Loading...
HomeMy WebLinkAboutAgenda - Recreation and Parks Committee - 05/22/2017 RECREATION AND PARKS COMMITTEE MONDAY, May 22, 2017 5 PM-7:00 PM Medium Conference Room, City Offices AGENDA (5:00) Call meeng to order Review of safety procedures Changes or addions to the agenda Comments from the public not related to the agenda Approval of minutes from April 17 meengs (5:05) Director’s Report: Maggie NRPA Green-up Day Quesonnaire Jay-Cee Park lights (5:15) Orientaon Package Orientaon List (aached) “Who We Are and What We Do” (aached) Site Evaluaon Matrix Package (aached) (5:40) NRPA Performance Review Document aached: Commiee will create a summary (6:00) Leadership Meeng: Jennifer and Mike Assignment: Matrix of experience/skills for appointees Worksheet (revised) (6:15) PUD’s (6:25) Reports and updates: liaison reports Please nofy the chair if your report requires discussion and/or a wrien report Bike & Ped (Rebecca) City Council (Mike) Natural Resources (Naa) SB Land Trust (Paul) Library Board (Glenn) School Board (Liz) Winooski Valley Park District (George) Planning Commission (Jennifer) Design Review/Public Art (Jennifer) Leadership (Jennifer and Mike) DRB (Naa?) Energy (Jennifer, Mike) (6:40) Adjourn *Indicates aachment NEXT REGULAR MEETING: June 19, 5:00 P.M. Bike Rack: Make a List! May 11, 2017 Dra ToDo List of priories and Timeline 1. Schedule R and P Department budget review into meeng schedule. 2. Review the City Center Task Force Report with focus on R and P secon on facilies (updated). 3. Review the Site Evaluaon Matrix. 4. Review the Planning Commission revision of LDR’s and PUD’s. 5. Performance Review/Department Goals and Objecves: Schedule review and discussion. Work with staff onmaster Plan. Refer to Annual Worksheet generated by Leadership Commiee. 6. Finalize Orientaon Plan for 2017. 7. Invite speaker for advocacy. 8. Get Foundaon up and running! 9. Connue to maintain commitment to delivery of high quality programs. City Center updates for Market Street and Dumont Park Policy in Parks Retreat Follow-up Advocacy DRAFT South Burlington Recreaon & Parks Commiee April 17, 2017 DRAFT Present: Rebecca Poquee, Glenn Sproul, Mike Simoneau, Paul Steinman, Liz Robitaille, Jennifer Kochman, and Maggie Leugers Director Recreaon and Parks Regrets: Naa Addo Absent: George Donovan Meeng was called to order at 5:03 No comments, changes or addions to the agenda. There were no comments from the public. Minutes: Changes to March 20: Cies Crisis Plans insert: Dubie advised that the commiee include me on the agenda for every meeng to review the evacuaon plan. Obrien Development Review insert: Bey advised that should the City take ownership of this park, there be at least two parking spaces dedicated to meeng ADA requirements. Recreaon Programming insert: Bre menoned said that the highest priority is a big open space for hosng many classes e.g. Tai chi. The second would be classroom space for arts and cras, etc. The third is Large open program area. Mike Simoneau moved to approve the March 20 minutes as amended and the March 27 minutes as wrien, seconded by Liz Robitaille, approved unanimously. Commiee Chair Moon: At 5:08 Jennifer Kochman moved that this public body enter into execuve session for the purpose of discussing the negoaon or securing of real estate for purchase or lease by the City of South Burlington. Seconded by Mike Simoneau. The Commiee adjourned execuve session at 5:27. Director’s Report: Maggie and Holly Baker will aend an NRPA conference May 3-6, where they will present a workshop on the grant to fund lunches 2016 to summer camp parcipants 2016. The program has also been entered into an award offered by Robert Wood Johnson Foundaon. The $3,000 could fund programs for the O’Dell apartments. Common Roots located in the Wheeler House proposed a summer day care program. The administraon decided that this would consume a great deal of space at Wheeler, making the space unavailable for other uses. Green Up Day is May 6. The R & P Department has ordered banners for Rec and Parks and Natural Resources Commiees. The table will also have a short quesonnaire which will be available on-line. There is a 15 Day waing period for O’Brien House to take it down. Woodpeckers have pecked holes in lights at JC Park. The poles are 41 years old; Barre’s will do the work for approximately $15-20, 000, to be taken from conngency funds. Mozart Fesval will have opening and closing events in the coach barn at Shelburne Farms, and the remainder of the events (4) in Veteran’s Park. R & P needs to find a conngency space for rain. Dumont Park: A training session for eradicang invasive species in Dumont Park, “Weed Warriors,” will be held April 29, 9-12 at the park. The most prevalent invasive species include honeysuckle and buck thorn. April 26 Event: Pot Luck Dinner for Gardens in the Green Mountain Conference Room with Charlie Nardozzi 7:00 p.m. City Council Presentaon: Maggie shared a power point presentaon with City Council. A survey of program parcipants shows that people are happy with programs, but are not happy with space and ming of programs. This is due to the lack of program space. CIP Schedule: This chart shows what’s been done/will be done 3 -year progression; this is posted on the web site. Completed: x bridge removal at Wheeler; replacement shingles were used. Red Rocks - Way finding signs are being made. New map, New gate house. VYCC will return to do work. Winooski Valley ???? Leadership meeng: Jennifer and Mike aended the meeng. The leadership from commiees were presented with a dra of a budget schedule. R &P can use this to schedule review of the proposed 2018 budget. The commiee should be more involved in preparing the budget. Another handout presented a chart lisng documents relevant to each commiee to include in orientaon packets. Jennifer said that she shared the dra R & P Commiee with other commiees. Also: An Open meeng quick guide from VLCT will be included in our orientaon package Department Performance Review: The Performance Review Document was distributed in hard copy. Jennifer will send this as an email aachment. Department Goals and Objecves: Maggie said the department will hire a Consultant to help Rec/Parks develop a Comprehensive Master Plan. Glenn recommended adding an addional goal: Connue to maintain commitment to deliver of high-quality programs. Follow-up on developing work priories and a work meline: The Execuve Commiee will meet with Maggie to dra a plan of acon. Exec Commiee includes Mike, Maggie, Naa, Jennifer. Respecully submied, Liz Robitaille, PT Recreaon and Parks Commiee Orientaon Plan. Orientaon Tour: Staff and/or execuve commiee will conduct a tour of SB parks and recreaon facilies. Meeng: Staff and/or execuve commiee will meet with new member(s) to present overview(s) and discuss work of the commiee. Documents: New members will be provided the following documents either by email aachment or thumb drive: Basic: Hard Copy/email Recreaon and Parks Commiee By-laws (aached) “About Recreaon and Parks Commiee” (aached) List of Commiee members Minutes, Agendas, and aachments from the previous two meengs R &P Commiee liaisons to Boards and Commiees Annual Report (2016) Open Meeng Law Quick Guide List of documents on thumb drive Reference: Thumb drive Commiee work: Recreaon Excerpt from City Center Public Facility Feasibility Study Final Report (updated) Site Evaluaon Matrix and User Guide (2013) Recreaon and Leisure Arts Survey R and P Department Power Point Presentaon (2017) Providing Outdoor Recreaon Space Resoluon (12/11/12) Notes from the June 2016 Retreat R and P response to Comprehensive Plan goals, objecves and strategies SB Parks ADA Study (2013) Notes from Meeng with Planning Commission 04/26/17 Documents from task force(s) in which R and P parcipated: OpenSpace Task Force Final Report (2014) Underwood Task Force Report (2015) Wheeler Conservaon Easement Recommendaons (2016) 1/2 Cent Task Force Recommendaons (2016) Other City documents: Comprehensive Plan 2016 Capital Improvement Plan (2016) Land development Regulaons (2016) PUD Phase 1 Report (2016) Public Facilies Task Force Final Report (2014) Dumont Park (2016) Wheeler Nature Study (2015) Red Rocks Study (2015) Conservaon Fund Folder: Four Arcles approved by voters in 2000, 2008, 2010, 2016 Impact Fee Ordinance: City ordinance and excerpts from 2009 SB City Center Phase I Ballot Item and Plans for Market Street and Dumont Park Chamberlin Neighborhood Study (2016) ****************** City of South Burlington, Vermont Recreaon and Parks Commiee BY-LAWS Article I Mission Statement The commiee shall be called the City of South Burlington Recreaon and Parks Commiee. The mission of the Recreaon and Parks Commiee is to support the Recreaon and Parks Department in their goals and efforts to provide recreaon and program opportunies; and to acquire and maintain recreaon facilies and recreaon open space. We do this in concert with the NRPA pillars of recreaon: Conservaon, Health and Well-being, and Social Equity. The Recreaon and Parks Commiee is appointed by the South Burlington City Council to serve the residents of South Burlington by acng in an advisory capacity to the Recreaon and Parks Department and the City Council. Article II Duties and Purpose of the Committee A. The Committee shall consult with and advise the Director of Recreation and Parks in matters affecting recreation programs. These matters shall include: 1. Review of park/facility related projects 2. Review of program offerings 3. Review of department policies, and city policies affecting the department 4. Review of finances and proposed budgets 5. Assisting in the development of long-range planning, including needs assessment and setting priorities 6. Providing interface and collaboration with other city committees 7. Other matters as they arise B. The Committee will meet at least once a year with the Director of Recreation and Parks to discuss ways the Department of Recreation and Parks and the Committee can improve their functioning and collaboration. C. The Commiee will be involved in the selecon of a new Director of Recreaon and Parks. D. The Commiee will provide support to the Director’s annual presentaon to the City Council of budget and other maers. E. The Committee will serve as 1. Representatives of the community 2. Advocates of the department and its mission 3. Citizen advisory committee to City Council Article III Membership and Attendance A. The vong membership of the Commiee shall be no fewer than seven and no greater than nine members. All members shall be residents of the City of South Burlington, Vermont. Members shall be appointed to three-year terms, on a rotang basis. There are no limits on the number of terms a member may serve. B. The Director of Recreaon and Parks is an ex-officio, non-vong member of the Commiee. C. Other ex-officio members may be added for a period of one year or less; members may be added by a simple majority vote of the Commiee at any regularly scheduled meeng D. In the event of the resignaon of any Commiee member, the Commiee will peon the City Council to appoint a member to finish any unexpired term that might remain. E. The Commiee may request the City Council to add addional members if needed. F. Aendance will be recorded in the minutes of each meeng. Members are expected to aend at least 75% of the Commiee’s regular meengs. G. A member who is unable to aend a meeng should nofy the Chair prior to the meeng and should submit reports of any business he/she has conducted on behalf of the Commiee since the last aended meeng. H. The Commiee follows the City Council of South Burlington, Vermont, Guidelines for Cizen Parcipaon, as City Council Appointees on City Boards, Commissions, or Commiees in a Volunteer Capacity, adopted by the City Council October 17, 2011. Article IV Meetings A. All meengs shall be conducted under “Robert’s Rules of Order” unless otherwise provided. B. The commiee shall meet a minimum of ten mes per year, on a day, me and place convenient to the majority of the membership. C. The Chair may call special meengs as needed. D. The first meeng aer July 1 and the appointment of new members shall be known as the Organizaonal Meeng. This meeng will include the elecon and installaon of officers, namely the Chair, Vice-Chair, and the Secretary. E. A majority of vong members constute a quorum at any regular or special meeng. F. All meengs are open to the public, and the agenda will be published in accordance with VT Open Meeng Law. Article V Officers and Elections A. The officers of this Commiee shall be a Chair, Vice-Chair and a Secretary, who shall be elected at the Organizaonal Meeng to serve for one year or unl a successor shall be elected. B. These officers and the Director of Recreaon and Parks shall constute an Execuve Board which shall act in urgent situaons. C. All officers shall be nominated and elected from the floor at the Organizaonal meeng. A majority vote of those present shall constute an elecon. Article VI Duties of Officers A. The Chair shall preside at all meengs of the Commiee. B. The Vice-Chair shall act in the absence of the Chair. C. The Chair shall meet regularly with the Director of Recreaon and Parks to discuss preparaon of agendas, reports, and other maers that concern the Commiee. The Chair will maintain open communicaon with the Director on maers affecng the Department. D. The dues of the Chair shall also include: 1. Serving as representave of the Commiee at public affairs 2. Together with the Director, creang a calendar of Commiee acvies and goals for the coming year to be presented in the fall of the current year. These goals may be adjusted during the course of the year. 3. Conducng the new Member Orientaon with the Director. 4. Creang an annual report of Commiee accomplishments and objecves that will be included in the Department’s poron of the City’s Annual Report. 5. Conducng correspondence with City management and City Council on behalf of the Commiee. E. The Secretary shall keep a record of the proceedings of the Commiee in the form of minutes. Minutes shall be published in accordance with City guidelines. Article VII Duties of Members Each member is expected to aend meengs, and to parcipate in the work of the Commiee. Article VIII Sub-Committees Sub-commiees may be appointed by order of the Commiee as needs may arise. All sub-commiees shall include at least one member of the Recreaon and Parks Commiee. The sub-commiee will select a chair. The chair will schedule and conduct meengs, and report to the full Commiee. Sub-commiees shall not necessarily be restricted to members of the Commiee. The Chair of any special commiee may be an ex- officio member of the Commiee, including Program, Facilies, Park Areas, Finance, Equipment and Supplies, and the like. The Director of Recreaon and Parks may be an ex-officio member of a sub-commiee. Article IX Amendments These by-laws may be amended at any me at any regular or special meeng by a majority vote of the City Council, present and vong, provided noce of the proposed amendment has been given in wring to all city Council and Commiee members at least fieen (15) days prior to the said meeng. Approved unanimously by South Burlington Recreaon and Parks Commiee October 17, 2016, and amended January 16. 2017. THE RECREATION AND PARKS COMMITTEE (R & P) Formerly Recreaon and Leisure Arts (R & LA): WHO WE ARE AND WHAT WE DO Revised 05/11/17 Q1: Who are the current members of R & P? A: Jennifer Kochman, Chair; term expires 2019; 862-8281(H) Mike Simoneau; Vice-Chair; term expires 2018; 862-5609 (H), © 233-2011 Glenn Sproul; term expires 2017; 658-5769(H), 881-8096(C) Liz Robitaille; term expires 2019; 658-6695(H), 324-0881(C) Rebecca Poquee; term expires 2017; 859-0970 (H), 238-5335 (W) George Donovan; term expires 2018; 864-0716, © 233-7349, 233-3225 (W) Naa Aku Shika Addo; term expires 2018; 399-2633 (H), © 777-6404 Paul Steinman; term expires 2019; (h) 922-6184 Q2: With whom does the commiee work with and to whom do we report? A: R & P works closely with the Director of Recreaon and Parks. It is the only commiee with a broad advisory role to the Recreaon and Parks Department and to City Council on maers related to recreaon, and one of two commiees with an advisory role on maers of conservaon and open space. It reports important resoluons and recommendaons to the South Burlington City Council and City Manager Kevin Dorn, and/or to other commiees and staff as appropriate. Q3: What is the role or mission of this commiee? A: The City Council approved our revised by-laws November 14, 2016. History: In the fall of 2013 the R&LA Commiee wrote and approved a set of revised By-laws. The Bylaws we inherited from previous years were outdated, and the dues they described were actually dues of the Recreaon & Parks Department. These were then submied to City Council, which has ulmate authority over R & P and all other city commiees. From that me the Commiee proceeded in accordance with them. The 11/14/16 revision contained very few changes. The proposed By-laws describe the general mission of the Commiee as follows: Duties and Purpose of the Committee A. The Committee shall consult with and advise the Director of Recreation and Parks in matters affecting recreation programs. These matters shall include: 1. Review of park/facility related projects 2. Review of program offerings 3. Review of department policies, and city policies affecting the department 4. Review of finances and proposed budgets 5. Assisting in the development of long-range planning, including needs assessment and setting priorities 6. Providing interface and collaboration with other city committees 7. Other matters as they arise B. The Committee will be involved in the selection of a new Director of Recreation and Parks. C. The Committee will provide support to the Director’s annual presentation to the City Council of budget and other matters. D. The Committee will serve as 1. Representatives of the community 2. Advocates of the department and its mission 3. Citizen advisory committee to City Council Q4: What kinds of issues does the Commiee address? A: The range of issues we address is quite broad, ranging from the review of ongoing recreaon programming and other day-to-day operaons of the Recreaon & Parks Department to parcipaon in long-range planning for parks and recreaon facilies. The commiee reviews developers’ PUD’s and makes recommendaons to the DRB. Q5: What have been some accomplishments of R & P (R & LA) during the past four years? A: R&P has become more acve, in idenfying and arculang direcon and in collaboraon with others. Iniaves: On December 11, 2011 we passed a Resoluon on Outdoor Recreaon Space, which we presented to City Council and the Planning Commission. In 2012-13 we designed a survey of recreaon interests and needs in South Burlington and prepared a summary of the results for City Council and for publicaon in The Other Paper. In 2013 we devised a “Site Evaluaon Matrix” to assist city staff in evaluang the potenal of a parcel of land for development for acve recreaon. In 2013 we developed the R & LA By-Laws menoned earlier and presented them to the City Council. These have since been updated by the Commiee. The Commiee requested of City Council that it be assigned a leading role in planning for the future uses of the former Underwood property located East of Spear Street and South of Nowland Farm Road. The request was made jointly with the Natural Resources Commiee. In 2014 we began the process of designing an Orientaon presentaon for new members. In 2015 we assigned members to review minutes and/or aend meengs of other city commiees and boards. In February 2016 a sub-commiee was formed to begin the work of establishing an independent SB Recreaon and Parks Foundaon. In June, on a Saturday morning, 2016 the commiee held our first retreat with Maggie Leugers and a paid consultant. We learned more about each other and discussed future direcon of the Commiee. In summer and fall 2016 the Commiee advocated for voter passage on the TIF City Center Phase I Plan and Bond. On September 19, 2016 the commiee unanimously passed a resoluon of support to be made public. In November 2016 we re-submied our revised by-laws to City council, and with few changes they were passed unanimously. Collaboraon: In 2013 at the request of the City Center Task Force, we draed a wish list of recreaon facilies we would like to see in the City Center facility, met with the architects of the Task Force, and aended Task Force meengs. In 2014 in response to the Open Space and Planning Commission requests for specifics on City Center Open Space, we draed a wish list of green spaces within City Center, which was sent to the Open Space Commiee and the Planning Commission. In 2014 the City Council created the IZ Open Space Commiee and included on it a representave from the R & LA Commiee, thus comming us to an acve role in determining open space regulaons. Jennifer Kochman was our representave to the Open Space Commiee. The Open Space Commiee completed their report in spring, 2014. In 2014-2015 two members of R&LA, Glenn Sproul and Liz Robitaille as alternate, were appointed to the Underwood Park Task Force. The Underwood Task Force report was completed in winter, 2015. In 2014-2015 members aended visioning workshops for design of Dumont Park, City Center’s Garden Street, and Underwood Park, and the School/City Task Force. In 2014 R&LA met jointly with the Red Rocks Commiee to review the proposed plan for Red Rocks Park. At the invitaon of Deputy City Manager Tom Hubbard, in 2015 Glenn Sproul, Jennifer Kochman, and Liz Robetaille were appointed to the Commiee to Hire a New Director of Recreaon and Parks, and in March 2015 hired Maggie Leugers. In 2015 Jennifer Kochman met with the Natural Resources Commiee to review the dra of the Wheeler Park study. At the invitaon of Bey Militzia, Chair of SB Natural Resources Commiee, aer the final meeng of The Open Space Commiee, Jennifer Kochman and Bey met for coffee several mes. Recently Glen Sproul met with Jennifer and Bey. There are now plans for the Chairs and Vice Chairs to meet on a regular basis, possibly also with Director of Recreaon and Parks, to discuss items of mutual interest. From December 2014 to September 2015, the Commiee met with residents of the Baycrest Neighborhood to discuss and design amenies to the Baycrest Neighborhood Park. City Council Chair Pat Nowak and City Manager Kevin Dorn offered advice at key moments. In September 2015, the design prepared by Public Works and Department of R&P was approved by City Council. From May 2015 to February 2016 Jennifer Kochman and Glenn Sproul, and Maggie Leugers and Holly Baker, met with the SB Planning Commission, City Planning Staff, and City Council to review and advise on changes to the SB Comprehensive Plan. The R&LA Commiee discussed and approved to changes offered. In spring 2016 City Council approved the name change from Recreaon and Leisure Arts Commiee to Recreaon and Parks Commiee. In spring 2016 City Counsel created the Wheeler Conservaon Easement Task Force with representaves from R & P, SBNRC, and SB Land Trust. Mike Simoneau, Jennifer Kochman, and Maggie Leugers serve on this Task Force. In spring 2016 City Council created The Open Space Projects Task Force to priorize allocaon of the $1.3 million recently approved by voters for upgrades and maintenance for Red Rocks, Underwood, and Wheeler Parks. Glenn Sproul, Rebecca Poquee, and Maggie Leugers serve on the Task Force. The City Council approved the report of this commiee November 14, 2016. In August 2016 in response to a request from Paul Conner, R and P sent a leer of comments to the Chamberlin Neighborhood Study Commiee. Maggie, Glenn, and Jennifer studied the report and draed the leer since the full commiee did not meet in July. In the spring of 2016 City Council created the Wheeler Nature Park Easement Study. Jennifer Kochman and mike Simoneau served on this task force. The Wheeler Nature Park Conservaon Easement framework was completed in October 2016. Q6: What issues is the Commiee addressing this year? A major ongoing task for the Commiee this year is supporng and promong the creaon of an indoor recreaon facility, possibly in the proposed City Center. The lack of an indoor facility is the greatest liming factor to expanding and further diversifying recreaon programs, especially programs for seniors and families with pre-school children. The Commiee collaborates with the developer in planning appropriate neighborhood parks or other green spaces in any proposed new housing development. The April 20 2015 R&LA meeng was our first meeng with Director Maggie Leugers. We focused on developing goals and arculang issues facing the Recreaon and Parks Department. The Commiee highlighted these areas: Advocacy for a Parks Management Plan Advocacy for a Capital Recreaon and Parks Fund (Done by vote, November 2015. $1.3 Million will begin to address needs.) Advocacy for inclusion of the recommendaons from the Open Space Report to be included in the city’s Comprehensive Plan (Done winter 2016) and LDR’s and PUD’s (On-going in 2016). Advocacy for meeng on-going and future needs for community centers, program space, playing fields, and recreaon opportunies. In general, Maggie wants the Commiee to be acve as an advocate for the importance of recreaon and open space as a key element in quality of life for South Burlington’s cizens. Recreaon and Parks Commiee May 11, 2017 Dra ToDo List of priories and Timeline 10. Schedule R and P Department budget review into meeng schedule. 11. Review the City Center Task Force Report with focus on R and P secon on facilies (updated). 12. Review the Site Evaluaon Matrix. 13. Review the Planning Commission revision of LDR’s and PUD’s. 14. Performance Review/Department Goals and Objecves: Schedule review and discussion. Work with staff onmaster Plan. Refer to Annual Worksheet generated by Leadership Commiee. 15. Finalize Orientaon Plan for 2017. 16. Invite speaker for advocacy. 17. Get Foundaon up and running! 18. Connue to maintain commitment to delivery of high quality programs.