Loading...
HomeMy WebLinkAbout09.09.20 Parks and Rec Packet Meeng Locaon: Farmington C ity H all 430 T hird Street Farmington, M N 55024 PA R K S A ND R E C R E AT I O N R E G U L A R M E E T I N G A G E N DA September 9, 2020 7:00 PM 1.C all M eeng to O rder 2.A pprove M eeng A genda 3.A pprove M eeng M inutes (a)A pprove J uly 8, 2020 Meeng M inutes 4.P resentaons (a)P ublic C omments 5.D iscussion I tems (a)Commission Term Expiring in 2021 (b)2020 Work P lan Review (c)I denfy 2021 Work P lan I tems 6.C ommission Roundtable (a)Round Table Format 7.S taff Report/Updates (a)I nformaonal I tems 8.M eeng A genda Topics (a)I tems for O ctober 14, 2020 M eeng A genda 9.A djournment "The F armington Parks and Recreaon A dvisory C ommission's mission is to advise and make recommendaons to the F armington C ity C ouncil concerning the comprehensive planning of the C ity parks, trails, open space, recreaon facilies and recreaon programs." TO :Farmington Parks and Recreaon Commission M embers F R O M :Randy D is tad, Parks and Recreaon D irector S U B J EC T:A pprove J uly 8, 2020 Meeng M inutes DATE:S eptember 9, 2020 B A C KG R O U N D A$ached are the dra& minutes from the Park and Recreaon C ommis s ion's July 8, 2020 meeng. Commission members are as ked to review the minutes and provide at the meeng any correcons or addions to the minutes that are needed. AT TAC HMENT S : Type Des cription Backup Material Draft July 8, 2020 Meeting Minutes Farmington Parks and Recreation Commission Minutes from the July 8, 2020 Regular Meeting Members Present: David McMillen, Elizabeth Koss and Ashley Crabtree Members Absent: Brian Tennant and Laurie Suchanek Other’s Present: 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. Approval of July 8, 2020 Meeting Agenda Moved by Crabtree and seconded by Koss to approve the meeting agenda. All persons in favor (APIF). Motion carried. III. Approval of June 10, 2020 Regular Meeting Minutes The meeting minutes were approved with no revisions. IV. Presentations A. Public Comments There were no public comments provided at the meeting. V. Business Items A. 2021 Parks and Recreation Department Fees Director Distad identified the 2021 Schmitz-Maki Arena and park development fees that were recommended by staff to be increased. This included the ice rental fees being increased by $5.00 across the board, skate sharpening fees being increased a $1.00 and the park development fee being increased by 2.5% based on the construction cost index increase. He shared the arena did not break even on its operating costs in 2019, so the fee increase is being recommended in order to achieve a break-even budget for the arena in 2021. He shared the Rambling River Center Advisory Board recommended the Rambling River Center’s annual membership fee be increased $1.00 and all other fees were recommended to remain the same as the fees in 2020. Moved by Koss and seconded by Crabtree to recommend to the city council approval of the 2021 park and recreation department fees that were recommended by staff and the Rambling River Center Advisory Board. APIF. Motion carried. VI. Discussion Items A. City Communication Presentation Chair McMillen asked for feedback about the city communication presentation that was made by Communication Specialist Lauren Siebenaler. The following feedback was provided: • thought there were good ideas presented about communicating with the public • have started noticing more of the communication that is occurring by the city • liked the increase use of photos and Facebook postings B. COVID 19 Update Director Distad provided a brief update about the department’s response to the COVID 19 pandemic including: • T-ball and soccer youth programs started this week and while not full, there were enough registrations to hold the programs • The summer playground program started this week and will be held through the end of July • The playground signs were installed by all playgrounds making users aware that the playgrounds are not sanitized, reminding them about social distance, to wash/sanitize their hands after using the playground and that they should use playgrounds at their own risk • Rambling River Center started offering a limited number of programs outdoors and there is no date identified yet of when the building will be reopening • Schmitz-Maki Arena is open for summer ice but there are limits to number of skaters that can be on the ice at the same time and not allowing anyone to remain at the arena to watch C. Publicizing Volunteering with the Parks and Recreation Department Director Distad informed Commission members that there will be an article in the fall Farmington Current publication about volunteer opportunities with the parks and recreation department. He also informed Commission members that he and Communication Specialist Siebenaler are working on creating posters about the volunteer opportunities with the department that will be placed inside the large informational boards located next to the parking lots in parks. D. 2020 Work Plan Review Chair McMillen reviewed the work plan and identified items that were completed since the last work plan review at the June 10, 2020 meeting. Director Distad shared he would update the work plan based on the objectives that were identified as being completed. He stated he would provide an updated work plan in the August 12, 2020 meeting packet for Commission members to review in order to continue to identify progress being made. VII. Commission Roundtable Koss: Didn’t have anything to share. Crabtree: Shared that the community Facebook page had a posting about Prairie Pines Park needing to be mowed and trimmed. Distad responded that staff will be mowing and trimming the park this week. McMillen: Didn’t have anything to share. VIII. Staff Report Director Distad provided information on the following topics: A. Park Projects Shared that Farmington Preserve Park and Westview Park basketball court surfaces were repaired, leveled, painted, and lines were striped on the courts. B. Building Improvement Projects Made the Commission aware of the progress being made on Fire Station #1 overhead door project. C. Playground COVID 19 Signs Shared the signs have been installed and thus far hasn’t received any communication from the public about the signs. D. Willow Removal North Creek Park Area Informed about the purpose of removing the willows is to help prevent damage to the trails from the long root system that can poke up through the trail. The area where removal has occurred looks different and the ponds can be more readily viewed when walking the trails in this area. E. Schmitz-Maki Arena Summer Ice Information was provided about the status of summer ice. Has been going well and coaches, participants and parents are all doing a good job of trying to maintain proper social distance and not linger in the arena after each hockey session ends. F. 2021/2022 Budget Update Made the Commission aware city staff have prepared the first version of the requested 2021 and 2022 budgets and the city council will be reviewing it for the first time at a July 13 work session. It was shared that it is a work in progress with still some work to go before a preliminary budget will be adopted by the city council in September. IX. August 12, 2020 Meeting Agenda Items The Commission discuss possible agenda items and after some discussion decided there were not enough items identified to meet about. Moved by Crabtree and seconded by Koss to cancel the August 12, 2020 meeting. APIF. Motion carried. Director Distad shared he would work with Cindy Muller to publish a notice about the meeting being cancelled. X. Adjournment Moved by Koss and seconded by Crabtree to adjourn the meeting. APIF. Motion carried. The meeting was adjourned at 7:27 p.m. Respectfully Submitted, Randy Distad Parks and Recreation Director and Recording Secretary TO :Farmington Parks and Recreaon Commission M embers F R O M :Randy D is tad, Parks and Recreaon D irector S U B J EC T:P ublic C omments DATE:S eptember 9, 2020 B A C KG R O U N D This agenda item allows the public to s peak to C ommis s ion members about any item that is not on the agenda. W hen s peaking to the C ommis s ion it must be in a respec%ul and non-threatening manner. A nyone w is hing to provide public comments mus t provide their name and addres s for the record. P ublic comments shall not exceed five minutes. The C ommis s ion w ill not res pond to the comments and a formal wri,en response w ill be sent to the pers on w ho made the public comments prior to the next C ommis s ion meeng. Under no circumstances w ill any formal acon be taken on the public comments that are provided to the Commission. TO :Farmington Parks and Recreaon Commission M embers F R O M :Randy D is tad, Parks and Recreaon D irector S U B J EC T:Commission Term Expiring in 2021 DATE:S eptember 9, 2020 B A C KG R O U N D Commission member are appointed by the C ity C ouncil for a three year term. Terms are staggered, s o a majority of members do not have their terms expire in the s ame year. Three year terms normally expire on January 31. This year Commission member, and current C hair, D ave M cMillen's three year term expires. W hile the applicaon deadline is not unl D ecember 30, 2020, staff wanted to make Commission members aw are of whose term expires on January 31, 2021. I n keeping with pas t pracce, the intent of giving this much advance noce is to allow a Commission member w hos e term is expiring, s ome me to cons ider w hether or not they w ould like to apply for reappointment to serve a new three year term on the Commission. The applicaon proces s for possible appointment for another three year term begins with C indy M uller, city staff member w ho is res pons ible for the boards and commis s ion applicaon process, contacng board and commission members around mid-November making them aw are of their term expiring in January 2021. S he will als o provide an applicaon for reappointment, w hich is due back to her on or before D ecember 30, 2020. TO :Farmington Parks and Recreaon Commission M embers F R O M :Randy D is tad, Parks and Recreaon D irector S U B J EC T:2020 Work P lan Review DATE:S eptember 9, 2020 B A C KG R O U N D The C ommis s ion's updated 2020 w ork plan is included in the meeng packet. S hown in bold red are w ork plan items completed either at or since the las t Commission meeng held on J uly 8. I tems completed prior to the J uly 8 meeng are shown in bold black. Commission members s hould come to the meeng to review the work plan to idenfy if any other addional items have been completed and then discuss other work plan items it w ould like to work on at future meengs. AT TAC HMENT S : Type Des cription Backup Material Updated 2020 Work Plan FARMINGTON PARK AND RECREATION COMMISSION 2020 WORK PLAN Goal #1: Provide to the City Council a recommended 2021-2025 capital improvement plan for the park improvement fund. Objectives: 1. By April 1, the Commission will have discussed and identified a preliminary list of five-year capital improvement projects for the park improvement fund that will include a list of parks, costs and schedule to be completed in the years 2021 to 2025. Status: Completed. A discussion occurred at the May 13, 2020 meeting. 2. By June 1, the Commission will finalize the five-year capital improvement projects for the years 2021-2025 and make a recommendation to the City Council for approval. Status: Completed. The Commission recommended to the City Council approval of a five- year CIP for the park improvement fund for the years 2021-2025. 3. By September 15, the improvement projects recommended for funding from 2021-2025 will be included in the City Council approved 2021 preliminary budget. Goal #2: Create Commission By-Laws. Objectives: 1. By March 1, a review of sample by-laws from other commission/boards will have occurred. Status: Completed. A review occurred at the January 8, 2020 meeting. 2. By May 31, a draft of the Commission’s by-laws will have been reviewed. Status: Completed. A review of the first draft of the bylaws occurred during the February 12, 2020 meeting. 3. By July 31, a final draft of the Commission’s by-laws will be reviewed and approved. Status: Completed. A final draft was approved at the May 11, 2020 meeting. 4. By October 31, the Commissions by-laws will have been reviewed by the City Council and approved. Status: Completed. The City Council approved the Commission’s bylaws at its June 1, 2020 meeting. Goal #3: Participate in a Parks and Facilities Tour with the Rambling River Center Advisory Board. Objectives: 1. By April 1, the Commission and Advisory Board will have identified a date to have a tour. Status: Partially completed. Both groups proposed dates and the Advisory Board will discuss the Commission’s proposed date of July 8, 2020 at its March 9, 2020 meeting. 2. By May 1, a draft list of parks and facilities to tour will be reviewed by the Commission and Advisory Board. Status: A draft list was completed. However due to the COVID 19 pandemic the list was not reviewed because the tour was cancelled for this year. 3. By July 15 a final list of parks and facilities to tour will be approved by the Commission and Advisory Board. Status: Not completed due to the COVID 19 pandemic, which resulted in the July 8 tour being cancelled for this year. 4. By October 1, a parks and facilities tour will have occurred. Status: Not completed due to the COVID 19 pandemic, which resulted in the July 8 tour being cancelled for this year. Goal #4: Work with the Developer on Naming the Neighborhood Park in the Fairhill Estate at North Creek Development. Objectives: 1. By March1, the Commission will have discussed option with the developer on how to determine the name of the park. Status: Completed. Because the park has not been graded yet, it was decided at the January 8 Commission meeting to postpone the naming of the park until 50% of the development is built and then possible park names would be solicited from residents who live in the development. 2. By May1, the Commission will have implemented the option selected to name the park. Status: Not completed. The park will be named after 50% of the development is constructed. 3. By September 1, possible park names will have been identified. Status: Not completed. The park will be named after 50% of the development is constructed. 4. By October 31, a final name for the park will be selected by the Commission and the name forwarded to the city council for approval. Status: Not completed. The park will be named after 50% of the development is constructed 5. By December 31, the city council will approve the name of the neighborhood park in the development. Status: Not completed. The park will be named after 50% of the development is constructed. Goal #5: Meet with the City Council. Objectives: 1. By February 1, the Commission and city council will have identified a date to meet. Status: Completed. A date of February 10, 2020 was approved to meet. 2. By February 29, possible agenda items will be identified for the meeting. Status: Completed. The item to discuss with the City Council was identified as the development of Jim Bell Park and Preserve. 3. By June 1, the Commission will have met with the City Council. Status: Completed. The Commission met with the City Council on February 10 and had a debriefing of the meeting at its February 12, meeting. Goal #6: Learn about the City’s Various Communication Tools and Process Used to Keep the Public Informed. Objectives: 1. By February 15, the Commission will develop a series of topics and questions about city communications, so they can be provided to the city’s Communication Specialist as an aid in the development of a future presentation to the Commission. Status: Partially completed. Preliminary presentation topics were identified at the January 8 meeting, but discussion about additional topics will be discussed at the February and March meetings. 2. By March 31, a meeting date will be identified for the Communication Specialist to attend a Commission meeting and make a presentation about the city’s communication tools and process. Status: Completed. The April 8 meeting was identified. However this did not occur because of the COVID 19 pandemic and it was rescheduled to the June 10, 2020 meeting. 3. By July 31, a presentation to the Commission by the city’s Communication Specialist will have occurred. Status: Completed. A presentation occurred during the June 10, 2020 meeting. Goal #7: Receive periodic presentations from each of the Parks and Recreation professional staff members about programs, parks, facilities and trails. Objectives: 1. By March 15, the Commission will have received a presentation by professional staff members of the Department’s 2019 Annual Report. Status: Completed. A presentation by Parks and Recreation Department professional staff members occurred at the March 11, 2020 meeting. 2. By June1, Commission members will have received a presentation from staff on the results of the Schmitz-Maki Arena’s winter ice season. Status: Completed. Parks and Facilities Supervisor Jeremy Pire gave a presentation on the winter ice season and an update on the impact the COVID 19 pandemic had on the arena this past spring. 3. By August 1, Commission members will have received a presentation from staff on the first half operations of the Rambling River Center. 4. By October 1, Commission members will have received a presentation from staff on the results of the summer programs offered. 5. By November 1, Commission members will have received a presentation from staff about the spring turf season and summer ice season. 6. By November 1, the Commission will have received a presentation from staff about maintenance and improvements to parks and trails Goal #8: Identify Bike Pedestrian Plan Priorities to Accomplish in 2020 and 2021. Objectives: 1. By March 31, the Commission will review the priorities identified in the Bike Pedestrian Plan. Status: Completed. The list was reviewed at the February 12, 2020 meeting. 2. By June 1, a draft list of priorities to work on and accomplish in 2020 and 2021 will be developed by the Commission. Status: Completed. Two priorities were identified. One was the completion of a trail on the west side of MN TH 3 from 205th Street to Willow Street. The second was to install pedestrian crosswalk signs in the roundabouts on MN TH 3 and CSAH 64 (195th Street). 3. By August 31, Commission members will have identified and approved a recommended final list of priorities to accomplish in 2020 and 2021 and will have forwarded the recommended list to the City Council. Status: Completed. Two priorities were identified. One was the completion of a trail on the west side of MN TH 3 from 205th Street to Willow Street. The second was to install pedestrian crosswalk signs in the roundabouts on MN TH 3 and CSAH 64 (195th Street). 4. By November 1, the City Council will review and approve a final list of priorities to accomplish in the city’s Bike Pedestrian Plan. Status: Completed. The City received funding from MN DOT to fund a trail on the west side of MN TH 3 from 205th Street to Willow Street. Construction of the trail however, has been postponed until 2022 when a new roundabout will be constructed at the intersection of MN TH 3 and Dakota County Road 66 and the trail construction will be combined with this project. City staff are working with Dakota County and MN DOT staff on the installation of cross walk signs. Goal #9: Promote and Encourage Volunteerism in the Parks and Recreation Department. Objectives: 1. By April 30, the Commission will have received a presentation on how volunteerism is structured and what opportunities are currently available in the Parks and Recreation Department. Status: Completed. A presentation and discussion occurred at the March 11, 2020 meeting. 2. By July 1, the Commission will have reviewed the volunteer opportunities available to the public and determined if there are other volunteer opportunities to offer to the public. Status: Completed. A review of the volunteer opportunities was discussed during the May 13, 2020 meeting. 3. By August 31, the Commission will have discussed different ways and opportunities to promote volunteerism in the parks and recreation department. Status: Completed. A discussion occurred during the May 13, 2020 meeting. This included a discussion with Communication Specialist Lauren Siebenaler about ways that volunteer opportunities in the city may be promoted through the city’s website, publications and social media platforms. 4. By October 31, volunteer opportunities in the parks and recreation department will be promoted. Status: Completed. An article appeared in the fall edition of the Farmington Currents newsletter and posters were installed in the large information boards that are located by the parking lots of parks that have them. Goal #10: Make a Recommendation to the City Council to Conduct a Community Survey in 2021. Objectives: 1. By April 1, the Commission will discuss a draft written letter to the City Council supporting funds be included in the 2021 budget to complete a community survey. Status: Completed. A discussion occurred at the March 11, 2020 meeting about what content should be in a draft letter to the city council supporting funding being requested to be included in the 2021 budget to complete a community survey in 2021. 2. By May 15, the Commission will have created a final written letter and it will be presented to the City Council supporting the inclusion of funds in the 2021 budget to complete a community survey in 2021. Status. Not completed. It was determined at the May 13, 2020 meeting that because of the COVID 19 pandemic it was best to not have a letter of support for a community survey given the likely financial constraints residents of Farmington and the city will have in 2021. The Commission felt that asking questions about a referendum would not likely go over very well with the community given the timing of the pandemic and the impact it is having on residents. 3. By July 1, the preliminary 2021 draft requested budget will show funding for a community survey to be completed in 2021. Status: Partially completed. While funding was not requested in the 2021 city budget, funding was requested in the 2022 budget for a community survey. TO :Farmington Parks and Recreaon Commission M embers F R O M :Randy D is tad, Parks and Recreaon D irector S U B J EC T:I denfy 2021 Work P lan I tems DATE:S eptember 9, 2020 B A C KG R O U N D Commission members s hould begin to s tart brains torming ideas and topics to cons ider for its 2021 work plan. This may or may not include items in the 2020 work plan that were not completed and the Commission would like to carry forward to the 2021 w ork plan. Then at the O ctober and November meengs addional items can be added to the list of work plan ideas I n the past, the D ecember meeng has been spent refining a dra, w ork plan with final approval of the w ork plan occurring in January. C ommis s ion members are asked to come to the meeng w ith pos s ible items that could be included in the Commission’s 2021 work plan. I f w ork plan items are idenfied at this meeng and at the O ctober and November meengs , then s taff can begin to prepare a dra, of the 2021 w ork plan for the D ecember meeng. TO :Farmington Parks and Recreaon Commission M embers F R O M :Randy D is tad, Parks and Recreaon D irector S U B J EC T:Round Table Format DATE:S eptember 9, 2020 B A C KG R O U N D The roundtable agenda item allows C ommis s ion members to share informaon w ith other Commission members and s taff, or as k ques ons of staff about items not on the agenda. No formal decisions are made during this agenda item. TO :Farmington Parks and Recreaon Commission M embers F R O M :Randy D is tad, Parks and Recreaon D irector S U B J EC T:I nformaonal I tems DATE:S eptember 9, 2020 B A C KG R O U N D Commission members w ill receive updates on the follow ing items: park projects and maintenance recreaon programs 2021 budget update S chmitz-M aki A rena update C O V I D 19 update Commission members s hould come prepared to listen to the informaon that w ill be provided and then ask any follow up quesons they w ould like on each of thes e items. TO :Farmington Parks and Recreaon Commission M embers F R O M :Randy D is tad, Parks and Recreaon D irector S U B J EC T:I tems for O ctober 14, 2020 M eeng A genda DATE:S eptember 9, 2020 B A C KG R O U N D The following are possible items s taff has idenfied for the O ctober 14, 2020 meeng agenda: 1. Review 2020 w ork plan 2. 2021 work plan items 3. P res entaon community garden 4. P res entaon summer recreaon programs and summer ice Commission members are as ked to come to the meeng prepared to provide any other items for the O ctober 14, 2020 meeng agenda.