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HomeMy WebLinkAbout01.13.16 Parks and Rec MinutesFarmington Parks and Recreation Advisory Commission Minutes from the January 13, 2016 Regular Meeting Members Present: Mike Haley, David McMillen, and Rob Carpentier Members Absent: Chad Elliott Other’s Present: John Moore, Dustin Johnson, and Parks and Recreation Director Randy Distad I. Call Meeting To Order Chair McMillen called the meeting to order at 7:01 p.m. Quorum was present. II. Approval of January 13, 2016 Meeting Agenda Moved by Haley and seconded by Carpentier to approve the meeting agenda. All persons in favor (APIF). Motion carried. III. Approval of December 9, 2015 Regular Meeting Minutes Moved by Carpentier and seconded by McMillen to approve the December 9, 2015 regular meeting minutes. Voting in favor: McMillen and Carpentier. Voting against: none. Abstaining from the vote: Haley. Motion carried. IV. Presentations There were no presentations. V. Business Items A. Approve Troy Hill Park Playground Equipment Request for Proposals (RFP) Distad reviewed the Troy Hill Park playground equipment RFP including the design specifications and deadline date. McMillen asked how many vendors will receive this. Distad shared the RFP would be mailed to eight different vendors. Moved by Haley and seconded by Carpentier to approve the Troy Hill Park playground equipment RFP as written. APIF. Motion carried. B. Approve 2016 Annual Work Plan Distad reviewed the draft work plan and asked for Commission input. Chair McMillen asked if Commission members would like to add a goal about the Recreational Facilities Task Force, since the City Council has requested this to occur. Carpentier thought it should be included because he felt the Commission will be involved with this process. Haley thought the work plan should be revised and then brought back to the February meeting when the new Commission members would be in attendance to approve it. Moved by Carpentier and seconded by Haley to table the approval of the 2016 work plan to the February 10, 2016 meeting. APIF. Motion carried. C. February and March Commission Meeting Dates Distad shared he is going to be on vacation during the March 9, 2016 meeting date, so the meeting could either be cancelled, rescheduled or a different staff person from the Parks and Recreation Department could run the meeting. McMillen felt the meeting should be rescheduled. Distad shared he would also like to make sure there is a quorum for the February 10, 2016 meeting. He stated that both new Commission members John Moore and Dustin Johnson were in the audience, so it might be advantageous to see if this meeting date will work for them to make sure there will be a quorum at the meeting. Both Moore and Johnson stated they could attend the February 10, 2016 meeting. Chair McMillen and Carpentier also stated they would be able to attend the meeting. As a result, the February 10, 2016 meeting will remain as scheduled. A discussion occurred on a possible new meeting date of either March 2 or March 16. It appeared that March 16th worked best for everyone. Distad also made Commission members aware that the April meeting date should also be moved so the Commission could receive and review the Recreational Facilities Task Force recommendation and make a recommendation to the City Council on the Task Force recommendation. A discussion occurred on a possible new meeting date in April and it was determined April 20th would be a date that worked best for Commission members in order to have time to receive the recommendation and then provide a recommendation to the City Council for the May 2, 2016 meeting. Moved by Carpentier and seconded by Haley to reschedule the March meeting from March 9 to March 16 and the April meeting from April 13 to April 20. APIF. Motion carried. D. National Council On Aging (NCOA) Aging Mastery Program (AMP) Grant Distad reviewed information about the AMP. He shared the city of Farmington and city of Rosemount staff members co- wrote a grant application for AMP and were selected to receive $16,800 in funding. There is not matching funds required. There is $12,000 in grant funds and $4,800 worth of in-kind program materials that the NCOA will be providing for AMP. AMP will be held in both communities and is open for residents in both communities to register and attend AMP at either site. Distad requested the Commission make a formal recommendation to the City Council to approve an agreement with the NCOA for the AMP grant. Moved by Carpentier and seconded by Haley. APIF. Motion carried. VI. Discussion Items A. Discuss 2015 Meeting Date(s) with City Council Distad stated one of the items on the Commission’s 2016 work plan is to have at least one meeting with the City Council. He suggested the meeting occur after the Recreational Facilities Task Force recommendation is known. Carpentier felt June would be a good month since the City Council will be receiving the recommendation at its May 2nd meeting. Distad shared it would be a good to either meet with the City Council on the Commission’s regular meeting date, which is June 8th or to get on the agenda for the Council’s June work session, which is June 13th. Haley thought it might be better to meet with the City Council at the regular Commission meeting on June 8th. The Commission identified it would like to meet with the City Council on June 8th with a back-up date of June 13th if it didn’t work to meet on June 8th with the City Council. B. Recreational Facilities Distad updated the Commission on the City Council’s Jan 11th work session where direction was given to staff to create a recreational facilities task force that would provide a recommendation to the City Council on the construction of city recreational facilities. He shared the City Council identified $10 million as the cap on the possible recreational facilities. Council will then decide if it would like to take this recommendation to a referendum and include a question on the ballot about recreational facilities during the November 2016 election. Distad shared he has started to identify potential organizations that should be represented on the task force. He shared the Commission previously selected Carpentier to be the representative and Haley as the backup and asked if this should remain the same. By consensus it was agreed the representatives from the Commission would remain the same as previously identified. C. Schmitz-Maki Arena Turf Agreement Distad shared the City Council will be approving an agreement with the Farmington Youth Lacrosse Association (FYLA) that will allow FYLA to purchase and install turf in the Arena. It is proposed FYLA will be able to finance the purchase of the turf through receiving some of the fees collected from the rental of the turf. Carpentier thought this was a good idea and wondered what kind of turf was being purchased. Distad shared it was a used turf that came out of an arena but is still in good condition. Carpentier was concerned about the City being liable if something happened while someone was using the turf. Distad shared it is likely there will be an insurance certificate requirement that would be required of users. D. Heritage Preservation Commission (HPC) Joint Meeting Chair McMillen shared this meeting will be focused on wayfinding signage being installed in parks that would direct people to historical properties located in or around the downtown area. Distad shared the rescheduled date of January 26th for the joint meeting has been changed by staff to March 22nd given there wouldn’t be a quorum of Commission members at the meeting along with not all HPC members being able to attend the January 22nd meeting. The joint meeting will start at 7:00 p.m. on March 22nd in City Hall. VII. Commission Roundtable Carpentier: Didn’t have anything to share. Haley: Asked if there is a new date for the Board and Commission reception. Distad shared it is now planned to occur on Monday, February 29, 2016. He said there would be more information shared as it becomes available. McMillen: Provided an update on the Downtown Redevelopment Plan. There was an open house in December that allowed the public to comment on the couple of concept plans that were developed. He shared with other Commission members comments the public provided during the open house. He said the next meeting will be January 20th. He said this meeting will identify and approve a preferred concept plan that will likely go to the City Council for approval. VIII. Staff Report A. Rambling River Center Open Position Distad shared the City Council approved reallocating existing staff to cover the open position at the Rambling River Center rather than hire a part-time staff member. The City Administrator will be determining the reallocation of existing staff’s time to provide coverage at the Rambling River Center. B. 2016 Budget Shared the City Council approved the 2016 budget at its December 19, 2016 meeting. C. Outdoor Rinks Distad shared the weather created a challenge to get the rinks flooded and opened on the planned opening date. As a result of the warm weather in December, the outdoor rinks were not opened until January 4th and it was a limited opening just to the paved hockey rinks. He said the colder weather has allowed staff to accelerate the flooding and rinks are in much better shape than they were on January 4th. D. Community Expo Distad shared the annual Community Expo will be held at Farmington High School on Saturday, January 30th from 9:00 a.m. until 12:00 Noon. He invited Commission members to attend and said this is a great opportunity for people to get out and see what organizations and businesses exist in Farmington. IX. February 10, 2016 Meeting Agenda Items The following items were identified by Commission members for its December 10, 2014 meeting agenda: 1. 2016 Annual Work Plan approval 2. Rambling River Center Community Development Block Grant funding 3. Introduction of new members 4. City Council meeting 5. Election of officers 6. Recreational Facilities Task Force X. Adjournment Moved by Carpentier and seconded by Haley to adjourn the meeting. APIF. Motion carried. The meeting was adjourned at 7:54 p.m. Respectfully Submitted, Randy Distad Parks and Recreation Director and Recording Secretary