyse, seconded by Commissioner DeBleeckere, recommending the approval
of the Park Fees. With no objection, the motion passed.
5d. Northwest Greenway Phase 3 (Action)
Stuart Crosby of SRF Consulting presented details on Phase 3 of the Northwest Greenway plan. The
original concept of the Northwest Greenway was approved in 2000 as a part of a community
comprehensive plan. In 2002 a master plan of the Northwest Greenway was completed. Once
complete, the Northwest Greenway will create a linear, multi-purpose, open space. Construction
on Phase 1 of the Northwest Greenway began in 2015.
Currently railings are being added to the pedestrian bridge that was put in over Vicksburg Lane last
year. This bridge will serve as a key link in the trail systems of Phases 2 and 3.
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Phase 3 will involve creating a boardwalk to connect the recently completed trail with an existing
trail on Peony Lane. A second boardwalk will be created on the south side of the wetlands with the
intent to circle the Elm Creek Wetlands. A current boardwalk near Cheshire Parkway will be
updated from a floating 8’ boardwalk to a solid 12’ vehicle-safe boardwalk. Trail heads will also be
installed this year.
The project will go before the City Council on February 14th to approve plans to advertise and
receive bids. If approved, construction on the project would begin in April.
Director Evans shared that the City is still working on securing one more piece of land to ensure a
complete trail is made. There is a section of land near the Plymouth Gun Club and a private
residence that the City would like to purchase so that there is not a disruption in the trail.
Vice Chair Wyse asked how large the piece of land the property still needed is. Director Evans
shared that the trail in question would be a 600 yard segment. Approximately 20 to 30 feet of that
would overlap private land.
Guest Calvin Wyse asked Mr. Crosby how many people will likely use the trail. Mr. Crosby
answered that there will be heavy use of the trail once it is fully developed. He expects to see
several hundred people using the trail system every day. The trails were purposefully created to
connect with several different neighborhoods, as well as, Wayzata High School, Meadow Lake
Elementary School, parks and the Plymouth Dog Park. Director Evans added that there will be at
least 4 locations along the trail with imbedded trail counters. As people walk across the trail
counters we will be able to track not only how many people are walking, but also what direction
they are walking.
5e. Plymouth Creek Center Feasibility Plan (Non-Action)
Glen Waguespack of HGA was present at the meeting to share highlights of the recent Plymouth
Creek Center Feasibility Plan. Several meetings have been held with representatives from those
who reserve the Plymouth Creek Center. Members represent City departments: Public Safety, Parks
Recreation; Senior Council; City Manager; and Economic Development Manager.
During the meetings, representatives discussed general trends in community centers, as well as
trends in Plymouth. The Plymouth Creek Center is a 29,000 square foot facility serving a population
of 73, 987 people. Compared to other cities this size, our facility is significantly smaller. The group
also discussed issues with the current facility, including competing for space between private
rentals and recreation programming. Currently there is not a designated fitness classroom or art
classroom. Those programs have been held in such rooms as the Plymouth Room (ballroom) or
Meeting Rooms. Any changes made to the facility should meet not only current needs, but future
needs as well.
The overall concept for the Plymouth Creek Center would be to continue serving as a site for
bringing the community together, providing a dedicated space for senior clubs, creating a “messy”
art room, increasing the size of multi-use spaces, creating a room designated for fitness classes,
and connecting the building to the beautiful outdoors. When staff met with the senior clubs, they
were very excited for a more comfortable, “home-like” feeling. They were excited about having a
place to sit and socialize before/after classes or trips.
The first design is budgeted at $23.8 million and would bring the total square feet to 72,828.
Project option 1 showed a new path wrapping around the building with designated areas along the
path for connection to nature opportunities. The plan also includes relocating the service entry to
the west side of the building. A new wrap around lobby adding a center courtyard with a lobby
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would connect the front entrance area with the fieldhouse in a way that doesn’t crowd around the
stairwell.
Option 1 would also create new program spaces that would optimize programming needs for
current and future growth. The additions would include fitness program rooms on the south side
of the facility, a large gym, a multi-purpose gym, and indoor kids play area/structure.
The challenges with this option would be with how tight the parking is to the building. The
necessary parking lot expansion would also take up all future planned space to account for storm
water management. Phasing of the construction would also need to be carefully coordinated.
The porch around the ballroom would be expanded for more rentable opportunities. The current
front desk would be redirected to face the entrance from the parking lot.
Option 2 is a scaled-back version of updates. This option is budgeted at $18.2 million and would
bring the facility’s square footage to 55,275. This option would not include the dedicated senior
space, kids play gym, and kids gymnasium. There would be more green space to set up a storm
water management area or garden feature. The lower level leading to the Millennium Garden
would have an expanded screened in porch. This option would meet current needs, but not
necessarily future needs.
Chair Riley asked if the Black Box Theater and Meeting Room 3 were combined, how many people
would that room hold. Would the room be sufficient size to host large conferences or corporate
meetings? Director Evans shared that the room would be substantial in size and reservable for
large meetings should the Ballroom not be available. Ideally, if there were additional rooms for
programs to be run, they would not need to be held in the Ballroom, thus allowing the Ballroom to
be open for rentals.
Chair Riley next asked if input would be solicited from those who currently don’t use the facility in
an effort to find what would draw them into the building. This might provide some outside-of-the-
box ideas on what could be created in the Plymouth Creek Center to welcome new users. Glen
Waguespack shared that typically in a process like this they will offer an open house during the pre-
design period of the renovations.
Should the project move forward into a development stage, marketing would be done to solicit
feedback and thoughts from users and non-users. Right now the project is still in the “what could
be” stage.
Commissioner Swanson shared that some may see the focus of the facility to be on rentals and
banquets. Since LifeTime Fitness is nearby, the need for more gym space may not seem needed.
Commissioner DeBleeckere shared that facilities such as the Maple Maze in Maple Grove have
gyms, community rooms, and a play zone. The facility is extremely popular for day usage. Director
Evans shared that the availability to offer programming in schools gyms is very limited. Most days
we are unable to access the gym until 7:30pm. That eliminates the ability to offer youth programs
due to curfew guidelines. The Plymouth Creek Center could become a facility where all of our
programs could be housed. Some of the rooms work great for rentals, but not well for programs.
We could have the capability to offer youth arts, adult pickleball and senior sports all in one place.
Director Evans explained that the facility was not built to be primarily a private rental site. It was
built with the purpose of hosting recreational activities and being an area for the community to
gather. As a secondary use, and primarily on weekends, the site can be reserved for weddings,
parties, and meetings. A gymnasium will allow us to program more sport classes as well as have the
flexibility to offer programs at times other than late evening. Commissioner Anderson shared that
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he appreciated the clarification of the facility’s purpose. The designs shown would meet the needs
of programs.
Chair Riley expressed that based on the information in the presentation it is clear that we need to
increase the size of our facility in order to accommodate programs, as well as stay competitive with
nearby communities. Vice Chair Kipp agreed and feels that we need to create a site that will not
only meet our needs now, but our needs years down the road. Commissioner DeBleekere shared
that she strongly supports a kids gym/play area and feels it would make the facility more family
friendly. There would be the additional possibility of offering birthday parties in the kid’s gym area.
Commissioner Vanderwall shared that he follows the trends in sports pretty closely as part of his
profession. The interactive youth play areas are increasingly popular. He also sees the need for
creating more educational spaces and meeting rooms. Many teams have a difficult time finding a
meeting place for team meetings and this would provide more options.
Commissioner Swanson asked why a second dome was not considered as an option during
renovation. Director Evans shared that considerations have been made about putting a dome over
one of the tennis courts so that it can be used in winter months. The challenge with adding an
additional fieldhouse would be the large cost. By adding more gym space, those classes and rentals
can still take place and it would cost less to build those options. We currently reserve some gym
space at the local schools, but we have very limited access due to later school hours.
Council Member Carroll pointed out that the current design of the building has lots of congestion
around the stairwell. Would there be an option to move the stairwell along the outside wall to
open up the lobby space in the middle? Mr. Waguespack said that it would be feasible to move the
stairwell to a different part of the building. The consultants will review plans and develop an
option with the stairs in a new location.
Vice Chair Wyse asked if any of the plans would involve a change in the lower level access between
the PCC and the Fieldhouse. Director Evans answered that that part of the facility would remain
intact. The area around the entrance would be updated, but the revolving door would remain.
Director Evans explained that the Feasibility Plan was created to meet current and future
community needs. Several options were created based on meeting those needs. City Council has
not yet approved the upgrade of the building, just directed staff to discover the options available
and what the costs would be.
6. COMMISSIONER/STAFF UPDATE
Staff are working hard to prepare for the upcoming Fire & Ice event on Saturday, February 4 at
Parkers Lake Park.
Registration is now open for the Plymouth Home Expo and Primavera Art Fair.
Registration for the New Year’s Eve event was very low this year. There were less than 40
individuals/7 families registered to attend. Due to low pre-sale numbers the event was
cancelled.
The new registration software, RecTrac, was launched on December 7 with the opening of
Winter/Spring registration. Over $100,000 was processed on the first day. Due to high
demand and web traffic, the website was down for portions of the morning.
Fire & Ice in 2018 will need to move to a different weekend due to the Super Bowl being
hosted in Minneapolis the same weekend. Plymouth Parks & Recreation relies on assistance
from Plymouth Police during the event. Officers will be instead assigned downtown to help
with events that Saturday. Commissioner Swanson expressed that it would be nice to have
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national publicity of the event if it were kept on the same weekend. National networks
typically cover local events taking place in the host-city the weekend of the Super Bowl.
Commissioners will be selecting the 2017 Chair and Vice Chair at the February PRAC meeting.
7. ADJOURNMENT
Motion by DeBleeckere, seconded by Commissioner Vanderwall, recommending adjournment of
the Park and Recreation Advisory Commission meeting. With no objection, Chair Riley adjourned
the meeting at 9:18 p.m.