WEDNESDAY, JUNE 17, 2015 RECREATION & PARKS ADVISORY COMMISSION MINUTES

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1 WEDNESDAY, JUNE 17, 2015 RECREATION & PARKS ADVISORY COMMISSION MINUTES 1. The Recreation & Parks Advisory Commission was called to order by Chairperson, Michelle Mersereau. Commission Members present: Kimberly Carpenter, At-Large Larry Freund, At-Large Kelly Janssen, At-Large Adedoja Jinadu, At-Large Michelle Mersereau, At-Large Paul Obinger, At-Large Mayata White, At-Large Commission Members absent: Mindy Frost, At-Large Marshell Morton-Spears, Planning Commission Liaison Charles Miller, At-Large Mike Trepanier, City Council Liaison Mark Wendt, At-Large James Williams, At-Large Staff: Jody Yungers, Director Jan Ficken, Program Services Manager Greg Hoag, Parks & Buildings Maintenance Manager 2. OPEN FORUM-PUBLIC COMMENT AND RESPONSE On May 20, 2015, Tessa and Macey Royer from Girl Scout Troop requested RPAC s consideration to install raised garden beds at Monroe Park. The troop is working on earning their Petal Badge and the requested project would fulfill the flower badge requirements. The troop would purchase the seeds and pallets needed to build the raised beds. Parks & Building Maintenance Manager, Greg Hoag stated staff was debriefed and evaluated the request. Some concerns were in making the raised beds out of pallets. Crews could construct something around the park signs that could be filled in at a later date if the beds are not maintained or are abandoned. Director, Jody Yungers stated, in the past, Operations & Maintenance has completed projects like this in the parks, there is currently a garden area around the ID sign, and this project could be part of an upgrade to the garden area. 3. APPROVAL OF RPAC JUNE 17, 2015 AGENDA Director, Jody Yungers requested that agenda item Park Tour Locations be moved to follow agenda item Amplified Sound Update. Motion, Chairperson Michelle Mersereau; Second, Commissioner Kelly Janssen, to approve the June 17, 2015 RPAC Agenda as amended. Motion unanimously approved. 1

2 4. APPROVAL OF RPAC MAY 20, 2015 MEETING MINUTES Amend minutes to reflect Commissioner Mayata White in attendance. Motion, Vice Chairperson Paul Obinger; Second, Commissioner Kim Carpenter, to approve the May 20, 2015 RPAC Minutes as amended. Motion unanimously approved. 5. NEW BUSINESS Proposed Budgets/CIP/CEP Director, Jody Yungers provided Commissioners with a draft of Key Talking Points for the Budget/CIP/CEP. Recreation Services Manager, Jan Ficken and Parks & Facilities Manager, Mary Pat Black along with staff are working on preparing their budgets to meet the Friday, June 19, 2015 timeline. Department budgets are submitted to the City Council with the exception of personnel costs and charge backs. The Recreation & Parks Department will receive a first draft of the budget in mid-august. City Council will review and give final approval of the budget in December. Director Yungers presented a few budget highlights: Department Reorganization Through the department s strategic planning process, we have assessed current organizational structure to fill skill set gaps; use staffs existing skill set strengths; and are developing a succession plan for filling two key positions over the next two years (Facilities & Parks Manager and Recreation Manager). Three specific skill set gaps have been identified; Youth Services Manager; Landscape Architect; and Marketing and Promotion Leadership. The Youth Services Manager position was in the Department 2015 requested budget, however, was voluntarily reduced from the Recreation and Parks Department budget to allow the new Director to assess program service area needs and develop a staffing plan utilizing resources in the most effective means to meet stated program area outcomes. This is a critical leadership position to help advance priority goals of the Youth Violence Prevention Initiative (YVPI). Other key issues affecting the budget include: 1) aligning youth intervention programs for improved outcome measures; 2) adjust fees and charges to align with the market while ensuring a scholarship program; 3) ensure program access; 4) new outreach program initiatives; and 5) conduct a parks & recreation community survey in preparation for possible future bond referendum in Commissioners can expect to see something in a more concrete format in September. Highlights of the proposed CIP plan included: System Plan To identify priority facilities for future development Capital Asset Replacement Program (Playgrounds, park buildings, tennis courts, basketball courts) Master Plan Eidem Farm Develop interpretive and building plans Coon Rapids/Environmental Area joint Master Plan Community Engagement and conceptual design development Signature Event Park A task force to identify key amenities Signature Ballfield Upgrade to Noble baseball field Artificial Turf Soccer field/field house Assessment of needs and locations Edinburgh USA Wayfinding, landscape improvement Edinburgh USA Clubhouse interior upgrades 2

3 CAC Facility asset replacements and water sediment remediation Coon Rapids Dam/Environmental Area Joint Master Plan - Director Yungers passed out information regarding Three Rivers Park District public relations information. Three Rivers will set up a display board for the public during Tater Daze events. A joint meeting with several partners throughout the surrounding cities and watershed district has been scheduled for Monday, June 29. In addition and as a part of the joint process, a later date will be set for a separate meeting between Three Rivers and City Commissions. Chairperson, Michelle Mersereau asked if information will be set up regarding the ped/bike trail during the Tater Daze events. Jody stated there will be promotion during the event for people to get involved in the ped/bike trail process. Commissioner, Kelly Janssen asked if North Hennepin County College is considering a large event area to be located where the ballfield is currently located. Jody stated they are open to the City looking at combining the existing two ballfields into one really good ballfield. Commissioner, Mayata White stated this is exciting news to hear as she is aware that the Liberian community is always looking for space for their events. Kelly asked if the Coon Rapids Dam Regional Park can be renamed to remove the name Coon Rapids. Jody agreed stating renaming the park is a number one priority. Commissioner, Adedoja Jinadu asked if Eidem Homestead is open to the public to reserve for events. Jody stated staff does a large amount of programming at the Farm and although the public can rent it out, the Farm is very limited in its capacity to accommodate groups of people. Review of Proposed Land Acquisition Director, Jody Yungers stated that the City currently owns the property at 8000 Mississippi Lane. In doing some research, staff found that the property at 8048 Mississippi is now up for sale for a list price of $575,000. Jody stated any time a city can gain access to water and property adjacent to a park is a positive move. If the City purchased the property; it could be split; the house resold for approximately $450,000; and the remaining property retained for parkland. This morning Jody met with Three Rivers and the Project Manager for the Mississippi bike trail and they have indicated that one of their goals within their master plan is to design and acquire land within the corridor and encompassing the river, for trails. One of the paths would come down 81 st Avenue into River Park and exit out on 83 rd Avenue to reconnect with the trail. The National Park Service also agrees that this location is a point of interest and supports the purchase. Jody met with the city s planning and development team who expressed some concerns over work flow and their need to allocate staff resources to split the plat, hire a realtor, have an assessment made, resell the house, requiring them to shift their priorities. Staff is looking to the RPAC for their recommendation this evening. Commissioner, Kelly Janssen stated she is personally opposed to the City purchasing any private property and asked if the owner could split the lot and sell just a portion of it to the City. Jody spoke with the realtor who is open to that suggestion but, hesitant because the owner then pays the cost due to park dedication. Kelly asked how long the property has been on the market. Jody stated a little over a week. 3

4 Commissioner, Adejoda Jinadu asked why the owners are selling the property. Jody stated the owners are leaving the community. Commissioners Paul Obinger and Larry Freund gave their support in purchasing the property stating this would be a great opportunity for the City. Following further discussion, the following motion was brought forward: Motion, Vice-Chairperson Paul Obinger; Second, Commissioner Larry Freund, to recommend that the City Council approve purchase of the property at 8048 Mississippi Lane with stipulation of the intent to resell the house at fair market value. Motion unanimously approved. Jody stated staff will keep Commissioners appraised as the City Council moves forward. 6. OLD BUSINESS Update on Joint Commission City Council Meeting Chairperson Michelle Mersereau provided Commissioners and staff with follow up on the June 8, 2015 Joint Commission City Council Meeting and highlighted the following: Charter Commission: Elections The discussion centered around introducing Ranked-Choice Elections. The Council expressed concern that introducing ranked-choice voting would cause confusion to the voters and a tremendous amount of additional work for the City Clerk without seeing any benefit to the voters, the city, or the voting process. Citizen Long-range Improvement Committee (CLIC): Development - With all the changes in staff leadership within the Planning and Economic Development team, there has been some delay in proactive work to push for redevelopment area north of 610. This development is critical to the future financial stability of the city. Noted that they are now back on track. Workforce development Bringing in new business provided employment opportunity within the community. Stationary Planning for Light Rail - This planning effort will continue to be a high priority and will require extensive community engagement and planning. Recreation and Parks System Plan The System Plan will provide the much needed planning guidance for the park system moving forward. STEM Programing with Library We need to continue to develop relationships between technology industries and our schools. Council Member Comments: Foreclosure Rehab Program Peter Crema noted that we have done a great job working to rehab foreclosure properties and getting them back on the market and occupied. This should continue to be a priority. This will help with neighborhood redevelopment. Aging Population We need to continue to plan for our aging community. Access to transportation is critical to enabling our older adults to keep their sense of independence - able to get to grocery stores, shopping, medical appointments, etc. It was mentioned that a Circulator bus could be considered to support both youth and seniors. Non-Motorized Transportation (east and west) Need to review and plan for a System/Network. 4

5 Human Rights Commission: Recruit more persons of color to be on the police force HR department. Further discussion centered around assisting and educating those applicants with the process, to avoid errors on the application that may exclude them. Deputy Police Chief Todd Milburn explained that the interest is not there in the education system. As a result, the Police Department is working with youth to garner and encourage interest in Law Enforcement as a career choice. Recreation and Parks Advisory Commission (RPAC): Commission Chairperson asked the Council what they think the Department should be focusing in the next couple of years, the following are the comments provided: Signature Field Baseball (Council member Terry Parks). Replacing grass on athletic fields with artificial turf field (Mayor Lunde). o Mayor Lunde stated that the cost of replacing fields with grass or artificial turf is a wash after ten years. He believes artificial turf fields would hold up longer and provide for around the clock use. o Council member Bob Mata introduced the concern about an increase in injuries from using artificial turf instead of natural grass. Requested that the research be done on this statistic prior to any decisions being made. Park funding (Mayor Lunde). o The dependence of Park Dedication Fees will not be sustainable for our park system as they will be decreasing once the city becomes more fully developed. o He mentioned that the City of Coon Rapids had done a levy specifically for parks and this may be something we want to investigate for further consideration. We need to be assessing whether or not we should be repurposing fields that are infrequently used, looking at trends of sports and needs of our changing community (Council member Peter Crema) o Should be thinking about the need to light fields for more use. o Need to be taking into consideration our older adults as we review facility needs in our park system. We need to be doing market analysis on user fees, as we may need to raise fees to cover the expenses. Be more in the market, but provide for access and scholarships for those that cannot pay (Budget Advisory Commission Chairperson). Budget Advisory Commission: We have never funded or planned for the Emerald Ash Borer and these trees play a critical role in the quality of life in our community. Rehabilitation of pre-mature deterioration of streets we need to find a way to pay for this. o Council should be considering franchise fees vs. assessments. o BAC would support the use of franchise fees only if there was a sunset clause - to take care of bigger issues. Parks Sustainability OSLAD fund sustainability is dependent on development and this is not sustainable. Fees and Charges need to review our fees and charges policy to make sure that those that can pay are paying the market price based on communities around us. Personnel Plan Focus on maintaining staff and not increases. 5

6 Score Card Measures. Performance Measures It was suggested that the city begin to know and understand what data is being collected that demonstrates we are meeting the goals of the program or service. Communication of Financial Data How do we best communicate to the community in an open forum? Branding efforts warrants a critical eye to meeting stated outcomes. Budget Process Mayor Lunde asked if the BAC Chairperson would suggest that the Council give a target number (levy target). In response, Chair noted that in the end personnel is the largest percent of our budget. So the real decision making is around non-personnel related numbers. Director Yungers stated Interim City Manager Mike Sable facilitated the discussion and felt there was good dialogue. It was recommended in the future to have one evening when all city commissioners are present. Park Tour Locations Director, Jody Yungers asked which city parks or amenities to include in the 2015 summer parks tour on July 16, The Commission discussed and concluded that they would like to focus the tour on land within the system that may be able to accommodate large group picnic/amplified sound, to possibly tour neighboring festival/performing arts facilities and to include possible dome sports facilities. Staff will be putting together the tour agenda, however, need further clarification on tour priorities. Following input and discussion from commissioners and staff, general consensus was met to tour facilities in the cities of Eden Prairie and Plymouth. The bus will depart from the CAC at 5:30 p.m. Agenda, maps, and further detail will be ed to all. Amplified Sound Update Director, Jody Yungers stated the City Council asked staff to put together a task force to discuss possible locations for a large event area that could be used for either picnics or events. Jody passed out several questions framing this discussion to commissioners. Jody also passed out a draft Team Charter that was recommended be put into place, and two stated outcomes: 1) Identify important amenities for a 'Signature Event Area within Brooklyn Park that supports the City s strategic vision. 2) To identify the most fiscally responsible and feasible location(s) in the City that can best facilitate development goals for a Signature Event Area in the City. Chairperson Mersereau asked the purpose statement should reference amplified sound. Jody stated it should not as allowing amplified sound is a given. The plan will be focused on what should be in the park and amenities to support the use of amplified sound. Jody stated staff will present this to the City Council on Monday, June 22. The following motion was brought forward: Motion, Commissioner Kelly Janssen; Second, Commissioner Mayata White, to support the Large Event Park Task Force Team Charter. Motion unanimously approved. Director Yungers stated there was one minor change to the resolution by City Council at their May 26, 2015 meeting. The pilot program dates June 19-October 31, 2015 were corrected to June 19-September 7,

7 Commissioner, Kim Carpenter stated in reading the packet information, it sounds like staff is skipping over community engagement involvement in setting up this task force. Director Yungers stated the packet information commissioners are looking at was prepared before the charter was designed. She assured commissioners and staff that there will definitely be community engagement involved with this project. 7. PROJECT UPDATE Parks & Buildings Maintenance Manager Greg Hoag provided an update of projects listed below: Trail Construction/Rehabilitation - The Candlewood pedestrian bridge project started on June 8 th and construction underway. If the weather is good this project should be completed by the end of the month. Also as the Systems Plan progresses staff will identify other trails to be constructed. Noble Sport Park Maintenance Garage and east access trail Has a couple of walls up. This project started on June 1st. If all goes as planned, it should be complete by the end of September. Brookdale Final planning on the driveway and parking lot rehab is going on with the bid opening scheduled for Thursday, June 25. If the bids are favorable this project should begin in late July and be completed early next spring. Zane Sports The Hennepin Youth Sports Grant project bids came in 50% over budget. Staff is reevaluating reasons the bids came in so high. Activity Building Rehabilitation Crews are working on minor aesthetic improvements. New wall and floor tile has been installed in the restrooms at both Northwoods and Willowstone parks. This is a continuation of the activity building rehabilitation project that began last year. After the summer camps vacate the buildings we will be replacing the flooring in some of the buildings. Edinburgh USA - The EDA approved hiring a consultant, Imaginality Designs, to create a wayfinding plan for Edinburgh USA clubhouse and golf course including a signage package and street signage. They should have a plan for us to react to by August. Commissioner Kelly Janssen asked if signage on Hwy. 610 will also be designed. Director Yungers stated staff would research this. 8. CITY COUNCIL UPDATE N/A 9. PLANNING COMMISSION UPDATE N/A 10. DIRECTOR S REPORT Director, Jody Yungers stated several items in the Director s Report have been discussed throughout the RPAC meeting and updated Commissioners and staff on the following: Bike/Ped Plan A Bike/Ped Master Plan consultant and planning team has now been identified and had its first meeting on Thursday, June 11th. This will be a 5 Year Priority Plan and the planning work is anticipated to be complete in October of 2015 with goals of the plan discussed in the first meeting. A community engagement process will begin in June, tying to existing events where the community engages. An online survey will be promoted through an interactive map website at More information to be provided as the planning process rolls out. Joint Master Plan with Three Rivers Park District Will be available to the public for hand out during 7

8 Tater Daze events. The master plan will lay out the long-term plan for the park and includes identifying future recreation development, natural and cultural resource protection goals, and associated costs. Development of a master plan includes an extensive public engagement process which allows community members to participate in shaping the park s vision and development concept. Nature Play Area Pilot at Willowstone Park On Friday, June 5, Recreation staff worked side by side with the Operations and Maintenance Forestry Crew to develop our first ever Nature Play area in the park system. Four pocket areas were created with dead trees chipped and used for pathways on site. Willowstone Park is one of our many day camp locations and has struggled with areas in the park that has shade for active and passive play such as story time. Staff will research other opportunities to get kids out of manicured sites and back to nature. 11. KEY TOPICS FOR DISCUSSION AT THE JULY 16, 2015 RPAC MEETING Annual RPAC Parks Tour. 12. CALENDAR OF EVENTS Program Services Manager, Jan Ficken stated summer is a busy time for recreation activities with full calendars; kids out of school; and families looking for recreation opportunities. Jan highlighted: Tater Daze Parade June The parade and Spud Run will be held on Saturday, June 20. Step To It Brooklyn Park won this year s Step To It Challenge for the fifth year in a row. Steppers logged nearly 2 million steps. Pop Up Book Nook Sun Post published a front page article on this summer reading program, partnering with the Osseo School District. Children s Arts Classes will be held at the Hamilton Park Activity Building. Eidem Homestead is bustling with activity. Daytime storytime started yesterday with over 200 young moms and babies in attendance. Preschoolers can attend the Preschool Adventure Camp at CAC, Willowstone or Monroe parks. Family Fun free movies will be held in the four different park locations; Edinburgh, Brookland Golf Park, Central Park and Eidem Homestead. Summer Swim Lessons began yesterday at Jackson Pool. 1,900 youth are registered to learn to swim this summer. Classes have been expanded to open up at both Brooklyn Junior and Jackson pools this summer. Summer Staff includes 150+ staff working in recreation programs and activities. A tremendous amount of staff training time is dedicated to these staff to ensure participants receive quality programs, activities and experiences. Farmers Market opened today. The market will be open from 3-7 p.m. every Wednesday through October 14. Teen Programming Teen Zone is held over the summer at both Zanewood Recreation Center and the CAC. Both locations are fully operational summer teen centers. TeensOnly Library Night is held every Thursday evening. This popular and growing program is held just for teens. Youth Employment Program Recreation & Parks is one of the city s largest youth employment departments. Youth from age 14 and up are hired. Those registered in The Leaders in Training (LIT) program continue to grow into new job duties and experiences. In addition, we hire youth through Tree Trust and BrookLink, a new program out of the Brooklyn Bridge Alliance. This summer six young people will be working with our staff. Sports Little Tykes, Tiny Tot Sports, PeeWee and All Star Sports are some of the youth sports programs offered. Staff begins working with kids at 2 & 3 years of age teaching them the enjoyment of physical activity and fun play. BPAA covers the more competitive teams. 8

9 Mobile Recreation Program will continue this year at four apartment sites; Villa Del Coronado, Autumn Ridge, Eden Park and Willows. The program runs out of Zanewood Recreation Center and in partnership with Robbsindale and Osseo School districts. Gymnastics Program has been in force for 15+ years with John Toblar heading it up. With the reconfiguration of grades in the schools, classrooms have to be shuffled around for space. The gymnastic training area at the schools is not available during school time when the space is used for Special Ed classes. John can hold just the basic tumbling programs in the Armory Gym during the school year. Space and facilities for offering recreational programs is getting more difficult to find. Commissioner, Kelly Janssen asked if the gymnastic equipment is mobile or stationery. Jan stated the equipment is stationery. Director Yungers stated the work and creativity the summer staff does is amazing. Jody has met with the different divisions during their in-service training to talk about how important their roles are within the recreation field. 13. OTHER ITEMS BY COMMISSION The Annual Parks Tour will be held on Thursday, July 16, There will be no RPAC meeting in August, Anyone interested in being a member on the Large Event Park Task Force should contact Jody. There will be a total of four monthly meetings. Chairperson, Michelle Mersereau volunteered. Commissioners are encouraged to attend the Root Beer Float Social tomorrow, June 18, 7-8:30 p.m. at the Noble Sports Park. 14. ADJOURNMENT Motion, Vice-Chairperson Paul Obinger; Second, Commissioner Kelly Janssen, to adjourn. Motion unanimously approved. 9