HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 06-08-20171 Approved Minutes
June 8, 2017
Approved Minutes
Park & Recreation Advisory Commission
Thursday, June 8, 2017
MEMBERS PRESENT: Chair Merrilee Riley, Vice Chair Aaron Vanderwall, Commissioners: Dick Burkhardt, Tricia
DeBleeckere, Marilyn Sunseri, Michael Swanson, Kipp Wyse
MEMBERS ABSENT:
STAFF PRESENT: Parks & Recreation Director Diane Evans, Deputy Director Barb Northway, Office Support
Specialist Sarah Josephs, Plymouth Creek Center Manager Chris Fleck, Rental Coordinator Angie Dehn
COUNCIL REPRESENTATIVES: Planning Commissioner Jim Kovach
1. CALL TO ORDER
Chair Riley called the meeting to order at 7:03 p.m.
2. APPROVAL OF MINUTES
Motion by Commissioner Burkhardt, seconded by Commissioner Wyse, recommending approval of
the May 11, 2017 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. Weddings, Room Rentals, and Events – Angie Dehn
Rental Coordinator Angie Dehn was present to share updates on weddings, room rentals and
events hosted at the Plymouth Creek Center. The Alcove is a new room that was added in 2016.
This is the former Fusion Soccer Club office that was converted into a small meeting room/wedding
prep room. The room was booked 21 times in 2016. As of today, there are 28 events booked for
2017. The revenue earned from Alcove rentals has already surpassed that of the monthly rental
received from Fusion Soccer Club.
This year there are 82 events scheduled between the Ballroom and the Garden. Of those, 47 are
wedding receptions. June, July, and August remain the heaviest booked months. The site has also
hosted several graduation parties and holds approximately 20 park and rec programs a week.
Staff have received good feedback from the caterers, and customer satisfaction remains good.
4b. Senior Programs & Special Events – Chris Fleck
Plymouth Creek Center Manager Chris Fleck presented information on the current senior programs
and special events hosted at the Plymouth Creek Center. A powerpoint presentation was provided
to Commissioners with key highlights on the programs, clubs, and events taking place onsite. The
PCC proudly hosts 20 different senior groups and clubs throughout the week, typically between 8-
4:30 p.m. They also offer free movies every month during the fall and winter.
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Staff also partner with AARP to offer free tax services annually. This year over 500 people in the
community were able to use these services. Currently this is the only program that the City
partners with AARP on. They do offer a variety of other services, but the building is so busy there
are not many options for any more classes to be added.
Parks & Recreation does offer classes such as “How to use an iPhone” and “Internet Safety”. These
fill up very quickly. If more space were available, staff would be able to offer more of these types of
programs. There are currently also limitations on the wifi capability in the building; it is not set up
for many users to be on at the same time as in a class situation. Should the building ever be
renovated or expanded, a request for improved wifi capability will be made.
Events, clubs, and programs are advertised through a variety of means. Staff will promote the
program to those who have participated in the past. Flyers and signage is also posted throughout
the building for the over 300,000 annual visitors to see. Additionally the programs are included in
the seasonal Parks & Recreation Guide. Staff also post updates through social media. There is a
newsletter available for those specifically interested in senior programs and events that
participants can sign up to receive.
One of the larger events that is held at the PCC is the annual Tunes in June. While anyone can
attend, this event celebrates anyone who is 90 years old or older. These special guests receive a
free lunch.
Senior users often give feedback on what programs they are liking and disliking. They also provide
suggestions for what type of classes they would like to see offered. Staff also monitor trends in
senior programming and see what other communities are offering. All of the programs and events
continue to be available to anyone over the age of 50.
4c. Fieldhouse Replacement Project – Chris Fleck
The Fieldhouse replacement project is moving along as schedule. The new dome will change the
previous lighting to a new hanging/suspended light system. This change will help give the field a bit
more width and relieve some of the congestion during popular open walking times. Train is the
vendor installing the inflation unit. Jaeden (a Canadian based company) is providing the dome
fabric.
The project will be complete by this fall. Electrical work has begun to update wiring. A new
revolving door will be installed end of June/early July. The new fabric and lights will be delivered in
early October. Inflation date is scheduled for October 14.
The Fieldhouse is part of an energy curtail program. They regularly go through inspections and keep
the area around the propane tank cleared.
4d. PCC Feasibility Report – Chris Fleck
Staff are in the final stages of wrapping up the PCC Feasibility Report. A study has been done to
show what could be done with the building/site. This study will create a good starting point for the
community/users to weigh in on what they would like to see in future improvements. The report
will be presented to the Council for their consideration.
Once the Council has reviewed the study and authorized staff to proceed in creating an expansion
plan, community input would be solicited. The feedback may come in via a variety of surveys and
community meetings.
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Staff will explore adding the feasibility report to the City website for residents to review. As the
project moves forward, any updates could be posted on the webpage. It is important to get a
broad base of public input.
Consultants are working on breaking down the amenities to show how much they would cost. For
example; gymnasium is $3 million, art room is $2 million. With a project this size, it is possibly that
the funding would come from a tax referendum. For those with a home value of $350,000, the cost
would be roughly $100/year over the next 10 years.
Staff have added the project to the upcoming CIP in order to let the City Council take the lead and
begin discussions on possible improvements. The City could also apply for State bonding funds.
Staff will share with Council the breakdown of programs being run in the facility and the rooms that
they are being held in. Currently programs such as Yoga are being held in the Ballroom to
accommodate class size. During those class times, the Ballroom is not available for outside groups
to rent.
Commissioners agree that expansion is needed. Currently the facility is crowded and visitors are
going to neighboring communities. Many neighborhoods are turning over with younger families.
Those families are having to take their kids to Maple Grove and elsewhere for indoor playgrounds.
They also agree that they would like to remain a part of, and be active in future developments of
the Plymouth Creek Center.
5. NEW BUSINESS (ACTION ITEMS):
5a. CIP Approval (Action)
Director Evans presented Commissioners with a copy of the latest CIP for 2018-2022. While there
may be small changes still made, this should be mostly complete.
Adjustments have been made for the PIC improvements. The roof estimates are now coming in
720,000 less than originally projected. Energy efficient lighting will be installed at the PIC in order
to save on heating/cooling costs. The City will request $1.3 million in State bond funds again which
would include work on the roof, LED lights, and HVAC system.
Bids for the East Medicine Lake park renovations were rejected due to the bids coming in several
hundred thousand dollars above the engineer’s estimate. Phase 1 of the project has been
combined with Phase 2 and will be rebid in early 2018.
A line item for $25 million for a PCC Expansion was recently added in hopes of sparking
conversation.
Trail funding has been increased to $610,000. This amount would likely be enough to complete the
trail gaps at Medina Road and along Fresh Thyme. Money has been allocated to 2019 for work at
Revere Trail (along the east side). Funding has also been increased for 2021 to possibly complete
the gap at Old Rockford Rd. Costs will continue to rise as the remaining trail gaps are replaced.
Many areas within the current trail system also need improvements such as making them ADA
accessible, regrading and adding truncated domes. The current budget amount around $200,000
would cover approximately 4 miles of trails, provided there are not any ADA issues to be resolved.
Staff would need at least $1 million to spend on repairing and replacing all of the current trails.
Commissioners suggested increasing Trail Replacement funds in order to prevent any future safety
hazards or abandoned trails.
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Motion by Commissioner DeBleeckere, seconded by Commissioner Burkhardt, recommending the
CIP as presented with the exception of revising the 2019 Trail Repair/Replacement line item to
increase to $750,000, and remain at $750,000 for each year after. With no objection, the motion
passed.
5b. PCC Catering RPF (Action)
Staff are requesting to launch an RPF process for exclusive caterers. Currently there are four
exclusive caterers; Lancer Catering, Medina Entertainment Center, Mintahoe Catering, and Roasted
Pear. There are several other local, established caterers that are interested in being considered.
Currently the catering vendors are in year 3 of a 5 year contract. Staff are planning the RFP process
this early because the exclusive caterers need to be in place at least 18 months before the current
contract expires. Residents are able to book an event at the Plymouth Creek Center up to 18
months in advance, and by having the caterers in place the customer will know who their options
are for food and beverage services are.
The process starts with the company submitting an application. Caterers will then be interviewed
by a panel of staff, Council/Commission, and key user groups. From there, selected caterers would
provide a formal tasting. The panel would consider costs, menu options, and service in their
decision. Those caterers that are currently in a contract are not subject to any special
consideration for the next contract. Should they wish to continue, they would need to complete
the whole process as well.
Motion by Commissioner Burkhardt, seconded by Vice Chair Vanderwall, recommending the
approval of PCC Catering RFP process. With no objection, the motion passed.
6. COMMISSIONER/STAFF UPDATE
Ice Center Manager Bill Abel announced his retirement. His last day will be in mid-October. Ice
Center Office Support Rep Barb Ackerson also announced her retirement. She will work
through July 6.
A Grand Opening Ribbon Cutting event was held at the Northwest Greenway pedestrian bridge
over Fernbrook Lane on June 4. That morning, 200+ volunteers planted 1,300 trees along the
Greenway.
A group of employees from Prudential Insurance planted 410 milkweed plants along the
Greenway. Staff are working to be environmentally friendly and encourage a new monarch
habitat.
The playground replacement at Sunrise Park is moving along quickly. The project will be done
in 3-4 weeks. A brand new playground will be installed at Imperial Hills Park. Earth work has
begun at Crooked Creek Park. Grading should be finished in the next 2-3 weeks.
The Plymouth Ice Center has been under construction for the last month. The sheet of ice is
now removed from Rink A, as well as the piping. Crews removed 500 tons of sand from the
rink. That sand will be repurposed and used in our playgrounds. A new chiller has been
installed. Concrete will begin to be poured over new piping and rebar in the near future.
The Parks and Recreation department received three awards from our State professional
organization, Minnesota Parks & Recreation Association. Awards were received for the Spotted
in Plymouth marketing campaign, the new GIS inventory management system, and the Bark in
the Park event.
Bark in the Park was held Saturday, June 3. There were roughly 1,200 people in attendance.
The PRAC will be going on a park tour August 17.
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Chair Riley asked for an update on the condition of the tennis court at Ridgemount Playfield.
Director Evans shared that warranty repair work will be taking place soon. The court is
scheduled for full repair in 2020.
Commissioner DeBleeckere inquired why there was only one portable restroom available
during evening soccer practices at Bass Lake Playfield. Director Evans shared that the City pays
100,000 annually for portable restroom usage and cleanings. That amount allows for one to
two restrooms at each park.
A Pump Track event will take place later this fall. Staff are working on lining up some bike and
board demonstrations.
7. ADJOURNMENT
Motion by Commissioner Swanson, seconded by Commissioner Wyse, recommending adjournment
of the Park and Recreation Advisory Commission meeting. With no objection, Chair Riley
adjourned the meeting at 9:06 p.m.