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HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 02-14-20191 Approved Minutes February 14, 2019 Approved Minutes Park & Recreation Advisory Commission Thursday, February 14, 2019 MEMBERS PRESENT: Chair Tricia DeBleeckere, Commissioners: Dick Burkhardt, Marilyn Sunseri, Vita Wilson MEMBERS ABSENT: Vice Chair Aaron Vanderwall, Commissioners: Margie DuPuis, Michael Swanson STAFF PRESENT: Parks & Recreation Director Diane Evans, Deputy Director Barb Northway, Volunteer Coordinator Jackie Maas, Office Support Specialist Sarah Josephs COUNCIL REPRESENTATIVES: Planning Commissioner Bryan Oakley 1. CALL TO ORDER Chair DeBleeckere called the meeting to order at 7:02 p.m. 2. APPROVAL OF MINUTES Motion by Commissioner Burkhardt, seconded by Commissioner Sunseri, recommending approval of the January 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. General PRAC Information Included in the packet is general information on who the Parks & Recreation Advisory Commission is and what duties are included for Commissioners. The commission serves as an advisory board to the City Council regarding parks and recreation programs and services. We encourage you to review the information and ask any questions. 4b. Volunteer Program Update Volunteer Coordinator Jackie Maas was present to speak on recent updates. The Volunteer Program is currently celebrating its 25 year anniversary. Volunteers serve a wide range of role within the City; ranging from keeping parks clean, coaching, assisting at events, and much more. In 2018 there were 1,652 volunteers who served 26,954 hours. This total does not include those who assisted with the Adopt-A-Hydrant program that have been included in previous annual reports. Many volunteer positions are needed on an annual basis, but new one-time events such as the High School National Hockey Tournament, are added throughout the year. As a part of the 25th anniversary, it was determined to offer a satisfaction survey to the current volunteers. Staff wanted to know how they program was working, what volunteers enjoyed, and where improvements could be made from the perspective of the volunteer. Coordinator Maas, along with volunteer Bilquis Khan, created and sent out 1,027 surveys. Of those mailed, 274 completed surveys were returned. Volunteer Khan has a professional background in creating and analyzing survey data and took on the project of analyzing all of the surveys. 2 Approved Minutes February 14, 2019 Analysis showed that one-fourth of respondents have volunteered more than 10 years with the City. Ninety-three percent of respondents wish to continue volunteering, with ninety -six percent who have encouraged others to join the volunteer program with the city. The majority of volunteers worked less than 20 hours a year, but fifteen percent volunteered more than 50 hours a year. Volunteers shared that they enjoy getting to know people, having a sense of community, making friends, connecting with others, and helping others in their community. Summer Teen Volunteer applications will be available soon. The program is open to those 14 years or older to assist during the summer programs and events. Commissioner Burkhardt shared that as a volunteer he appreciates having Coordinator Maas available to handle the details of the projects and commented that she makes it easy and enjoyable to volunteer under her leadership. Commissioner Wilson inquired why there was a decrease in the number of volunteers over the past two years. Coordinator Maas shared that by removing the Adopt-A-Hydrant program it caused a decrease in numbers that were typically included. There were also two very large events in 2017 that were not held in 2018 that also contributed to a lower number. Volunteer requests from staff are never exactly the same from year to year either. While many projects do take place each year, others may have only been a one-time request. Coordinator Maas shared that she likes to bring on enough volunteer s to serve the needs of the city. Volunteers prefer to be engaged and have a variety of assignments to choose from instead of having too many people without enough opportunities. It is found when there are more volunteers than tasks, the volunteers are not as engaged and have a less positive experience. 4c. Plymouth Creek Center Renovation and/or Expansion Update Director Evans shared that the project was recently presented at a Council Study Session. At that meeting the Council gave staff direction to initiate a RFP to solicit Architectural Company proposals. Council members are interested in learning what program space opportunities are possible with a potential renovation/expansion. Commissioner Wilson attended the Study Session and shared that Counci lmembers spoke of receiving a lot of positive resident feedback to improving the Creek Center. A special PRAC meeting will be scheduled for March 21 for Commissioners to review the proposals received and narrow down to 3-4 companies for Council to interview. RFPs will be sent to over 20 companies in the area and advertised for any additional companies to review. Of those received, staff will narrow down to 6-8 for PRAC to review. Council would review the recommended companies on April 9 during a Study S ession. A later date will be determined for Council to interview and meet with the chosen architect and construction manager. 5. NEW BUSINESS (ACTION ITEMS): 5a. Harvest Park Deputy Director Northway shared that Harvest Park will be the newest park in Plymouth, located just north of County Road 47, near the Meadows Park. As parcels to the east of the current Harvest Park location are developed the City will acquire more land through the Park Dedication process. Harvest Park will be classified as a mini-neighborhood park; meaning it will be less than 5 acres when complete. 3 Approved Minutes February 14, 2019 Staff sent out an RFP for playground designs. Five submissions were received. A committee reviewed and narrowed down those choices to three. Staff invited nearby residents to an Open House held just prior to the PRAC meeting. Twenty residents attended the Open House and used rank -choice voting to select a playground design. Visitors chose from a Little Tykes, Burke, and GameTime design. The results of the rank choice vote produced a clear winner. The Burke design received the most votes (16). Little Tykes received 3 votes, and GameTime received 1 vote. Parks & Forestry will served as the general contractor for the project and will build the container and complete site grading. Future park plans include a 4-post shelter, benches and picnic tables. Motion by Commissioner Sunseri, seconded by Commissioner Wilson, recommending the approval of the Burke playground design at Harvest Park. 5b. Annual Report (Draft) Director Evans presented a draft of the 2018 Annual Report. Commissioners have the opportunity to review and provide any feedback or corrections that they feel should be made. The Annual Report serves as a great document to share all that the Department accomplishes in a year. The report highlights large projects, the volunteer service program, the recreation division, events, facilities, and parks and forestry projects. At a March PRAC meeting, Commissioners will be asked to give final approval of the Annual Report. Motion by Commissioner Wilson, seconded by Commissioner Burkhardt, recommending the approval of the 2018 Annual Report Draft. 6. COMMISSIONER/STAFF UPDATE Director Evans provided an update to the second Fieldhouse question raised at the January PRAC meeting. o Aerial overviews were shown for several playfield locations. Based on the size of land needed for another Fieldhouse, staff would not be able to install a second one at the Plymouth Creek Center location. o In looking at the other playfields, several are at school sites where the City is leasing land from the school districts (Oakwood, Plymouth, and Ridgemount Playfields). A second factor would be to make sure there is sufficient parking available at those schools. Any partnership would need to be agreed upon by both parties. o At Bass Lake or Zachary Playfields, there could be enough land and parking, but there is not much of a buffer between the potential dome and houses. o LaCompte Playfield is unfortunately too small to hold a Fieldhouse and parking lot. o Parkers Lake and Plymouth Creek could fit a fieldhouse, however would create a larger need for parking and have limited buffers between the park and homes. o The current Fieldhouse model works in sharing staff between the Plymouth Creek Center and the Fieldhouse. The current site has challenges all winter between snow and wind. o Staff are not opposed to installing another artificial turf, they do discourage creating another dome. o Commissioner Wilson shared that she felt Robbinsdale School District would support a cooperative effort to install a fieldhouse or artificial turf on one of their shared spaces. Having another fieldhouse/artificial field would create more balance between featu res in park spaces available to each school district (Wayzata and Robbinsdale). 4 Approved Minutes February 14, 2019 o Director Evans shared that park assets are not determined by school districts, but by where the land is available. Currently there is a lot of new development on the west side of the city as farm lots sell. With that development, parks and feature will be added. At the same time staff are making updates to parks that have been established longer. Last year East Medicine Lake Park received a complete park renovation due to the ag e and wear of the site. o Commissioners and staff agreed to continue conversations on the development of another artificial turf field within the central/east side of the city. A PRAC meeting has been scheduled for March 14 to review plans for the Northwest Greenway Trailhead project along Peony Lane. A draft of the upcoming CIP will be available to Commissioners at the May PRAC meeting. There are two upcoming PRAC meetings; March 14 and March 21 at 7:00 p.m. at City Hall. 7. ADJOURNMENT Motion by Commissioner Burkhardt, seconded by Commissioner Sunseri, recommending adjournment of the Park and Recreation Advisory Commission meeting. With no objection, Chair DeBleeckere adjourned the meeting at 8:03 p.m.