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HomeMy WebLinkAbout09.19.18 Parks and Rec MinutesFarmington Parks and Recreation Advisory Commission Minutes from the September 19, 2018 Regular Meeting Members Present: David McMillen, Laurie Suchanek and Dustin Johnson Members Absent: Neil Ramdhan and John Moore Other’s Present: Recreation Supervisor Missie Kohlbeck, Parks and Facilities Supervisor Jeremy Pire, Recreation Supervisor Ryan Hayes and Parks and Recreation Director Randy Distad I. Call Meeting To Order Chair Johnson called the meeting to order at 7:00 p.m. Quorum was present. II. Approval of September 19, 2018 Meeting Agenda Moved by McMillen and seconded by Suchanek to approve the meeting agenda. All persons in favor (APIF). Motion carried. III. Approval of July 13, 2018 Regular Meeting Minutes The meeting minutes were approved with no revisions identified. IV. Presentations A. Rambling River Center 6 Month Review, Summer Recreation Program/Events, Summer Ice and Summer Parks and Facilities Projects and Operations Recreation Supervisor Kohlbeck, shared information about the memberships sold and participation numbers at the Rambling River Center for the first six months of the year. She also shared information about rentals that have occurred in the first six months. Rentals declined from 2017 due to Kwik Trip not renting the facility for training in 2018 as much as they did in 2017. Recreation Supervisor Kohlbeck and Recreation Supervisor Hayes reviewed a table showing the summer programs and event participation. Both noted where participation increased and decreased and provided reasons for this. Recreation Supervisor Hayes also talked briefly about his work so far on the Park Passport Program. He is focusing on making this program a more comprehensive attendance program that would require attendance at events and visiting specific parks and facilities. He said the challenge will be for participants to show they have been at parks because there won’t be a city employee at the park to stamp a passport, whereas at events and facilities there would be staff available to stamp a passport. Parks and Facilities Supervisor Pire reviewed the financial information about summer ice at Schmitz-Maki Arena. It was estimated that summer ice showed a small operating profit. He also provided information about park projects that were completed including walls that were installed in several parks to provide an anchor for portable toilets. The Commission liked this approach with trying to reduce vandalism to toilets. V. Business Items A. Ballfield Improvements Request by Farmington Baseball Association (FBA) Director Distad asked Commission member to discuss and consider the request made by FBA to make improvements to ballfields in Prairieview Park and Rambling River Park Feely Fields. He informed Commission members there has been a history of the FBA making improvements to other city ballfields over the years. He shared that if the Commission would like to pursue this latest partnership then a formal motion should be made to ask staff to work with the FBA on an agreement that would be brought back to the Commission for review and approval. He further stated that if the Commission approves an agreement with the FBA, then it would be brought to the City Council for final approval. Chair Johnson asked what the past relationship has been with the FBA. Director Distad answered in the past the relationship has been very positive and there have been agreements in the past between the city and FBA resulting in the relationship remaining positive. McMillen shared he feels the city should work on developing an agreement with FBA to make the field improvements based on productive past relationships and partnerships the city has had with the FBA. Suchanek moved to have staff work with the FBA on an agreement and then once an agreed upon draft agreement has bee created, it should be brought back to the Commission for review and approval. Motion was seconded by McMillen. APIF. Motion carried. B. Bike Pedestrian Plan Proposals and Committee Director Distad informed Commission members that seven Bike Pedestrian Plan Request for Proposals (RFP) were mailed to consulting firms and the RFP was posted on the city’s website. There were proposals submitted by three consulting firms. Staff and the Commission were asked to score the proposals submitted. He reviewed the results of the scores. He made Commission members aware the proposal submitted by Hoisington Koegler Group, Inc. received the highest average score. Moved by McMillen and seconded by Suchanek to recommend to the City Council to hire HKGI to complete the city’s Bike Pedestrian Plan. APIF. Motion carried. Director Distad reminded the Commission that a list of organizations and community members were previously identified to serve on a Bike Pedestrian Plan Committee (Committee) because the grant received from Dakota County required a public engagement process. Chair Johnson asked if the Commission was okay with the list of Committee representatives or if there were additional organizations to add to the list. There were no additional organizational names added to the list. Moved by Suchanek and seconded by McMillen to approve the Committee structure and recommend to the City Council to approve the Committee structure. APIF. Motion carried. C. Commission Member Group Photo A group photo was taken of the Commission member present. Director Distad will have it posted on the City’s website. D. October Meeting Date Change Director Distad and Chair Johnson shared they both have conflicts with the October 10 meeting date. Commission members by consensus decided the following about changing the October 10 meeting date:  Tuesday, October 9 was decided as the new meeting date as long as there was a quorum present  If there were not enough members available to attend a meeting on October 9 to have a quorum, then the October meeting would be cancelled  Director Distad will contact Commission members Moore and Ramdhan to make them aware of the meeting date changed and see if they are able to attend and will send out an email to all Commission members making them aware of the October meeting will be held on October 9 or will be cancelled VI. Discussion Items A. Review 2018 Annual Work Plan Chair Johnson reviewed the 2018 Annual Work Plan and identified items completed. There were no new items completed since the last Commission meeting. B. 2019 Annual Work Plan Ideas/Topics Commission members identified the following possible topics be considered for the 2019 work plan:  Create an approved Bike Pedestrian Plan  Recommend a five year capital improvement plan for the park system  Develop Prairie Pines Park  Develop Marigold Park  Recommend a final park and recreation chapter for the 2040 Comprehensive Plan  Meet with the Empire Township’s Park and Recreation Commission  Meet with the Rambling River Center Advisory Board  Have a parks and facilities tour with the City Council  Develop a parks passport program C. Review Parks and Facilities Tour with the Rambling River Center Advisory Board (RRCAB) Following feedback/comments were provided by Commission members about the tour:  Suchanek enjoyed the tour and thought it was beneficial  McMillen felt it went well and suggested it be done in the future  Johnson thought that if in the future there was another tour with the RRCAB, then during the tour the RRCAB members should be asked for feedback about what they saw in the park and if there was anything that could be added to the park to make it more useful/attractive for older adults in the community VII. Commission Roundtable Suchanek: Didn’t have anything to share. McMillen: Reminded Commission members about the Waffle Breakfast and Silent Auction fundraiser that will be occurring at the Rambling River Center on Saturday, October 27 from 8:30-11:30 a.m. He also shared there is going to be a meet and greet with the police department and the city’s new k-9 officer in October at the liquor stores. It will be a fundraiser for the k-9 program. Johnson: Encouraged people to register and get out and vote in the election. VIII. Staff Report A. Arena Preliminary Design Informed Commission members that progress is being made on the trail construction and the base material has almost entirely being placed. If the weather remains dry, the contractor is planning to pave the trail yet this week and then will complete the restoration work along the edge of the trail, seed this area and then apply an erosion control blanket. If the weather continues to be favorable he thought the trail could be opened up sometime the following week. B. Sapphire Lake Development Informed Commission members the contractor has had to step back from completing the shelter construction because he has had to finish installing playground equipment at several school sites in the metro area. Once he has finished with the playground installations, the contractor will be back to install the metal roof and cupola. This work will hopefully occur by the end of September. C. 2019 Budget Distad shared that a Garage and Jewelry Sale Fundraising event will be held on September 21 and 22. He also shared the annual Waffle Breakfast and Silent Auction fundraising event will occur on Saturday, October 28. IX. October 9, 2018 Meeting Agenda Items The following items were tentatively identified by Commission members for its October, 2017 meeting agenda: 1. 2018 Work Plan review 2. Bike Pedestrian Plan 3. 2019 Work Plan ideas/topics 4. Trails wayfinding signage program X. Adjournment Moved by McMillen and seconded by Suchaneke to adjourn the meeting. APIF. Motion carried. The meeting was adjourned at 8:07 p.m. Respectfully Submitted, Randy Distad Parks and Recreation Director and Recording Secretary