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HomeMy WebLinkAbout05.09.18 Parks and Rec Packet C ity of Farm ington 430 T hird S treet F armington, Minnesota 651.280.6800 - F ax 651.280.6899 www.c i.farmington.mn.us Special F armington P arks and Recreation Commission Meeting Wednesday, May 9, 2018 6:00 P M Rambling Riv er Center Nicolai B oard Room Joint Meeting Rambling Riv er Center Adv isory Board and P ark and Recreation Commission Agenda I.Call M eeting to Order I I.Approve M eeting Agenda I I I.Approve M eeting M inutes I V.Presentations A.I ntroductions V.Discussion Items A.P ark and Facilities Tour L ocations B.2018 A nnual Work Plans C.Rambling River Center L ogo, B rand and Tagline D.Tour of Rambling River Center V I.Adjournment "T he Farm ington P arks and Recreation Advisory Commission's m ission is to advise and make recom m endations to the Farm ington City Council concerning the com prehensive planning of the City parks, trails, open space, recreation facilities and recreation programs." C ity of F armington 430 T hird S treet F armingto n, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.c i.farmington.mn.us TO:F armington P arks and R ecreation C ommis s ion Members F R O M:R andy Dis tad, P arks and R ec reation Direc tor S UB J E C T:Introduc tions D AT E:May 9, 2018 B AC KG R OUN D S inc e this is the firs t-ever joint meeting between the P ark and R ec reation C ommission and the R ambling R iver C enter Advisory Board, it is a good idea to have members introduce thems elves to one another. It is als o appropriate during introductions for members to s hare how long they have served on their res pective commission and advis ory board. C ity of F armington 430 T hird S treet F armingto n, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.c i.farmington.mn.us TO:F armington P arks and R ecreation C ommis s ion Members F R O M:R andy Dis tad, P arks and R ec reation Direc tor S UB J E C T:P ark and F ac ilities Tour Loc ations D AT E:May 9, 2018 B AC KG R OUN D T here has been interest expres s ed by both the R ambling R iver C enter Advisory Board and P ark and R ecreation C ommis s ion members to tour city parks and facilities together. P ark and R ec reation C ommis s ion members have preliminarily identified s everal city park and facilities to c onsider for the tour. T hes e include: S chmitz-Maki Arena Jim Bell P ark and P reserve including showing the new trail s igns P rairieview P ark Evergreen Knoll P ark R egetta F ields park loc ation R ambling R iver P ark’s Vermillion R iver P rojec t Veteran’s Memorial A dis cus s ion s hould oc cur around if these preliminarily identified tour loc ations are acc eptable, if s ome of thes e loc ations should be removed from the tour, or if there should be other locations added to tour. Additionally, a date and time for the tour s hould oc cur. In the past, park tours by the C ommis s ion have typically started at 6:00 p.m. and ended by 8:00 p.m. W hen dis cus s ing possible dates and times for the tour, pleas e know that I am not available to tour with the group on the dates of Augus t 8, 9, and 10. T he outc ome of the disc ussion should be to determine a date and time for the tour that works best for the mos t members of both groups and a list of agreed upon c ity park and fac ility loc ations to tour. C ity of F armington 430 T hird S treet F armingto n, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.c i.farmington.mn.us TO:F armington P arks and R ecreation C ommis s ion Members F R O M:R andy Dis tad, P arks and R ec reation Direc tor S UB J E C T:2018 Annual Work P lans D AT E:May 9, 2018 B AC KG R OUN D Both the P ark and R ec reation C ommission and R ambling R iver C enter Advisory Board have developed and are ac tively working on 2018 Annual Work P lans. T he two work plans are attached for review. T he attached 2018 Work P lans have been updated to reflec t in bold blac k the items that have been completed s inc e January 1, 2018 and the items in bold red have been c ompleted s inc e the las t meeting of eac h res pective board/c ommis s ion. T he purpos e of this item is to have a pres entation and disc ussion about the items and initiatives that both the P ark and R ecreation C ommis s ion and R ambling R iver C enter Advis ory Board have included in eac h of their res pective 2018 Annual Work P lan. T he outcome is for both groups to learn more about the goals and objectives identified to be achieved in 2018 by the two groups. AT TAC HMENT S : Type Des cription Backup Material 2018 Rambling River Center Advisory Board Annual Work Plan Backup Material 2018 Park and Recreation Commission Annual Work Plan RAMBLING RIVER CENTER ADVISORY BOARD 2018 WORK PLAN Goal #1: To promote and increase Rambling River Center (RRC) memberships. Objectives: 1. By February 1, assist the Recreation Supervisor at the Community Expo to promote the RRC membership. Status: Completed. Advisory Board members Marj Koski, Blanche Reichert, Kay Bennett and Marilyn Briesacher volunteered their time and assisted with the promotion of the RRC during the Community Expo on January 27. 2. By June 30, at least one Advisory Board member will have assisted the Recreation Supervisor with a visit to at least one senior housing building and/or care facility to promote the RRC. 3. By September 30, at least one Advisory Board member will have assisted the Recreation Supervisor with a visit to at least one senior housing building and/or care facility to promote the RRC. 4. By December 31, at least one Advisory Board member will have assisted the Recreation Supervisor with a visit to at least one senior housing building and/or care facility to promote the RRC. Goal #2: Review a list of capital improvement project items to be completed at the RRC and then begin completing the improvement projects. Objectives: 1. By March 1, review and revise, if needed, the current long term capital improvement items and the estimated costs of the improvements. Status: Completed. Review and revisions were completed at the January 8 meeting. 2. By April 1, determine at least one capital improvement to make or capital equipment to purchase for the RRC. Status: Completed. Replacing the Banquet Room window blinds and adding additional lighting to the Banquet Room were identified to be completed. 3. By December 31, complete at least one capital improvement item or purchase one capital equipment item on the identified capital improvement project list for the RRC. Status: Partially completed. Lighting improvement has been completed in the Banquet Room. The window blind replacement project is currently in the process of being completed. Goal #3: Continue fundraising efforts to fund RRC’s future capital improvement projects by raising at least $10,000 through at least four fundraising events and from donations. Objectives: 1. By April 1st, assist with at least one fundraising activity. Status: Completed. Advisory Board members helped at the January 20 Farmington VFW Steak Fry Fundraiser that raised $800.00 for the RRC. 2. By July 1st, assist with at least a second fundraising activity. Status: Completed. Assistance is being provided at the April 14 Arts and Crafts Sale fundraising event. 3. By October 1st, assist with at least a third fundraising activity. 4. By December 31st, assist with at least a fourth fundraising activity. Goal #4: Have a successful Trip Planning Committee. Objectives: 1. By May 1, Committee will have met to evaluate trips that occurred in the first quarter and determine what trips were successful and begin initial discussion on possible trips in 2019. 2. By August 1, the Committee will have met to evaluate trips that occurred in the second quarter and determine what trips were successful and will have developed a draft list of possible trips to offer in 2019. 3. By October 1, the Committee will present the draft list of possible trips to the Advisory Board for review and direction. 4. By November 1 the Committee will have met to evaluate trips that occurred in the third quarter and determine what trips were successful and will have created a final list of trips to be offered in 2019. 5. By December 31, the Committee will present to the Advisory Board an attendance report on the trips that occurred in 2018 and a list of trips that will offered in 2019. 6. By December 31, the Advisory Board will have participated in the promotion of RRC trips. 7. By December 31, the Advisory Board will have received input from RRC members about possible trip ideas. Goal #5: Address volunteerism by having a strategic plan to increase the number of volunteers . Objectives: 1. By March 1, review current process to recruit volunteers. Status: Completed. Review occurred at the January 8 meeting. 2. By May 1, review current process of how volunteer opportunities are publicized. Status: Completed. A review occurred during the February 12 meeting. 3. By August 1, determine best strategies, tactics and practices that can be used to increase the number of volunteers for the front desk, during events and at fundraisers. Goal #6: Participate in the city’s Comprehensive Plan update to address future needs of the city’s population of older adults. Objectives: 1. By January 15, Review and provide feedback on a draft Park, Recreation and Open Space executive summary. Status: Completed. Review occurred at the January 8 meeting and feedback was given to make sure language was included about the trails being accessible to all. 2. By March 1, Review and approve a final Park, Recreation and Open Space executive summary. Status: Completed. Final review completed at the January 8 meeting. Goal #7: Implement branding, tag-line and story-telling programs for the RRC. Objectives: 1. By May 1, review and implement improvements to be made to the RRC interior and exterior wayfinding signage. 2. By July 1, create a template for graphics on RRC letterhead that reflects the brand associated with the RRC. 3. By September 1, create a template for graphics to be included in RRC flyers, posters and publications that reflects the brand and tag line associated with the RRC. 4. By December 31, develop a story line about the history of the RRC that can be used to market the RRC. 5. By December 31, develop a book or archive of RRC history. Goal #8: Provide opportunities for members to be educated about how to use technology. Objectives: 1. By April 1, complete a review on the technologies that training and education could be provided. Status: Completed. Review was completed through the Farmington Journey Program partnership. 2. By June 1, select at least two technologies to that training and education can be provided. Status: Completed. A class on Twitter, Instagram, Facebook and Pinterest were identified to be offered through the Farmington Journey Program partnership. 3. By September 1, work with a possible sponsor/partner to offer the first training opportunity on a technology topic. Status: Completed. A class on Twitter and Instagram was offered in February at Meadowview Elementary School by Community Education and through the Farmington Journey Program partnership. 4. By December 31, work with a possible sponsor/partner to offer a second training opportunity on a technology topic. Goal #9: Develop strategies and tactics to increase the number of RRC rentals and annual revenue from rentals. Objectives: 1. By April 1, review the current rental forms, policies and information to see if any revisions should made. Status: Completed. A review occurred during the February 12, 2018 meeting. 2. By May 1, review the current rental fees to see if any revisions should be made to the fees and if any revisions should be made to what is included with the rental fees. Status: Completed. Review occurred during the February 12, 2018 meeting. 3. By June 1, review the current process used on the day of the rental for any revisions to be made such as access to the RRC during the rental, staffing during the rental, clean up after the rental and room set up after the rental. 4. By August 1, make a recommendation to the Park and Recreation Commission concerning any revisions to be made to the RRC rental program. FARMINGTON PARK AND RECREATION COMMISSION 2018 WORK PLAN Goal #1: Provide to the City Council a recommended 2019-2023 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 2019 to 2023. Status: Completed. A discussion occurred at the January 10 meeting about a draft five year capital improvement plan of projects to be completed in the years 2019 to 2023. 2. By June 1, the Commission will finalize the five year capital improvement projects for the years 2019-2023 and make a recommendation to the City Council for approval. Status: Completed. A five year capital improvement plan was approved and forwarded to be included in the 2019 and 2020 budget process. 3. By September 15, the projects recommended for funding from 2019-2023 will be included in the City Council approved 2019 preliminary budget. Goal #2: Create names for the neighborhood parks in the Regetta Fields and Fairhill Estate at North Creek developments. Objectives: 1. By March 1, 2018, the Commission will have discussed the process it would like to use to name the two parks. Status: Completed. Commission decided at its January 10 meeting to have a public park naming contest for the neighborhood park in the Regetta Fields development. The naming process was kicked off at the Community Expo and the deadline to submit a park name is February 28, 2018. The Fairhill Estates at North Creek development park name decision was delayed until final plat approval is given. 2. By June 1, 2018 the process used will provide a possible list of names for the two parks. Status: Completed for the Regetta Fields development, but not completed for the Fairhill Estate at North Creek development. This is due to the development not receiving final plat and a development agreement approval yet by the City Council. Because of this the naming of the park in the Fairhill Estate at North Creek development was put on hold. There were 39 park names submitted for the Regetta Fields development. 3. By August 1, 2018 the Commission will have reviewed the list of possible park names and narrowed the list to no more than three names for each park. Status: Completed. The Commission reviewed the park names submitted for the Regetta Fields development and narrowed the list of names to five finalist during the March 14, 2018 meeting. 4. By October 1, 2018, the Commission will make a decision on a final name for each park and will have forwarded the name for each park to the City Council for approval. Status: Completed. The Commission selected Flagstaff Meadow as the name of the park in the Regetta Fields development. This park name was recommended to the City Council for approval. 5. By December 31, 2018, the City Council will have approved the names of each park in the two developments. Status: Completed for Regetta Fields Development, but not Fairhill Estates at North Creek Development. The City Council approved the park name Flagstaff Meadow for the Regetta Fields Development at its April 2, 2018 meeting. Goal #3: Receive periodic presentations from each of the Parks and Recreation professional staff members about programs, parks, facilities and trails. Objectives: 1. By March 1, the Commission will have received a presentation by professional staff members of the Department’s 2017 Annual Report. Status: Completed. The 2017 Annual Report was presented by staff at the March 14, 2018 meeting. 2. By May 1, Commission members will have received a presentation from staff on the results of the Schmitz-Maki Arena’s ice season. 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 #4: Work with City staff to complete the city’s 2040 Comprehensive Plan Parks, Recreation and Open Space Systems Plan Executive Summary (2040 Comp Plan). Objectives: 1. By February 15, finalize the five-year Park Improvement Fund’s Capital Improvement Plan (CIP) to include parks that have been recently acquired and to also rotate existing parks into the five year CIP. Status: Completed. A five year plan was discussed and created for the co mprehensive plan at the January 10 meeting. 2. By February 15, finalize park and trail maps to be included in the 2040 Comp Plan. Status: Completed. A draft park and trail map was approved at the January 10 meeting. 3. By February 15, review a draft executive summary. Status: Completed. A review of a draft executive summary was completed at the January 10 meeting. 4. By March 15, review and approve a final version of the executive summary and existing and proposed park, trail and open space plan map. Status: Completed. A review and approval was accomplished during the January 10 meeting. Goal #5: Work with city staff on a Bike Pedestrian Plan. Objectives: 1. By January 31, determine possible funding sources to cover the costs associated with developing a Bike Pedestrian Plan. Status: Completed. At the January 10 meeting a discussion occurred and the possible funding sources included applying for a grant from Dakota County and the grant matching requirements would come from in-kind labor and/or funds from the Park Improvement Fund. 2. By February 15, make a recommendation to the City Council to move forward with developing a Bike Pedestrian Plan including hiring a consulting firm to assist the city with this process and if viable funding sources are available. Status: Completed. At the January 10 meeting the Commission made a recommendation to the City Council to move forward with completing a plan and to fund it from a Dakota County grant and that the grant matching requirement would come from in-kind labor and/or Park Improvement Fund funding. 3. By September 30, identify which organizations should be represented on a committee to help create a Bike Pedestrian Plan. 4. By November 1, work with staff in the selection process to hire a consultant to assist the city with developing the Bike Pedestrian Plan. 5. By November 1, work with the consultant and staff to begin the process of developing a Bike Pedestrian Plan for the city. 6. By November 1, forward a recommended list of committee members from the community to help create a draft Bike Pedestrian Plan to the City Council for approval. 7. By December 31, work with staff and a consultant to begin the process of developing a Bike Pedestrian Plan schedule that allows the plan to be completed and approved by the summer of 2019. Goal #6: Review current business and organizational partnerships and cultivate other possible partnerships for the Parks and Recreation Department’s facilities, events and programs. Objectives: 1. By March 1, staff will review with the Commission existing partnerships/sponsorships that exist with businesses and organizations. Status: Completed. During the 2017 annual report information was provided about the various partners and sponsors the department works with to provide services to the community. 2. By April 1, the Commission will discuss possible opportunities, obstacles and priorities to increase partnerships/sponsorships in order to expand facilities, programs and/or events in city parks. Status: Completed. The Commission discussed and approved reaching out to local businesses to sponsor the park naming contest. 3. By May 1, staff will have mailed letters to businesses and organizations about existing and any new sponsorship opportunities with the city. Status: Completed. Commission member Suchanek reached out to local businesses to sponsor a park naming contest. 4. By August 1, staff will have reviewed with the Commission responses received from the letter. Status: Completed. Commission member Suchanek received responses from six Farmington businesses who agreed to sponsor and provide prizes for the park naming contest. 5. By September 1, and after discussing possible opportunities and obstacles, determine at least one possible partnership or sponsorship that would allow a park facility to be improved or a new program and/or event that could be held at a new park location in 2018. 6. By December 31, staff will publicize in the City News and Recreation Guide the partnerships/sponsorship that will occur in 2019. Goal #7: Continue to develop and celebrate the trail wayfinding signage program. Objectives: 1. By April 1, determine additional trail loop location(s) and possible funding sources for the trail wayfinding signage program. 2. By May 1, hold a ribbon cutting for the trail wayfinding signs that were installed in 2017. 3. By June 1, work with a graphics design company on a cost estimate for the design and graphics of trail wayfinding signs that can be purchased and installed at trail heads. 4. If funding is available to purchase additional trail wayfinding signs, then by November, city staff will have purchased and installed additional trail wayfinding signage in the locations determined by staff and the Commission and a ribbon cutting ceremony will have occurred. Goal #8: Work with Fairhill Estate at North Creek developer to create a park master plan for the public park and to construct improvements in the park based on the master plan. Objectives: 1. By May 1, a preliminary draft master plan for the park will be reviewed by the Commission and feedback given to the developer on any revisions to be made to the master plan. 2. By July 1, a final master plan will have been reviewed by the Commission and a recommendation to approval being forwarded to the City council. 3. By September 1, the City Council will have approved a master plan for the park. 4. By October 1, the developer will have started on making improvements to the park. 5. By December 31, the developer will have completed all of the improvements that were identified to be completed in 2018. Goal #9: Review the city’s communication policy and explore communication options in order to optimize as much as possible the publicizing of events and programs. Objectives: 1. By March 1, the Commission will have reviewed the city’s communication policy. Status: Completed. A review of the city’s communication guide was completed at the January 10 meeting. 2. By April 1, the Commission will have discussed possible communication options to use that fit within the city’s communication policy. Status: Completed. Commission discussed at its February 14 meeting to have staff continue to make videos when possible about programs, events and projects. The Commission will also find opportunities where it can share information with the public about programs, events and projects. 3. By May 1, the Commission will have finalized what communication methods/approaches to have staff use in order to optimize the publicizing of events and programs. Status: Completed. The Commission discussed at its February 14 meeting to have staff continue to make videos when possible about programs, events and projects. 4. By December 31, the Commission will evaluate with staff the communication methods/approaches that were used in 2018 and determine which of the methods/approaches should be used in 2019. Goal #10: Meet at least once 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 meeting. Status: Completed. At its February 14 meeting the Commission identified three possible dates to meet with the Advisory Board. The Advisory Board reviewed the dates at its March 12 meeting and selected a date of May 9 it would like to meet with the Commission. 2. By May 1, an agenda for the meeting will have been reviewed and approved by the Commission and Advisory Board. Status: Completed. Both the Commission and Advisory Board have suggested items for the meeting agenda. 3. By December 31, the Commission and Advisory Board will have met at least one time. C ity of F armington 430 T hird S treet F armingto n, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.c i.farmington.mn.us TO:F armington P arks and R ecreation C ommis s ion Members F R O M:R andy Dis tad, P arks and R ec reation Direc tor S UB J E C T:R ambling R iver C enter Logo, Brand and Tagline D AT E:May 9, 2018 B AC KG R OUN D T he R ambling R iver C enter Advisory Board had previously selec ted Daniel C arranza, a graphic arts s tudent from Dakota C ounty Technic al C ollege, to work on the des ign of a new R ambling R iver C enter logo, brand and tagline. R ecreation S upervis or Kohlbeck and several Advisory Board members have been working closely with Mr. C arranza on s everal logo concepts . S he will be s haring with the group at the meeting the mos t recent rendering of the logo and brand concept that has previously rec eived review and feedbac k from R ambling R iver C enter Advisory Board members. R ambling R iver C enter Advis ory Board members should feel free to als o add additional c omments after R ecreation S upervis or Kohlbeck has presented the most rec ent logo and branding c onc ept. P ark and R ecreaton C ommis s ion members are being asked to listen to the presentation and then provide additional input if they des ire on the draft concept logo, brand and tagline. R ec reation S upervisor Kohlbec k will then take any logo revision c omments bac k to Mr. C arranza and dis cus s them with him. C ity of F armington 430 T hird S treet F armingto n, Minnes o ta 651.280.6800 - F ax 651.280.6899 www.c i.farmington.mn.us TO:F armington P arks and R ecreation C ommis s ion Members F R O M:R andy Dis tad, P arks and R ec reation Direc tor S UB J E C T:Tour of R ambling R iver C enter D AT E:May 9, 2018 B AC KG R OUN D As a final wrap up to the meeting and before adjournment oc curs , a tour of the R ambling R iver C enter facility will be given. Highlights of the tour will inc lude recent improvement completed along with a brief pres entation about the building's us e.