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HomeMy WebLinkAboutPark and Recreation Advisory Commission Minutes 06-13-20191 Approved Minutes June 13, 2019 Approved Minutes Park & Recreation Advisory Commission Thursday, June 13, 2019 MEMBERS PRESENT: Chair Tricia DeBleeckere, Commissioners: Margie DuPuis, Ann Hoekstra, Marilyn Sunseri, Vita Wilson MEMBERS ABSENT: Vice Chair Dick Burkhardt, Michael Swanson STAFF PRESENT: Parks & Recreation Director Diane Evans, Deputy Director Barb Northway, Recreation Manager Kari Hemp Creek Center Manager Chris Fleck, Center Supervisor Angie Dehn, Historical Society Manager Dr. Natasha Thoreson, Office Support Specialist Sarah Josephs COUNCIL REPRESENTATIVES: City Council Member Alise McGregor, Planning Commissioner Bryan Oakley GUESTS: Victor Pechaty of Hammel, Green & Abrahamson (HGA) 1. CALL TO ORDER Chair DeBleeckere called the meeting to order at 7:01 p.m. 2. APPROVAL OF MINUTES Motion by Commissioner Sunseri and seconded by Commissioner Wilson recommending approval of the May 9 Park and Recreation Advisory Commission meeting minutes as written , with edits as discussed. With all members voting in favor, the motion carried. 3. OPEN FORUM: 4. PRESENTATIONS (NON-ACTION ITEMS): 4a. Historical Society Update Dr. Natasha Thoreson was present to share what she has accomplished in the last year, since being hired as the first Historical Society Site Manager. In order to find the best way to care for the items collected, she needed to create an inventory. The first major accomplishment completed was applying for and receiving two MN Legacy grants. The Plymouth Historical Society (PHS) received 9,960 to start an online collections inventory and $5,000 for a new HVAC system to help preserve the items housed at the site. With the help of volunteers, Dr. Thoreson was able to start a collections database. The database is searchable online and allows for visitors to view photos and review information available on each item. The database can be viewed at www.mncollections.org. Dr. Thoreson has also been busy with planning for building improvements. The site needs a new roof and insulation, as well as new paint on the exterior of the building. A new logo and branding was created for the PHS. Along with the logo, the newsletter and website were updated. Currently the newsletter is emailed to 140 subscribers and mailed to 75 subscribers quarterly with the subscriber list growing each month. The new website lists information on upcoming open houses, early Plymouth families’ histories, newsletters dating back to 1980 and a blog with interesting historical information. 2 Approved Minutes June 13, 2019 A book entitled “Images of America: Plymouth” was written by Dr. Thoreson and Plymouth resident and PHS volunteer Sarah Winans. The book is part of the Images of America series that celebrates the history of neighborhoods, towns and cities across the country. Mayor Jeff Wosje wrote the foreword of the book. Dr. Thoreson and her team of volunteers also partnered with CCX TV to produce a documentary called “Our Town’s Story”. The film premiered on June 5 at the Plymouth Creek Center and is available to watch at ccxmedia.org. 4b. Plymouth Creek Center Operations Manager Chris Fleck presented an overview on operations at the Plymouth Creek Center (PCC) and Fieldhouse. While no two community centers are the same, the PCC is one of the busiest in the metro. The Fieldhouse operates as an enterprise budget facility. Other than the initial tax investment made in 1997/1998 that built the facility, the Fieldhouse has been able to be 100% self-supported based on rental fees. While the dome is up during 6 months of the year, they accommodate practices and games for over 12 high schools, 18 athletic associations, 12 university sports teams, as well as many Parks & Recreation programs and events, bringing in just over 150,000 visitors. The summer months serve approximately half as many visitors while hosting a variety of practices, games, and classes. Commissioner Hoekstra asked how the total attendance is tracked in the facility. Manager Fleck shared that there are two door counting systems. A laser counter is installed at the top doors near the front entrance of the building, and at the fieldhouse revolving doors. In the summer the revolving door laser moves to the building’s entrance to the Millennium Gardens. There is also a digital reader at the front door and revolving door. Supervisor Dehn presented on rental trends at the Plymouth Creek Center. She has been coordinating and scheduling the building rentals for the last 14 years. Garden weddings continue to increase in number hosted each year. As of present, there are 35 garden weddings booked for 2019. On average, 80% of the rooms booked are booked for Parks & Recreation programs or events. The remaining 20% are paid rentals by companies, non-profits, and other events. Last year there were over 150 regional events hosted at the PCC. In addition, each month has a regular variety of meetings being held in the PCC including; HOA membership meetings, parties, seminars, trainings, recognition events, as well as wedding receptions. There are currently three caterers contracted with the PCC to provide food and beverage service to rentals; Medina Ballroom, Mintahoe, and Roasted Pear. Every 5 years staff go out for bid to ensure they are meeting community needs with new companies joining the market. Staff signed new 5 year contracts last year with Mintahoe, and have added A’Briton and The Lookout to the list of approved caterers. They will begin booking with events scheduled in 2020. During a typical week, there are three main times when classes and rentals are scheduled to allow for enough turn-around time to reset rooms. The three “lanes” of time blocks are 9am-noon, 1pm- 4pm, and 5:30-9pm. There is currently 1 full time and 1 part time staff member responsible for cleaning, room turn overs, snow removal, and fieldhouse maintenance. Commissioner Hoekstra inquired as to how many rentals are typically turned away due to the busy weekly schedule. Supervisor Dehn shared that she has to turn down at least one new rental a day 3 Approved Minutes June 13, 2019 due to either schedule availability or sound issues, e.g. she would not rent a room for a meeting next to a room hosting Zumba. Manager Hemp shared that several recreation progra ms are also being hosted in park shelter buildings and the PIC due to lack of available space at the PCC. 5. NEW BUSINESS (ACTION ITEMS): 5a. Plymouth Creek Center Renovation/Expansion Project Update Victor Pechaty is a Senior Project Designer with HGA and presented an update on the renovation and expansion project at the Plymouth Creek Center. HGA first began working on the project in with a feasibility study starting in 2016 by meeting with user groups and studying the community and its projected growth. The study was presented to Council in 2018. In early 2019 Council approved hiring HGA as the architect for the renovation and expansion project. To date they are approximately 30% complete with a schematic design. The current designs would triple the size of the current building. The designs shown are done in a blocking and stacking system to help understand the potential size of the building. This allows for staff and Council to determine what should be included, as well as what should be located next to or near each other. One direction received from Council is that they would like the south side of the building to house senior gathering rooms, multi-purpose rooms, and classrooms while the active and fitness rooms are on the east side near the Fieldhouse. The Ballroom would remain as the center of the facility. HGA had put together several options of building designs. Based on designs with 2 gymnasiums 111,410 gross square feet), the facility would need to have 500 parking stalls. There are currently 304 parking stalls. HGA has put together information regarding adding surface parking spaces as well as a structured/ramp parking option that runs either above or below ground level. The cost differences are quite significant. To build a standard parking stall the cost is app roximately $2,500 per stall. To build the same size stall in a ramp above ground the cost jumps to $20,000 per stall. Alternatively, the same size stall becomes $30,000 per stall in an underground ramp. The current direction from Council is to pursue and study the surface parking option. In adding parking stalls, this may impact the woods along the fieldhouse and the disc golf course. The course could be realigned, or a hole could be removed so that 11 of the 12 holes remain as they currently are. Commissioner Wilson asked if additional parking was needed as the parking lot often does not seem to be at capacity. Manager Fleck answered that the heaviest parking times are in the winter months when the facility sees its highest use. By adding additional spo ts the PCC parking lot could serve as an overflow lot during larger summer events. Commissioner Sunseri asked what the difference in walking distance would be from the furthest part of the lot currently to the furthest proposed part. Mr. Pechaty answered that the walking distance would increase from around 400 ft to 800 ft, however they would be adding a designated drop-off lane that would be beneficial during heavy usage times. Planning Commissioner Oakley asked how many parking stalls would be reduced if the disc golf course remained as is. Mr. Pechaty answered that there would be 150 stalls that would have to be placed elsewhere on the plan. 4 Approved Minutes June 13, 2019 Councilmember McGregor shared that Council, HGA, and staff have had very lengthy conversations at Council meetings regarding parking and the impact to greenspace. Adding a parking ramp would create a huge cost that could be used instead on amenities inside of the facility. The disc golf course is still quite large and could be re-laid out to accommodate the same number of holes. Director Evans shared that the increased parking lot would also benefit Plymouth Creek Playfield during its busy field usage times by serving as an overflow lot. Staff are also exploring the option of on-street parking contributing towards the required number of parking stalls at the facility. The street was made wide enough for on-street parking. Chair DeBleeckere shared that she is concerned about having to impact the disc golf course for parking. Director Evans shared that presently there is 10-12 acres dedicated for the disc golf course. The trees are heavily bruised by the constant impact of the Frisbees; some trees are even sawed down if someone gets their disc stuck on a branch. There are many other, much more pristine, wooded areas in the park system that will remain preserved. HGA is proposing to fill in the triangular staircase in the current entrance to allow for improved building flow as well as for ballroom event overflow space. There would be an expanded office space built that includes a clear view of the main entrance. As visitors walk in they could either turn left to the classrooms or turn right to the active rooms or walk straight ahead to the ballroom. In a facility with two or more gymnasiums, designs would need to include plans for a locker room or changing area. Along with the indoor playground, they propose to add youth rooms next to or adjacent to for hosting youth parties (e.g. birthday parties). The orange spaces on the map would allow for flexible programming options that can also host large or small groups. An open sitting area would be added for seniors and adults to socialize comfortab ly. The City requested funding from the State via State bonding. If bonding money were approved, the project would have B3 requirements. These are additional steps taken in the building process to ensure environmental stewardship and energy efficiency. Th ese green measures do have a higher up-front construction cost, however yield energy efficient savings over time. Commissioner Wilson asked if the cost of the gymnasiums included basic hardwood floors with basketball hoops, or if additional amenities such as astro-turf was being considered and budgeted for as well. With the increased demand for indoor field space, being able to convert the gym floor to more field spaces or multi-courts may be worth considering if not already done so. Mr. Pechaty shared that they have not had any discussions on specifics within any of the spaces. The gymnasium would likely have flexibility to host a variety of sports, but determinations as to floor types or amenities will take place in future discussions. Commissioner Hoekstra shared that several rooms keep being referred to as “senior spaces”. She suggested changing the terminology from age-based (youth rooms, senior rooms, etc) to active, classroom, or other more general terms. HGA will update terminology in future plans a nd communication to make the rooms more multi -generational friendly. 5b. Plymouth Creek Center Project Schedule Director Evans presented Commissioners with a schedule of upcoming meetings and community engagement opportunities surrounding the Plymouth Creek Center expansion and renovation project as well as upcoming park projects. 5 Approved Minutes June 13, 2019 Meetings and plans are moving quickly as the City has a goal to be ready to respond to State legislators should the project receive bonding money. If the project goes through, we would break ground in August of 2020 and plan for construction to take 24 months. Staff have worked to provide a chart to show residents the tax impact would be based on their home value. Should the project move forward at the $50 million budget, a resident with a $3 50,000 value would likely pay $84 a year. 5c. Updated PRAC Meeting Schedule An updated 2019 PRAC meeting schedule was included in the meeting packet. Additional meetings were added to accommodate larger upcoming projects such as the Plymouth Creek Center renovation and expansion, Northwest Greenway phase 5, and other miscellaneous projects. Commissioners are also asked to select a day for the biennial park bus tour. An open house for The Meadows park will be held on August 19 at 6pm to celebrate the completion of the new park. Commissioners discussed several date options for a bus tour and decided Thursday, August 29 would work for the majority of members. Commissioners will meet at 5:00 p.m. at Plymouth City Hall to board the bus. A light dinner will be provided as Commissioners and staff tour the city viewing park and trail projects. The tour will return to City Hall approximately 8:30 p.m. Motion by Commissioner Hoekstra, seconded by Commissioner Wilson, recommending the approval of the Update PRAC Meeting Schedule. 6. COMMISSIONER/STAFF UPDATE Date/Time Meeting Location Notes June 18, 5 p.m. City Council Study Session City Hall, Medicine Lake Room Receive input on PCC design, timeline, budget, program spaces June 24, 5:30 p.m. Architectural Meeting City Hall, Medicine Lake Room Discuss architectural design June 25, 7 p.m. City Council Presentation City Hall, Council Chambers HGA presentation on Facility Design July 9, 5:30-7:30 p.m. PCC Community Open House Plymouth Creek Center Community invited to review plans and provide feedback July 11, 7 p.m. PRAC Meeting City Hall, Council Chambers July 23, 5-7 p.m. City Council Study Session City Hall, Medicine Lake Room Discussion with HGA July 23, 7 p.m. City Council Presentation City Hall, Council Chambers HGA presenting August 19, 6 p.m. Ribbon Cutting/Open House The Meadows, 5720 Peony Court Meet with residents to officially open the park August 29, 5-8:30 p.m. PRAC Park Tour Meet at City Hall to board bus More details to come. Light dinner provided on the bus. 6 Approved Minutes June 13, 2019 At Tuesday night’s City council meeting, Parks & Recreation staff received 5 Awards of Excellence from Minnesota Recreation & Parks Association. New this summer is the Park Passport program. This free program invites participants to visit 8 parks this summer and collect unique rubbings as passport “stamps”. MedExpress in Plymouth is sponsoring this program this year, thus allowing for the printing of 200 passports and t-shirts for all participants who complete the 8 stops. The Plymouth Farmers Market will begin on Wednesday, June 26 at Parkers Lake Playfield. The market will be held each Wednesday from 2:30-6:30 p.m. through October 9. The Music in Plymouth 5k will be held on Saturday, June 29 at the Hilde Performance Center. The Music in Plymouth event will start at 5:30 p.m. on Tuesday, July 2 at the Hilde as well, and run through 10 p.m., culminating with fireworks. These events are put on by the Plymouth Civic League. Chair DeBleeckere complemented the park kiosk signs and that they were always showing current and upcoming events. Manager Hemp shared that Recreation staff have worked on a new posting schedule to ensure the signs are updated monthly with upcoming events and programs. Staff have also worked with the Parks division to create park amenity maps for the center of each kiosk. East Medicine Lake Park was delayed due to tough weather last fall and this spring. Crews were able to begin sodding the park this week as irrigation systems were completed. Lights were added in the parking lot which has increased visibility and safety at night. An open house will be held later this year to celebrate the completion of the park. Zachary Park playground renovation is still in process. The wet weather has delayed the project a bit, but once the ground dries, crews will begin installing the new playground equipment. The Plymouth Rotary Club donated funds to install musical instruments along the trail near the playground in celebration of their 40th anniversary. The project will likely be complete mid-July. 7. ADJOURNMENT Motion by Commissioner Hoekstra, seconded by Commissioner Sunseri, recommending adjournment of the Park and Recreation Advisory Commission meeting. With no objection, Chair DeBleeckere adjourned the meeting at 8:54 p.m.