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HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 02-08-20181 Approved Minutes February 8, 2018 Approved Minutes Park & Recreation Advisory Commission Thursday, February 8, 2018 MEMBERS PRESENT: Chair Merrilee Riley, Commissioners: Dick Burkhardt, Tricia DeBleeckere, Marilyn Sunseri Michael Swanson, Aaron Vanderwall, Vita Wilson MEMBERS ABSENT: STAFF PRESENT: Parks & Recreation Director Diane Evans, Deputy Director Barb Northway, Recreation Manager Kari Hemp, Office Support Specialist Sarah Josephs COUNCIL REPRESENTATIVES: Council Member Jim Davis, Planning Commissioner David Witte GUESTS: 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 Sunseri, recommending approval of the January 11 Park and Recreation Advisory Commission meeting minutes as written with changes as mentioned. With all members voting in favor, the motion carried. 3. OPEN FORUM: 4. PRESENTATIONS (NON-ACTION ITEMS): 4a. Playground Renovation Projects Deputy Director Northway presented information regarding the upcoming playground renovation projects scheduled for 2018. East Medicine Lake Park will be having the entire site renovated. The playground and current restroom building will be torn down and replaced. The look of the p ark will have an industrial theme to match the feel of the buildings nearby. The playground will be made up to slides, swings, and cubes that resemble shipping containers. The Meadows neighborhood park will be constructed in 2018 as well. This park will connect to the future Meadows Community Park. The Game Time playground will include a giant swing, tri-runner, double zip line and more. The layout is still in the concept stage, but will include a sand play area and swings in addition to the playground. All new playgrounds include a transfer station from the paths to the components so that they are accessible to all park users. Green Oaks Park will undergo a playground renovation this summer. Two options were presented to the neighborhood during an Open House just prior to the February PRAC meeting. Based on community input and staff recommendation, the playground will keep a traditional look with swings, climbing structures and slides. 2 Approved Minutes February 8, 2018 4b. General PRAC Information Director Evans presented a refresher on the PRAC meeting practices and commissioner responsibilities. The commission is made up of seven residents, a Planning Commission representative and a City Council representative. There are six meetings held annually on the 2 nd Thursday of the month. Commissioner business follows the Roberts Rule of Order. Staff members and City Council members really rely on the opinions and feedback of the commissioners. Dropbox is used for file sharing amongst commissioners and staff. The fil es are viewable by all, but should not be edited or deleted within Dropbox. You can download the file and make edits elsewhere. 5. NEW BUSINESS (ACTION ITEMS): 5a. Green Oaks Master Plan (Action) A neighborhood Open House was held from 6 -7:00 p.m. just prior to the PRAC meeting for the playground renovation at Green Oaks Park. Visitors were able to view concepts of the master plan and potential playground components. There were twenty-one adults present and 6 children. Everyone was able to vote for their choice of playground. Option 1 (Burke playground) received 24 votes. Option 2 (St. Croix Rec) received 2 votes. Community members were able to provide comments on features that they would like t o see in the park. Common requests were for additional swings, additional benches, a tunnel slide, a fire pole and monkey bars. Neighbors also requested to potentially move the past of the trail to the east of the park. Deputy Director Northway noted that there will be three benches at the playground, all painted to match the playground. Staff will also work towards creating a privacy screen around the portable restroom using trees and shrubs. Commissioner Swanson inquired what the cost of the equipmen t would be. Deputy Director Northway shared that the project would cost $105,000 for the playground and surfacing. The play equipment itself is around $80,000. Commissioner Wilson asked if there would be a place for bike racks. Deputy Director confirmed that there will be bike racks in the park plan. Commissioner DeBleeckere shared her support of the traditional playground option. Not only was that what the majority of residents voted for, that concept looks more interactive for kids. Motion by Commissioner Burkhardt, seconded by Vice Chair Vanderwall, recommending the approval of the Green Oaks Master Plan. 5b. 2018 Annual Report (Action) Recreation Manager Hemp presented a final draft of the 2017 Annual Report. This year’s report was a bit more challenging to compile due to the switch in software systems. Some of the reports that had been run in the past are not able to be replicated. In those instances we are only showing the totals for 2017 and will continue to track from this year forward. Staff compile the annual report each year to recap what has been completed in the past year. The report gathers details from each division showing staffing changes, department highlights, budget, volunteer features, sponsorship program, and programs offered. With the new software we were able to create some new charts that breakdown the size of specific programs or age categories and their budget impact. We were able to show that most of the programs offered year-round are held 3 Approved Minutes February 8, 2018 at the Plymouth Creek Center while the majority of programs take place within the parks during the summer months. Registration data continues to show that more people take advantage of online registration each season. Sponsorship dollars continue to increase as well. Each year Manager Hemp contacts local businesses to solicit their sponsorship of a variety of events and programs during the year. Chair Riley shared that she enjoys seeing all of the information pulled together and is impressed with how much gets done in a year. She inquired if the report is posted online. Manager Hemp shared that the annual reports are posted on the city website, provided to City Council members and available in print by request. Vice Chair Vanderwall suggested changing the layout of the graphs on pages 16 and 22. Having the years listed chronologically would be easier for the reader to understand. Commissioner DeBleeckere inquired on the Hilde shelter project. Manager Hemp explained that a new covered storage-type shelter was constructed on the concrete pad. This shelter will be used as a “green room” for larger concerts and would also be available to those renting the Hilde Performance Center. Commissioner Swanson pointed out the high number of Yard Waste Site visitors on page 20. Deputy Director Northway shared that the site averages 40,000 visits per year. The visits do increase in years with strong wind and storms. Yard Waste Site attendants now have iPadsare able to digitally track the number of cars and loads coming into the site. A complete copy of the Annual Report will be available in Dropbox. Printed copies are available by request. Motion by Commissioner Burkhardt, seconded by Commissioner Swanson, recommending the approval of the 2018 Annual Report. With no objection, the motion passed. 5c. Appointment of Chair and Vice Chair (Action) Every year the Parks and Recreation Commission is requested to select a Chair and Vice Chair. The Commission’s recommendation is then forwarded on to the Mayor for final approval. Commissioner Wilson nominated Commissioner DeBleeckere to serve as Chair. Commissioner Swanson seconded the nomination. Commissioner DeBleeckere accepted the nomination. Commissioner DeBleeckere nominated Vice Chair Vanderwall to continu e serving as Vice Chair. Commissioner Swanson seconded the nomination. Vice Chair Vanderwall accepted the nomination and is looking forward to continue serving as Vice Chair. Motion by Commissioner Wilson, seconded by Swanson, recommending the approval of Tricia DeBleeckere as the 2018 Chair. Motion by Commissioner DeBleeckere, seconded by Swanson, recommending the approval of Aaron Vanderwall as the 2018 Vice Chair. 6. COMMISSIONER/STAFF UPDATE 4 Approved Minutes February 8, 2018 After Hours at the Creek was held in January. There were 208 people that attended the event. Visitors had a lot of fun and enjoyed a really good atmosphere. Many visitors expressed already looking forward to next year’s event. There was a large age range of visitors – from those in their 20’s to those in their 60’s and greater. Commissioner Sunseri attended the event and had a lot of fun. While the event didn’t break even, it was a good chance to offer an event for just adults. Staff will look at adding more sponsorship dollars to the event in the future. Commissioner DeBleeckere attended and enjoyed the community feeling at the event. One suggestion she offered was to look into a babysitting option that would allow more adults to attend. Fire & Ice attendance was a bit down this year. The bitter cold weat her and lots of snow created for less than ideal conditions. This was the first year that the cardboard sled contest was offered and brought in 40 participants. Another popular addition this year was a sledding hill. Staff provided sleds and had a non-stop line of kids heading down the hill. Chair Riley volunteered as a greeter at the event. She saw many people coming and going; not staying as long as in past years. The Winter Farmers Market at Bachman’s is going really well and has one more day in March left for the season. Each time there are 15 -20 vendors on site selling homemade foods and goods. Both Park & Recreation staff and Bachman’s staff have thrilled with the event and hope to continue it next winter. The Wedding Open House will be held on February 22 from 5-7:30pm at the Plymouth Creek Center. The event is free to attend and open to anyone planning a wedding – regardless if it’s at the Plymouth Creek Center or not. The Healthy Living Fair will be held on March 4 from 1-4pm at the Plymouth Creek Center. This event is also free to attend. Visitors can participate in vendor giveaways, health screenings, and meet with local health companies. On Tuesday evening, staff will meet with Council members during a Study Session to discuss starting a community engagement process to get feedback on potential expansion/renovation at the Plymouth Creek Center. 7. ADJOURNMENT Motion by Commissioner Vanderwall, seconded by Commissioner DeBleeckere, recommending adjournment of the Park and Recreation Advisory Commission meeting. With no objection, Chair Riley adjourned the meeting at 8:03 p.m.