HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 09-14-20181 Approved Minutes
June 14, 2018
Approved Minutes
Park & Recreation Advisory Commission
Thursday, June 14, 2018
MEMBERS PRESENT: Vice Chair Aaron Vanderwall, Commissioners: Dick Burkhardt, Merrilee Riley, Marilyn
Sunseri, Michael Swanson, Vita Wilson
MEMBERS ABSENT: Chair Tricia DeBleeckere
STAFF PRESENT: Parks & Recreation Director Diane Evans, Deputy Director Barb Northway, Plymouth Creek
Center Manager Chris Fleck, Forester Paul Buck, Office Support Specialist Sarah Josephs
COUNCIL REPRESENTATIVES: Council Member Jim Davis, Planning Commissioner Bryan Oakley
1. CALL TO ORDER
Vice Chair Vanderwall called the meeting to order at 7:02 p.m.
2. APPROVAL OF MINUTES
Motion by Commissioner Swanson, seconded by Commissioner Burkhardt, recommending approval
of the May 10 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. Plymouth Creek Center Community Engagement
Plymouth Creek Center Manager Chris Fleck presented the Commission with an update on the
Community Engagement process. Right now staff and volunteers are working on getting feedback
from community members on the existing space and potential additions in a new space. Many
people are coming into the PCC to ask questions on the project. Staff have been tracking
conversations to gather data to use for a report back to Council later this year.
Social Pinpoint is an online interactive map website that will gather comments on potential building
additions. The same questions on Social Pinpoint are also available on a comment card that
individuals can complete in person at either Plymouth City Hall or the PCC. Staff have also been
working on some additional sources of communicating the engagement process. A scrolling header
has been added to the City’s website. In addition, a designated webpage was created and added to
the City’s website with all of the related information on the engagement process.
There are two upcoming Open House events where visitors can stop in and ask questions or see
renderings of potential additions. The Open Houses are scheduled for June 26 and August 13.
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4b. Historical Society Update
Dr. Natasha Thoreson was introduced as the new Historical Site Manager. Dr. Thorsten graduated
with her PhD from the University of Minnesota with a degree in History of Design, specializing in
textiles and costumes. Most recently Dr. Thorsten had been working at the University of Wisconsin
Madison in the textile department.
This new position was created to manage, operate and evaluate the Plymouth Historical Society.
She will manage the day-to-day operations such as membership drives, digitizing and cataloging the
collection, as well as working on fundraising efforts.
She has also been busy meeting with current volunteers, City staff members, and local residents to
learn more about the history of Plymouth and what can be improved at the Historical Society. Dr.
Thorsten plans to improve accessibility to the collection by creating workspaces within the site, as
well as increase communication on the Historical Society in an effort to building a wider audience.
She has begun updating the current website and building a larger volunteer base.
She encourages Commissioners to attend a free Open House at the Plymouth Historical Society.
They are offered the first and third Sunday of each month from 1-3 p.m.
4c. Catering Update
Plymouth Creek Center Manager Chris Fleck shared an update on the new catering contracts that
will go into effect January 1, 2020. Residents will be able to book an event in 2020 starting on July
1, 2018. Those events will be able to choose from one of the new exclusive caterers; A’BriTin
Catering, Lancer Catering, Medina Entertainment Center, and The Lookout Catering. These caterers
have all agreed to a 5 year agreement.
Since there is an overlap in the days available for rental, there are presently 8 caterers under
agreement with the Plymouth Creek Center. Events booked now through December 31, 2019 must
book through the current caterers; Lancer Catering, Medina Entertainment Center, Mintahoe
Catering & Events, and RP Catering by Roasted Pear.
5. NEW BUSINESS (ACTION ITEMS):
5a. Emerald Ash Borer
Forester Paul Buck presented an update on the current Emerald Ash Borer (EAB) Management Plan
Initiatives. There have been a few trees identified in Plymouth as having EAB present. In 2016 six
infected trees near Medicine Lake Blvd E were removed. During the winter of 2018 the City
removed 68 ash trees from the adjacent area as a preventative measure. Trees affected with EAB
will likely continue to spread along the east side of Plymouth near Medicine Lake. As of right now
the lake is providing a good barrier for much westward spreading.
When managing the spread of EAB there are three choices; you can treat the trees, remove the
trees, or do nothing. The trees that have nothing done to them will die and ultimately have to be
removed.
The City has chosen to diversify how the ash trees are treated. In 2011 there were 300 trees
removed, 6 were removed in 2016, and 68 have thus far been removed in 2018. Additionally, 400
trees were treated in 2014, 425 trees treated in 2015, 400 trees in 2016, 426 in 2017, and 386 in
2018. The east side of the city is on its third set of biennial injections.
Treating of the trees takes place based on the EAB’s life cycle. In early spring the EAB are in
pupation stage, then move to emergence stage from May – June. At this time the chemicals are
applied to the trees to slow down the EAB population. They will then start laying eggs in mid-July
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and develop larvae from August – October. The EAB overwinter from November – early spring. This
is the best time to remove the trees to get rid of as much infected areas as possible.
Up until now staff have been focusing on treating as many ash trees as possible. Now they would
like to shift the focus to removal and replanting with new varieties. Staff hope by offering
incentives, such as free replacement trees, it will help in the removal of private ash trees in
Plymouth.
Staff are proposing to pre-emptively remove boulevard trees. Trees 5” in diameter or greater, and
not currently being treated, would be eligible for removal and replacement. Homeowners choosing
to have their boulevard trees removed are able to have them replaced with a variety of 10 species
to choose from. The affected property owners would then be responsible to water the new tree
with a water bag the first three years. Residents have the choice not to replace the tree after
removed.
There are currently just over 3,000 ash trees on private property. Staff will work with the resident
to determine the best option. If the tree is valuable to the owner or property, it is recommended
that the owner begin treating the tree. If they are choosing not to treat th e tree, then they are
strongly encouraged to remove the tree and replace with a new variety. Each property would be
eligible for up to four bare root trees to plant in exchange for removing the ash tree.
The cost of the pre-emptive boulevard and private removals would be covered by the Tree
Preservation Fund. The combined EAB projects would be paid for by the Managing Ash for EAB in
Community Forests grant that the City received from the DNR.
Commissioner Swanson asked what the success rate is for trees that are receiving treatment and if
any trees treated have been found to have been affected by EAB. Forester Buck replied that
research has shown that if a tree is treated every 2-3 years there is a 99% chance that EAB won’t
take over the tree. Within 10-15 years of beginning the treatments the EAB have spread to other
areas. At that time those initially treated trees can be treated every 3 -5 years.
Deputy Director Northway shared that if any EAB begin attacking private trees that residents did
not remove then the City would have to condemn the tree as a hazard. The downside to keeping an
ash tree that is infected is that it becomes very brittle and dangerous to remove. Additionally, the
more brittle the tree becomes the more expensive it is to have removed.
Commissioner Riley encouraged staff to increase communication of the effects of EAB to residents.
It is very important to make sure the information is clear and understood. Staff could create a
webpage or slogan to help keep the information easy to remember and reference.
The Forestry division also recently hosted an Arbor Day 2018 event. Over 40 volunteers from the
Rotary and Wayzata High School YES were on hand to plant trees along Lake Camelot. There were
40 different varieties of trees planted along the trail on the south side of the lake. Each tree has a
plate with details on the variety, size, and facts next to it. These new trees will serve as an
educational piece for those walking by as well as a screening for new homes being built nearby.
Motion by Commissioner Riley, seconded by Commissioner Sunseri, recommending the approval of
the new Emerald Ash Borer Management Plan Initiatives.
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5b. Capital Improvement Plan approval (Action)
Director Evans provided the Capital Improvement Plan (CIP) to commissioners and requested
approval of the CIP. The approved plan would be presented to City Council for approval of projects
in the 2019-2020 budget as well as the 2019-2023 CIP. There have been some changes to the Plan
since last meeting.
Staff continue to work on filling trail gaps throughout the park system. Bid opening for the Medina
Road and Revere Lane trail gap projects were recently held. Bids came in well under budget. The
trail connection near Fresh Thyme is currently scheduled for 2019. Looking ahead, a connection will
need to be considered by the former Elm Creek Golf Course, abutting Wayzata High School
property in 2021. A new elementary school and new homes are being constructed in that location.
To connect residents to the school a trail would have to cross Elm Creek. Another option for 2021
would be a trail connection along Old Rockford Road.
Many sections of the City’s 160 miles of trails are in need of repairs. Staff will share the State of the
Trails update at the September meeting. Over the last 30 years of trail creation many factors have
changed such as ADA laws, minimum widths, and required grades and slopes. Repairing sections of
the trails could cost anywhere between $800,000 - $1,000,000 per mile.
Many of the park parking lots are in need of repair as well. Many were not built with the correct
base, and likely were built on top of clay. Engineers will need to check soil borings to determine
costs of repair/replacement.
Phase 5 of the Northwest Greenway project has begun. A boardwalk is to be installed along the
southwest side of the Greenway. Once installed a full trail loop will be complete for visitors to walk
around the wetland. A trailhead and parking lot will be installed on the south end of the loop in
2019.
Boardwalk repair and replacements will be discussed in the coming years. In 2019 the boardwalk at
the Plymouth Dog Park will be replaced. In 2020 the boardwalk at Lake Camelot, along County Road
47 will be replaced. This boardwalk completes a loop around the park. The boardwalk along the
south side of the lake will need to be discussed further. There is currently an asphalt trail that runs
along the south side of the lake. The question would be whether there is a need for both a trail and
a new boardwalk along the south side of the lake. More information on the boardwalks will be
shared at the September PRAC meeting.
Commissioner Riley asked if there was a specific line item for repairs at the dog parks. Director
Evans shared that those improvements would fall under the Misc Park Improvements budget line.
Currently the budget ranges from $75,000 - $100,000. Those funds are used for repairing fencing,
shelters and other small projects. This fund includes the projects that are expected to cost less than
25,000. Any project costing more than $25,000 would need to be included in the CIP.
Vice Chair Vanderwall asked what all is included when making parking lot repairs at playfields. Do
these projects also include improving crossings into the parks? Director Evans shared that typically
the parking lot projects do not include any crosswalk improvements. There have been two large
accidents in the last five years at the Bass Lake Playfield entrance. City staff will be connecting with
County staff to inform them of the large number of daily users at the park which is along Northwest
Boulevard/County Road 61. Staff hope to work with the County, Streets, Police, and Engineering to
find a positive solution.
Commissioner Swanson inquired further on parking lot repairs. He had noticed recently that the
new parking lot at French Regional Park had a paver stone inlay within the lot. Director Evans
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shared that the County has a much larger budget for projects like that. The park district receives
funds from those throughout the entire county via property taxes.
Vice Chair Vanderwall asked if there were ways in which groups interested in supporting a specific
project/replacement could organize outside funding opportunities. Director Evans recommended
residents form a group and gather a petition of additional residents supporting their concern.
There may be ways in which some raised funds could support the project.
Motion by Commissioner Riley, seconded by Commissioner Burkhardt, recommending the approval
of the Capital Improvement Plan.
5c. Fieldhouse Policies and Fees (Action)
Plymouth Creek Center Manager Chris Fleck presented a recommendation to update fees and
policies at the Fieldhouse. Every few year’s staff compare the Fieldhouse dome prices to those at
similar facilities in the community. Staff look to make sure our prices are in -line with the prices at
similar nearby facilities.
Staff are proposing a $15 increase to full field rentals and a $5 increase on half field rentals. In
addition, staff would like to include a clause allowing the facility manager to adjust the hourly fee
for rentals scheduled less than 48 hours before the rental time. The Fieldhouse has a strong base
with youth associations renting time, but often staff receive calls 1 to 2 days in advance wis hing to
reserve. This clause would be helpful for bookings close to holidays or non-peak times.
Commissioner Riley suggested to reword the clause for clarification. She suggested “ …adjust an
hourly fee within 48 hours if the field is not presently rented and the rental time is available.”
Commissioner Riley asked if the prices for Open Play will be kept the same. Currently the $4
admission cost is the same as nearby facilities with permanent play structures. Manager Fleck
shared that dome managers meet bi-annually. Currently $5 is the average fee charged per child.
The indoor playground industry is growing and a good attraction to provide. Staff want to stay in
line with area fees, but keep visitors coming back.
Motion by Commissioner Riley, seconded by Commissioner Swanson, recommending the approval
of the proposed changes to the Fieldhouse Policies and Fees.
6. COMMISSIONER/STAFF UPDATE
The MN Zoo brought their Zoomobile to the Hilde for an animal show last night.
Staff are gearing up for the Farmers Market that starts on June 27 at Plymouth Creek Playfield.
Parking lot repairs are currently taking place, but will be complete in time for the Market to
start.
Kids Fest will take place on August 2 at the Hilde. This event has traditionally been our largest
event of the summer.
Throughout the summer there will be two to three free concerts, movies or activities to attend
each week.
The first Water Ski Show of the season will take place on July 17 at Parkers Lake.
Several projects are scheduled in the parks this summer. Crooked Creek Park is nearly
complete. An Open House will be scheduled for August. Green Oaks Park is also near to
completion and will be open by the end of June. The East Medicine Lake Park project is going
well. Staff had been concerned about soil conditions but the tests came back great and helical
piers didn’t have to go as deep as initially planned for.
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Vice Chair Vanderwall suggested that Plymouth add a ninja -warrior type feature in one of the
parks due to increase popularity. Director Evans shared that an on -site Ninja Warrior camp is
being held for two weeks at the Fieldhouse. Staff have also been looking at adding some
features when developing The Meadows or setting aside some land for an outdoor fitness-type
park.
Commissioner Riley inquired if anyone participated in the Step To It Challenge last month.
Plymouth entered the most steps of all cities in Hennepin County. The City will be receiving an
award from Hennepin County at an upcoming Council meeting.
7. ADJOURNMENT
Motion by Commissioner Riley, seconded by Vice Chair Vanderwall, recommending adjournment of
the Park and Recreation Advisory Commission meeting. With no objection, Vice Chair Vanderwall
adjourned the meeting at 8:15 p.m.