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HomeMy WebLinkAbout12.09.15 Parks and Rec Packet City of Farmington 430 Third S treet F armington, Minnes ota 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us Farmington Parks and Recreation Commission Wednesday, December 9, 2015 City Hall Council Chambers 7:00 p.m. Agenda I.Call M eeting to Order II.Approve M eeting Agenda III.Approve M eeting M inutes A.Approve September 9, 2015 Meeting Minutes IV.Business Items A.Review Meeting with Empire Township's Park and Recreation Commission B.Approve Recommendation Rambling River Center Room Name C.Approve 2015 Meeting Attendance Report V.Discussion Items A.Review 2015 Annual Work Plan Accomplishments B.Draft 2016 Annual Work Plan C.Board and Commission Reception Update D.Review Snow Removal Priority Map Updates E.Rescheduled Heritage Preservation Commission Joint Meeting Date VI.Commission Roundtable A.Downtown Redevelopment Committee Update VII.Staff Report/Updates A.2016 Budget B.Projects Update C.Mighty Ducks Grant VIII.M eeting Agenda Topics A.January 13, 2016 Preliminary Agenda Topics IX.Adjournment "The Farm ington Parks and Recreation Advisory Commission's m ission i s to advi se and m ake recom m endations to the Farm ington City Council concerning the com prehensive planning of the City parks, trails, open space, recreation faciliti es and recreation programs." City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Approve S ep tember 9, 2015 Meeting Minutes DATE:Dec emb er 9, 2015 BACKGROUND Inc luded in yo ur p acket are the minutes fro m the S ep tember 9, 2015 regular Commis s ion meeting. Becaus e there was n’t a q uorum of memb ers at the Oc tober 14, 2015 meeting and the No vember 11, 2015 meeting was cancelled due to the meeting with Empire To wns hip’s Park and Recreation C o mmis s io n, the regular meeting minutes from the S ep tember 9, 2015 meeting s till need to be ap p roved . ATTACHMENT S: Type Des criptio n Exhibit September 9, 2015 Meeting Minutes Farmington Parks and Recreation Advisory Commission Minutes from the September 9, 2015 Regular Meeting Members Present: Mike Haley, David McMillen, and Rob Carpentier Members Absent: Chad Elliott and Gene Spars Other’s Present: Parks and Recreation Director Randy Distad I. Call Meeting To Order Chair McMillen called the meeting to order at 7:05 p.m. Quorum was present. II. Approval of September 9, 2015 Meeting Agenda Moved by Carpentier and seconded by Haley to approve the meeting agenda. All persons in favor (APIF). Motion carried. III. Approval of July 29, 2015 Regular Meeting Minutes Moved by Carpentier and seconded by McMillen to approve the July 29, 2015 regular meeting minutes. Voting in favor: Carpentier and McMillen. Voting against: none. Abstaining from the vote: Haley. Motion carried. IV. Presentations None V. Business Items A. Representation on Downtown Redevelopment Plan Committee Director Distad shared there has been a position identified for one Commission members on the Downtown Redevelopment Plan Committee (Committee). The Committee will consist of about a total of 10 community and staff members. He was informed the Committee will meet for approximately 4-6 months consisting of one evening a month to develop the plan. The Committee will be assessing the current condition of the downtown area and then will be formulating a vision for the future of the downtown area. As part of this plan, parks and open space and the Rambling River Center will be addressed in the plan. He shared the Recreation Supervisor Nicole Gorman will be representing the Parks and Recreation Department on the Committee since the Rambling River Center has a presence in the downtown. By consensus it was decided that Chair McMillen will represent the Commission on the Committee. B. Approve Recommendation to the City Council the 2016 Parks and Recreation Department Fees and Charges Director Distad presented the staff and Rambling River Center Advisory Board (RRCAB) recommended 2016 fees and charges for the Parks and Recreation Department. He shared the RRCAB recommended to keep all Rambling River Center fees and charges the same. He shared that staff recommended a few revisions to the 2016 fees and charges including the following: • Increasing on July 1, 2016 the prime time ice rental fee from $210.00/hr. to $220.00/hr. • Increasing on July 1, 2016 the non-prime time ice rental fee from $155.00/hr. to $160.00/hr. • Increasing on July 1, 2016 the summer ice rental fee from $155.00/hr. to $160.00/hr. • Creating on July 1, 2016 a new August ice rental fee of $145.00/hr. to provide an incentive for groups to rent ice in August to cover the cost of leaving the ice in during the month of August instead of taking it out at the end of July and then putting it back in during the early part of September • Increasing the park development fee based on the current Construction Cost Index amount of 2.1% Chair McMillen asked if the RRCAB had considered raising any fees. Director Distad shared that the RRCAB did not because they had raised the rental fees last year. Moved by Carpentier and seconded by Haley to recommend approval to the City Council the 2016 fees and charges that were recommended by staff and the RRCAB. APIF. Motion carried. C. December Council, Board and Commission Reception Commission members discussed the reception and by consensus agreed to the following: • First choice for a date will be Wednesday, December 9th • Second choice for a date will be Wednesday, December 2nd • The reception would be held in the City Hall Council Chambers or in the lobby area • A social hour would occur from 6:30 – 7:00 p.m. • The program would occur from 7:00-8:00 p.m. in the Council Chambers and would consist of each group providing a brief report of what was worked on and accomplished in 2015 and what items are under consideration to be accomplished in 2016 • Gave direction to Director Distad to research if the city would be able to provide beverages, snacks and/or hors d’oeuvres during the reception VI. Discussion Items A. 2015 Work Plan Review Chair McMillen reviewed the work plan and identified a few items that were completed on the work plan from the previous months review. He noted that a couple of the goals will not be completed this year and the Commission should decide when putting together its 2016 work plan if any of these uncompleted goals should be carried over into the 2016 work plan. B. Draft Agenda Empire Township Park and Recreation Commission Joint Meeting A review was completed of a draft agenda for the meeting. Chair McMillen suggested adding a discussion on both communities music in the park program to see how they compare. The Commission would like to have Director Distad share the draft agenda with the Empire Township Park and Recreation Commission to have them review and add other items if they so desired. C. Farmington School District User Fees and Facility Usage Policy Revision Director Distad shared the following about the Farmington School District looking to revise its use fees and facility usage policy: • Several meetings were held with user groups to discuss proposed changes to fees and facility usage that Park and Recreation Department staff attended • Interested in changing the rental fee structure to include more amenities with the rental fee • Interested in changing the focus on more of the rental revenue coming from user groups especially for-profit organizations who are outside the school district boundaries • The Athletics/Activities Department will be responsible for renting school facilities rather than the Community Education Department He shared the School Board was going to discuss at its last meeting was pulled before the meeting and will be brought back to a future meeting for discussion. He will continue to follow this as it will slightly impact the Parks and Recreation Department based on a few school facilities that are used for city recreation programs. D. Future City Council Work Session The Commission discussed if there was benefit to meet with the City Council to further discuss the development of new recreational facilities including a new aquatic facility and athletic complex and decided it would be better to wait until 2016 to try and schedule a work session with the City Council on this topic. VII. Commission Roundtable Carpentier: Did not have anything to share. Haley: Did not have anything to share. McMillen: Reminded Commission members about the September 19th Movie in the Park event that is being held in Rambling River Park. He asked if there was going to be free popcorn during the upcoming Movie in the Park . Distad stated that he would share the request with staff, but couldn’t make any promises that there would be free popcorn available. VIII. Staff Report A. Fair Hills Park Update Shared that footings for the shelter have been poured. Picnic tables, grills and waste containers are being ordered for the shelter. B. Meadowview Park Boardwalk Shared photos of the boardwalk that was recently constructed in the park. He informed Commission members that a Dakota County Sentence to Service crew and city staff completed the boardwalk in less than a week. C. New Park Signs and Landscape Curbing Shared that new park signs were received for Prairie Pines Park and Marigold Park. He stated these new park signs will be installed in the spring 2016. He shared that new kwik kerb landscape curbing has started to be installed around park signs and that staff had placed fabric and mulch in the containers that have been installed. He shared a few photos of the curbing and wood mulch that has been installed. He made Commission members aware that in the spring of 2016, plants and shrubs would be planted inside the curbing. D. Arena Exterior Painting Made Commission members aware that city facility maintenance staff have painted the exterior of the Arena and doors and trim are yet to be painted in a different color. Staff had solicited a quote for contracting this work out and it was estimated it would have cost about $25,000.00 to do so. Because staff provided the labor the cost was reduced to about $7,500.00 E. Park Benches Informed Commission members that several new benches were purchased and donated including two benches for the Veteran’s Memorial in Rambling River Park, two benches to be installed by the Oak Street entrance to the Rambling River Center, one bench to be installed along a public trail located adjacent to the Trinity Terrace Retirement Center and one bench to be installed in the Prairie Waterway on a scenic point by one of the ponds. IX. October 14, 2015 Meeting Agenda Items The following items were identified by Commission members for its October 14, 2015 meeting agenda: 1. Arena summer ice summary report 2. Outdoor Pool summary report 3. Summer recreation program summary report 4. Final review of agenda items for the meeting with Empire Townships Park and Recreation Commission 5. December Council, Board and Commission reception 6. Farmington School District Fees and Facility Usage Policy revision update X. Adjournment Moved by Commissioner Haley and seconded by Commissioner Carpentier to adjourn the meeting. APIF. Motion carried. The meeting was adjourned at 7:55 p.m. Respectfully Submitted, Randy Distad Parks and Recreation Director and Recording Secretary City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:F armington Parks and R ec reatio n Commission Memb ers FROM:Randy Dis tad, Parks and R ecreatio n Direc tor SUBJECT:Review Meeting with Empire Township 's P ark and Rec reatio n Commission DATE:December 9, 2015 BACKGROUND Since this is the firs t regular Co mmis s io n meeting after the Commission’s meeting with ETP RC, and there were s o me Commis s ion members unab le to attend this meeting, it is important Commission members have an o p p o rtunity to dis c us s the meeting with ETP RC City of Farm ington 430 Third S treet F armington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmingto n.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Approve Recommendatio n Rambling River Center Room Name DATE:Dec emb er 9, 2015 BACKGROUND The Rambling R iver Center Ad visory Board (Ad vis ory Board) has mad e a rec o mmendatio n to the Commission to allo w Happy Harry’s Furniture the o p p o rtunity to re-name the Rambling River Center Arts and Crafts Room. Happy Harry’s Furniture has donated mo ney to the Ramb ling R iver Center thro ugh a giving program it c reated bac k in 2011. The p ro gram allo ws an o rganization to receive 10% o f the total sales if the cus tomer identifies the organizatio n b y name at the time o f the s ale. T he RR C was o ne o f the o rganizations that a c us to mer c o uld name. This program was c reated entirely by Hap p y Harry’s Furniture and they id entified the Ramb ling River Center as o ne o f the o rganizations it wis hed to sup p o rt thro ugh the 10% bac k p rogram. S o far Happy Harry’s F urniture has donated $6,696.65 to the Rambling River Center s inc e the p rogram’s inceptio n. The initial naming rights program identified that it wo uld cost $10,000.00 to p urc hase the naming rights fo r the Arts and C rafts Room. Happy Harry’s F urniture is mo re than 2/3 of the way to wards reac hing this amount. Staff made a rec ommend ation to the Ad visory Bo ard to approve allowing Happy Harry’s Furniture the o p p o rtunity to rename the Arts and Crafts Room b as ed on the amo unt they have d o nated already to the RRC fro m this program they c reated. At its Novemb er 9, 2015 meeting, the Ad vis ory Board ap p ro ved a recommend atio n to allo w the owners o f Happy Harry Furniture to d etermine a new name fo r the Arts and Crafts Ro o m. Commission memb ers are b eing asked to dis c us s the recommend ation forwarded fro m the Ad visory Board and then make a rec ommend ation to the City C o uncil ap p ro ving allo wing Hap p y Harry’s F urniture to rename the Arts and Crafts R o o m. City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Approve 2015 Meeting Attend anc e Rep o rt DATE:Dec emb er 9, 2015 BACKGROUND Inc luded in yo ur p acket is an attend anc e repo rt that is based o n the 2015 approved meeting minutes id entifying Co mmis s io n memb er attend anc e at mo nthly meetings along with any o ther spec ial meetings that Commission memb ers attend ed in 2015. Co mmis s io n memb ers are b eing as ked to review the attendance rep o rt and then approve the rep o rt s o it c an be s ubmitted and Commission memb ers c an b e paid fo r their attendance at offic ial meetings . P er the City Ordinanc e 2-6-3 (F ) Co mmis s ion members are paid $10 fo r each offic ial meeting they attend. ATTACHMENT S: Type Des criptio n Exhibit Attendance Report 2015 Park and Recreation Commission Attendance Report Name Jan Feb Mar Apr May June July *Aug Sept Oct **Nov Dec Total Meetings Attended Rob Carpentier x x x x x x x 7 Chad Elliott x x x x x x x x 8 Mike Haley x x x x x x 6 Dave McMillen x x x x x x x x x x x 11 Gene Spars x x x x x x 6 * City Council and PRC Park and FacilitiesTour ** Meeting with Empire Township Park and Recreation Commission City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Review 2015 Annual Wo rk Plan Ac complishments DATE:Dec emb er 9, 2015 BACKGROUND Inc luded in yo ur p acket is the Commission’s 2015 Annual Work Plan. It has been up d ated to s how items that have rec ently been c o mp leted and items that have not been c o mp leted, b o th of which are s hown und erlined in red. P leas e c o me prepared to review and further update the wo rk p lan if need ed . It may also b e beneficial for the C o mmis s io n to d is cus s items , if any, that have not been c ompleted , to b e c arried fo rward and be inc o rp o rated into the 2016 annual work plan. ATTACHMENT S: Type Des criptio n Exhibit Updated 2015 Annual 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. Status: Completed. A parks and facilities tour occurred on August 12th with the City Council. 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. Status: Completed. Identified North Creek Park in 2016 and Prairieview Park in 2017. 2. By May 1st, the Commission will have discussed and identify possible funding sources for the 2016 improvement projects. Status: Completed. Funding sources discussed were using the Park Improvement Fund balance and possibly a liquor store profits transfer to the Park Improvement Fund. 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. Status: Completed. During the August 12th parks and facilities tour, the Commission discussed with the City Council the 2016 Troy Hills Park playground improvement project and funding for this project. 4. By September 15th, at least one of the projects recommended for funding in 2016 will be included in the approved 2016 preliminary budget. Status: Completed. The Troy Hills Park playground equipment replacement project was 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. Status: Completed. Identified November 9, 2015 as a possible meeting date at Empire Townhall. 2. By October 1st, a date will have been set to have a joint meeting with ETPRC. Status: Completed. November 9, 2015 meeting date was agreed to by the ETPRC. 3. By November 1st, discuss and formulate a list of discussion topics for a joint meeting agenda with ETPRC. Status: Completed. Possible agenda topics for the meeting were identified at the July 29, 2015 meeting. 4. By December 1st, a meeting will have been held with ETPRC. Status: Completed. Meeting was held on November 9, 2015 at the Empire Township Town Hall. 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. Status: Completed. Selected Rob Carpentier and Mike Haley to represent the Commission on the Task Force at its April 8th meeting. 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. Status: Not completed. The City Council determined it did not wish to move forward with a referendum in 2016, so the Task Force was not formed. 3. By November 1st, the Recreational Facilities Task Force will have presented its report to the Commission. Status: Not completed. The City Council determined it did not wish to move forward with a referendum in 2016, so the Task Force was not formed. 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. Status: Not completed. The City Council determined it did not wish to move forward with a referendum in 2016, so the Task Force was not formed. 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. Status: Not completed. 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. Status: Not completed. 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. Status: Not completed. 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. Status: Completed. Commission members discussed at its March 11, 2015 meeting to offer a Smores and More event at the Rambling River Park outdoor rinks, but on a different date and to see if the Dakota County Parks Department would be interested in partnering on a Farmington Day being held at Whitetail Woods Regional Park. 2. By August 1st, the Commission will have finalized one possible prioritized outdoor recreational special event to be offered to the community during the winter of 2015-2016. Status: Completed. Commission members have discussed the Smores and More Event and it will be offered again at the Rambling River Park outdoor rinks but on a different date during the 2015-2016 outdoor ice season. 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. Status: Completed. At its March 11, 2015 meeting Commission members recommended to the City Council that a shelter be purchased from and installed by St. Croix Recreation Company, Inc. in Fair Hills Park. 3. By April 15th, the City Council will have approved the purchase and construction of a new picnic shelter. Status: Completed. City Council approved agreements at its April 6th meeting to purchase and install a shelter in Fair Hills Park. 4. By September 30th, installation of a new picnic shelter in Fair Hills Park will have occurred. Status: Completed. Construction of the new picnic shelter at Fair Hills Park was completed on October 2, 2015. 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. Status: Not completed. 2. By July 1st, the Commission will have identified the most important items to include in a three to five year strategic plan. Status: Not completed. 3. By September 1st, the Commission will have reviewed and possibly revised a draft three to five year strategic plan. Status: Not completed. 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. Status: Not completed. 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. Status: Commission members provided a list of possible park and recreation related questions to include in a community survey. 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. Status: Completed. The Commission reviewed at its March 11, 2015 meeting a draft survey instrument and provided feedback to staff on revisions to be made to the park and recreation related questions that were in the survey. 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. Status: Completed. Survey results presented at the June 10th meeting. 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 11, 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. Status: Completed. A presentation was made by staff at the April 8th meeting. 3. By August 1st, Commission members will have received a presentation from staff on the first half operations of the Rambling River Center. Status: Completed. A presentation was made during the July 29, 2015 meeting. 4. By October 1st, Commission members will have received a presentation from staff on the results of the summer programs offered. Status: Completed during the October 14, 2015 Commission meeting. 5. By October 1st, Commission members will have received a presentation from staff about the outdoor pool season. Status: Completed during the October 14, 2015 Commission meeting. 6. By November 1st, Commission members will have received a presentation from staff about the summer ice season. Status: Completed during the October 14, 2015 Commission meeting. 7. By November 1st, the Commission will have received a presentation from staff about maintenance and improvements to parks and trails Status: Completed. Updates were provided after the improvements were completed including photos being shown of the completed improvements. 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. Status: Completed. Commission members explored a number of different styles and costs associated with installing solar lights in parks. 2. By July 1st, the Commission will have identified a specific style of solar lights for parks and trails. Status: Not completed. The Commission decided to postpone any solar lighting until such time in the future when the purchase and maintenance and operational costs are more reasonable. 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. Status: Not completed. The Commission decided to postpone any solar lighting until such time in the future when the purchase and maintenance and operational costs are more reasonable. 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. Status: Not completed. The Commission decided to postpone any solar lighting until such time in the future when the purchase and maintenance and operational costs are more reasonable. City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Draft 2016 Annual Work P lan DATE:Dec emb er 9, 2015 BACKGROUND Commission memb ers s ho uld come p rep ared to the meeting to disc uss p os s ible id eas /items that c an b e inc luded in the Commis sion's 2016 Annual Work P lan. A majority o f the meeting time is carved out fo r creating a d raft wo rk p lan d o cument that will b e reviewed and ap p ro ved at the January 2016 Commission meeting. City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Bo ard and Co mmis s ion R ec eptio n Update DATE:Dec emb er 9, 2015 BACKGROUND About three weeks ago an email was s ent to Commis s ion members ab o ut s o me c hanges b eing made to the Bo ard and Commis s ion rec ep tion. Primarily the c hanges relate to having the City Counc il involved in taking the lead with the event and mo ving the rec eptio n d ate to Mo nday, January 25, 2016. Both o f these changes s eem to make a lot of s ense to d o so. Since the Commis s ion wo n't be hosting the rec ep tion, a disc ussion sho uld oc c ur at yo ur meeting ab o ut what informatio n yo u would like to share with other board and commission memb ers and City Co uncil memb ers d uring the rec eptio n. City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Review Sno w Removal Priority Map Up d ates DATE:Dec emb er 9, 2015 BACKGROUND This item was originally sc heduled for the Oc to b er 14, 2015 meeting, but due to a lack of a quo rum, this item has not yet been disc ussed b y the Co mmis s ion. Inc luded in yo ur p acket is the current Snow Removal P rio rity Map the Parks and R ecreatio n Department uses d uring the s now removal proc es s for trails , p arks , outdoor rinks , facility parking lots and downto wn s id ewalks . The map was rec ently updated to inc lude ad d itional sno w removal to oc cur on the new trails and und erp as s that were ins talled as p art o f the 195th S treet Recons tructio n Pro jec t. Bec ause the sc hool's walking bound aries includ es these new trails and und erp as s , s taff has made this area a higher priority than o ther trails . It has b een s everal years since this map was las t reviewed b y the Co mmis s ion. S taff felt it would be a good id ea to provide this info rmation to the Commis s io n in case memb ers are as ked out in the c o mmunity about the sno w removal proc es s for thes e areas that the Parks and Recreatio n Dep artment is respons ib le fo r removing s now from d uring and after a s now event. Staff is interes ted in rec eiving feed b ack from the Commission. Pleas e come p rep ared to disc us s the Sno w Removal Prio rity Map . ATTACHMENT S: Type Des criptio n Exhibit Trails, Sidewalks, Outdoor Rinks Snow Removal Plan Map Exhibit Downtown Sidewalks Snow Removal Priority Map FLAGSTAFF AVE A K I N R D BISCAYNE AVE PILOT KNOB RD 225TH ST W 195TH ST W 212TH ST W ELM ST 4TH ST DENMARK AVE 220TH ST W 6T H ST 7TH ST 3RD ST SPRUCE ST 1ST ST 197TH ST W 5TH ST 179TH ST W E M B E R S A V E 1 9 3 R D S T W E V E R E S T P A T H 2ND ST 8T H ST D U N B U R Y A V E CHIPPENDALE AVE ENGLISH AVE 187TH ST W 180TH ST W 13TH ST 11TH ST EUCLID PATH 12TH ST 210TH ST W 190TH ST W 200TH ST W 2 0 3 R D S T W 14TH ST MAIN ST ECHO DR ESSEX AVE LAKEVILLE BLVD 213TH ST W 208TH ST W DOV ER DR 189TH ST W 178TH ST W UPPER 183RD ST W C A L G A R Y TR L 199TH ST W BERRING AV E DYLAN DR 18 3 RD S T W 224TH ST W 185TH ST W DIAMOND PATH 191ST ST W E A S T V I E W AV E EATON AVE 1 9 8 T H S T W EVERHILL AVE DULUTH ST ASH ST DIVISION ST HICKORY ST W FORTUNE TRL 205TH ST W 10TH ST CA M B O D I A A V E 201ST ST W E C H O L N D U N BA R AVE UPPER 179TH ST W OAK ST HERITAGE WAY FORMOSA AVE CH I L I A V E 207TH ST W G E M I N I T R L C O U N T R Y V I E W T R L KNUT SEN DR P I N E S T ESCA L ADE WAY PARK DR E M B RY L N FLINT AV E DE V R I E P A T H 196TH ST W EWING ST DYERS PASS TE N T H S T 22 3 R D S T W 209T H ST W 194T H ST W COLORADO AVEEAVES W A Y 9 T H S T CAMROSE WAY E L K R I D G E T R L CANTON CIR ESTES PATH C A B R I L L A W A Y CATTAIL LN E L G I N A V E 177T H ST W EVENSTON DR 188TH ST W E N C H AN T E D W AY D AW S O N L N 211TH ST W EXIRA AVE E X E C U TIV E P AT H ROBIN LN T A M A R A C K T R L CALHOUN CT 1 9 8 T H S T W 220TH ST W 9T H S T ELM ST E N G L I S H A V E PINE ST 208TH ST W OAK ST 8T H ST 194TH ST W 220TH ST W 190T H ST W BISCAY NE AVE 200TH ST W 225TH ST W 210TH ST W 203RD ST W PINE ST 2 0 0 T H ST W 190TH ST W 200TH ST W 7T H S T Trails, Sidewalks and Outdoor Rinks Snow Removal Plan 0 2,000 4,000 Feet Map updated October 2015. Prepared for the City of Farmington by the Dakota County Office of GIS. / Plowing Priorities 1st - Downtown Sidewalks* and 195th St Trail 2nd - Trails Leading to Schools and/or Bus Stops 3rd - Outdoor Rinks 4th - Other Trail Loops *see Downtown map for details ELM ST 1ST ST 4TH ST 5TH ST 3RD ST SPRUCE ST 2ND ST OAK ST WALNUT ST OAK ST 2ND ST WALNUT ST Snow Removal by City of Downtown Sidewalks Prepared for the City of Farmington by the Dakota County Office of GIS.Map dated November 22, 2013. City of Farm ington 430 Third S treet F armington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmingto n.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Resc heduled Heritage Pres ervation Co mmis s io n Joint Meeting Date DATE:Dec emb er 9, 2015 BACKGROUND Becaus e of a lac k of a quo rum fo r the October 14, 2015 joint meeting with the Heritage Preservation Commission (HP C), the meeting was not held. Staff is p ro p o s ing to have this meeting res ched uled fo r January 13, 2016 at 7:00 p.m. City Planning Manager To ny Wip p ler is chec king with HP C memb ers to see if this is a date that would wo rk fo r them. The regular January 13, 2016 Commis s io n meeting would then begin immed iately fo llo wing the end ing of the joint meeting with the HP C. A d is c us s ion s ho uld o cc ur to make s ure a quo rum o f Commis s ion members will b e p res ent to attend this meeting with the HP C. City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Downto wn Red evelopment C o mmittee Up d ate DATE:Dec emb er 9, 2015 BACKGROUND Commission Chair Dave McMillen will provide a report on the mo s t recent Do wntown Redevelo p ment Committee meeting that he attend ed . Included in your pac ket is information about an upc o ming pub lic open hous e that is being held to unveil s o me draft c onc ept plans for the redevelopment o f the d o wntown area o f Farmingto n. Chair Mc Millen will p ro vide more d etails ab o ut the p ublic open hous e at the meeting. ATTACHMENT S: Type Des criptio n Exhibit Downtown Redevelopment Plan Public Open House Announcement DOWNTOWN REDEVELOPMENT PLAN COMMUNITY OPEN HOUSE Please join us for an information gathering open house that will continue to build community consensus for the Farmington Downtown Redevelopment Plan. By working together we will build a shared downtown vision, general redevelopment concepts, and a plan to attract improvements to downtown Farmington. You will have the chance to learn about the downtown planning project, potential redevelopment concepts, and give your feedback. Come and ask questions and discuss ideas with the project consultant and city staff team. All are welcome! Farmington City Hall - Main Lobby 430 Third Street, Farmington, MN Tuesday, December 15, 2015 5-7 p.m. Questions Please Contact: Tony Wippler, Planning Manager Telephone: 651-280-6822 Email: twippler@ci.farmington.mn.us City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:2016 Bud get DATE:Dec emb er 9, 2015 BACKGROUND The City Counc il agend a for its Dec emb er 7, 2015 meeting id entifies the 2016 b udget and tax levy b eing ap p ro ved. I will p ro vide you with an up d ate at the Commission meeting ab o ut the final b udget and tax levy that was ap proved by the City Counc il. City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Projec ts Update DATE:Dec emb er 9, 2015 BACKGROUND An up d ate will be p ro vided to Commission memb ers about the Dep artment projec ts that have been completed sinc e the las t regular Co mmis s ion meeting that oc curred on Septemb er 9, 2015. City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:Mighty Duc ks Grant DATE:Dec emb er 9, 2015 BACKGROUND I have attached the memo and a Mighty Ducks Grant agreement that was plac ed o n the December 7, 2015 City Counc il meeting agend a reques ting ap proval to enter into the agreement with the State o f Minnesota. The memo inc ludes b ackground information pertinent to the c ity rec eiving this State grant mo ney to assist with the purchas e o f a new elec tric ic e resurfac er for Sc hmitz-Maki Arena. I will provid e additio nal informatio n at the meeting. ATTACHMENT S: Type Des criptio n Exhibit City Council memo Exhibit Mighty Ducks Grant Agreement TO: Mayor, Councilmembers and City Administrator FROM: Randy Distad, Parks and Recreation Director SUBJECT: Approve Mighty Ducks Grant Agreement with State of Minnesota DATE: December 7, 2015 BACKGROUND The State of Minnesota, through the Minnesota Amateur Sports Commission (MASC), recently announced Mighty Duck Grant (Grant) funding recipients. The city of Farmington was chosen as one of the recipients. DISCUSSION On September 8, 2015, the City Council approved the submittal of a $50,000.00 Grant application to MASC. The Grant application was submitted with the intent it would provide some of the funding needed to purchase a new electrical ice resurfacer (resurfacer) for Schmitz-Maki Arena that was estimated to cost $130,000.00. On November 19, 2015, staff was notified by MASC that the city’s Grant application was approved for funding in the amount of $50,000.00. In order for the city to receive the Grant funding, it must first enter into an agreement with the State of Minnesota. The Agreement Form is attached. The City Attorney has reviewed the Grant agreement form and has found it to be in an acceptable format. The City Council should designate the city’s representative The Grant is set up as a reimbursement meaning the city must first purchase the resurfacer and then request from the State of Minnesota, a reimbursement of the $50,000.00 grant amount. Because the purchase price will exceed $100,000.00, a formal bid process must be followed. Once the Grant agreement has been executed by the city and the State of Minnesota, staff will initiate the formal bid process. At a future City Council meeting a request will be made to approve moving forward with a formal bid process. BUDGET IMPACT The 2017 requested budget identifies that $20,000.00 would come from a matching grant to assist paying for the purchase of a new resurfacer. As a result, there will be more grant funds available to assist with this purchase than was originally identified. Once the Mighty Ducks Grant Agreement has been properly executed, staff will begin working on a recommended funding scenario. It is projected that funding will likely come from the following sources: Source #1: $17,563.00 projected fund balance in 2017 from contributions the Farmington Youth Hockey Association has provided since a 2012 agreement with the city Source #2: $63,437.00 from the Ice Arena’s Capital Improvement Fund, or a combination of the trade value of the existing resurfacer and funds from the Ice Arena Capital Improvement Fund Besides the $80,000.00 that is needed to meet the matching requirement of the Grant, a temporary funding source will also need to be identified to cover the $50,000.00 Grant until the reimbursement can be received from the State of Minnesota. Once the bids have been opened, tabulated and the low bid amount determined, staff will request from the City Council approval of a contract with the low bidder. At that time all funding sources will be identified to fund the purchase of the resurfacer REQUESTED ACTION Approve by motion the Grant agreement with the State of Minnesota in the amount of $50,000.00 that will be used towards the purchase of a new resurfacer for Schmitz-Maki Arena. Respectfully Submitted, Randy Distad Parks and Recreation Director MIGHTY DUCKS GRANT PROGRAM Grant Agreement – End Grant THIS grant contract, and amendments and supplements thereto, is between the State of Minnesota, acting through its Amateur Sports Commission (hereinafter STATE) and the City of Farmington (hereinafter GRANTEE), witnesseth that: WHEREAS, the STATE pursuant to Minnesota Statutes 2015, Chapter 240A, Section 9 is empowered to promote the development of proposals and award grants for new statewide public ice facilities and for renovation of existing ice arenas, including priority given to indoor air quality improvements and projects that eliminate R-22 and purchase of ice resurfacer; and WHEREAS, on August 3, 2015, the STATE issued a Request for Proposals (RFP) in the State Register seeking proposals from eligible GRANTEEs interested in building new ice sheets, eliminating R-22 refrigerant use or improving air quality in public ice arenas; and WHEREAS, the STATE approved the grant award recommendations at its November 18, 2015 Commission Meeting; and WHEREAS, GRANTEE’s proposal was among those selected to receive grant funds to finance the construction of a new ice arena, improvement of arena indoor air quality or the elimination of R22 refrigerant; and WHEREAS, GRANTEE represents that it is duly qualified and willing to perform the services set forth herein. NOW, THEREFORE, it is agreed: I. GRANTEE’S DUTIES. GRANTEE shall construct a new public ice arena or renovate an existing public arena in accordance with the terms, conditions and specifications set forth in the STATE’s RFP and GRANTEE’s grant application, which shall be read together, attached hereto, and incorporated by reference as Exhibit A. II. CONSIDERATION AND TERMS OF PAYMENT a. The total obligation of the STATE for all compensation and reimbursements to GRANTEE shall be and shall not exceed fifty thousand dollars ($50,000). b. Terms of Payment. Payment shall be made by the STATE promptly after GRANTEE’s presentation of evidence documenting that the project has been completed and paid for with funds other than this grant award. i. All funds shall be paid to GRANTEE after STATE has agreed that the Project is complete, demonstrated by a Certificate of Occupancy when applicable or an Affidavit of Project Completion (Attachment A). ii. In addition, the GRANTEE shall submit copies of paid invoices for Project expenses along with a letter on GRANTEE’s official letterhead (Attachment B) that will serve as GRANTEE’s official invoice. iii. Payment shall be made directly to the GRANTEE following review and approval of required documents. Payment shall be made within thirty (30) days from receipt of invoice. III. CONDITIONS OF PAYMENT. All services provided by GRANTEE pursuant to this grant contract shall be performed to the satisfaction of the STATE, as determined by the sole discretion of its authorized representative, and in accord with all applicable federal, state and local laws, ordinances, rules and regulations. GRANTEE shall not receive payment for work found by the STATE to be unsatisfactory, or performed in violation of federal, state or local laws, ordinances, rules or regulations. IV. TERMS OF CONTRACT. This grant contract shall be effective on December 1, 2015 or upon the date the final required signature is obtained by the STATE, pursuant to Minn. Stat. 16B.06, subd.2, whichever occurs later, and shall remain in effect until June 1, 2017, or until all obligations set forth in this grant contract has been satisfactorily fulfilled, whichever occurs first. V. CANCELLATION. Prior to disbursements of funds, this grant contract may be canceled by the STATE or GRANTEE at any time, with or without cause, upon thirty (30) days written notice to the other party. If the STATE finds that there has been a failure to comply with the provisions of this agreement, that reasonable progress has not been made, or that the purposes for which the funds were granted have not been or will not be fulfilled, the STATE may take action to protect its interests, including requiring the return of all or part of the funds already disbursed. VI. STATE’S AUTHORIZED REPRESENTATIVE. The STATE’s authorized representative for the purpose of administration of this grant is Todd M. Johnson or his successor in office. The GRANTEE’s authorized representative for purposes of administration of this grant contract is ____________________________. The GRANTEE’s authorized representative shall have full authority to represent GRANTEE in its fulfillment of the terms, conditions and requirements of this grant contract. VII. ASSIGNMENT. GRANTEE shall neither assign nor transfer any rights or obligations under this grant contract without the prior written consent of the STATE. VIII. AMENDMENTS. Any amendments to this grant contract shall be in writing, and shall be executed by the same parties who executed the original grant contract, or their successors in office. IX. LIABILITY. GRANTEE agrees to indemnify and save and hold the STATE, its representatives and employees harmless from any all claims or causes of action, including all attorney’s fees incurred by the STATE, arising from the performance of this grant contract by GRANTEE or GRANTEE’s agents or employees. This clause shall not be construed to bar any legal remedies GRANTEE may have for the STATE’s failure to fulfill its obligations pursuant to this grant contract. X. STATE AUDITS. The books, records, documents, and accounting procedures and practices of the GRANTEE relevant to this grant contract shall be subject to examination by the STATE and the Legislative Auditor. XI. DATA PRACTICES ACT. The GRANTEE agrees to comply with the Minnesota Data Practices Act as it applies to all data provided by the STATE in accordance with this grant contract and as it applies to all data created, gathered, generated or acquired in accordance with this grant contract. XII. PUBLICITY. Any publicity given to the program, publications, or services provided resulting from this grant contract, including, but not limited to, noticed, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the GRANTEE or its employees individually or jointly with others, or any sub-grantees shall identify the STATE as a sponsoring agency and shall not be released without prior approval by the STATE’s authorized representative. XIII. ANTITRUST. GRANTEE hereby assigns to the State of Minnesota any and all claims for overcharges as to goods and/or services provided in connection with this contract resulting from antitrust violations which arise under the antitrust laws of the United States and the antitrust laws of the State of Minnesota. XIV. PREVAILING WAGE. GRANTEE hereby acknowledges that acceptance of this grant expressly subjects its construction or renovation to prevailing wage rate statutes (Minn. Stat. 177.41, et. seq.). XV. JURISDICTION AND VENUE. This grant contract and amendments and supplements hereto, shall be governed by the laws of the State of Minnesota. Venue for all legal proceedings arising out of this grant contract, or breach thereof, shall be in the state or federal court with competent jurisdiction in Ramsey County, Minnesota. XVI. GRANTEE SIGNATURES. GRANTEE certifies that authorized person(s) have executed the grant contract on behalf of the GRANTEE as required by applicable articles, by- laws or resolutions. XVII. OTHER PROVISIONS. (Attach additional pages as necessary). IN WITNESS WHEREOF, the parties have caused this grant contract to be duly executed. APPROVED: GRANTEE: STATE AGENCY: City of Farmington Minnesota Amateur Sports Commission By: _________________________________ By: ______________________________ Its: _________________________________ Its: Executive Director Date: _______________________________ Date: _____________________________ And: ________________________________ Its: _________________________________ Date: _______________________________ Attachment A Affidavit of Project Completion This document is to be completed for projects receiving Mighty Ducks Grant funds where a Certificate of Occupancy, per Minnesota Rules 1300.0220, is not required to be issued. I hereby certify that: 1. The facility/structure listed below is not subject to the conditions of Minnesota Rules 1300.0220. 2. This document shall serve in lieu of a Certificate of Occupancy. 3. The construction of the facility is completed as outlined in the grant agreement with the Minnesota Amateur Sports Commission. 4. The facility is safe to be occupied by the public. Facility Address: PIN (if applicable): Legal Description: Zoning District: Owner Name: Address: City State Zip: Phone: Comments: Name of Grant Recipient: ___________________________________________ ___________________________________________ ______________________________ Name of Authorized Official (print) Title ___________________________________________ ______________________________ Signature Date This document is to be included with the grant invoice processing documents and mailed to: Lynda Lynch Minnesota Amateur Sports Commission 1700 105th Avenue NE Blaine, MN 55449 ATTACHMENT B MIGHTY DUCKS GRANT PROGRAM SAMPLE REIMBURSEMENT REQUEST LETTER (Invoice) (Submitted on Grant Recipient’s Official Letterhead) (Date) Minnesota Amateur Sports Commission Attn: Lynda Lynch 1700 105th Avenue NE Blaine MN 55449 Dear Ms. Lynch: Please accept this letter as our formal request to receive the Mighty Ducks Grant funds in the amount of $__________ for _________________________ (Project Name/Name of Grant Recipient). This letter also serves as the official notification of our acknowledgement and adherence of the language and provisions of the referenced in the executed Mighty Ducks grant agreement. Per your request and attached for your review are copies of paid invoices totaling $_____________. These paid invoices equal or exceed our project’s grant award and serves as our match requirement. In addition, to demonstrate the project has been completed and documented as such, a copy of the Certificate of Occupancy (or Affidavit of Project Completion) is enclosed for your records. I trust the documentation provided is sufficient for your purposes. Please feel free to contact me if you need additional information or have any questions. Sincerely, (Authorized/Official Signature) City of Farmington 430 T hird Street Farmington, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.ci.farmington.mn.us TO:Farmingto n Parks and Rec reation Co mmis s io n Members FROM:Rand y Distad , Parks and Rec reation Directo r SUBJECT:January 13, 2016 Preliminary Agenda Topic s DATE:Dec emb er 9, 2015 BACKGROUND The fo llo wing items have b een id entified by s taff to inc lude o n the January 13, 2016 meeting agend a: 1. 2016 Annual Work P lan Ap p ro val 2. Tro y Hills P ark Playground Equip ment Reques t fo r P ro p o s als Commission memb ers s ho uld come p rep ared to id entify o ther possible additio nal items fo r this agend a.