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HomeMy WebLinkAbout03.11.15 Parks and Rec Packet City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us Farmington Parks and Recreation Commission Wednesday, March 11, 2015 City Hall Council Chambers 7:00 P.M. Agenda I. Call Meeting to Order II. Approve Meeting Agenda III. Approve Meeting Minutes A.February 11, 2015 Meeting Minutes IV. Business Items A.Election of Officers B.Fair Hills Park Shelter Selection C.Commission Member Group Photo V. Discussion Items A.2015 Commission Work Plan Review B.2016 Park Improvement Project(s) C.2015-2016 Winter Outdoor Recreational Event D.Recreational Facilities Task Force VI. Commission Roundtable A.Commission Roundtable VII. Staff Report/Updates A.Community Survey B.City Council Retreat VIII. Meeting Agenda Topics A.April 8, 2015 Meeting Items IX. Adjournment "The Farmington Parks and Recreation Advisory Commission's mission is to advise and make recommendations to the Farmington City Council concerning the comprehensive planning of the City parks, trails, open space, recreation facilities and recreation programs." City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: February 11, 2015 Meeting Minutes DATE: March 11, 2015 BACKGROUND ATTACHMENTS: Type Description Exhibit Draft February 11, 2015 Meeting Minutes DRAFT Farmington Parks and Recreation Advisory Commission Minutes from the February 11, 2015 Regular Meeting Members Present: Chad Elliott, David McMillen, and Rob Carpentier Members Absent: Mike Haley and Gene Spars Other’s Present: Council Member Douglas Bonar, Adam Lares, Tammy Rud, Recreation Supervisor Nicole Gorman, Parks and Facilities Supervisor Jeremy Pire, Recreation Supervisor Missie Kohlbeck and Parks and Recreation Director Randy Distad I. Call Meeting To Order Chair McMillen called the meeting to order at 7:00 p.m. Quorum was present. II. Introductions Commission members welcomed and introduced themselves to Rob Carpentier, the new member of the Commission. Commission member Carpentier introduced himself and provided information about his work history and family members. III. Approval of February 11, 2015 Meeting Agenda Moved by Elliott and seconded by Carpentier to approve the meeting agenda. All persons in favor (APIF). Motion carried. III. Approval of January 14, 2015 Meeting Minutes Moved by Elliott and seconded by McMillen to approve the January 14, 2015 regular meeting minutes. Voting in favor: McMillen and Elliott. Voting against: none. Abstaining from the vote: Carpentier. Motion carried. IV. Presentations A. Recognition Past Commission Member Adam Lares Council Member Doug Bonar presented a plaque to past Commission member Adam Lares recognizing him for the years of service to the Commission and to the City. Lares spoke about why he joined the Commission and urged Commission members to remember to make things in Farmington so they are accessible. Chair McMillen thanked Lares for his service while on the Commission. B. 2014 Park and Recreation Department’s Annual Report Distad provided a summary of the park projects completed, outdoor pool attendance and financial information and trail maintenance work completed. Gorman provided information about the swim bus riders and Rambling River Center participation numbers, membership numbers, number of volunteers and financial information. Kohlbeck provided a summary of recreation programs and the number of volunteers utilized in the programs. Pire reviewed attendance and rental information at the Schmitz-Maki Arena, park maintenance items completed and facility maintenance items completed. V. Business Items A. Hillview Park Trail Alignment Distad reviewed the aerial map of Hillview Park that showed a general concept of the location within the park that the trail would be constructed. It will be a looped trail. He shared the trail alignment will be at least 50 feet away from the property lines but that in the southeast corner of the park it will not be possible because of a hill that pinches the trail closer than 50 feet to the property line. Chair McMillen asked if the trail should be closer to property lines in order to discourage encroachment into the park. Distad stated that in the past it has been hard to have a trail constructed up against the property line because neighbors feel it is an intrusion onto their privacy. He stated this spring staff would stake the trail and then get feedback from the neighbors about the location of the trail. Elliott asked if there have been any more encroachments in this park. Distad shared that there has been some traffic in the park by a four wheeler, but that there has not been any other encroachments. Moved by Elliott and seconded by Carpentier to approve the trail alignment that was shown as Exhibit A in the meeting packet. APIF. Motion carried. VI. Discussion Items A. Rambling River Center Advisory Board (RRCAB) 2015 Annual Work Plan Distad shared the 2015 work plan that was developed and approved by the RRCAB. He stated that this item is for information purposes only. Chair McMillen asked if the City Council will be receiving the work plan. Distad stated it will be shared with the City Council, so they could see what things the RRCAB will be working to achieve in 2015. B. 2015 Park and Recreation Commission Work Plan Review Chair McMillen informed Commission members the 2015 work plan will be a regular item on the monthly meeting agenda, so the Commission can discuss items it has accomplished as well as identifying items to work on during future meetings. Distad shared that he updated the 2015 work plan to show the items in red that have been completed so far. He noted that because it is early in the year, there have not been many items completed but over the next few months there would be continued completion of items. He felt having the Commission review it monthly was a good idea because it maintains a focus on achieving the goals and objectives identified by the Commission. C. 2015 Trail Maintenance Project Distad reviewed the map that was included in the packet showing trail locations in the city that will be fog sealed and crack sealed. He said trails located in the southeast areas of the city will receive maintenance work in 2015. He shared that the trails in the Prairie Waterway area will first be inspected by staff in the spring because of their current condition. If staff learns that it would be more beneficial to complete a one inch overlay instead of fog sealing and crack sealing, it may alter the maintenance plan to accomplish this. He felt there should be enough funds in the Trail Maintenance Fund to cover the overlay costs. Carpentier agreed with the assessment of the Prairie Waterway trails. He stated that he uses the trails in the Prairie Waterway and they do need to have some maintenance work on them to improve the trail surface as there are cracks and places where the trail is starting to be an issue with pot holes Distad shared that this item is for information purposes only and no action is needed by the Commission. VII. Commission Roundtable Elliott: Did not have anything to share. Carpentier: Did not have anything to share. McMillen: Stated he attended the Smores and More event at the Rambling River Park outdoor rinks on February 1st. He shared that he liked the event even though it was a windy and cold during the event. He suggested that staff look at the possibility of trying to offer this event on a monthly basis including providing hot chocolate and smores at all of these type of events. VIII. Staff Report A. Arena Tiger Eyes Mural Distad shared the City Council has approved providing $5,000 in funding for a mural on the north wall of Schmitz-Maki Arena. He stated that the person who painted the mural above the high school football field would be the person who will paint this mural. It is estimated that it will take about three weeks to finish. The current timeline is for the painting to occur during the months of April and May and would be finished before summer ice. B. Community Survey Distad informed Commission members the community survey will be completed this spring and that the City Administrator has made contact with Morris Leatherman a consultant experienced with completing community surveys. The estimated timeframe for having the results from the survey made public would be sometime in May. C. Commission Compensation Distad informed Commission members that the City Council recently approved the following revisions to the city’s ordinance associated with the compensation of boards and commissions: • Compensation will increase from $10 per meeting to $20 per meeting • All commissions and board members will receive this compensation as previously only members of the Park and Recreation Commission, Planning Commission, Economic Development Authority and Water Board received compensation D. Summer Ice Agreement Distad made Commission members aware that the City Council approved an agreement to extend summer ice in 2015, so now the summer ice season will be starting on June 8th and ending on July 31st. IX. March 11, 2015 Meeting Agenda Items The following items were identified by Commission members for its December 10, 2014 meeting agenda: 1. Election of officers 2. Fair Hills Park picnic shelter selection 3. 2015 Work Plan review 4. Commission group photo X. Adjournment Moved by Elliott and seconded by Carpentier to adjourn the meeting. APIF. Motion carried. The meeting was adjourned at 8:20 p.m. Respectfully Submitted, Randy Distad Parks and Recreation Director and Recording Secretary City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: Election of Officers DATE: March 11, 2015 BACKGROUND Annually a Chair and Vice-Chair are elected by the Commission. Chair McMillen will be calling for nominations for the Chair and Vice-Chair positions. Please give consideration to being nominated and serving in one of these two positions. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: Fair Hills Park Shelter Selection DATE: March 11, 2015 BACKGROUND Staff mailed Request for Proposals to six vendors who sell and install picnic shelters. Included in your packet are the picnic shelter proposals that were received from three of the six vendors. Staff has reviewed the proposals and has compiled a comparative analysis of the proposals for Commission members to review. Staff is recommending purchasing the shelter from St. Croix Recreation Company, Inc. because it the largest shelter at the lowest square foot cost. Staff is recommending to the Commission to select a roof and frame color that complements the playground colors of green, tan and burgundy. In your packet, there is a roof and frame color chart for the Commission to review. The Commission is being asked to make a recommendation to the City Council about the company the city should purchase a shelter from. The Commission should also review and select a roof and frame color. ATTACHMENTS: Type Description Backup Material St. Croix Recreation Shelter Proposal Backup Material Northland Recreation Shelter Proposal Backup Material Minnesota Wisconsin Playground Shelter Proposal Backup Material 2015 Shelter Proposal Comparison Report Backup Material Shelter Color Chart Proposal Comparison Fair Hills Park Picnic Shelter Project Name of Vendor Type of Roof Material Shelter Style Powder Coat Paint 50 PSF Snow Load and 90 MPH Wind Load Roof Widest Diameter Square Feet Under Roof Quote Submitted is $30,000 or under Cost Per Square Foot St. Croix Recreation Company, Inc. 24 gauge steel hexagon two tier roof with 8:12 roof pitch and cupola Yes Yes 28 foot 510 Yes ($30,000) $58.82 Northland Recreation 24 gauge steel hexagon two tier roof with 8:12 roof pitch and cupola Yes Yes 24 foot 374 Yes ($30,000) $80.21 Minnesota/Wisconsin Playground 24 gauge steel hexagon, two tier roof with 8:12 roof pitch and cupola Yes Yes 20 foot 260 Yes ($29,949.21) $115.19 City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: Commission Member Group Photo DATE: March 11, 2015 BACKGROUND Assuming that everyone is able to attend the meeting, staff would like to take a group photo of Commission members and then post it on the city’s website. This is in keeping with past tradition. Please come to the meeting photo-ready!! City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: 2015 Commission Work Plan Review DATE: March 11, 2015 BACKGROUND Chair McMillen and I felt that it would be a good idea to review the work plan monthly and then identify items in the work plan to bring to future Commission meetings to accomplish. I have updated the work plan to reflect what has been accomplished prior to your March meeting. Please review the work plan and come prepared to discuss items that you would like to have the Commission work on at the April and May meetings. ATTACHMENTS: Type Description Exhibit Updated 2015 Work Plan FARMINGTON PARK AND RECREATION COMMISSION 2015 WORK PLAN Goal #1: Meet with the City Council at least once in 2015. Objectives: 1. By April 1st, the Commission will have identified a date to meet with the City Council either in a workshop setting, or for a parks tour and will identify possible agenda topics for discussion during the meeting. Status: Completed. Have identified a parks and facilities tour on August 12, 2015 with the City Council. 2. By September 1st, the Commission will have held a workshop with the City Council, or a parks tour and discussed during the workshop the agenda topics identified. Goal #2: Develop and prioritize a list of 2016 improvement projects for parks, trails and recreational facilities. Objectives: 1. By April 1st, the Commission will have discussed and identified a list of 2016 improvement projects to be completed in park, trails and recreational facilities. 2. By May 1st, the Commission will have discussed and identify possible funding sources for the 2016 improvement projects. 3. By July 1st, the Commission will have met with the City Council to discuss the 2016 improvement projects and how the project(s) may be funded. 4. By September 15th, at least one of the projects recommended for funding in 2016 will be included in the approved 2016 preliminary budget. Goal #3: Continue to build and strengthen relationships with Empire Township’s Park and Recreation Commission (ETPRC). Objectives: 1. By July 1st, discuss and determine a date to have a joint meeting with ETPRC. 2. By October 1st, a date will have been set to have a joint meeting with ETPRC. 3. By November 1st, discuss and formulate a list of discussion topics for a joint meeting agenda with ETPRC. 4. By December 1st, a meeting will have been held with ETPRC. Goal #4: Participate in a Recreational Facilities Task Force. Objectives: 1. By April 1st, the Commission will have identified one of its members to be involved with a Recreational Facilities Task Force. 2. By May 1st, the Commission will have worked with City staff to identify possible youth sports organizations to be involved in a Recreational Facilities Task Force. 3. By November 1st, the Recreational Facilities Task Force will have presented its report to the Commission. 4. By December 31st, the Commission will have reviewed the recommendation made by the Recreational Facilities Task Force and forwarded a recommendation about recreational facilities to the City Council Goal #5: Participate in developing a long-term financial plan for the Schmitz-Maki Arena . Objectives: 1. By March 1st, the Commission will have been presented with financial information about Schmitz-Maki Arena’s operating expenses and revenues and capital improvements from 2009 through 2013. 2. By June 1st, the Commission will have reviewed a Schmitz-Maki Arena projected five year financial plan for the years 2017 through 2021 that will include operating expenses and revenues and capital improvements. 3. By December 31st, the Commission will have finalized and recommended to the City Council a five year financial plan for Schmitz-Maki Arena that includes operating expenses and revenues and capital improvements and is based on an at least break-even operating budget. Goal #6: Work with Parks and Recreation Department staff to explore possible expansion of new winter outdoor recreation opportunities through collaboration with other organizations. Objectives: 1. By April1st, Commission members will have discussed at least one possible outdoor recreational special event that the Parks and Recreation Department could offer to the community during the winter. 2. By July 1st, the Commission will have finalized one possible prioritized outdoor recreational special event to be offered to the community during the winter of 2016-2017. Goal #7: Review and select a new picnic shelter for construction in 2015 for Fair Hills Park. Objectives: 1. By February 1st, the Commission will have approved RFP specifications for a new picnic shelter. Status: Completed. Commission selected shelter design at its January 14, 2015 meeting. 2. By March 15th, the Commission will have reviewed picnic shelter proposals and made a recommendation to the City Council on the purchase and construction of a new picnic shelter. 3. By April 15th, the City Council will have approved the purchase and construction of a new picnic shelter. 4. By September 30th, installation of a new picnic shelter in Fair Hills Park will have occurred. Goal #8: Participate in the development of a strategic plan for the Parks and Recreation Department. Objectives: 1. By April 1st, the Commission will have brainstormed ideas for items to include in a three to five year strategic plan. 2. By July 1st, the Commission will have identified the most important items to include in a three to five year strategic plan. 3. By September 1st, the Commission will have reviewed and possibly revised a draft three to five year strategic plan. 4. By December 31st, the Commission will have approved and forwarded to the City Council a recommended three to five year Parks and Recreation strategic plan. Goal #9: Be involved in the development of a community survey instrument’s questions that relate to Parks and Recreation. Objectives: 1. By March 1st, Commission members will have had an opportunity to provide input on questions related to parks and recreation that could be included in the resident survey instrument before it is drafted. 2. By May 1st, Commission members will have reviewed a draft resident survey instrument and provide feedback to staff about the Park and Recreation related questions. 3. By September 1st, Commission members will be presented with the results of the resident survey especially the questions that relate to Parks and Recreation. Goal #10: Receive periodic presentations from each of the Parks and Recreation professional staff members about programs, parks, facilities and trails. Objectives: 1. By March 1st, the Commission will have received a presentation by professional staff members of the Department’s 2014 Annual Report. Status: Completed. 2014 Annual Report given by staff at the February 14, 2015 meeting. 2. By May 1st, Commission members will have received a presentation from staff on the results of the Schmitz- Maki Arena’s season. 3. By August 1st, Commission members will have received a presentation from staff on the first half operations of the Rambling River Center. 4. By October 1st, Commission members will have received a presentation from staff on the results of the summer programs offered. 5. By October 1st, Commission members will have received a presentation from staff about the outdoor pool season. 6. By November 1st, Commission members will have received a presentation from staff about the summer ice season. 7. By November 1st, the Commission will have received a presentation from staff about maintenance and improvements to parks and trails Goal #11: Explore the lighting of parks and/or trails through solar lighting methods. Objectives: 1. By May 1st, the Commission will have explored styles and estimated costs of installing solar lights in parks and along trails. 2. By July 1st, the Commission will have identified a specific style of solar lights for parks and trails. 3. By October 1st, the Commission will have identified and prioritized at least three park and trail areas for lighting including spacing and location within the three parks. 4. By December 31st, the Commission will approve a final solar lighting plan that will be included in the five year Capital Improvement Plan for parks and trails and beginning with the 2017 budget a request will be made to start funding the solar lighting program. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: 2016 Park Improvement Project(s) DATE: March 11, 2015 BACKGROUND Attached is the 2015-2019 Park Improvement Fund Capital Improvement Program plan. The 2015 Work Plan identifies that the Commission should have discussed and identified a list of projects to be completed in 2016. Commission members should discuss the 2016 North Creek Park warming house and shelter building project that is currently shown in the plan to be completed in 2016 and discuss whether it wants to continue to have this as the recommended project in 2016. This item is for discussion purposes only. No action is being requested. If the Commission desires action on this item, it will be brought to the April 8, 2015 meeting for further discussion and a formal vote. ATTACHMENTS: Type Description Exhibit 2015-2019 Park Improvement Fund Capital Improvement Program Plan 2014-2018 Park Improvement Fund Capital Improvement Plan 2015 2016 2017 2018 2019 5 Year Total Projected Fund Balance at Beginning of Year 165,000 146,000 16,000 (64,000) (54,000) Projected Additional Revenues 58,000 70,000 70,000 70,000 70,000 Projects for Park Improvement Fund Hillview Park Project List:construct paved trail 25,000 25,000 Fairhills Park Project List: install new picnic shelter 30,000 30,000 Prairieview Park Projects List: Construct new full court basketball court, add playground equipment to existing playground equipment, install new picnic shelter, construct paved loop trail in park and construct bocce ball court 150,000 150,000 Meadowview Park Project list: Complete construction of remaining boardwalk 15,000 15,000 Marigold Park Projects List: park signage (2015) and playground equipment (2019) 3,000 60,000 63,000 North Creek Park Project List: Construct new warming house building with shelter 200,000 200,000 Prairie Pines Park Projects List: Park signage (2015), install new playground equipment, paved trail, install shelter and basketball court 4,000 150,000 154,000 Troy Hills Park Projects List: Replace existing playground equipment 60,000 60,000 77,000 200,000 150,000 60,000 210,000 697,000 2014-2018 Park Improvement Fund Capital Improvement Plan Projected Fund Balance at End of Year 146,000 16,000 -64,000 -54,000 -194,000 2015 2016 2017 2018 2019 5 Year Total Projects for G. O. Bond Referendum Funding Rambling River Park 2,500,000 2,500,000 Jim Bell Park and Preserve Development Community Park and Youth Athletic Complex 6,700,000 6,700,000 Outdoor Pool 7,200,000 7,200,000 Schmitz-Maki Second Ice Sheet 4,000,000 4,000,000 0 0 13,900,000 4,000,000 2,500,000 20,400,000 2014-2018 Park Improvement Fund Capital Improvement Plan 2014-2018 Park Improvement Fund Capital Improvement Plan City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: 2015-2016 Winter Outdoor Recreational Event DATE: March 11, 2015 BACKGROUND The 2015 Work Plan identifies the Commission having a discussion on one possible winter outdoor recreational special event during the 2015-2016 season. In February 2015, a Smores and More special event was held at the Rambling River Park outdoor rinks. Staff feels that this event was successful enough that it warrants it to be offered again next winter, but it should not be offered on the same date as the Super Bowl like it did this past February. If the Commission feels strongly about offering an additional event or would like to suggest revisions to the Smores and More event, staff is interested in having this discussion and receiving feedback. This item is a discussion item only and no action is being requested. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: Recreational Facilities Task Force DATE: March 11, 2015 BACKGROUND The 2015 Work Plan identifies the Commission assigning one of its members to serve on a Recreational Facilities Task Force. While there is no immediate plan for a Recreational Facilities Task Force to meet, staff felt it would be good for the Commission to start having a discussion about a possible representative to serve on the Recreational Facilities Task Force. The Commission should also have a discussion about several questions related to a potential future Recreational Facilities Task Force including: what kind of representation should the Commission have? which Commission member(s) may be interested in serving? what should the Commission’s role be? This item is for discussion purposes only and no action is being requested. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: Commission Roundtable DATE: March 11, 2015 BACKGROUND This is an opportunity for Commission members to share any information they would like with other Commission members and staff. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: Community Survey DATE: March 11, 2015 BACKGROUND Staff will provide information at the meeting about the community survey that will be completed this spring. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: City Council Retreat DATE: March 11, 2015 BACKGROUND There is a City Council retreat being held on Friday, March 6, 2015. The focus of the retreat will be on the review and further revisions of the City Council's current strategic plan. Part of the retreat will include meeting with City Department Heads. Staff will provide a summary of the discussion that occurred during the meeting about any Park and Recreation related matters. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 - Fax 651.280.6899 www.ci.farmington.mn.us TO: Farmington Parks and Recreation Commission Members FROM: Randy Distad SUBJECT: April 8, 2015 Meeting Items DATE: March 11, 2015 BACKGROUND Items identified so far to be included on the April 8, 2015 Commission meeting agenda include: 1. 2015-2016 Arena Ice Season Summary Report Presentation The Commission should identify other items to include on the April 8, 2015 meeting agenda.