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HomeMy WebLinkAbout10.23.23 Parks and Rec Packet Meeting Location: Farmington City Hall 430 Third Street Farmington, MN 55024 PARKS AND RECREATION REGULAR MEETING AGENDA Monday, October 23, 2023 6:00 PM Page 1.CALL TO ORDER 2.APPROVE AGENDA 3.APPROVE MINUTES 3.1.Approve September 13, 2023 Meeting Minutes Agenda Item: Approve September 13, 2023 Meeting Minutes - Pdf 3 - 7 4.PRESENTATIONS 4.1.Public Comments Agenda Item: Public Comments - Pdf 8 5.BUSINESS ITEMS 6.DISCUSSION ITEMS 6.1.2024 Work Plan Ideas Agenda Item: 2024 Work Plan Ideas - Pdf 9 6.2.Review 2023 Work Plan Progress Agenda Item: Review 2023 Work Plan Progress - Pdf 10 - 14 7.COMMISSION ROUNDTABLE 7.1.Round Table Format Agenda Item: Round Table Format - Pdf 15 8.STAFF REPORT/UPDATES 8.1.Informational Updates Agenda Item: Informational Updates - Pdf 16 9.MEETING AGENDA TOPICS Page 1 of 17 9.1.Possible Items for November 8, 2023 Meeting Agenda Agenda Item: Possible Items for November 8, 2023 Meeting Agenda - Pdf 17 10.ADJOURN Page 2 of 17 PARKS AND RECREATION COMMISSION AGENDA MEMO To: Parks and Recreation Commission From:Kellee Omlid, Parks & Recreation Director Department:Parks & Recreation Subject:September 13, 2023 Meeting Minutes Meeting:Parks and Recreation Commission - Oct 23 2023 INTRODUCTION: Attached are the draft minutes from the parks and recreation commission’s September 13, 2023 meeting. Commission members are asked to review the minutes and provide any corrections or additions that are needed at the meeting. ATTACHMENTS: September 13, 2023 PRC Draft Meeting Minutes Page 3 of 17 Farmington Parks and Recreation Commission Minutes from the September 13, 2023 Regular Meeting Members Present: Katharine Caron, Cody Fishman, Megan Merricks, and David McMillen Members Absent: Katie Putt Other’s Present: Parks and Recreation Director Kellee Omlid and Recreation Supervisor Missie Kohlbeck I. Call Meeting to Order Vice-Chair McMillen called the meeting to order at 7:00 p.m. Quorum was present. II. Approval September 13, 2023 Meeting Agenda Moved by Caron and seconded by Fishman to approve the meeting agenda. All persons in favor (APIF). Motion carried. III. Approval of August 9, 2023 Regular Meeting Minutes Moved by Merricks and seconded by Fishman to approve the meeting minutes with no revisions. APIF. Motion carried. IV. Presentations A. Public Comments There were no public comments shared at the meeting. B. Rambling River Center Operations Report Recreation Supervisor Missie Kohlbeck shared information and numbers for program participation, rentals, and memberships at the Rambling River Center (RRC). This included annual numbers from January 2017 through August 2023. Program participation numbers are better this year than the last two, but not back to pre-covid numbers. Programming has also changed with few card games and no dominos being played at the RRC. Participation in bingo and wellness and exercise classes have been good. Commission asked what the requirements are to be a member. Adults ages 50 years and older are eligible to be a member; membership fee is currently $39 for the year. There is a Financial Support Program (FSP) that aids with the annual membership fee. The passenger van is here! Staff is working with BlackFire Creative to get a few options for logos and text to be wrapped on the vehicle. The raffle fundraiser with the Farmington Rotary was a success with 291 out of 300 tickets sold! The RRC and the Rotary each made $4,416. In addition, for every ticket purchased from Sara Butruff, her company, Travel Leaders – Galaxy Travel, would donate $5 to the RRC. Thanks to the 45 tickets sold by Ms. Butruff, $225 was donated to the RRC. V. Business Items Page 4 of 17 A. Meeting with City of Empire’s Parks and Recreation Commission The draft agenda for the joint meeting with Empire Parks and Recreation Commission was included in the meeting packet. This included agenda items the City of Empire emailed Director Omlid. The meeting will be Monday, October 23 at 7 p.m. at Farmington City Hall. We will meet prior at 6 p.m., it will be a short agenda so the meeting is done by 6:45 p.m. Moved by Fishman and seconded by Caron to approve the agenda and meeting date of October 23, 2023 for the joint meeting with Empire Parks and Recreation Commission. APIF. Motion carried. VI. Discussion Items A. Review Parks and Facilities Tour with Rambling River Center Advisory Board and City Council Commission thought the parks and facilities tour was really good and cool to see all the parks. Also, very beneficial and worthwhile for new members of the city council, Rambling River Center Advisory Board, and parks and recreation commission. Commissioner Fishman’s takeaway from the tour was adding lights is important as would make the parks and amenities (i.e., pickleball courts) more usable longer in the spring and fall. Director Omlid mentioned the Rambling River Center Advisory Board (RRCAB) thought the tour was eye opening and they didn’t know we have so many beautiful parks. One of the RRCAB members recommended moving the tour to the fall, so it wouldn’t be so hot. Commission members stated in the fall it starts to get darker earlier, so would need to start the tour earlier than 6 p.m. if push back to September. B. Review Fall Food Truck Event with City of Empire’s Parks and Recreation Commission Director Omlid read the email from Blue Loon stating their sales were off again this fall, so would be interested in participating in the spring event, but will probably need to decline the fall invite. Empire Parks and Recreation Commission (EPRC) reviewed the event at their meeting Monday and talked about the lower attendance as well. They thought the home football game contributed to the lower numbers and wondered since the State Fair and Dakota County Fair were relatively recent, perhaps that could have played a part in the lower numbers. EPRC suggested Friday, May 17 for the 2024 spring event. Commission members thought the event was good and heard comments that folks appreciated the lines weren’t as long. There wasn’t much garbage, so could tell numbers were lower. However, the playground was packed. The food truck events will be discussed at the joint meeting on October 23. Commission agreed with May 17 for the 2024 spring event. C. Rambling River Park Approved Master Plan Director Omlid reviewed the presentation of the Rambling River Park master plan to city council at their August 21 meeting. A few changes were made to the master plan including trying to avoid the floodway for trails and moving the splash pad to the short term. City council approved the master plan. Commission thought the master plan looked good as there is something for everyone and the process was well planned out. A question was asked what the next steps were. Director Omlid mentioned we have the funding for the playground, so need to identify funds for the other improvements. Staff plans to apply for the DNR Outdoor Recreation Grant, which was a $350,000 matching grant this year. Look for opportunities to present the master plan and funding needs and opportunities. Page 5 of 17 Review 2023 Work Plan Progress Vice-Chair McMillen reviewed the progress of the goals and objectives of the 2023 work plan. VII. Commission Roundtable McMillen: Didn’t have anything to share. Caron: Didn’t have anything to share. Putt: N/A Merricks: Didn’t have anything to share. Fishman: As discussed during the Rambling River Park master plan, embracing the Vermillion River and the importance of it as a trout stream. There is a Twin Cities Chapter of Trout Unlimited (TU) and their mission is “With over 2,000 members, we are one of the largest TU chapters in the nation. We work to restore and protect metro-area trout streams such as the Vermillion River, Hay Creek, and Trout Brook. We also support the conservation work of sister chapters in Minnesota and Western Wisconsin. Serving a large urban area, we are heavily involved in education and events to build a thriving and diverse community of anglers and conservationists." Volunteered to contact TU to invite them to present at a future parks and recreation commission meeting. Director Omlid mentioned the MN DNR would probably be willing to present to the commission as they drop approximately 10,000 trout annually in the Vermillion River at Rambling River Park. Commission thought a presentation after the first of the year would be good timing. Director Omlid will email Commissioner Fishman the DNR contact information. VIII. Staff Report/Updates Director Omlid provided information on the following: A. Boeckman Middle School Safe Routes to School MnDOT Boost Grant Boeckman Middle School was awarded a MnDOT Boost Grant in the amount of $31,000 for Safe Routes to School Programming including, but not limited to, bike trailer (for storage and transporting), outfitting the trailer with supplies for bike education, bike parking racks, funding for community programming. B. Tobacco Free Parks Presentation Dakota County Public Health will attend the November 8 parks and recreation commission meeting to present their Commercial Tobacco-Free Living Program. C. Pilot Knob Trail Preliminary Design The topographic survey and wetland delineation are completed. Bolton and Menk are currently working on potential trail layouts. D. Flagstaff Meadows Park McNamara Contracting started construction of the trail on Monday. The base layer of asphalt is down; staff is unsure when the wear course will be completed. E. Park Dedication Study Staff met with HKGi today (September 13) to review the draft ordinance and to walk through the fee analysis. There is still no decision in the Burnsville case. Thus, the park dedication study is on hold as we are at the point where we need to wait until a decision is made and published. F. Facility Condition Assessments Page 6 of 17 Kraus-Anderson completed facility condition assessments for eight (8) city facilities including the Rambling River Center and Schmitz-Maki Areana. Kraus-Anderson presented the preliminary findings of the facility condition assessments to city council at their September 5 work session. There is approximately $17 million of deferred maintenance over the next 10 years for the eight (8) facilities. Rambling River Center has approximately $1.3 million of deferred maintenance including roof, door and window, HVAC, and switchgear replacement. Schmitz-Maki Arena has approximately $3.48 million of deferred replacement including roof replacement, adding ice breaker system, and revisions of locker rooms 5 and 6. G. Sales Tax and Fees and Charges Beginning October 1, there is a state one percent (1%) tax increase going into effect in the seven-county metro area. The sales tax increase is split 0.25% to support housing projects and 0.75% to support transportation projects in the seven-county metro area. Parks and Recreation fees and charges that require charging sales tax will go up accordingly and will be rounded to the nearest dollar. H. Rambling River Center Passenger Van The passenger van arrived in Farmington! Staff is working with BlackFire Creative to get the logos and thank you message wrapped on the van. The van is 12-passenger which includes the driver. IX. Meeting Agenda Topics The following items were tentatively identified by the commission for its October 23, 2023 meeting agenda: 1. X. Adjournment Moved by Fishman and seconded by Merricks to adjourn the meeting. APIF. Motion carried. The meeting was adjourned at 8:18 p.m. Respectfully Submitted, Kellee Omlid Parks & Recreation Director and Recording Secretary Page 7 of 17 PARKS AND RECREATION COMMISSION AGENDA MEMO To: Parks and Recreation Commission From:Kellee Omlid, Parks & Recreation Director Department:Parks & Recreation Subject:Public Comments Meeting:Parks and Recreation Commission - Oct 23 2023 INTRODUCTION: This agenda item allows the public to speak to commission members about any item that is not on the agenda. When speaking to the commission it must be in a respectful and non-threatening manner. Anyone wishing to provide public comments must provide their name and address for the record. Public comments shall not exceed five minutes. The commission will not respond to the comments and a formal written response will be sent prior to the next commission meeting to the person who made the public comments. Under no circumstances will any formal action be taken on the public comments that are provided to the commission. Page 8 of 17 PARKS AND RECREATION COMMISSION AGENDA MEMO To: Parks and Recreation Commission From:Kellee Omlid, Parks & Recreation Director Department:Parks & Recreation Subject:2024 Work Plan Ideas Meeting:Parks and Recreation Commission - Oct 23 2023 INTRODUCTION: Annually in the fall, the commission begins the process of identifying items to consider for inclusion in the next year’s work plan. This may or may not include items in the 2023 work plan that were not completed and the commission would like to carry forward to the 2024 work plan. At the November meeting, additional items can be added to the list of work plan ideas. At the December meeting, time will be spent refining a draft work plan with final approval of the work plan occurring at the January 2024 meeting. Commission members are asked to come to the meeting with possible items that could be included in the 2024 work plan. Staff will then begin preparing a draft of the 2024 work plan for the December meeting. Page 9 of 17 PARKS AND RECREATION COMMISSION AGENDA MEMO To: Parks and Recreation Commission From:Kellee Omlid, Parks & Recreation Director Department:Parks & Recreation Subject:Review 2023 Work Plan Progress Meeting:Parks and Recreation Commission - Oct 23 2023 INTRODUCTION: The commission’s updated 2023 work plan is included in the meeting packet. Shown in bold red are work plan items completed either at or since the last commission meeting held on September 13, 2023. Items that are in bold black have been completed. Commission members should be prepared to review the work plan to identify any other additional items that have been completed and then discuss other work plan items it would like to work on at future meetings. ATTACHMENTS: 2023 Parks and Recreation Commission Work Plan October Updated Page 10 of 17 FARMINGTON PARKS AND RECREATION COMMISSION 2023 WORK PLAN Goal #1: Provide to the City Council a recommended 2024-2028 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 2024 to 2028. Status: Completed. A discussion occurred at the May 10, 2023 meeting. 2. By June 1, the Commission will finalize the five-year capital improvement projects for the years 2024-2028 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 2024-2028. 3. By December 31, the improvement projects recommended for funding from 2024-2028 will be included in the City Council’s approved 2024 final budget. Goal #2: Participate in a parks and facilities tour with the Rambling River Center Advisory Board and City Council. Objectives: 1. By March 1, the Commission, Advisory Board and City Council will have identified a date to have a tour. Status: Completed. August 30 has been set for the tour. 2. By May 1, a draft list of parks and facilities to tour will be reviewed by the Commission. Status: Completed. The commission recommended parks and facilities to tour at their June 14, 2023 meeting. 3. By June 1, a final list of parks and facilities to tour will be approved by the Commission. Status: Completed. The commission approved the tour sites and schedule at their July 12, 2023 meeting. 4. By October 1, a parks and facilities tour will have occurred. Status: Completed. The parks and facilities tour with the Rambling River Center Advisory Board and city council was held on August 30. Goal #3: Participate in a work session with City Council. Objectives: 1. By February 1, a date to have a work session with City Council will be identified. Status: Completed. A work session with city council and the planning commission is scheduled for April 3. 2. By May 1, a list of work session topic(s) will be approved by the Commission. Status: Completed. An introduction to park dedication was identified as the work session topic. 3. By October 1, a work session with City Council will have occurred. Status: Completed. A work session on park dedication was held with city council and the planning commission on April 3. Page 11 of 17 Goal #4: Participate in the process of making improvements at Flagstaff Meadows Park. Objectives: 1. By January 1, the Commission will have reviewed and approved from the proposals submitted a vendor to purchase and install the playground equipment and will make a recommendation to City Council to approve the vendor selected. Status: Completed. At their December 14, 2022 meeting, commission selected and recommended a vendor to purchase and install the playground equipment. 2. By February 1, City Council will have approved the purchase and installation of the new playground equipment. Status: Completed. City council approved the purchase and installation at their December 19, 2022 meeting, 3. By February 1, the Commission will have reviewed and approved the shade structure designs and colors and will make a recommendation to City Council to approve the purchase. Status: Completed. At their June 14, 2023 meeting, commission selected the colors of the shade structure and recommended city council approve the purchase. 4. By March 1, City Council will have approved the purchase and installation of the new shade structure. Status: Completed. City council approved the purchase and installation of the shade structure at their June 20, 2023 meeting. 5. By August 1, installation of the new playground equipment and shade structure will have been completed. 6. By October 31, a ribbon cutting will have been completed for the new park. Goal #5: Identify Bike Pedestrian Plan Priorities to Accomplish in 2023. Objectives: 1. By March 31, the Commission will have reviewed the priorities identified in the Bike Pedestrian Plan. At its March 8 meeting, the commission decided to wait until the Pavement Condition Index (PCI) survey has been completed on the trails before deciding on additional priorities to work on in 2023. 2. By May 15, the Commission will have developed and approved a list of priorities to work on and complete in 2023. 3. By December 31, Commission members will have worked with staff to accomplish the Bike Pedestrian Plan priorities it identified to complete. Goal #6: Participate in the process of making improvements at Rambling River Park. Objectives: 1. By February 1, the Commission will have provided input on the scope of services for completing a new master plan for Rambling River Park. City council will have approved a consultant to develop the new master plan. Status: Completed. The commission provided input on the master plan proposal draft at their February 8 meeting and city council approved HKGi to update the master plan at their March 6 meeting. 2. By March 1, the Commission will have given input on potential improvements (i.e. playground equipment, tennis courts / pickleball courts, skate park, etc.) to be included in the master plan. Page 12 of 17 Status: Completed. At the May 10 meeting, commission listened to a presentation by HKGi on the process to-date and provided feedback on potential amenities and locations in the park. 3. By June 15, a preliminary draft master plan for the park with cost estimates will be reviewed by the Commission and feedback given to the consultant on any revisions to be made to the master plan. Status: Completed. The commission reviewed the draft preferred concept with cost estimates and provided feedback to HKGi at their July 12, 2023 meeting. 4. By August 1, a final master plan with cost estimates will have been reviewed by the Commission and a recommendation for approval and funding forwarded to the City Council. Status: Completed. The commission reviewed the updated draft preferred concept at their August 9, 2023 meeting. 5. By September 1, City Council will have approved a master plan for the park. Status: Completed. City council approved the master plan for Rambling River Park at their August 21, 2023 meeting. Goal #7: Host food truck events in the spring and fall with City of Empire’s Parks and Recreation Commission. Objectives: 1. By January 1, the date and location for the spring food truck event will be approved. Status: Completed. Friday, May 19 from 5 to 8 p.m. in Empire Township at Stelzel Ballfields was approved for the spring food truck event at the joint meeting on October 10, 2022. 2. By April 1, the date and location of the fall food truck event will be approved. Commission will also have decided who will contact the food trucks to see if they are interested in participating. Status: Completed. Friday, September 8 from 5 to 8 p.m. in Empire at Stelzel Ballfields was approved for the fall food truck event at the April 12 meeting. Commissioner Crabtree will contact the food trucks to see if they are interested in participating. 3. By May 15, Commission members will have decided who will help at what times with the spring food truck event. Status: Completed. The commission decided at their May 10 meeting who would work from 4:30-6:30 p.m. and 6:30-8:30 p.m. 4. By May 31, the spring food truck event will have happened. Status: Completed. The spring food truck event was held May 19 with eight food trucks and approximately 1,200 attendees. 5. By September 1, Commission members will have decided who will help at what times with the fall food truck event. Status: Completed. The commission decided at their August 9 meeting who would work from 4:45-6:30 p.m. and 6:30-8:15 p.m. 6. By September 30, the fall food truck event will have happened. Status: Completed. The fall food truck event was held September 8 with seven food trucks and approximately 600 attendees. 7. By October 31, the commissions will have jointly discussed and evaluated the spring and fall food truck events. Goal #8: Continue to build and strengthen relationships with City of Empire’s Park and Recreation Commission (EPRC). Objectives: Page 13 of 17 1. By July 1, a date for the joint meeting with EPRC will be set. Status: Completed. Monday, October 23 at 7 p.m. was set for the joint meeting. 2. By August 1, discuss and formulate a list of discussion topics for a joint meeting agenda with EPRC. Status: Completed. A list of topics was discussed at the July 12 meeting and forwarded to (EPRC) 3. By September 1, approve a list of discussion topics for a joint meeting agenda with EPRC. Status: Completed. The agenda was approved at the September 13 parks and recreation commission meeting. 4. By December 1, a meeting will have been held with EPRC. Goal #9: Receive periodic presentations from each of the parks and recreation department’s professional staff members about programs, parks, facilities and trails and a presentation from the Finance Director on the budget and a presentation from the Planning Manager on new housing and business developments. Objectives: 1. By April 15, Commission members will have received a presentation from the Finance Director on the city’s budget and funding sources. Status: Completed. The Finance Director presented the city’s budget and funding sources at the April 12 meeting. 2. By May 15, the Commission will have received a presentation by professional staff members of the Department’s 2022 Annual Report. Status: Completed. The annual report was presented at the March 8 meeting. 3. By June 15, 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 presented the results of the Schmitz-Maki Arena’s 2022-23 winter season and 2023 spring turf season at the August 9 meeting. 4. By July 15, Commission members will have received a presentation from the Planning Manager on current and future developments. Status: Completed. The Planning Manager presented current and future residential and commercial developments. 5. By September 15, Commission members will have received a presentation from staff on the first half operations of the Rambling River Center. Status: Completed. Recreation Supervisor Missie Kohlbeck presented the first eight months of operations of the Rambling River Center at the September 13 meeting. 6. By October 15, Commission members will have received a presentation from staff on the results of the summer programs offered. 7. By December 15, Commission members will have received a presentation from staff about the spring turf season and summer ice season. 8. By December 15, the Commission will have received a presentation from staff about maintenance and improvements to parks and trails. Page 14 of 17 PARKS AND RECREATION COMMISSION AGENDA MEMO To: Parks and Recreation Commission From:Kellee Omlid, Parks & Recreation Director Department:Parks & Recreation Subject:Round Table Format Meeting:Parks and Recreation Commission - Oct 23 2023 INTRODUCTION: The round table agenda item allows commission members to share information or ask staff about items not on the agenda. No formal decisions are made during this agenda item. Page 15 of 17 PARKS AND RECREATION COMMISSION AGENDA MEMO To: Parks and Recreation Commission From:Kellee Omlid, Parks & Recreation Director Department:Parks & Recreation Subject:Informational Updates Meeting:Parks and Recreation Commission - Oct 23 2023 INTRODUCTION: This agenda item is an opportunity for staff to provide informational updates to commission members. These items are informational only and no formal decision can be made during this agenda item. Staff will provide an update during the meeting about the following: 1.Pilot Knob Trail Preliminary Design 2.North Creek Greenway Trail 3.Mystic Meadows Trails 4.Flagstaff Meadows Park 5.Park Dedication Study 6.Schmitz-Maki Arena Drop-Off Lane and Pillars 7.Emerald Ash Borer in Parks 8.Halloween Havoc Tour and Halloween Walk 9.Rambling River Center Annual Breakfast and Silent Auction Fundraiser Page 16 of 17 PARKS AND RECREATION COMMISSION AGENDA MEMO To: Parks and Recreation Commission From:Kellee Omlid, Parks & Recreation Director Department:Parks & Recreation Subject:Possible Items for November 8, 2023 Meeting Agenda Meeting:Parks and Recreation Commission - Oct 23 2023 INTRODUCTION: The following are possible topics staff has identified for commission to consider for its November 8, 2023 meeting agenda: •Commercial Tobacco Free Living Presentation by Dakota County Public Health and Tobacco-Free Alliance •Summer Programs Report •Review Joint Meeting with Empire Parks and Recreation Commission •2024 Work Plan Ideas •Trails Pavement Condition Index Map •Park Dedication Study •2023 Work Plan Review Commission members should come prepared to identify other possible topics for the November 8, 2023 meeting agenda. 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