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HomeMy WebLinkAboutAgenda - Recreation and Parks Committee - 09/09/2019 RECREATION AND PARKS COMMITTEE MONDAY September 9, 2019 5:00 PM - 7:00 PM Medium Conference Room, City Offices AGENDA (5:00) Call meeting to order Review of safety procedures Changes or additions to the agenda Comments from the public not related to the agenda Approval of August 12, 2019 minutes (5:05) Recreation Facility Update - Holly Rees, Kevin Dorn and Coralee Holms ● What is the intended role of the Committee during this process? ○ Community engagement (social media, email) ■ Carefully crafted message (include facility timeline to date and moving forward) should be created with the assistance of Kevin, Coralee, Holly & committee so that the messaging is concise and consistent ● Who should be the point person for communication to residents? Coralee or committee members? ○ Form a sub-committee to work with Coralee? ○ Advocacy (public meetings/input) ■ Talking points/graphics for a flyer ● Review of the process moving forward ○ Who are the key players and what are their respective roles? ● Review of public and stakeholder meetings ● Survey ○ Who wrote the questions? ○ What was the thought behind adding pool related questions? ○ Do the responses validate what the Committee submitted in January 2018 as the priority list for a Recreation Center? ● Next steps for September 17 BH+A visit (6:15) All Committee Symposium ● Thursday, September 26, 4:30-9:30pm ● Poster review (6:30) Director’s Report (6:45) Committee Updates ● Dog Park ● Interim Zoning (6:55) Date for orientation - October ? (7:00) Adjourn NEXT REGULAR MEETING: October 14, 2019 5:00 PM Recreation and Parks Committee To Do List Completed ● Parks Management Plan Resolution presented to Committee May 13, 2019; Sent to CIty Council July 2, 2019 ● Complete NRPA Summary - presented to City Council July 15, 2019 In Progress / Under Review ● All Committee Symposium: September 26 ○ Materials: Due August 16 - Annual Report and Work Plan ○ Presentation: September 26 ● Update “Who We Are and What We Do” information document ● Orientation Plan: Finalize document, set date for October workshop ○ Compile and update documents needed to add to Google Drive ● Recreation Facility: Begin planning and organization of advocacy ● Complete Interim Zoning committee work ● Review Plan Com PUD’s Not Yet Started ● Coordinate with SBNRC re: Parks Management Plan ● Vermont Recreation & Parks data report RECREATION AND PARKS COMMITTEE Minutes dated August 12, 2019 Present: Holly Rees, Jennifer Kochman, Mike Simoneau, Katie Langrock, Tami Zylka, Jon Pence, Christy Pilsucki, Glenn Sproul, and Lauren Wedam Regrets: Rebecca Poquette 5:00 PM Tami called the meeting to order Holly reviewed the safety procedures Addition to agenda: Land Trust Minutes - Jennifer Motion: Jennifer moved and Katie seconded the approval of the minutes dated July 8, 2019. All in favor. Recreation Facility Update: Kevin Dorn, Holly Rees Holly met with project manager from Freeman French Freeman Architects to view the proposed site. Traffic pattern was discussed. Freeman French Freeman Architects has retained BH+A to meet with various stakeholders (staff, school, community, special interest groups, etc). The Recreation Center plan is based on a municipal plan rather than specific to school system. There is a lack of synergy between the two sides. We need confirmation of needs from community to bring the discussion. BH+A and will conduct small meetings with various stakeholders and host a public forum on August 26. Additional meetings will take place in September. ● Projected cost: $15M agreeable to City Council; less than $20M ● Timing: School and Counsel have agreed that referendums will not be on the same ballot unless they are a joint venture. ● Proposed: March 2020 election Committee Comments: ● Can committee members attend these meetings in order to get a pulse of the community needs by stakeholder groups? ● Our committee is a stakeholder in the sense that we are the primary advocate for the stakeholders at large. We are advocates not necessarily separate stakeholders. ● We need to emphasize the use of spaces for events such as SoBu Night Out and recreation activities. ● There is a need to emphasize that we are providing a service that is unique in that it is separate from the school committee and is, hence, not necessarily subject to the same master plan. ● How can the city go for a big school improvement and this project at the same time? We need to be clear about what the rec facility could bring to the table. ● We need to be clear that we are asking people to open up their wallets and pay a higher tax rate to make these projects happen. This is a hurdle that many are not able to support. School district is always going to come first. ● Consult with Champlain College on shared use (community & institution) Market Street (City Center) Update: Kevin Dorn Project is moving along slowly with an estimated October groundbreaking. ● Wins: ○ Road is being paved and will be completed before school starts to alleviate any drop-off/pick-up traffic delays. School parking lot will be delayed until May ○ After the street paving has been completed the work will move to the side of the road to address bike path, landscaping etc. ● Obstacles: ○ storm water agreement with school - permit expected October ○ Cathedral Square parking lot entrance/exit and 3 parking spaces Committee Comments: Jennifer: When the plan was initially conceptualized, there was agreement about inclusion of central green space. How is this going to be addressed? Kevin: When the plan was initially drawn up, we did not anticipate the land taken up by storm drainage. Due to changes in project, we are not likely able to complete a large city center green space but we will have a lot of pocket spaces such as the duck pond which will be a nice area to gather. Kudos: Kevin recognized the Recreation and Parks Committee for the idea of organized community events. SoBu Night Out has been a success! It is great to see all of the fields being used as well as the community in attendance at SoBu Night Out. All Committee Symposium - Review of Documents: Jennifer, Holly, Tami The Annual Report report outlines the following: ● The committee accomplishments from July 1, 2018 - June 30, 2019 under the direction of Jennifer Kochman ● Priority List & Work Plan: This will be a priority list for the committee for the upcoming year and will allow us to measure our progress by having clearly defined goals. In addition, this will alleviate some work flow issues for the Director and ensure the safety of all users. ○ Recreation Facility ○ Master Maintenance Plan - Open Space Management ○ Open Space Use Guidelines After much discussion the committee will add a Park Asset Management Plan to the priority list. This will fill a much needed void in the systematic process that is currently lacking. It was recommended that a shared work order system would be beneficial to all departments in prioritizing work needs. The Department of Public Works and the Recreation & Parks department would be able to work jointly to inspect and maintain parks and facilities in a more organized manner. This could mean a shift in direct reports. Committee Comments: ● It’s important to recognize that we need to change the status quo and come up with a plan to advocate for these services. ● Master maintenance plan should include open spaces and need for communal sense of how we move forward and execute the maintenance of parks. Who is responsible for oversight? ● Suggested having a means for park patrons to report any issues with park equipment and/or maintenance issues that may be potential hazards. ● Glenn offered example of UVM Medical Center and how they have created a top-down model of concern and care for patients and their welfare. He notes that he believes that it is likely the result of 1 or 2 people at the top that demanded that the hospital do this. His point - we need someone at the city level that is committed to oversight of parks and recreation. It cannot be the sole responsibility of Holly to manage this great task. He suggests that current discussion with City Council should include need for representation and/or resources related to oversight. ● I think the nature of the issue comes down to a chain of command. ○ As we work towards building a Recreation Center we need to ask the important questions and inform the public of the maintenance plan ■ Who would be responsible for running the recreation facility? Who would “maintain” the facility? ● Maintenance projects completed were a result of funds from conservation commission ($2.3 million). It was noted that the Parks foreman is not necessarily vested in making sure these projects get done. ○ Holly provided an example of an approved project to update trails at RRP and rise of storm water concerns that will potentially make these projects difficult to execute. It’s not always just a matter of funding. ● Kevin is working to ensure a more steady flow of funds to support maintenance projects Motion: Mike moved and Christy seconded the approval of the Annual Report with the addendum to include a Park Asset Management Plan in the Priority List & Work Plan for 2019-2020. All in favor. The Annual Work Plan represents a “comprehensive” list of items that is reflective of the objectives presented in the comprehensive plan as they relate to the role of recreation and parks. Motion: Mike moved and Glenn seconded the approval Annual Work Plan for 2018-2019. All in favor. Rye Meadows Park Request from Planning & Zoning: Holly The DRB is asking Committee input on the relocation of boulders at the new park; these are located 10 feet inside the park boundaries; and to a deck boundary variance. Motion: Mike moved and Katie seconded the motion to support the DRB decision in regards to Rye Meadows Park. All in favor. CIP Memo of July 22: Holly This winter the City will be undertaking the annual amendment of the Capital Improvement Program (CIP) which is coordinate and plan for the orderly development of capital improvements and reduce large fluctuations in the tax rate from year to year. This topic will be added to the September agenda for further discussion in order to make sure that the CIP includes recreation and parks. Directors Report: Holly Separate report was sent to members. Highlight - Andrea Leo is back! Interim Zoning Update: Tami The City Council has voted to extend Interim Zoning for an additional 3months. This will allow all committees to complete their work and submit final reports. City Council & Planning Commission Meeting (8/1) Update: Jennifer Updated committee on the PUDs (planned unit developments - type of units developed and use of open space). Anticipates that the Committee meeting on August 13 will discuss in greater detail the need for integration of planned units and open space. She noted a December 2012 meeting that she attended with Glenn that included discussion of developers plans, in consultation with recreation and parks, to include green space.Developers at that time were encouraged to consult city committees (R & P, Bike, etc) to inform future planned unit development. This idea needs to be brought before the Planning Commission once again. Will add further discussion to the September agenda for updates. Land Trust Board Minutes: Jennifer Presented minutes from meeting which requests the possibility of a small addition to the tax for the Open Space fund on the next city-wide ballot. Board members will meet with the City Council to solicit support. If approved, Land Trust would begin a campaign to educate SoBu citizens about the need for a tax specifically designed to purchase additional city land for conservation. Committee Comments: ● There are conflicting interests and meetings are biased towards special interest groups behind the scenes without fair vetting by city established committees. ● There is not a committee that does not have a vested interest in these funds and appropriate use thereof. Political climate is such that City Council needs to understand that special interest committees must be part of discussions re: Land Trust. Orientation / Workshop: Tami Katie will send out a list of Saturday dates in October (exclude Spooktacular weekend) for a Park Tour and potential workshop related to the Recreation Center. Please plan on 3 hours (90 minutes for a park tour and 90 minutes for workshop). Date to be determined at the September meeting. Motion: Katie moved and Glenn seconded the motion to adjourn the meeting. All in favor. The meeting was adjourned at 7:10pm Next Regular Meeting: September 9, 2019 5:00 PM